SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders to CTC Disaster Response Inc., Davey Tree Expert Company, O’Neils LLC and Tip Top Tree Experts LLC for emergency services related to the removal of leaner, hanger and stumps throughout the City for initial term of September 4, 2025 through September 3, 2026, with three, one-year renewal options pursuant to Invitation to Bid (ITB) No. 24-25 and authorize the appropriate officials to execute same.
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SUMMARY:
The Parks and Recreation Department requests authorization to award contracts for emergency leaner, hanger, and stump removal services in accordance with Invitation to Bid (ITB) No. 24-25. This solicitation was issued to supplement the City’s primary debris management contractor by providing additional capacity in response to storm-related events and natural disasters.
The scope of work includes the removal of vegetative debris classified as leaners, hangers, and stumps that pose an immediate threat to public safety or property. Such threats include, but are not limited to, overhanging limbs and structurally compromised trees located on or adjacent to improved property, city-maintained rights-of-way (ROW), sidewalks, trails, playgrounds, and other public-use areas throughout the city.
ITB 24-25 was formally advertised on March 25, 2025, and five responsive bids were received by the submission deadline of April 24, 2025. Following a comprehensive evaluation process, the lowest responsive and responsible bidders were identified based on pricing, qualifications, and demonstrated ability to respond under emergency conditions.
The Parks and Recreation Department, in collaboration with Public Works and the Procurement Division, recommends contract awards to the following vendors representing the lowest, most responsible bidders under each service category:
• Category 1: Hazardous Tree Removal
o Primary: CTC Disaster Response Inc.
o Secondary: O’Neils LLC
o Tertiary: Tip Top Tree Experts LLC
• Category 1: Hazardous Palm Removal
o Primary: O’Neils LLC
o Secondary: CTC Disaster Response Inc.
o Tertiary: Davey Tree Expert Company
• Category 2: Hazardous Stump Removal
o Primary: O’Neils LLC
o Secondary: CTC Disaster Response Inc.
o Tertiary: Davey Tree Expert Company
• Category 3: Hazardous Limb Removal
o Primary: CTC Disaster Response Inc.
o Secondary: Tip Top Tree Experts LLC
o Tertiary: O’Neils LLC
• Category 4: Miscellaneous Hourly Rates. Miscellaneous hourly rates will be utilized as needed based on specific project requirements. While considered during the evaluation process, these rates are not the primary basis for award.
This multi-award structure ensures continuity of service and provides flexibility to utilize secondary and tertiary vendors as needed to meet demand.
Emergency tree-related services are critical to the City’s response to natural disasters, including damage from windstorms, lightning, flooding, and other unforeseen events. These contracts will ensure timely mitigation of hazardous vegetation to reduce safety risks and preserve City infrastructure.
The awarded contracts will support citywide response efforts, including but not limited to parks, recreation areas, and other public properties. Services will be activated on an as-needed basis and only upon issuance of a formal Notice to Proceed.
Selected contractors will be required to furnish all necessary labor, equipment, tools, materials, supervision, and transportation to perform emergency vegetation removal. Vendors must be capable of rapid mobilization, assessing and documenting conditions, mitigating hazards, and executing removal operations in a safe and effective manner.
Since these are for as needed services in the event of an emergency, services exceeding $100,000.00 resulting from a disaster will be brought forward to Council.
APPROPRIATION CODE AND AMOUNT:
Tree work not related to emergencies/hurricanes (i.e., normal operations) will continue to be coded to the various department’s operating codes as originally budgeted.
For emergency use, expenditures will be tracked using emergency codes assigned to each user fund with the intent to seek reimbursement where applicable.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives, including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
• 1.3 Adopt responsive levels of service for public facilities and amenities and identify resources required to sustain that level of service.
• 1.4: Foster safe and healthy communities in Clearwater through first class public safety and emergency response services.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
• 3.2: Preserve community livability through responsible development standards, proactive code compliance, and targeted revitalization.
• 4.3: Protect the conservation of urban forests and public green spaces to promote biodiversity and reduce our carbon footprint.
