Public Works Department SUBJECT: Consideration of Resolutions authorizing one-year contract extensions for snow/ice removal services during the 2015-2016 winter season with: 1. Tovar Snow Professionals of Elgin, IL, in the amount of $591,431 plus a 5 percent contingency, for a total amount of $621,003. 2. Wayne Endre Contracting of Wilmette, IL, in the amount of $375,000, plus a 5 percent contingency, for a total amount of $393,750. AGENDA ITEM: 9.b.vi MEETING DATE: September 15, 2015 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: Jerry Burke, Director of Public Works (847) 904-4525 Peter D Agostino, Assistant to the Director of Public Works (847) 904-4472 THROUGH: Todd Hileman, Village Manager PURPOSE AND ACTION REQUESTED: Staff requests Village Board consideration of Resolutions authorizing one-year contract extensions for snow/ice removal services during the 2015-2016 winter season with: 1. Tovar Snow Professionals of Elgin, IL, in the amount of $591,431 plus a 5 percent contingency, for a total amount of $621,003. 2. Wayne Endre Contracting of Wilmette, IL, in the amount of $375,000, plus a 5 percent contingency, for a total amount of $393,750. BACKGROUND: During each winter season, the Public Works Department ( Department ) is responsible for removing snow/ice accumulations from the Village s 140 miles of roadway and 272 cul-de-sacs, as well as several miles of sidewalk and 18 paved areas (e.g., parking lots) that service the Village s facilities, Central Business District, Glen Town Center, two commuter train stations, etc. The Department is responsible for removing snow/ice accumulations in these areas from curb to curb (or pavement edge to pavement edge) down to bare pavement. Since 2004, the Village has contracted for snow/ice removal services for the Glen Town Center. In 2007, the Village also began contracting for snow/ice removal services for residential streets, as well as parking lots and sidewalks at municipal facilities. Tovar Snow Professionals and Wayne Endre Contracting have been performing this work respectively in the Village since 2008. Tovar Snow Professionals removed snow/ice from parking lots and sidewalks at Village 1
facilities and from parking decks, sidewalks, and roadways at the Glen Town Center. 1 Wayne Endre Contracting removed snow/ice from residential roadways. Staff believes that both contractors provided high-quality snow/ice removal services that met the Department s service level standards. DISCUSSION: The following three groups of work were bid in May of 2011: Group A - Village Parking Lots and Sidewalks: o Commuter Parking Lots o Metra Stations o Village Facilities o Police Department o Fire Stations o Glenview Public Library Lots and Parking Decks Group B - Glen Town Center: o Six roadways, including parking spots o Sidewalks within two parks o Two parking decks Group C Residential Routes: (Appendix A) o Section 1 o Section 2* (Added during 2012-2013 Season) o Section 3* (Added during 2012-2013 Season) o Section 7 o Section 9 All three groups included a base-bid for removal of up to 45 inches of snow/ice accumulation per winter season, as well as a per-inch rate that would apply for each inch of snow removed beyond the 45 inches. Group A (Village Facilities) included a rate for loading a specific volume of snow from the Library s parking deck into trucks and hauling it to a site where it can be left to melt. Group B (Glen Town Center) includes rates for loading a specific volume of snow from the center s parking decks and other parking areas into trucks and hauling it to a site where it can be left to melt. The RFB was for a two-year contract, covering the 2011-2012 and 2012-2013 winter seasons, with three optional one-year renewals, covering the 2013-2014, 2014-2015, and 2015-2016 winter seasons. The RFB included pricing for each of the extension periods. This extension is for the 2015-2016 winter season and is the third extension associated with the 2011 RFB. The contracts were awarded in 2011 to Tovar Snow Professionals for Groups A and B and to Wayne Endre Contracting for Group C. In October 2012, residential route sections 2 and 3 were added to the Wayne Endre Contract for the 2012-2013 winter season, to absorb the workload created due to attrition in the Department that year. Wayne Endre Contracting was awarded an additional $135,000 per season for the two 1 Please note: The Public Works Department is responsible for removing snow/ice from two sidewalks in the Glen Town Center. The Glen Town Center s management company is responsible for removing snow/ice from all other sidewalks within the center. 2
additional sections. The original bid for three residential sections was $240,000. The total contract amount for plowing of five residential sections is currently $375,000. Wayne Endre did not bid nor request additional money for any extensions associated with this contract. In response to Wayne Endre Contracting holding the current pricing, an additional optional one-year extension was granted by the Village Board in 2012. The current contract can be extended to the 2016-2017 season, pending satisfactory level of service provided and approval by the Village Board. These two contractors have performed this work for the Village and staff has been satisfied with their performance. Village staff is confident that both contractors are capable of continuing to provide high-quality snow/ice removal services for the Village. BUDGET: The one-year contract extension for the 2015-2016 season of snow/ice removal services are budgeted in multiple funds over two fiscal years as illustrated below: Fund Account # Contractor FY 2015 Amount FY 2016 Amount Corporate Fund 10040234-522285 Wayne Endre $131,250 $262,500 Tovar $74,190 $146,114 Caretaker Fund 24840234-522285 Tovar $101,850 $159,600 Commuter Fund 55040234-522285 Tovar $46,431 $92,818 Total $353,721 $661,032 The Fiscal Year 2015 estimates under this contract term are: 1. Tovar Snow Professionals of Elgin, IL, $222,471 2. Wayne Endre Contracting of Wilmette, IL, $131,250 Due to the harsh winter in the beginning of 2015, there are not sufficient funds within the various accounts in the FY 2015 budget to fund these anticipated costs. Village staff will recommend a budget amendment later in the year once all 2015 funds are projected, if deemed necessary by the Finance Department. The remaining amount of $398,532 for Tovar Snow Professionals and $262,500 for Wayne Endre Contracting will be appropriated in the FY 2016 budget process. The total contracts not to exceed, inclusive of contingencies, amounts are: 1. Tovar Snow Professionals: $621,003 2. Wayne Endre Contracting: $393,750 3
RECOMMENDATION: Staff recommends Village Board approval of the attached Resolutions authorizing one-year contract extensions for snow/ice removal services during the 2015-2016 winter seasons with: 1. Tovar Snow Professionals of Elgin, IL, in the amount of $591,431 plus a 5 percent contingency, for a total amount of $621,003 2. Wayne Endre Contracting of Wilmette, IL, in the amount of $375,000, plus a 5 percent contingency, for a total amount of $393,750 APPENDIXES: A. Map of Department s residential roadway routes B. Resolution for contract with Tovar Snow Professionals C. Resolution for contract with Wayne Endre Contracting 4
APPENDIX A 5
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APPENDIX B 7
RESOLUTION NO. WHEREAS, the Village of Glenview (the Village ) is a home-rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have discussed and considered contracting for snow/ice removal services for Group A (Village Facilities) and Group B (Glen Town Center), for the 2015-2016 winter seasons ( Services ); WHEREAS, the Village undertook a Request for Bids process in 2011 to procure pricing for the Services for which the lowest-priced responsive, responsible bidder was Tovar Snow Professionals of Elgin, IL ( Tovar ); WHEREAS, a two-year contract was awarded to Tovar in 2011 (the Contract ), with three optional one-year renewals, with the third renewal term for the 2015-2016 winter season; and WHEREAS, the corporate authorities have determined that it is in the public interest to renew the Contract with Tovar. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: The Village President (or his designee) is authorized to undertake a one-year contract extension with Tovar for the Services in the amount of $591,431 plus a 5 percent contingency, for a total amount of $621,003. PASSED this th day of September 2015. AYES: NAYS: ABSENT: APPROVED by me this th day of September 2015. ATTESTED and FILED in my office this th day of September 2015. James R. Patterson, Jr., President of the Village of Glenview, Cook County, Illinois Todd Hileman, Village Clerk of the Village of Glenview, Cook County, Illinois 8
APPENDIX C 9
RESOLUTION NO. WHEREAS, the Village of Glenview (the Village ) is a home-rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have discussed and considered contracting for snow/ice removal services for Group C (Residential Routes), for the 2015-2016 winter seasons ( Services ); WHEREAS, the Village undertook a Request for Bids process in 2011 to procure pricing for the Services for which the lowest-priced responsive, responsible bidder was Wayne Endre Contracting of Wilmette, IL ( Wayne Endre ); WHEREAS, a two-year contract was awarded to Wayne Endre in 2011 (the Contract ), with three optional one-year renewals, with the third renewal term for the 2015-2016 winter season; and WHEREAS, the corporate authorities have determined that it is in the public interest to renew the Contract with Wayne Endre. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: The Village President (or his designee) is authorized to undertake a one-year contract extension with Wayne Endre for the Services in the amount of $375,000, plus a 5 percent contingency, for a total amount of $393,750. PASSED this th day of September 2015. AYES: NAYS: ABSENT: APPROVED by me this th day of September 2015. ATTESTED and FILED in my office this th day of September 2015. James R. Patterson, Jr., President of the Village of Glenview, Cook County, Illinois Todd Hileman, Village Clerk of the Village of Glenview, Cook County, Illinois 10