Title/Name/Summary
Olde Mill Subdivision - Proposals for Professional Landscape Services
History
PROJECT HISTORY
The Village is currently holding a number of letters of credit for commercial properties and residential subdivisions with longstanding, unresolved landscaping issues. Olde Mill Subdivision, which is located near 173rd and 108th Avenue, is one of those projects. The Village of Orland Park has been holding a letter of credit with this developer since 2004. Currently, a large number of landscape issues related to tree planting and naturalized landscaping areas still exist.
In order to accelerate conformance and approval of the landscaping at these problem sites, it was determined that developers would be offered a “final” punch list which detailed the landscape related work to be completed for final acceptance. A punch list would be created by the Village’s landscape consultant Hey and Associates, Inc. and the developer could then either: a) complete the entire punch list by a set date; or b) opt to have their letter of credit pulled by the Village. At that point, the Village would contract with a qualified contractor to complete the work.
After several failed attempts to complete this punch list by the contractor, it was discussed with Celtic Development and Construction Co. of Olde Mill to provide cash in lieu of the amount required to complete the proposed landscaping on-site, in exchange for the Village releasing the developer's letter of credit. The Village has agreed to these terms and in turn, the Village acquired a set of bid plans and specifications from Hey and Associates, Inc. as approved by the Board of Trustees on September 3, 2019.
PROJECT OVERVIEW
On January 9, 2020, the Village issued a Request for Proposal (RFP #20-003 Olde Mill Open Space Landscape Improvements) for landscape restoration at Olde Mill Subdivision. Hey and Associates bid plans and specifications were used for this RFP.
The scope of work in the RFP stated that the contractor is responsible for planting, monitoring, and management of all restoration work. Cost estimates were broken down according to the following categories: Seeding, Low Profile Prairie Seeding, Tall Grass Prairie Seeding, Wetland Pond Seeding, Floodplain Seeding, Native Tree Planting, Wetland Pond Type Perennial Planting and three years of Monitoring and Management.
A pre-proposal meeting, attended by Village staff and Hey and Associates, was held on-site on January 15, 2020. Representatives from five (5) landscape contracting firms attended the meeting. By the submission deadline on January 23, 2020, the Village had received five (5) qualifying submissions.
The firms listed below submitted proposals (a Bid Summary Sheet is attached). The amounts listed next to each firm's name represents the proposed bid including 3 years of monitoring and management:
Cardno, Inc: $117,660.00
ENCAP, Inc: $187,235.00
Semper Fi Land Services, Inc: $99,422.00
Tallgrass Restoration, LLC: $333,690.00
Davey Resources Group, Inc.: $137,754.00
PROPOSAL REVIEW
Village Staff reviewed the qualifying proposals and reached out to references for the qualifying contractors. As such, the Village staff recommends Semper Fi Land Services, Inc. to establish and maintain for a period of three (3) years the proposed Olde Mill Open Space Landscape Improvements.
PROJECT FUNDING
The total amount of the cash in lieu to cover the proposed landscaping on site will be $109,364.20. This amount covers the total cost for Semper Fi to complete the proposed work, $99,422.00, plus a 10% contingency in the amount of $9,942.00. Any remaining portion of the contingency will be refunded to Celtic Development and Construction Co. upon completion of the project. The letter of credit will not be released until the cashed is received.
The Old Mill Open Space Landscaping Improvements funding allocated for this project will be held within the Escrow Account number 010-0000-223500.
Financial Impact
The total amount of the cash in lieu to cover the proposed landscaping on site will be $109,364.20. This amount covers the total cost for Semper Fi to complete the the proposed work, $99,422.00, plus a 10% contigency in the amount of $9,942.00. Any remaining portion of the contigency will be refunded to Celtic Development and Construction Co. upon completion of the project. The letter of credit will not be released until the cashed is received.
The Old Mill Open Space Landscaping Improvements funding allocated for this project will be held within the Escrow Account number 010-0000-223500.
This case is now before the Board of Trustees for final consideration.
Recommended Action/Motion
I move to approve the proposal from Semper Fi Land Services, Inc. to establish and maintain the Olde Mill Open Space Landscape Improvements Project for an amount not to exceed $99,422.00 plus 10% contingency.