May 5, 2009 City Council packet - Laserfiche WebLink

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City Council Date: 5!5J09 CONSENT ITEM: Authorization to purchase plants and landscape materials for the May 30th Arbor Day/MnDOT Landscape Partnership Program planting project. SUBMITTED BY: Kelll Miatzek. Planner REVIEVIED BY: Craig Dawson, Interim City Administrator Kyle Klatt, Planning Director SUMMARY AND ACTION REQUESTED: The City Council is being asked to authorize the purchase of plant materials for the Saturday. flay 3C'h Arbor Day/MnDOT Landscape Partnership Program planting project which will take place within the Highway 5 rignt-of-way adjacent to the Fields of St. Croix, Second Addition development (near Little Bluestem Trail N). Requests for proposals for the materials were requested from five vendors. Vendors were requested to provide pricing for material meeting MnDOT specifications, to specify pricing with and without a vvarrantee if offered, and to identify if a delivery fee is applicable as well. Four proposals were received as of the writing of this report: Abrahamson Nurseries, Bachman Wholesale, Buells Garden Center, and Grove Nursery. Both Bachman s and Buell's submission substituted an item(s) on the list of materials identified by the Landscape Architec-, from IJinDOT. Grove Nursery did not provide pricing for the compost or woodchias also being requested. Althouch the cit•, can order materials from more than one contractor in an effort to mix and match the pricing points provided, in an effort to simplify the coordination between the City Forester and Pubiic Works Superintendent with the supplier, staff would recommend ordering all the material from just one company. Grove Nursery - $ ,731.; 5 (omitted woodchips and compost in pricing) Bachrnans - .SJGU68.93 (omitted two trees and woodchips in pricing, substituted other sizes of plants) Abrahamson - $9.923.75 (provided no indication of a substitution or omission) Buelis - S10,679.00 (omitted pricing for a substitute shrub) Abrahamson Nursery was the only submission received that also provided a dollar amount for a warrantee. The total amount for the proiect would be S11,675.0G to include atwo-year warrantee on trees and shrubs: a one-year warrantee would be provided on perennials. Although a warranty has not been acquired on the projects accomplished through this grant in the last two projects, staff is recommending accepting the proposal by Abrahamson nursery with the warranty. Abrahamson nursery had a competitive and complete price provided and it was the only complete submission based on the materials and sizes identified in the project. If the warranty is also secured, the pricing still falls well below the S13.000 limit identified in the grant agreement for this project. RECOMMENDED ACTION: City staff and Todd Carroll, the Landscape Architect with MnDOT, recommend accepting the proposal from Abrahamson nursery with the warrant. Although the likelihood of plant loss is