Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Renewal of the Independent Contractor Agreement with CityEscape Garden & Design LLC for Village Wide Landscape Maintenance Services in 2024 in an Amount Not to Exceed $190,000.00 and Authorizing its Execution
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Overview
Overview
Public Works is responsible for maintaining the landscape on approximately 180 sites and multiple business districts throughout the Village. This Independent Contractor Agreement covers the regular and business district landscape maintenance program in 2024. Village Staff proposes to renew the existing agreement with CityEscape Garden & Design LLC, of Chicago, IL. This is the first of two optional annual renewals included in the original agreement.End
Recommendation
Recommendation
Adopt the Resolution.
Background
The Village maintains the landscape on approximately 180 village-owned sites and in multiple business districts throughout 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 landscape maintenance work begins with a cleanup of the sites in March with monthly maintenance to follow until the end of November. Maintenance includes mowing/trimming, fertilization, weed control, and shrub maintenance in turf areas and planter bed areas, litter pick-up, tree pit and sidewalk weeding, and a fall clean-up. Work also includes restoring private property landscape violations as determined by the Development Services Department and various fence repairs at planter bed areas. The contract requires the use of battery-powered leaf blowers, string trimmers, and other handheld landscape equipment at all times.
In 2024, work will also include improving various landscape areas that need replacement due to age. Areas identified to be improved include: various locations in the business districts, various Village-owned parking lots, cul-de-sacs, and diverters. Landscape improvements include adding plants featuring native materials that support pollinator insects.
City Escape Garden & Design LLC successfully completed this work in 2023. They are a quality contractor who provides excellent service.
Village staff proposes to exercise the first of the two possible renewals outlined in the original contract for 2024.
Fiscal Impact
The Fiscal Year 2024 General Fund Budget provides 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). The remaining budgeted funds for landscape maintenance will be split between the Seasonal Landscape Container program ($112,000.00) and a landscape agreement with Downtown Oak Park ($37,166.12)
In addition, the Fiscal Year 2024 Main Capital Improvement Fund Budget provides a total of $30,000.00 for various landscape improvements and plant materials replacement within account # 3095-43780-101-570963 (Public Works, Capital Projects, Landscape Improvements). The funds will be evenly split between projects in regular and Business District landscape areas.
The proposed not to exceed the amount of this contract is comprised of $160,000.00 from the General fund and $30,000.00 from the Capital Improvement fund for a total of $190,000.00.
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 landscape maintenance services in the future.
Intergovernmental Cooperation Opportunities
N/A