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Home My WebLink About2013-01-16 PACKET 04.K.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 1/16/13 • PREPARED BY Parks and Recreation Zac Dockter ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST Consider authorizing staff to contract boulevard tree trimming services to St. Croix Tree Service for 2013 for the amount of $37,736.60. STAFF RECOMMENDATION Authorize staff to contract boulevard tree trimming services to St. Croix Tree Service for 2013 for the amount of $37,736.60. BUDGET IMPLICATION $62,000.00 $37,736.60 BUDGETED AMOUNT ACTUAL AMOUNT 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: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Service Agreement, Quotes ADMINISTRATORS COMMENTS � !t Date ***************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** HAForestry\Tree Trimming\Action Form -2013 Trimming Contract.doc City of Cotta Grove Minnesota To: Honorable Mayor and City Council From: Zac Dockter, Parks and Recreation Director CC: Date: January 10, 2013 Subject: Boulevard Tree Trimming Contract Background The City received two quotes for 2013 tree trimming services on January 3rd, 2013. The results of those quotes are: St. Croix Tree Service: $37,736.60 S &S Tree Service: $41,745.00 Both quotes are very favorable and represent over 25% savings from the 2009 -2012 contract. Recommendation Authorize staff to contract boulevard tree trimming services to St. Croix Tree Service for 2013 for the amount of $37,736.60. I )e., 21, 2D12 8; 36AM QUOTATION FOR TfLEE TRIMMtNC AND CLEANUP City of Cottage, Cnrove, Minuesovi N�- 1;51 N, a The undersigned, being familiar Nvifl yow local condiftis, lmving made the field inspactioxts and iffvestigations deemed necessary, having studied the specifications for tie work: and being 'familiar 'with all Awtota tild outer conditions afecting the warp and cast thereof, hemby proposes to f4mish all labor, tool, m iferia.lg, ;sl� 16, eglaprile.M, and all else Weessary tq complete die project hi accordance v&h the. T.letaffed Specifications far Tine Wrrimning and Droning, on file with the, Director- of Public Works, 8635 West point Douglas Road South, Wattage Grove., Minnesota 55016n3318, P rice uotai< tion: (quote includes all of the trees in the area,8pecifaed) Dipmeter Class Number of Trees Cost/Tree Tot 1015" 760 , d t1 1 X11q `1 a o vo 16.20" 310 3 A I 1( 1 J� 1 21- 29" 135 6d , 5 U'i, 5 30" phis 16 0, oa TOTAL 11x21 � � ��r_�� 6 a Qt1mtities may bo increased ar decreased atthe tune of opeiatiom, however, no adjustuenf in the )3.id Unit Pricey will be dllowed. $ All other work: and cost shall be incidental to the Projeet and in6uded ire the ToUt113iA Ti c for Performance; The City desires to leave the work begun as soon alter J,uttmtity 4 2013 as possible and to have tho work completed lay Apiil 7, 2013. `l:'ho undersigned proposes as follows: (late available to coramenee work, :Gate work will be completed, i tawa�nAnoe stit<d F? -, €At bonds Tito undersigned - MU provide the City with performance and payment; bonds as required by Minnesota) Statutes, Section 574,26 at the time a contract is execrated, or, if approved by the City, with an Wovocable bank cotter of omdi't in hou of the peTfoi -rand bond, as perinitted by Mpnesota Statutes, Section 574,261, Liisnr,ahcc; The undersigned will p e proof of insuran to City tit the tlnw.a oontcao'( is executod, in a ordanoo with the itr=ance requirements pu)vided by City in its request for quotation, No bidder may withdraw the bbd witlfaY Nrty (3()) day's afCerthe schectWed dosinglime, for the receipt of bid s: The City Council of Cottage Grovo reserves tho ri.glit to r6ject aray and tai bids and - to waive informalities. Respectfully sabinittedl Mail, fox or dal iv8r qum to; f ' 0 1 (;xati it Oty ofCom Crovk � ia, iC�idiT d ltatl Public Works Department. (A il'ar#rtUrsh'ipt Mitl: Allim Urson nn 8635 'Arm 1. DoAAW ROW 5oldi /� � � � �' �h92, � Coitftge Crave, MN' 55416 n j rri fax No. 651 -M -6080 �� colkdn QUOTATION POP, T REE TRIJV1MiNG AND CLEANUP City of Cottage Grove, Minnesota The undersigned, being familiar with your local conditions, having made the field inspections and investigations deemed necessary, having studied the specifications fox the work and being familiar with all factors and other conditions affecting the work and cost thereof, hereby proposes to Runish all labor, tools, materials, skills, equipment, and all else necessary to complete the project in accordance with the Detailed Spe6 icatlons for Tree Trimming and pruning, on file with the Director of Public Works, 8635 West Point Douglas Road South, Cottage Grove, Minnesota 550163318, Price quotatio : (quote includes all of the trees in the area specified) Diameter Class Number of Trees Costrfree 'Total � 760 ,Z 7, 20,, S"W 16 -20" 3 10 21 -29" 135 30" plus TOTAL 16 1221 $ 1 7 4qS ® Quantities maybe increased or decreased at the time of operations, however, no adjustment in the Bid UrAt Price will be allowed, ® All other work and cost shall be in cidental to the Pxgjcot and included in the Total Bid. Time for Performance: The City desires to have the work begin, as Soon after January 4 2013 as possible and to have the work completed by April 7, 2013. The undersigned,proposes as follows: Date available to commence work: 2013 Date work will be completed: r 0r; w i 3 Performance and Pa yment Bonds _ The undersigned will provide the City with performance and payment bonds as required by Minnesota Statutes, Section 574.26 at the time a contract is executed, or, if approved by the City, with au irrevocable bank letter of credit in lieu of the performance bond, as permitted by Minnesota Statutes, Section 574.261. Insurance The undersigned will provide proof of insurance to City at the time a contract is executed, in accordance with the insurance requirements provided by City in its request for quotation, No bidder may withdraw the bid within thirty (3 0) days after the scheduled closing time for the receipt of bids. The City Council of Cottage Grove reserves the right to rej ect any and all bids and to waive informalities. RespectfWly submitted Mail, fax or dclivcr quotc to: (A corporation City or Cottage G1'oYe (An Ind ivi dual Publie Works bopartmant (A Partnership) Attn: Allan Larson �^ j 86 -5 West PtDouglas)loedSouth �`�� F�L ,� {C v�UFw( '- comp Grove, MN 55016 Dame Fax l\ro. 651 - 4586050 SERVICE AGREEMENT 2012 BOULEVARD TREE TRIMMING PROGRAM THIS AGREEMENT, made and entered into this 18th day of January, 2012, by and between the City of Cottage Grove, 8635 West Point Douglas Road South, Cottage Grove, MN 55016, hereinafter called "Cottage Grove" and St. Croix Tree Service, 675 Grube St, Roberts, WI 54023 NOW THEREFORE, it is agreed between Cottage Grove and St. Croix Tree Service, in consideration of this agreement contained herein as follows: 1. SCOPE OF WORK: To provide Cottage Grove with a tree trimming contractor 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. The contractor shall furnish all labor, tools, materials, skill, equipment, and all else necessary to complete the project in accordance with the detailed specifications on file at Cottage Grove Public Works, 8635 West Point Douglas Road South. 2012 Boulevard Tree Trimming Program Diameter Class Number of Trees 10" —15" 760 16" — 20" 310 21" — 29" 135 30 "+ 16 1,221 2. SERVICE: Cottage Grove hereby contracts with St. Croix Tree Service to trim 1,221 boulevard trees in areas designated by the Director of Public Works. 3. COMPLETION: Completion date for this project is set for April 7, 2013. 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, 2013. Contractor Start Date: January 18, 2013 Contractor Completion Date: April 7, 2013 Per Quote Dated December 21, 2012 4. COMPENSATION: Cottage Grove will pay Thirty Seven Thousand Seven Hundred Thirty Six Dollars and 60/00 ($ 37,736.60) per the contractor quote. 5. INDEPENDENT CONTRACTOR: It is agreed by both parties that at all time and for all purposes, hereunder, St. Croix Tree Service (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 St. Croix Tree Service employees shall be the responsibility of St. Croix Tree Service as their sole employer. 6. INSURANCE: Prior to execution of this agreement by Cottage Grove, St. Croix Tree Service shall furnish Cottage Grove with a properly executed certificate of insurance naming the City of Cottage Grove as an insured 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 party at any time with or without cause, by giving a 30 day written termination notice to the other party. 8. 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. 9. EXTENSIONS: Both parties may approve extensions of this service agreement if through written approval 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. St. Croix Tree Service, Inc. 675 Grupe St. Roberts, WI 54023 By: St. Croix Tree Service, Inc. 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