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HomeMy WebLinkAboutAgenda - 04-16-2002 - 8b w - 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 16, 2002 Action Agenda Item No. SUBJECT: Bid Award: Removal and Re-Planting of Trees at Richard Whitted Human Services Center DEPARTMENT: Purchasing and Public Works PUBLIC HEARING: (YIN) No ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, 245-2652 Bid Tabulation Wilbert McAdoo, 245-2627 Section of Manager's Memo TELEPHONE NUMBERS: Poster Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a bid for the removal and recycling of trees and re-planting of trees at the Richard Whitted Human Services Center (RWHSC). BACKGROUND: In a Manager's memo dated February 15, 2002, the Board was advised of the condition of eleven red and sugar maple trees surrounding RWHSC along Tryon Street and on the east side of the building. These trees are in poor health and create a safety hazard. In the summer of 2000, the observed condition of several of the trees indicated the possibility for loss of limbs, a particular concern during periods of severe weather when accompanied by high winds. Concerns were heightened when one tree fell during a storm in October of 2001. An assessment was contracted in November of 2001 with Dr. James McGraw, an N.C. State Professor of Forestry and Extension Urban Forestry Specialist with the North Carolina Cooperative Extension Service. He found that the problems the most-damaged trees are exhibiting include extensive cavities, deadwood and defective branches. Based on Dr. McGraw's findings, the Orange County Public Works Department recommended removing and replacing all of the trees. The trees will be replanted farther back from the street, retaining wall and parking lot at RWHSC, providing increased room for root growth, stability and improved conditions for healthy growth. Public Works Director Wilbert McAdoo presented these findings to the Hillsborough Tree Board for their approval on January 16, 2002. The Tree Board unanimously approved the recommendation for removing and replanting the trees. In tandem with the Public Works staff, the Purchasing staff prepared specifications to remove the damaged trees and to replace them with trees at least 6" in diameter and at least 20' tall. It should be noted that the removed trees would be recycled or reused except for portions that must be landfilled (i.e. stumps). The 13 replacement trees will be of the same variety as those that currently exist (red maple and sugar maple). All trees are warranted for three years. Trees will be planted within two weeks following bid award, with no interruption of service at RWHSC anticipated. 2 Bids were solicited from eleven vendors on Orange County Bid number 1265, with three bidders ` responding. A pre-bid conference was held and was attended by two vendors. The bid was posted on the County's website. The attached bid tabulation reflects that Audobon Tree of Pittsboro, North Carolina at a total cost of$36,200.00, submitted the lowest responsible bid that was responsive. As the Board knows, there are several projects in various stages of development taking place at the Whiffed Building. The staff intends to conduct an information meeting that includes the neighbors so that they understand the impact of the work to be carried out at the facility. However, the first project has been held up by the Historic District Commission, pending additional information on concessions by the County in the proposed paving project. The engineer is assessing the costs of the concessions in order that we may determine sufficiency of funding and overall feasibility for the entire project. Staff recommends that the neighborhood meeting occur after this analysis has been made, since it could result in material changes to the project. Staff further recommends that the Board approve the re-planting of the trees, albeit prior to the neighborhood meeting, in order to take advantage of the somewhat limited spring planting window. The County has, however, initiated a program to educate citizens as to the plan of action for the removal and replanting of the trees. This program includes a poster displayed at the Library at RWHSC and a notebook at the circulation desk that includes a copy of the Manager's memo. In addition, the Public Works staff will produce a smaller scale copy of the poster and hand-deliver to the neighbors in the immediate vicinity of the Whitted Building. Attached is a small-scale copy of the poster. FINANCIAL IMPACT: Total cost of this action, if approved by the Board, would be $36,200. Funds, included in prior years appropriations, are available in the Whitted Human Services Center Capital Project to cover the cost of the tree replacements. RECOMMENDATION(S): The Manager recommends that the Board award bid number 1265 to Audobon Tree of Pittsboro, North Carolina at a total cost of$36,200.00.; and authorize the Purchasing Director to execute the necessary paperwork. 3 BID TABULATION BID # 1265 BID FOR: REMOVE&REPLACE TREES BID AWARDED TO: CLOSING DATE: 3-26-2002 BID PRICE: CLOSING TIME: 3:00 PM BUDGETED AMOUNT: VENDOR DELIVERY BID COST DELIVERED AUDOBON TREE START 3 DAYS $36,200.00 PITTSBORO, NC FINISH 14 DAYS TREES ETC. START 10 DAYS $54,625.00 DURHAM, NC FINISH 90 DAYS JACOBS TREE START 5 DAYS $58,700.00 HILLSBOROUGH, NC FINISH 30 DAYS 4 " ORANGE COUNTY PUBLIC WORKS WILBERT J.MCADOO P.O. Box 8181 OFFICE: (919)245-2625 DIRECTOR HILLSBOROUGH, NC 27278 FAX: (919)644-3016 To: John Link, County Manager From: Wilbert McAdoo, Public Works Director CC: Rod Visser, Assistant Manager January 24, 2002 In the summer of 2000, Orange County Public Works staff determined that a thorough assessment and evaluation of the twelve maple trees surrounding the Richard E. Whitted Human Services (REWHS) building located at 300 West Tryon St. in Hillsborough, N.0 was warranted due to serious health and safety concerns (i.e., risk of falling limbs). The trees predate the County's acquisition of the building in 1975—exact figures on their ages are unknown. At that time, the observed condition of several of the trees indicated the possibility for loss of limbs, a particular concern during periods of severe weather when accompanied by high winds. Until recently, 6 large sugar maples have bounded the front of the property, near the retaining wall, while 6 red maples have bounded the east side of the building, overlooking a busy parking lot. However, the Public Works Department's concerns with the trees were recently heightened when a red maple located on the east side of the building fell down during a fairly typical storm in October of 2001. Although no one was injured, some property damage did occur, and the risk of personal injury to County residents or staff is a major concern. As you are aware, REWHS houses County departments and agencies providing a variety of services to County residents, including health and social services. As such, it experiences a constant influx of visitors, many of whom are young families, disabled or elderly. In November of 2001, Public Works staff contracted for an evaluation of each tree from Dr. James R. McGraw, Professor of Forestry and Extension Urban Forestry Specialist with the North Carolina Cooperative Extension Service at NC State University. Unfortunately, Dr. McGraw confirmed many of Public Work's concerns with the property's remaining eleven trees. He stated in a letter dated Dec. 5, 2001, (Attachment 1), "An executive summary of my examination of these eleven trees is: tree #2, #3, #5, #6, #8 and #12 need to Office Location: 600 Highway 86 North, Hillsborough 5 be removed immediately; tree#1, #4, #7 and #11 need corrective pruning immediately in order to eliminate various numbers of defective parts in their crowns; and tree#10 needs an aerial inspection of the crown's branchwood and elimination of further damage to the surface roots near the base of the tree." (Trees are plotted by number in Attachment 2). The problems the most-damaged trees are exhibiting, according to Dr. McGraw, include extensive cavities, deadwood and defective branches (see examples of damage in the photos in Attachment 3). He also said that, "Due to the siting of each of these eleven maples, adjacent to either pedestrian entryways, a municipal street, parking or overhead electrical utility lines and the unpredictable defective structural conditions listed, expedient corrective pruning or removal of these trees as described for each tree would be most prudent." At this time, Public Works staff recommends the removal of all eleven maples and the replacement of each one with a tree of the same type, about 6" in diameter and reaching to approximately 20 feet in height. The trees will be moved back from the existing retaining wall into a better position that will prevent problems with the old tree's root systems. A twelfth tree will replace the one that fell and a thirteenth tree will be added to the east side of the building. Each tree will be replaced with the same type that was previously there: sugar maples along the front of the building and red maples along the side. Reasons to consider replacing and changing the position of all trees: Providing improved root growth area; Increasing distance from the retaining wall to allow room for root growth; Providing adequate mulch area ring which should be sized to about 6% Providing adequate watering area; Providing shade for the building; Creating symmetry in locating trees in line around building which improves aesthetics; and Providing increased distance from overhead power lines. All of these tree removals and installations would be conducted by area professionals with experience in the field through a competitive bidding process. Every effort to follow recommended maintenance plans for the new trees would then be followed. 1 met with the Hillsborough Tree Board on January 16, 2002 and the members unanimously, approved the recommendation to remove eleven trees and one stump and install the 13 new maples. 6 . The estimated cost of tree removal and replacement is $25,000 to $30,000. Funds are currently available in the County's previously approved Capital Investment Plan. Upon your approval to proceed, Orange County Public Works staff will work with Purchasing Department staff to develop specifications and solicit proposals to complete the tree removal and installation. Please note that Dr. McGraw suggests that we have an impending liability which warrants expedient corrective action. Should you have questions or need information please contact me at 245-2627. 7 Table 1 Identification Tree Condition Summary Replacement Tree Tree 1 Two cavities and decaying stub 6"diameter sugar maple encircling upper trunk. Tree 2 Cavity which encircles almost a thirst of 6"diameter sugar maple the upper trunk's circumference. Residual soundwood adjacent to this cavity is also of insufficient thickness. Tree 3 Decaying cavity which encircles almost 6"diameter sugar maple a third of the upper trunk's circumference. Tree 4 Branches with cavities and additional 6°diameter sugar maple deadwood in the crown. Tree 5 Crown full of defective branches. 6"diameter sugar maple Tree 6 Deadwood stubs around the upper 6"diameter sugar maple trunk. Several branches have one or more cavities. Tree 7 Deadwood scattered throughout crown. 6"diameter red maple Tree 8 Extensive scaffold and branchwood 6"diameter red maple failures. Tree 9 Fallen in storm. 6"diameter red maple Tree 10 Damaged surface roots. 6"diameter red maple Tree 11 Three-foot long decaying area. 6"diameter red maple Defective branch which extends towards the parking lot. Tree 12 Storm damage, all major branches in 6"diameter red maple the crown have cavities and other defects. Spring, 2002 The Richard EWhiffed Human Seivices B .n Orange County Public Works Departmen` P.O. Box 8181 600 Highway 86 North Hillsborough, NC 27278 Tree Removal and Replacement Piolect Fax Ph : (919) 644-2625 Fax: (919) 644-3016 http://www.co.orange.nc.us/pubworks/publicworks.htm Background red maples along the side. Problems found in the Summer, 1000. Orange County Public The tree locations will be moved back away ( current maples Works staff determined that a thorough from the existing retaining wall into a better surrounding the Richard E. assessment and evaluation of the twelve position that will prevent problems with the Whitted Building: maple trees surrounding the Richard E. old tree's root systems,as well as giving the Whitted Human Services(REWHS)building new trees more room to expand. _ - Cavities in the trunks and was needed. large branches �1�.- ..° A twelfth tree will replace the one that fell ;. Thin residual soundwood The observed condition of several of the and a thirteenth tree will be added to the east r trees indicated the possibility for loss of side of the building. Wood decay limbs,a particular concern during periods of '- - Defective branches severe weather when accompanied by high Why we recommend winds. replacing all the trees: Ji:. Deadwood stubs Concerns were heightened when a red .? To remove hazardous conditions created Scaffold and branchwood failures maple located on the east side of the build- by the existing unhealthy trees; ing fell down during a fairly typical storm in a To provide improved root growth area Damaged surface roots October of 2 00 1. Although no one was (provided in part by increasing the dis- injured, some property damage did occur, lance from the retaining wall); I %i Storm damage and the risk of personal injury to County To provide adequate mulch area ring; ." Loss of foliage residents or staff is a major concern. To provice adequate watering area; To provide shade for the building; REWHS houses County departments and To improve aesthetics and symmetry; I, agencies providing a variety of services to and County residents, including health, social To provide increased distance from over- --------------------------------------__ _________ _ _______ ______"__ services,and the library. As such,it experi- head power lines. ences a constant influx of visitors,many of whom are young families,disabled The replacement trees Healthy maple trees Considerations for planting trees in an urban setting: or elderly. -' Each new maple will span about Soil composition and compaction Tree condition 6" in diameter and will be approxi- i Characteristics: Water drainage mately 20 feet high at the time of November,2001. Public Works A planting. Full dark green crown Impact of roots on sidewalks and other structures staff contracted for an evaluation 1 � *»' Strong branches and Tree growth that does not interfere with power lines of each tree from Dr. James R. Each new tree will be carefully r g p trunks without significant McGraw,Professor of Forestry and selected at a North Carolina farm on � S* deadwood or cavities ,r 4 t y X Siting trees away from utility lines or structures Extension Urban Forestry Specialist with the the basis of health and a I ppea ranee. j"�� North Carolina Cooperative Extension Ser- Large and efficient root vice at NC State University. In a letter system "i y Every effort will be made to follow recom- I .� , dated Dec.5,2001, Dr.McGraw confirmed mended maintenance plans for the new trees. man of Public Work's concerns with the p " Consistent growth property's remaining eleven trees. Zvi`j. patterns A, Projected impact on County services Freedom from insect The problems that the most-damaged There are no Ions for an changes in damage or other tree trees are exhibiting, according to Dr. Mc- plans g r Ti diseases hours for any of the departments located in Graw,include extensive cavities,deadwood the Richard E.Whitted Building. "f and defective branches. Wwi All of the tree removals and installations s Plan of action will be conducted b area professionals with y Disposing of the felled tree materials experience in the field. Orange County Public Works Department All possible tree waste will be recycled into mulch or compost or reused. staff recommends the removal of all eleven - �. Some noise, minor traffic re-routing,and - -� remaining maples. This action was ap- short-term parking changes may occur, but '� l proved by the Hillsborough Tree Board. we will work with the contractors to keep Each tree will be replaced with the same these effects to a minimum. i t1 type that was previously there: sugar s _ Tlmelloe CID maples along the front of the building and Much of the work will occur on weekends a� � ' Work will begin in April and continue throughout Spring, and after normal business hours. ° ' 2002.