Title
Hey and Associates, Inc. Contract Extension #2: Landscape Architecture and Wetland Consulting Services
History
On November 15, 2021, the Village Board approved the proposal from Hey and Associates, Inc. for Request for Proposals (RFP #21-055) via agenda item #2021-0822. The scope of work involves landscape plan reviews, on-site landscape inspections and wetland consulting services for proposed developments.
On November 4, 2024, the Village Board approved one (1) of the two (2) 1-year contract extensions of Hey and Associates, Inc. via agenda item #2024-0806.
Hey and Associates, Inc. is responsible for reviewing and inspecting landscaping and wetlands for relevant projects and provide Village staff with recommendations for acceptance or further action to be completed by the petitioner. The consultant inspects landscaping, detention basins, and stormwater best management practices (BMPs) as required by the Metropolitan Water Reclamation District of Greater Chicago (MWRD) post-construction. Hey and Associates, Inc. also provides input on applicable Village Land Development Code 6-305 for Landscape and Tree Preservation and MWRD's Watershed Management Ordinance (WMO) modifications and provides landscape architectural services to the Village on an as-needed basis. A wetland specialist is required to be retained by the Village to maintain authorized municipality status with MWRD.
Hey and Associates, Inc. has agreed that projects will generally be reviewed and inspected by the same staff to provide consistent project knowledge and follow-through on inspections.
Hey and Associates, Inc. was recommended by Village Staff and approved by the Village Board in 2017 and has been the Village's landscape consultant since the beginning of 2018.
Hey and Associates, Inc. contract is a three (3) year agreement with the option (at the Village’s discretion) to extend the agreement for an additional two (2), one (1) year extensions. This will be the second extension, extending the contract to December 31, 2026.
Hey and Associates, Inc. has provided excellent service over the last 4 years by reviewing residential and commercial development petitions on time with comment response letters, readily available for wetland reviews and on-site inspections, and aiding Village staff by answering other technical landscape architecture and wetland questions.
Engineering staff recommends amending the current contract with Hey and Associates, Inc. for landscape architecture and wetland consulting services to add an Addendum B for a one (1) year extension in 2026 in an amount not to exceed $50,000.00. The contract terms and conditions and staff billing rates are the same as in the original 2021 contract.
Financial Impact
In 2021, the Village Board approved an escrow/reimbursable expense requirement where development petitioners are required to deposit a predetermined amount into an escrow account before development petitions are reviewed. The Village pays the consultants' invoices and reimburses itself from the escrow accounts. Most of the services provided by Hey and Associates, Inc. fall under the escrow/reimbursable requirement except for services directly requested by the Village for its own use or projects.
The Engineering Department requested funding for these expenses in FY2026. The Village will be reimbursed from the development escrow accounts.
Recommended Action/Motion
I move to approve and authorize the execution of Change Order #2, Addendum B to the Professional Services Agreement dated January 1, 2022 with Hey and Associates, Inc. of Chicago, Illinois for landscape architecture and wetland consulting services to extend the contract for one (1) year for 2026 and increase the contract amount by $50,000.00 for a revised total not-to-exceed contract amount of $250,000.00;
AND
Authorize the Village Manager to execute all related documents and change orders subject to Village Attorney review.