===== PDF PAGE 27 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 4 .. 0. Resolution No. 20-R-0008 - Steve Piper and Sons, Inc. - Contract Award for the 2020 Forestry Maintenance COMMITTEE AGENDA DATE: February 6, 2020 COUNCIL AGENDA DATE: February 17, 2020Program STAFF REVIEW: Timothy Wilcox, Assistant Director of Public Works SIGNATU~ fLW J t. ,,- "'; / APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: The Forestry Maintenance Program covers contractual trimming and removal of parkway trees. The program is funded to enable completion of a five-year trimming cycle for the whole town, which is the recommended procedure by Arborists. Calendar year 2020 would have been the fifth year of the City's five-year trimming cycle; however, last year City Council voted to reject all bids for the 2019 Forestry Maintenance Program. The lower of only two bidders for the 2019 Forestry Maintenance Program did not have verifiable experience with tree trimming operations, did not have an Illinois Certified Arborist on staff, and was unable to secure the services of an Arborist to oversee its trimming operations. The only other bid received in 2019 was $17, 182.00 over budget. As a result, staff postponed the trimming portion of the 2019 Forestry Maintenance Program until 2020 since it was too late into the winter season to re-bid the program. However, staff was able to obtain proposals and completed the tree removal portion of the 2019 program. For the 2020 Forestry Maintenance Program, the request for bids was advertised in the Daily Herald on January 7, 2020 and bids were opened on January 28, 2020. There were six plan holders, but the City received only one bid. Steve Piper & Sons of Naperville, Illinois, submitted a bid of $64,660.18 (see attached bid tab sheet for additional clarification). References from other Illinois municipalities were contacted and all had positive responses for performance and services completed by Steve Piper & Sons, Inc.; all indicated that they would use them again. Steve Piper and Sons, Inc. was the lowest responsible bidder for six of the last seven Forestry Maintenance Programs in West Chicago (they did not submit a bid for the 2019 Forestry Maintenance Program due to volume of work to which it had previously committed). City staff was satisfied with all of Piper's past performances. It is staff's recommendation that a contract be awarded to Steve Piper & Sons, Inc. for services related to the 2020 Forestry Maintenance Program, for an amount not to exceed $64,660.18. Services related to the above referenced program will be funded from the Capital Projects Fund (08-34-53-4870) in which $70,000.00 is budgeted in FY2020. ACTIONS PROPOSED: Approve Resolution No. 20-R-0008 authorizing the Mayor to execute a contract with Steve Piper & Sons, Inc. of Naperville, Illinois, as lowest responsible bidder, to provide services for the 2020 Forestry Maintenance Program, in an amount not to exceed $64,660.18. ===== PDF PAGE 28 ===== [Extraction: embedded PDF text] RESOLUTION NO. 20-R-0008 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AGREEMENT WITH STEVE PIPER AND SONS, INC. FOR PROFESSIONAL SERVICES RELATED TO THE 2020 FORESTRY MAINTENANCE PROGRAM BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract Agreement for Professional Services related to the 2020 Forestry Maintenance Program, between the City of West Chicago and Steve Piper and Sons, Inc., for an amount not to exceed $64,660.18, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 17th day of February 2020. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith ===== PDF PAGE 29 ===== [Extraction: embedded PDF text] City of West Chicago Tabulation of Bids Name and Address Steve Piper & Sons, Inc. Nels J. Johnson Tree Experts, Inc. of Bidder 31W320 Ramm Drive 912 Pitner Avenue 2020 Forestry Maintenance Program Naperville, IL 60564 Evanston, IL 60202 Approved Estimate Date: January 28, 2020 10:00 AM. Cashier's Check No Bid Letter of CostOpened by: Tim Wilcox Recorded by: Ashley Heidorn Unit Unit Unit ITEMS Units Quantity Price Total Price Total Price Total 1 Tree Removal (15 in./dia or less in/dia 0.0 $25.00 $0.00 $25.00 $0.00 2 Tree Removal (over 15 in./dia) in/dia 97.5 $30.00 $2,925.00 $36.25 $3,534.38 3 Pruning (1 to 10 in./dia) ea. Tree 1055.0 $24.00 $25,320.00 $14.50 $15,297.50 4 Pruning (over 10 in./dia) ea. Tree 1099.0 $47.00 $51,653.00 $41.70 $45,828.30 Total As Read $64,660.18 No Bid Total As Corrected $79,898.00 $64,660.18 BID-TAB