CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 21-085, Landscape Maintenance, Mowing, and Herbicide Services, to Twin Oaks Landscaping, for an amount not to exceed $49,608 and for a one-year term
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DEPARTMENT: Naper Settlement
SUBMITTED BY: Harriet M. Pistorio
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 February 2021, DPW issued Bid 21-085, Landscape Maintenance, Mowing and Herbicide Services, which included Naper Settlement's scope of services for pricing. The contractors are required to provide basic mowing and herbicide services at medians, rights-of-ways and parking lots, to a higher service level of landscaping necessary at select City buildings such as the Municipal Center. The contract was divided into eight quadrants of City managed sites, plus the Naper Settlement site with a mowing schedule of 30 times per year, grounds/garden maintenance, and herbicide and mulch applications.
The original 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. In addition to the base bids, the City and Naper Settlement asked bidders to provide pricing for optional additional work in case conditions warrant additional services such as new sites, mulch, dead vegetation replacement and unforeseen grounds repairs. Based on pricing received by the vendors, Naper Settlement requested an initial annual optional work allowance of $6,606 but subsequently reduced this as dictated by available budgets to $4,526 annually covering optional additional work. The allowance will only be used as needed.
City Council awarded Contract 21-085,...
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