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Home My WebLink About6. Village Manager's Report 02/05/2013Mount Prospect Public Works Department a INTEROFFICE MEMORANDUM umMyUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: JANUARY 30, 2013 SUBJ: REJECTION OF BIDS FOR SHADE TREE FURNISHING & PLANTING BACKGROUND Sealed bids for parkway shade tree furnishing and planting were opened on January 28, 2013. As in the past, bid prices were sought for 1 -1/2 ", 2 ", 2 -1/2 ", and larger trees in a variety of species. BID RESULTS Twenty -five bids were distributed and a notice was published in a local newspaper. Seven bids were received. Due to the extraordinary volume of distinctive prices requested (over 300 prices for trees in at least 3 different sizes and approximately 100 different species), the bids were not read aloud. However, each sealed bid was opened and the bidder announced. Bids were received from: Possibility Place Huffman Landscaping KGI Landscaping Kinnucan Bids have not been tabulated. Mike Greco Landscaping Karlstedt Landscaping Arthur Weiler DISCUSSION At the hid oneninv_ staff hecnme aware that n micenmmnnientinn enneernino the hid enarifiratinne may have affected the competitiveness of the bids received for this project. Specifically, we learned that at least one (1) contractor asserts his bid was based on the payment of prevailing wages. He explained that he prepared his bid in this manner because a staff member verbally advised him that the work required the payment of prevailing wages. He elaborated a concern that his bid would not be competitive if prevailing wages were not required. It is the opinion of the village attorney that the proposed work does not require the payment of prevailing wages. Neither the bid specifications nor the bid notice stipulated the payment of prevailing wages. Page 2 of 2 Rejection of Bids for Stump Removal Contract January 30, 2013 State law mandates that projects requiring the payment of prevailing wages contain specific and conspicuous contract language. This language must be included in the bid specifications and the bid notice. Nevertheless, a due diligence investigation of the referenced contractor's allegation revealed that a staff member dispensed contrary verbal advice on one (1) occasion during a telephone conversation in the week preceding the bid opening. The village attorney has reviewed this matter and recommends rejecting all bids in order to maintain the integrity of the bidding process. Staff concurs with this recommendation. Staff proposes to re -bid this work and present the results for the Village Board's consideration at the February 19 regular meeting. BID RECOMMENDATION I recommend rejecting all bids received on January 28, 2013 for the proposed 2013 Shade Tree Furnishing & Planting contract. Sandy Clark I concur: Sean P. Dorsey Director of Public Works Mount 1 li Mount Prospect Public Works Department INTEROFFICE MEMORANDUM (P. TREE CM USA TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: JANUARY 30, 2013 SUBJ: REJECTION OF BIDS FOR STUMP REMOVAL CONTRACT BACKGROUND Sealed bids for parkway tree stump removals were opened on January 28, 2013. This contract requires grinding tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area with topsoil and grass seed. We also included a provision which will allow us to extend the contract for a second year at the same bid prices, if both the contractor and Village agree. BID RESULTS Twenty bids were distributed and a notice was published in a local newspaper. Five bids were received. Bid results are as follows: Company Powell Tree Care, Inc. Steve Piper & Sons, Inc. Kramer Tree Specialists Winkler's Tree & Landscaping, Inc R.W. Hendricksen Co. Price Per Diameter Inch 0 -24" $7.11 $8.85 $9.00 $9.83 $12.84 Price Per Diameter Inch 25" + $7.11 $9.75 $1 0.75 $11.82 $14.84 DISCUSSION At the hid nnanino ctaff harama aware that a miernmmnniratinn rnnrarnincr tha hid znPriflontinn'z may have had a limiting affect on the number of bidders for this project. Specifically, we learned that at least one (1) contractor asserts he did not respond to the bid request because of a verbal statement made by a staff member that work performed as part of this project required the payment of prevailing wages. He elaborated that the payment of prevailing wages would make his bid uncompetitive. It is the opinion of the village attorney that the proposed work does not require the payment of prevailing wages. Neither the bid specifications nor the bid notice stipulated the payment of prevailing wages. Page 2 of 2 Rejection of Bids for Stump Removal Contract January 30, 2013 State law mandates that projects requiring the payment of prevailing wages contain specific and conspicuous contract language. This language must be included in the bid specifications and the bid notice. Nevertheless, a due diligence investigation of the referenced contractor's allegation revealed that a staff member dispensed contrary verbal advice on one (1) occasion during a telephone conversation in the week preceding the bid opening. The village attorney has reviewed this matter and recommends rejecting all bids in order to maintain the integrity of the bidding process. Staff concurs with this recommendation. Staff proposes to re -bid this work and present the results for the Village Board's consideration at the February 19 regular meeting. BID RECOMMENDATION I recommend rejecting all bids received on January 28, 2013 for the proposed 2013 Parkway Stump Removal contract. Sandy Clary I concur: Sean P. Dorsey Director of Public Works ?/ Mount Prospect Public Works Department 9. INTEROFFICE MEMORANDUM TREE CTTY USA TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: JANUARY 30, 2013 SUBJECT: BID RESULTS — TREE TRIMMING - $177,000 BACKGROUND Sealed bids for parkway tree trimming were opened on January 28, 2013. Prices were sought for trimming trees in areas due for routine pruning on our five -year cycle. As in the past, we also sought prices for emergency tree work in the event of a major storm. Finally, we also included a provision which will allow us to extend the contract for a second and third year at the same bid prices, if both the contractor and Village agree. BID RESULTS Fourteen invitational bids were mailed and a notice was published in a local newspaper. Six bids and one "no bid letter" were received. The bid results for trimming an estimated 4,322 trees plus an estimated 30 hours of emergency work, were as follows: Kramer Tree Specialists, Inc. Winkler's Tree and Landscape, Inc Autumn Tree Homer Tree Care, Inc. R.W. Hendricksen Co. Nels J. Johnson Tree Experts BID DISCUSSION $172,851.00 $214,619.02 $251,575.00 $251,980.08 $313,527.00 (Bid non - responsive) "NO BID" letter The bid specifications identified 4,322 trees needing to be pruned at the time the specifications were prepared. However, the specifications were written to allow us to add additional trees throughout the year, if desired, up to the amount budgeted. Additionally, some trees may have increased slightly in size since they were last measured; therefore we are requesting authorization to spend the entire budgeted amount. The low bidder, Kramer Tree Specialists, Inc. has worked successfully in the past for us on Creek Trimming /Removals (2007), Tree Removals (2007), Stump Removals (1998, 2000 and 2007) and Storm Damage Cleanup and Wound Repairs (2007 and 2011). Additionally, we checked their references and learned they have extensive experience successfully performing tree work contracts, including tree trimming, for multiple municipalities. H:\Forestry \WORD\2013 \TRIM\MEMO TRIM RECOMMEND 2013.doc Page 2 of 2 BID RECOMMENDATION There is $177,000.00 allocated for contractual tree trimming in the 2013 budget. I recommend award of a possible three -year contract to the lowest qualified bidder, Kramer Tree Specialists, Inc., in an amount not to exceed $177,000.00. If year one is successful, and a contract extension is agreed to by the Village and the contractor, years two and three will be in whatever amounts are appropriated in the 2014 and 2015 budgets. Sandy Clark H: \Forestry \WORD \2013 \TRIM\MEMO TRIM RECOMMEND 2013.doe