CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 21-273, Cartage Services, to International Hauling and Excavating for an amount not to exceed $162,500 and for a one-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 issued Bid 18-260, Cartage Services, to contract with a vendor to haul leaves and/or brush, asphalt for paving, storm debris, construction spoils, and snow from the Central Business District and commuter parking lots. The vendor will provide drivers and six-wheelers or semi-tractors equipment to be used for large-scale, short-duration projects. This contract avoids the costs associated with owning additional equipment as the City pays only for the days the trucks are actually used.
DISCUSSION:
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Advertisement Date: |
08/11/2021 |
Notices Sent: |
33 |
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Opening Date: |
08/27/2021 |
Planholders: |
07 |
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Proposals Received: |
01 |
Bids were received from the following vendor:
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Vendor Name |
Proposed Cost |
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International Hauling and Excavating |
$106,875 |
Staff contacted multiple vendors to garner interest in the bid. Of the vendors that responded to the outreach, most do not provide snow and leaf hauling or did not have time in their work schedule. International Hauling and Excavating has provided this service for the City in the past and has performed well.
The recommended award amount is different than the proposed cost included with the bid. The reason for the difference is because the quantities set forth in the bid document, for hourly cost, are staff’s estimate only, and that the City reserves the right to increase or decrease such quantities. Given that bid pricing came in below forecast, as well the variability associated with cartage service, (i.e. snow, storm debris, etc.), staff recommends increasing the not to exceed award allocation to be more reflective of the budget.
The term of this contract is one-year from October 1, 2021 to September 30, 2022 with three, one-year options to extend.
FISCAL IMPACT:
CIP #: SC223, Pavement Improvement Program
Cartage Services are expensed to the Operational Service and Capital Project Fund accounts below. There is $123,600 budgeted in the General Fund in 2021 for cartage services associated with snow removal, leaf removal and storm debris.
Cartage services associated with snow removal in the downtown area and at the train station are budgeted from the Downtown Maintenance and Commuter Funds. A total of $12,500 is anticipated to be needed from the Downtown Maintenance Fund and $20,000 is anticipated to be needed from the Commuter Fund.
Cartage Services associated with SC223, Pavement Improvement Program, are expensed to the Road and Bridge Fund. A total of $125,000 has been budgeted in this account for SC223 in 2021. An anticipated $10,000 will be needed for cartage of construction spoil related to the alley improvement program.
The requested award of $162,500 is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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31251100-531308 |
General Fund |
$1,816,345 |
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31254300-531308 |
Downtown Maint. Fund |
$522,520 |
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31251200-531308 |
Commuter Fund |
$260,210 |
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31252400-551502 |
Road and Bridge Fund |
$125,000 |