TO: Mayor Richard C. Irvin
FROM: Abby Schuler - Downtown Services Manager
DATE: March 6, 2023
SUBJECT:
Requesting approval of Cox Landscaping, LLC as the contractor for the division of Downtown Services mowing and landscape maintenance for 2023 in the amount of $33,100, with options for two (2) one-year extensions.
PURPOSE:
To obtain City Council approval for mowing and landscape maintenance in the downtown.
BACKGROUND:
Downtown Services division is responsible for mowing and landscape maintenance of the downtown area. Mowing and maintenance includes 17,000 square yards of area adjacent to parking lots, and 21,300 square yards of green open space and right-of-way.
DISCUSSION:
A formal bid request was sent out for the mowing and landscape maintenance of the downtown for the 2023 season and included the option for two (2) one-year extensions. Responses were received from 4 vendors. Cox Landscaping, LLC from Yorkville, IL was the lowest responsible bidder who submitted bids for all tasks proposed. The bid did not allow for splitting the services among multiple vendors. References listed on Cox’s bid were called and the reviews were positive. The contracted vendor will provide mowing services, shrub trimming and edging, and spreading of City supplied mulch as needed. The mowing season typically runs April to the end of October.
The City’s Local Preference Ordinance did apply, however no local contractors submitted.
Funding for the services will be accounts 520-4432-437.36-15 ($13,100) and 101-4030-418.36-15 ($20,000). Both mowing accounts will have enough funds to cover the year 2023 expenses.
IMPACT STATEMENT:
This resolution must be approved in order to contract for downtown mowing and landscape maintenance.
RECOMMENDATIONS:
Request is for the approval of Cox Landscaping, LLC for the mowing and landscape maintenance of the downtown area.
cc: City Council
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution awarding Cox Landscaping LLC, Yorkville, IL as the 2023 contractor for Downtown mowing and landscape maintenance with the option for two (2) one year extensions.
body
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 Downtown mowing and landscape maintenance area includes 17,000 square yards of area adjacent to parking lots, and 21,300 square yards of green open space and right-of-way; and
WHEREAS, Cox Landscaping LLC was the lowest responsible bidder for the 2023 mowing season based on a formal bid solicitation process; and
WHEREAS, The contract will be for one year with two one-year extensions possible based on mutual agreement between the contractor and City of Aurora, for which the Director of Purchasing shall have the authority to take any and all steps necessary to execute and implement the extensions stated in the contract without further approval required by City Council; and
WHEREAS, funding for the services will be from accounts 520-4432-437.36-15 ($13,100) and 101-4430-418.36-15 ($20,000). The budget has sufficient funding in both accounts.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approve the award for the Downtown mowing and landscaping maintenance for the 2023 season with the option for two (2) one year extensions be awarded to Cox Landscaping LLC of Yorkville, IL and authorizing the Director of Purchasing to issue the necessary orders.