Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Authorizing the Execution of an Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for Regular and On-Demand Landscape Maintenance in an Amount not to Exceed $117,000.00.
End
Overview
Overview
Regular landscape maintenance consists of turf, shrub, and planting bed maintenance and fertilization, plant material and landscape installation, weed control in paved areas, seasonal clean-ups, and removal of litter on Village owned landscaped areas. On-demand landscaping consists of landscape maintenance and cleanup service of properties found to be in Code violation by the Neighborhood Services Division of the Development Customer Services Department.
Body
Staff Recommendation
Staff recommends the execution of an agreement with A & B Landscaping and Tree Service, Inc. for regular landscape maintenance and on-demand landscape maintenance for an amount not to exceed $117,000.00.
Fiscal Impact
In the FY 2015 General Fund Budget, Forestry Landscaping Program, General Contractuals, Account No. 1001-43800-742-530660 funding is allocated to cover the different types of work included in this contract. $110,000.00 is allocated for Landscape Maintenance Services and $15,000.00 is allocated for On-Demand Landscape Maintenance.
Background
Maintaining Village-owned landscaped areas along with prompt and efficient watering on a weekly basis helps ensure healthier plant material and better overall appearance and protects the Village's investment in landscaping. The areas of Village-owned property parcels include Village Hall, along the Eisenhower Expressway and Union Pacific rights-of-way, 150+ cul-de-sacs, parking lots, rights of way and other Village properties.
The Department of Public Works Department has also been responsible for administering an "On-Demand" landscape maintenance and clean-up service for properties found in violation by the Neighborhood Services Division of the Development Customer Services Department. This service is funded through the same budget line item as Regular landscape maintenance.
The agreement with the previous landscape contractor expired at the end of 2014. The Department of Public Works requested bids for regular landscape maintenance in 2015 and A & B Landscaping and Tree Service, Inc. of Riverside, Illinois submitted the low base-bid of $45,750.00. The contract also included allowances for additional services, those being:
a. Commercial district tree pit weeding - $4,250.00
b. Plant material replacement, plant upgrades and mulching - $20,000.00
c. Overseeding, sodding and watering - $20,000.00
d. Split rail fence repair - $4,000.00
e. Improvements to Le Moyne Parkway - $8,000.00
Total cost for the 2015 contract for Regular and On-Demand landscape maintenance would be as follows:
Base Regular Landscape Maintenance $ 45,750.00
Additional services (as noted above) $ 56,250.00
On-Demand Landscape Maintenance $ 15,000.00
TOTAL $117,000.00
Alternatives
Landscape maintenance is necessary for public safety, optimum plant health, and a well-maintained appearance for the Village. The alternative would be to perform this work in-house. However, in the late 1990's, the Village moved to contracting this work as it was more cost-effective. The use of a contractor for this service allows in-house Forestry personnel to concentrate on other divisional operations such as tree trimming, removal of non-diseased trees, Dutch Elm Disease, Emerald Ash Borer identification and control, and customer service requests.
Previous Board Action
The board has approved contracts for regular and on-demand landscape maintenance in the past. Most recently the board approved a contract and two renewals with Clauss Brothers, Inc. for the 2012-14 seasons.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
The Department of Public Works will be bringing a contract for Regular and On-Demand landscape maintenance to the Village Board annually.
Intergovernmental Cooperation Opportunities
Public Works staff met with the Park District of Oak Park staff in 2012 to discuss the possibility of jointly bidding landscape maintenance work. This resulted in the Village and the Park District participating jointly in placing bid advertisements, holding pre-bid meetings, and sharing bid deadlines. Each project was awarded to separate bidders as it was determined that the expectations and scope of work for each entity is different thus no economies of scale were realized.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority for the Department of Public Works for Maintenance and Service Programs.