===== PDF PAGE 21 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 20-R-0060 - Contract Award - Kramer Tree Specialists, Inc. for the 2021 thru 2023 Citywide Monthly Brush COMMITTEE AGENDA DATE: November 5, 2020 COUNCIL AGENDA DATE: November 16, 2020Collection Program ~ STAFF REVIEW: Robert E. Flatter, P.E. , Director of Public Works SIGNATUR~~~~~::..-- / ,_ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: Since 1995, the City annually contracts for its Citywide Brush Collection Program. For seven (7) months, from May thru November, during the first week of each month, residents are allowed to place brush in their parkways and an independent contractor of the City removes and disposes of said brush. Brush is limited to tree trimmings and/or minor storm damage and brush typically expected from a homeowners while working around their yards. It is not the intent of the program, nor the expectation of the City's hired contractor, to take/pick up large volumes of brush from the City's right-of-way that obviously resemble whole tree removals, deposits from other forestry contractors, and/or brush, limbs, logs resulting from major storm damage. Under ideal conditions, the City strives to have all brush removed from the City's rights-of-way within five (5) working days. In the past, contracts have been awarded as a result of either a public competitive bidding process, by extending existing contracts if prior years pricing was held and satisfactory performance was observed during the previous contract year(s), and in some years the City has waived competitive bids (2009, 2012, and 2018) and awarded multi-year contracts to Kramer Tree Specialists, Inc. Over the past twenty-six (26) years, Kramer Tree Specialists, Inc. of West Chicago has performed brush collection for twenty-one (21) of the twenty-six (26) years. For Fiscal Years 2008 and 2015 competitive bids were sought and awarded to the contractor determined to be lowest responsible bidder. The Contractors (American Ground Cover, LLC. in 2008, and Arborworks, LLC. in 2015 and 2016) completed all work as specified per the contract documents, however there were numerous calls from residents each month during the program periods concerning the inadequate levels of service provided. In 2016 Arborworks, LLC. hired Kramer Tree Specialists, Inc. as a subcontractor to complete the final year of its contract obligation. On February 1, 2018, after much discussion during several Infrastructure Committee meetings prior, the Infrastructure Committee voted to waive competitive bids and directed staff to prepare Resolution No. 18-R-0018 authorizing the Mayor to execute a three-year contract with Kramer Tree Specialists, Inc. for Citywide monthly brush collection services in the amount of $79,975.00 for Fiscal Year 2018, $87,850.00 for Fiscal Year 2019, and $96,775.00 for the current Fiscal Year 2020,. On October 20, 2020, Kramer Tree Specialists, Inc. submitted a proposal to City staff offering to provide services for the City's Citywide Monthly Brush Collections Program for Fiscal Years 2021 , 2022, and 2023, at the current 2020 price of $96,775.00 per year (attached). Staff recommends waiving competitive bids and approving Resolution No. 20-R-0060 authorizing the Mayor to execute a three-year Contract with Kramer Tree Specialists, Inc. for Citywide monthly brush collection services, in the annual amount of $96,775.00, for Fiscal Years 2021, 2022, and 2023. ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Waive competitive bids and approve Resolution No. 20-R-0060 authorizing the Mayor to execute a three-year Contract with Kramer Tree Specialists, Inc. for Citywide monthly brush collection services, in the annual amount of $96, 775.00, for Fiscal Years 2021, 2022, and 2023. COMMITTEE RECOMMENDATION: ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] RESOLUTION NO. 20-R-0060 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AGREEMENT WITH KRAMER TREE SPECIALISTS, INC. FOR PROFESSIONAL SERVICES RELATED TO THE 2021 THRU 2023 CITYWIDE MONTHLY BRUSH COLLECTION 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 2021 thru 2023 Citywide Monthly Brush Collection Program between the City of West Chicago and Kramer Tree Specialists, Inc., for an amount not to exceed $96,775.00 annually, for Fiscal Years 2021, 2022, and 2023, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of November, 2020. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith ===== PDF PAGE 24 ===== [Extraction: embedded PDF text] Kramer Tree Specialists, Inc. 300 Charles Court West Chicago, IL 60185 Office: (630) 293-5444 www.kramertree.com Fax: (630) 293-7667 Page 1 Commercial Proposal October 20, 2020 Tree Maintenance Proposal#: 412578 Proposal For: Customer#: 5792 City of West Chicago Home: 475 Main Street Office: 630-293-2200 Proposal Date: 10/20/2020 West Chicago, IL 60185 Mobile: 630-768-8871 Proposal Status: Issued Fax: 630-562-0504 mharvel@westchlcaqo.om KTS Certified Arborist: Office Account Payment Terms: Net 30 bmeyers@kramertree.com Cell Phone: Please initial the box next to the line item you wish to Authorize, then return All pages of the signed Proposal via Email or Fax. J!!!!!..!L Plant Species Qll Service Recommended Item Charge 01 Brush 7 Municipal Brush Removal $96,775.00 Notes: Service: Residential Brush Collection Program for 2021-2023 Sewn scheduled pick-up dates to be confirmed by lim Peters and lim Wilcox at $13, 825.00 per collection cycle. Only tree debris can be accepted (Only tree debris can be accepted (i.e. branches, logs, wood chips). No landscape waste can be accepted (i.e. grass clippings, landscape grasses, weeds), nor any non-organic materials such as metal, plastic, stone, or garbage/rubbish. It is the responsibility of the client to ensure that the material to be hauled away is free of any non-accepted and/or non-tree debris materials. Payment Due In Full within 30 days of receipt of Invoice Payment via cash, check or credit card accepted ~ I To Authorize this Proposal ... So that we may schedule this work, please return a signed copy of this Proposal via mail or fax, or you may email your Certified Arb orist with your authorization. This Proposal is valid for 30 days. Authorized By: ----------------- Date: Proposal#: 412578 By accepting this proposal, I acknowledge that I am accepting responsibility for late fees and finance charges, as well as any costs lo collect payment including, but not limited lo, cost of a third party. This proposal includes only a visual inspection of accessible components of the trees to determine the scope of the \AOrk requested, and shall not be considered a tree risk evaluation. Kramer Tree Specialists can not be responsible for unmarked underground utilities, structures, sprinkler systems, etc. that may be damaged in the \AOrk process. Above listed IAOrk includes all hauling, disposal, and rake clean-up of debris- unless otherv.ise noted. Certificate of Insurance available upon request ••, ...., IAA~~~_r' ·\. ~:v.. .. ,? 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