HomeMy WebLinkAbout06/02/2015 Parkway Tree Stump Removal Contract Termination & New Award RecommendationMount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM MEfr1YU."
TO: ACTING VILLAGE MANAGER DAVE STRAHL
FROM: FORESTRY/GROUNDS SUPERINTENDENT
DATE: MAY 27, 2015
SUBJECT: PARKWAY TREE STUMP REMOVAL CONTRACT TERMINATION &
NEW AWARD RECOMMENDATION - $100,000
BACKGROUND
As you may recall, sealed bids for our 2015 parkway tree stump removal contract were opened on February
9, 2015. On March 3, 2015, based on our recommendation, the board awarded the stump removal contract to
Alpine Tree Service of Newago, Michigan in the amount of $100,000.
This was the first time that Alpine Tree Service would have worked for the Village. We thoroughly checked
their references and met with the company owner to clarify all contractor requirements ahead of time.
Alpine Tree Service was given the go-ahead for their first stump removal list on April 6, 2015.
Unfortunately, on May 13, 2015, before finishing the first stump list, the owner of the company, Mr.
Malcolm VandenToorn, called and stated that his company is not returning to Mount Prospect and does not
want to proceed with the contract. His reasons for not finishing the contract were unclear, but we believe the
logistics of working out of state seemed to cause most of his problems.
Subsequently, on May 14, 2015 a letter and email affirming the performance deadline (May 19) to finish the
work. This transmittal advised Alpine to complete the work by the deadline or risk termination of the
contract for failure to perform.
Additionally, on May 19, 2015 Village Attorney Allen Wall sent Alpine Tree Service a letter stating that the
Parkway Stump Removal Contract would be terminated on June 1 if he did not complete the work or provide
the Village with an acceptable alternative schedule to complete the work.
DISCUSSION
We are now seeking approval to hire a new contractor for the 2015 stump removal contract. We recently
contacted Fleck's Landscaping, the second lowest bidder in the February 9, 2015 bid letting for parkway
stump removals and they are willing to resume the stump contract at their bid prices.
The following were the base bid prices from our February 9"' bid opening. Fortunately, Fleck's base bid was
still quite comparable to Alpine's. A recapitulation of the bid results from the February 9"' opening is
provided on the following page:
Page 2 of 2
Parkway Tree Stump Removal Contract Termination & New Award Recommendation - $100,000
May 27, 2015
Contractor
Alpine Tree Service
Fleck's Landscaping
Trees R Us, Inc.
J & E Nursery
Kramer Tree Specialists
Total Base Bid
$84,000
$98,400
$106,890
$112,350
$191,100
Fleck's Landscaping has worked satisfactorily for Mount Prospect in the past. They held our recent turf
mowing contract for years 2012-2014. Their equipment list shows they own the resources necessary to
successfully complete our contract. Additionally, they provided references for similar area contracts. Most
recently, they successfully completed a large stump removal contract for the Village of Arlington Heights.
BID RECOMMENDATION
Based on the above, I recommend cancellation of the existing 2015 Stump Removal contract awarded to
Alpine Tree Service of Newago, Michigan in the not -to -exceed amount of $100,000.
I also recommend that the Village Board waive the requirements for public bidding and award a new 2015
Stump Removal contract to Flecks Landscaping of Wheeling, Illinois in an amount not to exceed $100,000.
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 amounts appropriated in future budgets.
I concur:
Director of Public Works
Dave Hull
CC: Public Works Deputy Director Jason Leib
Administrative Superintendent Kristina Jakupovic
H:\Forestry\WORD\2015\STUMPS\MEMO - ALPINE TERMINATED - FLECKS NEW RECOMMEND.doex