CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 19-194, Curbside Leaf Collection Service, to Blue Mountain Landscaping, Inc. for an amount not to exceed $150,710 and for a two-year term
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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 existing bulk curbside leaf collection program is structured so the entire City has three curbside leaf collection opportunities during the season, which equates to one pickup collection Citywide every two weeks. The program historically begins six weeks prior to Thanksgiving Day. Every other Monday (first, third and fifth weeks) a new collection cycle begins. This year’s program will begin October 21, 2019 and continue through the week of Thanksgiving.
The City is divided into 20 leaf districts. A contractor currently assists with leaf pick-up in District 12, an area in Naperville located just north of Royce Road with a greater leaf volume, with the remainder of the districts being collected by DPW staff.
At the June 18, 2019 City Council meeting, Council provided direction to staff to prepare a budget amendment for $274,000 to effectively continue the desired service levels of the City’s annual six-week, three-cycle bulk curbside leaf program. Part of this agenda item included additional contracting for leaf collection in District 8 (near Oleson Drive and Hobson Road) and District 10 (southeast of Naper Boulevard and 75th Street). The projected cost for these two districts presented at the June 18 meeting was $150,000. The budget amendment is included as part of this City Council agenda.
Following City Council direction to prepare the budget amendment, DPW conducted Bid 19-194 to hire contractors to provide leaf collection services for Districts 8 and 10. District 8 has 42 total lane miles and District 10 has 71 total lane miles. Based on historical data, there are approximately 3,304 cubic yards of leaves collected in District 8 and approximately 7,175 cubic yards collected in District 10. A total of approximately 10,479 cubic yards of leaves are collected during the leaf collection cycle in both districts combined.
Use of contractors in these districts for all three cycles will allow DPW to keep pace in the remaining districts with the goal of program completion prior to the onset of winter. In addition, contract assistance helps preserve DPW’s aging equipment by allowing less use throughout the program and helps free personnel later in the program to begin preparation for winter operations.
DISCUSSION:
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Advertisement Date: |
06/12/19 |
Notices Sent: |
50 |
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Opening Date: |
06/27/19 |
Planholders: |
5 |
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Proposals Received: |
4 |
Bids were received from the following vendors:
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Vendor Name |
Price Per Lane Mile District 8 |
Price Per Lane Mile District 10 |
|
Blue Mountain Landscaping, Inc. |
$145 |
$268 |
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BioAg Inc. |
$294.50 |
$294.50 |
|
Western Gradall Corp. |
$300 |
$300 |
|
Steve Piper and Sons, Inc. |
$285 |
$320 |
Four out of five vendors that attended the pre-bid meeting submitted a bid. Staff reached out to the fifth planholder to determine why a bid was not submitted but did not receive a response.
The bid was structured to be awarded to the lowest responsive, responsible bidder in each district based on the price per lane mile. Blue Mountain Landscaping, Inc. was the low bidder for both districts. The table below reflects the annual collection cost.
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District 8 |
District 10 |
Annual Collection Cost |
|
$18,270 |
$57,084 |
75,354 |
DPW requests awarding Blue Mountain Landscaping, Inc. the curbside leaf collection bid for an amount not to exceed $150,710.
The term of the contract is for two years from October 1, 2019 through September 30, 2021, with three one-year options to extend.
FISCAL IMPACT:
CIP #: N/A
Curbside Leaf Collection is budgeted in the operational services accounts below. A total of $85,000 is currently budgeted for curbside leaf collection in 2019. The associated budget amendment will bring the total budget to $235,000 for contracted leaf collection. The remainder of this award will be budgeted in subsequent years.
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Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,607,225 |