HomeMy WebLinkAbout10/07/2014 Proposal to Increase Stump Removal ContractMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: DIRECTOR OF PUBLIC WORKS
DATE: OCTOBER 2, 2014
SUBJ: PROPOSAL TO INCREASE STUMP REMOVAL CONTRACT ($30,000)
BACKGROUND
On February 5, 2013, the Village Board awarded a parkway tree trimming contract to Kramer
Tree Specialists, Inc. of West Chicago, Illinois (Kramer) in an amount not to exceed $177,000.
This contract facilitates routine pruning of parkway trees on a 5 -year cycle. The award was
made pursuant to a public bidding process. In compliance with contract provisions and Village
Board authorization, this contract was extended in 2014 in the amount of $191,841.
On February 18, 2014, the Village Board also awarded a parkway tree stump removal contract
to Kramer in an amount not to exceed $152,634. This contract requires grinding tree stumps to
10"-12" depth, removing the grindings, and restoring the area with topsoil and grass seed. This
award was also made pursuant to a public bidding process.
PROBLEM STATEMENT
Presently, staff estimates that Kramer's 2014 tree trimming contract will be completed at a total
expenditure of $161,000 (approximately $30,000 under the contract amount). Staff also
estimates that a total of $182,000 will be needed to grind all of the stumps left after tree
removals this year (approximately $30,000 over the 2014 contract amount).
PROPOSAL
Staff proposes to address this problem by reducing the contract award for tree trimming by
$30,000 and increasing the contract award for stump removals by $30,000.
DISCUSSION
The Village Board award for the 2014 stump removal contract was made in a not -to -exceed
amount ($152,634). Increasing this award requires Village Board approval.
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Proposal to Increase Stump Removal Contract ($30,000)
October 2, 2014
The proposed transfer of funds can be facilitated among existing General Fund accounts. This
type of intra -fund transfer is permitted by village's fund accounting policy. There will be no net
increase in General Fund expenditures as a result of this proposed transfer.
Kramer has verbally agreed to accept both the reduced quantity of trimming work and the
increased quantity of stump removal work.
The shortage of funds for stump removals this year can primarily be attributed to the following:
• In an unanticipated late year development, the 2013 stump removal contractor
did not agree to continue into a second year at their bid price. The contract was
bid again. 2014 pricing is considerably higher than 2013. As a result, budgeted
funds have not been adequate for the volume of stumps.
• Due to Emerald Ash Borer (EAB) infestation, tree losses have been accelerated.
In an effort to remove dead trees as quickly as possible, tree removals continued
well into December 2013. As a consequence, 2014 started with a backlog of
stumps that needed to be removed with the current budget.
The surplus of funds in the tree trimming account can primarily be attributed to a high incidence
of EAB tree loss and storm damage in the 2014 trim area. The high rate of removals
appreciably decreased the volume of pruning.
RECOMMENDATION
I recommend that the Village Board authorize a $30,000 increase in the 2014 contract with
Kramer Tree Specialists, Inc. of West Chicago, Illinois for parkway stump removals. Sufficient
funds for this proposed expenditure exist in the current budget.
Sean P. Dorsey
CC: Finance Director David Erb
Deputy Director of Public Works Jason Leib
Forestry/Grounds Superintendent Dave Hull
Administrative Superintendent Kristina Jakupovic
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