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Home My WebLink About6. Village Manger's Report 11/01/2011Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: OCTOBER 12, 2011 SUBJECT: REQUEST FOR ADDITIONAL FUNDS FOR NON -STORM TREE AND STUMP REMOVALS (TREE REMOVAL REQUEST $40,000 / STUMP REMOVAL REQUEST $22,000) BACKGROUND The year 2011 has been devastating to Mount Prospect's urban forest. Though in most years we typically remove about 400 -500 parkway trees, this year more than 720 have already been removed or scheduled for removal. With two and a half months left to go, we will likely exceed 800 removals by the end of the year. The summer's severe storms were responsible for many of the losses, but Emerald Ash Borer, Dutch Elm Disease and Elm Yellows all contributed to the totals as well. Most storm - related removals were tracked separately and charged against the general fund balance as an unbudgeted expense. However, we have now effectively run out of money to pay for additional contractual non -storm tree removals. Stump removal funds are also running low, and may also run out before year's end. As you may recall, due to the economy our 2011 budget requests for contractual tree and stump removals were held at or below 2010 expenditure levels. The Village Board acknowledged my concern about this at the March 8, 2011 Emerald Ash Borer update. They noted that removing dead and dying parkway trees is not an optional public service due to public safety concerns, and they asked that we return to let them know if funds ran out. DISCUSSION The following shows the status of our regular Contractual Tree Removal and Stump Removal accounts: Tree Removal Account ( #001.80.82.83.0.000.576.006 Beginning balance $86,400 Carry over from 2010 $10,605 Adjusted balance $97,005 Amount spent or assigned to date $96,626 Current balance $379 Note that approximately 268 non -storm trees have been contractually removed or assigned thus far, at an average cost per tree of $361. Between the trees we have just recently marked for removal and those we expect still to mark for removal, we anticipate that funds will be needed to remove another 110 trees. At $361 per tree, an additional $39,710 will be needed for contractual tree removals. Page 2 of 2 Request for Additional Funds for Non -Storm Tree and Stump Removals October 12, 2011 Stump Removal Account ( #001.80.82.83.0 Beginning balance $55,000 Carry over from 2010 $21,981 Adjusted balance $76,981 Amount spent or assigned to date $67,375 Current balance $9606 Note that a total of 355 non -storm stumps have been contractually removed or assigned thus far, at an average cost per stump of $190. We expect that an additional 168 non -storm stumps may need removal this fall. At $190 per stump, the remaining account balance will pay for 50 of those, but we will need $22,420 in extra funds to pay for the remaining 118 stumps. Fortunately, this year's tree removal contractor, Homer Tree Care, Inc., has agreed to hold the bid prices for their current contract throughout the remainder of 2011. This two -year contract was competitively bid and awarded to Homer by the Village Board on 1/19/2010. Similarly, Powell Tree Care, Inc. has agreed to hold their current stump removal prices for the rest of 2011. This contract was also competitively bid and awarded to Powell by the Village Board on 2/15/11. RECOMMENDATION In view of the above, I request Village Board authorization to add an additional $40,000 to the current Tree Removal Contract held by Homer Tree Care, Inc. Additionally, I request Board authorization to add an additional $22,000 to the current Stump Removal Contract held by Powell Tree Care, Inc. These proposed expenditures are not budgeted. Staff proposes to fund this work by re- allocating unexpended money from appropriate general fund budget accounts at year -end. In the event that sufficient funds are not available, funding for these proposed expenditures will be drawn from the existing overall general fund account balance. Sandy Clark Cc: Director of Finance David Erb Deputy Director of Public Works Jason Leib C:\Documents and Settings \SDORSEY\My Documents \FORESTRY\VB REQUEST FOR ADDITIONAL TREE AND STUMP REMOVALS _ 201 IWEMO -MORE REMOVAL MONEY Board update October 12 201 Ldocx Mount ProsIxct $/ Mount Prospect Public Works Department m INTEROFFICE MEMORANDUM TREE CftV TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: OCTOBER 12, 2011 SUBJECT: BID RESULTS — PARKWAY TREE WOUND AND STUB REPAIR - $30,000.00 BACKGROUND Sealed bids for parkway wound and stub repair were opened on October 3, 2011. Prices were sought for the repair of wound and stubs from publicly owned trees damaged during this past summer's severe storms. This work is needed to allow proper closure of wounds so that subsequent wood decay is minimized. BID RESULTS Fifteen invitational bids were mailed and a notice was published in a local newspaper. Six bids and two "no bid letters" were received. Bid prices were to include a price per hour for a two (2) person crew, an aerial truck with at least a 55' working height, a chipper and truck, and all other necessary equipment. The bid results were as follows: Company Name Powell Tree Care Winkler's Tree and Landscaping Kramer Tree Specialists, Inc. B. Haney and Sons, Inc. Homer Tree Care, Inc. R.W. Hendricksen Co. Nels Johnson Tree Experts, Inc. Steve Piper and Sons, Inc. BID DISCUSSION Cost per Hour (2 person crew plus all equipment) $110.00 $124.94 $180.00 $235.00 $260.00 $270.00 No Bid No Bid It is estimated that no more than 1000 trees are in need of wound repair or stub removal. The actual number may be substantially less. Forestry staff is currently re- inspecting all trees in question, to confirm whether wounds and stubs still remain. (We know that some were handled on return visits to the same tree to repair r r subsequent � orr damage, or durin SCrrouureu prurrl�rg opera«vus. In 2007, we had a similar contract in which the contractor repaired 350 trees at a cost of $159.00 per hour. The contractor expended about 92 hours performing this work (i.e. about 3 -4 trees were HAForestry \WORD \2011 \STORM \MEM0 WOUND RECOMMEND 2011.doc Page 2 of 2 repaired each hour). Based on this, we would estimate that repairing 1000 trees would cost approximately $30,000.00 this year, using the low bid price of $110.00 per hour. The low bidder, Powell Tree Care, Inc., has worked satisfactorily for us in the past on our Parkway Removal Contracts (2007, 2008 and 2009). They are currently working on our 2011 Stump Removal and Parkway Tree Trimming contracts. Additionally, they performed commendably in response to the June 21 and July 11 windstorms this past summer. Director of Public Works BID RECOMMENDATION I recommend award of this contract to the lowest qualified bidder, Powell Tree Care, Inc., in an amount not to exceed $30,000.00. This proposed expenditure is not budgeted. Staff proposes to fund this work by drawing down the existing overall general fund balance. I concur. Sandy Clark S Dorsey H : \FORESTRY\WORD\2011 \STORM\MEMO WOUND RECOMMEND 201 LDOC fount Prospect N / Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 12, 2011 SUBJ: REQUEST TO WAIVE BIDDING PROCEDURES AND ACCEPT PROPOSAL FROM MARTAM CONSTRUCTION FOR EMERGENCY REPAIR OF 36" DIAMETER COMBINATION SEWER ($26,800) Background Public Works crews recently determined that a heaving curb and gutter in the Highland Street right -of -way near the Pine Street intersection was caused by joint separations at five (5) contiguous locations in 36" diameter concrete combination sewer installed approximately 14 feet beneath the Highland Street pavement. It is the opinion of staff that the pavement defect is caused by soil between the pipe and pavement entering the joints creating a void that allows the pavement to move when subjected to thermal or weight- bearing forces. Failure to correct this defect in a timely manner could exacerbate the problem; possibly resulting in a pavement sinkhole or a flow restriction in the sewer main. It is staff's expectation that the observed pipe joint separation is a consequence of failed pipe bedding material or a change in soil conditions beneath or surrounding the pipe. The subject sec tion of 36" diameter combination sewer conveys both sanitary waste and stormwater flows from the residential neighborhood east of Prospect High School, South of Kensington Road, West of Route 83, and north of Highland Street. The pipe was originally installed when the area was developed in the 1940s and 1950s. The Combined Sewer System Evaluation Study (CSSES) performed in 2003 -2005 rated this section of pipe as Class 3 (Class 5 pipes contained the worst defects; Class 1 pipes have no defects). Staff has been prosecuting the Combined Sewer Rehabilitation Program by addressing the worst defects first. To date, all Class 5 defects have been corrected and most Class 4 defects have been repaired. We are presently working on correcting Class 3 defects. The recommended treatment for this sewer was to line the pipe utilizing the cured -in- place -pipe (CIPP) method. This work was slated for inclusion in the 2012 CIPP program. However, given the recent observed condition of the pipe joints, it will be necessary to excavate and replace this failed section of pipe before lining can be installed. Request for Proposals Proposals were sought from Martam Construction, Inc. of Elgin, Illinois and Suburban General of LaGrange Park, Illinois. Both of these firms have a long and successful history performing this type of work in the Village of Mount Prospect. In addition, both firms indicated immediate availability for this project. The firms were asked to submit cost proposals to remove and Page 2 of 2 Request to Waive Bidding Procedures and Accept Proposal from Martam Construction for Emergency Repair of 36" Combination Sewer ($26,800) October 12, 2011 replace 40 feet of 36" combination sewer pipe. Replacing this length of sewer would eliminate all of the failed joints. The results are as follows: Discussion The lowest cost proposal was submitted by Martam Construction of Elgin, Illinois. Martam has performed this type of work for the Village on numerous occasions. Most recently, they successfully completed the 2011 combined sewer spot repair project. Over the years, they have also successfully completed a variety of projects for the Village including the backyard drainage program, Phase 1 of the Weller Creek streambank stabilization project, Phase 3 of the Prospect Meadows water main replacement project, and the William Street bridge replacement project. Presently, Martam crews are in town working on the Police /Fire HQ Building parking deck ramp replacement project. It is the opinion of staff that Martam is well qualified to perform this work. The depth of the excavation necessary to make the required repairs is in excess of 14 feet. Excavation at this depth is beyond the capability of Public Works equipment. Consequently, it is necessary to utilize a contractor with appropriate resources for this work. Due to the urgent nature of this repair, staff believes that the most expedient course of action is to forego normal rules for public bidding and effect necessary repairs by soliciting competitive cost proposals. The accelerated pace afforded by the cost proposal process will also help assure the pavement and curb are properly restored before the onset of winter weather. Recommendation I recommend that the Village Board be petitioned to waive the normal rules for public bidding and accept the lowest cost proposal to replace 40 feet of 36" diameter combination sewer pipe at a cost not to exceed $26,800. Sufficient funds for the proposed expenditure exist in the Water /Sewer enterprise fund. Sean P. Dorsey Cc: Deputy Director of Public Works Jason Leib Water /Sewer Superintendent Matt Overeem