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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEMNUMBER: 8-4. __
2019 Forestry Maintenance Program — Rejection of Bids
COMMITTEE AGENDA DATE: February 7, 2019
COUNCIL AGENDA DATE: February 18, 2019
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STAFF REVIEW: Timothy Wilcox, Assistant Director of Public Works SIGNATURES¢ cat 1 I
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE
ITEM SUMMARY:
The Forestry Maintenance Program typically covers contractual trimming and removal of parkway trees. The
program is funded to enable completion of a five-year trimming cycle for the whole City, which is the recommended
procedure by Arborists. This would have been the fourth year of the fourth five-year trimming cycle. The area
targeted for tree trimming this year included: Prestonfield, Willow Creek, and the Arbors subdivisions, Prince
Crossing Road from Geneva Road to St. Charles Road, Hawthorne Lane from Prince Crossing Road to near
Atlantic Drive, and the area bounded by the Union Pacific Railroad tracks on the north, Brown Street on the south,
Joliet Street on the west, and Neltnor Boulevard (Illinois Route 59) on the east.
On November 26, 2018, the City advertised the 2019 Forestry Maintenance Program in the Daily Herald and
sealed bids were opened on Tuesday, December 18, 2018. There were four known holders and two bids were
received with Alvarez, Inc. of Barrington, Illinois, submitting the lowest bid proposal of $64,252.50. The second
bidder was Homer Tree Care, Inc. of Lockport, Illinois, with a bid of $87,182.00 (see attached bid tab sheet for
additional clarification). Steve Piper & Sons of Naperville, Illinois, submitted a “No Bid” letter.
West Chicago is not familiar with Alvarez, Inc.; the City has never heard of or used Alvarez, Inc. for any past
forestry related work. References provided were called and all had positive responses for tree removal services
completed by Alvarez, Inc.; however, tree trimming services was not part of any contracts/references verified.
Staff contacted Christina Alvarez, Operations Manager for Alvarez Inc., to inquire about past tree trimming
experience. Ms. Alvarez indicated that in 2010 her company was subcontracted by Arrow Road Construction for
an IDOT job, within the City of Skokie, that involved tree maintenance. Given the fact that it has been nearly nine
years since that job, this reference was not called. Ms. Alvarez was not able to provide additional tree trimming
references. Ms. Alvarez also indicated they would have an Arborist (to be outsourced as Alvarez, Inc. does not
have an Arborist on staff) and foreman checking on crews while conducting trimming operations. When asked to
provide name, references, and resume of Arborist to be used, Ms. Alvarez was not able to do so; stating that those
that they were planning on using, or typically use, were not available.
Given the lack of bids received and the $22,931.50 increase if Homer’s bid were to be chosen, staff felt that it
would be beneficial if Alvarez, Inc. was allowed to demonstrate its tree trimming abilities. Staff proposed and
Alvarez Inc. agreed to perform a demonstration of their abilities of tree trimming operations on approximately
twenty parkway trees at no cost to the City during the Week of January 7, 2019; and with the condition that they
procure the services of a certified Arborist to oversee the trimming portion of the 2019 Forestry Maintenance
Program. On January 8, 2019 Ms. Alvarez informed staff they were unable to provide an Arborist to oversee
trimming operations.
Given the fact that Alvarez, Inc. does not have verifiable experience with tree trimming operations, and given the
fact that Alvarez, Inc. does not have any Arborist on staff and was unable to secure one to oversee trimming
operations, and given the fact that the only other bid received is $17,182.00 over the budgeted amount for the
2019 Forestry Maintenance Program; and given the fact that it would be too late in the winter season (the best

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CITY OF WEST CHICAGO
time for tree trimming when trees are dormant) to re-bid the entire program, staff recommends rejecting all bids.
As a result, staff will postpone the trimming portion of the 2019 Forestry Maintenance Program until the next fiscal
year, but will obtain proposals and proceed with the tree removal portion of the program, to be completed in
March/April 2019, which is estimated to be around $10,000.00.
ACTIONS PROPOSED:
Reject all bids for the 2019 Forestry Maintenance Program.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 6-0 for approval.