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TO: Mayor Richard C Irvin
FROM: Tim Forbes, Superintendent of Streets Maintenance
DATE: February 12, 2019
SUBJECT:
Resolution authorizing the Director of Purchasing to accept unit price proposals from Alvarez, Inc., Arborworks LLC and Homer Tree Care, Inc. for Tree Trimming, Tree Removal, and Stump Grinding not to exceed $100,000 per year from 2019 through 2022.
PURPOSE:
To obtain approval to accept unit price proposals from Alvarez, Inc., Arborworks LLC and Homer Tree Care, Inc. for annual Tree Trimming, Tree Removal, and Stump Grinding.
BACKGROUND:
The City recently published a Request for Proposals (RFP) for annual pricing of Tree Trimming and Tree Removal (both unit prices are per hour for a crew) and Stump Grinding (price per inch of depth). These services will be provided in support of City staff following severe weather events or other times of need (City staffing shortages, etc.) and may be utilized by any City Division including, but not limited to, Streets, Parks, Fire, Water Production, and Property Standards.
The RFP was advertised in the newspaper and sent directly to several contractors. The intent of the solicitation is to establish unit price contracts for 2019 and 2020 (with options to renew in 2021 and 2022) with multiple contractors to ensure we are provided with the required support when needed. As such times of need typically coincide with area-wide weather or other emergency situations, such contractors quickly become unavailable to those with which they do not have an existing contract. Further, by establishing these contracts, City Divisions will not be required to obtain individual quotes each time services are needed urgently.
The pricing received from the three respondents to the RFP are provided. Although the pricing they provided was the lowest of the three received, the inventory indicated by Alvarez, Inc. on the required Equipment Listing form appears inadequate to accommodate the demand of a City the size of Aurora during City-wide events. The other two respondents, Arborworks LLC and Homer Tree Care, Inc., demonstrated the sizable equipment inventory that may be necessary, but will charge reflectively higher unit prices.
We are requesting a unit price contract be awarded to all three firms. The lowest proposed cost per item will be used unless response time or necessary equipment become an issue. Further, should any specific task be required solely and on a repetitive basis, the City reserves the right to engage all three contractors on an alternating basis to maintain our relationship and ensure we remain an active, priority customer with each. Purchases utilizing the unit prices established through this resolution will not exceed $100,000 without additional authorization.
DISCUSSION:
Considering the unknown frequency of events (if any) that may create a need to utilize these contracts, individual divisions will be responsible for completing the necessary budget transfers and creating Purchase Orders specific to their task/project
IMPACT STATEMENT:
None
RECOMMENDATIONS:
I request the proposed resolution be adopted
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to accept unit price proposals from Alvarez, Inc., Arborworks LLC and Homer Tree Care, Inc. for Tree Trimming, Tree Removal, and Stump Grinding not to exceed $100,000 per year for years 2019 through 2022
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, a Request for Proposals establish unit prices for Tree Trimming, Tree Removal, and Stump Grinding was properly solicited with three proposers responding of which unit prices have been determined fair; and:
WHEREAS, the City of Aurora accepts the three unit price proposals received for the Tree Trimming, Tree Removal, and Stump Grinding not to exceed $100,000 per year from 2019 through 2022.
WHEREAS, specific funding is not yet established and individual divisions will be responsible for completing the necessary budget transfers and creating Purchase Orders specific to their task/project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing accept the unit price proposals received for Tree Trimming, Tree Removal, and Stump Grinding not to exceed $100,000 per year for years 2019 through 2022