The 2020 Public Works Operating Budget includes $219,900 for contractual  landscape maintenance. The Arlington Heights Secondary Landscape Maintenance contract covers weekly flower and shrub bed maintenance, tree grate and ring maintenance, and litter pickup at 17 public facilities throughout the Village.  Public Works is responsible for the maintenance of these areas. 

A public bid was held on March 11, 2020.  The following three bids were opened and publicly read aloud:

BIDDER                                                           TOTAL WEEKLY BID COST 

Apex Landscaping,  Hawthorn Woods, IL                          $1,082

Flecks Landscaping, Wheeling, IL                                $1,154

Milieu Design,  Wheeling, IL                                            $2,220

The bid is for weekly maintenance and staff anticipates utilizing 39 weekly cycles during the year. The contract is for three years with three possible one-year extensions. The weekly price is fixed for the first three years, and has an optional yearly price escalator of no more than 1/2 of the Consumer Price Index for the extensions. 

Although the lowest bidder is Apex Landscaping of Hawthorn Woods, IL, they also were the lowest bidder in the other three landscaping bids that were opened.  Public Works recommends awarding the Secondary Landscaping contract to the second lowest bidder Flecks Landscaping of Wheeling, IL, so that the Village is not beholden to one contractor for all of the landscaping needs.  Public Works has followed this approach in the past, and it has served us well with new contractors and other special circumstances. 

Flecks Landscaping of Wheeling, IL was the second lowest responsible bidder, and has proposed a fixed rate for three years. Staff has worked with them in the past and is satisfied with their work. Staff is recommending that the Village award the contract to Flecks Landscaping.

Funds for these services is available in Account No. 101-7101-531.21-55. Estimated expenses are $45,006 ($1,154 x 39 weeks).

RECOMMENDATION

It is recommended that the Village Board award the three-year Secondary Landscape Maintenance Services contract to Flecks Landscaping of Wheeling, Illinois in an amount not-to-exceed $1,154 total weekly cost, up to the budgeted amount, and authorize staff to execute the necessary documents.