Title
Resolution to Approve a General Services Contract with Target Facility Management L.L.C. for Sidewalk Snow Removal Services (ITB 4794) in an Amount Not-to-Exceed $389,424.00 and Appropriate Funds ($239,424.00) (8 Votes Required)
Memorandum
Attached for Council review and action is a resolution to approve a general services contract with Target Facility Management L.L.C. in the amount not-to-exceed $389,424.00 for sidewalk snow removal services.
Prior to 2024, snow removal on city-maintained sidewalks within the right of way was performed by the Parks Department for Public Works. Parks staff remain congruently tasked with clearing snow from sidewalks and parking lots at all parks and parks facilities and performing facility maintenance. Said tasks frequently result in competing interests, subsequently reducing available staff to perform timely snow removal from pedestrian facilities within the right of way. Public Works developed an invitation to bid seeking contracted sidewalk snow removal support to clear snow from said facilities to provide improved efficiency, which City Council subsequently authorized in the fall of 2024.
Public Works has assessed the option of performing snow removal on city-maintained sidewalks with additional in-house staff, which currently would result in high probability of workload imbalance as this task is seasonal and unpredictable. As the scope of city-maintained sidewalks increases to include year-round tasks, the workload may rebalance in the future and warrant additional in-house staffing. Public Works continues to analyze the tasks on an annual basis to determine the best solution for the community.
Bid specifications include services to perform sidewalk snow removal for approximately 294 scattered sidewalks and midblock crosswalks, totaling 20.7 miles, during winter precipitation events with total snow accumulation depths greater than 1” and/or areas receiving freezing rain. Contractors are required to have identified sidewalks and midblock crosswalks maintained within eight (8) hours of the end of a winter precipitation event.
The invitation to bid (ITB 4794) was advertised on the City’s website and on the Michigan Intergovernmental Trade Network (MITN) website. Two (2) proposals were received and publicly opened on September 1, 2026. Target Facility Management L.L.C. was the sole bidder to submit a complete responsive bid meeting the outlined specifications for sidewalk snow removal services.
Staff recommends that City Council approve a contract with Target Facility Management L.L.C. for sidewalk snow removal services. Target Facility Management L.L.C. complies with the City’s Non-Discrimination, Conflict of Interest and Living Wage ordinances.
This contract was bid as a one-year contract with the understanding that it could be renewed for up to two (2) additional 1-year terms at the mutual consent of the City and the Contractor with a cost escalator of 3% on the submitted rates for each renewal period and subject to available funding. This Resolution would authorize the City Administrator to approve such renewals.
Budget/Fiscal Impact: Funding for this service is partially available in the approved FY27 Metro Expansion Fund Budget and the remainder is available in the unobligated Metro Expansion Fund balance. Funding for future fiscal years will be available if so, approved by Council.
The appropriation and anticipated future fiscal year requests for the contract term put the Metro Expansion Fund into a structural deficit. Expenditure budgets for reoccurring activities will exceed anticipated revenues. The fund has a significant fund balance and can cover the deficit for the life of this agreement, including potential renewals. Beyond the life of this agreement, that deficit could reduce fund balance to a level where alternative funding or service level changes are necessary.
Staff
Prepared by: Robert West, Assistant Public Works Manager
Reviewed by: Paul Matthews, Public Works Manager
Jordan Roberts, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Snow removal on city-maintained sidewalks within the right of way was historically performed by the Parks Department for Public Works;
Whereas, Parks staff remain congruently tasked with clearing snow from sidewalks and parking lots at all parks and parks facilities and performing facility maintenance;
Whereas, These competing interests reduce available staff to perform timely snow removal from pedestrian facilities within the right of way;
Whereas, Supplemental sidewalk snow removal services are needed to improve response times within the city;
Whereas, Two (2) proposals were received by Purchasing on September 1, 2026 and included pricing for variable snow accumulation removal rates, but the bid submitted by Target Facility Management was the only complete responsive bid received;
Whereas, Target Facility Management L.L.C., is highly qualified to perform the work identified in ITB 4794;
Whereas, The proposed contract with Target Facility Management L.L.C. is for one year and for an amount up to $389,424.00; and
Whereas, Target Facility Management L.L.C., complies with the City’s Non-Discrimination, Conflict of Interest and Living Wage Ordinances;
RESOLVED, That Council approve a (one) 1-year general services contract with Target Facility Management L.L.C., for Sidewalk Snow Removal Services (ITB 4794) not-to-exceed $389,424.00;
RESOLVED, That $239,424.00 be appropriated from the unobligated Metro Expansion Fund balance, thereby increasing the expenditure and revenue budget;
RESOLVED, That the City Administrator be authorized to renew the agreement for up to two (2) one-year periods, not-to-exceed $389,424.00 per year, subject to a 3% increase in unit prices per renewal period providing both parties agree to an extension and subject to the annual appropriation of funds;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take necessary administrative actions to implement this resolution.