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TO: Mayor Richard C. Irvin
FROM: Gio Santana, Superintendent of Parks & Recreation
DATE: 4/12/2023
SUBJECT:
Acceptance of contractor bid proposal for mowing and landscape maintenance of various Park sites and parcels.
PURPOSE:
To obtain City Council approval to accept a proposal for mowing and landscape maintenance of various City owned parks and parcels (Bid 23-30) for a one (1) year term with optional two (2) one (1) year extensions, subject to mutual consent between both parties.
BACKGROUND:
The City maintains numerous parks and park sites outside of Phillips Parks, which the maintenance includes mowing and landscaping. In order to sustain the high level of service as in past years, contracting private services has been essential in augmenting City crews. A decision package was submitted and approved. The last contract expired in 2022.
To establish a successor contract, the City advertised Bid 23-30, Parks Mowing and Landscape maintenance and received responses from A Plus AJ Landscaping(Aurora, IL), Tavarez & Sons(Aurora, IL), and Beary Landscape Management(Lockport, IL). Proposals were received and publicly opened on March 29th,2023.
DISCUSSION:
Of the three bid proposals received, Beary Landscape Management submitted the lowest responsible bid for all items (List A- Smith Blvd. Medians, List B-Mastodon Island, List C-Wilder Park, List D-Garfield Park, List E- McCarty Park).
The contract is for an initial one(1) year term with the option of two, one(1) year renewals upon mutual consent of both parties.
The bid tabulation, the Beary Landscape Management bid, and aerial maps of the areas to be maintained are attached.
This bid was subject to the Local Preference Ordinance but did not factor into the decision.
Funding for the mowing and landscape maintenance listed in Bid 23-30, is budgeted in 2023, and allocated in account 101-4440-451.38-34.
Neither Beary Landscape Management, A Plus AJ, or Tavarez & sons have outstanding debt with the City.
IMPACT STATEMENT:
Without the retention of private contractors to augment mowing and landscaping operations, the timeliness and quality of service to City owned parks would be adversely affected.
RECOMMENDATIONS:
That the City Council adopts a resolution approving the acceptance of proposals from Beary Landscape Management for landscaping maintenance of various City Parks and sites for a one(1) year term, with the option of two, one (1) year extensions.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the acceptance of the bid proposal from Beary Landscape Management, for mowing and landscaping maintenance of various City Parks and sites for a one(1) year term with the option of two(2), one (1) year extensions.
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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 City maintains several sites and locations in which private contractors are utlized for mowing and landscaping services; and
WHEREAS, the last contract for Parks landscape maintenance expired in 2022; and
WHEREAS, the City advertised Bid 23-30, Parks Mowing and Landscape Maintenance and received responses from A Plus AJ Landscaping (Aurora, IL), Tavarez & Sons (Aurora, IL), and Beary Landscape Management (Lockport, IL); and
WHEREAS, Beary Landscape Management submitted the lowest, responsible bid for all items; and
WHEREAS, the contract is for one-year term with an additional two, one(1) year extensions subject to mutual consent between both parties; and
WHEREAS, Funding for the mowing and landscape maintenance listed in Bid 23-30, is budgeted in 2023, and allocated in account 101-4440-451.38-34; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes the acceptance of the bid proposal from Beary Landscape Management for Parks mowing and landscape maintenance listed in Bid 23-30 and that the Purchasing Director is hereby authorized to issue the necessary purchase orders.