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A Resolution Approving a Renewal of the Independent Contractor Agreement with CityEscape Garden & Design LLC for Village Wide Landscape Maintenance Services in 2025 in an Amount not to Exceed $231,000.00 and Authorizing its Execution.
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Introduction
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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 2025. Village Staff proposes to renew the existing agreement with CityEscape Garden & Design LLC, of Chicago, IL. This is the second of two annual renewals included in the original agreement.
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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 2025 budget and has approved Independent Contractor Agreements for this type of work annually.
• The Village Board approved the first of two annual renewals for this agreement on January 23, 2024 (RES 24-007).
• The Board approved the Independent Contractor Agreement on February 6, 2023 (RES 23-49).
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 of planter bed areas. The contract requires the use of battery-powered leaf blowers, string trimmers, and other handheld landscape equipment at all times.
In 2025, 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 native plants that support pollinator insects.
City Escape Garden & Design LLC completed this work in 2024. They are a quality contractor who provides excellent service. Village staff proposes to exercise the second of the two possible renewals outlined in the original contract for 2025.
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 2025 Budget, General Fund, External Support account no. 1001-43800-101-530667 provides a total of $305,000.00 for Landscape Maintenance and $5,000.00 for Private Property Landscape Violation Repairs. The remaining budgeted funds for landscape maintenance will be split between the Seasonal Landscape Container program ($115,000.00 in another Board agenda item) and a landscape agreement with Downtown Oak Park ($38,424.00)
The Fiscal Year 2025 budget provides a total of $60,000.00 for various landscape improvements and plant materials replacement in the Capital Improvement Fund, Landscape Improvement account no. 3095-43780-101-570963. This Capital Improvement funds will be evenly split between projects in Regular and Business District landscape areas.
Additionally, the Parking Services Fiscal Year 2025 budget provides $15,000.00 in their Capital Improvement Fund, Landscape Improvements - Parking account no. 5060.43770.787.570707 for landscape improvements to parking lot areas.
The proposed not-to-exceed amount of this contract is $156,000.00 from the General fund, and $75,000.00 from the Capital Improvement Fund ($60,000.00 from 3095-43780-101-570963 and $15,000.00 from 5060.43770.787.570707) for a total of $231,000.00.
Staffing Impact
This proposed item is a core service responsibility of the Public Works Department. The Forestry Superintendent spends approximately ten percent of his time in the oversight and administration of this agreement and it’s a associated work.
DEI Impact
There is no DEI impact associated with the renewal of an Independent Contractor Agreement.
Community Input
There is no Community Input associated with the renewal of an Independent Contractor Agreement.
Staff Recommendation
Adopt the Resolution.
Advantages:
• The proposed resolution provides for the renewal of an Independent Contractor agreement for core landscape maintenance services.
Disadvantages:
• None
Alternatives
1. The Board can table the item for additional information or discussion.
Advantages:
• The Board would be presented the additional information requested
Disadvantages:
• None.
2. The Board can vote down the item.
Advantages:
• None.
Disadvantages:
• Staff would be required to solicit contract services from an alternate vendor
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for landscape maintenance services in the future.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Ahmad M. Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Renewal Agreement
3. Supporting Contract Documents