CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Bid 21-274, Curbside Leaf Collection Services, to Steve Piper and Sons, Inc. for an amount not to exceed $137,925
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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 - Operations Division (DPW) provides annual curbside leaf collection services. The current bulk curbside leaf collection program is structured so the entire City has three collection opportunities during the season, which equates to one pickup every two weeks. The program historically begins six weeks prior to Thanksgiving Day and every other Monday (first, third and fifth weeks) a new collection cycle begins.
The City is divided into 20 leaf districts and has historically contracted out districts 8, 10, and 12 with the remainder of the districts managed by DPW staff. In September 2021, the City Council awarded Bid 21-274, Curbside Leaf Collection Services to Western Gradall Corporation and Steve Piper and Sons. The term of the contract is two-years from October 1, 2021 to September 30, 2023 with three, one-year options to extend.
DISCUSSION:
During the initial term of the contract both vendors performed well and completed their Districts within the timeframe required in the contract. In 2021, both vendors provided an extra (fourth) leaf collection cycle due to late falling leaves.
Based on the vendor’s performance, staff recommends extending the contract for the first option year. Steve Piper and Sons, the low bidder for Districts 10 and 12, requested a 3% increase to offset rising labor costs. Western Gradall, the low bidder for District 8, requested a 15% increase. Staff is recommending that we exercise the first option year with Steve Piper and Sons for Districts 10 and 12. Due to the 15% increase along with the improvements made to the in-house leaf collection program with the use of more efficient equipment, staff is proposing that District 8 be completed in-house instead of through this contract. We will not be renewing our contract with Western Gradall.
The term of the first option year is October 1, 2023 to September 30, 2024 with two, one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Curbside leaf collection services are expensed to the operational services account listed below. A total of $221,760 is budgeted for curbside leaf collection services in 2023. The requested award of $137,925 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,947,670 |