Title
Doctor Marsh Management and Enhancement 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.
PROPOSAL SUMMARY
The “Doctor Marsh Nature Trail and Parking Lot” project was constructed by the Village in 2023. Doctor Marsh is located south of 151st Street and west of Wolf Road, between the LeGrand Estates and Spring Creek Subdivisions.
The scope of the project included the following items:
- A trail made of asphalt or boardwalk and a bridge over the Spring Creek;
- A 20' by 20' pavilion/gazebo with a bench;
- A ten (10) car asphalt parking lot with space for ten (10) additional spaces;
- A midpoint viewing area with bench;
- Trail identification and educational signage.
The nature trail allows visitors to experience Doctor Marsh, which is an existing high-quality wetland and mapped floodway/floodplain located within the Village of Orland Park. The pavilion, located at the end of the trail, provides a comfortable place to sit for visitors. Unfortunately, the area around the pavilion is heavy vegetated by invasive species, and views to an adjacent lake are obstructed by invasive grasses. There is also no walkable route to the lake, and the vegetation around the parking lot and trail will need regular maintenance.
As such, Public Works worked with Hey and Associates to develop a maintenance plan (“Doctor Marsh Management and Enhancement Plan”) for the site, which included two (2) alternate site enhancement opportunities to address some of the issues noted above. Ultimately, the service agreement is broken into two (2) phases; a three (3) year establishment period followed by an initial two (2) years of maintenance. Ongoing management would then be required to ensure long-term project success. The alternate areas would be scheduled during the establishment period. An exhibit detailing the project scope of work and alternates is attached for reference.
A pre-proposal site visit was conducted on February 14, 2024, with all ERCs in attendance. Proposals for Doctor Marsh Nature Trail Maintenance Agreement were received from all ERCs on February 28, 2024. A summary of the proposals submitted is provided below:
Stantec Consulting Services, Inc.
2024-2026 Management and Enhancement Services: $27,400.00
Alternate Area 1: $18,100.00
Alternate Area 2: $5,800.00
TOTAL: $51,300.00
2027-2028 Management and Enhancement Services (Optional): $12,400
Pizzo and Associates:
2024-2026 Management and Enhancement Services: $30,568.71
Alternate Area 1: No Bid*
Alternate Area 2: No Bid*
TOTAL: $30,568.71*
2027-2028 Management and Enhancement Services: $22,386.00
V3 Companies:
2024-2026 Management and Enhancement Services: $49,500.00
Alternate Area 1: $11,160.00
Alternate Area 2: $7,970.00
TOTAL: $68,630.00
2027-2028 Management and Enhancement Services: $22,500
Davey Resource Group
2024-2026 Management and Enhancement Services: $58,386
Alternate Area 1: $11,791
Alternate Area 2: $17,638
TOTAL: $87,815.00
2027-2028 Management and Enhancement Services: $40,870
As Public Works believes including both Alternate Areas as a part of the scope of work would result in the best long-tern results for the site, staff recommends awarding the Doctor Marsh Management and Enhancement Service Agreement (2024-2026), including Alternate Areas 1 and 2, to Stantec Consulting Services, Inc. for $51,300.00. A 10% contingency of $5,130.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for the first three (3) years of service. The Village will have the option to extend the contract for an additional two (2) years (2027-2028) for $12,400.00.
Financial Impact
Savings from the Village Hall and Police Department Landscape Improvement Project in GL account 1008010-443500 will be used to cover the cost of Year 1 (2024) of the Doctor Marsh Nature Trail Maintenance Agreement. Subsequent years will be budgeted in the same GL account.
Recommended Action/Motion
I move to approve the proposal submitted by Stantec Consulting Services, Inc. for the Doctor Marsh Management and Enhancement Service Agreement (2024-2026), including Alternate Areas 1 and 2, for an amount of $51,300.00 plus a 10% contingency of $5,130.00 for a total amount not to exceed $56,430.00, with the option to extend the contract for an additional two (2) years (2027-2028) at an amount not to exceed the Board approved budgeted amount;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.