It is the recommendation of Plano Parks and Recreation to award 2022-0128-AC Urban Forestry Maintenance bid to the following vendors:  

• SavATree LLC
• The Paysage Group dba Smith Lawn and Tree
• TreeNewal LLC

Forestry contractors supplement the in-house work performed by the Department’s 5-person Forestry crew. The Forestry crew is responsible for managing over 28,000 trees on public property, including parks, roadways and public buildings. Due to the vastness of the workload, multiple contractors may be awarded work under this contract.

The City notified 646 vendors; 29 vendors viewed the bid. Of those 29, the City received three (3) bids. The evaluation criteria was based on cost of common forestry services including, but not limited to, tree trimming, arborist services, shrub and ornamental trimming, median and right-of-way trimming, and stump grinding, provided by the lowest responsive, responsible bidder(s). The Department believes all three bidders are capable of fully meeting the requirements of this contract as specified in the bid documents. The department will assign work to vendors based on price, availability and past performance.  

The estimated annual expenditure is $365,000. The pricing from the recommended bidders is within budget.  Total contract expenditures will not exceed the budget appropriation.

Failure to award this contract would result in delays in response times of tree related services, placing the City at risk. There would also be a gradual decline in the overall health, appearance and quality of the tree inventory.

This item approves price quotes. Funding for this item is available in the 2021-22 Parks Support Services Budget.  This request is to approve a one (1) year contract with four (4) automatic one-year renewals for urban forestry maintenance to SavATree LLC, The Paysage Group dba Smith Lawn and Tree, and TreeNewal LLC, in the combined estimated amount of $131,000, which will leave a remaining balance of $61,198 in the 2021-22 Park Support Services Budget for other contractual services expenditures.  Future year expenditures are dependent on contract renewals in the annual estimated amount of $365,000 for 2022-23 through 2025-26 Budgets, and $234,000 in the 2026-27 Budget.  All future year expenditures will occur within council approved appropriations.              

Approval of this agenda item supports the City's Strategic Plan Critical Success Factors of Welcoming and Engaged Community; Safe, Vibrant Neighborhoods; and Excellent, Innovative, and Accountable City Government.                               

This item approves price quotes. Funding for this item is available in the 2021-22 Parks Support Services Budget.  This request is to approve a one (1) year contract with four (4) automatic one-year renewals for urban forestry maintenance to SavATree LLC, The Paysage Group dba Smith Lawn and Tree, and TreeNewal LLC, in the combined estimated amount of $131,000, which will leave a remaining balance of $61,198 in the 2021-22 Park Support Services Budget for other contractual services expenditures.  Future year expenditures are dependent on contract renewals in the annual estimated amount of $365,000 for 2022-23 through 2025-26 Budgets, and $234,000 in the 2026-27 Budget.  All future year expenditures will occur within council approved appropriations.              

Approval of this agenda item supports the City's Strategic Plan Critical Success Factors of Welcoming and Engaged Community; Safe, Vibrant Neighborhoods; and Excellent, Innovative, and Accountable City Government.