CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 25-193, Cartage Services, to BioAg, Inc. and International Hauling and Excavating, Inc. for an amount not to exceed $265,000 and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works issued Bid 25-193, Cartage Services, to contract with a vendor to haul leaves and/or brush, asphalt for paving, storm debris, construction spoils, and snow from the Central Business District and commuter parking lots. The vendor will provide drivers and six-wheelers or semi-tractor equipment to be used for large-scale, short-duration projects. This contract avoids the costs associated with owning additional equipment as the City pays only for the days the trucks are used.
DISCUSSION:
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Advertisement Date: |
07/03/2025 |
Notices Sent: |
71 |
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Opening Date: |
07/31/2025 |
Planholders: |
10 |
|
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Proposals Received: |
03 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
|
BioAg, Inc. |
$130,125.00 |
|
International Hauling and Excavating |
$138,600.00 |
|
Utility Transport |
$139,428.90 |
Staff contacted the low bidder, BioAg, Inc., to confirm that they had the necessary manpower and equipment to handle the cartage requirements during leaf collection when the City uses up to 12 trucks daily to haul leaves. BioAg, Inc. could not commit to having enough resources available for that program. As a result, staff recommends awarding the bid to the two lowest vendors, BioAg, Inc. and International Hauling and Excavating, to ensure that enough trucks are available for the leaf collection program. The award amount is different than the bid amount because the bid set hourly rates based on the type of equipment, and the total award is based on anticipated cartage needs.
The term of this contract is for one year from October 1, 2025 to September 30, 2026, with three one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Cartage Services are expensed to the Operational Service accounts below. A total of $225,000 is budgeted in the General Fund in 2025 for cartage services associated with snow removal, leaf removal, and storm debris.
Cartage services associated with snow removal in the downtown area and at the train station are budgeted from the Downtown Maintenance and Commuter Funds. A total of $20,000 is anticipated to be needed from the Downtown Maintenance Fund, and $20,000 is anticipated to be needed from the Commuter Fund. Sufficient funding is available in both of these funds for 2025 services.
The requested award of $265,000 is within the budgeted amount for this expense. Additionally, staff will ensure there is sufficient funding in the 2026 budget to support future expenses related to this award.
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Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$2,075,555 |
|
31254300-531308 |
Downtown Maint. Fund |
$838,695 |
|
31251200-531308 |
Commuter Fund |
$450,035 |