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A Resolution Approving a Renewal of the Independent Contractor Agreement with CityEscape Garden & Design LLC for Village Wide Seasonal Container Display and Maintenance Services in 2025 in an Amount not to Exceed $115,000.00 and Authorizing its Execution.
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Introduction
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This agenda item is for Landscape Container Seasonal Display and Maintenance Services for 2025. It is proposed to renew the existing agreement with CityEscape Garden & Design LLC, of Chicago, IL. This is the only annual renewal included in the original agreement. The Village contracts for the installation and maintenance of plant material in approximately 530 containers across multiple business districts.
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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 an independent contractor agreement for this work on January 23, 2024 (RES 24-001).
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. They have completed this type of work for the Village in the past including in 2024. They are a quality contractor who provides excellent service. Village staff is requesting to exercise the only renewal outlined in the original contract.
The Container Seasonal Display program work begins in May with a cleanup and installation of perennial and annual planting materials in 530 containers across the multiple business districts. Staff request that the plants included in the containers are suitable to the location, are aesthetically pleasing, 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: $70,500.00
- Estimated 1050 Hours of watering at $41.38 per hour: $44,500.00
Total not to exceed amount for this contract is proposed to be $115,000.00.
Timing Considerations
Adoption of the Resolution at this time will allow for the delivery of contract services on a suitable schedule.
Budget Impact
The proposed Fiscal Year 2025 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. This item includes the Container Seasonal Display and Maintenance services with a proposed not to exceed for $115,000.00.
The remaining budgeted funds for landscape maintenance will be split between the Landscape Maintenance program ($156,000.00 in another Board agenda item) and a landscape maintenance agreement with Downtown Oak Park ($38,424.00).
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 its associated work.
DEI Impact
This is the renewal of an existing Independent Contractor Agreement. There is no specific DEI Impact with this action.
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 with the information they 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 seasonal container display and 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