Title
title
A Resolution Approving a Spoil & Debris Hauling Independent Contractor Agreement with G & M Trucking, Inc. in an Amount Not to Exceed $125,000.00 and Authorizing its Execution
..end
Introduction
overview
The Public Works Department, Water and Sewer and Streets Divisions, disposes of approximately 3,500 tons of excavated materials each year from water and sewer repair excavations. Disposal either goes to a local transfer station or is hauled away by a contractor to a landfill. Village staff recommend entering into an independent contractor agreement with G&M Trucking, Inc. to haul spoil and debris to a local transfer station in an amount not to exceed $125,000.00.
end
body
Recommended Action
Adopt the Resolution.
Prior Board Action
In the past, the Village Board has approved funding for this agreement, as recently as fiscal year 2025, and has approved Independent Contractor Agreements for spoil and debris hauling.
Background
Spoil and debris from repairs made to the water distribution and sewer collection systems are typically hauled to a local transfer station for disposal. Village staff estimate that approximately 3,500 tons of waste will be disposed of in this manner in 2026. These amounts may vary depending on the work load for the 2026 fiscal year.
In mid-September 2025, Village staff requested hauling rates from local contractors via the Request for Bids process outlined in the Village’s purchasing policy. The Village only received responses from three companies, including G&M Trucking, Inc. In the past, G&M Trucking has provided other services for the Village and has been reliable. This contract will allow for additional spoil to be hauled away to a local landfill.
Public Works staff recommend approving an agreement with G&M Trucking, Inc. in an amount not to exceed $125,000.00.
Timing Considerations
Emergency water distribution and sewer collection excavations continue throughout the winter season. Adoption of the resolution, at this time, will allow for spoil and debris hauling, without delay, following the first of the year.
Budget Impact
The proposed fiscal year 2026 Water & Sewer Fund Budget provides for dumping and disposal of excavated materials in the Water Budget, External Support, GL# 5040-43730-777-530667 ($150,000.00) and in the Sewer Budget, External Support, GL# 5040-43750-781-530667 ($150,000.00).
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the Public Works department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the resolution allowing for spoil and debris hauling by G&M Trucking, Inc. to local transfer stations.
Advantages:
• Approving the proposed resolution, at this time, would allow for continued repairs to the water distribution and sewer collection systems immediately following the first of the year.
Disadvantages:
• There are no disadvantages to approving this resolution as presented.
Alternatives
The Village Board could delay action to gain additional information.
Advantages:
• The Village Board would receive the additional information requested in order to make a more informed decision.
Disadvantages:
• The Water and Sewer Division would be unable to perform any water distribution or sewer collection excavations until the resolution is approved and they are able to have spoil and debris hauled to local transfer stations.
Anticipated Future Actions
It is anticipated that the Public Works Department, Water and Sewer Division, will continue to request Village Board approval annually for spoil and debris hauling to local transfer stations.
Prepared By: Erin Duffy, Deputy Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Independent Contractor Agreement
3. Supporting Documentation- G&M Trucking