Submitted By
Tammie Grossman, Director Development Customer Services; and Rob Sproule, Director of Public Works
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving the Renewal of an Independent Contractor Agreement with A & B Landscaping & Tree Service, Inc. for Snow Plowing and Salting of Village Leased/Owned Parking Lots, Back-up Snow Removal for Public Streets and Sidewalk Snow Shoveling for Fiscal Year 2023 in an Amount Not to Exceed $175,000 and Authorizing its Execution.
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Overview
Overview
This renewal agreement with A & B Landscaping and Tree Service, Inc. is for a one (1) year term and is the second of two (2) optional one (1) year term renewals to provide plowing and salting of village leased/owned parking lots, back-up snow removal on public streets and sidewalk shoveling.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Recommended FY 2023 Budget includes the following for contracted services for snow and ice removal:
Parking Fund:
5060.43770.786.530660 (Street Parking General Contractuals) = $50,000
5060.43770.787.530660 (Parking Lots General Contractuals) = $50,000
General Fund:
1001.43740.765.530667 (Sidewalk Shoveling) = $50,000
1001.43740.765.530667 (Back-up Street Snow Removal) = $25,000
Background
The Village issued a request for proposals (RFP) on August 18, 2020 for snow and ice removal for the parking system, sidewalk shoveling and back-up snow removal on public streets. Staff received four (4) proposals and recommended that the Village enter into an agreement with A & B Landscaping and Tree Service, Inc. for an initial one-year term (01/01/21 - 12/31/21). The agreement was renewed for an additional one-year term (01/01/22 - 12/31/22).
The proposed renewal is the last remaining renewal for the one-year term of 01/01/23 - 12/31/23. As provided for in the Agreement, the Contractor requested a rate increase of 3% for the term of the renewal.
Snow and ice removal for the Village’s parking system is performed solely through this independent contractor agreement rather than in-house Village staff. The Village’s entire parking system is comprised of 94 off-street parking locations and a total parking capacity for snow removal and salting of 2,459 spaces.
Throughout the course of the snow season, the Public Works Department may require assistance for back-up plowing and salting operations to clear snow and ice from residential streets and alleys when snowfall is expected to be six inches (6’’) or more.
The Village requires residents to clear snow and ice from their public sidewalks within 24 hours after a snow event. Recognizing that some residents are not able to remove snow without assistance, the Village has provided a snow removal assistance program through an independent contractor agreement since 2007.
Alternatives
Request additional information.
Previous Board Action
On February 22, 2022, the Village Board approved Resolution 22-46, a Resolution approving an amendment to the independent contractor agreement with A & B Landscaping, Inc. for snow plowing and salting of Village leased/owned parking lots, back-up snow removal for public streets and sidewalk shoveling for fiscal year 2022 to change the not to exceed amount from $175,000 to $275,000 and authorizing its execution.
On December 6, 2021, the Village Board approved Resolution 21-274, a resolution approving the renewal of an independent contractor agreement with A & B Landscaping and Tree Service, Inc, for snow plowing and salting of Village leased/owned parking lots, back-up snow removal for public streets and sidewalk snow shoveling for fiscal year 2022 in an amount not to exceed $175,000 and authorizing its execution.
On April 19, 2021, the Village Board approved Resolution 21-110, a resolution approving a second amendment to the independent contractor agreement with A & B Landscaping and Tree Service, Inc. for snow plowing and salting of Village leased/owned parking lots, back-up snow removal for public streets and sidewalk shoveling for fiscal year 2021 to change the not to exceed amount from $250,000 to $300,000 in 2021 and authorizing its execution.
On March 1, 2021, the Village Board approved Resolution 21-77, a resolution approving an amendment to the independent contractor agreement with A & B Landscaping and Tree Service, Inc. for snow plowing and salting of Village leased/owned parking lots, back-up snow removal for public streets and sidewalk shoveling for fiscal year 2021 to change the not to exceed amount from $175,000 to $250,000 in 2021 and authorizing its execution.
On November 16, 2020 the Village Board approved Resolution 20-237, a resolution approving an independent contractor agreement with A & B Landscaping and Tree Service, Inc. for snow plowing and salting of Village leased/owned parking lots, back-up snow removal for public streets and sidewalk snow shoveling for fiscal year 2021 in an amount not to exceed $175,000 and authorizing its execution.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
Some of the lots plowed by the Village are owned by other government entities or not-for-profits and the Village provides the snow removal services in exchange for use of the parking areas.