CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 18-146, Leaf Disposal, to Tri-County Excavation & Construction for an amount not to exceed $9,000 and a total award of $76,500
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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. DPW annually collects approximately 40,000 cubic yards of leaves through the curbside collection program. Most of the leaves picked up by City crews have traditionally been hauled to designated local farm land. Under the process used prior to CY2018, all leaves collected by the City crews were short dumped (dropped off at a collection site) on City property or trucked directly to local farm fields. Farm field availability and weather determines how much was dumped directly into the fields versus short dumped and then trucked later to an open field. Double handling the leaves is inefficient and costly due to the expense of cartage.
DPW issued Bid 18-146 to evaluate an alternative method of leaf disposal whereby the crews would dump leaves collected by DPW on designated City owned properties. The vendors that bid to compost the leaves would pick-up the leaves directly from the designated sites and take them to their property for composting.
In July 2018, the City Council approved the award of Contract 18-146 to Tri-County Excavation & Construction, Inc (Tri-County) for an amount not to exceed $67,500 and to Steve Piper and Sons for an amount not to exceed $32,500 for a one-year term with three, one year options to extend. The award amount allows for Steve Piper and Sons to dispose of up to 5,000 cubic yards and Tri County Excavation to dispose of up to 15,000 cubic yards of leaves. The remaining 20,000 cubic yards of leaves collected through the program will be disposed of on local farm fields through the existing contract with Bioag, Inc.
DISCUSSION:
The 2018 leaf collection program began on October 15. Since the beginning of the program, temperatures have been unseasonably cold, and there have been five winter events with accumulating snow. Due to the cold temperatures, leaves fell early and approximately 43,000 cubic yards have been collected to date through the curbside program. All leaves, with the exception of approximately 2,000 cubic yards have been disposed of either through Tri-County and Steve Piper or on the farm fields. The remaining 2,000 cubic yards of leaves are at the Public Works Service Center site and needs to be disposed of. At this point, due to the weather and lack of available farm fields, our best option is to have it disposed of through Tri-County. The requested change order will fund an additional 2,000 cubic yards at $4.50 per cubic yard.
The second vendor, Steve Piper and Sons, is not included in this recommendation because Steve Piper and Sons had indicated it could haul a maximum of 5,000 cubic yards in its bid response, which is what Steve Piper and Sons was originally awarded. On the other hand, Tri-County’s bid response indicated that they could haul up to 40,000 cubic yards so it has the additional capacity to take on this work. Additionally, Tri-County’s cost per cubic yard is $2.00 less than Steve Piper and Sons.
FISCAL IMPACT:
CIP#: N/A
Leaf Disposal services are expensed to the refuse and recycling service account listed below. A total of $160,000 has been budgeted for the disposal of 40,000 cubic yards of leaves in 2018. The requested change order of $9,000 will be accommodated by anticipated savings in the free bagged leaf program expenses not needed in 2018.
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Account Number |
Fund Description |
Budget Amount |
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31251100-531311 |
General Fund |
$210,000 |