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CITY OF WEST CHICAGO

                                                                                                                                     I     INFRASTRUCTURE COMMITTEE
                        AGENDA ITEM SUMMARY
ITEM TITLE:
                                               AGENDA ITEM NUMBER:                      I                                      4 B.
Resolution No. 22-R-0002 - Steve Piper and Sons - Contract
                                                 COMMITTEE AGENDA DATE: January 6, 2022Award for the 2022 Forestry Maintenance Program
                                                   COUNCIL AGENDA DATE: January 17, 2022


STAFF REVIEW: Timothy Wilcox, Assistant Director of Public Works    SIGNATURE"'i-;:;:c:::-<fl-- W ~


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 2022 would have been the second year of the City's five-year trimming
cycle; however, in 2019 and in 2021 City Council voted to reject all bids for the Forestry Maintenance Program.
For the 2019 Forestry Maintenance Program the low bidder 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.  In 2021,
both bids received were well over the budgeted amount for the Program. As a result, staff postponed the trimming
portion of the 2019 and 2021 Forestry Maintenance Programs; however, staff was able to obtain proposals and
completed the tree removal portion of the 2019 and 2021 programs. Public Works staff completed tree trimming
operations in-house as time and weather allowed during the winter months of both years; however, we're still
behind on trimming following the Arborists' recommended cycle.

Additional funds were added to the Budget for the 2022 Forestry Maintenance Program with the intention of
"catching up" on the trimming portion of the program by increasing the trimming area, and also to compensate for
the steady rise in unit pricing for tree trimming, which has increased at an average rate of just over three percent
each year since 2005.  It should also be noted, additional language was added to the FY 2022 contract for the
purpose of extending the contract for the entire calendar year (all previous contracts ended in May of the contract
year) for additional trimming or tree removal service if needed. Emergency services requiring four hours or less to
complete would be paid at the provided emergency hourly rate for a three man crew and equipment. For
operations in excess of four hours, the contractor would provide services at the contract unit prices for tree
trimming and removal.

For the 2022 Forestry Maintenance Program, the request for bids was advertised in the Daily Herald on November
23, 2021 and bids were opened on December 14, 2021 . There were four plan holders, but the City received only
one bid. Steve Piper & Sons of Naperville, Illinois, submitted a bid of $118, 103.75. Nels J. Johnson Tree Experts,
Inc. of Evanston, Illinois, and Ciosek Tree Service of Addison, Illinois each submitted NO BID letters. (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 seven of the last eight Forestry Maintenance Programs completed
in West Chicago including the 2020 Forestry Maintenance Program (they did not submit a bid for the 2019 or 2021
Forestry Maintenance Programs due to volume of work previously committed to).  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 2022
Forestry Maintenance Program. As bid, the contract would be for an amount not to exceed $118, 103.75.

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CITY OF WEST CHICAGO
However, since parkway tree trimming has fallen behind the normal five year trimming cycle for the entire City and
in FY2022 there is $150,000.00 budgeted in the Capital Projects Fund (08-34-53-4870) for Forestry Maintenance,
staff recommends to take advantage of the pricing by awarding a contract to Steve Piper & Sons, Inc. for services
related to the 2022 Forestry Maintenance Program for an amount not to exceed the budgeted amount of $150,000.
Steve Piper & Sons, Inc. representatives have confirmed they are able to accommodate the additional work.


ACTIONS PROPOSED:

Approve Resolution No. 22-R-0002 authorizing the Mayor to execute a contract with Steve Piper & Sons, Inc. of
Naperville, Illinois, as the lowest responsible bidder, to provide services for the 2022 Forestry Maintenance
Program, in an amount not to exceed $150,000.00.


COMMITTEE RECOMMENDATION:

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RESOLUTION NO. 22-R-0002

A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT
   AGREEMENT WITH STEVE PIPER & SONS, INC. OF NAPERVILLE,
             ILLINOIS FOR SERVICES RELATED TO THE
               2022 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 Services related to the 2022 Forestry Maintenance Program, between

 the City of West Chicago and Steve Piper & Sons, Inc. of Naperville, Illinois, for an

 amount not to exceed $150,000.00, in substantially the form attached hereto and

 incorporated herein as Exhibit "A".


     APPROVED this 17th day of January, 2022.

 AYES:

 NAYES:

 ABSTAIN:

 ABSENT:


                                  Mayor Ruben Pineda

 ATTEST:


 City Clerk Nancy M. Smith

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City of West Chicago
                                                                                                         Nels J. Johnson Tree     Experts,
                  Tabulation of Bids                Name and Address                        Inc.                     Ciosek Tree Service            Steve Piper & Sons, Inc.
                                                                      of Bidder                    912 Pitner Avenue             3N174 Bruce Avenue            31W320 Ramm Drive
        2022 Forestry Maintenance Program                                                      Evanston, IL 60202               Addison, IL 60101                  Naperville, IL 60563


                                                Approved EstimateDate: December 14, 2021  10:00 AM.                                     No Bid Letter         No Bid Letter         5% Bid Bond                                                               of CostOpened by: Tim Wilcox
Recorded by: Ashley Heidorn
                                                        Unit                      Unit                    Unit                     Unit
  ITEMS                        Units    Quantity     Price             Total   Price             Total  Price             Total   Price             Total
  1   Tree Removal (15 in./dia or less   in/dia        0.0            $0.00             $0.00                        $0.00                       $0.00     $25.00             $0.00
  2   Tree Removal (over 15 in./dia)     in/dia      516.0         $38.00        $19,608.00                         $0.00                       $0.00     $36.55        $18,859.80
  3   Pruning (1 to 10 in./dia)          ea. Tree     932.0         $30.00        $27,960.00                         $0.00                       $0.00     $19.25        $17,941.00
  4   Pruning (over 10 in./dia)        ea. Tree     1363.0         $75.00       $102,225.00                         $0.00                       $0.00     $59.65        $81 ,302.95
  5   Emergency Servises              hourly        0.0            $0.00             $0.00                         $0.00                       $0.00    $350.00             $0.00
                            Total As Read                                               No Bid                 No Bid                           $118,103.75
                          Total As Corrected                                  $149,793.00          No Bid                 No Bid                           $118,103.75


                                                                           BID-TAB