R-1771 - 01/08/2019 - TREE - Resolutions Supporting DocumentsBOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 8, 2019
SUBJECT: Award of Contract –Removal of Buckthorn, Ash Trees, and other Dead
Trees at the Sports Core Property, around the Tennis courts and Golf Maintenance
Building.
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $100,000 is budgeted in Forestry, Tree Service
#335-76800.
RECOMMENDED MOTION: I move that the Village Board waive further bidding and
award a contract to Homer Tree Care, Lockport, Illinois in the amount of $62,600, and
approve Resolution R-1771, pending final attorney review and approval. A contract for the
continued removal of Buckthorn, Ash Trees and Dead Trees on the Sports Core property,
these areas include between the Tennis Courts and the Driving Range, the area between the
B&T Kitchen drive and the Circle, the area of the salt and combined storage facility, south
of the Golf Maintenance Shop. These areas are highlighted on the attached maps.
Background/History:
During the 2018 Budget year we contracted with Homer Tree Care to start the removal of
invasive Buckthorn, Ash Trees, and standing Dead Trees at the Sports Core Property. In
the 2019 Budget we included additional areas for removal, these areas include between
the Tennis Courts and the Driving Range, the area between the Bath & Tennis Kitchen
and the Circle also the area of the salt and combined storage area, (see attached maps).
First, staff requested an estimate from our current tree service contractor Winkler’s Tree
Service but were informed that the area is too large for them, and since they do not have
the equipment required to cut back the Buckthorn, it would all need to be done manually.
Winkler’s also stated that they would have to contract through Homer Tree Care to
complete the work. Staff then reached out to other tree maintenance vendors to obtain
estimates for the work but were told by each that they do not have the equipment needed
ITEM 6.E.3
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to properly complete the work either. Homer Tree Care is the only local contractor that
has the expertise and specialty equipment needed for this type of brush and tree removal.
Recommendation:
Staff recommends that the Village Board waive further bidding and award a contract to
Homer Tree Care, Lockport, Illinois, in the amount of $62,600, and approve Resolution R-
1771, pending final attorney review and approval. A contract for the continued removal of
Buckthorn, Ash Trees and Dead Trees on the Sports Core property, these areas include
between the Tennis Courts and the Driving Range, the area between the B&T Kitchen drive
and the Circle, the area of the salt and combined storage facility, south of the Golf
Maintenance Shop. These areas are highlighted on the attached maps.
RESOLUTION 2019-PW-SC-TREE-R-1771
A RESOLUTION WAIVING COMPETITIVE BIDDING AND AUTHORIZING THE EXECUTION OF A
PROFESSIONAL SERVICE AGREEMENT BETWEEN THE VILLAGE OF OAK BROOK AND HOMER
TREE CARE, INC. IN RELATION TO REMOVAL OF BUCKTHORN, ASH TREES, AND DEAD TREES
AT THE SPORTS CORE PROPERTY
WHEREAS, the Village of Oak Brook (the “Village”) wishes to remove certain vegetation,
including buckthorn, Ash Trees, and dead trees, from the Sports Core property, around the Village’s
tennis courts, and near the Village’s golf maintenance building (the “Work”); and
WHEREAS, the Village solicited bids from five tree service contractors to complete the Work; and
WHEREAS, four of the contractors indicated that they were unable to undertake the Work due to
a lack of equipment, manpower, or both; and
WHEREAS, the fifth contractor, Homer Tree Service, Inc. (a.k.a., Homer Tree Care, Inc.)
(“Homer”), submitted a bid to complete the Work in an amount not to exceed $62,600.00; and
WHEREAS, pursuant to Section 1-7-4A of the Oak Brook Village Code, the Village has authority
to waive competitive bidding by a vote of two-thirds (2/3) of the village trustees then holding office; and
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding. The Board of Trustees authorizes the adoption of
this Resolution without the need for competitive bidding, and finds that Homer is the lowest responsive
and responsible bidder.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve
the Agreement by and between the Village and Homer in substantially the same form as attached as
Exhibit A, and in a final form approved by the Village Attorney.
Section 4: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement after receipt of the final Agreement
fully executed by Homer.
Section 5: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS ___________ day of January, 2019
Gopal G. Lalmalani
Village President
PASSED THIS ______ day of January, 2019
Ayes: ___________________________________________________________
Nays: ___________________________________________________________
Absent: __________________________________________________________
Resolution 2019-PW-SC-Tree-R-1771
Agreement with Homer Tree Care, Inc.
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ATTEST:
_____________________________________
Charlotte K. Pruss
Village Clerk
4849-7055-8330, v. 1