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File #: 19-795    Version: 1
Type: Award of bid, rfp, etc. Status: Passed
File created: 8/8/2019 In control: City Council
On agenda: 9/3/2019 Final action: 9/3/2019
Title: Waive the applicable provisions of the Naperville Procurement Code to set prices for 2019/20 and award Procurement 19-254, Roadway Snow Removal, to various contractors for an amount not to exceed $390,000 and for the period of October 1, 2019 through April 30, 2020 (Requires six positive votes)
Attachments: 1. Equipment Rates

CITY COUNCIL AGENDA ITEM

 

ACTION REQUESTED:
title

Waive the applicable provisions of the Naperville Procurement Code to set prices for 2019/20 and award Procurement 19-254, Roadway Snow Removal, to various contractors for an amount not to exceed $390,000 and for the period of October 1, 2019 through April 30, 2020 (Requires six positive votes)

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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 responsible for snow removal throughout the City. Snow removal operations cannot be effectively completed solely with in-house staff and equipment and must be outsourced.

 

There is no single contractor large enough to provide the approximate 70 supplemental snow removal units required to plow City streets; therefore, DPW retains the services of multiple contractors. Since 2004/2005 snow season, the City Council has waived the code and approved hourly rates for the snow plowing contracts. Each year the City advertises and accepts applications from contractors seeking to participate in snow plowing City roadways.

 

DISCUSSION:

All applicants meeting the following criteria are awarded contracts:

 

                     Minimum of 5 years of experience providing snow removal on public or private roadways (not including parking lots). If less than five years of experience, previous experience with the City will be considered.

                     Ability to provide adequate communications. All salt vehicles require a 2-way radio with the City frequency or a cell phone.

                     Ability to respond to a designated work area within 1.5 hours of being called out.

                     Ability to provide necessary assigned equipment 24 hours a day, 7 days a week.

                     Ability to provide service for periods greater than 24 consecutive hours.

                     Ability to provide competent drivers/operators that are capable of efficiently operating the equipment assigned, reading a map, and speaking English.

                     Ability to provide additional supervisory support if the amount of equipment (number of pieces) exceeds 6 units.

                     Ability to provide equipment that meets or exceeds the DPW equipment specifications.

                     Ability to meet or exceed all liability insurance requirements as required by the City of Naperville.

 

Many of the roadway snow contractors have worked for the City for several years and have proven to be very reliable. If additional qualified contractors are needed, they are added at the established rate per piece of equipment.

 

Plowing commences with a minimum of 2” snowfall accumulation. Without the service of these contractors, the average completion time to plow snow, from the end of a snowfall, is projected to increase from twelve to approximately thirty-two hours. For winter weather events resulting in greater than 12 inches of snow accumulation during a 24-hour period, the contractors receive a bonus of twenty percent to the hourly rate for large pieces of equipment.  This bonus assists the City in obtaining more equipment during peak demand times.  All contractors are required to provide a list of the equipment that they have available, and the City will contact additional contractors with large equipment needed during a blizzard. 

 

During the 2018/19 winter season, contractors received a two percent increase in the hourly rate. Naperville’s rates are currently around the mid-point for what neighboring communities are offering for the same service. Based on this information, staff recommends a zero percent increase in the hourly rate for the 2019/20 winter season.  (See Attachment 1).  

 

Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Code is required because the recommended process is not one of the enumerated methods under the Code.

 

FISCAL IMPACT:

CIP #: N/A

 

Roadway snow removal is expensed to the Operational Service account below. The requested award of $390,000 is within budget.

 

Account Number

Fund Description

Total Budget Amount

31251100-531308

General Fund

$1,607,225