Title
LaGrange Road Median Turf Conversion Project Phase I - RFP 24-012
History
On January 10, 2024, the Village issued Request for Proposal (RFP) 24-012 “LaGrange Road Median Turf Conversion Project - Phase I” requesting proposals from qualified contractors to complete Phase I of the LaGrange Road Median Turf Conversion Project.
The LaGrange Road Median Turf Conversion Project (“Project”) will focus on the removal and replacement of the existing traditional turf grass with a low maintenance (“no-mow”) type of fescue grass. Currently, the turf grass located within the LaGrange Road medians is mowed on a weekly basis from April through October (30 weeks), while it is anticipated that “no-mow” fescue would only need to be mowed 3 - 4 times a year.
There are two (2) general types of medians on LaGrange Road: Type A consists of grass and trees only, while Type B contains planting beds (often times raised), ornamental landscaping, trees and grass. Phase I of the Project will focus on three (3) test sites between 135th Street and 147th Street on LaGrange Road (see attached Median Location Exhibit). The two (2) test sites north of Southwest Highway are Type A medians, while the site between 143rd Street and 147th Street is a Type B median.
If Phase I of this project is deemed successful, consideration would be given to repeating this process throughout the remaining median areas along LaGrange Road within Village limits. Success will be measured by cost comparisons (ROI), viability of turf establishment, and feedback from the public.
IDOT
As LaGrange Road is under the jurisdiction of the Illinois Department of Transportation (IDOT), Public Works contacted the IDOT Bureau of Traffic to discuss this project prior to issuing it for bid. Per IDOT, the Village must submit a “Municipality Review of Permit Application Form” prior to beginning work on this project. The selected contractor must then submit a Certificate of Liability Insurance, a BT 725 Traffic Control Authorization Request form, and 2410 Form Road Restriction form.
Approval for the Village Manager to sign the “Municipality Review of Permit Application Form” is requested as a part of this agenda item.
BIDDING
During the three (3) weeks that the bid was open for review, twenty-three (23) firms downloaded either partial or complete bid packages. RFP 24-012 was opened on February 8, 2024, at which point two (2) firms submitted bids. All qualifying bid packages and an audit of the bid submittals are attached for reference. A summary of the bid prices is provided below:
Semmer Landscape LLC - $48,900.00
Semper Fi Landscaping, Inc. - $190,000.00
Semmer Landscape LLC, the low bidder, has been the Village’s mowing contractor since 2017. Public Works staff has a solid relationship Semmer and is confident the company will be able to effectively complete the scope of work.
As such, staff recommends awarding RFP 24-012 to Semmer Landscape LLC for $48,900.00. A 10% contingency of $4,890.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for a total contract price not to exceed $53,790.00.
Financial Impact
Funding for LaGrange Road Median Turf Conversion Project Phase I was budgeted in GL account 1008010-443500 in the amount of $65,000.00.
Recommended Action/Motion
I move to approve awarding RFP 24-012 to Semmer Landscape LLC. for a total contract price not to exceed $53,790.00 ($48,900.00 plus a 10% contingency of $4,890.00);
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
Authorize the Village Manager to execute all related IDOT permits subject to Village Attorney review;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.