Submitted by: Hal Metzler
Submitting Department: Public Works
Agenda Section: Consent
Item Title:
title
Approval of Tree Planting Contracts
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Suggested Action:
recommendation
I move that the Mayor and Council authorize the City Administrator to negotiate agreements with Casey Trees, Lorenz, Inc., and Bry’s Lawn Care and Landscaping, LLC to provide Tree Planting services in response to a Request for Proposal. The cumulative expenditure for the agreement is not to exceed $500,000 over the life of the agreements, pending review by the City Attorney. The Treasurer is authorized to make the necessary adjustments to the budget to facilitate this expenditure.
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Summary Background:
In February 2023 City Staff advertised a Request for Proposals (RFP) to provide Tree Planting services City Wide. The proposals were publicly opened on March 9, 2023. There were 6 proposals received and opened at that time and 5 were deemed responsive and responsible. One was not responsive or responsible. The 5 responsive and responsible proposals were evaluated by City Staff. Casey Trees was determined to have the best value for City, the best experience as a company, the best history of successful work with the City, and provided several additional services to the City and Residents not offered by other vendors. Lorenz, Inc. was the lowest cost to the City, and had experience that was relevant to the work proposed. Bry’s Lawn Care and Landscaping LLC had the second lowest cost and also had experience relevant to the proposed work. Both Lorenz and Bry’s do not have a history working with the City. The City had advertised in the RFP that they would select not more than 2 vendors. This RFP was prepared prior to the introduction of council initiatives, one of which was to plant an additional 750 trees in the City. In a typical year the City plants less than 300 trees. In order to be prepared to meet the goal of the Council initiative as well as our standard tree planting schedule over the life of the agreements City staff determined that 3 vendors would be required. The work will be divided between the 3 vendors based on their ability to procure the necessary trees, their ability to schedule the work, and the quality of the previously assigned plantings. The cumulative total of the agreements is not to exceed $500,000 over the 3 year term of the contracts.
Next Steps:
Issue purchase orders and prepare a tree planting schedule.
Fiscal Impact:
NTE $500,000
City Administrator Comments:
Recommend support.
Community Engagement:
There will be several ways for residents to request that trees be planted.
Strategic Goals:
Goal 2 - Ensure the Long-Term Economic Viability of the City
Legal Review Required?
Pending