Title/Name/Summary
Hey and Associates, Inc. - Plan Review and Landscape Architect Services Contract Adjustment and Extension
History
The Village’s contract with Hey and Associates, Inc. to perform landscape reviews and inspections in 2018 was approved for an amount not to exceed $28,000.00. As of August 1, 2018, Hey has invoiced the Village for $23,848.33 for landscape reviews and inspections. Based on the number of landscape reviews and inspections anticipated for the rest of the year, the Development Services Department projects costs of approximately $3,200.00 a month, or $16,000.00 total, to cover the remaining five (5) months of landscape review and inspections in 2018. The current balance of the original $28,000.00 budget is $4,151.67. As such, an increase of $12,000.00 to the current contract, bringing to the total amount not to exceed to $40,000.00, would be enough to cover landscape review and inspection costs until the end of 2018. It should be noted that landscape review fees are collected at the time a petitioner submits a development petition. For the projects currently under review by Hey, the Village has collected $50,150.00 in landscape review fees.
Furthermore, as Hey is currently on a 1-year contract with the Village, the Development Services Department requests a contract extension of three (3) years for Hey and Associates, Inc. for Plan Review and Landscape Architect Services, for an amount not to exceed $40,000.00 per year pending annual Village Board of Trustees budget approvals. Since Hey and Associates Inc. was selected as the Village's landscape consultant, the length of plan review times has decreased from on average 2 weeks to 3 days. Their Staff has proved extremely resourceful, talented and willing to go above and beyond to meet the Village's expectations.
If the above requests were approved, the Village would adjust the current 2018 contract with Hey and Associates from an amount not to exceed $28,000.00 to an amount not to exceed $40,000.00 and extend their contract for an additional three (3) years at an amount not to exceed $40,000.00 per year with a start date of January 1, 2019 and end date of December 31, 2021.
Financial Impact
Funding for the contract adjustment for 2018 are available in account # 010-2004-432500, while funds for the three (3) year contract extension would be available in account # 010-2003-432800 pending annual Village Board of Trustees budget approvals.
On August 20, 2018, the Development Services, Planning and Engineering Committee recommended approval of this request 3-0.
This case is now before the Village Board of Trustees for final consideration.
Recommended Action/Motion
I move approve an adjustment to the current contract with Hey and Associates, Inc. for landscape plan review and landscape architect services from $28,000.00 to an amount not to exceed $40,000.00 for 2018;
And
Approve a three (3) year contract extension with Hey and Associates, Inc. for landscape plan review and landscape architect services with a start date of January 1, 2019 and end date of December 31, 2021 for an amount not to exceed $40,000.00 per year pending annual Village Board of Trustees budget approvals.