CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code to set prices for CY17/18 and Award Procurement 17-176, Roadway Snow Removal, to various contractors for an amount not to exceed $390,915 for the period of October 1, 2017 through April 30, 2018. (Requires six positive votes)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director Department of Public Works
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for snow removal throughout the City. DPW utilizes the services of several contractors because no single contractor is large enough to provide the approximate 70 supplemental snow removal units required. If additional qualified contractors are needed, they would be added at the established rate per piece of equipment. Without the service of these contractors, the average completion time to plow snow, from the end of a snowfall, is projected to increase from twelve to approximately thirty-two hours. Plowing commences with a minimum of 2" snowfall accumulation.
DISCUSSION:
Council has waived the code and approved hourly rates for the snow plowing contracts since FY04/05. The City advertises and accepts applications from vendors wanting to participate in snow plowing City roadways. All applicants meeting the criteria are awarded contracts based on the following:
• Minimum of 5 years’ experience providing snow removal on public or private roadways (not including parking lots). If less than five years’ experience, previous experience with the City will be considered.
• Providing adequate communications. All salt vehicles will need a 2-way radio with the City frequency or a cell phone.
• Ability to respond to a designated work area within 1.5 hours of being called out.
• Ability to provide necessary assigned equipment 24 hours a day, 7 days a week.
• Ability to provide service for periods greater than 24 consecutive hours.
• Ability to provide competent drivers/operators that are capable of efficiently operating the equipment assigned, reading a map, and speaking English.
• Ability to provide additional supervisory support if the amount of equipment (number of pieces) exceeds 6 units.
• Ability to provide equipment that meets or exceeds the DPW equipment specifications.
• Ability to meet or exceed all liability insurance requirements as required by the City of Naperville.
The majority of the roadway snow contractors have worked for the City for several years and have proven to be very reliable. Contractors received an increase in the hourly rates of 2% for the 2016/17 winter season. Staff is recommending that the rates remain the same for the 17/18 winter season. (See Attachment 1).
In 2012, Council approved a “bonus” of 20% to the hourly rate for large pieces of equipment for all events larger than 12 inches in a 24-hour period based on the blizzard of 2011. Staff is again recommending that “bonus” of 20%. This will assist the City in obtaining more equipment during peak demand times. All contractors will be required to provide a listing of all of the equipment that they have available, and the City will contact additional contractors with large equipment needed during a blizzard.
Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Code is required because the recommended process is not one of the enumerated methods under the Code.
FISCAL IMPACT:
CIP #: N/A
Contracted snow removal services are expensed to the Support Services account below. A total of $390,915 has been budgeted for these services in CY2017. This contract extends into CY2018 and funds will be made available for the rest of the contract period.
|
Account Number |
Fund Description |
Total Budget Amount |
|
010-4230-431.30-29 |
General Fund |
$1,658,540 |