HomeMy WebLinkAbout10/04/2016 Complete Landscape Maintenance Contract�Q/_VNESS Y 4
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Item VIII. B.: MOTION TO WAIVE REQUIREMENTS FOR PUBLIC BIDDING AND
ACCEPT PROPOSAL TO COMPLETE REMAINDER OF LANDSCAPE
MAINTENANCE CONTRACT FOR AN AMOUNT NOT TO EXCEED $40,159
Department: Public Works Department
Information:
Sealed bids for our 2016-2017 Landscape Maintenance Contract (LMC) were opened on
February 1, 2016. On February 16, 2016, based on our recommendation, the village board
awarded the LMC to Herrera Landscape Inc. (which later became Lizzette Medina & Co.) in
an amount not to exceed $116,000 during 2016. The term of the contract was two (2) years.
2017 expenditures were to be limited to amounts authorized in the approved village budget.
The LMC includes a full landscape service at 80 locations in the village through the months of
March and November (inclusive). These 80 locations consist of 32 acres of turf, over 5 acres
of improved bed space, and 5000 annual flowers. The required services are varied and
include:
• A full service spring and fall clean up to remove any accumulated debris and
prepare for the growing season and dormant season respectfully.
• Turf maintenance — mowing, line trimming, fertilization, herbicide applications,
select sites are core aerated and slit seeded
• Litter Policing — Constant assurance that all Village sites have any litter removed
weekly.
• Weed -free — all sidewalks, curb lines, tree grates, as well as open bed space is to
be maintained weed -free
• Bed Maintenance — pruning of shrubbery, mulching, edging, pre -emergent
herbicides, perennial maintenance
• Annuals —weeding and removal of spent flowers
Lizzette Medina & Co. had successfully worked for the Village in the past, completing a
mowing contract for us in 2015. Additionally, we thoroughly checked their references to clarify
that they could perform the additional requirements included in the LMC. Their references
were very favorable and we thought they would perform well based on our past experiences
with the company.
Lizzette Medina & Co. began the LMC in March 2016. By June we began contacting them on
a regular basis with lists of issues that they were not taking care of. We were continually told
that the missed items would be taken care of, and that they were going to put more personnel
Village Board Meeting - October 4, 2016 Page 21 of 96
on the contract in order to complete all required work on time.
We held a meeting with the company owner July 13, 2016 and expressed our concern that
they were still not getting all of the required work done.
Additionally, on August 1, 2016 all LMC sites were inspected and a deficiency list was sent to
Lizzette Medina & Co. asking that they immediately correct all the deficiencies. We then
followed up with the company for three weeks trying to get the deficiencies corrected.
Unfortunately, it became clear that they were not putting forth the effort to correct the
deficiencies or comply with contract performance requirements..
Subsequently, on August 31, 2016 a letter (certified mail and regular mail) and email were sent
to Lizzette Medina & Co. notifying them that they had ten (10) days to bring all the LMC sites
into compliance with the specifications or the village will have cause for, and will exercise our
right, to immediately terminate the contract. This correspondence gave them a compliance
deadline of September 12, 2016, or risk termination of the contract for failure to perform. All
sites were inspected by village staff on September 13, 2016, and found that they had failed to
perform all of the required work within the time allotted.
Finally, on September 15, 2016 Village Attorney Lance Malina sent Lizzette Medina & Co. a
letter stating that the Landscape Maintenance Contract was terminated (see Attachment A).
Staff is now seeking village board approval to hire a new contractor to complete the
remainder of the LMC for 2016. Because of the time of year we do not feel that there is time
to put this back out to bid and solicit competitive pricing.
However, we checked with a number of companies experienced with this type of work and
found that Fleck's Landscaping of Wheeling, Illinois, at a price of $35 per man hour, offered
the lowest cost, comprehensive proposal. Notably, several firms did not feel they could
provide all of the requisite services at this juncture of the growing season. American
Landscape, Incorporated of Schaumburg, Illinois offered to complete the contract at a rate of
$38 per man hour.
These costs are approximately 25% higher than the contracted bid price awarded to Lizzette
Medina & Co. However, staff intends to complete the work at or below the contract price by
reducing the scope of work and supplementing contracted work with in-house staff.
Staff is confident that Fleck's Landscaping can successfully perform the requirements of the
LMC in order to finish out this season.
Fleck's Landscaping has worked satisfactorily for Mount Prospect in the past. They held our
recent turf mowing contract for years 2012-2014, stump removal contract for 2015-2016, and
hold our current plow damage restoration contract. Also, they have all of the necessary
equipment and crews to perform such work.
This proposed award will terminate in November. Staff will secure a new contractor for the
2017 and 2018 growing seasons utilizing the request for proposals process. The results of
this process will be presented to the village board early next year.
Village Board Meeting - October 4, 2016 Page 22 of 96
Alternatives:
Waive requirements for public bidding and accept proposal to complete remainder of
Landscape Maintenance Contract.
2. Discretion of the village board.
Budget Impact:
This proposed award will require the expenditure of $40,159 from the General Fund.
Sufficient funds exist in the current budget.
Recommendation:
Staff recommends that the Village Board waive the requirements for public bidding and
award a new 2016 Landscape Maintenance contract to Fleck's Landscaping of Wheeling,
Illinois in an amount not to exceed $40,159.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities
ATTACHMENTS:
Description Type Upload File Name
Date
Attachment
A LMC Cover
D Letter of Memo 9/27/2016 LMC-2016—LETTER—OF
Contract
Termination
_TERMI NATION—FROM—LANCE—MALI NA.pdf
Village Board Meeting - October 4, 2016 Page 23 of 96