Submitted By
Tammie Grossman, Director Development Customer Services and John Wielebnicki, Director of Public Works
Reviewed By
AMZ
Agenda Item Title
Title
A Resolution Approving an Amendment to the 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 2022 to Change the Not to Exceed Amount from $175,000 to $275,000 and Authorizing its Execution.
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Overview
Overview
Staff is submitting an Amendment to the Independent Contractor Agreement with A&B Landscaping and Tree Service, Inc., increasing the agreement from $175,000 to $275,000. The Village has experienced several significant winter storm events in January and early February. This increase is necessary to maintain an adequate contract balance to pay for services that may be rendered as a result of any additional winter storm events that occur throughout FY 22.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
This contract increase will be allocated specifically to snow removal for Village leased/owned parking lots. Q1 2022 budget amendments were submitted for the Village Board’s consideration which would increase the FY22 Parking Fund budget as follows:
5060.43770.786.530660 $25,000 carried over from unspent FY21 snow removal contract
5060.43770.786.530660 $25,000 new FY22 funding request
5060.43770.787.530660 $25,000 carried over from unspent FY21 snow removal contract
5060.43770.787.530660 $25,000 new FY22 funding request
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 backup 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 term of one year (01/01/21 - 12/31/21). The Village experienced several substantial snow events in 2021 and, as a result, the contract had to be amended twice to provide for additional spending authority for hours needed to remove and move snow from Village parking lots. The agreement was renewed on December 6, 2021, for the term of 01/01/22 - 12/31/22, which is the first of two (2) optional one (1) year term renewals.
Winter storm events in January and February have significantly depleted the contract funding specifically allocated for snow and ice removal for the Village’s parking system. 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 snow season, the Public Works Department may require assistance for backup 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 December 6, 2021, the Village Board approved Resolution 21-274, a resolution approving the renewal of an independent contractor agreement with A & B Landscaping & Tree Service, Inc. for snow removal and salting of Village leased/owned parking lots, backup snow removal for public streets and sidewalk snow shoveling for the fiscal year 2022 in an amount not to exceed $175,000 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, backup snow removal for public streets and sidewalk snow shoveling for the fiscal year 2021 in an amount not to exceed $175,000 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, Inc. for snow plowing and salting of Village leased/owned parking lots, backup snow removal for public streets and sidewalk shoveling for the fiscal year 2021 to change the not to exceed amount from $175,000 to $250,000 in 2021 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, Inc. for snow plowing and salting of Village leased/owned parking lots, backup snow removal for public streets and sidewalk shoveling for the fiscal year 2021 to change the not to exceed amount from $250,000 to $300,000 in 2021 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.