Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with City Escape Garden & Design LLC for the 2019 Regular Landscape Maintenance Program in an Amount not to Exceed $145,000.00 and Authorizing Its Execution
End
Overview
Overview
In January of 2017 Village staff requested bids for three separate landscaping contracts under a “Comprehensive Landscaping Bid”. City Escape Garden & Design LLC, of Chicago, IL was identified as the lowest responsive bidder for one of the contracts, the Villages Regular Landscape Maintenance Program. The Village entered into an Independent Contractor Agreement with City Escape in 2017 and renewed in 2018 and it is proposed to exercise the second of the two possible renewals.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
For this work, the FY2019 budget provides a total of $120,000.00 for Regular Landscape Maintenance ($100,000.00), Private Property Landscape Violation Repairs ($15,000.00), and Fence Repair ($5,000.00) in the General Fund, General Contractuals account no. 1001-43800-742-530660.
In addition, the FY2019 budget provides a total of $50,000.00 for various landscape improvements and plant materials replacement in the Capital Improvement Fund, Landscape Improvement account no. 3095-43780-101-570963. The Capital Improvement funds will be distributed between two landscape contracts, Regular Landscaping in the amount of $25,000.00 (referred to in this agenda item) and Business District Landscape Maintenance (referred to in another agenda item).
The proposed not to exceed amount of this contract is $120,000.00 from the General fund and $25,000.00 from the Capital Improvement fund for a total of $145,000.00.
Background
The Village maintains the landscaping on approximately 180 sites across 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.
City Escape Garden & Design LLC was the low responsive bidder for this contract when the work was bid out in late 2016 for 2017. They have completed this type of work for the Village in the past including in 2018. They are a quality contractor who provides excellent service. Village staff is requesting to exercise the second of the two possible renewals outlined in the original contract.
The Regular Landscape maintenance work begins with a cleanup of the sites in March with monthly maintenance to follow until November 30th. Monthly maintenance includes mowing/trimming, fertilization, weed control and shrub maintenance in turf areas and planter bed areas. Work also includes restoring private property landscape violations as determined by the Development Customer Services Department and various fence repairs of planter bed areas.
In 2019 work also consists of improving various landscape areas that are in need of replacement due to them being past their useful service life. Areas identified to be improved include the cul-de-sacs south of I-290, the Harlem and I-290 planter beds, Harlem and Lake raised beds, the Jackson medians and S-curve, the Main Fire Station. Funds for this work come from the Regular Landscape Maintenance and Capital Improvements Fund.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved funding for the program as part of the FY2019 budget and has approved this contract annually.
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.