Title
Fall 2016 Tree Planting - RFP
History
The Village’s Ash Tree Removal & Replacement Program (ATRRP) has realized the removal of nearly 8,000 infected ash trees. The Village is currently in the final phase of the tree replacement portion of the Village-wide program. The Village estimates that there are approximately 3,200 replacement trees needing to be installed by the end of the fall 2016 planting season.
The Village currently utilizes Mid America Tree & Landscaping, Inc. of Mokena, Illinois to plant replacement trees. Mid America has historically been able to plant 600 to 700 trees per planting season. To expedite the Villages tree replacement program and complete the remaining tree installations by the end of the Fall 2016 planting season, at least one additional tree planting contractor will need to be engaged. Utilizing Mid America, the additional tree planting contractor(s) would need to have the capacity to plant roughly 2,500 trees. Legal notice for tree planting proposals ran in the Southtown Star Newspaper on August 15, 2016. Five proposals were received and opened by the Village Clerks office on August 29, 2016. Proposals were received from GroundsKeeper Landscape Care, LLC of Mokena, IL; Breezy Hill Nursery, Inc. of Salem, WI; Acres Group of Plainfield, IL; Beary Landscaping Inc. of Lockport, IL and Brancato Landscaping Inc. of Elk Grove Village.
During the RFP process, a question was raised regarding the availability of 3 inch DBH trees. To ensure availability, the option of providing 2.5 inch DBH trees was added as an addendum. To ensure a sufficient supply of trees is available, the specific tree variety was left open to the 67 species included in the Village code. Each of the five proposals provided at least thirteen different species. Four of the five contractors were able provide 3 inch trees. Only one contractor (Brancato Landscaping) indicated the capability to provide all 3 inch DBH trees for the entire quantity requested. To identify the best pricing, six common trees were identified on the three lowest proposals. Upon evaluation, the proposal from Brancato landscaping Inc. was determined to be 12% below the next highest cost. Based on the pricing provided by Brancato landscaping, the total cost to have them replace up to 3,200 trees would be $1,097,600.00. Considering cost per tree as a factor and the contractor’s ability to plant up to 3,200 trees; of the five proposals, only one proposal details and demonstrated the capability to plant all the trees at the best cost. Staff recommends that Brancato Landscaping Inc. proposal’s for Fall 2016 tree planting be accepted.
This agenda item is being considered by the Public Works Committee and the Board of Trustees on the same night.
Financial Impact
Funding to cover the cost for this work is available in account 054-0000-470700.
Recommended Action/Motion
I move to approve accepting the proposal from Brancato Landscaping Inc. of Elk Grove Village IL for Fall 2016 Tree Planting at a cost not to exceed the Board approved budgeted amount.