Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 17-669    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 10/16/2017 Final action: 10/16/2017
Title: A Resolution Approving 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 for the 2017/18 Snow Season in an Amount Not to Exceed $196,880 and Authorizing its Execution
Attachments: 1. 10.16.17 G.A. Paving Resolution, 2. 10.16.17 G.A. Paving Contractor Agreement, 3. 10.16.17 GA Paving Response Sheet, 4. 2017 Snow RFP Bid Tab

Submitted By                     

Tammie Grossman, Director of Development Customer Services 

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving 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 for the 2017/18 Snow Season in an Amount Not to Exceed $196,880 and Authorizing its Execution

 

End

Overview

Overview

Snow plowing for village owned or leased parking lots is done by a contractor.   This Resolution authorizes that work, and in addition, provides for back-up snow removal services for the Public Works Department staff if needed. G.A. Paving Construction, Inc. was the lowest most responsive bidder.

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The Parking Fund FY2017 account #5060-43770-786-530660 has a remaining balance of $131,880 for Plowing and Salting of Village Leased/Owned Parking Lots.

 

The Parking Fund FY2017 account #5060-43770-787-530660 has a remaining balance of $50,000 for Plowing and Salting of Village Leased/Owned Parking Lots.

 

The General Fund FY2017 account #1001-43740-765-5306677 has a remaining balance of $15,000 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 is recommending 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 2017 snow season.

 

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

N/A

 

Citizen Advisory Commission Action

N/A

 

Anticipated Future Actions/Commitments

Upon approval of 2018 budget a agenda item will be submitted requesting to enter into an independent agreement with G.A. Paving Construction, Inc. for the FY2018.

 

A separate contract will be entered into between the Village and A&B Landscaping for shoveling services.

 

Intergovernmental Cooperation Opportunities

N/A

 

Performance Management (MAP) Alignment

Parking and Mobility Services Division is scheduled to start MAP in the final phase.