CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 18-260, Cartage Services, to International Hauling and Excavating Inc. for an amount not to exceed $145,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In November 2018, the City Manager awarded Contract 18-260 to International Hauling and Excavating Inc. to provide cartage services for a one-year term with two one-year options to extend. The Department of Public Works (DPW) retains the services of a cartage service vendor to provide six-wheelers and semi-tractors to assist with hauling operations for leaves and/or brush pick-up, asphalt for paving, storm debris, construction spoils, and snow from the Central Business District and commuter parking lots. This equipment is used for large-scale, short duration projects, and the equipment is driven and operated by contracted staff. This contract avoids the costs associated with owning additional equipment, as the City pays only for the days the trucks are used.
DISCUSSION:
At the June 18, 2019 City Council meeting, Council provided direction to staff to prepare a budget amendment for $274,000 to continue the desired service levels of the City’s annual six week, three-cycle bulk curbside leaf program in 2019. Part of this agenda item included additional funding for cartage services for the leaf collection program. The projected cost for the additional cartage needs presented at the June 18 meeting was for a total cost of $120,000.
During the original first term of the contract, International Hauling and Excavating Inc. was responsive to all service requests related to the leaf collection program, spoils disposal and winter operations. Their prompt response to service requests and availability of equipment enabled City staff to complete essential services for City residents and visitors in a timely manner.
Staff was able to negotiate a zero-percent increase for the first option year. The $145,000 award amount includes $120,000 for the additional leaf pick-up. The additional funding will allow DPW to use front end loaders to scoop and dump leaves into contracted semi-trucks during the end of the program so that DPW’s dump trucks can be converted for snow plowing.
The term of the extension is October 1, 2019 through September 30, 2020 with one, one-year option remaining.
FISCAL IMPACT:
CIP #: SC223
Cartage services are expensed to the operational services and infrastructure accounts below. A total of $50,000 is currently budgeted in the General Fund for cartage services associated with snow removal, leaf removal, and storm debris in 2019. The associated budget amendment will bring the total budget to $120,000 for contracted cartage. The remainder of this award will be budgeted in subsequent years.
Cartage services associated with snow removal in the downtown area and at the train station are budgeted in the SSA #26 and Commuter Parking Funds. A total of $5,000 is anticipated to be needed from SSA #26 and $10,000 is anticipated to be needed from the Commuter Parking Fund.
Cartage Services associated with SC223, Alley Improvement Program, are expensed to the Road and Bridge Fund. A total of $110,000 has been budgeted in this account for SC223 for 2019. An anticipated $10,000 will be needed for cartage of construction spoil related to the Alley Improvement Program.
The requested award of $145,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,607,225 |
|
31254300-531308 |
SSA #26 Fund |
$472,520 |
|
31251200-531308 |
Commuter Parking Fund |
$242,450 |
|
31252400-551502 |
Road and Bridge Fund |
$110,000 |