City of Peoria - File #: 15-111

• File #: 15-111
• Version: 1
• Name: Landscaping Contract with JIMAX Landscaping
• Type: Contract
• Status: Consent Agenda
• File created: 3/23/2015
• In control: City Council
• On agenda: 4/14/2015
• Title: Communication from the City Manager and Director of Public Works with a Request to Approve a CONTRACT with JIMAX LANDSCAPING, in the amount of $70,000.00, for the 2015 LANDSCAPING SERVICES in Public Rights-of-Way. [All Council Districts]
• Indexes: Goal 1 - Financially Sound City , Goal 3 - Beautiful Peoria, Have an efficient government., Keep taxes and fees competitive, Reinvest in neighborhoods, Support sustainability

Date	Ver.	Action By	Action	Result
4/14/2015	1	City Council	approved	Pass

ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to Approve a CONTRACT with JIMAX LANDSCAPING, in the amount of $70,000.00, for the 2015 LANDSCAPING SERVICES in Public Rights-of-Way. [All Council Districts]

Body
BACKGROUND:
Prior to 2011, landscaping services and mowing of the Facilities, Boulevards, and Right-of-Way were performed by the Peoria Park District on a cost plus basis under the direction of the City Arborist. In 2011, in an attempt to reduce costs, it was decide to subcontract this work to contractors. The landscaping work was performed on a cost plus basis by the low bidder on the mowing contract.

In 2012 Staff decided to separate the landscaping work from the mowing bid and solicit proposals from licensed contractors for landscaping services. Staff rated the proposals and selected Commercial Grounds Maintenance. CGM was approved by Council on April 24, 2012, Item 12-179.

Subsequently, the City Council authorized the City Manager to negotiate to extend existing contracts under $250,000.00 if the vendor offered discounts. Therefore, CGM's landscaping contract was negotiated for a 10% reduction in the cost in return for a two-year extension.

Early this year, Staff created a more detailed Request for Proposals that asked for set bid prices for much of the weed control which is most of the work. In late February 2015 Purchasing sent out 20 proposals and 3 contractors responded. The criteria used to select a contractor were a part of the Request for Proposals and are as shown in the table below:

Area
Minimum Score
Maximum Score
Criteria
Customer Service/ Approach|1313|20
Measured in terms of Respondent's plan to handle routine service needs, preventative maintenance and emergency repairs (both during working hours and after-hours).
Pricing|1313|20
Measured based on the hourly rate(s) established for providing landscape services.
Qualifications|1313|50
Measur...