CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #2 to Contract 16-173, Leaf Disposal Services, to BioAg, and Contract 18-146, Leaf Disposal Services, to Tri-County Excavation and Construction, Inc., and to Steve Piper and Sons, for an amount not to exceed $2,740 and a total award of $285,236
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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. the popular 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.
DPW currently has two disposal methods for leaves. The first disposal method, Contract 16-173 to BioAg, has leaves picked up by City crews and hauled to designated local farmland. The second disposal method, Contract 18-146 to Tri County Excavation and Steve Piper and Sons, has leaves collected by City crews and then hauled out of the area by contractors for composting.
Since both contracts are interrelated, staff recommends combining the awarding of future option years for both Contract 16-173 and 18-146 so that funds can be allocated to both contracts as the need arises.
DISCUSSION:
Leaf Disposal on Local Farm Fields (Contract 16-173):
Historically, most of the leaves picked up by City crews have been hauled to designated local farmland. However, as the availability of new local farm fields has become scarcer over the years, the City has contracted with a third party to spread, treat, and till the leaves into the current farm fields. On March 15, 2016, the City Council approved the award of Contract 16-173, Leaf Disposal Services, to BioAg, Inc. for a two-year contract term, as well as authorized the city manager to enter into a two-year lease agreement for the disposal of leaves on three City-owned parcels.
In May 2018, May 2019, and April 2020, the City Council approved the award of the first,
second and third option years to Contract 16-173 and authorized the city manager to extend the lease agreement.
Leaf Disposal Outside of the Area (Contract 18-146):
Because local farm land is increasingly difficult to find, DPW issued a bid to evaluate alternative methods of leaf disposal. Under this contract, DPW crews dump collected leaves on designated City-owned properties and contractors then remove the leaves and take them to their property for composting.
On July 17, 2018, the City Council awarded Contract 18-146, Leaf Disposal, to Tri-County
Excavation & Construction, Inc. and Steve Piper and Sons. The award was for a one-year
contract with three, one-year options to extend. On December 4, 2018, the City Council
approved Change Order #1 to option year one of Contract 18-146 to Tri County Excavation & Construction, Inc. to allow for the disposal of leaves following the early winter events that extended leaf collection past Thanksgiving.
Option Years for Contracts 16-173 and 18-146
On May 7, 2019 and April 7, 2020, the City Council awarded option years two and three to Contract 16-173 and option years one and two to Contract 18-146. The latest and current award on April 7, 2020 was in the amount of $272,500. On December 17, 2020, Change Order #1 to both contracts was authorized by the city manager in the amount of $9,996.
DPW historically collects between 40,000 and 50,000 cubic yards of leaves during the six-week leaf collection program. The original award provided for disposal of 45,000 cubic yards of leaves. Weather conditions in 2020 caused the leaves to fall earlier than normal and in 2020, a total of 57,250 cubic yards of leaves were collected.
As stated above, Change Order #1 was approved by the city manager in December 2020 for the funding needed for the disposal of 56,565 cubic yards of leaves.
At this time, an additional $2,740 is needed to fund the disposal of an additional 685 cubic yards of leaves.
This item is being present to City Council because the cumulative total amount of all change orders for the term exceeds $10,000.
FISCAL IMPACT:
CIP #: N/A
Leaf disposal services are budgeted to the refuse and recycling service account below. A total of $272,500 has been budgeted for the disposal of 45,000 cubic yards of leaves in 2020. The requested total award of $285,236 exceeds the budgeted amount for this expense. The additional funding needed for leaf disposal can be found in savings from other DPW programs, such as Winter Operations.
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Account Number |
Fund Description |
Total Budget Amount |
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31251100-531311 |
General Fund |
$322,500 |
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