ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with Requests for the Following:
A. APPROVE a Renewal of a CONTRACT with JIMAX for One (1) Year for Tree/Stump Removal by Size and Tree and Brush Trimming by Hourly Rates, to December 31, 2020, in an Amount not to Exceed $70,000.00. (Bid #08-19) (All Council Districts)
B. APPROVE a Renewal of a CONTRACT with JIMAX for One (1) Year for Emergency Tree and Brush Trimming by Hourly Rates, to December 31, 2020, in an Amount not to Exceed $30,000.00. (Bid #08-19) (All Council Districts)
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BACKGROUND:
Note: The following represents reductions of previous service levels, resultant of the effects of COVID-19 on Department operational capabilities and its associated budget.
A Request for Proposals (RFP) was created in 2019 by Public Works staff for the removal of trees and tree stumps on public properties throughout the City of Peoria. An RFP format was used so the City could get the best combination of price and businesses qualified to complete the work per City specifications.
Bid #08-19 included Tree/Stump Removal by Size to remove trees that come to the attention of City staff by personal survey or citizen identification. Often, these trees that are damaged by a storm can be removed in a timely manner by JIMAX. Tree and Brush Removal by Hourly Rates is for tree pruning and limb and brush removals where traffic control devices are obstructed. Additionally, they may have grown too close to private property or been damaged by wind or storms.
Bid #08-19 also included Emergency Tree and Brush Removal by Hourly Rates to remove downed trees or limbs on an emergency basis. Typically this work is due to damage caused by a storm or high winds and it cannot wait to be scheduled during normal working hours. JIMAX must respond within two (2) hours of being notified. Stump Removal is to remove stumps, including backfill and cleanup. Public Works crews remove trees 20” (inches) in diameter and less; however, Public Works does not have a stump-grinding machine. Sometimes others, such as Ameren or property owners, may remove trees and leave the stumps.
This Contractor continues to successfully meet - and often exceed - work performance standards for the City of Peoria. JIMAX is not a minority contractor, but they retain a 60% workforce of minority and disabled American veterans, with a focus on hiring from within the zip codes of where their work is located.
The bid prices for Bid #08-19 will be honored by the Contractor through 2020.
FINANCIAL IMPACT: Funding for these expenditures is provided in the 2020 Public Works Forestry Service Operating Budget Account #801-3023-503-602.
NEIGHBORHOOD CONCERNS: It is important to remove unsafe trees from the public right-of-way.
IMPACT IF APPROVED: Hazardous trees can be removed in a timely manner and no longer pose a threat to citizens or property.
IMPACT IF DENIED: Hazardous trees on the public right-of-way could cause damage to citizens and property. Public agencies have been held liable for damage caused by trees that the agency recognized were hazardous and did not remove. The Public Works Department does not have the equipment to remove the larger trees.
ALTERNATIVES: As directed by City Council.
EEO CERTIFICATION NUMBER: JIMAX has current EOO #03104-210331.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
2. Safe Peoria
3. Beautiful Peoria
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Have an efficient government.
2. Keep taxes and fees competitive.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works