Title
AUTHORITZATION TO ENTER INTO A CONTRACT WITH MOORE LANDSCAPES LLC FOR DISTRICTWIDE PLANTING AND LANDSCAPING SERVICES and DISTRICTWIDE TURF AND ATHLETIC FIELD SERVICES
SPECIFICATION P-17022
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or his designee enter into a contract with Moore Landscapes LLC for districtwide planting and landscaping services and districtwide turf and athletic field 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: Moore Landscapes LLC
1869 Techny Road
Northbrook IL 60062
Company Type: Limited Liability Company
Majority Interests: Clearlight Partners III, LLC 88%
Victor Moore 5%
Eric Moore 5%
Joel Korte 2%
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 and districtwide turf and athletic field services as defined in the RFP. 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, and turf and athletic field installation and renovation 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: 2018 - 2019
Source of Funds: 001.8450.8450.626025.01.01.01.0001
2018-2019 Capital Appropriation - xx.8450.8450.627030.xx.01.01.64002
2018-2019 Capital Appropriation - xx.8450.8450.627030.xx.01.01.56272
IV. Procurement Information
Specification Number: P - 17022
Date Issued: September 26, 2017
Date of Pre-Submittal Meeting: October 4, 2017
Date Proposals Due: October 25, 2017
Number of Proposals Received: Five (5)
This contract was publicly advertised as a Request for Proposals (“RFP”). Five (5) 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, all CPD staff. The EC began their evaluation of the proposals at their first meeting on November 6, 2017. They met again on November 15 and November 21 and decided at the conclusion of their meeting to invite four (4) proposers to oral presentations. Oral presentations were held on December 1, 2017, and each session lasted approximately 45 minutes. The EC met following oral presentations, and decided to send a request for Best and Final Offers to the four proposers that were invited to oral presentations. Purchasing received the Best and Final Offers on December 6, 2017 and the EC met December 8, 2017 to continue their evaluation and review of the Best and Final Offers. The EC concluded their evaluation by scoring Moore Landscapes LLC the highest.
V. Explanation
The Chicago Park District (“CPD”) requires the services of a firm to provide planting and landscaping services and turf and athletic field services district wide. The contract services are divided into two broad categories; the first includes woody and herbaceous plant material planting services, tree and woody plant care services, landscape materials services, and miscellaneous landscape services; the second includes turf and athletic field installation and renovation services. Of these categories, the majority of the contract work is comprised of tree planting, athletic field renovation, turf installation and miscellaneous 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 200,000 trees and more than 1,000 natural turf athletic fields. 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 up to 4,000 new trees to offset tree losses from disease and storm damage. Annually, we renovate 20 to 30 ballfields and turf athletic fields, 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.
Moore Landscapes Inc. has excellent experience performing the required planting and landscaping services and has the proven 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 Moore Landscapes Inc. for award for the District-Wide Planting and Landscaping contract.