The URL can be used to link to this page

Home My WebLink About02/19/2013 Shade Tree Furnishing and PlantingMount 1 li Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: FEBRUARY 12, 2013 SUBJECT: BID RESULTS - SHADE TREE FURNISHING AND PLANTING - $205,790 BACKGROUND Bids were opened on January 28, 2013 for the provision and installation of parkway trees. Due to a miscommunication about contract terms, the Village Board rejected all bids that were received at the February 5, 2013 regular meeting. Subsequently the contract was rebid with a new bid opening on February 11, 2013. As in the past, bid prices were sought for 1 -1/2 ", 2 ", 2 -1/2" and larger trees. We also asked bidders to quote prices for "enhanced planting sites" - larger pits with amended backfill - which we may order on a small number of trees being planted in very poor soil. Bid prices are good through December, 2013. BID RESULTS Ten invitational bids were distributed, and a notice to bidders was published in a local newspaper. Ten bids were received. Bid results for the February 11, 2013 opening are attached. DISCUSSION At the February 11 bid opening, six of the original seven bidders resubmitted their original bids unchanged (KGI, Bill Huffman, Greco, Karlstedt, Weiler and Possibility Place). Only one, Kinnucan, submitted a revised bid; they substantially lowered their original prices but were still far higher than all other bidders. Additionally, three contractors who had not bid at the January 28 opening submitted bids (St. Aubin, Smith Brothers and Beary). At this time, we do not know the exact quantity, sizes and species we will need to order during the coming year. Again this year, there will be no Cost Share tree planting program. (Residents who want a 2 %2 diameter parkway tree planted will still be able to order a tree through the Village's program, but they will need to bear the full cost.) However, funds were appropriated in the 2013 budget for risk replacement trees, new construction plantings, Com Ed and accident replacements, reforestation and beautification plantings, and EAB replacements. Additionally, we have applied for a $30,000.00 Emerald Ash Borer reforestation grant. We hope to learn in March if we will receive those funds. If successful, we will plant approximately 371 1 %2 replacements for removed ash trees. We will need to pay for those plantings using Village funds, and then receive reimbursement afterwards. Note that although our specifications allow bidders to provide Page 2 of 2 Bid Results — Shade Tree Furnishing and Planting - $205,790 February 12, 2013 trees grown in northern Illinois or Wisconsin, the grant agreement will require that the grant plantings come from Illinois certified nurseries only. It should be noted that no one bidder submitted the low price on all sizes /species requested. Two bidders, Kinnucan and Possibility Place, were not low on any items. All but one of the remaining bidders have either worked successfully for us in the past, or submitted suitable references for previous municipal tree planting projects elsewhere. The sole exception, Smith Brothers Tree and Landscape, did not submit any municipal references. Smith also submitted only one of two required grower statements; thus I recommend that their bid be considered non - responsive. BID RECOMMENDATION I recommend splitting the contract award among Huffman Landscaping, Arthur Weiler, Inc., KGI Landscaping Company, Mike Greco Landscaping, Inc., Karlstedt Landscape, Beary Landscaping, and St. Aubin Nursery. With the possible exception of certain grant trees, each tree will be ordered from the lowest bidder for that particular size and species. Because of grant requirements, we may need in only a very few cases, to buy from the second lowest bidder. This would occur only when the trees provided by the lowest bidder are growing in Wisconsin rather than in Illinois. There is a total of $175,790 in various tree planting accounts in the 2013 budget. Additionally, if we receive the requested grant funds, we will request the appropriate budget amendment and increase the contract amount by $30,000 to $205,790. Total expenditures for all purchases will not exceed $205,790. " Sandy Clark I concur: SEAN P. DORSEY Director of Public Works H:\ FORESTRY\ WORD \2013\PLANT\MEMO -PLANT RECOMMEND 2013.DOC Bid Results - 2013 Bhatle Tree --hing aatl Planting - February 11, 2013 BMW 0 m -. � a Bid Result, - 2012 Sh— Tree Furnl,hing antl Planting - February 11, 2015 —.�� Bid Results -2013 Sh —Tree Furnishing a,d Planting - February 11, 2013 • ®-- -_ - - -- ' .111 ®— _�� —_� �� Bid Fesugs - 2013 Shatle Tree Furnishing antl Planting - February 11, 2013 Hyblid 1,,� Silk T— Lil,, 3.11 StIllilgSil—Lindl, D..gl ...... A—d— S.�t�A—H—Limd�. Bid R ... 1f -2013 Sh.d. Tree Famishing ..d Planting - February 11, 2013 Bid Results -3013 Shade Tree Furnishing and Planting - February 11, 3013 Substitutions /Notes A. Spring Only B. Prairie Horizon C. Price for 1.73' D. Apparent price on bid sheet is hard to decipher. E. Canada Red F, Swamp White Oak G. Emerald Lustre H. Fall Only mlweNo�aYs�a