Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving the Purchase of 2,500 Tons of Rock Salt from Cargill Inc., at $72.55 Per Ton for the 2022/2023 Snow Season in an Amount Not to Exceed $218,000.00 Through the State of Illinois Joint Purchasing Program and Waiving the Village’s Bidding Process for the Purchase
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Overview
Overview
Rock salt is used as the principal deicer for snow and ice control in an effort to mitigate hazardous road conditions. The Village participates in the State of Illinois Joint Purchasing Program for materials and equipment commonly used by municipalities such as rock salt.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Fiscal Year 2022 budget provides funds for the purchase of roadway salt materials in the Public Works, Motor Fuel Tax Fund, account no. 2038-43740-765-560633, Roadway Maintenance. Currently, $63,852.35 in funds remains in that account for salt. A portion of those funds will be used towards the purchase of salt to replenish any usage before December 31, 2022.
In Fiscal Year 2023, salt needed for the portion of the winter season after January 1, 2023, will be funded from the Motor Fuel Tax Fund, account no. 2038-43740-765-560633, Roadway Maintenance. The Fiscal Year 2023 budget for salt is proposed to be $200,000.00.
Background
Rock salt is the most readily available and cost-effective de-icing material. Salt is used to keep snow and ice from bonding to the pavement thereby allowing snow plows to remove accumulated snow and ice quickly and efficiently and to keep the roads open and safe.
The Village has previously participated in the State of Illinois Joint Purchasing Program for materials and equipment commonly used by municipalities.
The State notified the Village that the contract for salt would be awarded to Cargill Inc., at the price of $72.55 per ton for the 2022/2023 winter season. This price is a $16.58 a ton increase over the 2021/2022 price of $55.97 per ton cost.
The salt purchase contract allows the Village to order a minimum of 80% and up to 120% of the requested amount of salt. This season’s requested amount of salt is 2,500 tons. Therefore, the minimum required purchase is 2,000 tons and the maximum is 3,000 tons in case of a particularly harsh winter. The salt will be delivered by truck to the Public Works Center at 201 South Boulevard.
In an average winter, the Village uses approximately 3,000 - 4,000 tons of rock salt for snow and ice control. The Village currently has approximately 1,000 tons of salt in storage at the Public Works Center, and 700 tons in the salt dome at the storage area at the Cook County Forest Preserve maintenance yard.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved this Resolution in prior years.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this contract to the Village Board annually.
Intergovernmental Cooperation Opportunities
Salt is one of the many items that the Village has purchased through the State’s Joint Purchasing Program. This program assures that orders placed by the Village will be given priority over ad hoc orders. Participation in the Joint Purchasing Program results in volume discounts which the Village could not achieve on its own as a single purchaser.
The Village also provides rock salt to the Park District of Oak Park. The Park District reimburses the Village for the actual cost of the salt. Their use is between 50-100 tons annually.