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HomeMy WebLinkAbout02/21/2017 Landscape Maintance Contract Plinge of Mount 13rosp"I Item XI. B.: Motion to accept proposal for landscape maintance contract for amount not to exceed $159,314. Department: Public Works Department ........................................................................................................­­­­­,­­­­,­__..............."I'l""I'll""I'll'll""I'll""I'll",lI...............­­­­­,­­­­,­­,.............. Information: A Request for Proposals was sent to landscape companies for the maintenance of selected sites throughout the Village. Proposals were received on February 10, 2017. The work required by the specifications includes a wide range of maintenance activities including Spring Cleanup, Mulching, Weed Control, Turf Mowing, Turf Herbicide/Fertilization/Aeration Treatments, and Shrub Pruning at all sites as needed. The majority of the sites are high-profile locations such as public buildings, greenspaces in the downtown area, and the Union Pacific Railroad right of way. In total, the scope of work includes 83 sites consisting of approximately 30 acres of turf and 5 acres of improved bed space. The personnel who work on this job need to interact frequently and professionally with the general public as well as business owners. With the diversified landscapes we have planted at many of these sites, the contractor's personnel must also possess a high degree of knowledge about plant identification and the maintenance needs of various plant species. The specifications describe awarding the contract for calendar years 2017 through 2018. Additionally, we also included a provision which would allow us to extend the contract for a third year, 2019, at the same bid prices as 2018, if both the contractor and the Village agree. Five (5) invitational proposals were mailed to landscape companies. A mandatory pre-proposal meeting to explain the scope of the contract was held on February 2, 2017; representatives from four (4) firms attended. A total of four (4) quotes were received. Quotes are as follows: Village Board Meeting-February 21,2017 Page 306 of 385 Contractor 2017 2018 Fleck's Landscaping $159,314.00 $159,314.00 Sebert $237,950.00 $237,950.00 American Landscaping $263,055.00 $270,946.55 Moore Landscapes $318,744.00 $325,118.88 The lowest cost proposal was submitted by Fleck's Landscaping of Wheeling, Illinois (see Attachment A). This contract is for skilled work at high-profile locations. Over the years the Village has made a considerable investment in landscaping to improve the appearance of the downtown and other highly visible locations. Frequent, knowledgeable maintenance is imperative to maintain the health and appearance of these landscapes so they continue to reflect favorably on our community's image. The contract has grown in size and scope over time, as additional high-maintenance landscapes have been installed. The lowest-cost proposal was submitted by Fleck's Landscaping. Fleck's Landscaping submitted multiple references, including several municipal references. We checked with the references submitted and found that they have done projects of similar scope and size with good results. Fleck's is our current stump removal contractor and have done an excellent job on that contract. Additionally, Fleck's successfully fulfilled our turf mowing contract in 2012. Finally, Fleck's completed this contract (Landscape Maintenance Contract) for us in 2016 after we terminated the contract with Lizzette Medina Landscape for lack of performance. It is the opinion of staff that Fleck's Landscaping is well-qualified to successfully complete this proposed contract. Alternatives: 1. Accept proposal from Fleck's Landscaping for 2017-2018 Landscape Maintenance Contract. 2. Discretion of the Village Board. Budget Impact: This proposed contract will require the expenditure of $159,314 from the General Fund in 2017. Expenditures in 2018 (and 2019 if mutually agreed upon) will be limited to amounts authorized in approved budgets. Recommendation: Staff recommends accepting the proposal from Fleck's Landscaping to fulfill the 2017-2018 Landscape Maintenance Contract for an annual amount not-to-exceed $159,314. Staff also requests authorization to extend the contract one (1) year Village Board Meeting-February 21,2017 Page 307 of 385 (2019) if performance is satisfactory and the contractor agrees not to increase prices. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities, COMMERCIAL BUSINESS DISTRICTS: Vibrant downtown and commercial areas ATTACHMENTS: Description Type Upload Date File Name ATTACHMENT A D FLECKS LMC Cover Memo 2/14/2017 LMC_FLECKS_2017_PROPOSAL.pdf PROPOSAL Village Board Meeting-February 21,2017 Page 308 of 385