HomeMy WebLinkAbout10/3/2017
BoardDocs® ProPage 1 of 3
Agenda Item Details
MeetingOct 03, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00
p.m.
Category5. CONSENT AGENDA
Subject5.2 Motion to accept bid for 2017 holiday tree lighting contract in an amount not to
exceed $37,300
AccessPublic
TypeAction (Consent)
Preferred DateOct 03, 2017
Absolute DateOct 03, 2017
Dollar Amount37,300.00
BudgetedYes
Budget SourceGENERAL FUND
Recommended ActionStaff recommends that the Village Board accept the lowest cost, responsive bid for
the 2017 Holiday Tree Lighting Contract as submitted by Kinnucan Tree Experts of
Lake Bluff, Illinois in an amount not to exceed $37,300. Staff also recommends that
the Village Board authorize staff to execute up to two (2) one (1)-year contract
extensions provided Kinnucan agrees not to raise prices and work is performed
satisfactorily. Expenditures in extended terms will be limited to funds authorized in
future budgets.
Public Content
Information
Funding has been included in the 2017 budget for contractual installation, and later removal, of white and
purple holiday lights on selected Village-owned parkway trees in the downtown area. To facilitate this work,
staff has prepared bid specifications to procure contractual performance of the work.
The specifications describe a one-year contract, which may be extended for up to two (2) additional one (1)
year periods beyond the termination date by mutual, written agreement between the Village and the
contractor. To extend the contract, the contractor must agree to hold their prices at the same rate as the
previous year. The Village reserves the right to re-bid the contract at the end of any contract period.
For the 2017 contract, 216 Village-owned trees will be lit. The attached map depicts the proposed project
area.
Approximately 2,300 strands of lights will be used to decorate these trees. Purchase of the light strands is not
included in this proposed contract. The contractor will be provided with new strands of lights from existing
Village inventory. Generally, new light strands are procured annually by staff at the end of each holiday
season when prices are reduced for clearance. Lights strands for the upcoming holiday season were procured
earlier this year at a cost of $15,152.
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018
BoardDocs® ProPage 2 of 3
Bid Results
Eight (8) bid invitations were distributed to local contractors. A separate bid notice was published in a local
newspaper, and the bid was placed on the Village’s Onvia on Demand website. Three (3) sealed bids were
opened on September 25, 2017. Bid results are below.
White Purple Extended
Bidder
Lights*Lights*Costs**
Kinnucan Tree Experts$14.75$15.00$34,297.50
Illuminight Lighting, LLC$15.00$15.00$34,500.00
Landscape Concepts
$17.75$17.75$40,825.00
Management
* Indicates cost per strand.
** Indicates total cost for 1,350 white light strands and 950 purple light strands.
DISCUSSION
The low bidder, Kinnucan Tree Experts has installed the Village’s holiday lights for the last five (5) years. All of
their work has been acceptable and timely. Additionally, Kinnucan submitted several municipal references
affirming they have successfully completed multiple holiday lighting contracts of similar scope.
The cost to install and remove holiday lights in 2016 was $19.00 per strand. Kinnucan’s current rate represent
an approximate 23% reduction in cost compared to last year. Kinnucan has indicated their price reduction is
attributable to market competition.
Kinnucan has indicated a cost differential for purple lights to accommodate material handling and potential
post-installation re-work.
It is the opinion staff that Kinnucan Tree Experts is qualified and capable to successfully execute this proposed
contract.
Approximately 1,350 white light strands and 950 purple light strands will be used to decorate our trees.
Because of tree growth, we may need to add some additional strands to achieve the proper coverage, so we
are adding an approximate $3,000.00 contingency. Therefore, the total contract amount for 2017 would be
$37,300.
Alternatives
1. Accept lowest cost, responsive bid for 2017 Holiday Tree Lighting Contract.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid for the 2017 Holiday Light
Installation and Removal Contract as submitted by Kinnucan Tree Experts of Lake Bluff, Illinois in an amount
not to exceed $37,300. Staff also recommends that the Village Board authorize staff to execute up to two (2)
one (1)-year contract extensions provided the work is performed satisfactorily and Kinnucan agrees to hold
prices. Expenditures in 2018 and 2019 will be limited to funding allocated in approved future budgets.
Purple and White Tree lighting with Numbers 2016.pdf (239 KB)
BID HOLIDAY LIGHTS 2017.pdf (565 KB)3847_001.pdf (768 KB)
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018
BoardDocs® ProPage 3 of 3
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one
motion. There will be no separate discussion of those items unless a Board member or member from the
audience so requests, in which the item will be removed from the Consent Agenda and considered in its
sequence on the agenda.
Motion & Voting
Approve the Consent Agenda as presented
Motion by Colleen Saccotelli, second by William Grossi.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018