Submitted By
Jill Velan, Parking and Mobility Services Director, John Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Authorizing a Change Order in the Amount of $55,000 for the Agreement with G. A. Paving Construction, Inc., for Snow Plowing and Salting of Village Leased/Owned Parking Lots and Snow Shoveling/Salting of Village Owned Sidewalks and Crosswalks.
End
Overview
Overview
Due to the recent 19" plus snow event and the need for removal/hauling of snow from parking lots and sidewalks, the approved agreement with G.A. Paving Construction, Inc. is approaching its not to exceed limit of $190,000. Staff is requesting an increase of $55,000 to ensure that snow removal is available through the remainder of the winter.
Body
Staff Recommendation
Approve the Resolution to authorize the change order to the Agreement with G. A. Paving Construction, Inc. to increase the not to exceed limit by $55,000.
Fiscal Impact
FY 2015 budget has $175,000 budgeted for salting and plowing the Village-owned/leased parking lots in the "Parking Services General Contractual" account and split between the on-street and off-street programs based upon parking stalls. In addition, sidewalk shoveling is budgeted in the General Fund account #1001-43740-765-530667 in the amount of $15,000.
A budget amendment would be requested for the $50,000 in the Parking Enterprise Fund and $5,000 will be re-appropriated within General Fund account #1001-43740-765-530667 which has money budgeted for general contractual work. Depending on parking revenues for 2015, some projects may be delayed.
Background
On October 20, 2014, the Village Board approved an Agreement for plowing and salting the Village's 110 parking lots for the 2014/2015 snow season in an amount not to exceed $175,000. Through the end of January 2015, total expenditures for G.A. Paving Construction's plowing and salting services were $44,580 for six call outs. In the first 7 days of February there have been nine call-outs, including seven for hauling snow off-sight. The pending bill for these events is approximately $125,000 bringing total billed costs to $169,580 for the contract period. In addition, the sidewalk shoveling program has used $9,000 of its $15,000 budget.
Staff recommends an amendment to the Village's contract with G.A. Paving Construction, Inc. to increase the total contract amount by $55,000 which will result in a not to exceed amount of $245,000. This amount will cover all services provided and allow for additional call out this season for snow/ice events in the amount of $66,420, if needed. From a historical perspective, in mid-February/March 2014 the Village expended $34,420 for plowing and salting Village lots.
The Village owns or leases approximately one hundred-nineteen (110) parking lots and is responsible for salting and snow removal in these parking lots and adjacent sidewalks. In addition the Village provides other sidewalk snow removal services.
On September 11, 2014, 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 the 2014-2015 winter season. 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 Village's contractor when snowfall is more than two (2) inches. The RFP was advertised in the Chicago Tribune and emailed directly to vendors who have expressed interest.
On September 26, 2014, the Parking and Mobility Services Department received a total of three proposals (see RFP tabulation attached) for plowing and salting of Village owned/leased parking lots and sidewalks. The Village seeks to award the contracts to the most qualified contractor that submitted the most favorable proposals.
On October 20, 2014, the Village Board approved a contract with G.A. Paving Construction, Inc. for the snow plowing and salting of Village owned and leased parking lots for the 2014-2015 snow season, with an option of extending the contract for two (2) additional one year terms. The original RFP is on file in the Village Clerk's Office.
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 to the snow removal process.
Previous Board Action
On October 20, 2014, the Village Board approved an Agreement with G.A. Paving Construction, Inc., for Snow Plowing and Salting of Village Leased/Owned Parking Lots and Snow Shoveling/Salting of Village Owned Sidewalks and Crosswalks for a one-year period with two additional options for one-year extensions.
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
The Parking Services Department is scheduled to start MAP during the final implementation.