Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with City Escape Garden & Design LLC for the Container Planting Program Watering to Increase the Not to Exceed Amount to $90,000.00 from $70,000 and Authorizing its Execution
End
Overview
Overview
The Village entered into an agreement with City Escape Garden & Design LLC for the Village Container Planting Program in Fiscal Year 2017. The agreement was renewed for Fiscal Year 2018. Actual watering costs have exceeded estimates for 2018. The amendment to the existing renewal will allow for continued watering. Funds for this additional work will come from a reduction in the agreement with City Escape for other landscape improvements.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The adopted FY2018 Forestry budget includes $348,200.00 for Regular and Business District Landscape Maintenance within the Landscaping General Contractuals line item (1001-43800-742-530660). $235,000.00 of that funding has been allocated to City Escape Garden & Design LLC between the Regular Landscape Maintenance and Container Planting aagreements.
The amendment would increase the Container Planting agreement from $70,000.00 to 90,000.00. Village staff will reduce City Escape’s Regular Landscape Maintenance Purchase Order amount down $20,000.00 from $165,000.00 to $145,000.00 to accommodate this amendment.
Background
The Village Board approved the renewal of two Independent Contractor Agreements with City Escape Garden & Design LLC at the March 5, 2018 Board Meeting for Regular Landscape Maintenance and Container Plantings.
Warm weather and extended periods without regular rain has resulted in the watering costs for planters to exceed estimates over time. Additional funding is required to cover the cost for continued watering during the fall. Village staff is requesting the not to exceed amount of the agreement be increased by $20,000.00.
The funds to cover this amendment will come from City Escape’s other agreement with the Village. The purchase order for their Regular Landscape Maintenance agreement will be reduced to unencumber the funds for the amendment. This will not affect the regular maintenance activities. Additional funding is included in that agreement to cover the purchase of new and replacement plant material. Those funds will be reduced.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved the renewal to the Independent Contractor Agreement for City Escape Garden & Design at the March 5, 2018 board meeting.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this agreement to the Village Board annually.
Intergovernmental Cooperation Opportunities
None at this time.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Maintenance and Service Programs.