HomeMy WebLinkAbout02/18/2014 Parkway Tree Stump RemovalsMount Prospect Public Works Department @.
INTEROFFICE MEMORANDUM TM CM UM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY /GROUNDS SUPERINTENDENT
DATE: FEBRUARY 12, 2014
SUBJECT: BID RESULTS - PARKWAY TREE STUMP REMOVALS - $152,634
BACKGROUND
Sealed bids for parkway tree stump removals were opened on February 3, 2014. This contract
requires grinding tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area
with topsoil and grass seed. This year, in order to expedite tree planting near existing stumps, we
also asked for prices for an additional surcharge to grind deeply enough to accommodate the root
ball of a new tree planting. We also included a provision which will allow us to extend the contract
for a second and a third year at the same bid prices, if both the contractor and Village agree.
BID RESULTS
Sixteen bids were distributed and a notice was published in a local newspaper. A mandatory pre -bid
meeting was held on January 24, 2014, which nine prospective bidders attended. Four bids were
received, and two no bid letters. Bid results are attached.
DISCUSSION
For this contract, quality control is very important, as well as being able to complete the required
amount of stumps within a fairly narrow window of time each spring and fall. Most of the stump
removals and restorations occur in front of our residents' homes, and therefore quality of work is of
the upmost importance. Additionally, many stump sites are planned planting sites for 2014, making
expeditious stump removals critical to our overall operations.
At this time we do not know how many stumps will need removal. We removed approximately
1000 stumps in 2013 and anticipate removing approximately the same amount this year, as EAB
losses continue. In the bid specifications we estimated that 12,000 diameter inches of stumps would
need removal, with 7000 inches in the 0 -24" diameter range and 5000 inches in the 25" and larger
diameter size class. The specifications were written to allow us to assign stumps, up to the full
amount budgeted.
Unfortunately, the lowest bidder, Fleck's Landscaping, failed to provide four satisfied municipal
references for comparable work, as required in the specifications. In fact, they did not provide and'.
satisfied references for stump removal work. Additionally, the required equipment list that Fleck's
submitted showed only that they own one stump grinder and assorted hand tools; this is nowhere
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Bid Results — Parkway Tree Stump Removals - $152,634
February 12, 2014
near the equipment needed to complete a project this size in an expeditious manner. For the above
reasons, we are recommending that the Fleck's bid be considered non- responsive.
Director of Public Works
The second low bidder, Kramer Tree Specialists, Inc., has worked successfully for us in the past on
our Parkway Stump Removal Contracts in 1998, 2000 and 2007. Kramer Tree is our current
Parkway Tree Trimming contractor, and they have successfully completed many other contracts for
us in the past (including Parkway Tree Removal, Creek Cleaning, and Tree Wound and Stub
Repair). Additionally, Kramer Tree capably worked for us on an emergency basis after storms in
2007, 2011, and 2012, bringing in hauling equipment and a large tub grinder. Finally, Kramer Tree
supplied with their bid numerous glowing references for stump removal work, and an equipment list
that shows they own the resources necessary to successfully complete our contract (including 10
stump grinders).
BID RECOMMENDATION
There is $152,634 allocated for contractual stump removal in the 2014 budget. I recommend award
of a possible three -year contract to the lowest qualified bidder, Kramer Tree Specialists, Inc. Year
one will be in an amount not to exceed $152,634. 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 amount is
appropriated in the 2015 and 2016 budgets.
I concur:
S- Clark
Sean P. D as y
H:\Forestry\WORD\2014 \STUMP\MEMO - STUMP RECOMMEND 2014.doc
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