HomeMy WebLinkAbout03/03/2020 Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance4/14/2020 BoardDocs® Pro
Agenda Item Details
Meeting Mar 03, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.1 Motion to accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide
Landscape Maintenance services for a cost not to exceed $193,566.
Access Public
Type Action
Preferred Date Mar 03, 2020
Absolute Date Mar 03, 2020
Fiscal Impact Yes
Dollar Amount 193,566.00
Budgeted Yes
Budget Source General Fund
Recommended Action Accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape
Maintenance services for a cost not to exceed $193,566.
Public Content
A request for proposals (RFP) was sent to landscape companies for the maintenance of selected sites throughout the
Village. Proposals were received on January 30, 2020.
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, green spaces in the downtown area,
and the Union Pacific Railroad right-of-way. In total, the scope of work includes 90 sites consisting of approximately 24
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 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 proposed contract is for calendar years 2020 through 2021. Additionally, the term can be extended for a third year,
2022, at the same bid prices as 2021, if both the contractor and the Village agree.
Five (5) invitational proposals were mailed to landscape companies with expertise and experience in the work proposed.
A mandatory pre -proposal meeting to explain the scope of the contract was held on January 20, 2020; representatives
from all five (5) firms attended.
RFP RESULTS
Four (4) cost proposals were received. One (1) firm called to decline the opportunity due to 2020 workload. Each
proposal was evaluated based on the background of the firm, related project experience, proposed services and scope of
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work, schedule work effort and proposal content. Each firm received a point ranking (total points = 100) for each
criterion. The table below summarizes this analysis:
Table 1: Technical Proposal
Category
Max. Points
Cornerstone
Fleck's
Sebert
ALI
Background
20
19
18
17
18
Experience
20
19
18
18
18
Scope
25
23
22
21
22
Schedule
15
12
10
10
9
Work Effort
10
9
9
9
9
Content
10
10
9
9
9
TOTALS:
100
92
86
84
85
Each firm was also asked to submit a cost proposal as well. The table below summarizes submitted costs:
Table 2: Cost Proposal
Contractor
2020 Cost
2021 Cost
Total Cost
Cornerstone Partners
$ 193,566.00
$ 197,438.00
$ 391,004.00
Fleck's Landscaping
$ 212,206.00
$ 212,206.00
$ 424,412.00
Sebert
$ 269,270.00
$ 274,655.00
$ 543,925.00
American Landscaping Inc
$ 427,937.00
$ 436,496.00
$ 864,433.00
As explained earlier, this contract is for skilled work at high-profile locations. Over the years, the Village has spent many
thousands of dollars on 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. The
contract has grown in size and scope over time, as additional high -maintenance landscapes have been installed. One of
the challenges of contracting out this work is finding a company large enough and skilled enough to commit an adequate
number of well-trained staff to our contract for a long period of time. Once staff finds such a contractor, and they
become accustomed to Village expectations, it is preferred to keep them on board for as long as possible through the
use of multi-year contracts. For these reasons, staff asked the proposers to provide three satisfied references for
contracts of similar size and nature.
The technical proposals indicated all the participating firms were qualified to perform the work. All firms had adequate
experience and appropriately trained staff to successfully manage the Village's Landscape Maintenance Contract.
Accordingly, the evaluation results were closely distributed.
The highest rated contractor was Cornerstone Partners of St. Charles, Illinois. In addition to submitting the lowest overall
cost, Cornerstone Partners, Inc. submitted multiple references, including municipal references. Staff checked the
references submitted and found that they have done projects of similar scope and size with good results.
ALTERNATIVES
1. Accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance services for a
cost not to exceed $193,566.
2. Action at discretion of Village Board.
Staff recommends that the Village Board accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide
Landscape Maintenance Services at a cost not to exceed $$193,566 in 2020. Year 2, 2021, will be in an amount that
does not exceed the appropriated budget.
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References -Public Entity, SCHUTZIUS.pdf (968 KB)
LMC PROPOSAL SPECIFICATION 2020-21.pdf (352 KB)
Administrative Content
AB - in Table 1 - I added Max. Points column
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CPHort-Bid Bond 11.11 •d
Removed first -person references, verified with Sean a contingency is not applicable to this contract.
Executive Content
Motion & Voting
Accept the proposal from Cornerstone Partners of St. Charles, Illinois to provide Landscape Maintenance services for a
cost not to exceed $193,566.
Motion by Paul Hoefert, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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