| | | | | | | |  | Item #2.
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| | | | | | | | | TO: |
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| Mayor and City Council |
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| Eric Holmes, City Manager |
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| | DATE: |
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| 12/6/2021 |
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| SUBJECT
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| Bid Award for On-Call Tree Pruning and Removal, ITB 21-33
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| | | | | | | | Key Points
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- Invitation to Bid #21-33 was released in October 2021 for On-Call Tree Pruning and Removal services
- Three bids were received
- The existing contract for On-Call Tree Pruning and Removal is set to expire December 31, 2021 and the not-to-exceed amount has almost been fully utilized under the current contract.
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| | | | | | | | | Strategic Plan Alignment |
Goal 1, Objective 1.2: Ensure our infrastructure, including buildings and utilities, is safe, environmentally responsible and well maintained.
Goal 2, Objective 2.2: Increase the level of emergency preparedness in the City as an organization and in the community.
Goal 4, Objective 4.1: Increase maintenance levels and accessibility to parks.
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| | | | | | | | | Present Situation | The City of Vancouver considers trees community assets that provide multiple benefits including clean air and water. The City does not have sufficient staff or equipment dedicated for professional tree pruning and removal; therefore, the City has contracted with the private sector for much of our tree pruning and removal needs of our public trees. This contract provides for one professional tree care company to perform proper pruning and/or removal of trees on an as needed basis.
The contract is a one-year contract with an option for three (3) one-year extensions. Extension(s) are at the option of the City.
A call for bids was issued, and the City received three (3) responsive and responsible bids:
| SUMMARY OF BIDS |
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BIDDER
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AMOUNT
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General Tree Service, Beaverton, OR
Arborscape LTD Inc., Vancouver, WA
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$607,606.51
$673,144.85
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TreeWise LLC, Vancouver, WA
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$936,245.96
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Engineer's Estimate
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$500,000 per year
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| | | | | | | | | Advantage(s) |
- One contractor will be responsible for pruning and removal of trees, which will ensure consistent practices and care and will also lessen City contract administrative oversight.
- Minimizes the need for the City to invest in specialized equipment and additional trained staff.
- Offers flexibility to the City when responding to storm damage or other emergencies and needs.
- Providing proper tree care extends the life of the asset enabling it to work more efficiently and provide more benefits over its lifetime.
- The increase in tree health will enhance community identity, economic vitality, and quality of life by giving citizens a healthier environment.
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| | | | | | | | | Budget Impact | Because the service is used on an on-call basis as needed, budgetary impact will vary based on utilization. The past few years, the City has spent in the range of $200,000 to $300,000 annually. It is anticipated that similar services will cost the City closer to $600,000 annually under this contract, not to exceed $2,400,000 over four (4) years. The 2022 budget will be adjusted in the next supplemental budget action to reflect the higher contractual costs for this service.
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| | | | | | | | Prior Council Review
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- On October 4, 2021, by Staff Report 148-21, Council approved a rejection of all bids for the On-Call Tree Pruning and Removal, ITB 21-30 project and directed City Staff to re-advertise the project.
- Existing contract was awarded on October 17, 2016 by Staff Report 138-16 and expires December 31, 2021, as no further extensions are available.
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| | | | | | | | | Action Requested | On December 6, 2021, award a contract for the On-Call Tree Pruning and Removal Contract to the lowest responsive and responsible bidder, General Tree Service, of Beaverton, OR, in an amount not to exceed $2,400,000 over four (4) years, which includes Washington State sales tax; and authorize the City Manager or designee to execute a contract with General Tree Service for the same.
Charles Ray, Urban Forester, 360-487-8328
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