CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Single Source Procurement 26-106, Leaf Disposal Services, to BioAg, Inc., adopt the resolution approving the leaf disposal agreement between the City and BioAg Inc., and approve Option Year #3 to Contract 22-126, Leaf Disposal, to Creekside Compost, LLC and to Steve Piper and Sons for a combined amount not to exceed $350,000 (Item 1 of 2)
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The other related item on the City Council agenda is:
• File 26-0424 Adopt the resolution approving a five-year lease agreement between the City and Drendel Farms for the lease of City properties located at 3816 Plainfield/Naperville Road and the Southwest corner of 91st Street at Wolf’s Crossing Road (Requires seven positive votes) (Item 2 of 2)
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 beginning of November through mid-December.
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 50,000 and 60,000 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 and hauled by City crews to designated local farmland.
2. Leaves are picked up by City crews, then hauled out of the area by contractors for composting.
Leaf Disposal on Local Farm Fields (Single Source Contract 26-106)
Historically, a portion of the leaves picked up by City crews has been hauled to designated local farmland where a contracted third-party spreads, treats, and tills the leaves into the farm fields. However, the availability of local farm fields has become scarcer over the years. The City Council approved the award of Contract 21-094, Leaf Disposal Services, to BioAg, Inc. on April 7, 2021, 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. The term of the agreement was May 1, 2021, through April 30, 2023, with three additional option years available. The first option year was awarded on April 18, 2023, along with the extension of the lease agreement. The second option year was awarded on May 7, 2024, and the third option year was awarded on May 8, 2025.
Leaf Disposal Outside of the Area (Contract 22-126)
The City Council approved the award of Contract 22-126, Leaf Disposal, to Creekside Compost, LLC and Steve Piper and Sons on May 3, 2022, for a two-year contract term. The initial term of the contract was from the date of award through December 31, 2023, with three one-year optional renewals. The first option year was awarded on May 7, 2024 and the second option year was awarded on May 8, 2025.
The purpose of this contract is to provide services, including, but not limited to, the disposal of leaves collected from the City’s curbside leaf collection program. Under this contract, DPW crews deliver collected leaves to designated City-owned properties, and contractors take them to their property for composting.
DISCUSSION:
Weather conditions play a significant role in completing fall leaf pickup collection operations. Wet conditions limit the ability of contractors to spread leaves on farmland, and snow impedes collection. Additionally, there is always a concern regarding the availability of farmland due to development. In order to have greater flexibility in the City’s leaf collection and disposal operations, and to ensure all leaves collected are properly disposed of (per the EPA) by Thanksgiving, DPW is requesting the City Council approve a total of $350,000 to be shared between the two leaf collection contracts, depending upon operational need.
Leaf Disposal on Local Farm Fields (Single Source Contract 26-106)
DPW and the City’s Chief Procurement Officer have conducted a good faith review of available sources for disposal of leaves collected by the City via the City’s bulk curbside collection program and has determined that a single source in in the best interest of the City based on standardization or compatibility with existing system, support requirements and uniqueness of the service for disposal of leaves collected by the City on local farms. Additionally, BioAg has performed well as the City’s current leaf disposal supplier on local farm fields. Last year, BioAg disposed of approximately 24,000 cubic yards of leaves for the City.
The term of the agreement is May 1, 2026, through April 30, 2028, with three additional option years available. The agreed upon unit cost will range from $4.50 - $5 depending on the volume that they receive from the City: $5 per cubic yard for the first 10,000 cubic yards, and $4.50 for anything over 10,000 cubic yards. These rates will be fixed for the first two years of the contract.
Leaf Disposal Outside of the Area (Contract 22-126)
Creekside Compost and Steve Piper performed well during the second option year. In 2025, Steve Piper disposed of approximately 5,000 cubic yards of leaves at $6.50 per yard and Creekside Compost disposed of 19,800 cubic yards of leaves at $6.25 per yard.
Based on the vendor’s performance, DPW recommends extending the contract for the third option year. Creekside Compost and Steve Piper have agreed to maintain the rates and terms provided for under the current contract. The term of the third option year is from the date of award through December 31, 2026, with no additional option years remaining.
Farm Lease
The other related item on the City Council agenda is the approval of a five-year lease agreement between the City and Drendel Farms for the lease of City properties located at 3816 Plainfield/Naperville Road and the Southwest corner of 91st Street at Wolf’s Crossing Road. These parcels are a strategic piece of DPW’s leaf disposal operations because of their convenient locations. The existing lease agreement with Drendel Farms expires on April 30, 2026.
Drendel Farms has been leasing the land since 2011 and has met all the terms of the existing lease, including accepting leaves from the bulk curbside leaf collection program and maintaining the site.
The term of the lease is May 1, 2026, through April 30, 2028, with three one-year extensions available.
FISCAL IMPACT:
CIP #: N/A
Leaf disposal services are budgeted to the Refuse and Recycling Service account listed below. A total of $375,000 has been budgeted for the disposal of leaves in 2026. The requested award of $350,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531311 |
General Fund |
$425,000 |