Submitted By
Robert Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Dumping of Excavated Materials Price Agreement with Waste Management of Illinois, Inc. to Change the Not to Exceed Amount from $150,000.00 to $230,000.00 and Authorizing its Execution
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Overview
Overview
The Water and Sewer Division of the Public Works Department disposes of approximately 2,500 tons of excavated materials per year from water and sewer repairs. The existing agreement allows for the disposal of the spoils at a local Waste Management transfer station. The Water & Sewer Division is expected to exceed the current contract amount for excavated material disposal since there has been an increase in material disposal and excavations.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Water & Sewer Division of the Public Works Department typically makes repairs to the water distribution and sewer collection systems. The excavated material from these repairs is taken to a local waste-hauling transfer station.
Staff requested disposal rates from area refuse disposal companies. Excavated materials have been hauled to the Waste Management Chicago Metro Transfer Station in Stickney for the past several years.
Waste management was the sole bidder for spoil dumping services in 2023 and the price increased approximately 30% per ton. The total tonnage disposed of in 2022 was approximately 2,300 tons. As of July 31, 2023, the Village has disposed of approximately 2,000 tons. This is the result of 20 more excavations to date, compared to 2022, and three extremely deep excavations that have produced an additional 600 tons alone. The increase in cost and total spoils tonnage will exceed Staff’s budget estimate and the current agreement amount. Staff requests to change the not exceed amount from $150,000.00 to $230,000.00.
Fiscal Impact
The Fiscal Year 2023 Water & Sewer Fund Budget provides for the dumping and disposal of excavated materials in the following accounts: $75,000.00 in account # 5040-43730-777-530667 (Public Works, Water, External Support) and $75,000.00 in account # 5040-43750-781-530667 (Public Works, Sewer, External Support). The total original requested amount for this agreement is $150,000.00 split between the two accounts. There are sufficient unencumbered funds in the Water & Sewer Budget, External Support, account numbers 5040-43730-777-530667 & 5040-43750-781-530667 to cover the additional $80,000.00 requested.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board approved the agreement for Fiscal Year 2023 on December 5, 2022 (Resolution 22-289). The agreement term is for one year with no renewals.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will continue to request Village Board approval for contracts for these services annually in the future.
Intergovernmental Cooperation Opportunities
N/A.