Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Additional Funds for Contract #20230056 For Tree Trimming, Forestry, Slope Mowing, & Removal Services to Cover Services for Various Departments.
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Submitted By: Nadia Tourjee, Procurement Management Department (PMD).
Strategic Plan Link: The City’s Mission to provide exceptional municipal services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nadia Tourjee, Procurement Contracting Officer I, PMD.
2. Parties: City of Port St. Lucie and Brooker Equipment dba Sampson Tree Service.
3. Purpose: Approve additional funds for Facilities, Parks & Recreation, and the Utility Systems Department (“USD”) for tree trimming, forestry, slope mowing, and removal services to manage citywide trees and invasive plants.
4. New/Renewal/Modified: Modified.
5. Duration: One (1) year with four (4) additional one-year options to renew.
6. Benefits to Port St. Lucie: This Contract provides assistance to the City in its efforts to manage over 25,000 trees and invasive plants to protect a structural investment which affects the landscape, wildlife, and air quality of the City and its residents.
7. Cost to Port St. Lucie (Annual and Potential): Estimated annual expenditure for the remainder of FY 23-24 is Facilities: $300,000 + Parks & Recreation: $150,000 + Saints Golf Course: $50,000 + USD: $70,000 = $570,000. Future expenditures will be appropriated in each year's budget.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve additional funds for Contract #20230056 Tree Trimming, Forestry, Slope Mowing, & Removal Services.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve additional funds for Contract #20230056.
2. Move that the Council not approve additional funds for Contract #20230056 and provide staff with direction.
Background: This request is to approve additional funds to cover services for various departments. Facilities, Parks & Recreation, and the Utility Systems Department (“USD”) all utilize this Tree Trimming contract to upkeep City facilities, grounds, and comply with 1PSL Requests.
The E-Bid was a re-bid of tree trimming and removal services. The City has invested over $25 million in trees to ensure the health, vigor, and structural integrity of its landscaping. There are over 25,000 trees and invasive exotic plants that are encroaching upon private property from public land that need to be maintained. As the City’s vast roadway network and infrastructure have expanded, improvements to these corridors and open spaces have expanded exponentially which necessitated the need for a program to manage these improvements. The program requires the need of technical staff with extensive experience in Agronomy, Botany, and Arboriculture to ensure the trees’ structural vitality, health, and natural beauty.
The E-Bid was issued on November 17, 2023, to six hundred ninety-two (692) potential suppliers. There were twenty-nine (29) plan holders with two (2) proposals submitted on December 13, 2023.
Issues/Analysis: Staff has reviewed department budgets and finds the expenditures align with the budget for the year.
Financial Information: Funds are appropriated in the adopted FY 2023-24 budget for various departmental budgets and cost centers. Some departments have appropriations and some will need to be absorbed through existing budget with savings or through the budget amendment process.
Special Consideration: Council approved this contract at a budget of $855,000.00 for Public Works on January 22, 2024.
Location of Project: Various locations throughout the City.
Attachments:
1. Facilities Estimated Spend FY 23-24.
2. Parks & Recreation and Saints Estimated Spend FY 23-24.
3. Utilities Estimated Spend FY 23-24.
4. Contract #20230056.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24040-01.
Legal Sufficiency Review:
Reviewed by Carly Fabien, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.