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Home My WebLink About5H Tree Services O� PRj �+� !� � U 4646 Dakota Street SE Prior Lake, MN 55372 � CITY COUNCIL AGENDA REPORT MEETING DATE: NOVEMBER 25, 2013 AGENDA #: 5H PREPARED BY: KATY GEHLER, DIRECTOR OF PUBLIC WORKS AND NATURAL RE- SOURCES PRESENTED BY: KATY GEHLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ENTERING INTO THE CITY'S STANDARDIZED AGREEMENT FOR CONTRACTED TREE SERVICES AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE DOCUMENT ON BEHALF OF THE CITY. DISCUSSION: Introduction The purpose of this agenda item is to select a vendor to provide contracted tree services for the City of Prior Lake. Historv The City is responsible under State Statute and City Code for removal of certain types of trees either to quell the spread of disease when the proper- ty owner can not or will not act or to remove a safety hazard and public nuisance. The City has historically used contractors to remove trees that were either larger diameter requiring specialized equipment or to aid with high volumes or higher liability removals. This has included trees that have been diag- nosed with Oak Wilt or other hazardous issues. Staff obtains 2-3 quotes for each removal in accordance to our purchasing policy (written quotes for >$1,000). This process takes time both for staff and contractors alike. It results in higher quotes when work is proposed to be done under a tight time line or during the peak removal season. Prebidding the work and authorizing a tree removal contract at the begin- ning of the year allows the staff to comply with purchasing guidelines, resi- dents to use the contractor if they determine the price is appropriate and the city to use the contractor in the event that the property owner is unable or unwilling to remove the trees. Current Circumstances A Request for Proposals (RFP) was sent out that required the bidder to provide base pricing for various diameter trees with additional fees for ob- stacles or difficult terrain. Prior Lake is unique with the topography around the lakes. The steep slopes and isolated areas can make tree removals difficult and costly (as high as $20,000). Allowing additional fees for these unique areas keeps the base fee low. Phone 952.447.9800 / Faa: 952.447.4245 / www.cityofpriorlake.com Work under this contract will be covered by a master agreement which de- fines the rates and generally covers the terms (i.e. insurance, indemnifica- tion, etc.). However, a work order would be prepared for the removal of each tree noting the location, tree size and if any additional fees apply. The City Attorney has reviewed the RFP and contract documents. Requests for Proposals were sent to nine vendors. The City received one proposal. Even though only one vendor chose to submit a bid, the rates received are in line or lower than the bids we have received for individual removals. It is recommended that the City enter into a year-long contract with Collins Tree Service to provide tree removal services for 2014 with the option to extend the agreement up to two years if authorized by both par- ties. ISSUES: Considering the nature of the tree removal work and the need to comply with the City's purchasing policy in an efficient manner, contracting for tree services represents a good value to the Prior Lake taxpayer. There have been circumstances in the past where removal timelines have been missed for any number of reasons and removal has been further de- layed for lack of a qualified vendor with whom the city has a contractual agreement with insurance and indemnification safeguards. FINANCIAL Funds are appropriated within the general fund Parks and Streets operat- IMPACT: ing budgets. Based on past quantities the estimated value of this contract is $65,000. We expect that 25% of this amount will be repaid to the city though the special assessment process. ALTERNATIVES: 1. Adopt the attached resolution awarding the bid to Collins Tree Service and authorizing execution of the city's standardized contract. 2. Table this item for a specific reason. 3. Deny this item for a specific reason and provide staff with direction. RECOMMENDED Staff recommends Alternative #1 MOTION: 2 O � PRIp� � � � U 4646 Dakota Street SE `��so`��' Prior Lake, MN 55372 RESOLUTION 13-xxx A RESOLUTION ACCEPTING BIDS, AWARDING CONTRACT AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE A CONTRACT WITH COLLINS TREE SERVICE ON BEHALF OF THE CITY FOR TREE SERVICES Motion By: Second By: WHEREAS, Tree removal services are necessary to manage the health of the City's forest on park property, right-of-way; and in some circumstances, private property; and WHEREAS, A request for proposals for tree removal services was prepared and sent to nine interested vendors; and WHEREAS, One proposal was received for the identified services from Collins Tree Service with the following bid amounts: Diameter at Brest Height Base Tree Fee for Fee for (DBH) Measurement Removal Obstacles Topographic Com lexities 1" — 5 %2" $200 $50 $50 6" - 15" $350 $150 $200 15 %2" — 20" $800 $250 $350 20 %2" — 25" $1,000 $400 $600 25 %z" — 30" $1,500 $600 $800 30'/z" — 35" $2,000 $800 $1,000 35 %z" — 40" $2,200 $800 $1,200 40+" $2,500 $1,000 $1,500 Trimming $250 per hour Emergency Tree Trimming $400 per hour NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Collins Tree Service shall provide Tree Services for the period November 25, 2013 — December 31, 2014 with the option of renewal upon agreement from both parties. 3. Collins Tree Service shall enter into the City's Standardized Agreement for Contractor Services as approved by the City Attorney 4. The Mayor and City Manager are authorized to execute the contract on behalf of the City with Col�ins Tree Service. 5. Funds for this purpose shall be appropriated from the various departments in the General Fund. PASSED AND ADOPTED THIS 25th DAY OF NOVEMBER 2013. YES NO Hedber Hedber Keene Keene McGuire McGuire Morton Morton Souku Souku Frank Boyles, City Manager 2