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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Asst. Superintendent Fleet & Facilities Maintenance
DATE: June 24, 2020
SUBJECT:
Acceptance of contractor bid proposals for snow and ice control services of various parking lots.
PURPOSE:
To obtain City Council approval to accept proposals from contractors for Snow and Ice Control Services of Various Parking Lots (RFP 20-32), for a two year term with an additional two, 1-year extensions, subject to mutual consent between both parties.
BACKGROUND:
The City maintains numerous parking lots which includes the removal of snow and ice. In order to sustain the high level of service as in past years, contracting private services has been essential in augmenting City snow removal operations. The last contract expired in the spring of 2020.
DISCUSSION:
The City advertised request for proposal (RFP 20-32), "Snow and Ice Control Services of Various Parking Lots", and received responses from six companies. The proposals were publicly opened on June 3, 2020. After examining operational logistics, verifying references, and comparing pricing, the following three contractors are recommended:
Montgomery Landscaping, Inc. Oswego, IL
Semper Fi Yard Services, Inc. Aurora, IL
RB Enterprises USA, Aurora, IL
I am also recommending that J & G Services, Inc. of Aurora, IL be approved as a back-up contractor during the term of this contract.
Tovar Snow Professionals, East Dundee, IL is not being recommended due to unfavorable reviews from past and present customers.
The various divisions utilizing contracted snow and ice control services have appropriated monies for these expenditures in the following 2020 accounts: 101-4010-417.36-01 ($90,000), 520-4432-437.36-01 ($45,000), 530-4433-437.36-01 ($35,000), and 530-4434-437.36-01 ($64,500).
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 (RFP 20-32), for a two year term with an additional two, 1-year extensions, subject to mutual consent between both parties.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing the Acceptance of Proposals from Various Contractors for Snow and Ice Control Services of Various Parking Lots, for a Two Year Term with an Additional Two, 1-Year Extensions, Subject to Mutual Consent Between Both Parties.
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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 several parking lots in which private contractors are utilized for snow and ice control; and
WHEREAS, the last contract for snow and ice control services expired in spring of 2020; and
WHEREAS, the City advertised RFP 20-32 "Snow and Ice Control Services of Various Parking Lots". Proposals were received, and publicly opened June 23, 2020; and
WHEREAS, four (4) of the six (6) contractors that submitted proposals are being recommended; and
WHEREAS, The contract will be for two years with two one-year extensions possible based on mutual agreement between the contractor and City of Aurora, for which the Director of Purchasing shall have the authority to take any and all steps necessary to execute and implement the extensions stated in the contract without further approval required by City Council; and
WHEREAS, various divisions utilizing contracted snow and ice control services have appropriated monies for these expenditures in the following 2020 accounts: 101-4010-417.36-01 ($90,000), 520-4432-437.36-01 ($45,000), 530-4433-437.36-01 ($35,000), and 530-4434-437.36-01 ($64,500); 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 "Snow and Ice Control Services of Various Parking Lots" for various divisions and further authorizes the Director of Purchasing to issue the necessary orders to implement purchase of the same.