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TO: Mayor Richard C. Irvin and City Council
FROM: Matt Anslow, Assistant Chief of Services - Aurora Fire Department
DATE: March 31, 2023
SUBJECT:
Requesting approval of Beary Landscape Management as the contractor for the Fire Departments Mowing and landscape maintenance for 2023 in the amount of $18,720 with options for two (2) one year extensions.
PURPOSE:
To obtain City Council approval for mowing and landscape at the fire stations.
BACKGROUND:
The Fire Department is responsible for mowing and landscape maintenance of the areas around the fire stations. Mowing and maintenance includes 38,772 square yards of green space and right of way.
Lawn care has been traditionally performed by Firefighters while on duty has created multiple worker compensation claims, as well as overtime costs incurred by the department. The expense of maintaining lawn equipment has increased in recent years, as well as down time waiting on parts. Having a lawn contract will allow fire and EMS crews to concentrate on performing training, inspections, and providing the public the highest level of care possible.
DISCUSSION:
A formal bid request was sent out for the mowing and landscape maintenance of the Fire stations for the 2023 season and included the option for two (2) one-year extensions. Responses were received from 9 vendors. Beary Landscaping Management form Lockport IL was the lowest responsible bidder who submitted bids for all tasks proposed. The bid did not allow for the award to be made to more than one contractor for both List A and List B services.
References from internal City of Aurora, IL Employees included Jim Birchall and Tim Forbes and reviews were positive. The contracted services 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 Local Preference Ordinance did apply to this bid but did not impact the decision since no Aurora vendors responded.
A budget transfer has been submitted to fund the services in account 101-3033-422.36-15 ($18,720). Funds will be transferred from 101-3033-422.36-03 ($14,400.00) and 101-3033-422.38-05 ($3,400.00).
IMPACT STATEMENT:
This resolution must be approved to contract for fire station mowing and landscaping maintenance, allowing firefighters to concentrate on providing fire and rescue service will help to keep the public safer in multiple ways. The most pronounce one would be in response times. Traditionally when firefighters are performing lawn duties the equipment would need to be secured prior to responding to emergency calls for service. This will also free up time for training, inspections, hydrant flushing and preplans.
RECOMMENDATIONS:
Request is for the approval of Beary Landscape of Lockport IL. For the mowing and landscape maintenance of the fire stations.
cc: Public Health, Safety and Transportation 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 Aurora Fire Department stations with the option for two(2) one 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 Fire Department mowing, and Landscape maintenance area includes 38,772 square yards of area around the fire stations and right-of-away; and
WHEREAS, Formal bid was published and opened on March 22, 2023 where nine bids were received; and
WHEREAS, Beary Landscape is 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 the 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 account 101-3033-422.36-15 ($18,720)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The City of Aurora, IL shall enter a contract with Beary Landscape to provide landscape maintenance for the fire stations.