CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year #3 to Contract 21-273, Cartage Services, to International Hauling, for an amount not to exceed $275,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 21-273, Cartage Services, to International Hauling on September 7, 2021, for a one-year term from October 1, 2021, to September 30, 2022, with three one-year options to extend. In September 2022, the City Council awarded Option Year #1 and in August 2023 the City Council awarded Option Year #2. In December 2023 the City Council approved Change Order #1 to fund additional hauling expenses associated with the 2023 Leaf Collection Program.
The purpose of this contract is for hauling leaves and/or brush, asphalt for paving, storm debris, construction spoils, and snow from the Central Business District and commuter parking lots. Since International Hauling provides drivers and six-wheeler 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 services are used.
DISCUSSION:
During the second option year of the contract, International Hauling was responsive to all service requests related to the leaf collection program, spoils disposal and winter operations.
Based upon the vendor’s performance, the Department of Public Works recommends extending the contract for the third option year. International Hauling has agreed to maintain the rates and terms provided for under the contract.
The term of the third option year is October 1, 2024 to September 30, 2025, with no additional option years remaining on the agreement.
FISCAL IMPACT:
CIP #: SC223
Cartage Services are expensed to the Operational Service and Infrastructure accounts below. There is $165,000 budgeted in the General Fund in 2024 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 Parking funds. A total of $15,000 is anticipated to be needed from the Downtown Maintenance Fund and $26,400 is anticipated to be needed from the Commuter Parking Fund.
Cartage Services associated with SC223, Pavement Improvement Program, are expensed to the Road and Bridge Fund. An anticipated $15,000 will be needed for cartage of construction spoil related to the pavement improvement program.
The requested award of $275,000 will primarily be accommodated within the 2025 budget which is currently being developed.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$2,164,965 |
|
31254300-531308 |
Downtown Maint. Fund |
$726,130 |
|
31251200-531308 |
Commuter Fund |
$449,235 |
|
31252400-551502 |
Road and Bridge Fund |
$125,000 |