===== PDF PAGE 60 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _L/-__,_._-.---....:..{-_. __ Resolution No. 24-R-0090 - First Contract Extension - COMMITTEE AGENDA DATE: December 5, 2024Addlawn Landscaping, Inc. - 2025 Right-of-Way (ROW) COUNCIL AGENDA DATE: December 16, 2024 Maintenance Program in an Amount Not to Exceed $257,101.20 STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE_____ ____ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE_ _ _______ _ ITEM SUMMARY: On February 19, 2024, the City Council approved Resolution No. 24-R-0011 awarding a contract to Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2024 Right-of-Way Maintenance Program, for an amount not to exceed $252,060.00. The contract covers landscape maintenance services for 131 City-owned and maintained rights-of-way at various locations as well as Glen Oak and Oakwood cemeteries 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. A provision of the current Contract allows it to be extended for two additional years, through mutual agreement, if the City is satisfied with services provided, and if approved by the City Council. The Contract provision also allows for an increase pursuant to the Consumer Price Index (CPl)-AII Urban Consumers, Chicago or 2%, whichever is less. CPI is based upon the average of the previous twelve months, non-seasonal adjusted, which was 3.5% as of October 2024. A written request for an extension was received on November 22, 2024, to extend the contract for the Fiscal Year 2025 at 2% increase in pricing. This will be the first of the two allowable extensions. It is staff's recommendation that a Contract extension be awarded to Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2025 Right-of-Way Maintenance Program, for an amount not to exceed $257,101.20. Staff is satisfied with Addlawn's services during Fiscal Year 2024. Services for the 2025 ROW Maintenance Program will be funded from the Capital Projects Fund ($236,300.00), Water Fund ($34,000.00), Sewer Fund ($7,000.00), General Fund ($22,000.00), and Commuter Parking Fund ($7,300.00). Across all accounts, total funds budgeted for this Program are $306,600.00. ACTIONS PROPOSED: Approve Resolution No. 24-R-0090 authorizing the Mayor to execute a First Contract extension with Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2025 Right-of-Way Maintenance Program, for an amount not to exceed $257,101.20 COMMITTEE RECOMMENDATION: ===== PDF PAGE 61 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0090 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A FIRST CONTRACT EXTENSION WITH ADDLAWN LANDSCAPING, INC. OF LOMBARD, ILLINOIS, FOR THE 2025 RIGHT-OF-WAY MAINTENANCE PROGRAM FOR AN AMOUNT NOT TO EXCEED $257,101.20 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to a execute a First Contract extension with Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2025 Right-of-Way Maintenance Program, for an amount not to exceed $257,101.20, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of December 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 62 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO lllfiRA\SJiR!UCl'I\JRE COl'IMlnEE AaSH!lYA ITIEM ~ ITEM TITLE: AGENDA ITEM NUMBER: ~ ~ 4 ., Resolution No. 24-R-0091 - Contract Award - Cemetery Management, Inc. (John B. Reynolds) for Cemetery COMMITTEE AGENDA DATE: December 5, 2024 Sexton Services in an Amount Not to Exceed $62,700.00 COUNCIL AGENDA DATE: December 16, 2024 for FY 2025 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 $20,000.00 annually for interments since 2017. The most recent contract with CMI expires at the end of December 31, 2024. On November 26, 2024, Mr. Reynolds expressed his willingness to continue to provide Cemetery Sexton Services for the City's Glen Oak and Oakwood Cemeteries for FY 2025 at the same pricing as FY 2024. Due to cost saving reasons, ground maintenance activities at both cemeteries such as mowing, weed applications and fertilization, has been shifted to the annual Right-of-Way Maintenance Program. CMI will continue to perform spring cleanup, fall cleanup and snow plowing. CMI will also be performing resetting of headstones at Oakwood and seal coating at Glen Oaks in FY 2025. Due to satisfactory past performance, it is staff's recommendation that the contract be awarded to CMI for FY 2025. Appropriate funds are budgeted under 01-09-23-4209 ($32,600.00); 01-09-23-4216 ($10,000.00); 01-09-23-4217 ($7,500.00) and 01-09-23-4225 ($12,600.00). ACTIONS PROPOSED: Approve Resolution No. 24-R-0091 authorizing the Mayor to execute a Contract with Cemetery Management, Inc. (John B. Reynolds) for Cemetery Sexton Services in an amount not to exceed contract amount of $62,700.00 for FY 2025. COMMITTEE RECOMMENDATION: ===== PDF PAGE 63 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0091 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH CEMETERY MANAGEMENT, INC. (JOHN B. REYNOLDS) FOR CEMETERY SEXTON SERVICES IN AN AMOUNT NOT TO EXCEED $62,700.00 FOR FY2025 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 with Cemetery Management, Inc. (John B. Reynolds) for Cemetery Sexton Services in an amount not to exceed contract amount of $62,700.00 for FY 2025, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of December 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 64 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO IINFMSiFR;ll;J&TIJIRE OONUVfFn'EE AGiE!NID'A !ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: t+~H- Resolution No. 24-R-0092 - Contract Award - Steve Piper and COMMITTEE AGENDA DATE: December 5, 2024Sons for the 2025 Forestry Maintenance Program in an Amount COUNCIL AGENDA DATE: December 16, 2024Not to Exceed $146,000.00 STAFF REVIEW: Mehul T. Patel, PE - Director of Public Works SIGNATURE APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE ITEM SUMMARY: The Forestry Maintenance Program (Program) covers contractual trimming and removal of parkway trees. The Program is funded to enable completion of a five-year trimming cycle for the whole town, which is the recommended procedure by Arborists. The scope of work includes tree trimming and tree removals ( only over 15- inches in diameter) throughout the City limits. The request for bids was advertised in the Daily Herald and on an online bidding platform QuestCDN on November 5, 2024. The staff publicly opened bids on November 26, 2024, and below are the bid results: BASE BID SUBMITTAL CONTRACTOR RANK AMOUNT Steve Piper & Sons, Inc. $145,479.50 1 Abbott Tree Care Professionals $146,303.75 2 ENGINEER'S ESTIMATE $150,000.00 NIA References from other Illinois municipalities were contacted and all had positive responses for performance and services completed by Steve Piper & Sons, Inc.; all indicated that they would use them again. Steve Piper and Sons, Inc. was the lowest responsible bidder for seven of the last eight Forestry Maintenance Programs completed in West Chicago including the 2022 Forestry Maintenance Program. City staff was satisfied with all of Piper's past performances and recommends award of the Program. The Program will be funded by Capital Projects Fund account 08-34-53-4870 where $150,000.00 is budgeted in FY 2025. ACTIONS PROPOSED: Approve Resolution No. 24-R-0092 authorizing the Mayor to execute a contract with Steve Piper & Sons, Inc. of Naperville, Illinois, as the lowest responsible bidder, to provide services for the 2025 Forestry Maintenance Program, in an amount not to exceed $146,000.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 65 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0092 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH STEVE PIPER & SONS, INC. OF NAPERVILLE, ILLINOIS FOR SERVICES RELATED TO THE 2025 FORESTRY MAINTENANCE PROGRAM IN AN AMOUNT NOT TO EXCEED $146,000.00 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 with Steve Piper & Sons, Inc. of Naperville, Illinois, as the lowest responsible bidder, to provide services for the 2025 Forestry Maintenance Program, in an amount not to exceed $146,000.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of December 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez