Submitted By: Corrin Fitsemons
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Presentation By: Daphne Robinson
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Department: Procurement and Contracting
STAFF RECOMMENDATION (Motion Ready):
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Approve continued use of agreements for Citywide tree trimming and removal services with Tip Top Tree Experts, LLC, and Marion Tree and Stump Removal, LLC, with increased estimated annual expenditures of $650,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala has an ongoing need for tree trimming and removal services at City-owned facilities and along the rights-of-way throughout the City to ensure an acceptable appearance, facilitate co-existence with infrastructure, and minimize liability from diseased and unhealthy trees. The City of Ocala also utilizes tree trimming and removal services after inclement weather and storms.
The City utilizes the services of two local vendors under the citywide tree trimming and removal services contract: (1) Tip Top Tree Experts, LLC and (2) Marion Tree and Stump Removal, LLC, to ensure that the City receives the most timely and affordable service as possible. Departments have the ability to request quotes from each vendor under the citywide contract for large tree trimming and/or removal services and will utilize the vendor that is the most fiscally prudent.
FINDINGS AND CONCLUSIONS:
On April 19, 2022, City Council approved two-year Agreements for Citywide Tree Trimming and Removal Services with Tip Top Tree Experts, LLC and Marion Tree and Stump Removal, LLC for with estimated expenditures of $400,000 annually for a total contract value of $800,000 over the initial two-year contract term.
Expenditures under the Agreements have totaled $252,106.23 in the first five months of the contract term. Based on tree trimming services utilized since April 2022, staff estimates that an additional $250,000 annually will be necessary to cover projected expenditures over the course of the initial contract term; thereby bringing the total aggregate contract value to $1,300,000.
FISCAL IMPACT:
Using departments have budgeted for these services when needed and approved by their director.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The underlying Agreements were reviewed and approved as to form and legality by the City Attorney, Robert W. Batsel, Jr.
ALTERNATIVE:
Deny additional expenditure and issue a competitive solicitation for these services.