Submitted By: Tiffany Stewart
presenter
Presentation By: Darren Park
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Department: Public Works
STAFF RECOMMENDATION (Motion Ready):
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Approve additional expenditures under the agreement with Marion Tree Trimming and Stump Removal, LLC and Flyway Access, LLC in the amount of $491,980 for a contract total not to exceed $1,251,980
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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 citywide tree trimming and removal services contract. This contract provides year-round tree trimming and removal on City properties and rights-of-way to ensure an acceptable appearance, facilitate coexistence with infrastructure, and minimize liability from diseased and unhealthy trees.
To ensure the most responsive service and best value possible, the City has historically utilized two vendors for the provision of citywide tree trimming and removal services. For scheduled, non-emergency work, staff obtains quotes from both vendors, with the lowest available vendor being awarded the job. For emergency work, staff rotates between vendors.
FINDINGS AND CONCLUSIONS:
On April 2, 2024, the City Council approved the award of a two-year contract to Flyway Access, LLC, and Marion Tree Trimming and Stump Removal, LLC, Contract No.: PWD/240344, for citywide tree trimming and removal services not to exceed $760,000. Expenditures under Contract No. PWD/240344 now total $625,529.18. Staff anticipates an additional $491,980 will be necessary to cover expenditures through the end of the contract term, April 19, 2026. The increase is due to a greater-than-average annual total rainfall, a busy hurricane season, which included three named storms that directly impacted Ocala (Debby, Helene, and Milton), and continued emphasis on proactive vegetation management.
FISCAL IMPACT:
Funds are budgeted as stated below for Fiscal Year 2024-25:
Electric- 457-032-231-531-53-34070 in the amount of $175,000
Public Works- 158-023-430-538-53-34010 in the amount of $208,283
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 $200,000
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 $16,500
Water/Sewer- 455-030-305-535-53-34010 in the amount of $22,531
Water/Sewer- 455-030-301-535-53-34010 in the amount of $35,520
Water/Sewer- 455-030-349-537-53-34010 in the amount of $115,004
Water/Sewer- 455-030-308-535-53-34010 in the amount of $19,000
Grant- 346-060-644-554-55-34010 in the amount of $16,667
Grant- 140-050-699-559-55-34010 in the amount of $16,667
Grant- 001-050-501-554-55-34010 in the amount of $16,667
Funds will be budgeted as stated below for Fiscal Year 2025-26:
Electric- 457-032-231-531-53-34070 in the amount of $75,000
Public Works- 158-023-430-538-53-34010 in the amount of $104,142
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 $100,000
Rec/Parks- 452-029-920-575-57-34010 in the amount of $15,000
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 $5,000
Water/Sewer- 455-030-301-535-53-34010 in the amount of $5,000
Water/Sewer- 455-030-349-537-53-34010 in the amount of $15,000
Water/Sewer- 455-030-308-535-53-34010 in the amount of $8,000
Grant- 346-060-644-554-55-34010 in the amount of $8,333
Grant- 140-050-699-559-55-34010 in the amount of $8,333
Grant- 001-050-501-554-55-34010 in the amount of $8,333
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