CITY MANAGER AUTHORITY PROCUREMENT AWARD
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 20-036, Street Sweeping Services, to Lakeshore Recycling Systems LLC for an amount not to exceed $3,500 and a total award of $366,844
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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) is responsible for providing street sweeping services to keep the City’s streets clean and presentable. In addition, street sweeping assists in eliminating potential pollutants from entering the storm sewer system. This contributes to the City’s compliance with the Environmental Protection Agency’s (EPA) National Pollution Discharge Elimination System Program (NPDES).
The City has an in-house sweeper, but it is not adequate to provide Citywide street sweeping services. Instead, it is primarily used for the downtown area and City parking lots, additional sweeping on residential streets to address isolated issues, special events and other emergency sweeping. It is more cost effective to have an in-house unit for specialty work and use an outside vendor to provide regular scheduled street sweeping of all City roadways.
In April 2020, the City Council awarded Contract 20-036, Street Sweeping Services, to Lakeshore Recycling Systems LLC to provide high-quality street sweeping services for all types of designated roadway areas. Under this contract, all arterial and residential streets will be cleaned twice a year. The work consists of satisfactory removal of all sand, stone, debris, refuse, dirt and other materials which may be accumulated on the entire width of roadway areas.
DISCUSSION:
This change order is requested to fund the emergency street sweeping that took place immediately following the brush and debris clean-up in the area most affected by the June 20th tornado. Under the existing contract, in addition to the standard sweepings, there are special request sweepings for parades, festivals, special events and emergencies at pre-determined hourly rates if needed. The contractor provided the extra sweepings at the pre-determined hourly rate.
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, cost are reimbursable under the City’s property insurance policy.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,816,345 |