CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 21-273, Cartage Services, to International Hauling for an amount not to exceed $48,500 and a total award of $211,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The purpose of this contract is for hauling leaves and/or brush, asphalt for paving, storm debris, construction spoils, and snow from the Central Business District and commuter parking lots.
The City Council awarded Contract 18-260, Cartage Services, to International Hauling on September 7, 2021 for a one-year term from October 1, 2022 to September 30, 2022, with three one-year options to extend. International Hauling provides drivers and six-wheeler or semi-tractor 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 used.
DISCUSSION:
This change order is requested to fund additional hauling expenses associated with the 2021 Leaf Collection Program. Due to this year’s late falling leaves and snow-free forecast following Thanksgiving, the Department of Public Works (DPW) provided an extra curbside leaf collection cycle beginning November 29. A total of 56,861 cubic yards of leaves were collected during the Leaf Collection Program, including more than 20,000 cubic yards of leaves collected during the extra collection cycle. Due to the extra collection cycle, DPW spent an extra $50,000 on cartage services for the program. The requested change order of $48,500 will ensure that funding is available for cartage associated with winter operations and construction projects through the end of the contract term.
FISCAL IMPACT:
CIP #: N/A
Cartage services are expensed to the Operational Service account below. There is $123,600 budgeted in the General Fund in 2021 for cartage services associated with snow removal, leaf removal and storm debris. The requested change order of $48,500 exceeds the budgeted amount for this expense. However, funding is available due to spending on other DPW contracts being under budget in 2021.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$1,816,345 |