CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 20-087, Brush Collection Services, to Steve Piper and Sons, Inc., and Trees “R” Us, Inc. for an amount not to exceed $170,000 and a total award of $580,090 (Item 2 of 2)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The other related item on the City Council agenda is:
• 21-0949, Approve the award of Change Order #1 to Contract 21-040, Tree Removal and Stump Grinding, to D Ryan Tree and Landscape LLC for an amount not to exceed $127,000 and a total award of $279,500
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 April 2020, the City Council awarded Contract 20-087, Brush Collection Services to Steve Piper and Sons, Inc. and Trees “R” Us, Inc. to perform brush collection services. The work is performed by crews of up 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.
The term of the contract is May 1, 2020 through April 30, 2022, with four one-year options available.
DISCUSSION:
On June 20, 2021, a tornado touched down in Naperville causing severe damage to the area just south of 75th Street and Ranchview Drive. Immediately following the tornado, Steve Piper and Sons and Trees “R” Us assisted with the emergency storm damage clean-up of downed trees and brush in the roadways.
DPW also conducted a special brush collection for the area most affected by the tornado from June 28 to July 3, 2021. Generally, the special collection area included homes south of 75th Street between Plainfield-Naperville Road and Yackley Avenue with collection occurring in some neighborhoods as far south as Royce Road.
This change order is requested to fund the emergency clean-up and special collection that was conducted by Steve Piper and Sons and Trees R Us following the tornado. The vendors billed an hourly rate agreed upon by the City based on the crew size and equipment being used.
FISCAL IMPACT:
CIP #: N/A
The costs incurred as a result of the tornado are expensed to the operational services account below. Due to the unforeseen nature of the event, these accounts will likely exceed budgeted amounts in 2021. The additional expenses may be accommodated by underspend in other accounts within the General Fund; however, if total General Fund expenditures exceed the approved budget at year-end, a budget amendment would be required. It does not appear that the City will be able to recoup clean-up costs as the event did not receive a state or federal disaster declaration. Staff is working with our insurance carrier to determine what, if any, costs are reimbursable under the City’s property insurance policy.
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Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,816,345 |