CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 22-126, Leaf Disposal, to Creekside Compost, LLC and Steve Piper and Sons for an amount not to exceed $565,000 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:
The Department of Public Works (DPW) manages the City’s annual bulk curbside leaf collection program. To aid residents with leaf disposal, the City provides two leaf collection options:
1. a free bagged leaf program from the end of October through mid-December; and
2. a six-week bulk curbside leaf collection, which provides residents in Naperville with three opportunities each season to rake their leaves curbside for pickup and disposal by DPW.
The bulk collection program is intended to augment, not replace, the bagged program and enhance leaf removal options for the community. It begins six weeks prior to Thanksgiving and ends after the third and final pickup is complete, or when winter weather prevents DPW from picking up leaves. DPW annually collects between 45,000 and 52,000 cubic yards of leaves during the six-week program. The collected leaves must be disposed of in an environmentally appropriate way compliant with Illinois EPA regulations.
DPW currently uses the following two disposal methods for leaves:
1. leaves are picked up by City crews and hauled to designated local farm land; or
2. leaves are collected by the City crews and then hauled out of the area by contractors for composting.
Leaf Disposal on Local Farm Fields
Historically, a portion of the leaves picked up by City crews have been hauled to designated local farm land. However, the availability of local farm fields has become scarcer over the years. The City has historically contracted with a third party to spread, treat and till the leaves into the farm fields. On April 7, 2021, the City Council approved the award of Contract 21-094, Leaf Disposal Services, to BioAg, Inc. for a two-year contract term and authorized the City Manager to enter into a two-year lease agreement for the disposal of leaves on three City-owned parcels.
Leaf Disposal Outside of the Area
In March 2022, DPW published Bid 22-126, Leaf Disposal for one (or more) leaf disposal contractor(s) to provide services including, but not limited to, the disposal of up to 45,000 cubic yards of leaves collected from the City’s curbside leaf collection program. Under this contract, DPW crews dump collected leaves on designated City owned properties and contractors take them to their property for composting.
DISCUSSION:
Advertisement Date: 3/24/2022 Notices Sent: 21
Bid Opening Date: 4/07/2022 Planholders: 12
Bids Received: 2
Bids were received from the following vendors: Creekside Compost, LLC and Steve Piper and Sons, Inc.
For greater flexibility, staff recommends that both vendors be awarded contracts for leaf disposal. Creek Compost, LLC (the low bidder) would haul 40,000 cubic yards of leaves and Steve Piper and Sons, Inc. would haul up to 5,000 cubic yards. Any remaining leaf disposal will be to local farm fields (per above section through BioAg, Inc.).
|
FIRM |
UOM |
QTY |
PRICE |
2022 |
2023 |
2022/2023 |
|
Creekside Compost, LLC |
CY |
40,000 |
$6.25 |
$250,000 |
$250,000 |
$500,000 |
|
Steve Piper and Sons, Inc. |
CY |
5,000 |
$6.50 |
$32,500 |
$32,500 |
$65,000 |
|
Total |
$565,000 |
The initial term of the contract is from date of award through December 31, 2023, with three one-year optional renewals.
FISCAL IMPACT:
CIP #: N/A
Leaf disposal services are budgeted to the Refuse and Recycling Service account listed below. A total of $343,750 is budgeted for the disposal of 50,000 cubic yards of leaves in 2022. The requested total award of $282,500 per year ($565,000 for two years) is within the budget amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531311 |
General Fund |
$393,750 |