===== PDF PAGE 61 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _4-_' ,_, ..;;;E."--,--- Resolution No. 24-R-0021 - Contract Amendment No. 1 - Cemetery Management, Inc. (John 8. Reynolds) for COMMITTEE AGENDA DATE: March 7, 2024 Cemetery Sexton Services in an amount of $25,000.00 for COUNCIL AGENDA DATE: March 18, 2024 a revised not to exceed amount of $45,000.00 for FY 2024 STAFF REVIEW: Mehul T. Patel, P.E., Director of Public Works SIGNATURE,~~~~~~~~~~- APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE.~~~~~~~~~~- ITEM SUMMARY: Annually, the City employs, as an independent contractor, a Cemetery Sexton to supervise and direct all activities in the Glen Oak and Oakwood Cemeteries, including, but not limited to, sales of gravesites, performing grave openings and closings, grounds maintenance, and preparation and maintenance of records and reports for submittal to the City. Since May 7, 1990, Mr. John Reynolds of Cemetery Management, Inc. (CMI) has contractually been the City's Cemetery Sexton. The City pays Mr. Reynolds an annual sexton salary of $7,200.00, plus additional costs associated with interments, grounds maintenance, and other contractual services as requested. The number of interments, and number of snow removal events, remain the unknown factors that impact budgeted expenditures; however, the City averages about $18,000.00 annually for interments since 2017. The most recent contract with CMI expired at the end of December 31, 2023. Prior to the expiration of the contract, staff met with CMI to discuss renewal options. CMI had submitted a proposal for continued services at both cemeteries between January 1, 2024, thru December 31, 2026, with price increases for most of its services. The most notable cost increase was in the ground maintenance activities, up 144% and 50% for Glen Oak and Oakwood-Cemeteries, respectively. The broadleaf weed control and fertilizer application were proposed at 88% and 39% for Glen Oak and Oakwood Cemeteries, respectively. For pricing comparison, City staff included the grounds maintenance services for both cemeteries as an alternate bid in its 2024 Rights-of-Way (ROW) Maintenance Program which also included 131 other locations throughout the City. Staff received much more favorable pricing for the grounds maintenance related items at the cemeteries through its 2024 ROW Maintenance Program. On February 19, 2024, the City Council approved Resolution No. 24-R-0011 with Addlawn Landscaping, Inc. for the 2024 ROW Maintenance Program. While staff worked to determine the best options for the ground maintenance related items, a short-term contract with CMI in the amount not to exceed $20,000.00 was approved administratively to continue other services at the cemeteries. This contract is set to expire on March 31, 2024, and needs to be extended until the end of FY 2024. Due to satisfactory past performance, it is staffs recommendation that the contract be extended to December 31, 2024. Appropriate funds are budgeted under 01-09-23-4209 ($25,000.00); 01-09-23-4216 ($7,800.00); 01-09-23- 4217 ($7,200.00) and 01-09-23-4225 ($5,000.00). ACTIONS PROPOSED: Approve Resolution No. 24-R-0021 authorizing the Mayor to execute a Contract Amendment No. 1 with Cemetery Management, Inc. (John B. Reynolds) for Cemetery Sexton Services in an amount of $25,000.00 for a revised not to exceed contract amount of $45,000.00 for FY2024 COMMITTEE RECOMMENDATION: ===== PDF PAGE 62 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0021 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AMENDMENT NO. 1 WITH CEMETERY MANAGEMENT, INC. (JOHN B. REYNOLDS) FOR CEMETERY SEXTON SERVICES IN AN AMOUNT OF $25,000.00 FOR A REVISED NOT TO EXCEED CONTRACT AMOUNT OF $45,000.00 FOR FY2024 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract Amendment No. 1 with Cemetery Management, Inc. (John B. Reynolds) for Cemetery Sexton Services in an amount of $25,000.00 for a revised not to exceed contract amount of $45,000.00 for FY2024, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 181h day of March 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez