Title
Resolution to Approve a General Services Contract with KBK Landscaping Inc. for Supplemental Residential Street Plowing Services (Not-to-Exceed $500,000.00, ITB 4756)
Memorandum
Attached for your review and action is a resolution to approve a general services contract with KBK Landscaping Inc. in the amount not-to-exceed $500,000.00 for supplemental residential street plowing services.
Snow removal on city-maintained streets is performed by Public Works. These staff members are also tasked with collecting solid waste, urban forest management, water distribution, sanitary collection and stormwater conveyance system maintenance. Often, these competing interests reduce the number of staff available to perform snow removal.
Major snow routes primarily consisting of major roads and school routes are treated to bare pavement each time there is winter precipitation. Unprotected bike lanes on major snow routes are treated in tandem with roads, while protected bike lanes are treated with specialized equipment. Residential plowing is initiated at 4” of accumulation or when deemed appropriate by the Public Works Manager.
The current goal is to have all local roads plowed and hills, curves and intersections salted within 24 hours after snow stops falling. The assignment of trucks to perform this task is limited until all major salt routes have been treated to bare pavement, leaving the residential roads without attention until well after a storm is over. Wind and snow squalls that frequently move through the area after a major snow event also draw resources back out of locals to focus on keeping major routes clear. This delayed response often leads to hard packed snow on residential roads that cannot be removed with plowing alone and can turn to ice with freeze/thaw cycles. The current practice of not treating residential roads with reduced speed and traffic to bare pavement is disappointing to road users, including bicyclists. An invitation to bid was published seeking supplemental support to put additional plowing resources into neighborhoods quicker after snow stops falling.
The request for proposals was advertised on the City’s website and on the Michigan Intergovernmental Trade Network (MITN) website. One (1) proposal was received and publicly opened on October 16, 2024. KBK Landscaping Inc. provided the lone qualified bid which included pricing for 14 of the 23 residential snow plowing sections.
Staff recommends that City Council approve a contract with KBK Landscaping Inc. for supplemental residential snow plowing services. KBK Landscaping Inc. complies with the City’s Non-Discrimination, Conflict of Interest and Living Wage ordinances.
This contract was bid with the understanding that it could be extended for 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. This Resolution would authorize the City Administrator to approve such an extension.
Budget/Fiscal Impact: During the FY 2025 budget process, Local Street right-of-way maintenance funding was reallocated to algin funding with the prioritization of this work.
KBK Landscaping Inc., Inc. complies with the City’s Non-Discrimination and Living Wage Ordinances.
Staff
Prepared by: Paul Matthews, Public Works Manager
Reviewed by: Sue F. McCormick, Interim Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Snow removal on city-maintained streets is performed by Public Works;
Whereas, These staff members are also tasked with collecting solid waste, urban forest management, water distribution, sanitary collection and stormwater conveyance system maintenance;
Whereas, These competing interests reduce the number of staff available to perform snow removal;
Whereas, The assignment of trucks to perform local road snow plowing is limited until all major salt routes have been treated to bare pavement;
Whereas, Supplemental residential street plowing services are needed to improve plowing response times in residential neighborhoods;
Whereas, One (1) proposal from KBK Landscaping Inc. which included pricing for 14 of the 23 residential snow plowing sections was received by Purchasing on October 16, 2024;
Whereas, KBK Landscaping Inc. is highly qualified to perform the work identified in ITB 4756;
Whereas, The term of the proposed contract with KBK Landscaping Inc. is for one year and up to $500,000.00, subject to the availability of funding; and
Whereas, KBK Landscaping Inc. 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 KBK Landscaping Inc. for Supplemental Residential Street Plowing (ITB 4756) not-to-exceed $500,000.00 and subject to the availability of funding;
RESOLVED, That the City Administrator be authorized to extend the agreement for two (2) one-year periods 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.