HomeMy WebLinkAbout09/18/2012 Holiday Tree LightingLL $/ Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
( P.
TREE QTY UM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: SEPTEMBER 11, 2012
SUBJECT: BID RESULTS - HOLIDAY TREE LIGHTING - $28,800.00
BACKGROUND
Funding has been included in the 2012 budget for contractual installation, and later removal, of
white lights on selected trees in the downtown. The specifications describe a possible two -year
contract, although we reserved the right not to renew the second year if we are not satisfied with
the work done in year one, or if funds are not available.
For the 2012 contract, our specifications state that we plan to have white holiday lights installed
and later removed on 216 downtown trees. Approximately 2,500 strands of lights are expected
to be required to decorate the trees. However, the specifications clearly state that we may elect
to reduce the number of trees decorated and /or the number of strands installed per tree, or opt not
to award the contract at all, providing the bid prices are higher than expected.
BID RESULTS
We mailed out 21 sets of bid specifications for this work, and placed a bid notice in the local
paper. A mandatory pre -bid meeting was also held for interested contractors on August 30,
2012. Sealed bids were opened on September 10, 2012. Three bids and one "No Bid" letter
were received. Bid results were as follows:
Bidder
Kinnucan Tree Experts and Landscaping Company, Inc
The T.L.C. Group, Ltd.
Temple Display, Ltd.
Nels Johnson Tree Experts
Cost to install and later remove
one strand of holiday lights
2012 2013
$9.50 $9.60
$10.95 $10.95
$16.25 $17.25
No Bid letter
Also, note that Autumn Landscaping did not attend the mandatory pre -bid conference; they later
faxed a bid but it was not read or considered.
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DISCUSSION
The low bidder, Kinnucan Tree Experts and Landscaping Company, Inc. has not installed lights
for us in the past. However, they have completed an EAB insecticide treatment contract for us in
the past and performed satisfactorily. Additionally, Kinnucan submitted several municipal
references documenting that they completed multiple holiday lighting contracts.
Approximately 2,500 light strands are expected to decorate our trees. (Note that this would
achieve the lower intensity of lighting which the Village Board ordered in 2009 as a cost - saving
measure). Because of tree growth, we may need to add some additional strands to achieve the
proper coverage, so we are adding a $5,050.00 contingency. Therefore, the total contract amount
for 2012 would be $28,800.00.
$29,050.00 would be required for a similar scope of work in 2013 (year 2 of the contract).
BID RECOMMENDATION
I recommend award of a two -year holiday lighting contract to the low bidder, Kinnucan Tree
Experts and Landscaping Company, Inc. Year one would be in an amount not to exceed
$28,800.00. There are sufficient funds in the 2012 budget to cover this proposed contract. Year
two would be in whatever amount may be approved by the Village Board for the 2013 Budget.
I concur:
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Sandy Clark