Snow Removal and Ice Control CY 2022-23 through CY 2024-25

Bid Title:Snow Removal and Ice Control CY 2022-23 through CY 2024-25 Category:Public Works Bid PostingsStatus:Open Description: Exhibit A: INTRODUCTION The Village of Glen Ellyn is seeking competitive bids for Snow Removal and Ice Control Services for Village Parking Garage and the Civic Center & Police Station Grounds. The Contractor shall provide all labor and equipment to efficiently remove snow and ice 24/7 for the entire winter season.NON-MANDATORY PRE-BID MEETING A non-mandatory pre-bid meeting will be held on-site at 11am on Monday, October 3, 2022 at 537 Duane Street, Glen Ellyn. This will be to go over the Civic Center Garage and Civic Center Grounds portions of the scopes. The meeting may then move to the Police Station (65 S. Park Blvd.), as needed, to answer any questions with that property.TERM OF CONTRACT The contract term shall commence with the winter season of 2022-2023. The season is considered to be, but not limited to, November 1st through April 30th. The Village

may elect to extend the term of the contract for two (2) additional one-year terms.MINIMUM REQUIREMENTS Contractor shall list three (3) local commercial/municipal references with which they have performed snow and ice removal services for no less than two (2) consecutive years, and both present and anticipated contractual workload.Contractor shall provide an e-mail address which would be monitored by the Contractor 24/7 during the winter season. This e-mail address will mainly be used for sending and receiving communication about the plowing status of all locations for which the Contractor is responsible.A primary point of contact shall be designated for the contractor to coordinate call outs to perform service and for discussion of any problems or deficiencies noted with services provided.An English-speaking supervisor shall be on-site at all times during snow and ice removal operations.Contractor’s personnel must hold a valid driver’s license issued by the Secretary of State for the State of Illinois, at all times when engaged in snow removal activities pursuant to this contract.SCOPE OF WORK Contractor shall provide all labor and equipment to efficiently remove snow and ice from the upper deck of the Civic Center Parking Garage. Services are to be performed in accordance with these specifications, under the direction of the Village of Glen Ellyn Department of Public Works. See Attachment 1.An alternate scope of work is being accepted for snow removal and ice control for the Municipal Grounds, consisting of areas at the Civic Center (535 Duane) and Police Station (65 S. Park Blvd.) Grounds. See Attachment 1.The Contractor shall provide 24-hour service including Saturdays, Sundays, and Holidays for the entire winter season. PERFORMANCE REQUIREMENTS Snow removal is considered to be an emergency operation. The Contractor shall at all times maintain a work force approved by the Village’s Public Works Department to perform the snow removal operations as required and specified. Height restriction of 7’ 0” and axel load weight restrictions exist in Civic Center Garage.The Village plans in most cases where accumulation of snow is expected to be >1” to close the upper deck of the garage to parking, until the snow event is completed, including removal of an accumulated snow and application of CMA deicer.At the Village’s discretion, snow of 2” or less in depth may be piled into approved locations, with piles to be removed from the deck in <24 hours.With certain snow depths or loads, the Village may require the snow to be hauled off more than once during an event to protect the structural integrity of the deck.Contractor shall, on demand of the Village’s Public Works Department dismiss without delay from his/her service under this Agreement, any agent or employee who is disorderly, quarrelsome, disobedient, intoxicated, or incompetent in the opinion and discretion of the Village’s Public Works Department or authorized representative.Contractor’s vehicles and equipment must be in good operating condition to ensure maximum efficiency in completing the snow removal operation as rapidly and safely as possible. Contractor is required to remove all snow from upper deck of the garage and haul snow to a local dump site in Glen Ellyn specified by the Public Works Department within twenty-four (24) hours from the termination of a snowfall. See Attachment 2 for primary dumping location of snow. Secondary location may be utilized as needed but would be a similar distance away from the garage. Hauling of snow to the dump site may not be required in all instances, dependent on the status of snow removal from streets in the Central Business District and the ability to have the parking deck or grounds snow included with that snow removal. PARKING GARAGESnow removal for the Civic Center Parking Garage, which shall include plowing and hauling cleared snow to a local site in Glen Ellyn, shall be performed within 24 hours of the end of a snow event, or as required by the Village for larger events, dependent upon snow totals. Top Floor: When snow is <2”, pile snow in designated areas and keep snow away from stairway/elevator enclosures. All Floors: Plow and/or treat all areas where blowing and drifting snow accumulated.Plows or push boxes must have a rubber/poly edged blades to ensure that no damage is done to expansion joints and deck/traffic coatings. Plows that have metal/steel edged blade are PROHIBITED from the Parking Garages. DEICING AGENTS The Contractor is responsible for providing de-icing agents and applying to the parking garage. The only approved de-icing agent to be used in the parking garage is Calcium Magnesium Acetate (CMA). Salt and/or calcium chloride are prohibited in the parking garages. Ice control materials cannot be corrosive. • Ice control is to be performed after all snow has been removed from the upper deck or any of the other interior levels as needed and the only de-icing agent allowed is CMA. To help control costs for both the Village and the contractor, the bid provides a per bag price for CMA, with the contractor required to surrender used bags at the end of an event for invoicing verification. Past experience that has found ~8 bags is sufficient for the upper deck after all snow has been removed. Conditions on the deck will dictate the appropriate amount of de-icer to apply for each event.• The Village will handle snow removal and anti-icing products for the ramp leading from Duane St. into the parking garage. • For the Municipal Grounds (Civic Center and Police Station) de-icing product, suitable for concrete sidewalks and an asphalt parking lot is allowable.• All Contractors must submit with their bid a listing and SDS for all de-icing materials used by their company. Only those materials approved in writing by the Village’s Public Works Department shall be permitted for use. CALL OUT Time is of the essence in arriving at the scene to commence snow removal efforts. To ensure uninterrupted snow removal operations, callouts shall be answered promptly, and extraordinary effort shall be exerted by the Contractor to render service. The Contractor should be in regular communication with Public Works or the designated representative of the Village, when precipitation is predicted. The exact timing of a call out will be dependent on each event. Upon arrival to the jobsite, the Contractor must check in with a Village Representative prior to starting services.The Contractor shall complete a Work Order (WO) and have it signed by a Village representative at the completion of each ‘Per Service Cycle'. A Per Service Cycle is defined as one complete pass through a designated area as required to remove fallen snow or to apply the appropriate de-icing agent on all the surfaces in the area. This WO must be submitted with the appropriate invoice. It is understood that multiple cycles may be needed to deal with some winter events. The Contractor shall obtain authorization from a Village supervisor prior to the commencement of subsequent Per Service Cycles.The Contractor shall maintain a team of qualified personnel sufficient to perform the work required and described herein at any time. Staffing must be activated and equipment operational at the site within 60 minutes after notification by the Village. Sufficient equipment shall be provided to complete this operation in a maximum of 8 hours after the Per Service Cycle has begun.Total snowfall shall be determined by the Public Works Director at the conclusion of a call out. LIQUIDATED DAMAGES The time of completion for the performance of this contract is of the essence of this contract and since quantifying losses arising from Contractor’s delay are inherently difficult insofar as delay may impact traffic and the provision of Village services to the public, the Village will require Contractor to compensate the Village in the amount of $1,000.00 for (i) each instance in which Contractor does not fully respond to the Village’s call for snow and ice removal within 60 minutes of notification from the Village; and (ii) each instance in which the Village is required to recall the Contractor to complete its snow and ice removal service obligations. This is not meant to be a penalty, but rather as a reasonable measure of damages given the nature of the losses that may result from delay. COMMUNICATIONS • The Contractor shall provide the name and telephone number of the person and/or persons who oversee the Village’s account; names and telephone numbers of English-speaking supervisory personnel who may be called if there are any problems or questions. All information is to be provided in writing.• The Contractor shall provide twenty-four (24) hour communications and responsive service throughout the entire snow removal season. Messages left by the Village of Glen Ellyn must be responded to within 30 minutes of the time of placement (notification). Failure to respond to calls may result in the penalties or nullification of the Contract between the Village and Contractor. SUBCONTRACTORS The Contractor may opt to use sub-contractors should there be an excessive snowstorm.The Village’s Public Works Department requires the following information for any potential subcontractor(s). Contact Information: company name, contact, phone numbers (business and cell).Certificates of Insurance meeting the Village’s requirements.The Contractor shall be responsible and held accountable for communicating all performance requirements, safety and protection, damage and equipment specifications to subcontractors. EQUIPMENT AND SUPPLIES REQUIREMENTS All Contractors must complete and submit with their bid the attached Contractor Equipment Form listing all equipment to be used in performing the Work, listing the quantity, year, make, model, class and GVW for approval by the Village’s Public Works Department. The Village of Glen Ellyn has the right to award the bid based on whether or not the proper equipment is available. All equipment shall be subject to the approval of Village’s Public Works Department. In the event of a dispute concerning the condition of equipment, the opinion of the Village’s Public Works Department shall be final and binding. Unsatisfactory equipment shall be immediately repaired or replaced as required by the Village’s Public Works Department. The Contractor must show proof of vehicle ownership and/or contractual agreement that covers the term of the contract that is acceptable to the Village.All Contractors must submit a listing of the equipment they will dedicate to service these locations. The vehicle type, salt spreader, and size of plow for each unit shall be included in the listing. All equipment used under this contract shall be maintained in good working order and mechanical condition to ensure maximum working efficiency and prevent unnecessary failures.All equipment shall be appropriately licensed and inspected by the State of Illinois. Copies of licenses and the last IDOT safety inspection shall be submitted to the Village prior to the execution of the contract. Inform the Village if GPS equipment is installed on snow removal vehicles. All equipment used for snow plowing shall include head and taillights, a flasher and/or rotating beacon, rubberized blades, as well as working windshield wipers, window defroster and heater. Equipment must be identified with a company logo. SAFETY AND PROTECTION The Contractor shall be responsible for the safety and protection of persons and property from harm by his/her operations on or adjacent to Village parking garages, parking lots, roadways and streets during the course of his/her designated operation.The Contractor shall not obstruct fire hydrants with snow or ice.The Contractor shall leave an unobstructed way to and along public and private places for pedestrians and vehicular traffic.All areas are to be cleared to a safe, operable condition, with special attention given to handicap parking spaces to ensure their users have full ADA compliant access. PROPERTY DAMAGE The Contractor assumes responsibility for any damage incurred through negligence by the Contractor’s personnel or his subcontractors. The Contractor shall be solely and fully liable for any loss, injury or damage resulting from the performance of this Agreement. The Contractor is encouraged to perform mark outs of the Parking Garages and Parking Lots listed in this Scope of Work with poles and orange flags to identify driveways, curbs, catch basins, fire hydrants, parking equipment and other relevant features of the parking facilities and walkways, in advance of snow season.Following award, the Contractor shall inspect all locations in the Scope of Work with the Village’s Public Works Department representative(s) prior to November 1 of the start of the contract year, and any existing deficiencies shall be reviewed together by the Contractor and the Village’s representatives at the time of this inspection. A list of all existing deficiencies shall be made by the Village’s Public Works Department and that list will form the basis for the determination of damages.Should the Village determine that additional inspection(s) and review(s) are required during the term of the contract, Contractor agrees to be present for a joint inspection and review.The Contractor shall report all accidents immediately after occurrence to the Village’s Public Works Department.Any damage attributable to the Contractor, other than normal wear and tear, including but not limited to: pavement, expansion joints, deck/traffic coatings, fences, curbs, guide rails, guard rails, end treatments, walls, curbs, catch basins, manholes, turf and plant material, shall be repaired by the Village at the Contractor’s expense.Damages such as, but not limited to, caulked joints located between structural tee’s floor slabs, perimeter where floor deck meets (wall) spandrel, and concrete surface shall be repaired at Contractor’s expense. The Village reserves the right to pursue reimbursement for any costs incurred for damages attributable to the Contractor through the Performance Bond.The Village shall obtain from a third-party contractor, a reasonable estimate(s) of the cost to make any repairs for damages attributable to the Contractor prior to having any such repairs made.The Contractor shall exercise and take adequate precautions to protect and not damage any fire hydrants, fire extinguisher boxes, valve gate boxes, manholes, mailboxes, utility poles, guardrails, fences, curbing or permanent fixtures of this site.The Contractor and Village representative(s) shall conduct a second inspection and review no later than April 30 of the following year, to note any additional damage. COMPLETION The Contractor must contact the Village’s Public Works Department upon completion. The Village’s Public Works Department shall determine if snow and ice removal operations are sufficiently completed. This determination shall be made with the Contractor’s supervisor after inspection of the work areas.The Village reserves the right to recall the snow removal crew if snow and ice removal was not completed to the satisfaction of the Village’s Public Works Department, at no charge to the Village. INVOICING The Contractor shall invoice the Village on a Per Service Cycle. A Per Service Cycle is defined as one complete pass through a designated area as required to remove fallen snow or to apply the appropriate de-icing agent on all the surfaces in the area. The Contractor shall submit an invoice to the Village within 48 hours of the completion of a Call Out. All invoices must be itemized and include the following information to avoid delays in payment. Date Description of work performed LocationTime arrived Time completed Vehicles and equipment used Site inspection and weather conditions, including the number of inches of snow fall, which shall be signed by the Village’s authorized representative at the conclusion of the snow and ice removal operations. Work Task # The Village shall not pay the Contractor for transportation of vehicles and equipment to or from the jobsite. The Village shall not pay the Contractor for equipment downtime or while repairs are being performed to the Contractor’s equipment while at one of the Village’s sites for snow and ice removal. The Village shall only pay for employees who are actively plowing, transporting snow and deicing, or are otherwise operating a piece of snow removal equipment. A Stop Work Order may be issued by the Village at any time that the Contractor is on the job. The Village shall be responsible to pay for the time and materials utilized until the time the “Stop Work Order” was given. The separate scopes are to be billed as a lump sum amount for all locations for snow and ice removal for the total snowfall, broken up in 2 inch increments. For snow events 8” and greater, the contractor will bill for that event at the provided time and material rate. QUESTIONS All questions concerning this solicitation shall be directed to John Hubsky, Assistant Public Works Director at document.write('jhubsky'+'@'+'glenellyn.org')jhubsky@glenellyn.org For security reasons, you must enable JavaScript to view this E-mail address.. Questions shall be responded to in the form of a written addenda and published on the Village’s website available for all vendors. WHERE TO SUBMIT BIDS Submit your bid to:Village of Glen Ellyn Civic Center 535 Duane Street Glen Ellyn, IL 60187All bids shall be submitted in a sealed package, identifying the Bidder and “ Snow Removal and Ice Control – SEALED BID – DO NOT OPEN” clearly marked. Emailed or faxed bids will not be accepted. An original Bid Bond shall be included with each bid submittal. Copies will not be accepted. Submittals must be received by October 11, 2022 at 10:00 am.EXHIBIT B - BID PROPOSAL CY2022-23SNOW AND ICE REMOVAL SERVICES FOR PARKING GARAGE AND MUNICIPAL GROUNDS LocationParking GarageCivic Center GroundsPolice Station Parking LotPolice Station Walkways0-1.99" 2-3.99" 4-5.99" 6-7.99" >8" - Time and Material Deicing - CMA per bag price Non-CMA De-icer, per application cost *Lowest bid will be determined by the aggregate total based on historical number of snow events and snowfall totals. De-Icing agent to be supplied for garage is Calcium Magnesium Acetate (CMA) pYes pNo Safety Data Sheets (SDS) included with submittal? pYes pNo Are snowplows equipped with rubber/poly edged blades only? *Civic Center Garage only* pYes pNo Is a list of your snow removal equipment attached? pYes pNo Are your snow removal vehicles equipped with GPS systems? pYes pNo Are your snow removal vehicles identified with company logo? pYes pNo Separate sheet provided by contractor providing a breakdown of equipment, labor, and material to be used for Time & Material Pricing. pYes pNo BID PROPOSAL CY2023-24SNOW AND ICE REMOVAL SERVICES FOR PARKING GARAGE AND MUNICIPAL GROUNDS LocationParking GarageCivic Center GroundsPolice Station Parking LotPolice Station Walkways0-1.99" 2-3.99" 4-5.99" 6-7.99" >8" - Time and Material Deicing - CMA per bag price Non-CMA De-icer, per application cost BID PROPOSAL CY2024-25SNOW AND ICE REMOVAL SERVICES FOR PARKING GARAGE AND MUNICIPAL GROUNDS LocationParking GarageCivic Center GroundsPolice Station Parking LotPolice Station Walkways0-1.99" 2-3.99" 4-5.99" 6-7.99" >8" - Time and Material Deicing - CMA per bag price Non-CMA De-icer, per application cost Publication Date/Time: 9/23/2022 10:00 AM Publication Information: Please see details below and attached. Closing Date/Time: 10/11/2022 10:00 AM Submittal Information: Please see details below. Related Documents: Attachment 1 Attachment 2 Snow Removal and Ice Control 2022-23 Thru 2024-25 Packet Return To Main Bid Postings Page