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 |
0 |
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 |
0 |
20 |
Measured based on the hourly rate(s) established for providing landscape services. |
Qualifications |
0 |
50 |
Measured in terms of the Vendor's performance on similar work, equipment on hand, current insurance coverage and licenses. |
References |
0 |
10 |
Measured by the rating given to Respondents by government units who are offered as references. |
Total |
0 |
100 |
|
A reviewing committee made up of Arborist David Haste, Purchasing Manager Chris Switzer, and Public Works Planner Randy Swenson rated the RFP submittals, and JIMAX Landscaping received the highest score. (See the attached scoring matrix.) While CGM has performed well during the last three years, JIMAX has invested in new technology for spraying weeds along curb lines (which is integral to this work), which is anticipated to be a more effective tool. This WeedSeeker system by Trimble is fairly new technology and is demonstrated in this YouTube video: <https://www.youtube.com/watch?v=lQAJbmIw0VQ%20>
FINANCIAL IMPACT: Funds are available in the Public Works Horticulture Services account #101-3124-542-36.04.
NEIGHBORHOOD CONCERNS: While much of the work is at City facilities and other public locations, the program also provides spraying to control weeds on public boulevards in neighborhoods.
IMPACT IF APPROVED: We will continue with grounds maintenance at City facilities and public locations.
IMPACT IF DENIED: We will not be able to sustain our landscaping and weed control efforts.
ALTERNATIVES: N/A.
EEO CERTIFICATION NUMBER: JIMAX Landscaping has current EEO #03104-160331.
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. Support sustainability.
2. Reinvest in neighborhoods.
3. Keep taxes and fees competitive.
DEPARTMENT: Public Works