Submitted By: Greg Vandeventer
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Presentation By: Greg Vandeventer
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Department: Recreation and Parks
STAFF RECOMMENDATION (Motion Ready):
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Approve 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 an amount of $90,000 for a contract total not to exceed $1,341,980
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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 contract for tree trimming and removal services. The vendors under this contract 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 historically utilized two vendors for citywide tree trimming and removal services. 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 a two-year contract to Flyway Access, LLC d/b/a Conrad Tree Service (“Conrad Tree”) and Marion Tree Trimming and Stump Removal, LLC (“Marion 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 additional expenditures under Contract No. PWD/240344 in the amount of $491,980, bringing the total expenditure threshold under the contract to $1,251,980. To date, expenditures under Contract No. PWD/240344 total $957,133.90. Of this amount, expenditures associated with services rendered for the Recreation and Parks Department total $220,908.96.
Staff anticipates that an additional $90,000 will be necessary to cover citywide expenditures through the end of the contract term, April 19, 2026. The increase is due to the unforeseen effects of Lethal Bronzing Disease, a greater-than-average annual total rainfall, an active hurricane season that produced three hurricanes directly impacting Ocala (Debby, Helene, and Milton), and a continued emphasis on proactive vegetation management.
FISCAL IMPACT:
Funds are budgeted in the operating lines of the respective departments.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The amendments will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny