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HomeMy WebLinkAbout02/19/2013 Streetscape Corridor Lanscape MaintenanceMount a Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: FEBRUARY 12, 2013 SUBJECT: BID RESULTS — STREETSCAPE CORRIDOR LANDSCAPE MAINTENANCE - $85,000 BACKGROUND Sealed bids for landscape maintenance of selected sites were opened on February 4, 2013. The work required by the specifications includes a wide range of maintenance activities including Spring Cleanup, Mulching, Weeding, Turf Herbicide /Fertilization/Aeration Treatments, Turf Mowing, and Shrub Pruning at all sites as needed. The majority of the sites are high - profile locations such as public buildings, green spaces in the downtown area, and the entire Union Pacific Railroad right of way. This contract will cover a 9 month period in 2013 and again in 2014 and 2015, assuming we are satisfied with the work performed during the previous year. The bid documents provide that the contract can be extended to year 2 (2014) and year 3 (2015) at the same bid prices if both parties agree. BID RESULTS Sixteen invitational bids were mailed and a notice published in the local newspaper. A mandatory pre -bid meeting to explain the scope of the contract was held on January 21, 2013; representatives from twelve firms attended. A total of six bids were received: Total cost per year to maintain Contractor 80 specified sites Mario Gambino & Sons Landscaping Inc. $81,630.00 Moore Landscapes, Inc. $84,104.98 Brickman $85,396.00 Twin Oaks $87,830.00 Fleck's Landscaping $90,131.00 Prestige Nursery $94,158.00 Page 2 of 2 Bid Results — Streetscape Corridor Landscape Maintenance - $85,000 February 12, 2013 DISCUSSION The low bidder, Mario Gambino & Sons Landscaping, Inc., did not meet the terms specified in the bid documents, and thus we cannot recommend them. We required a 10% Bid Bond or certified check, as well as four satisfied municipal references for a contract of like size and nature. Mario Gambino & Sons Landscaping Inc. provided only a company check, and none of their references were for municipal work of similar size and nature. Therefore I recommend that their bid be considered non - responsive. The second low bidder, Moore Landscapes, Inc., met all required terms specified in the bid documents. Also, the four municipal references they submitted were checked and all were favorable. We have also successfully used Moore in the past for maintenance of selected plantings in our downtown. BID RECOMMENDATION In the 2013 budget there are funds appropriated for year one of this contract. I recommend that the Village Board award a three year contract to the lowest qualified bidder, Moore Landscapes, Inc. Year one would be in an amount not to exceed $85,000.00. Years two and three would be in whatever amount is appropriated for this purpose in the 2014 and 2015 budgets. Sandy Clark I concur: H: \FORESTRY\GROUNDS \WORD \RFP OR BID\2013\MEMO -LMC 2013.DOCX Director of Public Works