ACTION REQUESTED:
Title
Communication from the City Manager and Community Development Director with a Request to APPROVE CONTRACTS with BURNSIDE BROTHERS and JIMAX LANDSCAPING for the 2019 WEED AND LITTER CONTRACT. (City-Wide)
Body
BACKGROUND: The Community Development Department is responsible for ensuring private property is maintained (grass, weeds, debris, litter, etc.) at a level determined by the City Council. If a property owner fails to maintain the property, the City hires a private contractor to complete the work at the expense of the owner. This contract is challenging for most small landscaping companies, as heavy-duty equipment for mowing difficult lots and removing heavy debris is often needed and removing debris or cutting grass on private property can lead to contentious incidents.
During the pre-bid meeting, emphasis was put on the quality of work being performed. As part of this contract, scrub trees will be eliminated from fence lines, litter will be cleaned up before mowing, and lots will be cleared to the alley line.
In 2018, the Community Development Department issued about 5,000 work orders on private property. The cost of work orders performed is the responsibility of the private property owner. The owner is billed for the cost of the work order plus an administrative fee. Unpaid invoices are placed as liens on the property and attached to the property tax bill the following year.
Four (4) complete proposals were received. The proposals were evaluated based on approach, experience, price, qualifications, and MBE/WBE participation. The proposals were scored by four staff members and the scoring totals are below.
|
Vendor |
MAX SCORE |
Jimax Corp |
Steve Walton Construction |
Burnside Brothers |
B Pickett |
|
Total |
400 |
332 |
296 |
333 |
149 |
Burnside Brothers has not held this contract with the Community Development Department in the past. Jimax Landscaping has been a contractor for multiple years with the Department. After discussions with the contractors, Burnside Brothers will be assigned work orders issued on the Southside of Peoria and Jimax Landscaping will be issued work orders for the rest of the City. Historically work orders on the Southside of Peoria constitute about 35 to 50% of the assigned work orders.
The contractors will serve as backups to each other. If either contractor falls behind and cannot complete work orders assigned to them within the five-day requirement of the contract, the Community Development Department may issue work orders to the backup contractor.
The City of Peoria budgets $400,000 annually for the execution of this contract which covers private property. Public Works manages the maintenance and contract for Peoria County Trustee and City of Peoria lots through separate contracts.
FINANCIAL IMPACT: $400,000 was budgeted for 2019 as part of the budget process.
NEIGHBORHOOD CONCERNS: Issuing work orders to clean up code violations on private property reduces blight in our neighborhoods and helps protect property values.
IMPACT IF APPROVED: Burnside Brothers and Jimax Landscaping will serve as contractors for the Community Development Department for the 2019 Weed and Litter contract.
IMPACT IF DENIED: Works orders will not be issued to maintain private property.
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER:
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Beautiful Peoria
2. Financially Sound City
3. Safe Peoria
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Reinvest in neighborhoods.
2. Reduce crime.
3. Have an efficient government.
DEPARTMENT: Community Development