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Home My WebLink AboutResolution 37-23RECORD OF RESOLUTIONS GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 30045. 37-23 Resolution No. Passed , 20 A RESOLUTION ACCEPTING THE LOWEST AND BEST BID FOR THE 2023 STREET TREE PRUNING CONTRACT AND AUTHORIZING THE CITY MANAGER TO ENTER INTOA CONTRACT FOR THE PROJECT WHEREAS, formal advertising and competitive bidding procedures have been conducted, pursuant to Section 8.04 of the Revised Charter and Chapter 37 of the Dublin Code, for the 2023 Street Tree Pruning Contract; and WHEREAS, Council has determined that the base bid submitted by Joseph Tree Service on April 4, 2023 constitutes the lowest and best bid; and WHEREAS, this project was programmed in the 2023 Operating Budget; and WHEREAS, funding will be available in the Operating budget. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, | of the elected members concurring, that: Section 1. The bid submitted by Joseph Tree Service in the total amount of $148,769.00 is hereby accepted. Section 2. The City Manager is hereby authorized to enter into contracts with Joseph Tree Service for the performance and completion of the 2023 Street Tree Pruning Contract as specified within the bid proposal and the City’s bid documents on file in the Division of Public Service. Section 3. This Council further hereby authorizes and directs the City Manager, the Director of Law, the Director of Finance, the Clerk of Council, or other appropriate officers of the City to prepare and sign all other agreements and instruments and to take any other actions as may be necessary to implement this Resolution and complete the work for this project. Section 4. This Resolution shall take effect upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this ZY day of (La | , 2023. Vor “Tap. Mayor i Presiding Officer 7 To: Members of Dublin City Council From: Megan D. O’Callaghan, P.E., City Manager Date: April 18, 2023 Initiated By: Jay Anderson, Director of Public Service Brian Goodall, City Forester Re: Resolution 37-23 – Accepting the Lowest and Best Bid for the 2023 Street Tree Pruning Contract and Authorizing the City Manager to Enter into a Contract for the Project. Summary On Wednesday, April 4, 2023 one (1) bid was opened for the 2023 Street Tree Pruning Contract. This project is intended to aid in the maintenance of the City’s street tree population by removing potentially hazardous (dead, diseased, broken) branches, providing appropriate roadway and sidewalk clearance, improving the structural integrity of the trees, and increasing the aesthetic value of the trees. In previous years, the City has been able to contract for this work without using the formal bidding process due to the cost and scope of the work. However, since 2020 there has been a marked increase in the cost of tree pruning services (see table below). 2020 2021 2022 2023 Trees Pruned 1,575 1,095 854 1,133 Total Cost $71,465 $72,452 $74,880 $148,769 Average Price Per Tree $45.40 $66.20 $87.70 $131.31 Based on the increase in cost, staff reduced the scope of street tree pruning in 2022; however, in order to sustain the high level of maintenance expected in Dublin, an increased budget for this service was approved in the 2023 operating budget. The 2023 budget for street pruning services is $200,000, compared to $75,000 in 2022. Joseph Tree Service submitted the lowest and best bid of $148,769.00. Office of the City Manager 5555 Perimeter Drive • Dublin, OH 43017 Phone: 614.410.4400 Bidder Status Bid as Read Bid as Read Adjusted Bid Over (+) or Under (-) Budget Joseph Tree Service Responsive $148,769.00 -26% N/A Memo Memo re. Resolution 37-23 – Accepting the Lowest and Best Bid for the 2023 Street Tree Pruning Contract and Authorizing the City Manager to Enter into a Contract for the Project. April 18, 2023 Page 2 of 2 Staff advertised this project multiple times. The first two advertisements resulted in one bidder followed by three bidders, but the costs were substantially higher than budgeted funds. The project was re-scoped and re-advertised and resulted in the bid under consideration. The current bid provides the lowest cost per tree of the prices the City received from the combined bids. Staff contacted several other contractors to determine why additional bids were not received for this work and why the cost for service has increased so significantly in recent years. The consistent response was that the demand for work compared to the labor available to perform the work since the COVID-19 pandemic has changed their ability to take on the amount of work they were able to perform prior to the pandemic. Given the current market conditions and the consistency in prices observed from different contractors for similar work, staff is supportive of accepting the proposed bid from Joseph Tree Service. A map showing the streets where pruning will occur is attached as Exhibit A, and detailed information regarding the number and species of trees which will be pruned is attached as Exhibit B. A copy of the bid, map and locations are provided electronically, and a print version can be provided to Council upon request. Recommendation Staff recommends adoption of Resolution 37-23, accepting the lowest and best bid by Joseph Tree Service in the amount of $148,769.00. Joseph Tree Service has performed previous projects for the City, and the City’s experience with Joseph Tree Service’s work is favorable. References have also been verified by staff and were satisfactory. Brand RdHyland-CroyRdRings Rd Hyland-Croy RdAveryRdConcordRdPerime ter Dr Ma n ley Rd Br it t onPkwyWoerner-Temple Rd Metro Pl N WilcoxRdGlick Rd Metro Pl S Wilcox RdFrantzRdAvery-Muirfield DrPost Rd Bra nd Rd Rings Rd Ri ngs Rd Frantz Rd Sawmi l l Pkwy Muirfield Dr Ei t e r ma n RdMuirfield DrDublinRdEi t e rm a n R d Avery Rd Post Rd CosgrayRdHayden Run RdS High StM emori al Dr BrittonPkwyHa ydenRun Blvd SawmillRdHayden Rd Post Rd Glick Rd Pe rimeter Dr Coffman RdEmeraldPkw y EmeraldPk wy SawmillRdSawmillRdTuttle Rd Federated Blvd Brand Rd Brock Rd Summit View Rd Shier-Rings Rd Brand Rd Brand Rd Wo erner-Temple Rd Rings Rd Ring s Rd Bl a z er Pk w yHyland-Croy RdMitchell-Dewitt Rd Tut tle Cr oss ing Blvd Warner R d Emerald Pk wy SawmillPkwyBrock Rd Tuller Rd Mckit rick Rd HouchardRdUV161 UV257 UV750 UV745 UV257 £¤33 £¤33 §¨¦270 §¨¦270 §¨¦270 §¨¦270 West Case Rd £¤33 Hay d en Ru n R dDubl i n RdDub l in RdRiverside DrRiverside DrRiv ersi de D r W D u b l i n - G r a n ville R dN High StIndu s t r ia l P kw y W Bridge St Hard Rd UV161 Tu ll ymoreDrTara HillDr Hitching Post Ct Da l mor e LnSpringview Ln Timberview DrAdventureDr LiteraryLnVista Ridge Dr R o und T o w erLnR u s h wood D r Calloway Ct Contract Street Tree Pruning - Exhibit A Exhibit B – Contract Pruning Locations Street Number of trees Species Adventure Dr 117 Honeylocust Calloway Ct 24 Sawtooth oak Hitching Post Ct 8 Honeylocust Literary Ln 18 Honeylocust Roundtower Ln 44 Linden Rushwood Dr 120 Elm Springview Ln 42 Oak Tara Hill Dr (Avery Rd to Muirfield Dr) 27 Honeylocust Tara Hill Dr (Muirfield Dr to Coffman Dr) 199 Honeylocust/Mixed Timberview Dr 59 Elm Tullymore Dr 328 Sweetgum Vista Ridge Dr 108 Oak Dalmore 39 Planetree Grand Total: 1,133