Title
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A Resolution Approving an Independent Contractor Agreement with CityEscape Garden & Design LLC for Village Wide Seasonal Container Display and Maintenance Services in 2026 in an Amount not to Exceed $131,000.00 and Authorizing its Execution
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Introduction
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In September 2025, Village staff requested bids for seasonal container display and maintenance services. CityEscape Garden & Design LLC has previously performed this work for the Village and was the low responsive bidder. The Agreement is for one year and provides for two possible one (1) year renewals. Staff recommend approving an agreement with CityEscape Garden & Design LLC for Fiscal Year 2026 seasonal container display and maintenance services.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Village Board has approved funding for the program as part of the Fiscal Year 2026 budget and has approved Independent Contractor Agreements for this type of work annually.
Background
The Village maintains the landscaping in multiple business districts across the Village. Village staff, business owners, and residents place high importance on the quality and cleanliness of their business districts. Part of providing a high-quality unified streetscape design across the Village is the installation and maintenance of plant material in approximately 480 above-ground, movable landscape containers.
In September 2025, Village staff requested bids for seasonal container display and maintenance services. CityEscape Garden & Design LLC of Chicago, IL was the low responsive bidder. They have completed this type of work for the Village in the past, including in 2025. They are a quality contractor who provides excellent service. Village staff is requesting to exercise the only renewal outlined in the original contract.
The Container Seasonal Display program work begins in May with a cleanup and installation of perennial and annual planting materials in 330 containers across the multiple business districts. Staff request that the plants included in the containers are suitable for the location, are aesthetically pleasing, and support pollinating insects. The containers are visited regularly to water the plants and maintain the containers. In the fall, a second installation occurs with material more appropriate to the season. Those plants are watered and maintained through November if weather permits.
The following is the proposed contract amount for this project:
- Base Installation and Maintenance: $85,500.00
- Estimated 1030 Hours of watering at $43.50 per hour: $45,500.00
The total not to exceed amount for this contract is proposed to be $131,000.00.
Timing Considerations
There are no specific timing considerations associated with this item.
Budget Impact
The proposed Fiscal Year 2026 General Fund, External Support account no. 1001-43800-101-530667 provides a total of $320,000.00 for Landscape Maintenance and $5,000.00 for Private Property Landscape Violation Repairs. This item includes the Container Seasonal Display and Maintenance services with a proposed not to exceed $131,000.00.
The remaining budgeted funds for landscape maintenance will be split between the Landscape Maintenance program ($102,000.00 in another Board agenda item) and a landscape maintenance agreement with Downtown Oak Park ($47,000) and will be brought to the Board in early 2026.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Approve the Resolution.
Advantages:
• The proposed resolution provides for the execution of an Independent Contractor agreement for core landscape maintenance services in the Business Districts.
Disadvantages:
• This action requires the expenditure of Village Funds.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• The Board would be provided with the requested information.
Disadvantages:
• There are no disadvantages to this alternative.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in potential savings of Village Funds.
Disadvantages:
• Staff would be required to solicit contract services from an alternate vendor, or no seasonal displays would be provided.
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for seasonal container display and maintenance services in the future.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manger
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Independent Contractor Agreement
3. Supporting Contract Documents