ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to APPROVE the RFP PROCESS for the 2017 FACILITIES, BOULEVARDS & RIGHTS-OF-WAY MOVING PROGRAM and the Award of CONTRACTS, in the Total Amount of $46,000.26, as Follows:
A. CLASSY GRASS, in the Amount of $13,986.00, Plus an Additional 10% for Contingencies;
B. L & L LAWN AND MAINTENANCE, in the Amount of $32,014.26, Plus an Additional 10% for Contingencies.
Body
BACKGROUND: A Request for Proposals (RFP) was created by Public Works staff for the mowing of public properties at city facilities, in boulevards, and public rights-of-way. 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 city’s entire mowing contract and still service their regular customers. Therefore, in order to allow smaller contractors to bid, and to get the best prices, this mowing contract was divided into five (5) routes totaling approximately 75 acres. Bidders were asked to bid on all 5 routes, but are only being awarded as much work as they can complete to City 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, with E-Alerts going out to subscribers. Nine (9) contractors submitted proposals.
The contractors were selected based on the following five criteria: Project Cost, Project Approach, Experience, Non-Profit Organization, and WBE/MBE Qualifications. Two (2) contractors were selected to mow the 5 routes: Classy Grass, which has previous city experience, and L & L Lawn and Maintenance, which is new contractor.
Using the evaluation process and following the 5 criteria, one of the contractors, L & L Lawn and Maintenance, was awarded 4 of the 5 routes. For the remaining route (Route A), Classy Grass was selected, even though their bid was slightly higher than Steve Walton Construction’s. Steve Walton Construction has been awarded routes under the 2017 Vacant Lot Mowing Project, and Staff was concerned that he would be able to manage an additional route under this Contract, as well.
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 such as the addition of properties to be mowed throughout the season. Also, in the event of a wet weather season, assigned locations may have to be mowed additional times.
FINANCIAL IMPACT: These contracts will be paid from Public Works Capital Budget Project PB1717 and Operations account 101-3124-542.36-04.
NEIGHBORHOOD CONCERNS: Keeping public property mowed improves quality of life for the entire city.
IMPACT IF APPROVED: Public property will be mowed on a consistent basis.
IMPACT IF DENIED: Public property will not be mowed on a consistent basis.
ALTERNATIVES: As directed by Council.
EEO CERTIFICATION NUMBER: Classy Grass has current EEO Certification #02288-180331, and L & L Lawn and Maintenance has current EEO Certification #03432-180331.
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