===== PDF PAGE 11 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITIEE AGENDA ITEM SUMMARY ITEM TITLE: 1 AGENDA ITEM NUMBER: _4__,__._C=_,__ Resolution No. 23-R-0091 - Contract Award - Kramer Tree COMMITTEE AGENDA DATE: December 7, 2023Specialists, Inc. for the 2024 thru 2026 Citywide Monthly Brush COUNCIL AGENDA DATE: December 18, 2023Collection Program for an Annual Amount Not to Exceed $99,678.25 STAFF REVIEW: Mehul T. Patel, P.E., Director of Public Works SIGNATURE _________ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE_ _ _______ _ ITEM SUMMARY: Since 1995, the City annually contracts for its Citywide Brush Collection Program. For seven 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 homeowners while working around their yards. It is neither 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 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 year's 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, 2018 and 2021) and awarded multi-year contracts to Kramer Tree Specialists, Inc. Over the past 29 years, Kramer Tree Specialists, Inc. of West Chicago has performed brush collection for 24 of the 29 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 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 Collection Program for Fiscal Years 2021, 2022, and 2023, at the 2020 price of $96,775.00 per year, which was authorized by the City Council under Resolution No. 20-R-0060. On October 23, 2023, Kramer Tree Specialists, Inc. submitted a proposal to City staff offering to provide services for the City's Citywide Monthly Brush Collection Program for Fiscal Years 2024, 2025, and 2026, at a small one- time three percent (3%) increase bringing the annual contract price to $99,678.25. Kramer Tree Specialists has performed satisfactory work in the past. Kramer has extensive knowledge and familiarity of the Program requirements. Based on such, staff recommends waiving competitive bids and approving Resolution No. 23-R- 0091 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 $99,678.25, for Fiscal Years 2024, 2025, and 2026. ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Waive competitive bids and approve Resolution No. 23-R-0091 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 $99,678.25, for Fiscal Years 2024, 2025, and 2026. COMMITTEE RECOMMENDATION: ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] RESOLUTION NO. 23-R-0091 A RESOLUTION AUTHORIZING THE WAIVING OF COMPETITIVE BIDS AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AGREEMENT WITH KRAMER TREE SPECIALISTS, INC. FOR SERVICES RELATED TO THE 2024 THRU 2026 CITYWIDE MONTHLY BRUSH COLLECTION PROGRAM IN AN ANNUAL AMOUNT NOT-TO-EXCEED $99,678.25 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that competitive bids are hereby waived and the Mayor is hereby authorized to execute a three-year Contract with Kramer Tree Specialists, Inc. for Citywide monthly brush collection services, in the annual amount of $99,678.25, for Fiscal Years 2024, 2025, and 2026., in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 1 gth day of December 2023. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 14 ===== [Extraction: embedded PDF text] Kramer Tree Specialists, Inc. 300 Charles Ct. West Chicago, IL 60185 October 23, 2023 City of West Chicago Attn: Jake Whiteaker 475 Main Street West Chicago, IL 60185 Renewal of Brush Collection Contract Thank you for the opportunity to present to the City of West Chicago a proposal for the renewal of the Brush Collection Contract. The current contract price of $96,775 annually includes (7) colleetion cycles (May, June, July, August, September, October, and November). Each cycle begins the 1st Monday of the month. The current contract will expire on November 30, 2023. Kramer Tree Specialists, Inc. is proposing that the contract be renewed for a period of (3) years from May 1, 2024, to November 30, 2026. We are proposing to renew the contract with a 3% increase on the current contract pricing. This price will be held for the term of the 3-year contract ($99,678.25 per year). We look forward to a continued successful working relationship with the City of West Chicago. Jeff Kramer£2L- Vice President ISA Certified Arborist #0726A