R-1422 - 12/09/2014 - PURCHASING - Resolutions Supporting Documents ITEM 7.F. 1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
December 9,2014
SUBJECT: Award of Contract-- Landscape Maintenance Services
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $152,060 is included in various programs within the Fy-I5
budget for this item ($27,720 in 321-76500, $10,500 in 351-76500, and$113,840 in 362-76500).
RECOMMENDED MOTION: I move that the Village Board award a one-year contract,with (3)
one-year options to renew, to the lowest responsive and responsible bidder,The TLC Group Ltd..,
Clarendon Hills, Illinois for Village-wide landscape maintenance services for the annual unit costs
indicated on the attached bid tabulation (2015 - $74,385.30, 2016 - $74,385.30, 2017 — $74,385.30
2018- $74,385.30.),subject to staff and attorney review,and approve Resolution 2014-PG-LSCP-R-
1422,a Resolution Approving the Purchase of Landscape Maintenance Services.
Background/History:
Five sealed bids were opened on Wednesday, November 12, 2014. Staff is recommending a contract be
awarded to The TLC Group, Ltd. for a one-year term with (3) one-year options to renew at the Village's
discretion. References submitted were reviewed by staff and are adequate. However, as with other
contracts of this type, our specifications allow the Village to cancel the contract if the quality of work
fails to meet our expectations.
Services will include grass mowing, weeding, fertilization, weed control, light pruning and plant bed
cultivation. Areas to be maintained include: Butler Government Center Complex, Public Works
Building, Fire Station 42, Water Pump Stations and Reservoirs, and various medians and parkways
throughout the Village. Also included is the maintenance of various County and State rights-of-way. The
contract will allow for additions or deletions of property during the term,
Recommendation:
Staff recommends that the Village Board award a contract to the lowest responsive and responsible
bidder, The TLC Group, Ltd., Co., subject to staff and attorney review, for landscape maintenance of the
various areas and approve Resolution 2014-PG-LSCP-R-1422.
j',tvorddoelbid recommendations12014 bid-recomrnendations12014 landscape maintenance.doe ��
2014 LANDSCAPE MAINTENANCE BID TABULATION
The TLC KCG Classic KGI Green
YEAR ITEM Group Ltd. Management Landscape Ltd. Landscaping Horizon,Inc.
2015 Village Complex $8,258.00 $11,175.00 $16,160.00 $22,200.00 $10,800.00
Fire Station No.2 $3,255.00 $3,345.00 $3,440.00 $5,400.00 $2,900.00
Improved Rights-of-Way $28,388.30 $26,800.00 $29,600.00 $31,800.00 $61,000.00
Unimproved Rights-of-Way $6,055.00 $15,914.00 $7,100.00 $8,400.00 $14,000.00
County Rights-of-Way $4,557.00 $9,400.00 $5,100.00 $4,920.00 $6,800.00
Well Houses&Reservoirs $10,280.00 $7,200.00 $11,520.00 $14,400.00 $14,000.00
Westchester Park $5,025.00 $5,760.00 $4,480.00 $7,800.00 $3,300.00
sub-total $65,818.30 $79,594.00 $77,400.00 $94,920.00 $112,800.00
Salt Creek 1st mowing $1,970.00 $1,800.00 $3,320.00 $2,250.00 $2,500.00
Salt Creek 2nd mowing $1,970.00 $1,800.00 $2,800.00 $2,250.00 $2,500.00
Weed Trimming Medians $2,452.00 $1,950.00 $1,445.00 $5,000.00 $400.00
615 22nd Street $2,175.00 $600.00 $4,880.00 $6,000.00 $1,400.00
sub-total $8,567.00 $6,150.00 $12,445.00 $15,500.00 $6,800.00
2015 Total $74,385.30 $85,744.00 $89,845.00 $110,420.00 $119,600.00
2016 Village Complex $8,258.00 $12,000.00 $16,160.00 $22,200.00 $10,800.00
Fire Station No.2 $3,255.00 $3,500.00 $3,440.00 $5,400.00 $2,900.00
Improved Rights-of-Way $28,388.30 $27,000.00 $29,600.00 $31,800.00 $62,000.00
Unimproved Rights-of-Way $6,055.00 $16,000.00 $7,100.00 $8,400.00 $14,000.00
County Rights-of-Way $4,557.00 $9,000.00 $5,100.00 $4,920.00 $6,800.00
Well Houses&Reservoirs $10,280.00 $7,000.00 $11,520.00 $14,400.00 $14,400.00
Westchester Park $5,025.00 $6,000.00 $4,480.00 $7,800.00 $3,400.00
sub-total $65,818.30 $80,500.00 $77,400.00 $94,920.00 $114,300.00
Salt Creek 1st mowing $1,970.00 $1,500.00 $3,320.00 $2,250.00 $2,500.00
Salt Creek 2nd mowing $1,970.00 $1,500.00 $2,800.00 $2,250.00 $2,500.00
Weed Trimming Medians $2,452.00 $1,850.00 $1,445.00 $5,000.00 $400.00
615 22nd Street $2,175.00 $600.00 $4,880.00 $6,000.00 $1,400.00
sub-total $8,567.00 $5,450.00 $12,445.00 $15,500.00 $6,800.00
2016 Total $74,385.30 $85,950.00 $89,845.00 $110,420.00 $121,100.00
2017 Village Complex $8,258.00 $12,000.00 $16,160.00 $24,200.00 $11,100.00
Fire Station No.2 $3,255.00 $3,500.00 $3,440.00 $5,900.00 $3,100.00
Improved Rights-of-Way $28,388.30 $26,000.00 $29,600.00 $34,800.00 $63,000.00
Unimproved Rights-of-Way $6,055.00 $15,500.00 $7,100.00 $9,200.00 $14,700.00
County Rights-of-Way $4,557.00 . $9,000.00 $5,100.00 $5,320.00 $7,000.00
Well Houses&Reservoirs $10,280.00 $7,000.00 $11,520.00 $15,800.00 $14,400.00
Westchester Park $5,025.00 $6,000.00 $4,480.00 $8,500.00 $3,500.00
sub-total $65,818.30 $79,000.00 $77,400.00 $103,720.00 $116,800.00
Salt Creek 1st mowing $1,970.00 $1,900.00 $3,320.00 $2,450.00 $2,500.00
Salt Creek 2nd mowing $1,970.00 $1,800.00 $2,800.00 $2,450.00 $2,500.00
Weed Trimming Medians $2,452.00 $1,900.00 $1,445.00 $5,000.00 $400.00
615 22nd Street $2,175.00 $600.00 $4,880.00 $6,000.00 $1,500.00
sub-total $8,567.00 $6,200.00 $12,445.00 $15,900.00 $6,900.00
2017 Total $74,385.30 $85,200.00 $89,845.00 $119,620.00 $123,700.00
2018 Village Complex $8,258.00 $12,000.00 $16,160.00 $24,200.00 $11,100.00
Fire Station No.2 $3,255.00 $3,500.00 $3,440.00 $5,900.00 $3,100.00
Improved Rights-of-Way $28,388.30 $26,000.00 $29,600.00 $34,800.00 $64,000.00
Unimproved Rights-of-Way $6,055.00 $16,000.00 $7,100.00 $9,200.00 $14,700.00
County Rights-of-Way $4,557.00 $9,000.00 $5,100.00 $5,320.00 $7,000.00
Well Houses&Reservoirs $10,280.00 $7,000.00 $11,520.00 $15,800.00 $14,600.00
Westchester Park $5,025.00 $6,000.00 $4,480.00 $8,500.00 $3,600.00
sub-total $65,818.30 $79,500.00 $77,400.00 $103,720.00 $118,100.00
Salt Creek 1st Mowing $1,970.00 $1,900.00 $3,320.00 $2,450.00 $2,500.00
Salt Creek 2nd Mowing $1,970.00 $1,800.00 $2,800.00 $2,450.00 $2,500.00
Weed Trimming Medians $2,452.00 $1,900.00 $1,445.00 $5,000.00 $400.00
615 22nd Street $2,175.00 $600.00 $4,880.00 $6,000.00 $1,500.00
sub-total $8,567.00 $6,200.00 $12,445.00 $15,900.00 $6,900.00
2018 Total $74,385.30 $85,700.00 $89,845.00 $119,620.00 $125,000.00
4-YR.TOTAL $297,541.20 $342,594.00 $359,380.00 $460,080.00 $489,400.00
RESOLUTION 2014-PG-LSCP-R-1422
A RESOLUTION APPROVING THE PURCHASE OF LANDSCAPE MAINTENANCE SERVICES
WHEREAS, the Village desires to retain a firm to provide landscape services to the Village to
maintain the landscaping on various Village properties ("Landscape Services"); and
WHEREAS, on October 29, 2014, the Village requested bids to provide the Village Landscape
Services; and
WHEREAS, the Village received five (5) sealed bids to provide Landscape Services; and
WHEREAS, the TLC Group, Ltd. of Bolingbrook, Illinois ("TLC") was the lowest responsive and
responsible bidder to provide the Landscape Services; and
WHEREAS, the Village and TLC desire to enter into and execute an agreement for TLC to
provide the Village the Landscape Services ("Agreement"), which Agreement is attached as Exhibit A;
and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby award
the contract for Landscape Services to TLC and approve the Agreement by and between the Village and
TLC in substantially the same form as attached as Exhibit A.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the Agreement in substantially the same form as
attached hereto as Exhibit A after receipt of the final Agreement fully executed by TLC.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-PG-LSCP-R-1422
Approving the Purchase of
Landscape Services
Page 2 of 3
APPROVED THIS 9th day of December, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 9th day of December, 2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-PG-LSCP-R-1422
Approving the Purchase of
Landscape Services
Page 3 of 3
EXHIBIT A
AGREEMENT
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. wort---� REVIEW OF CONTRACTS
Awar ing Agency: Type of Contract:
D�t3 Lands -pe (Y)ccir ,-,6e,ii.. fie...
Depa nt: Program/Account Number:
Awarded Contract Price: Budgeted Amount:
Under $20,000 $500,001 - $1,000,000
$20,000 - $500,000 n Over $1,000,000
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Date:
Name:
Name: �.. Date: /2
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Name: Date:
Name: Date:
Three (3) Originals signed by other party Date/Initials
Original provided to staff member for other party Date/Initials I.
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Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/Initials: