HomeMy WebLinkAbout10/07/2014 Holiday Tree LightingMount Prospect
Mount Prospect Public Works Department
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INTEROFFICE MEMORANDUM TREE CM USA
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FORESTRY/GROUNDS SUPERINTENDENT
DATE: SEPTEMBER 29, 2014
SUBJECT: BID RESULTS - HOLIDAY TREE LIGHTING - $24,000
BACKGROUND
Funding has been included in the 2014 budget for contractual installation, and later removal, of
white lights on selected trees in the downtown. The specifications describe a possible three-year
contract, although we reserved the right not to renew the second or third year if we are not
satisfied with the work, or if funds are not available.
For the 2014 contract, our specifications state that we plan to have white holiday lights installed
and later removed on 216 downtown trees. Approximately 2,300 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 16,
2014. Sealed bids were opened on September 22, 2014. Four bids and one "No Bid" letter were
received. Bid results were as follows:
Bidder
Cost to install and later remove
one strand of holiday lights
25
2014
Kinnucan Tree Experts and Landscaping Company, Inc. $9.19
Illuminight Lighting, LLC $9.45
Landscape Concept Management $9.50
RW Hendrickson Co. $18.00
Meeting House No Bid letter
Also, note that McFarlane Douglas did not attend the mandatory pre-bid conference; they later
sent a bid but it was not read or considered.
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Bid Results — Holiday Tree Lighting — $24,000
9/29/14
DISCUSSION
The low bidder, Kinnucan Tree Experts and Landscaping Company, Inc. installed lights for us
over the past two years and performed satisfactorily. Additionally, Kinnucan submitted several
municipal references documenting that they completed multiple holiday lighting contracts.
Approximately 2,300 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 $2,800.00 contingency. Therefore, the total contract amount
for 2014 would be $24,000.00.
BID RECOMMENDATION
I recommend award of contract to the lowest qualified bidder, Kinnucan Tree Experts and
Landscaping Company, Inc. I also recommend that the Village Board authorize staff to execute
up to two (2) one year contract extensions provided the work is performed satisfactorily and the
contractor agrees to hold prices. Expenditures in years two and three will be in whatever amount
is appropriated in the future budgets.
I concur:
CC: Public Works Director Sean Dorsey
Public Works Deputy Director Jason Leib
Administrative Superintendent Kristina Jakupovic