8.7 Award Tree Removal Project
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE TIME
02/23/2009 4:00 P.M.
AGENDA SECTION
NO:
8
ORIGINATING DEPARTMENT: APPROVED FOR
AGENDA:
DEPARTMENT OF PUBLIC WORKS
ITEM
NO.
Page 1
7
BY: Dan Stack
BY:
ITEM:
Award of contract for Tree Removal Project, Project No. 08-2726.
BACKGROUND:
Due to the effects of Hurricane Katrina in August 2005, the United States Army Corps of Engineers
(USACE) decertified all levees in the United States with the intention of recertifying the levees
provided certain measures were taken to ensure their viability. Some of the measures required for
the recertification of Salina's levee system are the removal of trees within 15 feet of the toe of levee
slopes and the clearing of trees along stream banks. Decomposing tree root systems may cause
weak points in the levee and/or create large voids when uprooted resulting in a levee breach. The
USACE annually inspects our levee system and we have attached the last three inspections that
emphasize the need for this work.
Salina's maintenance forces have performed approximately $100,000 worth of this work themselves
over the last two years. Last year, Maim Construction removed approximately 250 trees along the
levee west of Ohio Street and south of Salina for $92,329.00 at an average cost of $370 per tree. An
estimated $775,000 of tree removal remains (which includes $75,000 for right of way acquisition and
utility relocations) as shown on the attached spreadsheet and map. Generally, all removal work being
solicited to contractors is work that Salina's maintenance personnel are unable to complete
themselves due to lack of equipment and manpower.
This project includes the removal of approximately 130 trees, including their root systems to a depth
of four feet, along a hedge row 1200 feet south of Water Well Road and east of Ohio Street. It also
includes the clearing of approximately 44 acres of trees (14 acres in the base bid and 30 acres in the
alternate items) along the Dry Creek diversion ditch south of Mentor. Bids were received for this
project on Tuesday, February 3, 2009 and are as follows:
Bidder
Engineer's Estimate
APAC-Kansas, Salina
Smoky Hill, LLC, Salina
Maim Construction Company, Lindsborg
T& R Dirt Construction, Salina
Dondlinger and Sons, Inc., Wichita
Base Bid
$171,500.00
$208,362.64
$264,495.00
$294,296.00
$470,910.00
$880,544.00
Base Bid Plus Alternate Items
$441 ,500.00
$287,554.44
$495,695.00
(d id not bid alternate items)
$1,415,910.00
$1,585,544.00
There were two completion dates included in the proposal. The tree removal work near the levee is to
be completed by August 31, 2009 with no work allowed on the levee between April 1 and August 1.
The tree removal work in the Dry Creek diversion ditch included in the base bid is to be completed by
December 31, 2009.
The difficulty of the terrain where the removal is to be accomplished led to a wide variance in the
submitted bids. All base bids for this project are higher than the engineer's estimate, but the low bid
including the alternate items is significantly lower than the engineer's estimate. The low bid for the
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE TIME
02/23/2009 4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: APPROVED FOR
NO: 8 AGENDA:
DEPARTMENT OF PUBLIC WORKS
ITEM
NO. 7 BY: Dan Stack BY:
Page 2
tree removal work near the levee is significantly higher than last year's low bid, at an estimated cost of
$1,320 per tree. The low bid for the Dry Creek diversion ditch tree removal was significantly better
than anticipated at just under $2,650 per acre. The best value in this contract appears to be in the Dry
Creek diversion ditch work, most of which is contained in the alternate items.
The bidding documents separated the items for tree removal and disposal of vegetation, with the
intention that City crews could perform the disposal of vegetation if that was the best use of the money
allocated to this project. Following the receipt of the bids, we evaluated the estimated costs and
discovered that the low bidder would only charge one dollar per acre for the removal and disposal
work. Thus, the best value is to have APAC perform all work associated with this contract and have
City crews continue removing trees along the levee in northwest portion of the City.
FISCAL NOTE:
The 2008 Capital Improvement Program has $165,000 in the stormwater fund allocated for levee tree
removal. To complete the funding of the project, an additional $100,000 has been appropriated from
our reserves, and a $50,000 drainage study of Ray Avenue and Linda Lane will be postponed to a
later year.
Following the receipt of bids, City Staff approached Saline County to discuss levee recertification and
tree removal expenses. During this meeting with County staff and one County Commissioner, County
personnel stated that although the County may participate to some degree in levee recertification
(each entity did sign a Provisionally Accredited Levee (PAL) Agreement with FEMA in 2008), they
cannot commit to a given amount or percentage at this time.
COMFORMANCE WITH STRATEGIC PLAN:
Goal 3: The City will provide the highest quality of services, consistent with governing body direction,
available resources and staff commitment to quality.
RECOMMENDA TION:
The following options have been identified for consideration by the City Commission.
1.) Approve the base bid of $208,362.64
2.) Approve the base bid plus alternates for $287,554,44
Staff recommends the City Commission award the contract with alternates for the Levee Tree
Removal project, Project No. 08-2726, to APAC-Kansas, Salina in the amount of $287,554.44.
Enclosures: Corps of Engineer Inspection Letters
Map of Proposed Tree Removal Locations
Tree Removal Plan Spreadsheet
~~_. -- -.
DE~ARTMENT OF THE ARMY
KANSAS CITY DISTRICT, CORPS OF ENGINEERS
700 FEDERAL BUILDING
KANSAS CITY, MISSOURI 64106-2896
REPLY TO
A TTENTlOH OF
October 3, 2008
RECEIVED
Operations Division
Emergency Management Branch
" i r-t II 6
[~ ~) \I
20a8
CITY {~1ANAGER1S OFFICE
Mr. Jason Gage
City Manager
300 W. Ash Street
Salina, Kansas 67401
Dear Mr. Gage:
An inspection of the Salina, Kansas Flood Protection Project, was conducted on
October 2, 2008. A copy of the inspection report is enclosed for your information. Based
on the findings of our inspection, your levee has received an ACCEPTABLE maintenan~e
rating.
A maintenance rating of ACCEPTABLE or MINIMALLY ACCEPTABLE is required
for eligibility in the Public Law 84-99 levee rehabilitation program. Since your levee has
received an acceptable rating, the structure is eligible for Federal repair assistance if
damaged by flooding and other program requirements are met.
If you have any questions regarding our inspection, please call Mr. Bob Finneran at
816-389-3636.
Sincerely,
-Des R. Go al
Chief, Operations Division
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DEPAR-rMENT OF THE ARMY
KANSAS CITY DISTRICT, CORPS OF ENGINEERS
700 FEDERAL BUILDING
KANSAS CITY, MISSOURI 64106-2896
REPLY TO
AITENTION OF
October 19, 2007
Emergency Management Branch
(' cor
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Mr. Jason Gage
City Manager
300 W. Ash Street
Salina, Kansas 67401
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Dear Mr. Gage:
An inspectio-n of the Salina, Kansas Flood Protection Project was conducted on
September 18, 2007. A copy of the inspection report is enclosed for your information.
Based on the findings of aur inspection, your levee has received a MINIMALLY ~----
ACCEPTABLE maintenance rating. The deficiencies are lloted under REMARKS in the
inspection report and should be corrected as soon as possible to ensure that the levee unit
will function as designed.
A maintenance rating of "ACCEPTABLE" OR "MINIMALLY ACCEPTABLE" is
required for eligibility in the ~-ublic Law 84-99 levee rehabilitation program. Since your
levee has received a minimally acceptable rating, the structure is eligible for Federal
repair assistance if damaged- by flooding and other program requirements are met.
However, damages due to existing deficiencies are not eligible for Federal assistance.
The marginally satisfactory items must be:upgraded to satisfactory within a period of
not more than one year. It is requested that you submit a schedule, to this office, within
60 days of the receipt of this letter, listing the deficiencies to be corrected and the
scheduled dates for the correctiv~- work.
If you have any questions regarding our inspection, please call Mr. Bob Finneran at
816-389-3636.
Sincerely,
/)~
~. f7
Des R. Goyal
Chief, Operations Division
Enclosures
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