From the desk of… Ellen Sands Director of Municipal Operations 5906 Connecticut Avenue Chevy Chase, MD 20815 Phone (301) 654-7300 Facsimile (301) 907-9721 [email protected] www.chevychasevillagemd.gov

Memo

To: Chevy Chase Village Board of Managers From: Ellen Sands, Director of Municipal Operations CC: Shana Davis-Cook, Village Manager Date: 5/11/2020 Re: Consulting Landscape Architect Contract Extension

Attached please find the draft letter to Lila Fendrick Landscape Architecture & Garden Design (the “Contractor”) exercising the Village’s third of three one-year options to extend the contract to provide landscape design consulting services to the Village, effective July 1, 2020. As stipulated in Item 2 in the Contract for Services, the unit costs will remain as follows for the extension option:

Rate for Principal: $150.00 per hour Senior Landscape Architect: $95.00 per hour Project Landscape Architect: $75/65.00 per hour Draftsman: $45.00 per hour Office Manager: $55.00 per hour

Staff Recommendation

The Contractor has provided services related to replenishing plantings in Brookville Road Park, and guidance on areas within the Buffer and Western Grove Park. Staff continues to be pleased with the Contractor’s work, and thus recommends that the Village exercise the third of our three one-year options to extend the contract with Lila Fendrick Landscape Architecture & Garden Design for consulting landscape architecture and design services. The attached extension authorization letter is modeled on previously approved letters.

Looking forward, we may request guidance from the Contractor related to the continued replenishing of plantings in Brookville Road Park. We also anticipate that once normal operations resume we will refocus attention on drainage in the Buffer, which would require input from the Contractor.

Board Action

If the Board concurs with staff’s recommendation, staff requests authorization to exercise the third of three one-year extension options with Lila Fendrick Landscape Architecture & Garden Design for consulting landscape architecture and design services.

Draft Motion: I move to AUTHORIZE the Village Manager to execute a letter exercising the third of three one-year contract extension options with Lila Fendrick Landscape Architecture & Garden Design for consulting landscape architecture and design services.

If the Board feels that the contract should be re-bid, staff would prepare bidding documents for the solicitation and a new contract award would be placed on the Board’s June regular meeting agenda.

Attachment

Draft extension authorization letter. (Due to the length of the executed contract it has been omitted from the Board’s briefing materials. The contract is available upon request should any members wish to review it.)

 Page 2

May 12, 2020

Lila Fendrick Landscape Architecture & Garden Design Attn: Lila Fendrick, Owner 6904 West Avenue Chevy Chase, MD 20815

Subject: One-Year Extension of Contract to Provide Landscape Architecture Services

Dear Ms. Fendrick:

I am pleased to inform you that, by this letter, Chevy Chase Village (the “Village”) is exercising its third option to extend for one (1) year the contract by and between the Village and Lila Fendrick Landscape Architecture & Garden Design (the “Contractor”), dated July 1, 2016 (the “Contract”). The aforementioned extension shall take effect on July 1, 2020. By exercising the third of three one-year options to which the Village is entitled under Item 2 of the Contract, the Contract shall now be in effect through June 30, 2021. The Contract for Services is attached hereto as Attachment A for your reference.

Compensation under the Contract for the extension year shall be in accordance with the attached (Attachment B) schedule of rates.

Please sign all three (3) original letters and return two (2) original letters to the following address at your earliest convenience:

Chevy Chase Village Attention: Ms. Ellen Sands, Director of Municipal Operations 5906 Connecticut Avenue Chevy Chase, Maryland 20815

Kindly contact me at (301) 654-7300 should you have any questions. On behalf of Chevy Chase Village, we look forward to continuing to work with you over the coming year.

Sincerely,

Shana Davis-Cook Manager, Chevy Chase Village

CHEVY CHASE VILLAGE BOARD OF MANAGERS 5906 Connecticut Avenue ELISSA A. LEONARD GARY CROCKETT Chevy Chase, Maryland 20815 Chair Treasurer VILLAGE MANAGER SHANA R. DAVIS-COOK Phone (301) 654-7300 ROBERT C. GOODWIN, JR. NANCY E. WATTERS Vice Chair Assistant Treasurer Fax (301) 907-9721 LEGAL COUNSEL DAVID L. WINSTEAD LINDA WILLARD SUELLEN M. FERGUSON Secretary Board Member www.chevychasevillagemd.gov RICHARD M. RUDA Assistant Secretary Seen and Agreed by: ______Lila Fendrick

Title: Owner, Lila Fendrick Landscape Architecture & Garden Design

Date: ______

Attachments