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File #:
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21-0038
Version:
1
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Type:
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BID, RFP, RFQ, COOP, SOLE SOURCE, OPTION YEAR
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Status:
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Passed
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On agenda:
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3/16/2021
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Final action:
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3/16/2021
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Title:
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Approve the award of 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 for an amount not to exceed $1,133,518, and for a two-year term
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CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of 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 for an amount not to exceed $1,133,518, and for a two-year term
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) and Naper Settlement are responsible for landscape maintenance and 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. State of Illinois agreements do not provide for reimbursement.
In February 2021, DPW issued Bid 21-085, Landscape Maintenance, Mowing and Herbicide Services. The 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.
1. Group 1 - City Quadrant I - NW part of the City
2. Group 2 - City Quadrant II - NE part of the City
3. Group 3 - City Quadrant III - SW part of the City
4. Group 4 - City Quadrant IV - SE part of the City
5. Group 5 - CBD/Municipal Center/4th Ave commuter station - Central part of the City
6. Group 6 - Police Department/Lakewalk/Electric Service Center Campus
7. Group 7 - Springbrook Campus - Reclamation Plant, Elevated Tank, Substation, and DPW’s “Compost” storage
8. Group 8 - 75th Street Medians and Right-of-Way (For DuPage County)
9. Group 9 - Naperville Settlement Museum Campus
DISCUSSION:
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Advertisement Date: |
02/12/2021 |
Notices Sent: |
16 |
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Opening Date: |
03/01/2021 |
Planholders: |
16 |
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Proposals Received: |
07 |
Bids were received from the following vendors:
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Vendor Name |
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K&D Enterprise Landscape Construction Inc. |
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Groundworks Land Design |
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Local Lawn Care & Landscaping |
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Twin Oaks Landscaping |
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Americana Landscape Group, Inc. |
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Christy Webber |
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Blue Mountain Landscaping, Inc |
The bid was structured to allow for multiple awards based on the lowest total base bid for each geographical location. Awarding to multiple vendors allows the city and Naper Settlement to have more resources to effectively manage landscape maintenance issues throughout the season. The following table shows the annual costs by geographical area:
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TWIN OAKS |
K&D |
GROUND- WORKS |
CHRISTY WEBBER |
BLUE MOUNTAIN |
AMERICANA |
LOCAL LAWN CARE |
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GROUP 1 |
$195,737 |
NO BID |
$177,960 |
NO BID |
$75,268.44 |
$152,881 |
$113,701 |
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GROUP 2 |
$175,912 |
NO BID |
97,050 |
NO BID |
$75,111.23 |
$111,403 |
$96,251 |
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GROUP 3 |
$187,335 |
NO BID |
$121,011 |
NO BID |
$79,367.50 |
$130,188 |
$124,640 |
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GROUP 4 |
$113,255 |
NO BID |
$67,437 |
NO BID |
$41,202.53 |
$66,624 |
$67,934 |
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GROUP 5 |
$41,106 |
NO BID |
$35,355 |
NO BID |
$23,110 |
$43,589 |
$30,730 |
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GROUP 6 |
$79,220 |
NO BID |
$87,165 |
NO BID |
$49,509.15 |
$62,002 |
$64,234 |
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GROUP 7 |
$77465 |
NO BID |
$143,055 |
$46,796 |
$70,385.70 |
$151,284 |
$174,256 |
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GROUP 8 |
$77360 |
NO BID |
$61,050 |
NO BID |
$39,014.75 |
$49,340 |
$65,150 |
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GROUP 9 - NS |
$41,688 |
$55,312 |
NO BID |
$61,456.78 |
NO BID |
NO BID |
$62,875 |
Per the bid document, if a bidder is the low bidder in more than one geographical area, the City would evaluate its capacity to perform the work in multiple geographical areas and award a geographical area to the second lowest responsive, if it is determined the low bidder does not have the capacity to perform the work in multiple areas.
Blue Mountain Landscaping was the low bidder for seven of the nine geographical areas. Following the bid opening, City staff spoke with Blue Mountain Landscaping to discuss the scope of services to ensure they had enough manpower and equipment to perform all required work in each geographical area. Following the discussion, Blue Mountain Landscaping indicated they would not have the necessary resources to successfully manage all work. Blue Mountain Landscaping will be awarded Group 1, Group 3, Group 4 and Group 6. The next low bidder, Local Lawn Care & Landscaping, will be awarded Group 2 and Group 5. The next low bidder, Americana Landscape Group, will be awarded Group 8. Christy Webber & Company was the low bidder for Group 7. Twin Oaks Landscaping was the low bidder for Group 9.
The table below shows the recommended base award for each geographical area:
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TWIN OAKS |
CHRISTY WEBBER |
BLUE MOUNTAIN |
AMERICANA |
LOCAL LAWN CARE |
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GROUP 1 |
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$75,268 |
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GROUP 2 |
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$96,251 |
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GROUP 3 |
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$79,368 |
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GROUP 4 |
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$41,202 |
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GROUP 5 |
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$30,730 |
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GROUP 6 |
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$49,509 |
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GROUP 7 |
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$46,796 |
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GROUP 8 |
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$49,340 |
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GROUP 9 - NS |
$41,688 |
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TOTAL: |
$41,688 |
$46,796 |
$245,348 |
$49,340 |
$126,981 |
The City’s total annual cost is $468,465 and the Naper Settlement is $41,688. In addition to the base bids, the City and Naper Settlement also asked bidders to provide pricing for optional additional work, in case conditions warrant additional services, such as new sites, mulch and extra work. Based on pricing received by the vendors, DPW requests an annual allowance of $50,000 to cover optional costs. Additionally, Naper Settlement requests an additional annual amount of $6,606 for extra work. The allowances will only be used if needed.
The bid prices were based on work for one year. The table below provides a total cost breakdown for the City and Naper Settlement over the two-year contract period.
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City |
Naper Settlement |
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Annual Base Cost |
$468,465 |
$41,688 |
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Extra Work Allowance |
$50,000 |
$6,606 |
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Annual Award Amount |
$518,465 |
$48,294 |
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Two Year Contract Total |
$1,036,930 |
$96,588 |
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.
FISCAL IMPACT:
CIP: N/A
Landscape maintenance, mowing and herbicide is expensed to the operational service accounts below. A total of $567,988 is budgeted for landscape, mowing and herbicide services in 2021, including $428,660 for city sites and $139,328 for Naper Settlement. The remainder of the award will be budgeted appropriately in 2022. Staff will monitor this award throughout the year to ensure costs to not exceed the approved budget.
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Account Number |
Fund Description |
Total Budget Amount |
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31101100-531308 |
General Fund |
$380,410 |
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31101200-531308 |
Commuter Parking Fund |
$19,200 |
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31101300-531308 |
Electric Utility Fund |
$39,530 |
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31101500-531308 |
Water Utilities Fund |
$88,290 |
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31104100-531308 |
Test Track Fund |
$4,100 |
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31104300-531308 |
SSA #26 Fund |
$96,730 |
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51343200-531302 |
Naper Settlement Fund |
$139,328 |
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