ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to Accept the LOW BIDS and to Approve CONTRACTS with COMMERCIAL GROUNDS MAINTENANCE in the amount of $26,600.00, STEVE WALTON CONSTRUCTION, in the Amount of $23,600.00, AND HEARN'S LANDSCAPING, in the Amount of $19,800.00, for the 2015 MOWING CONTRACTS for the City of Peoria Facilities, Boulevards, and Rights of Way. [All Council Districts]
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BACKGROUND:
Staff has determined that most mowing contractors are too small to complete the entire mowing contract and still service their regular customers. In order to allow small contractors to bid and for the City to get the best prices, this mowing contract is divided into 5 routes. Bidders are asked to bid on all 5 routes, but are only awarded as much work as they can complete per the City's schedule.
The Purchasing Division distributed 51 bid packages and 7 bidders responded; 1 bidder was disqualified. The bids are shown in the table below. The recommended bids are shown in bold type. The prices shown are to mow the route one time. Mowing seasons 2012 and 2013 were very dry and most routes were mowed 12 times. Last year, most routes were mowed 16 times. For budgeting purposes, it is estimated that each route may have to be mowed 18 times. An additional 10% has been added for contingencies, such as additional mowing locations that may be added during the season.
In addition to the route mowing there will be extra work completed on an hourly basis. Usually this is for locations that are not on a regular route and only need attention once or twice a year to keep the vegetation under control. Some of these areas include the City property on Darst Street, the former junkyard on SW Adams, the pond at the Fire Training Academy, Rothmere Street dam's back slope, and the shoulders along a few streets. This work will be completed by Hearn's Landscaping.
ROUTE MOWING
Contractor Route 1 Route 2 Route 3 Route 4 Route 5
Wineinger & Sons $559.54 $718.80 $1011.93 $981.05 $933.80
Hearn's Landscaping $585.00 $625.00 $735.00 $840.00 $680.00
Walton Construction $595.00 $570.00 $620.00 $1082.65 $1048.66
JIMAX Landscaping $753.46 $646.92 $649.49 $1059.53 $1029.82
Total Lawn Perfection $960.00
Commercial Grounds $520.00 $629.00 $1150.00 $825.00 $730.00
Staff Estimate $610.00 $745.00 $846.00 $1013.00 $1002.00
HOURLY WORK
Contractor Labor Mower & Operator Truck/Trailer, no driver
Hearn's Landscaping $35.00 $35.00 $15.00
JIMAX $25.00 $40.00 $40.00
Wineinger & Sons $35.00 $40.00 $40.00
CGM $49.00 $49.00 $57.00
Total Lawn Perfection $55.00 $65.00 $65.00
Walton Construction $65.00 $85.00 $110.00
JIMAX and Commercial Grounds Maintenance are the only vendors located in the City of Peoria. The City of Peoria's 3% advantage for City vendors did not affect the low bid awards. Hearn's Landscaping is an MBE contractor.
FINANCIAL IMPACT: Funding for this expenditure is provided in the 2015 Forestry & Grounds account 101-3124-542.36-04.
NEIGHBORHOOD CONCERNS: Keeping public property mowed improves the quality of the entire City.
IMPACT IF APPROVED: Public property will be mowed on a regular basis.
IMPACT IF DENIED: Public property will not be mowed.
ALTERNATIVES: As directed by Council.
EEO CERTIFICATION NUMBER: Hearn's Landscaping has current EEO #02108-150331, Commercial Grounds Maintenance has current EEO #03028-151231, Steve Walton Construction has current EEO #03281-150630.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Support sustainability.
3. Have an efficient government.
DEPARTMENT: Public Works