M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, Town Manager
Date: August 19, 2015
Re: Issuance of Purchase Order for Purchase of Various Streetscape Trees and Installation: Suncoast Nursery and Tiki Huts, Inc.
REQUESTTitle
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, SELECTING SUNCOAST NURSERY & TIKI HUTS, INC. FOR THE PURCHASE AND INSTALLATION OF VARIOUS STREETSCAPE TREES WITHIN THE TOWN’S DESIGNATED RIGHT-OF-WAYS; PROVIDING FOR WAIVER OF COMPETITIVE BIDDING; PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
As part of the Street Tree Master Plan which, was adopted via Resolution # 09-02 in January 2009, Town Staff is recommending approval for Phase VIII - street tree planting. Since our incorporation, the Town has planted over 2,250 Live Oak trees, and 200 Silver buttonwoods throughout our residential neighborhood. Additionally, the Town has received and continues its annual recertification efforts, for our prestigious Tree City USA designation.
Town Staff has carefully reviewed existing municipal contracts for the purchase and installation of various Streetscape Trees which include: Live Oak trees (with a one (1) year warranty), from other surrounding municipalities. Based on the review, costs, and warranties, staff has determined that active “Village-Wide Landscape Services” contract awarded by the Village of Palmetto Bay Bid# 2011-PW-106 via Village Resolution 2012-04 (Attachment “A”), will expedite the purchase and installation of much needed street tree canopy as identified in the Town’s Tree Master Plan.
Town staff contacted the Village of Palmetto Bay’s first “lowest & responsive” bidder (Suncoast Nursery & Tiki Hut, Inc.), in order to confirm that the Live Oak tree pricing provided to the Village of Palmetto Bay via Village Resolution 2012-82 (Attachment “B”) can be extended to the Town.
Additionally, Town staff contacted the Village of Palmetto Bay’s Public Works Department who is satisfied with the quality and workmanship of the recommended contractor - Suncoast Nursery & Tiki Hut, Inc.
During the 2013-14 Fiscal years’ tree planting Phase VII, the Town successfully installed over 380 trees, utilizing the recommended contractor (Village of Palmetto Bay “piggy-back” contract). As a result of the contractor’s responsiveness and installation practices, Town staff is very pleased with the contractor’s workmanship and quality of the tree provided. Funding for the proposed Fiscal Year 2014-15 Phase VIII tree planting project is included within the Stormwater Utility Fund, in the amount of $ 100,000.
The majority of the Streetscape Trees which will be planted along the Town’s swale area will include: live oak tree “Quercus Virginia” that is an ideal native tree for shade, open spaces, parks and where there are generous right-of-ways. The live oaks, in time, will form an archway over the paving creating a pedestrian friendly environment. Additional, tree increased canopy will reduce the levels of carbon monoxide and enhance the air quality throughout the surrounding neighborhoods.
The Live Oak trees will have the following specifications (cost $ 350 per tree)
Live Oak, Florida Fancy, Container Grown (100 gallon), 16’ Height, 6’ Clear Trunk, 8’-9’ Spread. Additionally, the live oaks will be warranted for one (1) year after the date the Town accepts the tree.
As our previous practice, Town staff will “tag” all of the trees, at the nursery, in order to certify that each tree meets or exceeds the contract specification outlined in the bid documents, prior to planting process. Additionally, Town staff will coordinate the planting with our certified landscape architect which, was selected through the Professional Services Request for Qualifications.
RECOMMENDATION
It is recommended that the Town Council approve the attached Resolution.