HomeMy WebLinkAbout11/07/2018 Accept Proposal for Snow and Ice Control Services
BoardDocs® ProPage 1 of 3
Agenda Item Details
MeetingNov 07, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category8. VILLAGE MANAGER'S REPORT
Subject8.3 Motion to accept proposal for contractual snow and ice control services in an amount not to
exceed $173,341.00.
AccessPublic
TypeAction
Preferred DateNov 07, 2018
Absolute DateNov 07, 2018
Fiscal ImpactYes
Dollar Amount173,341.00
BudgetedYes
Budget SourceGeneral Fund and Motor Fuel Tax Fund
Recommended ActionAccept the lowest proposal as submitted by Maxx Contractors Corp. of Des Plaines, Illinois for
the specified snow removal and ice control services in the 2018/2019, 2019/2020 and
2020/2021 winter seasons. Expenditures will be limited to those appropriated by the Village
Board in 2019, 2020 and 2021 budgets ($173,341.00 in 2019) and pursuant to rates and terms
indicated in the request for proposals document. Staff also recommends that the Village Board
authorize up to two (2) additional one (1)-year terms provided both the Village and the
contractor agree.
Public Content
Information
For many years, the Public Works Department has utilized a private contractor to supplement snow and ice removal
efforts. The scope of contracted work includes snow removal on cul-de-sacs (110), Village owned parking lots (11), and
one (1) of our seven (7) residential street sections (17.8 centerline miles). The contracted work is an integral component
of the department’s snow and ice control plan.
Contracted cul-de-sac plowing was implemented in order to provide more timely delivery of service. Prior to contracting
this work, cul-de-sacs were plowed utilizing in-house resources; however, they typically were not plowed until snowfall had
ceased and all other streets were clear of snow. In some cases, cul-de-sacs were not plowed for days following a
significant storm. Utilizing contractor labor and equipment, snow removal on cul-de-sacs is usually completed within the
same time frame as other Village streets.
Contracted section plowing was implemented due to staff reductions. Public Works presently lacks the personnel resources
to consistently field crews for all plow routes.
Request for Proposals
The Village’s last contract for snow and ice control services expired in the spring of 2018. Subsequently, staff prepared a
detailed request for proposals (RFP) intended to secure these services for winter periods commencing in the fall of 2018.
The proposed term is three (3) years with two (2) optional one (1)-year extensions if both the Village and contractor
agree.
https://www.boarddocs.com/il/vomp/Board.nsf/Public11/9/2018
BoardDocs® ProPage 2 of 3
Prices are valid for the 2018/2019 winter season. Rates for subsequent seasons are limited to annual Consumer Price
Index (CPI). This escalator is collared by a 2% minimum increase and a 4% maximum increase. The average CPI increase
during the last three (3) years has been approximately 2%.
The rates indicated for cul-de-sac plowing and parking lot plowing are paid per occurrence. The fee for residential section
plowing is a flat fee paid for the season regardless of the snowfall event frequency or volume up to 55" total accumulation.
Snow removal is compensated at an hourly rate when seasonal accumulation exceeds 55". Average snowfall is 32"-34"
inches. The Village has only exceeded 55" once during the last eight years.
Three (3) proposals were received. The results are summarized below:
Cul de Sac (per Parking Lots (per Residential
VendorTotal
pass)pass)Section
Maxx Contractors
$5,750$1,575$61,800$69,125
Corp
Rabine Group$5,800$1,800$68,700$76,300
Pete’s Perfection
$6,400$2,450$68,600$77,450
Plus
Discussion
The lowest cost proposal was submitted by Maxx Contractors Corporation of Des Plaines, Illinois (Maxx). Maxx has
performed snow removal & ice control services for the Village for the last five (5) years and staff has found their services
to be exceptional. They demonstrated sufficient ability and resources to effectively and efficiently respond to all call-out
requests regardless of snowfall accumulations.
Maxx' proposal is ten percent (10%) lower than the next lowest submittal. In addition, Maxx's proposal represents a
nominal increase in the previous contract awarded in 2015. The price for section plowing in the current proposal is an
increase of only one half a percent ($300) over the previous contract.
Further, staff has conducted a post proposal meeting with the principal of Maxx Contractors Corp to discuss their
understanding of the proposal requirements and the Village's performance expectations. Staff is confident that Maxx has
adequate resources, experience, and appropriate supervisory personnel to successfully execute this contract.
Alternatives
1. Accept proposal as submitted by Maxx Contractors, Inc.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends accepting the lowest cost proposal as submitted by Maxx Contractors Corp. of Des Plaines, Illinois for
specified snow removal and ice control services during the 2018/2019, 2019/2020 and 2020/2021 winter seasons.
Expenditures will be limited to those appropriated by the Village Board in 2019, 2020 and 2021 budgets ($173,341.00 in
2019) and pursuant to rates and terms indicated in the request for proposals document.
Staff also recommends that the Village Board authorize up to two (2) additional one (1)-year terms (2021/2022 and
2022/2023) provided both the Village and the contractor agree.
Snow Removal & Ice Control 2018-2021 - RFP.pdf (7,947 KB)
Snow Removal & Ice Control 2018-2021 - MAXX Contractors Bid.pdf (19,104 KB)ORANGE.pdf (173 KB)
Cul-De-Sac Section Maps.pdf (4,935 KB)SnowandIceControlPlan.pdf (16,533 KB)
Administrative Content
https://www.boarddocs.com/il/vomp/Board.nsf/Public11/9/2018
BoardDocs® ProPage 3 of 3
Executive Content
Motion & Voting
(not specified)
Motion by Michael Zadel, second by Paul Hoefert.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
https://www.boarddocs.com/il/vomp/Board.nsf/Public11/9/2018