HomeMy WebLinkAbout7. MANAGERS REPORT 09/07/2010 Mount Prospect
IF Mount Prospect Public Works Department
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INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS Pli
FROM: FORESTRY /GROUNDS SUPERINTENDENT CO 10
DATE: SEPTEMBER 1, 2010
SUBJECT: BID RESULTS - HOLIDAY TREE LIGHTING - $21,996.00 (6 i i‘s
BACKGROUND
Funding has been included in the 2010 budget for contractual installation, and later
white lights on selected trees in the downtown. We mailed out 21 sets of bid specifications for
this work, and placed a bid notice in the local paper. The specifications describe a possible two -
year contract, although we reserved the right not to renew the second year if we are not satisfie •
with the work done in year one, or if funds are not available.
Note that in 2009, due to budget considerations, we reduced the number of trees decorated from
216 to 200, and we also reduced substantially the number of strands installed per tree. For the
2010 contract, our specifications clearly stated that we may elect to further reduce the number of
trees decorated and/or the number of strands installed per tree, or opt not to award the contract at
all.
BID RESULTS
Bids were opened on August 23, 2010. Six bids and one "No Bid" letter were received. Bid
results were as follows:
Bidder Cost to install and later remove one strand
2010 2011
Autumn Landscaping, Inc. $5.20 $5.40
Landscape Concepts Mgmt. $5.65 $5.70
Illuminight Lighting, LLC. $6.02 $6.20
The TLC Group $7.48 $7.48
Winkler Tree and Landscape $8.76 $8.76
Temple Display $10.75 $10.75
Nels Johnson No Bid
DISCUSSION
The low bidder, Autumn Landscaping, Inc., has not installed lights for us in the past. However,
they have completed several of our irrigation and planting contracts and performed satisfactorily.
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Additionally, Autumn has submitted a municipal reference where they currently hold a holiday
lighting contract. The municipality (Des Plaines) has given a favorable reference for their work.
If we opt to hire Autumn Landscaping Inc. to decorate the same trees as in 2009 at a similar level
of intensity, we will need to install approximately 4230 light strands at a total cost of $21,996.00.
BID RECOMMENDATION
I recommend award of a two -year holiday lighting contract to the low bidder, Autumn
Landscaping, Inc. Year one would be in an amount not to exceed $21,996.00. There are
sufficient funds in the 2010 budget to cover this proposed contract (Acct. #0016104- 540962,
page 277). Year two would be in whatever amount may be approved by the Village Board for
the 2011 Budget.
H:\ Forestry\ Grounds \Word120101Merno - Holiday Tight bid 2010.doc
Mount Prospect
V r Mount Prospect Public Works Department ,
INTEROFFICE MEMORANDUM QTY USA
TO: VILLAGE MANAGER MICHAEL E. JANONIS 160,. 1417/
FROM: FORESTRY /GROUNDS SUPERINTENDENT Q
DATE: SEPTEMBER 1, 2010 f �<
SUBJECT: BID RESULTS — CREEK CLEANING /TREE WORK - $6,500 f. -
BACKGROUND
In the 2010 budget, funds have been appropriated to continue the ongoing cleanup of Mount
Prospect waterways. Each year since 1997 we have been hiring a contractor to remove garbage
and other debris from the bed and banks of our creeks, remove dead trees, and prune dead
limbs. This year we propose to continue the clean up along Feehanville Creek starting from the '
point we stopped last year. The work will begin near 580 Slawin Crt. and continue east towards
Business Center Drive.
BID RESULTS
Sealed bids for this year's contract were opened on August 23, 2010. Nineteen invitational bids
were mailed and a bid notice was placed in the local paper. In addition, a mandatory Pre -bid
conference was held on August 17, 2010.
Seven bids and two "No Bid" letters were received. Contractors were asked to submit a lump
sum price per 50 foot segment of the creek for all labor and equipment required to perform the
specified work for the area listed above. Bid results were as follows:
Price per 50' Segment Cost to complete 20
Name of Bidder (Feehanville Creek) segments
Trees R Us $293.00 $5,860
Powell Tree Care, Inc. $573.50 $11,470
Winkler's Tree and Landscaping,
Inc. $878.65 $17,573
Bartlett Tree Expert Co. $970.00 $19,400
Kramer Tree Specialists, Inc. $992.00 $19,840
Homer Tree Care, Inc. $1980.00 $39,600
Water's Edge Technology LLC. Not At Pre -Bid meeting Bid Rejected
Nels J. Johnson Tree Experts "No Bid" letter
B. Haney and Sons "No Bid" letter
DISCUSSION
The low bidder, Trees R Us has not worked for us in the past. However, they submitted the
required references and equipment list, and all were satisfactory.
This bid award is based on estimated quantities of trees and tree sizes. Consequently, it is
feasible that actual quantities encountered in the field may vary slightly. Therefore, staff
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requests that the bid award include a small contingency in the event that additional tree
removals are needed.
Because these bid prices are so unexpectedly low, we will have additional money left to work
on additional segments of the creek later this year. We plan to send out specifications for that
contract within the next few weeks.
BID RECOMMENDATION
Sufficient funds for this proposed expenditure exist in the current budget in the amount of
$20,000 (acct. # 5907704- 690079, page 287).
Therefore, I recommend award of a contract to the low bidder, Trees R Us, in an amount not to
exceed $6,500.
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