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 21-70    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 3/1/2021 Final action: 3/1/2021
Title: A Resolution Approving the Renewal of the Independent Contractor Agreement with Everest Snow Management, Inc. for Village Wide Parkway Tree Watering Services in 2021 in an Amount Not to exceed $30,000.00 and Authorizing its Execution
Attachments: 1. Resolution-Tree Watering-Everest, 2. Renewal Form - Tree Watering - Everest, 3. Attachments - Everest - Contract Documents

Submitted By                     

John P. Wielebnicki, Public Works Director

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving the Renewal of the Independent Contractor Agreement with Everest Snow Management, Inc. for Village Wide Parkway Tree Watering Services in 2021 in an Amount Not to exceed $30,000.00 and Authorizing its Execution

 

End

Overview

Overview

This agenda item is for the Village Wide Parkway Tree Watering program for 2021.  It is proposed to renew the existing agreement with Everest Snow Management, Inc., of Hickory Hills, IL. This is the first of two annual renewals included in the original agreement.  The Village waters newly planted parkway trees during their first growing season.

 

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Recommendation

Recommendation

Approve the Resolution.

 

Fiscal Impact

The Fiscal Year 2021 budget provides a total of $200,000.00 Tree purchase, planting and watering with $100,000.00 in the Capital Improvement Fund Account No. 3095-43780-101-570957, Tree Replacement and $100,000.00 in the Sustainability Fund Account No. 2310-41020-101-570851, Sustainable VOP Projects.

 

Of this budget amount, $165,000.00 is proposed for the purchase of trees and $30,000.00 is proposed for the watering of the trees from this planting year.  The proposed not to exceed amount of this contract is $30,000.00 and should allow for the watering of approximately 260 trees planted in spring of 2021 for their first growing season. 

 

Background

The Village typically 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. was the low responsive bidder for this contract.  Everest Snow Management, Inc. completed this work for the Village in 2020.  They are a quality contractor who provides excellent service. 

 

 Village staff request to exercise the first of the two possible renewals outlined in the original contract for 2021.

 

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 2020 the Village board approved an agreement with a not to exceed amount of $45,000.00.

 

The scope of work has been reduced in 2021, this renewal is the first of two included with the original agreement with Everest Snow Management, Inc.

 

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.