ACTION REQUESTED:
Title
Communication from the City Manager and the Director of Public Works with a Request to APPROVE the Extension of VENDOR CONTRACTS for STREET MATERIALS for the 2021 STREET MAINTENANCE Season in Amounts Identified in the Attachment.
Body
BACKGROUND: Bid for the 2020 Street Maintenance Materials were received and opened on April 16, 2020. Due to the COVID-19 impact on the 2020 budget, the City purchased substantially less materials than estimated in the bid. Although the City does not guarantee a quantity in the bid, the severe reduction did cause some discomfort with our Vendors. As a result, and to keep the City’s cost from going up, we contacted Vendors and asked if they would keep their 2020 price to extend their contract through the 2021 maintenance season.
Attachment #1 shows the Vendors recommended for approval along with the types and quantities of materials. In several cases, contract awards for materials are awarded to more than one firm for the following reasons:
1. The location of the Vendor’s facility is a determining factor, based on job site location, in order to allow for reduced delivery times.
2. Some Vendors do not provide all materials every day. The selection of multiple Vendors provides staff with a supply choice to ensure materials are available on any scheduled workday.
Attachment #1 also shows a comparison between 2020 and 2021 pricing for Vendors that could not hold their pricing and submitted a bid.
FINANCIAL IMPACT: Funding for these expenditures is provided in the 2021 Operation Budget for Public Improvement: Castings #1013020 504406; Cold Patch Mix #1013020 504408; and Traffic Parts and Supplies #1013041 504904.
NEIGHBORHOOD CONCERNS: The approval of this request will enhance the citizens’ quality of life by ensuring affordable materials will be available for street maintenance in 2021.
IMPACT IF APPROVED: Necessary street, storm sewer and alley maintenance activities will continue.
IMPACT IF DENIED: Materials will not be available (or available at affordable prices) for annual street maintenance, resulting in infrastructure deterioration and would require more extensive repair work later, at additional cost.
ALTERNATIVES: Re-bid all Contracts.
EEO CERTIFICATION NUMBER: Asphalt Sales 01346-210630; Neenah Foundry 00341-210630; River City Supply - (Group Materials) 03376-210630; RA Cullinan 00676-210630, J and L Dock 01177-210630; United Ready Mix 00143-210630; Stark Excavating 02373-210630; Galena Road Gravel 00422 -210630; Heinz Brothers 00677-210630; Leman Precast 02561-210630; Tazewell County Asphalt 00634-210930; Flint Hills Resources 02511-211231; VCNA Prairie Materials 00259-210630; Sherwin Industries 00124-210630
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Beautiful Peoria
2. Safe Peoria
3. Financially Sound City Government
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Support sustainability.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works