Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with CityEscape Garden and Design, LLC for Village Wide Regular Landscape Maintenance Services in 2020 in an Amount Not to Exceed $135,000.00 and Authorizing its Execution
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Overview
Overview
This agenda item is for the Regular Landscape Maintenance program for 2020 and is proposed to be awarded to the low responsive bidder, CityEscape Garden and Design, LLC of Chicago, IL. The Village maintains the landscaping on approximately 180 sites across the Village.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Fiscal Year 2020 Budget, General Fund, General Contractuals account no. 1001-43800-742-530660 provides a total of $130,000.00 for Regular Landscape Maintenance ($120,000.00) and Private Property Landscape Violation Repairs ($10,000.00).
In addition, the Fiscal Year 2020 budget provides a total of $50,000.00 for various landscape improvements and plant materials replacement in the Capital Improvement Fund, Landscape Improvement account no. 3095-43780-101-570963. The Capital Improvement funds will be distributed between two landscape contracts, Regular Landscaping in the amount of $25,000.00 (referred to in this agenda item) and Business District Landscape Maintenance (referred to in another agenda item).
The proposed not to exceed amount of this contract is $110,000.00 from the General fund and $25,000.00 from the Capital Improvement fund for a total of $135,000.00.
Background
In October of 2019 Village staff requested bids for three separate landscaping contracts under a “Comprehensive Landscaping Bid”. One of the contracts,
The Village maintains the landscaping on approximately 180 sites across the Village. These sites include: Village owned properties, medians, cul-de-sacs, diverters, and parking lots. The Village staff, business owners, and residents place high importance on the quality and cleanliness of sites.
The Regular Landscape maintenance work begins with a cleanup of the sites in March with monthly maintenance to follow until November 30th. Monthly maintenance includes mowing/trimming, fertilization, weed control and shrub maintenance in turf areas and planter bed areas. Work also includes restoring private property landscape violations as determined by the Development Customer Services Department and various fence repairs of planter bed areas.
In 2020 work will also include improving various landscape areas that are in need of replacement due to age. Areas identified to be improved include the cul-de-sacs along S. Austin Blvd., the Harlem and I-290 planter beds, the medians along the east end of Jackson Blvd., and various traffic circles around the Village. Funds for this work come from the Regular Landscape Maintenance and Capital Improvements Fund.
City Escape Garden and Design, LLC is the low responsive bidder for this contract. They have completed this work for the Village in the past (2017-2019). They are a quality contractor who provides excellent service.
This agreement would include the possibility of two optional one year renewals.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved Independent Contractor Agreements for this type of work annually.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that this work will continue to be performed by contractors thus requiring Village Board approval.
Intergovernmental Cooperation Opportunities
To date, no local intergovernmental programs have been established to jointly bid out this work.