HomeMy WebLinkAbout2010-02-17 PACKET 04.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 2/17/10
PREPARED BY Public Works Les Burshten
ORIGINATING DEPARTMENT STAFF AUTHOR
COUNCIL ACTION REQUEST:
Consider approving the quote from S &S Tree Inc. in the amount of $58,745.00, the lowest of
two quotes, for the 2010/2011 Tree Trimming and Clean Up Service Contract.
STAFF RECOMMENDATION
Approve the quote from S &S Tree, Inc. in the amount of $58,745.00 for the 2010/2011 Tree
Trimming and Clean Up Service Contract.
BUDGET IMPLICATION $60,000.00 $58,745.00 Forestry
BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE
ADVISORY COMMISSION ACTION
DATE
REVIEWED
APPROVED
DENIED
❑ PLANNING
❑
❑
❑
❑ PUBLIC SAFETY
❑
❑
❑
❑ PUBLIC WORKS
❑
❑
❑
❑ PARKS AND RECREATION
❑
❑
❑
❑ HUMAN SERVICES /RIGHTS
❑
❑
❑
❑ ECONOMIC DEV. AUTHORITY
❑
❑
❑
❑
❑
❑
❑
SUPPORTING DOCUMENTS
® MEMO /LETTER: Allan Larson, January 29, 2010
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
® OTHER: Tabulation Sheet with quote amounts from S &S Tree and Blue Chip, Inc. and
Two -Year Service Agreement for Boulevard Tree Trimming Program
COUNCIL ACTION TAKEN: [APPROVED F1 DENIED ❑ OTHER
Date: 1/29/2010
To: Les Burshten, Director of Public Works
From: Allan Larson
RE: 2010 Tree Trimming and Cleanup Service Contract
BACKGROUND:
Public Works attempts to maintain a five (5) year tree trimming rotation of the City
boulevard trees. In 2009 the tree trimming budget was trimmed by $10,000.00 and
Public Works had to eliminate a portion of the 2009 rotation (An area that lies south
of 9.0 : Street and east of Jamaica Avenue, containing approximately 300 trees).
Thus area will be added to the 2010 rotation allowing us to complete Zone "3" and
maintain our 5 -year rotation plan for tree trimming.
DISCUSSION:
The following contractors supplied a quote for the 2010 Tree Trimming and Cleanup
Service Contract; which was the same prices quoted in 2009. The contractor also
stated that the quoted price would be the same for 2011.
RECOMMENDATION:
Approve the price quoted for 2010 and 2011 tree trimming.
BID TABULATION SHEET
Tree
Diameter
Number of
Trees
S &S Trees
Blue Chip,
Inc.
911-101,
372
$ 7,440.00
$ 8,184.00
11 "- 20"
961
$ 38,440.00
$ 43,245.00
21 "- 30"
171
$ 11,115.00
$ 9,918.00
30" plus
14
$1,750.00
$ 1,820.00
TOTAL
$ 58,745.00
$ 63,167.00
The apparent low quote is S & S Tree INC. at $ 58,745.00
The 2010 Budget for tree trimming is S 60,000.00
CONCLUSION:
Please place this on the February 17, 2010 Council Agenda for consideration and
adoption.
V2812005 Confidential
FY f & 2011
THIS AGREEMENT, made and entered into this 17th day of February, 2010 by and
between the City of Cottage Grove, 8635 West Point Douglas
Road South, Cottage Grove, MN 55016, hereinafter called
"Cottage Grove" and S & S Tree Specialists, 405 Hardman
Avenue, South St. Paul, MN. 55075
NOW THEREFORE, it is agreed between Cottage Grove and, S & S Tree Specialists,
in consideration of this agreement contained herein as follows:
1. SCOPE OF WORK: To provide Cottage Grove with a tree trimming Contactor
to trim, prune and remove all trimming trash on various City boulevards in areas
designated or directed by the Director of Public Works or City Parks Division for
a period of two years.
The Contractor shall furnish all labor, tools, materials, skill, equipment, and all
else necessary to complete the project in accordance with the specifications on file
at Cottage Grove Public Works, 8635 West Point Douglas Road South.
2010 Boulevard Tree Trimming Program
Diameter Class Number of Trees Cost /Tree
9 11 -10 1,
372
$ 20.00
11"
— 20"
961
$ 40.00
21"
— 30"
171
$ 65.00
30"
plus
14
$125.00
2010 . Tree Total
151.8
* (These prices will remain in effect for Year 2011)
2. SERVICE: Cottage Grove hereby contracts with S & S Tree Specialists to trim
1,518 boulevard trees in areas designated by the Director of Public Works.
3. COMPLETION: Completion date for this project is set for April 2, 2010. A
request for additional time may be granted by the Public Works Director for an
extension, if required, due to weather conditions. In the event that the contract
should take longer to complete due to weather conditions or equipment
breakdowns, no oaks shall be trimmed after March 30, 2010.
Contractor Start Date: February 15, 2010
Contractor Completion Date: March 30, 2010
(First year of two year contract per Quote Dated January 7, 2010)
4. COMPENSATION: Cottage Grove will pay Fifty Eight Thousand Seven
Hundred Forty Five Dollars and No /00 ($ 58,745.00) per your quote, dated
January 7, 2010
5. INDEPENDENT CONTRACTOR: It is agreed by both parties that at all time
and for all purposes, hereunder, S & S Tree Specialists including its staff and
employees), is an independent contractor and not employees of Cottage Grove.
Persons performing services to be rendered by, S & S Tree Specialists, under this
agreement shall not be deemed employees, agents, or servants of Cottage Grove.
Social security, unemployment and federal /state withholding taxes, general
liability insurance and workers compensation insurance for, S & S Tree
Specialists. Employees shall be the responsibility of, S & S Tree Specialists as
their sole employer.
6. INSURANCE: Prior to execution of this agreement by Cottage Grove, S & S
Tree Specialists, shall furnish Cottage Grove with a properly executed certificate
of insurance and provide that such insurance shall not be cancelled, except on 30
days prior written notice to Cottage Grove.
7. CANCELLATION: This agreement may be terminated by either parry at any
time with or without cause, by giving a 30 day written termination notice to the
other party.
AMENDEMENTS: All alterations, amendments, deletions or waivers of the
terms of this agreement shall be valid and enforceable only when they have been
reduced to writing and duly signed by both parties.
IN WITNESS WHEREOF, the respective parties have duly executed this Agreement
intending to be bound effective this date and year first indicated above.
By: S & S TREE SPECIALISTS
President
Date
City of Cottage Grove
8635 West Point Douglas Road
Cottage Grove, MN 55016
By: Cottage Grove Public Works
Les W. Burshten
Director of Public Works
Date