ACTION REQUESTED:
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Communication from City Manager and Director of Public Works with a Request to APPROVE the RFP PROCESS for the 2017 City of Peoria and Peoria County Trustee VACANT LOT MOWING PROGRAM and Enter into CONTRACTS, in the Total Amount of $358,370.00, as follows:
A. WINEINGER AND SONS, in the Amount of $60,075.00, plus an Additional 10% for Contingencies;
B. STEVE WALTON CONSTRUCTION, in the Amount of $58,806.00, plus an Additional 10% for Contingencies;
C. P-TOWN CAR CLUB, in the Amount of $102,060.00, plus an Additional 10% for Contingencies;
D. EAST BLUFF NHS, in the Amount of $74,700.00, plus an Additional 10% for Contingencies;
E. HULSE LANDSCAPING, in the Amount of $21,600.00, plus an Additional 10% for Contingencies; and
F. HEARN’S LANDSCAPING, in the Amount of $8,550.00, plus an Additional 10% for Contingencies.
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BACKGROUND: The city-maintained vacant lots which are the subject of this communication are owned by either the City of Peoria or the Peoria County Trustee. The Peoria County Trustee acquires properties through the tax deed process. The Trustee holds these properties on behalf of all taxing bodies until they are sold at auction. If the properties are not sold at auction, they remain in the possession of the Trustee indefinitely. However, the Trustee does not maintain these properties. The responsibility to maintain properties within the corporate limits of Peoria falls to the City of Peoria.
A Request for Proposals (RFP) was created by Public Works staff for the mowing of these vacant lots. An RFP format was used so that the City could get the best combination of price and businesses qualified to complete the work per city specifications. From past practice, Staff determined that most of these mowing operations are too small to complete the entire mowing contract and still service their regular customers. Therefore, in order to allow smaller contractors to bid and get the best prices, this mowing contract was divided into 13 routes. Bidders were asked to bid on all 13 routes, but are only being awarded as much work as they can complete to City’s requirements.
The Purchasing Division distributed over 50 RFP packets, and a legal notice was published in the Journal Star and posted to the city’s web site. Fourteen (14) contractors submitted proposals, and two were disqualified for submittals after the deadline.
The awarded contracts are shown in the table attached. The contractors were selected based on the following five criteria: Project Cost, Project Approach, Experience, Non-Profit Organizations, and WBE/MBE Qualifications. Six (6) contractors were selected to mow the 13 routes. Two contractors are nonprofit, two others are WBE/MBE-qualified, and the other two have had previous experience working on the City of Peoria’s mowing contracts.
For budgeting purposes, it is estimated that each route will be mowed eighteen (18) times this season. An additional 10% has been added to the contract award request for contingencies, including the addition of locations as lots are acquired throughout the season. Also, with a wet weather season, locations may have to be mown additional times.
FINANCIAL IMPACT: These contracts will be paid from Public Works Capital Budget Project PB1717, and Operations accounts 101-3124-542.36-04 and 101-3124-542.36-02.
NEIGHBORHOOD CONCERNS: Tall grass and weeds are a blighting influence on neighborhoods, and can cause health concerns.
IMPACT IF APPROVED: Relationships with Not-for-profits will be built through this Program. Blight from tall grass and weeds on city vacant lots will be avoided.
IMPACT IF DENIED: Lots will be cut much less frequently, through a work order system, requiring more Staff time. The city’s appearance will suffer and neighborhood blight will increase.
ALTERNATIVES: Cut lots less frequently.
EEO CERTIFICATION NUMBER: Wineinger and Sons has current EEO Certification #03034-180331; Steve Walton Construction has current EEO Certification #03281-170630; P-Town Car Club has current EEO Certification #03334-180331; East Bluff NHS has current EEO Certification #00725-170331; Hulse Landscaping has current EEO Certification #01799-180331; and Hearn’s Landscaping has current EEO Certification #02108-170331.
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. Grow Peoria: Businesses, Jobs, and Population
3. Attractive Neighborhoods with Character: Safe and Livable
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Grow employers and jobs.
2. Support sustainability.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works