Board of Directors Regular Meeting Agenda


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Meeting Date: 11/30/2016  

SUBJECT MATTER:
Receive, consider and act upon award of bid for vine removal services C-2016-0523;
FISCAL IMPACT:
In the 2017 Parks and Forestry Budget, the total Budget for Forest Management Services is $618,000, and $192,000 is earmarked for invasive vine removal within that budget. 
BACKGROUND:
At the September meeting of the Board of Directors, the Board awarded two contracts to the low bidders for tree removal and invasive vine removal services:  Top Cut for Tree Removal Service and J Team for Invasive Vine Removal.  The Top Cut services agreement has been executed, however J Team has declined the award and will not execute their contract as they submitted their bid expecting to being awarded both the tree removal and vine removal contracts.  While it was clearly stated in the bid documents that the Board could award separate contracts for both services or award as one contract and J Team acknowledged this factor on the bid documents; J Team is not willing to enter into an agreement for just vine removal. 

Therefore, it is recommended to award the bid for invasive vine removal services to Top Cut, who was the next lowest bidder. Top Cut has been awarded the vine removal services contract in the past and  they are the current provider for vine removal services.   Township staff has worked effectively over the years with Top Cut on vine removal and tree removal projects.
 
The following bids were received for the vine removal services:
Vendor Top Cut Yellowstone J Team Rothco
Daily Rate $800 $1,462 $560 $925

The complete Bid Tabulation Summary of all bids as presented to the Board in September is attached for reference.
 
RECOMMENDATION:
Award the invasive vine removal services bid to Top Cut and authorize the President/General Manager to execute an amendment to the Tree Removal Agreement with Top Cut, to include invasive vine removal 
Attachments
Tree Removal and Invasive Vine Removal Services Bid Tabulation Summary


    

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