Submitted By
Tammie Grossman, Director Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
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 Snow Shoveling for Fiscal Year 2021 to Change the Not to Exceed Amount from $175,000 to $250,000 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 $250,000. This increase is necessary to pay for services rendered as a result of significant snow events that occurred in January and February.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
Due to significant snow events, public works hired an additional contractor on an emergency basis to assist with snow removal at intersections and crosswalks for a not-to-exceed amount of $25,000. This $25,000 encumberance of the public works portion of the A & B agreement will be re-assigned to the Parking Fund, therefore the overall contract amount will only increase by $75,000, despite the parking portion increasing by a total of $100,000. A budget amendment will be prepared which, if approved, will provide adequate budget authority for this $100,000 increase to the parking portion of the agreement. (GL#s 5060.43770.784.530660 and 5060.43770.788.530660).
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 term of one (1) year (01/01/21 - 12/31/21).
Due to significant snow events in January and February, the not-to-exceed contract amount must be increased to pay for services performed relative to the parking portion of the agreement. 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 103 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 November 16, 2020 the Village Board approved RES 20-237, authorizing 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
N/A