CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code to establish pricing for the 2026-2027 winter season and award RFQ 26-208, Roadway Snow Removal, to certain contractors for an amount not to exceed $468,780 and for the period of October 1, 2026, through April 30, 2027 (requires six positive votes)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for providing snow and ice removal services throughout the City. Due to the size and scope of the City’s snow removal operations, these services cannot be completed effectively using only in-house staff and equipment. Supplemental private contractors are necessary to ensure the City has sufficient equipment and personnel to respond to significant snow events and maintain safe, passable roadways.
No single contractor has the capacity to provide the approximately 70 supplemental snow removal units needed to support the City’s operations. As a result, DPW contracts with multiple qualified contractors to provide the additional equipment and operators necessary to meet operational demands.
Since the 2004-2005 snow season, the City Council has approved fixed hourly rates for supplemental snow removal contracts. Each year, DPW solicits applications from contractors interested in providing snow removal services and establishes contracts based on the approved rates and available equipment. For the upcoming snow season, staff plans to begin accepting contractor applications in August.
DISCUSSION:
All applicants who meet 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 the City prior to each event. Payment for services is contingent upon the use and return of the 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 inches of 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 a 3% increase in the rates from the 2025-2026 winter season. 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 2026. The requested award of $468,780 exceeds the amount budgeted in 2026 for this expense. Staff will ensure sufficient funding is included in the 2027 budget for future expenses related to this award.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$2,391,805 |