Change Order Notice Best Kept Lawns Form V.25.1.pdf
PDF 1 MB Posted
- Attached to
- Change Order Notice - Lawn Servicer - IVHQ
- Solicitation number
- 26-497DVA-QUINC-B-51405
- Issued by
- Adams County, Illinois
About this file
This is a Change Order Notice issued by the Chief Procurement Office for General Services regarding an increase to the lawn care and grounds maintenance contract for the Illinois Veterans Home at Quincy campus, operated by the Department of Veterans Affairs. The original contract with Best Kept Lawns encompasses mowing, trimming, and weed control services for the main campus and outlying areas. The contract was established prior to completion of a major capital improvement project that included construction of a 210-bed skilled care facility and an 80-bed independent living residence. The scope of work has been significantly expanded due to the installation of extensive new landscaping surrounding the newly constructed facilities and throughout the campus. At the time of original contract execution, existing landscaping was minimal, consisting of approximately 10-30 shrubs per building. However, hundreds of new perennial shrubs and plants were installed in 2025, requiring comprehensive ongoing maintenance beginning in 2026.
The vendor has requested a contract increase of $700 per week for 40 weeks during the annual maintenance season, totaling $28,000 per calendar year, with a total increase of $56,000 for the remaining two years of the contract. The expanded maintenance scope includes mulching, application of pre-emergent herbicide three times annually, trimming, fertilizing, and manual weed removal, requiring approximately 40 additional labor hours per week. The Agency has determined the proposed increase to be reasonable and justified given the substantial expansion of landscaping maintenance obligations. The change order notice, identified as BB Ref. No. 24-497DVA-QUINC-P-51448, has been posted on the Bulletin/BidBuy for 14 days as required for change orders exceeding $25,000. The Agency confirmed that the circumstances necessitating this change were not reasonably foreseeable at the time the original contract was signed, as the extent of new landscaping was not known or quantifiable during initial contract execution.
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Change Order Notice Chief Procurement Office for General Services Change Order Notice V.25.1 Page of Notice of renegotiated contracts and change orders that increase the cost of a contract by more than $25,000 or the time of completion by a total of 180 days or more shall be posted on the Bulletin/BidBuy for 14 days.
This Change Order Notice provides detail as to why the change order is needed and, pursuant to Section 33E-9 of the Criminal Code, that the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed or the change is germane to the original contract as signed. Change orders are defined by Section 1-15.12 of the Procurement Code and Section 1.2067 of the CPO-GS' Administrative Rules.
Detailed explanation for this change order:
11.0.0.20130303.1.892433.887364
| CurrentPage: |
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| DropDownList1: DVA - Veteran's Affairs |
| ProcurementTitle: IVHQ Lawn Care & Grounds Maintenance Services |
| BBREFNO.: 24-497DVA-QUINC-P-51448 |
| thedetails: This contract consists of mowing, trimming and weed control services for the Illinois Veterans Home at Quincy campus and outlying area. At the time the contract was originally established, the Illinois Veterans Home at Quincy was undergoing a major capital improvement project which included construction of a 210-bed skilled care facility and an 80-bed independent living residence. |
As a result of these improvements, the grounds of the Veterans Home have been significantly transformed. This change order is necessary due to the installation of extensive new landscaping primarily surrounding the newly constructed facilities, as well as additional landscaped areas throughout the campus completed under the improvement project. The extent of this new landscaping was not known or quantifiable at the time the original contract was established.
At contract execution, existing landscaping was minimal and generally consisted of approximately 10-30 shrubs per building. In contrast, hundreds of new perennial shrubs and plants were installed in 2025. Beginning in 2026, the vendor will be required to maintain these additional landscaped areas, including mulching, applyication of pre-emergent herbicide 3 times per year, trimming, fertilizing and manual weed removal.
The significantly increased scope of landscaping maintenance is expected to require approximately 40 additional labor hours per week during the 40-week maintenance season. Based on this increase in workload, the vendor has requested an increase of $700 per week for 40 weeks, totaling $28,000 per calendar year. Total increase for remaining 2 years of the contract is $56,000. The Agency has reviewed this request and determined the proposed increase to be reasonable and justified given the substantial expansion of landscaping now requiring ongoing maintenance.
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