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TO: Mayor Richard C. Irvin
FROM: Ruthy Harris- Property Standards-Management Assistant
DATE: September 4, 2020
SUBJECT:
Ratification of payment and expenses to Tavarez & Son's Lawn Care for junk and trash removal service the remainder of 2020 in the not to exceed amount of $40,000.
PURPOSE:
Tavarez & Son's Lawn Care has provided services for the City of Aurora Property Standards Division in 2020. The contractor provides clean up services as needed through code enforcement and violation compliance. Staff is requesting a $40,000 cap for this vendor in 2020 as we search for additional 2021 vendors and complete a bid process.
The bid process was started to allow for other vendors to bid however, due to the current pandemic the process was delayed, and the process will now re commence.
BACKGROUND:
The 2020 funds allocated through an open purchase order has been exhausted for this contractor as they have surpassed the annual $25,000.00 per vendor threshold. Tavarez & Son's Lawn Care, an Aurora company, has been a vendor with Property Standards for 14 years and has consistently provided efficient and effective junk and trash removal services. Yearly expenses with this vendor have varied from as high as $46,000 to as low as $13,000 annually.
DISCUSSION:
So far in 2020, the City has paid Tavarez & Sons $23,825.00 with several bills still going through the payment process with additional services required for the remainder of 2020.
The 2020 budget for account 101-1827-424.36-20 began at $40,000.00, sufficient funding is available in the amount of $13,481.00 to satisfy payments to Tavarez & Sons.
The vendor has no outstanding debt with the City.
IMPACT STATEMENT:
Failure to approve this ratification will result in reduced cleanup efforts for the remainder for 2020.
RECOMMENDATIONS:
I request ratification approval for the contractor to continue services for the remainder of this year at a not to exceed cost of $40,000.
cc: Alderman Robert O'Connor...
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