CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code to establish pricing for the 2024-2025 winter season and award RFQ 24-196, Roadway Snow Removal, to certain contractors for an amount not to exceed $455,125 and for the period of October 1, 2024, through April 30, 2025 (requires six positive votes)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for snow removal throughout the City. Because snow removal operations cannot be effectively completed solely with in-house staff and equipment, portions must be outsourced.
There is no single contractor large enough to provide the approximate 70 supplemental snow removal units required to plow City streets; therefore, DPW retains the services of multiple contractors. Since the 2004-2005 snow season, the City Council has approved set pricing in the form of hourly rates for snow plowing contracts. Each year the City advertises and accepts applications from contractors, and for this upcoming season, staff plans to begin accepting applications in August.
DISCUSSION:
All applicants meeting the following criteria are awarded contracts:
1. Minimum of three years of experience providing snow removal on public or private
roadways (not including parking lots). If less than three years of experience, previous experience with the City will be considered.
2. Ability to provide adequate communications. All salt vehicles require a two-way radio with the City frequency or a cell phone.
3. Ability to respond to a designated work area within 1.5 hours of being called out.
4. Ability to provide necessary assigned equipment 24 hours a day, 7 days a week.
5. Ability to provide service for periods greater than 24 consecutive hours.
6. Ability to provide competent drivers/operators capable of efficiently operating the equipment assigned, reading a map, and speaking English.
7. Ability to provide additional supervisory support if the amount of equipment (number of pieces) exceeds six units.
8. Ability to provide equipment that meets or exceeds DPW equipment specifications.
9. Utilize provided GPS technology supplied by City prior to each event. Payment for
services contingent upon use and return of GPS technology to DPW.
10. Ability to meet or exceed all liability insurance requirements as required by the City of Naperville.
Plowing starts with a minimum of two-inch snowfall accumulation. Without the service of the contractors, the average completion time to plow snow, from the end of a snowfall, is projected to increase from 12 hours to approximately 32 hours. For winter weather events resulting in greater than 12 inches of snow during a 24-hour period, the contractors receive a bonus of 20% of the hourly rate for large pieces of equipment. The bonus assists the City in obtaining more equipment during peak demand times. All contractors are required to provide a list of the equipment they have available and the City will contact additional contractors with large equipment needed during a blizzard.
Staff recommends keeping the rates the same as the 2023/24 winter season. An option for contractors with a 10-foot plow has also been added to the rates (Attachment 1). The recommended rates are currently at the midpoint in comparison to other municipalities.
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
Roadway snow removal is expensed to the Operational Service account listed below. A total of $455,125 was budgeted for contract snow removal in 2024. The requested award of $455,125 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$2,164,965 |