CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 23-052, Brush Collection Services, to Steve Piper and Sons and Trees “R” Us, Inc. for an amount not to exceed $493,936 and for a two-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
As part of the City’s annual Brush Collection Program, the Department of Public Works (DPW) collects branches in bulk placed along the curbside by residents each May. This program has been contracted in its entirety since 2017.
In March 2023, DPW issued Bid 23-052, Brush Collection Services, to retain contractors to perform brush collection services. The work is performed by 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 personnel required to perform brush collection.
Requirements of the program will remain consistent with past years. The schedule for the 2023 brush collection program is as follows:
|
City Location |
Homes with garbage collection on this day |
Must place brush on the parkway by |
For collection one time during the week of |
|
NE Section |
Monday |
May 7 |
May 8-12 |
|
NW Section |
Tuesday |
May 14 |
May 15-19 |
|
SW Section |
Wednesday |
May 21 |
May 22-26 |
|
SE Section |
Thursday |
May 29 |
May 30 - June 2 |
|
SW Section |
Friday |
June 4 |
June 5-9 |
Each brush collection week was divided into Group A and Group B. The bid was structured in such a way that vendors could bid on just one group or bid on both groups.
DISCUSSION:
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Advertisement Date: |
03/17/2023 |
Notices Sent: |
241 |
|
Opening Date: |
03/31/2023 |
Planholders: |
10 |
|
|
|
Proposals Received: |
2 |
Bids were received from the following vendors:
|
Vendor Name |
Proposed Cost |
|
Steve Piper and Sons Inc. |
$198,120 |
|
Trees R Us |
$308,916 |
Despite Steve Piper and Sons being the low bidder for all sections, staff recommends the contract be awarded to two vendors to ensure that each vendor has the appropriate resources for greater coverage and for the work to be completed on schedule. Having two vendors perform brush collection in the past has worked well. As such, staff recommends that both Steve Piper and Trees “R” Us each be given five of the ten sections so that both vendors are working each week to provide the best coverage should either vendor have issues with staffing. Both vendors also provided pricing for optional extra work needed during the Brush Collection Program. If additional work is needed, a change order will be recommended for approval.
The term of the contract is May 1, 2023 through April 30, 2025 with four one-year options to renew.
FISCAL IMPACT:
CIP #: N/A
The brush collection program is expensed to the operational service account below. A total of $221,760 is budgeted for the brush collection program in 2023. The requested award of $493,936 for two years ($246,968 annually) exceeds the budgeted amount for this expense. Savings from winter operations will be used to fund the overage.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,947,670 |