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TO: Mayor Richard C. Irvin
FROM: Abby Schuler - Downtown Services Manager
DATE: April 20, 2020
SUBJECT:
Requesting approval of the Langton Group as the contractor for the division of Downtown Services mowing and landscape maintenance for 2020 in the amount of $29,418, with the option 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. The mowing and maintenance includes 14,800 square yards of area adjacent to parking lots, and 20,100 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 2020 season and included the option for two (2) one-year extensions. Responses were received from 11 vendors with Langton Group from Woodstock, IL being the lowest responsible bidder. References listed on Langton's bid were called and the reviews were very 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.
While this project was subject to the local preference ordinance, no local vendor was within the 4% of the lowest, responsible bidder.
Funding for the services will be; accounts 520-4432-433.36-15 ($10,284) and 101-4430-418.36-15 ($19,134). A budget transfer has been requested to add funds to account 101-4430-418.36-15 in the amount of $8,000 from accounts 101-4430-418-32-20 and 101-4430-418-38-05 at $4,000 each. After the transfer, both mowing accounts will have enough funds to cover the year 2020 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 Langton Group for the mowing and landscape maintenance of the Downtown area.
cc: City Council
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution awarding Langton Group, Woodstock, IL as the 2020 contractor for Downtown mowing and landscape maintenance 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 Downtown mowing and landscape maintenance area includes 14,800 square yards of area adjacent to parking lots, and 20,100 square yards of green open space and right-of-way
WHEREAS, Langton Group was the lowest responsible bidder for the 2020 mowing season based on a formal bid solicitation process
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 520-4432-433.36-15 ($10,284) and 101-4430-418.36-15 ($19,134). A budget transfer has been submitted to assure sufficient funding in both accounts; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the award for the Downtown mowing and landscaping maintenance for the 2020 season with the option for two (2) one year extensions be awarded to Langton Group of Woodstock, IL.