CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the awards of Option Year Two to Contract 16-173, Leaf Disposal Services, to BioAg and Option Year One to Contract 18-146, Leaf Disposal, to Tri-County Excavation & Construction, Inc. and Steve Piper and Sons for an amount not to exceed $260,000 for both contracts (Item 1 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:
• 18-352, Authorize the City Manager to Extend the Lease for Three Parcels of City Property for Leaf Disposal.
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: a free bagged leaf program from the end of October through mid-December, and the popular 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.
The bulk program 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 40,000 and 50,000 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 has two disposal methods for leaves. The first disposal method is to have leaves picked up by the City crews hauled to designated local farm land. The second disposal method is to have leaves collected by the city crews and then hauled out of the area by contractors for composting.
Leaf Disposal on Local Farm Fields (Contract 16-173):
Historically, most of the leaves picked up by City crews have been hauled to designated local farm land. However, the availability of local farm fields has become scarcer over the years. The City contracts with a third party to spread, treat and till the leaves into the farm fields. On March 15, 2016, the City Council:
• Approved the award of Contract 16-173, Leaf Disposal Services, to BioAg, Inc 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.
On May 1, 2018, the City Council approved the award of the first option year to Contract 16-173, Leaf Disposal Services, to BioAg and authorized the City Manager to extend the lease agreement.
Leaf Disposal Outside of the Area (Contract 18-146):
Because farm land is increasingly difficult to find locally as properties develop in Naperville, DPW issued Bid 18-146 to evaluate alternative methods of leaf disposal. Under this contract, DPW crews dump collected leaves on designated City owned properties. The contractors are then required to remove the leaves from the designated sites and take them to their property for composting.
On May 17, 2018, the City Council awarded Contract 18-146, Leaf Disposal, to Tri-County Excavation & Construction, Inc and Steve Piper and Sons. The award was for a one year contract with three, one-year options to extend. On December 4, 2018, the City Council approved Change Order #1 to Contract 18-146 to Tri County Excavation & Construction, Inc to allow for the disposal of leaves following the early winter events that extended leaf collection past Thanksgiving.
DISCUSSION:
Weather conditions play a significant role in completing fall leaf pick collection operations. Wet conditions limit the ability of contractors to spread leaves on farm land and snow impedes collection. Additionally, there is always a concern regarding the availability of farm land due to development. In order to have greater flexibility in the City’s leaf collection and disposal operations, DPW is requesting the City Council approve a total of $260,000 which will be shared between the two leaf collection contracts depending upon operational need.
Leaf Disposal on Local Farm Fields (Contract 16-173):
After researching the availability of sources for the disposal of leaves on local farm fields in 2016, the City entered into the existing leaf disposal agreement between the City and BioAg (see attached). Under the terms of this agreement, BioAg must provide nearby local farm land for the disposal of up to 52,000 cubic yards of leaves, although they are not guaranteed that a minimum amount of leaves will be delivered. Last year, BioAg disposed of approximately 26,500 cubic yards of leaves for the City at a cost of $4.00 per yard.
BioAg has agreed to renew the contract for the second option year at a zero percent increase. The term of the second option year is from date of award through April 30, 2019 with one additional extension year available.
Leaf Disposal Outside of the Area (Contract 18-146):
Tri County Excavation & Construction and Steve Piper and Sons performed well during the initial contract term. Last year, Steve Piper and Sons disposed of approximately 4,100 cubic yards of leaves at a cost of $6.50 per yard and. Tri County Excavation disposed of 17,000 cubic yards of leaves at a cost of $4.50 per yard.
Both Steve Piper and Sons and Tri-County Excavation have agreed to renew the contract for the first option year. Steve Piper and Sons has agreed to a zero percent increase. Tri-County originally requested an increase of $6.50 to better reflect the transportation costs associated with the service but the City was able to negotiate the cost down to $5.68 per yard. The term of the first option year is from date of award through December 31, 2019, with two additional one-year options to extend.
Lease of City’s Agricultural Property:
The City has identified the following three parcels of vacant City owned agricultural property upon which leaves may be spread for disposal.
• 3816 Plainfield/Naperville Road (15.9 acres)
• The southeast corner of Route 59 and 103rd Street (19 acres) and
• The southwest corner of 91st Street and Wolf’s Crossing Road (17.5 acres)
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, 2019, with two additional option years. Drendel Farms has met all the terms of the existing lease including accepting leaves from the bulk curbside leaf collection program and maintaining the site. It is recommended that Council authorize the City Manager to enter into the extension of the lease agreement for these properties for a nominal fee contingent of the City being allowed to deposit its leaves on the parcels for disposal. The term of the extension will be May 1, 2019 through April 30, 2020 with one additional extension year available.
Future of the Leaf Collection Program:
Due to challenges surrounding aging equipment, unpredictability of weather and the public safety need for adequate winter preparation, on April 16, 2019, staff recommended a transition of the annual bulk curbside leaf collection program to a four-week, two-cycle program beginning in fall of 2019. The City Council did not approve this change and directed staff to examine alternative methods for continuing the existing program in a more efficient and effective manner. A recommendation for alternative collection method will be on a future City Council agenda for review.
FISCAL IMPACT:
CIP #: N/A
Leaf disposal services are budgeted to the refuse and recycling service account below. A total of $160,000 is budgeted for the disposal of 40,000 cubic yards of leaves in 2019. The remaining funding needed for leaf disposal may be accommodated through savings from other programs. As part of the upcoming recommendation for alternative leaf collection methods, other funding options will be examined.
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Account Number |
Fund Description |
Total Budget Amount |
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31251100-531311 |
General Fund |
$210,000 |
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