FROM:
Engineering
SUBJECT:
Title
Approve Extra Work to the Tree Maintenance Services Contract (PW-24-191-SP) for Necessary Tree and Stump Removals and Tree Replacements on both East Liberty Parkway and West Liberty Parkway in the Village of Heritage, for an Upcoming Pavement Repair Project
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RECOMMENDATION:
Recommendation
Approve and authorize the Extra Work to Tree Maintenance Service Contract (PW-24-191-SP) with West Coast Arborists Inc. in the not-to-exceed amount of $221,021.00 for Tree Removal Services.
Approve and authorize the Extra Work to Tree Maintenance Service Contract (PW-24-191-SP) with West Coast Arborists Inc. in the not-to-exceed amount of $30,020.00 for Tree Planting Services.
Approve and authorize the purchase order to West Coast Arborists Inc. and any future purchase order change orders necessary to complete the project.
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COUNCIL GOALS:
- To invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the city's existing infrastructure.
- To invest in the City’s infrastructure (streets, sewers, parks, etc.) by providing for the development of new infrastructure.
- To invest in the City’s infrastructure (streets, sewers, parks, etc.) by improving the aesthetics of the community through code enforcement, street sweeping, and landscape maintenance.
- To invest in the City’s infrastructure (streets, sewers, parks, etc.) by focusing on relief of traffic congestion.
DISCUSSION:
The FY 25/26 Pavement Rehabilitation Project includes pavement repair on East Liberty Parkway and West Liberty Parkway in the Village of Heritage. The proposed improvements include the removal of trees, stumps, and roots in both the medians and parkways, asphalt repairs and root removal from the pavement, curb and gutter repairs, and tree replacement. The project will improve drivability, increase pavement service life, and enhance the safety of vehicular traffic.
Structural surface roots were observed for one hundred and fifty-one (151) of the assessed trees within the project limits that would be impacted by the curb and gutter and pavement reconstruction. These trees are recommended for removal by West Coast Arborists, Inc. Residents in the Village of Heritage community will be notified of the tree removal and paving repair through changeable message boards, social media, and community meetings. All efforts will be made to preserve existing trees and only trees that will become unstable due to the cutting of roots will be removed. Following removals, the City will replant seventy-six (76) new trees along the project limits to maintain the community’s character. The replacement trees will be planted near the locations of the removed trees, in areas identified by Public Works Parks and Landscape staff as most suitable for long-term health and growth.
Tree removal is scheduled to commence in Fall 2025 and tree replanting will commence in Spring 2026. All work will be performed by West Coast Arborists Inc. (WCA), the City’s current tree maintenance services contractor.
Engineering staff recommend that the City Council approve the Extra Work to the Tree Maintenance Contract (PW-24-191-SP) with WCA in the amount of $221,021.00 for the required tree removals, and $30,020.00 for tree replanting on the Liberty Parkway Pavement Repair Project, FY 25/26 Pavement Rehabilitation Project.
FISCAL IMPACT:
The fiscal impact associated with the approval of this item is $251,041.00 and for the full term of the Task Orders. This amount is included in the FY 2025-26 available budget in Project #37600090-604-A-8130, FY 25/26 Pavement Rehabilitation Project.
MOTION:
Approve staff recommendation.