CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Two to Contract 19-262, Specialty Winter Operations Services, to Beverly Snow and Ice Inc. for an amount not to exceed $467,136
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On November 5, 2019, the City Council awarded Contract 19-262, Specialty Winter Operations, for a two-year term with three, one-year options to extend. The contact is for snow and ice removal services in the Central Business District (including City parking decks and surface lots) and at the Naperville and Route 59 Metra Train Stations.
The Contractor provides the following services:
1. Removal of snow and ice from sidewalks and other paved walking surfaces
2. Removal of snow from the upper exposed levels of City-owned parking decks
3. Application of anti-icing chemicals as required by weather conditions to remove residual ice and snow and/or to prevent accumulations of ice and snow
The contractor provides all labor, equipment, and materials needed to perform the work. All areas have been prioritized for the contractor(s), and the contractor(s) will have primary responsibility for maintaining conditions that minimize pedestrian exposure to conditions that could result in slips and falls.
Minor deicing events of trouble spots at the train station and in the CBD will continue to be handled in-house and City crews will also continue to do load-outs of snow if needed in these areas.
DISCUSSION:
During the first option year, Beverly Snow and Ice Inc., responded to 15 deicing and plowing events during the 2021/22 winter season. The vendor performed well and completed the service in the timeframe required by the contract.
Based upon the vendor’s performance, DPW recommends extending the contract for the second option year. Beverly Snow and Ice Inc. has requested a 20% increase due to the cost of fuel and labor. The vendor has not had an increase since the contract began in 2019, and their price with the increase is still less than the next low bidder. The cost under this contract for a deicing-only event for all three areas is $6,720 per round. The cost for snow removal and salting for all three areas is $8,745 per round. Oftentimes a storm event may require several rounds of service. For example, larger snowfall events or longer duration events may require one deicing round and several plowing rounds. The award amount is based on historical spend.
The term of the second option year is November 1, 2022 to October 31, 2023, with one option year remaining on the agreement.
FISCAL IMPACT:
CIP #: N/A
Specialty winter operations for sidewalks and parking lots are expensed to the operational service accounts below. The budget for specialty winter operations is based upon historical spending for this service during an average winter. A total of $389,280 has been budgeted for specialty winter operations for 2022. The requested award of $467,136 exceeds the budgeted amount for this expense; however, the total contract award for the 2021-22 snow season was not expended. The increase can be accommodated for the remainder of 2022 and the 2023 budget will be adjusted to reflect the new contract pricing.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31254300-531308 |
Downtown Maint. Fund |
$604,400 |
|
31251200-531308 |
Commuter Parking Fund |
$275,680 |
|
31251100-531308 |
General Fund |
$1,862,660 |