ACTION REQUESTED:
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Communication from the City Manager and Community Development Director with a Request to APPROVE a CONTRACT with JIMAX LANDSCAPING for Grass Cutting and Debris/Litter Removal on Private Property for 2017 and 2018.
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BACKGROUND: The Community Development Department is responsible for ensuring private property is maintained (grass, weeds, debris, litter, etc.) at a level determined by City of Peoria code. If a property owner fails to maintain the property, the City hires a private contractor to complete the work at the expense of the owner. This contract is challenging for most small landscaping companies, as heavy-duty equipment for mowing difficult lots is often needed. In addition, due to a major problem of illegal dumping, large construction equipment is also necessary.
During the prebid meeting, emphasis was put on the quality of work being performed. As part of this contract, scrub trees will be eliminated from fence lines, litter will be cleaned up before mowing, and alleys will be cut. Bid prices from contractors have increased; however, an expectation of better quality for our neighborhoods is also expected. The contractor’s performance will be managed strictly to ensure this occurs.
In 2016, the Community Development Department executed 5,000 work orders on private property. The cost of work orders performed is the responsibility of the private property owner. The owner is billed for the cost of the work order along with the code-established administrative fee. Unpaid invoices are placed as liens on the property and attached to the following year’s property tax bill.
The Request for Proposal was issued, and the City of Peoria received three (3) complete proposals. The proposals were evaluated based on approach, experience, price, qualifications, and MBE/WBE participation. The RFP and a pricing summary sheet is attached.
JIMAX Landscaping has been the primary contractor for the City of Peoria Community Development Department for private property work orders for the last few years. They have done a good job executing the contract and been a valuable partner on other neighborhood projects throughout the City of Peoria. In 2016, the workforce of JIMAX Landscaping was made up of fifty percent minorities who primarily lived in neighborhoods where work orders were being executed. JIMAX has the same hiring goals for this contract.
The City of Peoria budgets $200,000 annually for the execution of this contract which covers private property. Public Works, who oversees the maintenance and contract for Peoria County Trustee and City of Peoria lots, manages a separate contract for those properties.
FINANCIAL IMPACT: Amount budgeted as part of 2016-2017 budget process. If budgeted amount does not last through 2017, a budget amendment will be brought back to Council for a decision to increase the line item or stop work orders for the year.
NEIGHBORHOOD CONCERNS: Blight is eliminated in neighborhoods when private property is maintained.
IMPACT IF APPROVED: JIMAX will be awarded contract and property owners refusing to come into compliance will be billed for work.
IMPACT IF DENIED: Works orders will not be executed.
ALTERNATIVES: NA
EEO CERTIFICATION NUMBER:
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Attractive Neighborhoods with Character: Safe and Livable
2. Financially Sound City Government, Effective City Organization
3. Grow Peoria: Businesses, Jobs, and Population
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Reinvest in neighborhoods.
2. Have an efficient government.
3. Grow employers and jobs.
DEPARTMENT: Community Development