CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 19-262, Specialty Winter Operations Services, to Beverly Snow and Ice Inc. for an amount not to exceed $724,260 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 September 2019, DPW issued Bid 19-262, 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: |
09/30/19 |
Notices Sent: |
137 |
|
Opening Date: |
10/18/19 |
Planholders: |
13 |
|
|
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Proposals Received: |
2 |
Bids were received from the following vendors:
|
Vendor Name |
CBD |
Naperville Metra Train Station |
Route 59 Metra Train Station |
|
Beverly Snow and Ice Inc. |
$20,102 |
$12,912.90 |
$7,980 |
|
Tovar Snow Professionals |
$35,592 |
$24,340 |
$15,116 |
The bid was structured to be awarded to the lowest responsive, responsible bidder based on the total cost for each Special Service Area. Beverly Snow and Ice Inc. was the lowest bidder for all three Special Service Areas. Staff met with Beverly Snow and Ice to confirm they have the necessary manpower and equipment to complete the services within specifications for all three areas and Beverly responded that they did. The City has successfully contracted with Beverly Snow and Ice previously.
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 Special Service Areas is $5,600 per round. The cost for snow removal and salting for all three Special Service Areas is $7,287 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 spend and the amount budgeted for this work.
The term of this contract is from date of award to October 31, 2021 with three one-year options to extend.
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. The totals provided reflect the 2020 proposed budget, as the majority of this contract will occur during that period. A total of $362,130 has been budgeted for specialty winter operations for 2020. It is anticipated that there will be sufficient funds to accommodate the requested award.
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Account Number |
Fund Description |
Proposed 2020 Total Budget Amount |
|
31254300-531308 |
SSA 26 Fund |
$537,520 |
|
31251200-531308 |
Commuter Parking Fund |
$260,210 |
|
31251100-531308 |
General Fund |
$1,798,700 |