HomeMy WebLinkAboutResolution 13-25RECORD OF RESOLUTIONS
BARRETT BROTHERS - DAYTON, OHIO Form 6301
Resolution No. 13-25 Passed P
ACCEPTING THE LOWEST AND BEST BID FOR THE 2025
STREET TREE PRUNING CONTRACT AND AUTHORIZING
THE CITY MANAGER TO ENTER INTO A CONTRACT FOR
THE PROJECT
WHEREAS, formal advertising and competitive bidding procedures have been
conducted, pursuant to Section 8.04 of the Revised Charter, for the 2025
Street Tree Pruning Contract.
WHEREAS, Council has determined that the base bid in the amount of
$142,780.00 submitted by The Davey Tree Expert Company is the lowest and
best bid; and
WHEREAS, this project was programmed in the 2025 Operating Budget; and
WHEREAS, funding will be available in the Operating budget fund.
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 base bid in the amount of $142,780.00 submitted by The
Davey Tree Expert Company is hereby accepted.
Section 2. The City Manager is hereby authorized to enter into a contract for
Said project as specified within the bid proposal and the City’s bid documents
on file in the Division of Public Service.
Section 3. This Resolution shall take effect and be in force upon passage in
accordance with Section 4.04(a) of the Revised Charter.
d Passed this__.9-__ day of (Veoh , 2025.
J A-F>—
Mayor — Presiding Officer
To: Members of Dublin City Council
From: Megan D. O’Callaghan, City Manager
Date: February 25, 2025
Initiated By: Jay R. Anderson, Director of Public Service
Michael Barker, Deputy City Manager
Jeff Myers, City Forester
Re: Resolution 13-25 – Accepting the Lowest and Best Bid for the 2025 Street Tree
Pruning Contract and Authorizing the City Manager to Enter into a Contract for the
Project
Summary
On Tuesday, February 13, 2025, three (3) bids were opened for the 2025 Street Tree Pruning
Contract. The contract is subdivided into three groups with a total of 2,943 trees. Each group has a
timeline to complete the necessary pruning work. 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. This maintenance
helps the City maintain its larger size tree population. The program's goal continues to focus on
increasing the citywide pruning cycle from its previous cycle of every five years to a pruning cycle
of every three years. Current progress has us meeting our goal in 2026.
This year, terms were added to the contract to establish timeframes for the completion of street
groupings. These requirements are intended to keep the contractual pruning progress at a more
predictable pace. As in previous years, a Certified Arborist is required to be on-site during all
pruning operations, requiring notification and prior approval before removal of any large (10”)
scaffold branches. Additionally, contract language continues to stress the importance of overall
final aesthetic appearance.
Prior to 2023, the City contracted for this work without using the formal bidding process due to the
cost and scope of the work. However, starting in 2023 we saw a marked increase in the cost of
tree pruning services. Over the past two years, we have seen a correction in the bid pricing.
2022 2023 2024 2025
Trees Pruned 854 1,133 5,472 2,943
Total Cost $74,880 $148,769 $328,320 $142,780
Average Price
Per Tree $87.70 $131.31 $59.81 $48.52
In order to sustain the high level of maintenance expected in Dublin and to achieve the program
pruning goals, the 2025 budgeted funding level for this service was held relatively consistent from
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614.410.4400 • Fax: 614.410.4490 Memo
Exhibit A
Street Tree Pruning Map
Exhibit “B”
2025 Contract Street Tree Pruning List
Street Species Count
Corey Swirl Ash 32
Galway Dr Pear 70
Braeside Ct Honey Locust 7
Bellow Valley Oak 44
Broxburn Ct Honey Locust 10
Burnside Ln Zelkova 53
Conley Ln Dawn Redwood 21
Chaddington Maple 61
Chatelaine Ash 42
Classics Ct Various 15
Finnegan Ct Sweet Gum 11
Kinvarra Ct Oak 23
Kinvarra Ln Linden 59
Summer house E/W Elm/Zelkova 149
Tuller Rd Oak 132
Westbury Dr Honey Locust 63
Willow Run Dr Ash 18
Emerald Parkway Various 787
Trafalgar Ln, Lp Various 232
Muirfield Median Brand-Glick Various 250
Brand Rd Maple 74
Parkwood Pl Sweet Gum 52
Northcliff Blvd Maple 69
Pheonix Park Newgrange Maple 64
Corazon Dr Maple 241
Dublin Rd Various 105
Barney Dr Ash 14
Baybrook Ln Ash 8
Cleardield Ln Oak 27
Kentfield Dr Ash 7
Richgrove Ln Oak 27
Scribner Way Various 35
Old Finglas Ct Oak 10
Greensway Lp Ash/Hornbeam 30
Great Novel Ct Linden 8
Tuscany Dr Elm 84
Hopewell St Oak 9
Total 2943
Resolution 13-25 – Accepting the Lowest and Best Bid for the 2025 Street Tree Pruning Contract.
March 25, 2025
Page 2 of 3
last year. Given the favorable bids received again this year, the remaining budgeted funds would
be allocated to support additional pruning operations initially scheduled for 2026.
Hilscher-Clark Electric Company submitted the lowest bid in the amount of $15,475.00. The bid
results are provided below.
Staff reached out to Hilscher-Clarke Electrical Company regarding their bid. The company
representative involved in the submittal of the company’s bid stated that there was a
misunderstanding on how Bid Express works and that their bid was in error. Given this
information, there was a mutual agreement to allow Hilscher-Clarke Electrical Company to
withdraw the bid. A formal withdrawal letter from Hilscher-Clarke Electrical Company was
submitted to the City on February 17, 2025.
Staff proceeded to meet with The Davey Tree Experts to ensure their bid was complete and
aligned with the full contract expectations. The Davey Tree Experts confirmed their commitment to
this project. The Davey Tree Experts have worked with the City as recently as last year on street
tree pruning projects and have performed very well. They also work with other local municipalities
providing various tree services and pruning needs.
Residents may reference a public-facing webpage to see what trees are included in this project.
The webpage also provides additional information on the Street Tree Pruning Program and other
tree-related resources provided by our Forestry staff.
The Street Tree Pruning map and program information can be found here:
https://dublinohio.maps.arcgis.com/apps/dashboards/965f4ae7bf3f4325869707b112832a26
An overview heat map showing the general areas where street pruning will occur is attached as
Exhibit A, and detailed information regarding the number and species of trees that 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 has thoroughly reviewed the bid submitted by The Davey Tree Experts. Staff recommends
adoption of Resolution 13-25, accepting the lowest and best bid by The Davey Tree Experts in the
amount of $142,780.00. The Davey Tree Experts has performed previous projects for the City, and
the City’s experience with The Davey Tree Experts work is favorable. References have been
verified by staff and were satisfactory.
Bidder Bid as Read Bid as Read Number of
Trees Over (+) or Under (-) Budget
Hilscher-Clarke Electrical
Company $15,475.00 -97.14% 2,943
The Davey Tree Expert
Company $142,780.00 -73.56% 2,943
Joseph Tree Service $309,658.00 -42.66% 2,943