Submitted By
Tammie Grossman, Director Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with G. A. Paving Construction, Inc. for Snow Plowing and Salting of Village Leased/Owned Parking Lots and Back-up Snow Removal for Public Streets for a One-Year Period in an Amount Not to Exceed $175,000 and Authorizing its Execution
End
Overview
Overview
On December 11, 2017 the Village approved a Resolution for an independent contractor agreement with G.A. Paving Construction, Inc. for snow plowing and salting of Village leased/owned parking lots and back-up snow removal for public streets. Staff is recommending that the Village enter into a second one-year agreement with G.A. Paving Construction, Inc. to provide snow-ice removal from public parking lots, with back-up snow removal from public streets during the 2019 snow season.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The Parking Fund FY2019 account #5060-43770-786-530660 has a balance of $50,000 for Plowing and Salting of Village Leased/Owned Parking Lots.
The Parking Fund FY2019 account #5060-43770-787-530660 has a balance of $100,000 for Snow Plowing and Salting of Village Leased/Owned Parking Lots.
The General Fund FY2019 account #1001-43740-765-530667 has a balance of $25,000 for back-up snow removal for public streets.
Background
The Village owns or leases approximately one hundred and ten (110) parking lots and is responsible for salting and snow removal in these parking lots and adjacent sidewalks.
On August 30, 2017, the Village issued a Request for Proposals (RFP) to seek qualified contractors for snow plowing and salting of Village owned/leased parking lots and sidewalks for up to three one years. The lots are to be salted by the contractor(s) when a snowfall is less than two (2) inches. The lots are to be plowed by the contractor(s) when the snowfall is more than two (2) inches.
Staff received 3 respondents and recommended that the Village enter an agreement with the lowest responsible bidder, G.A. Paving Construction, Inc. to provide snow-ice removal from public parking lots and back-up snow removal from public streets during the 2018 year.
Section 4 of the the independent contractor agreement “Term of Contract” allows the term of the contract to be extended in writing for additional periods.
Alternatives
The alternative would be to purchase additional snow removal equipment to complete the work with in-house crews. This would add a considerable amount of hours and cost to the snow removal process.
Previous Board Action
On December 11, 2017 the Village Board approved RES-17-721 authorizing a contract with G.A. Paving for snow plowing during the 2018 snow season.
On October 16, 2017 The Village Board approved RES 17-669 authorizing a contract with G.A. Paving for the remainder of the FY2017. RES 17-719 will provide for the same service in 2018 without interruption.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
Many 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.
Performance Management (MAP) Alignment
Parking and Mobility Services Division is scheduled to start MAP in the final phase.