CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year Three of Contract 16-173, Leaf Disposal Services, to BioAg, and Contract 18-146, Leaf Disposal to Tri-County Excavation and Construction, Inc. and to Steve Piper and Sons, for an amount not to exceed $9,996 and a total award of $282,496
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
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.
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.
In May 2018 ,May 2019, and April 2020, the City Council approved the award of the first, second and third option years 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. In May 2019 and April 2020, the City Council awarded option year one and two, with one additional one-year option to extend.
DISCUSSION:
DPW historically collects between 40,000 and 50,000 cubic yards of leaves during the six- week leaf collection program. The original award provided for disposal of 45,000 cubic yards of leaves. Weather conditions in 2020 caused the leaves to fall earlier than normal. In 2020, a total of 56,565 cubic yards of leaves were collected. An additional $9,996 is needed to fund the disposal of the additional 11,565 cubic yards of leaves.
FISCAL IMPACT:
CIP #: N/A
Leaf disposal services are budgeted to the refuse and recycling service account below. A total of $272,500 has been budgeted for the disposal of 45,000 cubic yards of leaves in 2020. The requested total award of $282,496 exceeds the budgeted amount for this expense. The additional $9,996 needed for leaf disposal can be found in savings from other DPW programs.
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Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531311 |
General Fund |
$322,500 |