Title
Snow Services - Bid Award
History
Traditionally, the Natural Resources and Facilities (NRF) and Parks Departments have been responsible for snow removal and salting in municipal parking lots and on sidewalks and paths throughout the Village. In order to provide a higher level of snow clearing services for Orland Park residents, these CDL crews need to be reallocated to help Public Works focus on clearing primary and secondary roadways, by forming two (2) fully staffed teams working together. Contractor support will be responsible for maintaining the parking lots, sidewalks, and bike paths at a zero snow fall tolerance, meaning the contractor will have staff available from the start of a snow event until the snow event has ended and all facilities are completely cleared and salted.
Contractor support for snow removal and salting operations will be performed at the locations listed on Exhibit A.
Contractors will also be used in cul-de-sacs when snow fall is greater than two (2) inches. This contractor support has been consistently used the past twelve to fifteen (12-15) years, which allows Public Works to focus on the primary and secondary routes in heavier snow events.
A request for proposals (RFP) for the Snow & Ice Removal Services contract was published on BidNet Direct on May 24, 2021. BidNet data indicates sixteen (16) vendors downloaded all documents for the bid. On Friday, June 11, 2021 at 11:00am, five (5) sealed bids were opened by the Clerk’s Office for this project. Bids were received from: Beverly Snow & Ice, Inc. of Markham, Illinois; Construction Concepts of Illinois of Tinley Park, Illinois; McGill Construction Co., Inc. of Frankfort, Illinois; Shamrock Hardscapes & Restoration of Elburn, Illinois; and Snow Systems of Highland Park, Illinois. Please reference the attached RFP 21-031 Bid Tabulation Sheet and Bid Responsiveness Sheet for pricing.
Staff interviewed representatives from Beverly, McGill, and Construction Concepts of Illinois. It was determined that Beverly Snow & Ice, Inc. has the prior experience and staffing to provide the necessary manpower, equipment, and salting capabilities to successfully handle the parking lots, sidewalks, and bike paths. Beverly provides similar services to neighboring communities, and currently handles all snow clearing operations for the University of Chicago Medical Center in Orland Park. Beverly will be compensated at the hourly equipment rates shown in Exhibit B.
McGill Construction Co., Inc. will provide snow clearing services in cul-de-sacs per the equipment rates shown in Exhibit C. McGill has been providing these services for the Village throughout the past decade.
Construction Concepts of Illinois will also be providing snow clearing services in cul-de-sacs per the rates shown in Exhibit D. Construction Concepts has not worked for the Village previously, but has performed similar work for neighboring municipalities.
Therefore, it is staff's recommendation that Beverly Snow & Ice, Inc., McGill Construction Co. Inc., and Construction Concepts of Illinois be awarded the Snow & Ice Removal Services Contracts.
Financial Impact
Due to uncertainty of number of weather events, type of weather events, and longevity of weather events, Public Works has budgeted an estimate of $498,750.00 based on historical events records. Remaining 2021 funds in 010-5002-442200 will be used for December events. Upon approval of 2022 budget, funds for this project are allocated in the 010-5002-442200 - Snow Removal.
Recommended Action/Motion
I move to accept the proposals from Beverly Snow & Ice, Inc. of Markham, Illinois; McGill Construction Co., Inc. of Frankfort, Illinois; and Construction Concepts of Tinley Park, Illinois, for Snow & Ice Removal Services in an amount not to exceed $498,750.00;
And,
Authorize the Village Manager to approve additional contractor support as needed not to exceed $25,000.00 per contractor;
And,
Authorize the Village Manager to execute all related contracts, subject to Village attorney review.