HomeMy WebLinkAbout03/03/2015 Parkway Tree Stump Removals[ount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM ImCrffUM
TO: ACTING VILLAGE MANAGER DAVE STRAHL
FROM: FORESTRY/GROUNDS SUPERINTENDENT
DATE: FEBRUARY 25, 2015
SUBJECT: BID RESULTS - PARKWAY TREE STUMP REMOVALS - $100,000
BACKGROUND
Sealed bids for parkway tree stump removals were opened on February 9, 2015. This contract
requires grinding tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area
with topsoil and grass seed. This year, in order to expedite tree planting near existing stumps, we
also asked for prices for an additional surcharge to grind deeply enough to accommodate the root
ball of a new tree planting. We also included a provision which will allow us to extend the contract
for a second and a third year at the same bid prices, if both the contractor and Village agree.
BID RESULTS
Eighteen bids were distributed and a notice was published in a local newspaper. A mandatory pre-
bid meeting was held on January 27, 2015, which eight prospective bidders attended. Five bids
were received, and two no bid letters. Bid results were as follows:
Contractor Total Base Bid
Alpine Tree Service
$84,000.00
Fleck's Landscaping
$98,400.00
Trees R Us, Inc.
$106,890.00
J & ENursery
$112,350.00
Kramer Tree Specialists
$191,100.00
DISCUSSION
For this contract, quality control is very important, as well as being able to complete the required
amount of stumps within a fairly narrow window of time. Most of the stump removals and
restorations occur in front of our residents' homes, and therefore quality of work is of the upmost
importance. Additionally, many stump sites are planned planting sites for 2015, making expeditious
stump removals critical to our overall operations.
At this time we do not know how many stumps will need removal. We removed approximately
1000 stumps in 2014 and anticipate removing approximately the same amount this year, as EAB
losses continue. In the bid specifications we estimated that 12,000 diameter inches of stumps would
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Bid Results — Parkway Tree Stump Removals - $100,000
February 25, 2015
need removal, with 3000 inches in the 0-15" diameter range, 6000 inches in the 16-25" diameter
range and 3000 inches in the 26" and larger diameter size class.
The lowest bidder, Alpine Tree Service, has not worked for Mount Prospect in the past. However,
we contacted their provided references and all were satisfactory. Also, Public Works Director Sean
Dorsey and I had a conference call with the owner of the company to clarify their ability to
complete the work and make sure that he had a thorough understanding of the specifications. After
speaking with the owner we are comfortable that he completely understands our expectations.
Additionally, their equipment list shows they own the resources necessary to successfully complete
our contract.
BID RECOMMENDATION
I recommend award of contract to the lowest qualified bidder, Alpine Tree Service in an amount not
to exceed $100,000.00 in 2015. Please note that we are requesting a contingency in the amount of
$16,000.00, above Alpine's base bid, to account for additional stumps that we may need to remove
over our projected totals. Funds are available for this contract in the current budget.
I also recommend that the Village Board authorize staff to execute up to two (2) one year contract
extensions provided the work is performed satisfactorily and the contractor agrees to hold prices.
Expenditures in years two and three will be in whatever amount is appropriated in the future
budgets.
I concur:
Director of Public Works
e Hull
CC: Public Works Deputy Director Jason Leib
Administrative Superintendent Kristina Jakupovic
H:\Forestry\WORD\2015\STUMPS\MEMO - STUMP RECOMMEND 2015.docx