The Public Works Operating Budget includes $219,900 for contractual landscape maintenance. The Village's turf mowing contract covers approximately 70 acres of property at  91 public sites throughout the community.  The Village is responsible for maintenance of these areas, which includes mowing, edging, aerating and general litter removal.  A bid opening was held on March 11, 2020.  The following five bids were opened and publicly read aloud: 

BIDDER                                              TOTAL WEEKLY COSTS 

Apex Landscaping,  Hawthorne Woods, IL         $2,960.00

Flecks Landscaping,  Wheeling, IL                    $3,434.00

Milieu Design,  Wheeling, IL                             $3,472.40

Advanced Environment,  Lombard, IL                $5,287.00

Sebert Landscaping,  Bartlett, IL                       $7,778.00

The bid is for  weekly mowing services during the growing season, approximately April - November. The contract is for three years with three possible one-year extensions. The weekly price is increased by 3% per year for the first three years, and has an optional yearly price escalator of no more than half of the Consumer Price Index.

The apparent low bidder is Apex Landscaping of Hawthorn Woods, IL.  Staff has checked their references and all are favorable, and they have performed similar services successfully for the Village in the past. Staff believes that Apex is capable of the successful performance of this contract, and therefore recommends the contract award to Apex Landscaping as the lowest responsible bidder.

Funds for these services are available in Account No. 101-7101-531-21.55.   Estimated expenses for this contract are $115,440 ($2,960 x 39 Weeks).

RECOMMENDATION

It is recommended that the Village Board award a three-year contract for Public Properties Turf Mowing to Apex Landscaping of Hawthorn Woods, Illinois,  in an amount not-to-exceed $2,960 total weekly cost, up to the budgeted amount, and authorize staff to execute the necessary documents.