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9.07.2010 - Village of Deerfield

9.07.2010 - Village of Deerfield

REQUEST FOR BOARD ACTION

REQUEST FOR BOARD ACTION Subject: Authorization to Award Contract for 2010 Crack Sealing Program Agenda Item: 10-78 Action Requested: Award Contract to North Suburban Asphalt (not to exceed $16,000) Originated By: Director of Public Works and Engineering Referred To: Mayor and Board of Trustees Summary of Background and Reason for Request Cracking is a recurring problem given the climate in the Chicago area and the amount of development that occurs within the Village. It is important to find effective solutions to minimize its effect and to extend the service life of our roads. As part of the Village’s continued effort to preserve our roads, staff has implemented a yearly crack sealing program. This program will focus on Village roads that have been constructed or rehabilitated within the past several years to extend their useful life and protect the capital investment. In 2009 the Department of Public Works and Engineering, through the Crack Sealing Program, performed approximately 20,000 linear feet of crack sealing for a total contract price of $15,575. The 2010 Crack Sealing Program proposes to perform approximately 40,000 linear feet of crack sealing. The areas that will be part of this year’s program include, but are not limited to, Clavinia Subdivision, Hackberry Road, Rosemary Terrace, and Deer Run Subdivision. The project was advertised and bids were opened on August 26, 2010. The Department of Public Works and Engineering received three bids for the 2010 Crack Sealing Program. Contractor Location Bid Price North Suburban Asphalt Park Ridge, Illinois $8,000.00 Behm Pavement Crystal Lake, Illinois $10,800.00 SKC Construction, Inc. West Dundee, Illinois $13,420.00 References for the contractor were requested and checked, favorable responses were received from multiple government agencies (no negatives). Due to favorable bids the Department wishes to double the quantity of crack sealing that will be performed this year. The Director of Public Works and Engineering requests that the Board of Trustees award the contract for the 2010 Crack Sealing Program to North Suburban Asphalt in an amount not to exceed $16,000.00. The budgeted amount for crack sealing this year is $20,000. Reports and Documents Attached: None Date Referred to Board: September 7, 2010 Action Taken: __________________________________________

REQUEST FOR BOARD ACTION Subject: Authorization to Award Contract for 2010 Dutch Elm Disease Survey Agenda Item: 10-79 Action Requested: Award Contract to Urban Forest Management, Inc. (not to exceed $12,500) Originated By: Director of Public Works and Engineering Referred To: Mayor and Board of Trustees Summary of Background and Reason for Request As part of the Village’s continued effort to preserve mature elm trees, monitor ash trees and ensure the growth of younger sapling trees, staff proposes to continue using the services of Urban Forest Management (UFM) for the 2010 Dutch Elm Disease (DED) survey and public Ash Tree Study. UFM has performed the DED survey for the past four years in an effort to stop the widespread disease. Following is a summary of the previously completed surveys: Year # of Diseased Trees Identified & Removed Special Notes (Not all categories shown) 2005 403 This includes trees along the creeks 2006 518 219 trees were on park & school district properties 2007 249 119 residential, 50 Village-owned and 80 others 2008 237 158 residential, 34 Village-owned and 45 others 2009 128 100 residential, 16 Village owned and 12 others At the Village’s request, UFM submitted a proposal for this year’s survey with a total cost not to exceed $12,500. A copy of their proposal to complete this work is attached. No other bids were requested for this year’s survey based on our excellent working relationship with UFM staff and their familiarity with the Village’s geography, data format and inspection requirements, as well as study procedures. UFM’s expertise is also used for the Village’s ongoing tree protection and permit review process. Last year, the Village spent $10,575 for the DED survey, including an ash tree condition survey and follow-up review. The not-to-exceed contract amount for 2009 was $15,800, but total costs were less due to the fact that some follow-up inspections were completed by our engineering staff. Overall, residents, commercial property owners and other agencies have been supportive of the program and have cooperated with the Village. The Director of Public Works and Engineering requests that the Board waive the competitive bidding process and award the contract for the 2010 Dutch Elm Disease Survey and Ash Tree Study to Urban Forest Management, Inc., in an amount not to exceed $12,500. Reports and Documents Attached: Urban Forest Management, Inc. 2010 Proposal Date Referred to Board: September 7, 2010 Action Taken: __________________________________________

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