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A Resolution Approving the Independent Contractor Agreement with McAdam Landscaping, Incorporated for Business District Landscape Maintenance Services in 2026 in an Amount Not to Exceed $77,000.00 and Authorizing Its Execution
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Introduction
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This agenda item is for the Business District Landscape Maintenance program for 2026 and is proposed to be awarded to the low responsive bidder, McAdam Landscaping, Incorporated. The Village maintains the landscape in multiple business districts across the Village.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Village Board approved funding the program as part of the Fiscal Year 2026 Budget on December 9, 2025 (ORD-25-220).
Background
In September 2025, Village staff requested bids for three separate landscaping contracts under a “Comprehensive Landscaping Bid”. This includes 1) Business District Landscaping, 2) Regular Landscaping, and 3) Seasonal Planters.
The Village maintains the landscape in multiple business districts throughout the Village. Village staff, business owners, and residents place high importance on the quality and cleanliness of their business districts.
Monthly maintenance work under the contract includes: in-ground planter bed maintenance, weeding, litter pickup, tree pit and sidewalk weeding, and a fall cleanup. The contract requires the use of battery-powered leaf blowers, string trimmers, and other handheld landscape equipment at all times.
Additional funds are provided for landscape improvements, including replacing plants when they are past their useful service life. When these landscape improvements are made, native plants that support pollinator insects are installed.
McAdam Landscaping, Incorporated, was the lowest responsive bidder for this work. They have completed this work for the Village in the past (2017-2022). They are a quality contractor who provides excellent service.
This agreement includes the option for two one-year renewals.
Timing Considerations
Adoption of the Resolution at this time will allow for the delivery of contract services on a suitable schedule.
Budget Impact
The Fiscal Year 2026 Budget, General Fund, External Support Account no. 1001-43800-101-530667 provides a total of $325,000.00 for Landscape Maintenance. A proposed carry-forward budget amendment will increase this total to $338,794.62. The remaining budgeted funds for landscape maintenance will be split between the Seasonal Landscape Container program ($131,000.00 approved by the board on 12/9/2025), regular landscape maintenance ($107,000.00 in another Board agenda item), and a landscape agreement with Downtown Oak Park ($46,560.00).
The Fiscal Year 2026 Capital Improvement Fund Budget includes $60,000.00 for various landscape improvements and plant material replacements in the Capital Improvement, Landscape Improvement account no. 3095-43780-101-570963. These Capital Improvement funds will be evenly split between projects in the Regular and Business District landscape areas.
The proposed not to exceed amount of this contract is $47,000.00 from the General fund and $30,000.00 from the Capital Improvement Fund for a total of $77,000.00.
Operating Impact
There is no operating 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
Adopt the Resolution.
Advantages:
• This proposed resolution establishes a new Independent Contractor Agreement for business district landscape maintenance services.
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 Village Board would be provided with the requested information.
Disadvantages:
• This could delay the start of landscape maintenance services in the spring.
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to request the Village Board approve contracts for landscape maintenance in the future.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Independent Contractor Agreement
3. Supporting Contract Documents