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go1unt Prospect <br />Mount Prospect Public Works Department <br />m <br />'TREE CITY USA <br />INTEROFFICE MEMORANDUM <br />TO: VILLAGE MANAGER MICHAEL E. JANONIS <br />FROM: FORESTRY /GROUNDS SUPERINTENDENT <br />DATE: FEBRUARY 12, 2014 <br />SUBJECT: BID RESULTS — CDBG PARKWAY TREE FURNISHING AND PLANTING -- $25,000 <br />BACKGROUND <br />Bids were recently opened for the provision and installation of parkway trees using Community Development Block <br />Grant (CDBG) funds. Bid prices were sought for a wide variety of 1 -1/2" diameter trees, to be planted in <br />neighborhoods that qualify for these funds. Trees planted on this project will replace ash trees removed due to EAB <br />and a few storm damage removals. <br />We also asked bidders to quote prices for "enhanced planting sites " -- larger pits with amended backfill- -which we <br />may order on a small number of trees being planted in very poor soil. Bid prices are good for Spring and Fall 2014 <br />planting seasons only. Note that, because of the funding source, this bid requires the contractor to pay federal <br />prevailing wages as specified in the Davis -Bacon Act. <br />BID RESULTS <br />Eighteen invitational bids were mailed and a notice to bidders was published in a local newspaper. A mandatory pre - <br />bid conference was held for interested contractors on January 17, 2014. Sealed bids were opened on January 27, <br />2014. Two bids were received; both of these bidders had attended the mandatory pre -bid conference. Bid results are <br />attached. It should be noted that Huffman Landscape submitted the low bid price on 51 tree varieties while KGI <br />Landscaping submitted the low bid price on only 3 varieties. <br />DISCUSSION <br />Both bidders have successfully planted trees for us on many occasions in the past. At this time, we do not know the <br />exact quantity and species we will need to order for the project. However, the average bid cost per tree is roughly <br />$166.00; therefore, we expect approximately 150 trees will be planted on this project. Although the specifications <br />allow us to split this contract amongst various bidders, we do not need to plant the three varieties for which KGI <br />submitted the low price. Due to the various federal requirements that govern contracts using CDBG funds, it will be <br />far simpler for us to issue only one CDBG contract this year, to Huffman Landscape. We would restrict our order to <br />the 51 varieties for which Huffman submitted the low price. <br />BID RECOMMENDA <br />There is a total of $25,000.00 in the 2014 b � dget for this project. Therefore, I recommend awarding this contract to <br />Huffman Landscape. Total expenditures for all purchases will not exceed $25,000.00, and we will order only the 51 <br />varieties for which Huffman Landscape sub itted the low price. <br />Sandy Clark <br />I concur: ' <br />Sean P or�ey - Director of Public Works <br />H: \Forestry \WORD\2014\PLANT \Memo - CDBG Plant Recommend 2014.doc <br />