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HomeMy WebLinkAboutOpening of Quotes & Award - 2023 Tree and Stump Removal Proj No. 123-002 - K & R Tree Service LLC1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/235-9251 FAx 574/235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS May 23, 2023 Mr. Kevin J. Kenney K & R Tree Service LLC 1724 S. Grant St. South Bend, IN 46613 treecutterkevgyahoo. com RE: Quotation Award — 2023 Tree and Stump Removal — Project No. 123-002 Dear Mr. Kenney: At its May 23, 2023 meeting, the Board of Public Works awarded the above referenced quotation to you in the amount of $30,508.02. Please forward the following documents in one submittal by June 13, 2023 to my attention for Board of Public Works approval at lhensley&southbendin.gov : 1) One (1) signed original of the Contract (enclosed); and 2) Certificate of Insurance naming the City of South Bend as an additional insured. If you have any further questions, please call this office at (574) 235-9251. Sincerely, Is/ Theresa Heffner Theresa Heffner, Clerk Enclosures TH/lh ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT JORDAN V. GATHERS MURRAY L. MILLER 1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/235-9251 FAx 574/235-9171 CITY OF SOUTH BEND TAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS May 23, 2023 Mr. Matt Hogarth Higher Ground Tree Care, LLC 12586 Heather Park Dr. Granger, IN 46530 matt(a,hgtreec are. com RE: Quotation Award — 2023 Tree and Stump Removal — Project No. 123-002 Dear Mr. Hogarth: At its May 23, 2023 meeting, the Board of Public Works awarded the above referenced quotation to K & R Tree Service LLC in the amount of $30,508.02. We thank you for quoting and hope you will quote with us again in the future. If you have any further questions, please call this office at (574) 235-9251. Sincerely, /s/ Theresa Heffner Theresa Heffner, Clerk Enclosures TH/lh ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT JORDAN V. GATHERS MURRAY L. MILLER ;Q��uTk eta = x INTER -OFFICE MEMORANDUM L � DEPARTMENT OF PUBLIC WORKS ryes DIVISION OF ENGINEERING TO: Laura Hensley, Acting Clerk Board of Public Works FROM: Daniel Sexton, Project Engineer SUBJECT: Award Project No. 123-002 2023 Tree and Stump Removal DATE: May 23, 2023 On May 23, 2022, the Department of Public Works opened and read quotes for the above project, using the quote process for projects less than $50,000. The request for quote was sent to eight (8) contractors, and only two (2) quotes were received. The contractor quotes rank as follows: Quoter Amount 1. K&R Tree Service, LLC $30,508.02 2. Higher Ground Tree Care, LLC $38,600.00 I recommend award of a contract to K&R Tree Service LLC who provided the lowest responsible and responsive quote in the amount of $30,508.02. Sufficient funds have been appropriated from Motor Vehicle Highway, 505-431000. Please call with your questions. Page 1 of 1 Project No. 123-002 2023 Tree and Stump Removal Attn Board of Public Works: I wanted to provide reason as to why I am requesting to open and award at the same meeting. As you know, quotes for this project were opened at the previous meeting on 5/9. 1 was unable to award the quotes provided as they did not acknowledge the addendum to the plans. I am seeking to now open & award at this meeting because the tree & stump removals for this project are needed for the sidewalk and curb improvements being completed by our internal crews in the Streets Dept. Given the relatively small size of this contract (—$30k) and few line items, I hope you agree this is an appropriate course of action to keep this project moving along. Sincerely, t)nw'�e-G se-ctcm/ Daniel Sexton Project Engineer From: Kevin Kennev To: BPW Bids Cc: Kevin Kennev Subject: 2023 tree and stump removal # 123-002 Date: Monday, May 22, 2023 10:43:35 PM QUOTE/PROPOSAL CITY OF SOUTH BEND PROJECT NAME 2023 Tree and Stump Removal PROJECT NO. 123-002 May 23, 2023 by 9:00am Local Time. Electronic quotes are QUOTES DUE to be delivered via email to bawbids0southbendin,gov. Item No. Description Qty Unit Unit Price Total Amount 1 REMOVAL, TREE,18-IN 8 EA Lg nD66 2 REMOVAL, TREE, 24-IN 5 EA p 3 REMOVAL, TREE, 30-IN 7 EA .S!l.l. g SD 4 REMOVAL, TREE, 48-IN 2 EA aZ s Ssa o� 5 REMOVAL, STUMP 9 EA A ` SS� QUOTE TOTAL -50 , Sa 8. 01- -T Firm: d. K 7mr— Address: City/State/Zip: 364 is • Telephone Number: (5%�) a,: 0 — q,&7 Fax Number: By (Signature 'e0tn (Printed Name of Person igning) Version 9/2912021 Page - 12 Public Works Quote .M." `� REYAOLVERA MyMIComNsslan ExPfes s ' SEAL i•: M. Oclober 14, 2029 J •.. t Canrissbn Number NP064M WrAw Courdy products or foundry products made in the United Stales on this project if awarded. I understand I have an affirniative duty to notify the City in my bid that my proposal does not include the use of steel products or foundry products made In the United States. I understand it is my sole obligation mid responsibility to provide ajustificalion to the City, subject to review and approval, why the cost of United Slates made steel or foundry products is unreasonable. Prior to award and upon submission of bid which does not use steel products or foundry products made in the United States, the City, through its director of public works, shall make a determination if the price of United States made steel or foundry is unreasonable, I understand that violations hereunder may result in forfeiture of contractual payments. i## 1 hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for public works are true and correct. Dated this � 4 2'p�: day of ;2 2 , 20A3 1 �-i me moo, "e- L lL Contractor/Bidder (Firm Sig i/ture of C a or/Bidder or Its A Printed Name and Title Subscribed and sworn to before me this 0 day of % 20s5,3 My Commission Expires r�4,�oa9 No 1r ' !' `i County of Residence Version 9/29I2021 Page - 11 Public Works Quote alien. Contractor agrees that he/slie/it shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by LC. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as pail of this bid/quote; and 5. Contractor shall require his/her/ills subcontractors performing work under this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program. The Contractor agrees to maintain this certification throughout the tern of the contract with the City of South Bend, and understands that the City may tenninate the contract for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the City. 6. Persons, firms, partnerships, corporations, associations, or joint venturers awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, gender expression, gender identity, sexual orientation or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions will consider the Contractor's good faith efforts to obtain participation by those subcontractors certified by the State of Indiana as a Minority Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining the lowest, responsible, responsive bidder. Contractors seeking the award of a City contract cannot be required to award a subcontract to a MWBE; however, they may not unlawfully discriminate against said MBE/WBE. A finding of noncompliance or a discriminatory practice shall prohibit that Contractor from being awarded a City contract for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the contact to which the discriminatory practice or noncompliance pertains. 7. The undersigned Contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, because of race, religion, color, sex, gender expression, gender identity, sexual orientation, handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand my statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-16- 8-1). I hereby certify that I and all subcontractors employed by me for this project will use steel Version 9/29/2021 Page - 10 Public Works Quote When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to this Af►(avit. CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERTIFICATION REGARDING INVES'rMENT WITII IRAN, EMPLOYMENT ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS (Must be completed for all quotes and bids. Please type or print) STATE OF .Id 'a lj ) ��, ) SS: SSrtq`_'�F` COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that: 1. Contractor has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Contractor further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale; and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency; and 3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in investment activities in Iran. a. For purposes of this Certification, "Iran" means the government of Iran and any agency or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from time -to -time. b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor is engaged in investment activities in Iran if either: i. Contractor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the Contractor subsequently learns isP bi unauthorized Version 9/29/2021 Page - 9 I, CITY OF SOUTH BEND, INDIANA � ap a CONTRACTOR'S QUOTE FOR PUBLIC WORK PROJECT NAME: 2023 Tree_ and Stump Removal_ PROJECT NO. 123-002 QUOTES DUE May 23, 2023 by g:00am EST. Electronic quotes are to be delivered via email to bpwbidspsouthbendin gov (Must be completed for all quotes. Please type or print) Date: d2 90;3 Firm: d. E 1 me �ei-uiLL Ll.� Address: ng1 S . d'-4- s+ . City/State/Zip: S6 Jam,/ 41-6 J Telephone Number: (Sly) ,?20 - IM Agent of Bidder (if Applicable): Pursuant to notices given, the undersigned offers to fumish labor and/or material necessary to complete the public works project of: 2023 Tree and Stump Removal the City of South Bend, Indiana, in accordance with plans and specifications prepared by: The City of South Bend Department of Public Works and dated 02, 2623 for the sum of (e tet the Total Quote as shown on the Proposal) ($ 30, 5cg. 0� (Enter Sum of Total Quote shownlon Proposal) (Numerical) If alternative quotes apply, the undersigned submits a proposal for each in accordance with the notice. Any addendums attached will be specifically referenced at the applicable page. If additional units of material included in the contract are needed, the cost of units must be the same as that shown in the original contract if accepted by the City of South Bend. if the quote is to be awarded on a unit basis, the itemization of the units shall be shown on a separate attachment. By ignatur (Printed Name of Pe on Signing) ACCEPTANCE The above quote is accepted this day of Subject to the following conditions: BOARD OF PUBLIC WORKS Elizabeth A. Maradik, President Jos Gary A. Gilot, Member Murray L. Miller, Member Version 9/29/2021 20 Molnar, Vice President Jordan V. Gathers, Member Attest: Theresa Heffner, Clerk Page - 8 Public Works Quote REMOVAL, TREE, 30-INCH ............................EA REMOVAL, TREE, 48-INCH ............................EA REMOVAL, STUMP, , .. . ...... . ..... EA XMII. TABLE 1, TREE REMOVALS Location---- 30" 48" Stump 409 Haney Ave 1 125 -131 E Donald St 2 - g - 523 E Woodside St 305 E Irvington Ave 1 802 E Irvington Ave n 1 604 Carroll St 1 618 Carroll St 1 620 Carroll St 1 J 1240 W Jefferson Blvd 0 0 1 1336 Cedar St 0 1 418 Altgeld St 1702-1706 Nash St U 1 201 E Calvert St u 1 1 2 436-452 S Chicago St 1 j 218-272 McPherson St 0 1 506-518 E Eckman St 1 1 0 1214-1242 McCartney St 0 2 1 I 1 913 E Oakside St 0 0 1 Total 8 5 7 j 2 9 Version 9I29I2021 Page - 7 Public Works Quote 4,,1'11 n.li SCOPE OF WORK CITY OF SOUTH BEND PROJECT NAME: 2023 Tree and Stump Removal PROJECT NO. 123-002 QUOTES DUE May 23, 2023 by 9:00am EST. Electronic quotes are to be delivered via email to bpwbidsAsouthbendin.gov. L PROJECT DESCRIPTION A. The project includes the furnishing of all equipment, material, insurance, and labor for the removal of trees and stumps in the public right of way at various locations within the City of South Bend, IN. II. PREVAILING SPECIFICATIONS AND CONSTRUCTION STANDARDS AND SPECIFICATIONS A. The City of South Bend's PREVAILING SPECIFICATIONS, most recent version, and CONSTRUCTION STANDARDS AND SPECIFICATIONS, most recent version, are to be used on this project. B. Each Quote provider is specifically instructed to become completely familiar with the most recent version of the PREVAILING SPECIFICATIONS and the CONSTRUCTION STANDARDS AND SPECIFICATIONS prior to submitting a quote. C. Wherever the PREVAILING SPECIFICATIONS refer to "State Specifications," it shall mean the 2022 INDOT Standard Specifications for the letting effective after September 1, 2021. D. These SPECIAL PROVISIONS will list only "Additions" or "Deletions" to the PREVAILING SPECIFICATIONS and are to be used only in conjunction with the PREVAILING SPECIFICATIONS. E. In the event of conflict between the SPECIAL PROVISIONS and the PREVAILING SPECIFICATIONS. the SPECIAL PROVISIONS will govern. III. TERM "OR EQUAL" A. Prevailing Specifications: None B. Additions 1. Where the term "or equal" is used in these specifications, the Quote provider deviating from specified item shall file with his/her/its Quote a letter fully explaining and justifying his/her/its proposed article or equal. The City of South Bend shall be the sole judge in determining if the "or equal" offered meets the specification. IV. TAX EXEMPT A. Prevailing Specifications: None B. Additions 1. Materials and properties purchased under contract with the Owner that becomes a permanent part of the structure or facilities constructed are not subject to the Indiana Gross Retail Tax (Sales Tax). The exemption number will be furnished to the Contractor upon award. V. INDEMNIFICATION A. Prevailing Specifications: None B. Additions 1. Contractor agrees to indemnify, defend and hold harmless the City of South Bend, its agents, officers and employees, from all costs, losses, claims and suits, including court costs, attorney fees, and other expenses, arising from or out of the negligent performance of this Contract by Contractor, or because of arising out of any defect in the goods, materials or equipment supplied by the Quote provider. Version 9/29/2021 Page - 1 Public Works Quote BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: Name: 12.2023 Daniel Sexton Department of Public Works — Engineering Division BPW Date: May 23, 2023 Phone Extension: 5903 Required Prior to Submittal to Board BPW Attorney X Attorney Name Micheal Schmidt Dept. Attorney ❑ Attorney Name Purchasing ❑ Check the Appropriate Item Type — Re uired or All Submissions ❑ Professional Services Agreement ❑ Contract ❑ Proposal ❑ Open Market Contract ❑ Amendment/Addendum ❑ Special Purchase, QPA ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ® Quote Opening ® Quote Award ❑ Reject Bids/Quotes ❑ Proposal Opening ❑ C/O & PCA No. ❑ PCA ❑ Chg. Order, No. ❑ Traffic Control ❑ Resolution I-1 Other: I -I Ease./Encroach Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of Previous Amount Information ❑ Yes If Yes, Approved by Purchasing ❑ No ❑❑ WBE ❑ Completed E-Verify Form Attached ❑ Nos 2023 Tree and Stump Removal 123-002 PR-00024705 — Motor Vehicle Highway 202-06-602-505-431000 Contractor quote for 2023 Tree and Stump Removal to facilitate internal Curb and Sidewalk work. ❑ Increase ❑ Decrease Increase Current Percent of Change: Decrease New Amount $ Increase Total Percent of Change: Decrease Time Extension Amount: New Completion Date: BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 5/23/2023 Name: Daniel Sexton Department of Public Works — Engineering Division BPW Date: 5/23/2023 Phone Extension: 5903 Required Prior to Submittal to Board BPW Attorney X Attorney Name Dept. Attorney ❑ Attorney Name Purchasing ❑ Check the Appropriate Item Type — Required for All Submissions Professional Services Agreement n Contract r] Proposal ❑ Open Market Contract ❑ Amendment/Addendum ❑ Special Purchase, QPA Bid Opening Bid Award ❑ Req. to Advertise ❑ Title Sheet Quote Opening ❑ Quote Award ❑ Reject Bids/Quotes ❑ Proposal Opening ❑ C/O & PCA No. ❑ PCA ❑ Chg. Order, No. ❑ Traffic Control ❑ Resolution ❑ Other: ❑ Ease./Encroach Required Information Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Special Contract Provisions Purpose/Description K&R Tree Service, LLC ❑ Yes[:] If Yes, Approved by Purchasing ❑ No ❑❑ WBE Completed E-Verify Form Attached ❑❑ Nos 2023 Tree and StumD Removal 123-002 PR-00024705 - Motor Vehicle Highway 202-06-602-505-431000 $ 30,508.02 n/a Contractor quote for 2023 Tree and Stump Removal to facilitate internal Curb and Sidewalk work. For Change Orders Only ❑ Increase _ $ Amount of ❑ Decrease ($ ) Previous Amount $ Increase Current Percent of Change: Decrease New Amount $ Increase Total Percent of Change: Decrease Time Extension Amount: New Completion Date: