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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Director of Public Facilities
Abby Schuler, Downtown Services Manager
DATE: May 15, 2024
SUBJECT:
Acceptance of contractor proposals for snow and ice control services of various City parking lots.
PURPOSE:
To obtain City Council approval to accept proposals from contractors for Snow and Ice Control Services of Various Parking Lots, RFP 24-031, for a two-year term, with the option of two, additional one-year extensions.
BACKGROUND:
The City maintains numerous parking lots which includes the removal of snow and ice. To sustain high levels of service, retaining private contractors is essential in augmenting City snow removal operations. The final one-year extension of the previous agreement expired Spring 2024.
To establish a successor agreement, the City advertised a request for proposal, RFP 24-031, "Snow and Ice Control Services of Various Parking Lots for the City of Aurora" and received responses from six (6) companies: BWF Construction (Chicago, IL), Langton Snow Solutions (Woodstock, IL), Montgomery Landscaping Inc. (Oswego, IL), RB Enterprises USA (Aurora, IL), Semper Fi Yard Services Inc. (Aurora, IL), and Snow Systems (Wheeling, IL).
DISCUSSION:
The proposals were publicly opened on April 3, 2024. Following price comparisons, reference verifications, and in consideration of operational logistics, the Public Facilities Department and Downtown Maintenance Division selected Snow Systems, Montgomery Landscaping Inc., and Semper Fi Yard Services as the primary contractors. A chart listing the parking lots and the primary assigned vendors is attached.
Monies for contracted snow and ice control services are budgeted in accounts: 101-4411-417.36-01, 520-4030-437.36-01, 530-4433-437.36-01, and 530-4434-437.36-01.
None of the recommended contractors have outstanding debt with the City.
IMPACT STATEMENT:
Without the retention of private contractors to augment operations, the timeliness of snow and ice removal from City parking lots will be severely delayed.
RECOMMENDATIONS:
That the City Council adopts a resolution approving the acceptance of proposals from contractors for Snow and Ice Control Services of Various Parking Lots, for a two-year term with the option of two additional one-year extensions.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution approving the acceptance of proposals from contractors for Snow and Ice Control Services of Various Parking Lots, for a two-year term with the option of two additional one-year extensions.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City maintains numerous parking lots which includes the removal of snow and ice. To sustain high levels of service, retaining private contractors is essential in augmenting City snow removal operations; and
WHEREAS, the final one-year extension of the previous agreement expired Spring 2024; and
WHEREAS, to establish a successor agreement, the City advertised a request for proposal, RFP 24-031, "Snow and Ice Control Services of Various Parking Lots for the City of Aurora"; and
WHEREAS, the proposals were publicly opened on April 3, 2024. Following price comparisons, reference verifications, and in consideration of operational logistics, the Public Facilities Department and Downtown Maintenance Division selected Snow Systems, Montgomery Landscaping Inc., and Semper Fi Yard Services as the primary contractors; and
WHEREAS, Monies for contracted snow and ice control services are budgeted in accounts: 101-4411-417.36-01, 520-4030-437.36-01, 530-4433-437.36-01, and 530-4434-437.36-01; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes the acceptance of bid proposals from various contractors for RFP 24-032, "Snow and Ice Control Services of Various Parking Lots for the City of Aurora", and hereby authorizes the Director of Purchasing to issue the necessary orders to implement purchase of the same, and further authorizes the Director of Purchasing to take any and all steps necessary to execute and implement the extensions stated in the contract without further approval by the City Council.