===== PDF PAGE 16 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE ' AGENDA ITEM SUMMARY ' ITEM TITLE: AGENDA ITEM NUMBER: _'-±~· -c-=--"'-- Resolution No. 22-R-0071 -- Contract Extension - 2023 Forestry Maintenance Program with Steve Piper & Sons, Inc. in the COMMITTEE AGENDA DATE: December 1 ,2022 amount not to exceed $150,000.00 COUNCIL AGENDA DATE: December 19, 2022 STAFF REVIEW: Mehul T. Patel, P.E., CFM - Director of Public Works SIGNATURE f\L.0/~ ~ 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. While the City was able to catch up in 2022, it still has ways to go. Therefore, in FY 2023, staff has maintained the budget of $150,000.00 for this program. The City Council approved Resolution no. 22-R-0002 on January 17, 2022 awarding the contract for 2022 Forestry Maintenance Program. To Steve Pipe & Sons, Inc. A provision of the current Contract allows it to be extended for two additional years, through mutual agreement between Steve Pipe & Sons, Inc. and the City, if pricing were held for each subsequent fiscal year, if the City were satisfied with services provided, and if approved by City Council. Steve Pipe & Sons, Inc. have agreed to hold their pricing for Fiscal year 2023. It is staff's recommendation that a contract extension be awarded to Steve Piper & Sons, Inc. for services related to the 2023 Forestry Maintenance Program for an amount not to exceed the budgeted amount of $150,000. This will allow the City to aggressively catch up for the years when program was suspended and/or reduced. In FY 2023, there is $150,000.00 budgeted for the 2023 Forestry Maintenance Program in account 08-34-53-4870. ACTIONS PROPOSED: Approve Resolution No. 22-R-0071 authorizing the Mayor to execute a contract extension with Steve Piper & Sons, Inc. of Naperville, Illinois, for the 2023 Forestry Maintenance Program, in an amount not to exceed $150,000.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] RESOLUTION NO. 22-R-0071 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT EXTENSIONWITH STEVE PIPER & SONS, INC. OF NAPERVILLE, ILLINOIS FOR THE 2023 FORESTRY MAINTENANCE PROGRAM IN AN AMOUNT NOT TO EXCEED $150,000.00 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 extension with Steve Piper & Sons, Inc. of Naperville, Illinois, for the 2023 Forestry Maintenance Program, in an amount not to exceed $150,000.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 19th day of December, 2022. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Assistant Valeria Perez ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] Steve Piper & sons, Inc. Tree Service 31W320 Ramm Drive Naperville, IL 60564 630-898-6050 info@stevepiperandsons.com October 12, 2022 City of West Chicago 475 Main Street West Chicago, IL 60185 Re: 2022 Forestry Maintenance Program To whom it may concern, Please let this letter serve as notice that we agree to extend the contract for 2023 for the above-mentioned contract at the same unit prices. Steve Piper President SP:hm ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] 'I • 2023 I I. ~ ~ --.. ...... c2 e"' J? ~'ll ~© OU r'\ut.1!<,1111 Go•Co" "' 1~1111 H•>~lll (1~11 Cu111 :~' 1 ft' l1.lDOn. Ill 8)'iJ Ci ~ ~ Q ( l D~ • wor i(11,., Rll ~· ~:=:;~~!'hnology Department DuPage Mapa Portal: N GIS Division htp:Ndupag•,rraps.arcgls.oorrlhome ~•~t~,ulnl~~a8~(830) 407~000 Rd. 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