Submitted By
Emily A. Egan, Development Services Director, and Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Renewal of an Independent Contractor Agreement with A & B Landscaping & Tree Service, Inc. for Snow Plowing and Salting of Village Leased/Owned Parking Lots and Sidewalk Snow Shoveling for Fiscal Year 2025 in an Amount Not to Exceed $75,000.00 and Authorizing Its Execution
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Overview
Overview
The proposed renewal of the agreement provides for snow and ice removal for a portion of the Village’s surface parking lots as well as the Village’s Sidewalk Snow Removal Assistance Program. Another proposed renewal agreement, contained in a separate agenda item, will provide for snow and ice removal for the remainder of the Village’s parking lots.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village issued a request for proposals (RFP) on August 18, 2023, for snow and ice removal for the parking system, sidewalk shoveling, and backup snow removal on public streets. The RFP was published on the Village website and a legal notice was published in the August 30, 2023, edition of the Wednesday Journal. The Village received a total of four (4) proposals in response to the RFP. Three of the four contractors’ proposals provided pricing for all work components, which includes the north and south sections of the Village’s parking system, the Sidewalk Snow Removal Assistance Program, and backup street plowing. One of the contractors only submitted a proposal for the Sidewalk Snow Removal Assistance Program.
Staff identified two (2) proposals that were considered cost-effective and responsive to the Village’s RFP: A & B Landscaping & Tree Service, Inc. and GA Paving LLC. In its evaluation of the two viable proposals, Village staff considered the contractor’s ability to perform the required services, considering the contractor’s past experience, both as a contractor for the Village as well as other clients.
Village staff is satisfied with the performance of both A&B Landscaping and GA Paving for snow removal services and believes it is advantageous to have two contractors continue to perform services concurrently throughout the community. The contractor’s rates for the 2025 renewal period reflect a 3% increase over 2024 rates, as provided for in the contract terms.
The proposed renewal of the agreement with A & B Landscaping & Tree Service, Inc. provides for the following services:
1. Snow/ice removal at North section parking lots (comprised generally of lots north of the CTA Green Line); and
2. Sidewalk Snow Removal Assistance Program (village-wide).
The proposed renewal of the agreement with GA Paving LLC, which is contained in another agenda item, provides for snow and ice removal for the South section parking lots (comprised generally of lots south of the CTA Green Line).
Historically, the Village has not utilized contracted services to provide backup snow plowing on public streets. Should the Public Works Department require backup or emergency assistance from either of these contractors to plow public streets, this could be authorized by the Village Manager and subsequently authorized by the Village Board by approving an amendment to either agreement.
Fiscal Impact
The Proposed FY 2025 Budget earmarks adequate funds for this agreement as follows:
Account # 5060.43770.786.530660 (Parking - On Street, General Contractuals) = $12,500.00
Account # 5060.43770.787.530660 (Parking - Lots, General Contractuals) = $12,500.00
Account # 1001.43740.765.530667 (Public Works - Street Services, External Support) = $50,000.00
DEI Impact
During winter snow/ice storm events, it is necessary to efficiently deploy crews throughout the Village’s parking lots and public rights of way to maintain safe and traversable conditions. Persons with disabilities, especially those in wheelchairs face extraordinary challenges navigating snow-clogged sidewalks, parking lots, and street crossings.
Alternatives
The Village Board could delay action on the proposed Resolution in order to gain additional information.
Previous Board Action
N/A
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A