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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E., Engineering Coordinator
DATE: March 23, 2020
SUBJECT:
A resolution extending unit prices submitted by W.E. Mundy Landscaping & Garden Center, Inc. for the 2017 Citywide Landscaping Repair and Maintenance Program.
PURPOSE:
To accept/offer the first of two one year contract extension with W.E. Mundy Landscaping & Garden Center, Inc. to provide landscaping repair and maintenance for various divisions within the City of Aurora. The resolution also seeks to allow for administratively-approved extensions to the term of the contract when mutually agreed upon by the Department of Engineering and W.E. Mundy Landscaping & Garden Center, Inc., and executed by the Director of Purchasing or the Chief Financial Officer
BACKGROUND:
This contract was last bid in 2017 which expired on December 31, 2019 but the contract had option for 2 one year extensions in 2020 and 2021. A letter attached as exhibit A details Mundy Landscaping's desire to extending the 2017 unit prices and the City of Aurora division's utilizing this contract have the same desire. 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. This contract will not be used for restoration on any current or future capital improvement projects.
DISCUSSION:
The Citywide landscaping Repair and Maintenance Program was publicly advertised and bid in conformance with City procedures in 2017. The advertisement for bid is attached as Exhibit B. Three bids were received which can be seen on the attached bid tabulation attached as Exhibit C. Bids were reviewed and scored based on criteria such as fee, experience, personnel, and references as listed in the bid documents. Three independent rankers determined that W.E. Mundy Landscaping & Garden Center, Inc. was the most appropriate contractor for this program based on the established review metrics. Evaluation of the submitted unit prices accounted for half of the ranking and the vast majority of W.E. Mundy Landscaping & Garden Center, Inc.'s fixed costs were lower.
The public works division has reviewed the unresolved restoration sites and evaluated which sites shall be designated as critical or a safety hazard. It is anticipated that the cost these hazardous locations will not exceed $50,000. 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. The contract extension will be for one year with the option for another one year extension upon mutual agreement with two one-year extensions possible based on mutual agreement between the contractor and the City of Aurora.
IMPACT STATEMENT:
This program will efficiently address unforeseen disturbances to landscaped or open spaces in a timely manner minimizing the nuisance to residents of the City of Aurora.
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 Authorizing a Contract with W.E. Mundy Landscaping & Garden Center, Inc., 1135 Mitchell Road, Suite 100, Aurora, IL 60505 to extend the unit prices submitted for the Citywide Landscape Repair & Maintenance Contract.
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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, This contract was last bid in 2017, and
WHEREAS, The Citywide landscaping Repair and Maintenance Program was publicly advertised and bid in conformance with City procedures, and
WHEREAS, The original contract expired December 31, 2019 with two one-year extensions possible based on mutual agreement between the contractor and the City of Aurora, and
WHEREAS, The August 2017 contract was for two years and four months with two one-year extensions possible based on mutual agreement between the contractor and City of Aurora, for which the Department of Engineering 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, This program was budgeted annually 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 (2020 budget of $130,000.00).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the contract with W.E. Mundy Landscaping & Garden Center, Inc., 1135 Mitchell Road, Suite 100, Aurora, IL 60505 utilizing the unit prices submitted for the Citywide Landscape Repair & Maintenance Contract is hereby approved.