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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E., Engineering Coordinator
DATE: June 8, 2020
SUBJECT:
A Resolution allowing the Director of Purchasing to approve Change Order 1 to the Contract with W.E. Mundy Landscaping & Garden Center, Inc. for the 2020 Citywide Landscaping Repair and Maintenance Program.
PURPOSE:
The extension of this contract was approved in April 2020 by City Council (R20-094) with a reduced cap of $50,000 to address critical areas of restoration. This initial amount will soon be exceeded with additional sites which still need to be addressed so a change order in the amount of $80,000 is being requested.
BACKGROUND:
The contract is used primarily by the Water & Sewer Maintenance division to provide restoration of open spaces disturbed during utility maintenance and repair operations. The City of Aurora Street Maintenance Division also uses this contract to replace parkway trees. Other various City divisions utilize this contract to address minor landscaping repairs which makes up a small percentage of the program.
At the start of the COVID 19 pandemic the CIP team met to reduce nearly all projects that were not safety related or that could only be accomplished with restricted funds (such as MFT funds for the annual resurfacing program). While landscaping repair might seem to be non-safety, this is not the case. Restoration of parkways in many cases results in the elimination of slip/trip hazards along with beautification. The city has received numerous requests from residents to complete this restoration as well. This contract will not be used for restoration on any current or future capital improvement projects.
DISCUSSION:
This program is budgeted on a yearly basis in individual accounts for each division that participates and which will be continued on a yearly basis, but the majority of the work will be completed for the Water & Sewer Maintenance Division using account 510-4063-511.38-34 which has a 2020 budgeted amount of $130,000.00. This change order would raise the cap of this contract to match that budgeted amount even though a small portion of the work will come from other division's accounts.
IMPACT STATEMENT:
If not the remaining disturbed areas are not restored, calls from residents will be received requesting the work to be completed.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution allowing the Director of Purchasing to approve Change Order 1 to the Contract with W.E. Mundy Landscaping & Garden Center, Inc. for the 2020 Citywide Landscaping Repair and Maintenance Program.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The Citywide landscaping Repair and Maintenance Program was publicly advertised and bid in conformance with City procedures, and
WHEREAS, The current contract approved by resolution R20-094 is valid until December 31, 2020 but was previously capped at $50,000, and
WHEREAS, the additional requested funds will make the contract maximum equivalent to the 2020 budgeted amount in account 510-4063-511.38-34 ($130,000); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is hereby allowed to approve Change Order 1 to the Contract with W.E. Mundy Landscaping & Garden Center, Inc. for the 2020 Citywide Landscaping Repair and Maintenance Program.