Submitted By: TJ Fulmer
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Presentation By: Tom Casey
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Department: Public Works
FORMAL TITLE:
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Additional expenditures under the agreements with Marion Tree Trimming and Stump Removal, LLC, and Flyway Access, LLC, for citywide tree trimming and removal services in the amount of $513,000 for an updated aggregate expenditure amount not to exceed $1,854,980
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Multiple departments utilize the City’s contracts for tree trimming and removal services with Marion Tree Trimming and Stump Removal, LLC (“Marion Tree”) and Flyway Access, LLC, d/b/a Conrad Tree Service (“Conrad Tree”). These vendors provide year-round tree trimming and removal services on City properties and rights-of-way to ensure an acceptable appearance, facilitate coexistence with infrastructure, and minimize liability associated with diseased and unhealthy trees.
To ensure the most responsive service and best value possible, the City has always utilized two vendors under its citywide tree trimming and removal services contract. Staff obtain quotes from both vendors for scheduled non-emergency work, and the lowest bidder available is awarded the job. For emergency work, staff rotates between vendors.
FINDINGS AND CONCLUSIONS:
On April 2, 2024, City Council approved the award of two-year contracts to Marion Tree and Conrad Tree, Contract No.: PWD/240344, for citywide tree trimming and removal services with an aggregate expenditure amount of $760,000. On February 4, 2025, City Council approved $491,980 in additional expenditures under Contract No.: PWD/240344, bringing the total expenditure threshold under the contract to $1,251,980. On August 19, 2025, City Council approved $90,000 in additional expenditures under Contract No.: PWD/240344, increasing the total expenditure threshold to $1,341,980.
The completion of more scheduled work than projected and more unscheduled work than anticipated has resulted in the depletion of previously approved funds. Staff anticipates that an additional $513,000 will be necessary to cover citywide expenditures through the end of the contract term, April 19, 2026.
FISCAL IMPACT:
Funds will be budgeted as stated below for Fiscal Year 2025-26:
Electric- 457-032-231-531-53-34070 in the amount of $185,000
Public Works- 158-023-430-538-53-34010 in the amount of $120,000
Facilities- 001-026-321-519-51-34010 in the amount of $10,000
Rec/Parks- 001-021-120-572-57-34010 in the amount of $90,000
Rec/Parks- 452-029-920-575-57-34010 in the amount of $28,000
Water/Sewer- 455-030-303-535-53-34010 in the amount of $10,000
Water/Sewer- 455-030-305-535-53-34010 in the amount of $10,000
Water/Sewer- 455-030-301-533-53-34010 in the amount of $5,000
Water/Sewer- 455-030-349-537-53-34010 in the amount of $10,000
Water/Sewer- 455-030-308-535-53-34010 in the amount of $15,000
Grant- 346-060-644-554-55-34010 in the amount of $10,000
Grant- 140-050-699-559-55-34010 in the amount of $10,000
Grant- 001-050-501-554-55-34010 in the amount of $10,000
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Amendment will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny