Landscape Beautification Committee Agendas & Minutes

LANDSCAPE BEAUTIFICATION COMMITTEE MEETING MINUTES September 17, 2012 Administration Building Room 218 Present: Trustee Louella Preston, Chair Susan Bus – Purchasing Chuck Ostman – Community Development Bob Pilat – Public Services Cathy Spadoni – Secretary Fred Braun – Superintendent of Public Works John Ryan – Landscape Architect I. Call to Order Trustee Preston called the meeting to order at 1:35 p.m. Trustee Preston distributed the agenda, draft minutes of the August 16, 2012 meeting, a memo entitled “Landscape Beautification Plan Phase II 2012” that was sent to the committee and the Board of Trustees, and the approved August 28, 2012 Board meeting Board Agenda Item Explanation Form that requested approval to go out to bid for Phase II of the Landscape Beautification Plan. $208,000 was budgeted for this expenditure. Sites include the Administration Building, Fitness/Senior Center, Post Office/Parking Lot areas, the southwest corner of Harlem and Milwaukee, Public Services and Fire Station 2. Public Services has a special budget line in the Plan for Ash tree replacement at $60,000; this is not included in the landscape bid. II. Old Business a) Determine a Recommendation to the Board of Trustees Regarding Phase II Landscape Plan Bid John Ryan submitted a Bid Tabulation sheet from the Ives/Ryan Group dated September 13, 2012. The lowest bid, $203,599.10, was submitted by Brancato Landscaping. He noted that there is an asterisk next to every number, indicating math errors. Instead of subtracting, the company added the costs of shrubs and perennials that will not be installed because of the new planters. B. Pilat will advise Brancato Landscaping of the changes to their original bid of $207,224.01. Page 1 of 2 Landscape Beautification Committee September 17, 2012 J. Ryan stated that the plant material sources are acceptable, and feels that they will plant quality trees. B. Pilat noted that Brancato Landscaping has worked with the Village of Niles in past, and they were fine. It was also noted that Brancato is recommended on Angie’s List. J. Ryan is comfortable with this and sees no “red flags.” J. Ryan reviewed the alternate bids: Numbers 1 through 5 constitute the curbed planter program along Civic Center Drive and along the south side of the Fitness Center. The plan was designed this way to give us the ability to do only portions of the project had the cost been over budget. Alternate bid #6 is for the replacement of trees that were not part of the 2008 Landscape Beautification Plan. J. Ryan continued that the curbed planter program includes removal of tree grates; saw- cutting pavement; putting CU structural soil under the new pavement to give the trees an added area to grow into beyond the planter itself; curbing around the planter; plant material; back-fill soil; reworking of the irrigation; and new plants. Trustee Preston stated that the timeframe of the project has been revised so that it wouldn’t all be due by November 15. J. Ryan suggested that we get input from the bidder regarding what we can expect to happen before then. He feels that the hardscape for the planter program should be done this year, as well as whatever plants can be planted horticulturally. Some trees and smaller plants with shallow root systems will likely not be planted until spring. It is up to Brancato to do what is best, as they are guaranteeing them for one year from the date of the planting. J. Ryan stated that Phase I planting was in November of 2011. He will conduct the warranty inspection in October. B. Pilat made a motion to accept John Ryan’s recommendation to award the Landscape Beautification Phase II bid to Brancato Landscaping for $203,559.10, which is a revision from what was originally submitted - $207,224.01 - due to math errors; seconded by C. Ostman. All approved. J. Ryan will send B. Pilat a formal recommendation letter. B. Pilat will do the Board cover sheet. The bid will be presented to the Board at the September 25, 2012 meeting. After approval, B. Pilat will officially notify Brancato. S. Bus will send a letter with the purchase order. After the Board meeting, this committee will meet again to approve the minutes of previous meetings, and prepare for Phase III, hoping to include it in next year’s budget. III. Adjournment Trustee Preston entertained a motion to adjourn. C. Ostman moved to adjourn, seconded by S. Bus. All approved. The meeting adjourned at 1:55 p.m. Page 2 of 2