CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #1 to Contract 24-183, Specialty Winter Operations Services - Sidewalks and Parking Lots, to Beverly Snow and Ice, Inc. for an amount not to exceed $465,000
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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 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.
On August 21, 2024, the City Council awarded 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. The term of the agreement was from November 1, 2024, through October 31, 2026, with four option years to extend. 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, and the contractor has 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:
During the initial term of the contract, Beverly Snow and Ice Inc. responded to 16 deicing and plowing events during the 2024/25 winter season and 19 deicing and plowing events during the 2025/26 winter season. The vendor performed well and completed the service in the timeframe required by the contract. Based upon the vendor’s performance, the Department of Public Works recommends extending the contract for the first option year. Beverly Snow and Ice has requested a 3% increase for the option year to account for increases in the cost for labor and salt.
The term of the first option year is November 1, 2026, to October 31, 2027, with three additional option years remaining on the agreement.
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 $575,870 has been budgeted for specialty winter operations for 2026. The requested award of $465,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31254300-531308 |
Downtown Maint. Fund |
$638,709 |
|
31251200-531308 |
Commuter Parking Fund |
$332,545 |
|
31251100-531308 |
General Fund |
$2,391,805 |