HomeMy WebLinkAboutSnow Removal Contracts for Facility related Parking Lots.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Assistant City Manager
SUBJECT: Snow removal contracts for facility related parking lots at City Hall,
Annex, Professional Building, Senior Center, and Bozeman Public Library
MEETING DATE: December 28, 2009
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign snow removal agreements with
Sweet Pea Landscaping, Inc.; Bighorn Snow Removal Service;
Alpine Lawn Care; and Mayville Landscaping, Inc. to be
compensated on a per time basis as outlined in the service
contracts.
BACKGROUND: Staffing levels and equipment availability are the two main reasons that we
contract for snow removal at the identified city owned facilities addressed by these contracts.
Snow removal on public lands is a joint effort between Facilities, Parks, Forestry, Streets,
Vehicle Maintenance, and Sign and Signal. All the snow management areas of city
responsibility are apportioned out to the various departments and as many as possible are taken
care of by city staff.
The standards outlined in the city’s snow removal ordinance are the basis for determining the
level of service in the agreements with the contractors. The size of the parking lots requires a
tighter turning radius than can be handled by the larger city trucks equipped with plows. These
lots are also plowed on weekends and holidays. These factors make contracting more
economical because they save on overtime and stand-by expenses for weekend and holiday snow
events.
The size of the lots also requires that the plowed and bermed snow be removed on a regular basis
so that we do not lose a large number of parking spaces. As a cost saving measure on the
contracts city staff takes care of snow hauling in between major snow events once the city streets
are addressed.
Contractors were contacted this fall to determine their interest in continuing services to the city,
to restate the expectations for service, and to request proposals for per time snow removal
services. Legal staff was consulted on the requirements for meeting state wage rate requirements
and the extent of advertising needed for continuing or changing the terms of the contracts.
42
The proposals were evaluated by staff and pricing for each facility were compared for the
vendors who submitted proposals. In most cased the cost per event was negotiated down based
on economic conditions and current fuel prices.
Based on considerations for pricing and past performance, the result was four contracts for snow
removal services. A summary of the per time costs by vendor and building shows:
Senior Center Bighorn Snow Removal Parking lot $100.00
Sidewalks $30.00
City Hall Mayville Landscaping, Inc. Parking lot $75.00
Professional Building Mayville Landscaping, Inc. Parking lot $75.00
Annex Mayville Parking lot $75.00
Story Mansion Sweet Pea Landscaping, Inc. Perimeter walks $35.00
All sidewalks $48.00
Sidewalks and
Parking lot $70.00
Soroptomist Park Alpine Lawn Care Sidewalks $35.00
Bozeman Public Library Alpine Lawn Care Parking lot $155.00
Sidewalks $175.00
In questioning the vendors the price variances reflect the size of the lots and areas of sidewalk;
the layout of the lot and the space available for snow storage; the number of vehicles in the lots
after hours; and the extra time needed to plow around them; and the specified service
requirements. For example: the amount of foot traffic at the library and the orientation of the
building and the extensive walks on the north side of the building require quite a bit of work.
The clientele at the Senior Center requires extra attention to maintain safe paths of travel.
Some new vendors were added this year and an increased level of service was negotiated for
some locations under this year’s agreements. Staff wanted the opportunity to evaluate the
performance of the contracts prior to formal award of the contracts. We have experienced
enough snow events that the contracts are being presented for final approval.
FISCAL EFFECTS: The cost for services is identified in the building budgets under
Facilities. Projections are made for the average number of snow events that we experience.
ALTERNATIVES: As suggested by the City Commission.
Attachments: Service Agreements for each vendor
Report compiled on: December 22, 2009
43
44
45
46
47
48
49