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HomeMy WebLinkAbout01/17/2012 Tree RemovalMount 1 1 "i Mount Prospect Public Works Department 9. TREE CM USA INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: JANUARY 11, 2012 SUBJECT: BID RESULTS - TREE REMOVALS ($155,000) BACKGROUND Sealed bids for parkway tree removals in 2012 were opened on January 3, 2012. This contract requires removal of dead, dying, diseased, EAB infested or structurally unsound parkway trees to ground level. As in the past, we also sought prices for emergency tree work in the event of a major storm. Finally, we included a provision which will allow us to extend the contract for a second and third year at the same bid prices, if both the contractor and Village agree. BID RESULTS Fourteen invitational bids were mailed and a notice was published in a local newspaper. Eight bids and three "No -Bid" letters were received. Bidders were asked to submit a price per inch for removal of trees in each of five different size classes. In order to draw comparisons between various bids, we asked bidders to use our estimated quantities to calculate an extended cost. Bid results for removal of an estimated 6,765 diameter inches plus an estimated 30 hours of emergency work, were as follows: Total Bid Price including Removals and Emerg Work Dawson's Tree Service $137,087.50 (bid non - responsive - see discussion below) Homer Tree Care, Inc. $140,227.57 Trees R Us $151,481.00 Powell Tree Care, Inc. $175,825.60 Landscape Concepts Mgmt. $200,924.25 B. Haney and Sons, Inc. $231,627.75 R.W. Hendricksen, Co. $237,480.00 (bid non - responsive - see discussion below) Winkler's Tree and Land., Inc $258,881.15 Kramer Tree Specialists, Inc. No bid letter Steve Piper and Sons, Inc. No bid letter Nels J. Johnson and Sons, Inc. No bid letter DISCUSSION I recommend rejection of the apparent low bid by Dawson's Tree Service. The specifications required all bidders to submit a bid bond or cashier's check in the amount of 10% of their bid. Dawson's submitted a corporate check instead, and the amount of the check was approximately $1,900.00 less than 10% of their bid. Dawson's also submitted only three of the four required municipal references. A check of the three references that were submitted showed that none were for contracts anywhere near the size of ours (they ranged in size from $10,500.00 to $50,000.00.) Finally, Dawson's equipment list shows far less available equipment than the next lowest bidder, Homer Tree Care, Inc. Dawson's listed only 2 aerial bucks, 2 Page 2 of 2 Bid Results — Tree Removals ($155,000) January 11, 2012 chippers and one grapple truck. In my opinion, Dawson's would not have enough equipment to effectively respond in the event that a severe storm struck during the height of the EAB / DED removal season, as happened during 2011. I also recommend rejection of the bid received by R.W. Hendricksen Co. as being non - responsive. They submitted over a page of deviations from the bid specifications. R.W. Hendricksen requested deviations were so extensive that effectively the bid they submitted was for an entirely different contract than the one the other contractors were bidding on. The resultant lowest qualified bidder, Homer Tree Care, Inc., has performed admirably for us in the past on our Parkway Removal Contract (20 10 and 2011). They also played a key role in our rapid response to the June 21, 2011 and July 11, 2011 windstorms thi s past summer. Although they began 2011 with an $86,400.00 tree removal contract, during the course of the year Homer willingly accepted multiple contract additions when additional funds were appropriated for storm and EAB removals. All told, Homer successfully completed roughly $203,000.00 worth of contractual tree removals in 2011, in addition to their emergency storm damage work. We found them to be extremely efficient, responsive, and safety conscious, and we received no complaints about their work. Additionally, they saved our taxpayers dollars by voluntarily providing us with a free log disposal site for logs generated by our crews. Even if we escape any serious storms in 2012, we expect that we will likely need to remove about 900 -1100 parkway trees this year. This is based on our usual average of about 400 -500 tree removals per year, as well as an estimated 500 -600 EAB- infested ash trees. (EAB removals are predicted based on results reported by local municipalities that have been battling EAB for four or five years.) Unfortunately, funds budgeted for contractual tree removals in 2012 will only allow Homer to remove approximately 350 -400 trees, depending on tree diameters. Our in -house crew typically can only remove about 100 trees per year due to other work needs. Since removal of dead /dying trees cannot be ignored for public safety reasons, it is highly likely that additional tree removal funds will be needed this year. BID RECOMMENDATION I recommend award of a possible three -year contract to the lowest qualified bidder, Homer Tree Care, Inc., in an amount not to exceed $155,000.00. There are sufficient funds for this proposed contract in the current budget. If year one is successful, and a contract extension is agreed to by the Village and the contractor, years two and three will be in whatever amount is appropriated in the subsequent budgets. Sandy Clark I concur: ; Sean P. Dorsey Director of Public Works