CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 19-262, Specialty Winter Operations Services, to Beverly Snow and Ice Inc. for an amount not to exceed $364,130
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Contract 19-262 was approved by the City Council on November 5, 2019 for a two-year term with three, one-year options to extend.
The Contractor provides the following services:
1. Removal of snow and ice from sidewalks and other paved walking surfaces
2. Removal of snow from the upper exposed levels of City-owned parking decks
3. 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 provides 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 pedestrian exposure to conditions that could result in slips and falls.
The Department of Public Works (DPW) is primarily responsible for snow and ice removal services in the following areas:
1. Central Business District (CBD) including City parking decks and surface lots
2. Naperville Metra train station
3. Route 59 Metra Train Station
Minor deicing events of trouble spots at the train station and in the CBD will continue to be handled in-house and City crews will also continue to do load-outs of snow if needed in these areas.
DISCUSSION:
During the original term of the contract, Beverly Snow and Ice Inc., responded to 21 deicing and plowing events during the 2019/20 winter season and 25 deicing and plowing events during the 2020/21 winter season. The vendor performed well and completed the service in the timeframe required by the contract.
Based upon the vendor’s performance, DPW recommends extending the contract for the first option year. Beverly Snow and Ice Inc. has agreed to maintain the rates and terms provide for under the contract. The cost under this contract for a deicing-only event for all three areas is $5,600 per round. The cost for snow removal and salting for all three areas is $7,287 per round. Oftentimes a storm event may require several rounds of service. For example, larger snowfall events or longer duration events may require one deicing round and several plowing rounds. The award amount is based on historical spend.
The term of the first option year is November 1, 2021 to October 31, 2022, with two, one- year options remaining on the agreement.
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. A total of $364,130 has been budgeted for specialty winter operations for 2021. The requested award of $364,130 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31254300-531308 |
Downtown Maint. Fund |
$522,520 |
|
31251200-531308 |
Commuter Parking Fund |
$260,210 |
|
31251100-531308 |
General Fund |
$1,816,345 |