CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #1 to Contract 23-042, Landscape, Maintenance, Mowing and Herbicide Services, to Local Lawn Care & Landscaping, Ramiro Guzman Landscaping, Inc. and Groundworks Land Design for an amount not to exceed $893,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 23-042, Landscape Maintenance, Mowing and Herbicide Services to Local Lawn Care & Landscaping, Ramiro Guzman Landscaping, Inc. and Groundworks Land Design on April 5, 2023, for a two-year term from April 1, 2023, to December 31, 2024, with three one-year options to extend.
The City Council approved Change Order #1 on January 21, 2025, to fund additional sites added to the contract and landscape improvements made to several City facilities.
The Department of Public Works (DPW) is responsible for landscape maintenance, mowing, and herbicide services at 175 City-owned sites totaling more than 500 acres. The City has intergovernmental agreements with DuPage County and the Illinois Department of Transportation to mow along certain state and county rights-of-way. The agreement with DuPage County provides for the City to mow county-owned properties and for the county to reimburse the City for these services. State of Illinois agreements do not provide for reimbursement.
The contractors are required to provide basic mowing and herbicide services for medians, rights-of-way and parking lots to higher level landscaping needs for City buildings such as the Municipal Center. The contract was divided into eight quadrants/sites with a mowing schedule of 30 times per year, weather permitting.
DISCUSSION:
Local Lawn Care & Landscaping, Ramiro Guzman Landscaping, Inc. and Groundworks Land Design performed well during the initial term of the contract.
Based on the vendor’s performance, DPW recommends extending the contract for the first option year. The vendors have requested a 3% increase to the rates to cover increases in labor rates since the contract began in 2023.
The term of the first option year is January 1, 2025, to December 31, 2025, with two additional one-year option to extend.
FISCAL IMPACT:
CIP: N/A
Landscape maintenance, mowing and herbicide services are expensed to the Operational Service accounts listed below. A total of $1,101,240 was budgeted for landscape, mowing and herbicide services in 2025. The requested award of $893,860 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31101100-531308 |
General Fund |
$1,641,500 |
|
31101200-531308 |
Commuter Parking Fund |
$65,000 |
|
31101300-531308 |
Electric Utility Fund |
$70,000 |
|
31101500-531308 |
Water Utilities Fund |
$255,000 |
|
31104100-531308 |
Test Track Fund |
$17,360 |
|
31104300-531308 |
Downtown Maint. Fund |
$261,500 |