Title
AUTHORIZATION TO ENTER INTO A CONTRACT
WITH BRIGHTVIEW LANDSCAPES LLC
FOR DISTRICTWIDE PLANTING AND LANDSCAPING
SPECIFICATION NO. P-23012
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or her designee enter into a contract with Brightview Landscapes LLC for districtwide planting and landscaping services. The contractor was selected pursuant to a publicly advertised Request for Proposals (“RFP”). No work may commence and no payment shall be made to vendor prior to the execution of a written agreement.
II. Award Information
Company: Brightview Landscapes LLC
230 N. Western Avenue, Suite 1
Chicago, IL 60612
Company Type: Limited Liability Company
Majority Interests: Kohlberg Kravis Roberts & Co. (KKR) 54.15%.
Contract Term: Two (2) years, with three (3) additional one (1) year extension options.
Contract Amount: $6,000,000.00 for the for the initial 2-year term, not to exceed $3,000,000.00 annually for planting and landscaping services. As discussed in the RFP, miscellaneous landscaping services will be requested on an as-needed basis. Accordingly, the amount expended annually for these services will depend upon requirements and if requested will be in addition to the amount for standard services. If extension options are exercised, funding shall be based upon available annual appropriations.
Scope of Services: Woody and herbaceous plant material planting and landscaping services district wide.
Affirmative
Action Goals: The Minority- and Women-Owned Participation for this contract include: 25% Minority-Owned and 5% Women-Owned.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Capital and Operating
Fiscal Year: 2024-2025
Source of Funds: Various
IV. Procurement Information
Specification Number: P-23012
Date Issued: Tuesday, September, 26, 2023
Date of Pre-Submittal Meeting: Tuesday, October 10, 2023
Date Proposals Due: October 31, 2023
Number of Proposals Received: Four (4)
This contract was publicly advertised as a Request for Proposals (“RFP”). Four (4) proposals were received on the due date and all proposals were found by the Department of Purchasing (“Purchasing”) to be compliant and responsive. The Evaluation Committee (“EC”) was comprised of five (5) voting members and one (1) nonvoting member, all CPD staff. The EC began their evaluation of the proposals at their first meeting on November 13. They met again on November 27 and decided at the conclusion of their meeting to ask all proposers for additional information. They met again on December 4th and decided to invite all proposers to oral presentations. Oral presentations were held on December 6, and each session lasted approximately one hour. The EC met following oral presentations and decided to send a request for Best and Final Offers to all proposers. Purchasing received the Best and Final Offers on December 6, and the EC met on December 11 to continue their evaluation and review of the Best and Final Offers. The EC concluded their evaluation by unanimously scoring Brightview Landscapes LLC the highest.
V. Explanation
The Chicago Park District (“CPD”) requires the services of a firm to provide planting and landscaping services district wide. The contract services include woody and herbaceous plant material planting services, tree and woody plant care services, landscape materials services, and miscellaneous landscape services. Of these services, the majority of the contract work is comprised of tree planting.
The Department of Cultural and Natural Resources (“DCNR”) is responsible for managing and maintaining the Chicago Park District’s landscaped areas, which include an urban forest of over 200,000 trees. The installation of trees, shrubs, other plant material and renovation and enhancement of the parks’ outdoor facilities are important components of the Park District’s mandate to administer these properties.
Each year, DCNR plants approximately 3,000 new trees to offset tree losses from disease and storm damage. Annually, we install 20 to 25 acres of new turf and plant thousands of shrubs and perennials.
This contract provides a vehicle by which this work can be performed in a timely manner and to specified, exacting standards. Additionally, all work performed through the contract is subject to specified guarantees and warranties, which further protect the CPD’s investment.
Brightview Landscapes LLC. has excellent experience performing the required planting and landscaping services and their proposal demonstrated their ability to provide these services as specified and to meet or exceed the standards of the CPD. Therefore, it is in the best interest of the CPD to recommend Brightview Landscapes LLC. for award for the District-Wide Planting and Landscaping contract.
VI. General Conditions
1) Conflicts: The Agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
3) Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4) Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS form.