Submitted By: TJ Fulmer
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Presentation By: Darren Park
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Department: Public Works
FORMAL TITLE:
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Fourth Amendments for the one-year renewal of contracts with Marion Tree Trimming & Stump Removal and Flyaway Access, LLC d/b/a Conrad Tree Services for citywide tree trimming and removal services in the aggregate amount of $866,000
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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 use the citywide tree-trimming and removal services contract. This contract provides for year-round tree trimming and removal on City-owned properties and rights-of-way throughout the City to ensure an acceptable appearance, facilitate coexistence with infrastructure, and minimize liability from diseased and unhealthy trees.
To ensure the most responsive service and the best value possible, the City has historically used two vendors to provide citywide tree trimming and removal services. For scheduled, non-emergency work, staff obtains quotes from both vendors and the vendor who is both available and offers the lowest quote will be awarded the job. For emergency work, staff will rotate between both vendors.
FINDINGS AND CONCLUSIONS
After a competitive solicitation, on April 2, 2024, City Council awarded contracts to both Marion Tree Trimming & Stump Removal (Marion Tree) and Flyaway Access, LLC D/B/A Conrad Tree Services (Conrad Tree), Contract No.: PWD/240344, for citywide tree trimming and removal services with an aggregate expenditure amount of $760,000. The contracts were both for an initial term of two years and offered two optional one-year renewal terms.
On February 4, 2025, City Council approved the First Amendment to PWD/240344 to authorize $491,980 in additional expenditures and bring the expenditure threshold to $1,251,980. On August 19, 2025, City Council authorized an additional $90,000, increasing the expenditure threshold to $1,341,980. On February 3, 2026, City Council approved an additional $513,000 to bring the expenditure threshold to $1,854,980 through the expiration of the initial term, April 19, 2026.
Public Works now desires to exercise the first available one-year renewal term for both contracts through April 19, 2027. There will be no line-item price increase for either vendor during this renewal period.
Staff recommends approval.
FISCAL IMPACT:
Funds are budgeted as stated below for Fiscal Year 2025-26:
Electric- 457-032-231-531-53-34070 in the amount of $110,000
Public Works- 158-023-430-538-53-34010 in the amount of $255,000
Facilities- 001-026-321-519-51-34010 in the amount of $50,000
Rec/Parks- 001-021-120-572-57-34010 in the amount of $210,000
Rec/Parks- 452-029-920-575-57-34010 in the amount of $46,000
Water/Sewer- 455-030-303-535-53-34010 in the amount of $25,000
Water/Sewer- 455-030-305-535-53-34010 in the amount of $15,000
Water/Sewer- 455-030-301-533-53-34010 in the amount of $20,000
Water/Sewer- 455-030-349-537-53-34010 in the amount of $60,000
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 $30,000
Grant- 140-050-699-559-55-34010 in the amount of $15,000
Grant- 001-050-501-554-55-34010 in the amount of $15,000
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny