Title
Stellwagen, Olde Mill and Police Station Natural Area Stewardship - Service Agreement
History
In 2020, the Village established a pool of pre-qualified Ecological Restoration Contractors (ERCs) from which the Village solicits ecological restoration and stewardship (i.e. maintenance) proposals via Master Service Agreements. The ERCs selected were Stantec, Inc. (previously known as Cardno), Davey Resource Group, Pizzo & Associates, and V3 Companies. Since that time, the Public Works Department has had extensive experience working with all ERCs on a variety of projects. All of the ERCs have proven to be highly professional and experts in their field of work.
LOCATION SUMMARIES
The Stellwagen Farm Prairie was established in 2018 and has been maintained by Stantec Inc ever since. The Stellwagen Farm Prairie has since become a popular community outdoor space as well as being awarded an MWRD Sustainable Landscaping Award (2020) and “Monarch Waystation” designation.
The Olde Mill subdivision was accepted by the Village in 2024. Located within the subdivision is the eleven (11) acre Olde Mill Natural Area comprised predominantly of prairie and stormwater management areas. The southern edge of the Olde Mill Natural Area is connected to the northern edge of the Stellwagen Farm Prairie.
The Police Department Natural Area, located on the northeast portion of the Police Department grounds, was established around 2009 and renovated in 2024. This natural area is the only such natural landscape site adjacent to a Village facility.
The Public Works Department is responsible for the maintenance of all three (3) of the abovementioned natural areas. Public Works has learned over the years that the expertise needed to maintain natural areas is best handled by Ecological Restoration Contractors versus a traditional landscape maintenance company.
PROPOSAL SUMMARY
As such, Public Works worked with Hey and Associates to develop bid documents for the Stellwagen, Olde Mill, and Police Station Natural Area Stewardship. An exhibit detailing the project scope of work is attached for reference.
A pre-proposal site visit was conducted on October 30, 2024, with all ERCs in attendance. Proposals were received on November 13, 2024. A summary of the proposals submitted is provided below and on the attached “Proposal Summary”:
Pizzo and Associates:
Year 1 Stewardship (2025): $16,075.04
Year 2 Stewardship (2026): $16,075.04
Year 3 Stewardship (2027): $16,075.04
Year 4 Stewardship (2028): $16,075.04
Year 5 Stewardship (2029): $16,075.04
TOTAL: $80,375.20
Davey Resource Group
Year 1 Stewardship (2025): $31,088.00
Year 2 Stewardship (2026): $32,020.00
Year 3 Stewardship (2027): $32,980.00
Year 4 Stewardship (2028): $33,969.00
Year 5 Stewardship (2029): $34,988.00
TOTAL: $165,045.00
Stantec Consulting Services, Inc.
Year 1 Stewardship (2025): $43,600.00
Year 2 Stewardship (2026): $43,600.00
Year 3 Stewardship (2027): $43,600.00
Year 4 Stewardship (2028): $43,200.00
Year 5 Stewardship (2029): $42,700.00
TOTAL: $216,700.00
V3 Companies:
Year 1 Stewardship (2025): $59,600.00
Year 2 Stewardship (2026): $62,580.00
Year 3 Stewardship (2027): $65,710.00
Year 4 Stewardship (2028): $68,995.00
Year 5 Stewardship (2029): $72,445.00
TOTAL: $329,330.00
Staff recommends awarding the Stellwagen, Olde Mill and Police Station Natural Area Stewardship to Pizzo and Associates for $48,225.12 for 2025-2027 with the option to extend the contract for an additional two (2) years 2027-2028 for $32,150.08. A 20% contingency of $16,075.04 is requested to address change orders related to project enhancements outlined in the scope of work and proposal sheet and those made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for a total contract price not to exceed $96,450.24.
Financial Impact
Funding for Natural Area Landscape Maintenance was included in GL account 1008010-443500 in the amount of $125,000.00. Funding for this service for years 2026-2029 will be requested on an annual basis.
Recommended Action/Motion
I move to approve and authorize the execution of a Service Agreement between the Village of Orland Park and Pizzo and Associates as the lowest qualified responsive proposal for the Stellwagen, Olde Mill, and Police Station Natural Area Stewardship - Service Agreement for three (3) years 2025-2027 for a cost of $48,225.12 plus a 20% contingency of $9,645.02 for a total cost of $57,870.14, with the option to extend for two (2) additional years (2028-2029) at a total cost of $32,150.08 plus a 20% contingency $6,430.02 for an additional cost of $38,580.10, for a total not-to-exceed contract price of $96,450.24;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review.
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.