CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and approve the award of Procurement 24-116, Spoils Disposal, to Heartland Recycling and Waste Management, for an amount not to exceed $150,000 and for a three-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director of Public Works
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In April 2024, the Department of Public Works (DPW) issued Bid 24-116, Spoils Disposal. The specification required landfill companies within 30 miles of Naperville to provide for the proper disposal of clean and/or non-hazardous, non-special waste spoils and concrete and asphalt debris. DPW and the Electric Utility perform various in-house street and storm sewer system maintenance projects and capital projects that generate spoils. Representative soil samples are collected by the City’s environmental consultant and tested.
No bidders responded to Bid 24-116, and it was rejected by the Chief Procurement Officer on May 7, 2024. Similarly, attempts to bid spoils disposal were unsuccessful in the past, with the City receiving no bids in 2021 and 2022.
Staff has spoken with potential bidders and learned that landfill tipping fees, or the cost to dump material, change often and firms are not willing to fix rates for long periods.
DISCUSSION:
Staff has identified two spoils disposal companies within 30 miles of Naperville. The 30-mile radius was chosen to offset trucking and labor costs. The identified companies are Heartland Recycling and Waste Management. Heartland Recycling is located in Aurora and has historically charged less than Waste Management which is located in Joliet. Staff recommends the use of Heartland Recycling for spoils disposal and Waste Management as a backup if material cannot be taken to Heartland Recycling.
Approval of the award for Spoils Disposal requires a Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code because the recommended process is not one of the enumerated methods under the Code Staff recommends awarding the contract to both Heartland Recycling and Waste Management.
The term of this procurement is three years from July 1, 2024, through June 30, 2027.
FISCAL IMPACT:
CIP #: N/A
Spoils disposal is expensed to the Refuse and Recycling Services account listed below. A total of $50,000 has been budgeted for spoils disposal in 2024. An additional $50,000 will be budgeted in 2025, 2026, and 2027. The requested award of $150,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531311 |
General Fund |
$400,000 |