VILLAGE OF DOWNERS GROVE Report for the Village Council Meeting

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1 MOT Page 1 of 47 VILLAGE OF DOWNERS GROVE Report for the Village Council Meeting 11/17/2015 SUBJECT: Bid - Mowing Services Three Year Contract SUBMITTED BY: Nan Newlon Director of Public Works SYNOPSIS A motion is requested to authorize award of a three-year contract for Mowing Services to WA Management, Inc. of West Chicago, Illinois in the amount of $88,200 ($29,000 in FY16). STRATEGIC PLAN ALIGNMENT The Goals for 2015 to 2017 include Exceptional Municipal Services. FISCAL IMPACT The approved FY16 budget includes $33,000 in the General Fund for this contract. RECOMMENDATION Approval on the November 17, 2015 consent agenda. BACKGROUND This contract is for the mowing and trimming of Village owned properties located throughout the Village. The contract includes pricing for 4 categories of locations that vary by their mowing frequency: Fine mowing locations are the prominent Village property areas to be mowed frequently or approximately once a week (estimated 28 mowing events/year). Rough mowing locations are mowed once every 2 weeks (estimated 14 mowing events/year). Very rough mowing locations are mowed once a month (estimated 6 mowing events/year). Additional fine mowing locations on an as needed basis (estimated 20 hours). A Call for Bids for mowing services was issued and published September 2015 in accordance with the Village s Purchasing Policy. Bidders were asked to provide prices for three years. The bids received are summarized in the table below. The bid submitted by On the Green Solutions (formerly TLC Group) did not meet bid specifications for municipal references. The Village of Lisle was listed as a reference and in their Village Board Meeting Packet dated there were cited issues with a lack of communication, the schedule not being adhered to, not completing mowing of assigned areas and incorrect billing.

2 MOT Page 2 of 47 Bidder Total Bid 2016 Total Bid 2017 Total Bid 2018 On the Green Solutions $24, $24, $24, WA Management, Inc. $29, $29, $29, Patriot Landscape Group, Inc. $28, $29, $30, Apex Landscaping Inc. $32, $32, $32, Christy Webber & Company $84, $87, $89, The next lowest bid and the lowest responsive and responsible bidder is WA Management, Inc of West Chicago, Illinois. WA Management has successfully completed the Village s mowing contract for the past six consecutive years. The contractor evaluation form is attached. In addition, municipal references are positive. Staff is satisfied that WA Management, Inc. meets the Village s specifications and that their mowing work will be what is required for the three year contract. ATTACHMENTS Contract Contractor Evaluation

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MOT 2015-6508 Page 47 of 47 Village of Downers Grove Contractor Evaluation Contractor: WA Management, Inc.

47 MOT Page 47 of 47 Village of Downers Grove Contractor Evaluation Contractor: WA Management, Inc. (formerly Waldschmidt & Associates, Inc) Project: Mowing for 2015, 3 rd year of 3-yr contract Primary Contact: Mike Stewart Phone: Time Period: started mowing April 14, 2015, and finished October 21, 2015, completing the 6 th consecutive year with this mowing contract On Schedule (allowing for uncontrollable circumstances) Yes No Provide details if early or late completion: All work was completed on time and per the mowing specifications for a total cost of $26, Change Orders (attach information if needed): none Difficulties / Positives: WA Management was very easy to deal with. Lists of required mowings were completed in a timely manner. Interaction with public: Excellent Good Average Poor No public interactions reported General Level of Satisfaction with work: Well Satisfied Satisfied Not Satisfied Reviewers: Kerstin G. von der Heide, Village Forester Date: November 6, 2015

AGENDA STAFF REPORT. CEO CONCUR COUNTY COUNSEL REVIEW CLERK OF THE BOARD Pending Review Approved Agreement to Form Discussion 3 Votes Board Majority

AGENDA STAFF REPORT. CEO CONCUR COUNTY COUNSEL REVIEW CLERK OF THE BOARD Pending Review Approved Agreement to Form Discussion 3 Votes Board Majority AGENDA STAFF REPORT Agenda Item ASR Control 14-000258 MEETING DATE: 04/01/14 LEGAL ENTITY TAKING ACTION: Board of Supervisors BOARD OF SUPERVISORS DISTRICT(S): 2 SUBMITTING AGENCY/DEPARTMENT: John Wayne