Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 20-096    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 3/2/2020 Final action: 3/2/2020
Title: A Resolution Approving an Independent Contractor Agreement with Everest Snow Management, Inc. for Village Wide Parkway Tree Watering Services in 2020 in an Amount not to Exceed $45,000.00 and Authorizing its Execution
Attachments: 1. Resolution - Everest- Tree Watering, 2. Independent Contractor Agreement- Everest, 3. Attachment - Tree Watering Bid Summary 2020, 4. Attachement - Everest - RFP, 5. Attachment - Everest - SOS

Submitted By                     

John P. Wielebnicki, Public Works Director

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with Everest Snow Management, Inc. for Village Wide Parkway Tree Watering Services in 2020 in an Amount not to Exceed $45,000.00 and Authorizing its Execution

 

End

Overview

Overview

In January of 2020 Village staff requested bids for Village wide tree watering services.  Staff proposes to award the contract to the low responsive bidder, Everest Snow Management, Inc. of Hickory Hills, IL.

 

End

Recommendation

Recommendation

Approve the Resolution.

 

Fiscal Impact

The Fiscal Year 2020 budget provides a total of $175,000.00 for the replacement of parkway trees and contract watering in the Capital Improvement Fund, Tree Replacement account no. 3095-43780-101-570957.  $125,000.00 is allocated for tree purchase and installation with $45,000.00 available for contract watering of those trees.  $5,000.00 is allocated for the contract growing of trees and the purchase of watering mats.

 

The proposed not to exceed amount of this contract is $45,000.00.

 

Background

The Village plants approximately 300 - 500 trees each year on Village right-of-way in parkway and medians.  To insure a successful installation, part of the after care for these trees is watering provided by contractor for the first growing season. 

 

Village Staff solicited for bids in January of this year for the 2020 growing season.  Everest Snow Management, Inc. is the low responsive bidder for this contract.  Everest Snow Management, Inc. has completed this work for the Village in the past (2017-2019).  They are a quality contractor who provides excellent service. 

 

This agreement would include the possibility of two optional one year renewals.

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

The Village Board has approved Independent Contractor Agreements for this type of work annually. In 2019 the Village board approved a second renewal of the contract with a not to exceed amount of $72,000.00. 

 

Bid costs for watering in 2020 is $3.61 per stop as compared to $3.50 per stop in 2019.  The number of trees being watered in 2020 is less than in 2019 resulting in a lower total contract price.  

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that this work will continue to be performed by contractors thus requiring Village Board approval.

 

Intergovernmental Cooperation Opportunities

To date, no local intergovernmental programs have been established to jointly bid out this work.