SUBJECT/RECOMMENDATION:
Title
Approve an increase to existing purchase orders with Pete and Ron's Tree Service, O'Neils Tree Service, and TreesForYou.com for additional tree care services caused by Hurricanes Helene and Milton for the initial term in the cumulative amount of $900,000.00 bringing the purchase order totals to $1,600,000.00 pursuant to ITB 26-24 and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
The City currently holds purchase orders with Pete & Ron's Tree Service, O'Neils Tree Service, and TreesForYou.com for citywide tree services, as approved by the Council on July 15, 2024, under Invitation to Bid #26-24 Tree Care Services, with an annual spending cap of $700,000.00. However, due to extensive damage from Hurricanes Helene and Milton, this annual limit will be exceeded.
Staff is requesting an additional $900,000.00 to cover necessary work for removing damaged trees, hangers, and leaning trees from city parks, public spaces, and rights-of-way impacted by the hurricanes for the initial term ending on July 31, 2025. The remaining terms will remain at $700,000.00 annually.
So far, storm-related expenses have reached $500,000.00 across Parks and Recreation, Public Works Urban Forestry, and Public Utilities, with further services anticipated in the coming months.
APPROPRIATION CODE AND AMOUNT:
All tree work related to Hurricane Helene will be coded to special program code 1817525-546300-D2402, disaster response - Hurricane Helene; all tree work related to Hurricane Milton will be coded to 1817525-546300-D2501, disaster response - Hurricane Milton. Reimbursement will be requested and is anticipated from FEMA for all work related to these two storms. Funds used for normal tree work outside of the storms will be coded to various operating codes as was originally budgeted.
USE OF RESERVE FUNDS:
Funding will be from Special Programs Special Revenue Fund reserves, pending potential FEMA reimbursement.
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.
