Title
Amendment to Turf Fertilization and Weed Control - ITB 23-054
History
On February 19, 2024, the Village Board approved Invitation to Bid (ITB) 23-054 “Turf Fertilization and Weed Control” to Integrity Landscaping Inc. for 2024-2026, with the Village’s option to extend the contract for an additional two (2) years, for an amount not to exceed the annual Board approved budgeted amounts.
After this approval, Integrity Landscaping Inc. informed the Public Works Department that their bonding company, based on Integrity’s current total assets, would not provide a performance bond for the full three (3) year amount of the contract ($623,535.15). The bonding company would, however, provide a performance bond based on the annual yearly cost submitted by Integrity Landscaping via ITB 23-054.
See bid summary below for the two (2) lowest bidders for ITB 23-054. For comparison’s sake, the total three (3) year cost submitted by the second lowest bidder for ITB 23-054 was $698,548.23, or $75,013.08 more than the Integrity Landscaping bid.
Integrity Landscaping Inc.
Year 1 (2024): $207,845.05
Year 2 (2025): $207,845.05
Year 3 (2026): $207,845.05
Total Base Bid Price: $623,535.15
Year 4 (2027): $212,001.95
Year 5 (2028): $216,241.83
Total Option Bid Price: $428,243.78
Forever Green Lawn Care
2024 - $232,849.41
2025 - $232,849.41
2026 - $232,849.41
Total Base Bid Price: $698,548.23
Year 4 (2027): $237,506.40
Year 5 (2028): $242,256.53
Total Option Bid Price: $478,762.93
As such, the Public Works Department would like to amend the original Board motion (see 2024-0114) and allow the Village’s option to extend the contract for Turf Fertilization and Weed Control (ITB 23-054) on an annual basis for an additional four (4) years (2025-2028) for an amount not to exceed the annual Board approved budgeted amounts. To clarify this amendment, the original Board approved motion from 2024-0114 stated:
I move to approve awarding ITB 23-054 Turf Fertilization and Weed Control to Integrity Landscaping Inc. for 2024 - 2026 with the Village’s option to extend the contract for an additional two (2) years for an amount not to exceed the annual Board approved budgeted amounts.
The proposed amended motion states:
I move to approve awarding ITB 23-054 Turf Fertilization and Weed Control to Integrity Landscaping Inc. for 2024 with the Village’s option to extend the contract on an annual basis for an additional four (4) years (2025 - 2028) for an amount not to exceed the annual Board approved budgeted amounts.
In essence, what this amendment does is allow the contractor to annually provide a bond instead of one large upfront bond.
Financial Impact
Funding for Turf Fertilization and Weed Control is part of the Village’s annual budget process. In FY2024, as the actual total was unknown at the time of budgeting, a total of $204,822.30 was budgeted in accounts 1008010-443500 and 2008010-443500. The $3,022.75 difference between the FY2024 budgeted amount and the actual 2024 contract amount will be covered by available funds in 1008010-443500. Subsequent yearly budget amounts will match the annual amounts submitted by Integrity Landscaping via ITB 23-054.
Recommended Action/Motion
I move to approve an amendment to the Recommended Action/Motion from Board Report 2024-0114 which stated “I move to approve awarding ITB 23-054 Turf Fertilization and Weed Control to Integrity Landscaping Inc. for 2024 - 2026 with the Village’s option to extend the contract for an additional two (2) years for an amount not to exceed the annual Board approved budgeted amounts”;
AND
To approve awarding ITB 23-054 Turf Fertilization and Weed Control to Integrity Landscaping Inc. for 2024 with the Village’s option to extend the contract on an annual basis for an additional four (4) years (2025 - 2028) for an amount not to exceed the annual Board approved budgeted amounts;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.