CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 24-183, Specialty Winter Operations Services - Sidewalks and Parking Lots, to Beverly Snow and Ice, Inc. for an amount not to exceed $900,000 and for a two-year term
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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 primarily responsible for snow and ice removal services for walkways and parking facilities in three special service areas:
• Central Business District (CBD)
• Naperville Metra train station
• Route 59 Metra Train Station
City facilities in the CBD include the three City parking decks and City parking lots.
In July 2024, DPW issued Bid 24-183, Specialty Winter Operations Services, to hire one or more contractors to provide snow and ice removal services in the three special service areas. In general, the contractor is to provide the following services:
• Removal of snow and ice from sidewalks and other paved walking surfaces
• Removal of snow from the upper exposed levels of City-owned parking decks
• 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 is to provide 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 to the greatest degree possible pedestrian exposure to conditions that could result in slips, falls, and associated injuries on icy, snowy, or frozen surfaces. Minor deicing events of trouble spots at the train station and in the CBD will continue to be handled in-house. In-house crews will also continue to do load-outs of snow if needed in these areas.
DISCUSSION:
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Advertisement Date: |
7/25/24 |
Notices Sent: |
195 |
|
Opening Date: |
8/14/24 |
Planholders: |
26 |
|
|
|
Proposals Received: |
4 |
Bids were received from the following vendors:
|
Vendor Name |
CBD |
Naperville Metra Train Station |
Route 59 Metra Train Station |
Total Bid |
|
Beverly Snow and Ice Inc. |
$30,703 |
$19,963 |
$11,971 |
$62,637 |
|
Snow Systems |
$32,733 |
$22,104 |
$8,472 |
$63,309 |
|
Local Lawn Care & Landscaping |
$58,290 |
$37,166 |
$24,914 |
$120,370 |
|
Langton Group |
$40,249 |
$34,995 |
$15,012 |
$90,256 |
The bid was structured to be awarded to the lowest responsive, responsible bidder based on the total cost for each area. Beverly Snow and Ice Inc. was the lowest bidder for the CBD and Naperville Metra Train Station. Snow Systems was the lowest bidder for the Route 59 Metra Train Station. The City has successfully contracted with Beverly Snow and Ice for many years, and they have performed well in all three areas. Based on their experience with this contract in past years, DPW is confident that Beverly Snow and Ice has the resources available to successfully perform the work under the contract for all three areas. Having one contractor will allow for easier coordination of the services needed, and Beverly’s total bid for all three areas is the lowest.
The bid amount shown in the table above was used to determine the low bidder only and establish the unit cost for each snow event. The cost under this contract for a deicing-only event for all three areas is approximately $8,800 per round. The cost for snow removal and salting for all three areas is $21,800 per round. Often, a storm may require several rounds of service per event. For example, for larger snowfall events or long-duration events, it may require one deicing round and several plowing rounds during the snow event. The award amount is based on historical spending and the amount budgeted for this work.
The term of this contract is from November 1, 2024, to October 31, 2026, with four one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Specialty winter operations for sidewalks and parking lots are expensed to the Operational Services accounts below. The budget for specialty winter operations is based on historical spending for this service during an average winter. A total of $534,345 has been budgeted for specialty winter operations for 2024. The requested award of $900,000 for two years is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
|
31254300-531308 |
Downtown Maint. Fund |
$726,130 |
|
31251200-531308 |
Commuter Parking Fund |
$449,235 |
|
31251100-531308 |
General Fund |
$2,164,965 |