CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year #3 to Contract 21-274, Curbside Leaf Collection Services, to Steve Piper and Sons, Inc. for an amount not to exceed $146,325
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 21-274, Curbside Leaf Collection Services to Western Gradall Corporation and Steve Piper and Sons on September 21, 2021, for a two-year term from October 1, 2021, to September 30, 2023, with three one-year options to extend. The first Option Year was awarded to Steve Piper and Sons on August 15, 2023. The second Option Year was awarded on May 7, 2024.
The Department of Public Works - Operations Division (DPW) provides annual curbside leaf collection services. The current bulk curbside leaf collection program is structured so the entire City has three collection opportunities during the season, which equates to one pickup every two weeks. The program traditionally begins six weeks before Thanksgiving Day and every other Monday (first, third and fifth weeks) a new collection cycle begins.
The City is divided into 20 leaf districts and has historically contracted Districts 8, 10, and 12 with the remainder of the districts managed by DPW staff. For the first Option Year, the City began completing District 8 in-house, and as a result, the first Option Year was only awarded to Steve Piper and Sons.
DISCUSSION:
During the second Option Year of the contract, Steve Piper and Sons performed well and completed their districts within the timeframe required in the contract.
Based on the vendor’s performance, staff recommends extending the contract for the third Option Year. Steve Piper and Sons requested a 3% increase to offset rising labor costs. Staff finds this to be acceptable and in line with cost increases for other contractual services.
The term of the third Option Year is October 1, 2025, to September 30, 2026, with no additional options to extend.
FISCAL IMPACT:
CIP #: N/A
Curbside leaf collection services are expensed to the Operational Services account listed below. A total of $150,000 is budgeted for curbside leaf collection services in 2025. The requested award of $146,325 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$2,615,555 |