===== PDF PAGE 101 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO I INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 25-R-0081 - Second Contract Extension - COMMITTEE AGENDA DATE: December 4, 2025Addlawn Landscaping, Inc. - 2026 Right-of-Way (ROW) COUNCIL AGENDA DATE: December 15, 2025 Maintenance Program in an Amount Not to Exceed $266,158.61 STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE _________ _ APPROVED BY INTERIM CITY ADMINISTRATOR: Tia Messina 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. I • A provision of the current Contract allows it to be extended for two additional years, through mutual agreement, if the City is satisfied with the 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. On December 16, 2024, the City Council approved Resolution No. 24-R-0090 awarding the first contract extension for an amount not to exceed $257,101.20. CPI is based upon the average of the previous twelve months, non-seasonal adjusted, which was 3.1 % as of August 2025. A written request for an extension was , received on November 17, 2025, to extend the contract for the Fiscal Year 2026 at 2% increase in pricing. This will be the second of the two allowable extensions. The staff recommends that a Contract extension be awarded to Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2026 Right-of-Way Maintenance Program, for an amount not to exceed $266,158.61. Please note that several City-owned properties will have a larger footprint for the 2026 ROW Maintenance Program due to the demolition of existing homes and removal of existing impervious areas on the site. Additionally, missed locations from the previous contract were added, such as 126 Wood St, as well as new areas, such as medians along IL-38. Staff are satisfied with Addlawn's services during Fiscal Year 2024 and 2025. Services for the 2026 ROW Maintenance Program will be funded from the Capital Projects Fund ($298,200.00), Water Fund ($35,500.00), Sewer Fund ($7,000.00), General Fund ($22,700.00), and Commuter Parking Fund ($7,900.00). Across all accounts, total funds budgeted for this Program are $371,300.00 in FY 2026. ACTIONS PROPOSED: Approve Resolution No. 25-R-0081 authorizing the Mayor to execute a Second Contract extension with Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2026 Right-of-Way Maintenance Program, for an amount not to exceed $266,158.61. COMMITTEE RECOMMENDATION: ===== PDF PAGE 102 ===== [Extraction: embedded PDF text] RESOLUTION NO. 25-R-0081 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A SECOND CONTRACT EXTENSION WITH ADDLA WN LANDSCAPING, INC. OF LOMBARD, ILLINOIS, FOR THE 2026 RIGHT-OF-WAY MAINTENANCE PROGRAM FOR AN AMOUNT NOT TO EXCEED $266,158.61 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 Second Contract extension with Addlawn Landscaping, Inc. of Lombard, Illinois, for the 2026 Right-of-Way Maintenance Program, for an amount not to exceed $266,158.61, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of December 2025. AYES: NAYES: ABSTAIN: ABSENT: Daniel Bovey, Mayor ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 103 ===== [Extraction: embedded PDF text] From: Chris carter To: Mehyl pate1 Cc: Jonathan Whiteaker:~ Subject: Re: 2026 ROW Maintenance - Addlawn - Contract Extension Date: Monday, November 17, 2025 1:54:39 PM Attachments: fmaoeoo1,ona 2026 west ChJcaga Addlawn Landscap1no 2% PrJcJno.pdF • \ 1 ION: This email originated from o~tside of the organization. Good afternoon Mehul, Thank you again for the opportunity to continue our relationship and servicing the City of West Chicago ROW Maintenance portfolio. Attached is the 2026 pricing that has a 2% increase from 2025. Please let me know if you need anything additional from me to get this approved and I will wait to hear back from you regarding the new properties that you were looking to add to the list. Chris Carter Vice President of Sales & Operations Addlawn Landscaping, Inc. 960 N. Lombard Road Lombard, Illinois 60148 Office: 630-543-9130 Fax: 630-543-3506 Cell: 708-870-7639 Email: ccarter@addlawn.co111 On Thu, Nov 13, 2025 at 11:10 AM Mehul Patel wrote: Chris, I appreciate the prompt response. Let us work on getting the additional locations on the list while you can work on the pricing for current locations. We'll try to get you the additional location by next week 11/18/25. I will need the final pricing list by 11/24/25. ===== PDF PAGE 104 ===== [Extraction: embedded PDF text] Mehul T. Patel, P.E., CFM Director of Public Works City of West Chicago 630-293-2255 From: Chris Carter Sent: Thursday, November 13, 2025 11:06 AM To: Mehul Patel Cc: Jonathan Whiteaker <)Whjteaker@westchjca(i:o or~>; Kevin W Subject: Re: 2026 ROW Maintenance - Addlawn - Contract Extension TIO. : This email originated from outside oftl~e organirzation. Good morning Mehul, Thank you for reaching out. Yes, we are interested in continuing our relationship for the 2026 ROW Maintenance and would be happy to submit our pricing for whenever you will need this for your upcoming meetings. At this time, should I submit for the current property list or wait for the additional properties that are expected to be added? Chris Carter Vice President of Sales & Operations Addlawn Landscaping, Inc. 960 N. Lombard Road Lombard, Illinois 60148 ===== PDF PAGE 105 ===== [Extraction: embedded PDF text] Office: 630-543-9130 Fax: 630-543-3506 Cell: 708-870-7639 Email: ccarter@add1awn.com [ --1 =--c- On Thu, Nov 13, 2025 at 11 :00 AM Mehul Patel wrote: Good morning Chris, Thank you to the Addlawn team for its work and partnership in 2025. It is my understanding that Jake has been speaking with and/or Chris to exercise the second (and final) contract extension available for the ROW Maintenance Program for 2026. As you are aware, the contract extension is available at CPI or 2% increase over previous year, whichever is lower. The 2025 contract amount is $257,101.20. The City anticipates to add a few more locations for the 2026 program year following some scheduled demolition of City properties in the Downtown as well as additional landscaping medians added along IL-38. I wanted to reach out to gauge your interest in renewing the contract for 2026. If you are interested, please let me know soon as the next Infrastructure Committee meeting is fast approaching on December 4, 2025. With the Thanksgiving Holidays between now and then, time is of the essence. Thank you and looking forward to hearing from you. Mehul T. Patel, P.E., CFM Director of Public Works Department of Public Works 475 Main St, West Chicago, IL 60185 Phone: (630)293-2255