CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Accept the record of Emergency Procurement 26-207, Roadway Salt, to Midwest Salt, LLC for an amount not to exceed $454,000
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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) requires roadway salt to support the City's winter snow and ice control operations. Over the past 10 years, the City has used an average of 11,400 tons of salt per year. During the mild 2025-2026 winter season, the City used approximately 7,400 tons of salt. The City has several options for procuring roadway salt, including conducting its own bid for summer delivery and participating in cooperative purchasing programs offered by the State of Illinois and DuPage County. For the 2026-2027 winter season, the City participated in the State of Illinois cooperative purchasing program because it has historically provided more favorable pricing.
Under the State program, the City is required to estimate and submit its anticipated salt requirements by April for the upcoming winter season. The City is then obligated to purchase a minimum of 80% of the requested quantity, while the awarded vendor is required to make up to 120% of the requested quantity available to the City upon request. This structure provides the City with a reliable supply while maintaining flexibility to adjust purchases based on actual winter weather conditions.
The State bid requires the City to submit a separate salt quantity request for each storage dome location. Vendors submit pricing for each location, and the lowest responsible bidder is selected for each location. This approach accounts for variations in transportation costs, which can significantly affect the delivered price of salt depending on the distance between the supplier and each storage facility.
In April, the City requested a total of 9,000 tons of roadway salt through the State of Illinois coop...
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