Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 16-290    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/6/2016 Final action: 9/6/2016
Title: A Resolution Approving an Amendment to a Service Agreement between the Village of Oak Park and McAdam Landscaping, Inc. for FY 2016 Parkway Tree Watering in an Amount not to Exceed $50,000.00 and Authorizing its Execution
Attachments: 1. 09-06-16 - Resolution - Tree Watering - McAdam Tree Watering Contract Amendment, 2. 09-06-16 - Amendment to Agreement - Tree Watering - McAdam, 3. 09-06-16 - Attachment - Tree Watering - McAdam Contract Renewal Resolution 2016, 4. 09-06-16 - Attachment - Tree Watering - McAdam Contract, Proposal, and Bid Summary 2014

Submitted By                     

John P. Wielebnicki, Director of Public Works

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving an Amendment to a Service Agreement between the Village of Oak Park and McAdam Landscaping, Inc. for FY 2016 Parkway Tree Watering in an Amount not to Exceed $50,000.00 and Authorizing its Execution

 

End

Overview

Overview

In March of 2016, the Village renewed an agreement with McAdam Landscaping, Inc. for the 2016 Parkway Tree Watering Program.  It is proposed to increase the original “not to exceed” amount for the contract from $35,000.00 to $50,000.00.  The 2016 growing season has been hot and dry.  This will allow the contractor to continue to water newly planted trees through the fall. 

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The FY 2016 Capital Fund, Engineering Budget, account number 3095-43780-101-570957, Tree Replacement, provides $200,000.00 for this work. 

 

Background

In 2014, bids were received for the Village’s Parkway Tree Watering Program.  The qualified low bidder was McAdam Landscaping, Inc.  They did an excellent job in 2014 and 2015.  This renewal is second of two possible annual renewals.  

 

The 2016 growing season has been hot and dry.  Regular tree watering is necessary to protect the investment the Village has made with the purchase and installation of new trees.  Based on these conditions, costs have exceeded estimates.  There is available funding in the Tree Replacement account that had been allocated for tree planting.  It is proposed that some of the funds for new trees be allocated to McAdam to cover additional watering costs beyond the original contract amount and the “Not to Exceed” amount with McAdam Landscaping be increased by $15,000.00 to a total amount of $50,000.00.

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

Funding for the project was approved by the board as part of the FY2016 Budget and a renewal was approved by the board in March of 2016. 

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Department of Public Works will be bringing parkway tree watering agreements to the Village Board annually for consideration.

 

Intergovernmental Cooperation Opportunities

None at this time.

 

Performance Management (MAP) Alignment

This work is in alignment with the Governance Priority established for the Department of Public Works for Maintenance and Service Programs.