HomeMy WebLinkAbout02/19/2013 Parkway Restoration? Mount Prospect Public Works Department
LL INTEROFFICE MEMORANDUM
(R.
rm crrr um
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: FEBRUARY 12, 2013
SUBJECT: BID RESULTS — PARKWAY RESTORATION - $65,000
BACKGROUND
Sealed bids for parkway restoration were opened on February 4, 2013. This contract requires sodding of
parkways due to various excavations and other disturbances in public rights -of -way and easement areas in
the Village. Prices for sodding (including removal of backfill, rototilling, installing topsoil and sod, and one
watering) and additional sod watering were sought. The specifications describe awarding the contract for
calendar years 2013 through 2015, but we can choose to cancel the contract at any time if performance is
not acceptable.
BID RESULTS
Twenty -one bids were distributed and a notice was published in a local newspaper. A mandatory pre -bid
meeting was held on January 21, 2013 and representatives from fourteen companies attended. Six bids were
received. Bid results are attached.
DISCUSSION
For this contract, quality control is very important. Most of the restoration is in front of residences;
therefore, the quality of work will be scrutinized by our toughest critics. The nature of this contract requires
a quick turn around, excellent responsiveness, and the need to remove and replace a specified amount of
stone, sand or substandard subsoil in order to help assure long term health of turf and parkway trees. If the
contractor handles the sod improperly or skimps on site preparation, the sod may appear fine upon first
inspection but fail to thrive long -term. For these reasons, we ask the bidders to provide four satisfied
municipal references for contracts of similar size and nature of our own and we thoroughly check the
provided references.
Unfortunately, the three lowest bidders did not provide adequate proof of successful past municipal
experience with this type of work. We are recommending that their bids be considered non - responsive, for
the following specific reasons:
Mario Gambino & Sons Landscaping Inc. - Provided only one municipal sodding reference. Did
not submit the required 10% bid bond (instead submitted a company check in the wrong amount).
Additionally, they incorrectly completed the bid sheet, so their project total cannot be fairly
compared against the other bidders' totals.
H:\ Forestry\Grounds \Word\2013\Memo - Parkway Rest Bid - 2013.doc
Page 2 of 2
• TNT Landscape Construction Inc. — Did not provide adequate municipal references. Most of their
sodding work has apparently been done as a subcontractor on road construction projects. Though
they provided only a few municipal contacts, we spent days calling towns that TNT said they had
worked in; most were unfamiliar with the company. From those who knew them, for the most part
the comments we received either gave us reason to doubt that TNT is large enough to handle a job
the size of ours, or led us to believe they might not perform to our expectations.
• Prestige Nursery — Submitted no references at all.
The fourth lowest bidder, Karlstedt Landscape Inc, submitted four municipal references. Most importantly,
Karlstedt has worked for us in the past on a number of landscaping projects with good results. Though they
have not sodded for us, they have planted flower bulbs, shrubs, perennials and trees on a range of contracts
over the last five years, with good success. We have found Karlstedt to be very responsive, they have
achieved good plant survival and we believe they have adequate staff and equipment to successfully fulfill
all the contract requirements. Additionally, their bid price of $9.25 per square yard of installed sod exactly
equals what we were paying last year to American Landscaping Inc. (the contractor we have used for the
last three years of this contract).
BID RECOMMENDATION
In the 2013 budget, a total of $65,000 has been budgeted for Parkway Restoration. I recommend award of a
three year Parkway Restoration Contract to the lowest qualified bidder, Karlstedt Landscape Inc.. Year one
would be in an amount not to exceed $65,000. Years two and three would be in the amount approved by the
Village Board for this purpose in the 2014 and 2015 budgets.
Sandy Clark
I concur:
Sean Dorsey, birector of Public Works
H:\Forestry \Grounds \Word\2013\Memo - Parkway Rest Bid - 2013.doc
� M
V/
O
N
W
C: cu
O i
cu W
O LL '
fi n`
• W
Q.
CU o
cu m
0
F-
C
(6
t0 � cn
0 U
W LU
0 cc
N w
a
U) a
^L CU
LL
(
N +,
� C O )
�
W W
r a)_
C
N
� 0
W U
(n - a
L
v
0 o
E �
�U
( ' x
ww
CO
c� co
c
wa�
U
N }
a
60-
C
(6
Q
O
U
N
O
c
rn
W I�
U
C N
f0 �
N
-a U
7 U
U 0
c "
O Q
0 O
a O
+� N O
0 , 0
Yy
O c6
U �-
o 0
cu
W U
.Q -p
(d m O
20 3
CD
O
N
F- H
o
(6
+
F--
Y
U
H
o"
U"
F
Q
U
10
o
o
O
o
0
0
L
�
L
�'
LO
N
r
N
N
64
({}
00
O
00'0
00
O
C
C)
O
00
O
CD
C)
O
CD
CD
C)
00
O
00
o
CD
C-)
O
00
O
00
0
00
O
00
O
00
O
In
LO
O
O
LO
L:
U)
O
LO
O.
o
O.
LO
O
LO
O
d
LO
LO
00
M'
to
0
M
LO
O
LO
0
O
0
00
r
(0
(O
0
0
CO
0
(D
ti'
00
00
(f}
6R
69
EH
6
69
69
6
(f}
E9
FA
69
(Al
N)
K?
O
o
0
0
o
O
O
o
o
O
T
Lq
00
CO
00
Ufl
0
0
O
0
0
0
0
0
0
0
00
r
T
r
6R
ER
OF
69
(f}
(f?
69
6G.
Cl
O
O
O
O
O
O
O
O
O
O
Cl
O
O
O
0
0
O
0
0
0!
0
0
O
O
O
O
0
0
O
O
O
O
o
0
0
O
O
O
O
O
O
O
O
O
tp
LO
O
O
LO
tn`
O
0
OD
O
O
C)
O
O
O
(0
co
O
O
I`-
Imo',
Ul)
r-
N
L
O
0'
LO
O
LO
L
~
(D
T
C
(0
�
(0
(0
(0
00
0
00
EA
6a
69
(f}
6)-
6�}
69
(A
64
69-
6q
W
69-
(f}
69
OO
OO
OO_
OO
OO_
�M
OIl--
��
�O
U ?
C!
00
o
On
O
Ern
O
00
1`
T
r
69
69
69
69
E!3
(A
69
(fl
69
(f}
Ooo
000'
000
00
000
0
0
0
0
0
0
0
0
0
l qm� -
0
0
0
0
0
000
000'
o00
00
000
IX)
LO
O
C)
LO
LO
LO
00
M
O
0
CD
CD
O
(D
M
O
O
I�
I-
I-
I-
LO
O
LO
d
O
rY
m
o
�'
�
�
�
m
(0
�
m
(A
69
69
6%
69
64
69
(A
eA
69
(R
69-
64
(A
(A
0 0
0 0_
° o_
0 0
0 0_
° o_
o 0
0 0
° o_
o
0)M
ON
N�
U?
CO
NO
00
O
0
O
0
0
00
(O
T
r
r
(R
69
(F}
69
69
6>
6A.
6
69
Pus
w
0l
��
N
O
c
rn
W I�
U
C N
f0 �
N
-a U
7 U
U 0
c "
O Q
0 O
a O
+� N O
0 , 0
Yy
O c6
U �-
o 0
cu
W U
.Q -p
(d m O
20 3
N
F- H
U
O
d
(6
+
F--
Y
U
H
U
N
ti
U"
F
Q
U
10
N
O
c
rn
W I�
U
C N
f0 �
N
-a U
7 U
U 0
c "
O Q
0 O
a O
+� N O
0 , 0
Yy
O c6
U �-
o 0
cu
W U
.Q -p
(d m O
20 3