Title/Name/Summary
Landscape Management and Maintenance - Contract Addendum
History
On February 1, 2021, the Village Board approved the proposal from Christy Webber and Company via RFP 21-001 for Landscape Management and Maintenance - Facilities, Parks, Medians, and R.O.W.s (see 2021-0077). This contract was extended for an additional two (2) years via Addendum B on November 16, 2023.
As the roster of landscape management and maintenance sites will change in 2025, an update to the locations and associated costs is necessary. A summary of the proposed changes including Addendum A is provided below and detailed on the attached “Revised Landscape Management and Maintenance Locations”.
The contract Landscape Management and Maintenance costs and number of maintenance locations is provided below:
Original Contract Summary - Christy Webber
2021 = $324,380.48
2022 = $324,380.48
2023 = $324,380.48
2024 = $324,380.48
2025 = $319,862.00
TOTAL: $1,617,383.92
2025 Landscape Maintenance Locations Removed
Cultural Arts Center, George Brown Commons
2025 Landscape Maintenance Locations Added
Police Department Firing Range/EOC, 151st St Roundabout, Volleyball/Bocce Courts and Humphrey House
Original Landscape Maintenance Locations: 178 sites
Revised Landscape Maintenance Locations: 180 sites
As the total number of locations requiring landscape maintenance has increased from 178 to 180, the monthly price cost to perform landscape maintenance for these Village facilities has increased from the original RFP pricing by $21,495.00 as shown on the attached “Revised Landscape Management and Maintenance Locations” and summarized below:
Revised Contract Summary - Christy Webber
2021 = $324,380.48
2022 = $324,380.48
2023 = $324,380.48
2024 = $324,380.48
2025 = $341,357.00
TOTAL: $1,638,878.92
As such, Public Works is requesting to update to the service locations and associated costs for landscape management and maintenance for 2025. A new RFP for Landscape Management and Maintenance for 2026-2030 will be issued at the end of 2025.
This agenda item is now before the Village Board of Trustees for consideration.
Financial Impact
Funding in the amount of $350,000.00 is available for this contract in GL account 1008010-443500.
Recommended Action/Motion
I move to approve and authorize the execution of Change Order #1 and Addendum C to the contract dated February 5, 2021, with Christy Webber and Company for Landscape Management and Maintenance for a change in landscape management and maintenance service locations and increase the total not to exceed contract price by $21,495.00 from $1,617,383.92 for a new not-to-exceed contract price of $1,638,878.92.
AND
Authorize the Village Manager to execute all related documents subject to Village Attorney review.