Title
An Ordinance approving the agreements for the purchase of tree trimming and removal services from CTC Disaster Response, Inc. and Shawnee Mission Tree Service, Inc. dba Arbor Masters and authorizing the City Manager to execute agreements for the same. (PWC 4/14/25)
Body
Issue/Request:
An Ordinance approving the agreements for the purchase of tree trimming and removal services from CTC Disaster Response, Inc. and Shawnee Mission Tree Service, Inc. dba Arbor Masters and authorizing the City Manager to execute agreements for the same.
Key Issues:
• On April 30th, 2023, the City entered into agreements with CTC Disaster Response, Inc. (Agreement 2023-049-1) and Shawnee Mission Tree Service, Inc. dba Arbor Masters (Agreement 2023-049-2) for Tree Trimming & Removal Services, at the time when annual tree trimming and removal service expenses were less than $75,000 per year.
• The first of four (1) year renewals were exercised February 2, 2024, with effective dates of April 30, 2024 through April 29, 2025.
• Public Works Department anticipates increased usage of these agreements for CIP projects which will exceed the $75,000 maximum per year, per vendor.
• Section 4 of the Procurement policy states if the City anticipates spending more than $75,000 in a year with a vendor, the City Council must approve the contract.
Proposed Committee Motion:
FIRST MOTION: I move to recommend to the City Council approval of an Ordinance approving the agreements for the purchase of tree trimming and removal services from CTC Disaster Response, Inc. and Shawnee Mission Tree Service, Inc. dba Arbor Masters and authorizing the City Manager to execute agreements for the same.
Proposed City Council Motion:
FIRST MOTION: I move for second reading of an Ordinance approving the agreements for the purchase of tree trimming and removal services from CTC Disaster Response, Inc. and Shawnee Mission Tree Service, Inc. dba Arbor Masters and authorizing the City Manager to execute agreements for the same.
SECOND MOTION: I move for adoption of an Ordinance approving the agreements for the purchase of tree trimming and removal services from CTC Disaster Response, Inc. and Shawnee Mission Tree Service, Inc. dba Arbor Masters and authorizing the City Manager to execute agreements for the same.
Background:
On April 30th, 2023, the City entered into agreements with CTC Disaster Response, Inc. (Agreement 2023-049-1) and Shawnee Mission Tree Service, Inc. dba Arbor Masters (Agreement 2023-049-2) for Tree Trimming & Removal Services. Based on the continued need for these services from several City departments and the positive performance of both vendors, the agreements were renewed on February 2, 2024, with effective dates of April 30, 2024 through April 29, 2025. The City has the option of three additional one year renewals for these agreements.
Historically, the annual budget for these agreements was less than $75,000 per year. Public Works department anticipates increased usage of these agreements for CIP projects due to US Fish and Wildlife adding the Tri-Colored bat to their list of endangered species resulting in additional applicable tree clearing for capital projects in advance of capital work. Unlike the two other bat species on this list, the Tri-Colored bats will roost in any type of tree 3 inches in diameter or larger, dead or alive. This will increase the number of trees on a project needing to be removed by the City or the CIP contractor. Per the standards set by US Fish and Wildlife, the bat roosting trees can only be removed in the window of November 1st to March 31st, so if the notice to proceed is not given in this window it will become the City's responsibility to remove these trees utilizing one of these on call vendors from these agreements ahead of the construction project or delay the project until the next removal window. Allowing the agreements (including subsequent renewal periods) to exceed $75,000 per year, per vendor, will authorize City staff to issue work orders to the vendor to remove and trim trees throughout the year as needed and not cause delays to CIP projects.
Presenter
George Binger III, City Engineer
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0, to recommend to City Council approval an Ordinance approving the agreements for the purchase of tree trimming and removal services from CTC Disaster Response, Inc. and Shawnee Mission Tree Service, Inc. dba Arbor Masters and authorizing the City Manager to execute agreements for the same.