CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year Two to Contract 17-044, Brush Collection Program, to Steve Piper and Sons and Trees “R” Us, Inc. for an amount not to exceed $177,763
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Each May, the Department of Public Works (DPW) collects branches placed along the curbsides in bulk as part of the City’s annual Brush Collection Program. In years past, DPW employees administered the program and performed brush pick-up with assistance from one contractor for the entire City. As part of the 2017 budget process, City Council approved contracting the curbside brush program in its entirety. This allows DPW employees to refocus on other necessary service areas such as street maintenance, tree trimming and sign maintenance, which are of great importance to residents.
On March 21, 2017, the City Council approved the award of Contract 17-044, Brush Collection Program, to Steve Piper and Sons and Trees “R” Us for a one year term with two one-year options available. On February 20, 2018, the City Council approved the first option year.
Brush collection is performed by work crews of two to three workers using a chipping device towed behind a truck with an enclosed chip box or grapple equipment capable of loading brush. The work performed under this contract includes all necessary equipment and all personnel required to perform brush collection.
Requirements of the program will remain consistent with past years. Beginning in 2017, the program was extended from four to five weeks. Under the new schedule, each garbage collection day is assigned a separate week for brush collection. DPW is working closely with Communications to communicate the schedule with residents and an interactive map will be updated daily during the program. The schedule for 2019 is as follows:
|
Homes with garbage collection on this day |
Must place brush on the parkway by |
For collection one time during the week of |
|
Monday |
May 12 |
May 13-17 |
|
Tuesday |
May 19 |
May 20-24 |
|
Wednesday |
May 26 |
May 27 - 31 |
|
Thursday |
June 2 |
June 3-7 |
|
Friday |
June 9 |
June 10-14 |
DISCUSSION:
The contract for brush collection was divided between the two low bidders, Steve Piper and Sons and Trees “R” Us so that each vendor would have appropriate resources available to ensure the work was completed on schedule. Both vendors have performed well during the original term and first option year.
Steve Piper and Sons was the low bidder and has requested a 3% increase for the second option year, which results in a price increase of approximately $2,400. Steve Piper and Sons’ pricing with the 3% increase remains the lowest pricing for this work. Trees “R” Us did not request a price increase. The total cost to outsource the brush collection services is $177,763. The cost to outsource is generally in line with the City’s cost to perform the services in-house.
The term of this extension is May 1, 2019 through April 30, 2020 with no additional option years available.
FISCAL IMPACT:
CIP #: N/A
The Brush Collection Program is expensed to the operational service account below. A total of $180,000 is budgeted for this contracted brush collection in 2019. The total requested award of $177,763 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,607,225 |