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CITY OF WEST CHICAGO
CITY COUNCIL
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEMNUMBER: __!- F-
Rejection of all Bids and Re-bid - 2024 Right-of-Way
(ROW) Maintenance Program (Base Bid + Alternate) COMMITTEE AGENDA DATE: NA
COUNCIL AGENDA DATE: December 18, 2023
STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE Mah : S
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman
SIGNATURE.
ITEM SUMMARY:
Annually, since 2005, the City has contracted landscape maintenance services for multiple City-owned and
maintained rights-of-way and properties at various locations for a period of approximately 30 consecutive weeks.
Services include, but are not limited to, mowing, trimming, edging, weed removal, shredded hardwood mulch
installation, chemical broadleaf control, fall leaf removal, and lawn fertilization.
The 2024 program consists of 131 City owned properties and/or right-of-ways. This years’ bid also included an
alternate bid for the two City owned and maintained cemeteries, Oakwood and Glen Oak, which are currently
maintained by Cemetery Sexton (Sexton) staff as part of their contract with the City. Sexton has provided cemetery
services for the City for a long time. Sexton has submitted a proposal for continued services at both cemeteries
between January 1, 2024, thru December 31, 2026 with price increase for majority of their services. The most
notable cost increase is in the ground maintenance activities, up 144% and 50% for Glen Oak and Oakwood,
respectively. The broadleaf weed control and fertilizer application was proposed at 88% and 39% for Glen Oak and
Oakwood, respectively. All of these services are also part of the ROW Maintenance Program and for a comparison,
staff included these items as an alternate bid.
On November 7, 2023, the City advertised for 2024 ROW Maintenance Program in the Daily Hearld as well as on
QuestCDN, an online bidding platform, with a bid opening date of November 28, 2023. There were five plan
holders but only one bid was received. The results of the as read bids are listed below.
Contractor Base Bid Alternate Bid Total Bid
Mark1 Landscape $292,688.00 $26,736.00 $319,424.00
The total bid is currently over proposed FY 2024 budget; therefore, staff recommends rejecting all bids (base +
alternate) and re-bid. Upon seeking feedback from the plan holders that didn’t submit a bid, two mentioned they
couldn’t secure a bid bond in time due to the Thanksgiving holidays while one mentioned staff wasn’t available to
due to scheduled time off for the holidays. All indicated if the program was re-bid with longer bid timeframe, they
would be interested in bidding on the project. The only bidder that submitted the bid was not happy with the City’s
decision to re-bid but indicated they would bid again. Staff also sought feedback from the perspective bidders on
what changes can be made to specifications to reduce the cost of the program. Staff will review the specification
and make necessary changes to possibly bring the overall costs within budget.
ACTIONS PROPOSED:
Reject all Bids and Re-bid the 2024 Right-of-Way Maintenance Program (Base Bid + Alternate)
COMMITTEE RECOMMENDATION:
This item did not go to Committee.

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Item + 7.9.
RESOLUTION NO. 23-R-0096
A RESOLUTION MAKING A DETERMINATION RELATIVE TO THE
RELEASE OF EXECUTIVE SESSION MINUTES PURSUANT TO THE
ILLINOIS OPEN MEETINGS ACT
WHEREAS, the City Council of the City of West Chicago met from time to time
in executive session for purposes authorized by the Illinois Open Meetings Act; and,
WHEREAS, as required by the Act, the City Administrator, serving as the City
Clerk, has kept written minutes of all such executive sessions; and,
WHEREAS, pursuant to the requirements of the Open Meetings Act, the City
Council has met in executive session to review all executive session minutes; and,
WHEREAS, the City Council has determined that the minutes of the meetings or
parts of meetings listed on Schedule “A” attached hereto no longer require confidential
treatment and should be made available for public inspection; and,
WHEREAS, the City Council has further determined that a need for
confidentiality still exists to the executive session minutes from the meetings or parts of
meetings not set forth on Schedule “A” attached hereto.
NOW, HEREFORE, BE IT RESOLVED by the City Council of the City of West
Chicago, Illinois, as follows:
SECTION 1. The Executive Session minutes for those meetings set forth on
Schedule “A” attached hereto are hereby released for public inspection.
SECTION 2. The City Administrator, serving as the City Clerk, is hereby
authorized and directed to make said minutes available for inspection and copying in
accordance with the standing procedures of the Clerk’s office.
SECTION 3. This resolution shall be in full force and effect from and after its
adoption and approval.
APPROVED AND ADOPTED this 18" day of December 2023.
AYES:
NAYS:
ABSTAIN:
ABSENT:
Ruben Pineda, Mayor
ATTEST:
Valeria Perez, Executive Office Manager

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23-R-0096
Page 2 of 2
RESOLUTION 23-R-0096
SCHEDULE “A”
EXECUTIVE SESSION MINUTES
WHICH NO LONGER REQUIRE CONFIDENTIAL TREATMENT
AND ARE AVAILABLE FOR PUBLIC INSPECTION
1/18/10 | Soto HUD Complaint
11/1/10 151 W. Washington Street
4/4/16 Schramm — Well #12
10/17/16 Pension Fund Litigation
5/20/19 CIMA Litigation
10/7/19 CIMA Litigation

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Item # 7. K.
RESOLUTION NO. 23-R-0097
A RESOLUTION AUTHORIZING THE DESTRUCTION
OF AUDIO RECORDINGS OF CERTAIN CLOSED MEETINGS
WHEREAS, Section 2.06 (a) of the Illinois Open Meetings Act, 5 ILCS 120/2.06
(a), requires public bodies to audio or video record their closed meetings; and
WHEREAS, the City Council of the City of West Chicago has an audio recording
of their closed session meetings, in compliance with that requirement; and
WHEREAS, Section 2.06 (c) the Open Meetings Act, 5 ILCS 120/2.06 (c),
permits a public body to destroy the verbatim record of closed meetings without
notification to or the approval of a records commission or the State Archivist, not less
than eighteen (18) months after the completion of the meeting recorded, but only after:
1. The City approves the written minutes of the closed session meeting, in
compliance with Section 2.06 (a) of the Open Meetings Act; and,
2. The City approves the destruction of the recording from a particular closed
session meeting.
WHEREAS, for the verbatim record by tape of the closed meeting set forth in
Section 2 below of this Resolution, at least eighteen (18) months have passed since the
completion of that meeting, and, further, the City Council has approved written minutes
for that meeting; and
WHEREAS, a body may order the destruction of the verbatim record even if it
continues to withhold the approved written minutes of the closed meeting until some later
period of time; and
WHEREAS, the City Council is unaware of any judicial or administrative causes
of action imminent or pending that would require judicial examination pursuant to
Section 2.06 (e), 5 ILCS 5/2.06 (e), of the verbatim record of the meeting set forth in
Section 2 below.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF WEST CHICAGO, DUPAGE COUNTY, ILLINOIS, in regular session
assembled as follows:
Section 1. Foregoing recitals are incorporated herein by reference.
Section 2. Based upon said recitals, the City Council hereby orders the
Executive Assistant to destroy the verbatim record being an audio tape of the
following closed meeting:
Resolution No. 23-R-0097
Page 1 of 2

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2022
May 2, 2022
Section 3. This Resolution shall be in full force and effect immediately upon
its passage.
APPROVED AND ADOPTED this 18"" day of December, 2023.
AYES:
NAYS:
ABSTAIN:
ABSENT:
Ruben Pineda, Mayor
ATTEST:
Valeria Perez, Executive Office Manager
Resolution No, 23-R-0097
Page 2 of 2