CITY COUNCIL AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 21-085, Landscape, Maintenance, Mowing and Herbicide Services, to Blue Mountain Landscaping, Christy Webber & Company, Americana Landscape Group, Local Lawn Care & Landscaping, and Twin Oaks Landscaping for an amount not to exceed $31,620 and a total award of $1,165,138
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
The Department of Public Works (DPW) and Naper Settlement are responsible for landscape maintenance, mowing, and herbicide of 175 City-owned sites totaling more than 500 acres. In addition to mowing the sites, 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.
On March 16, 2021, the City Council awarded Bid 21-085, Landscape Maintenance, Mowing and Herbicide Services to Blue Mountain Landscaping, Christy Webber & Company, Americana Landscape Group, Local Lawn Care & Landscaping, and Twin Oaks Landscaping. Blue Mountain Landscaping was awarded Group 1, Group 3, Group 4, and Group 6. The next low bidder, Local Lawn Care & Landscaping, was awarded Group 2 and Group 5. The next low bidder, Americana Landscape Group, was awarded Group 8. Christy Webber & Company was awarded Group 7. Twin Oaks Landscaping was awarded Group 9. The term of the contract is two years from April 1, 2021 through December 31, 2022 with consideration for three additional one-year options to extend.
Contractors are required to provide basic mowing and herbicide services required for medians, rights-of-ways and parking lots to higher level landscaping necessary for City buildings such as the Municipal Center. The contract was divided into eight quadrants /sites and the Naper Settlement Campus with a mowing schedule of 30 times per year, weather permitting.
DISCUSSION:
All contractors were required to submit their final contract paperwork by March 12, 2021 so that work could begin on April 1, 2021. Americana accepted the Intent of Award sent on March 4, 2021 but failed to submit the required paperwork by the deadline. Staff attempted contact multiple times via phone and email but was unable to reach the contractor.
As a result, staff must now award Group 8 (75th Street medians and right-of-way) to the next lowest responsible bidder, Local Lawn Care and Landscaping. The additional cost for Local Lawn Care to provide this service is $15,810 per year, for a total two-year cost of $31,620.
FISCAL IMPACT:
CIP #: N/A
Landscape maintenance, mowing, and herbicide for the 75th Street medians and right-of-way is expensed to the operational service account below. A total of $286,910 is budgeted for mowing and herbicide in the General Fund in 2021. The requested change order of $15,810 per year ($31,620 for two years) exceeds the budgeted amount for this expense and will come from savings in other programs. This service will be partially reimbursed through the Agreement with DuPage County. The remainder of the award will be budgeted appropriately in 2022.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31101100-531308 |
General Fund |
$380,410 |