Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with CityEscape Garden & Design LLC for Village-Wide Seasonal Container Display and Maintenance Services in 2024 in an Amount not to Exceed $112,000.00 with an Option to Renew for One Additional One-Year Term and Authorizing its Execution
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Overview
Overview
In September 2023, Village staff requested bids for seasonal container display and maintenance services. CityEscape Garden and Design LLC has previously performed this work for the Village and was the low-responsive bidder. The proposed agreement is for one year and provides for one possible one (1) year renewal. Staff recommends approving an agreement with CityEscape Garden and Design LLC for Fiscal Year 2024 seasonal container display and maintenance services.
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Recommendation
Recommendation
Adopt the Resolution.
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 530 above-ground, movable landscape containers.
In September 2023, Village staff requested bids for seasonal container display and maintenance services. CityEscape Garden & Design LLC of Chicago, IL was the low-responsive bidder and is recommended for seasonal container display and maintenance services. Staff recommends approval of a new agreement with CityEscape Garden and Design LLC for these services with one possible one (1) year renewal.
The Container Seasonal Display program work begins in May with cleanup and installation of perennial and annual planting materials in 530 containers across multiple business districts. Staff requests that the plants included in the containers are suitable to the location, are aesthetically pleasing, are native material when possible, 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: $68,300.00
- Estimated 950 Hours of watering at $40.00 per hour: $38,000.00
- Plant additions, replacements, extra watering, or other required work: $5,700.00
The total not to exceed amount for this contract is proposed to be $112,000.00
Fiscal Impact
The Adopted Fiscal Year 2024 General Fund budget includes a total of $305,000.00 for landscape maintenance and $5,000.00 for private property landscape violation repairs within account # 1001-43800-101-530667 (Public Works, Forestry, External Support). This account includes the container seasonal display and maintenance services for a proposed not to exceed amount of $112,000.00.
The remaining budgeted funds for landscape maintenance will be split between the Landscape Maintenance program ($160,000.00) and a landscape maintenance agreement with Downtown Oak Park ($37,166.12).
DEI Impact
N/A
Alternatives
The Village Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved funding for the program as part of the Fiscal Year 2024 budget and 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 the Public Works Department will continue to request Village Board approval for contracts for seasonal container display and maintenance services in the future.
Intergovernmental Cooperation Opportunities
N/A