Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 22-176    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 8/1/2022 Final action: 8/1/2022
Title: A Resolution Approving an Amendment to the Dumping of Excavated Material Price Agreement with Waste Management of Illinois, Inc. for 2022 to Change the Not Exceed Amount from $95,000.00 to $130,000.00 and Authorizing its Execution
Attachments: 1. Resolution - Dumping of Excavated Material Amendment - Waste Management - 2022, 2. Amendment - Dumping of Excavated Material - Waste Management - 2022, 3. Attachment - Dumping of Excavated Materials Contract Documents - Water Management - 2022

Submitted By                     

Robert Sproule, Interim Public Works Director

 

Reviewed By

A.M. Zayyad

 

Agenda Item Title

Title

A Resolution Approving an Amendment to the Dumping of Excavated Material Price Agreement with Waste Management of Illinois, Inc. for 2022 to Change the Not Exceed Amount from $95,000.00 to $130,000.00 and Authorizing its Execution

 

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Overview

Overview

The Public Works Department, Water and Sewer, and Street Divisions, dispose of approximately 2,500 tons of excavated materials per year from water and sewer repair excavations.  The Water & Sewer Division is expected to exceed the current contract amount for excavated material disposal.  Staff recommends amending the existing agreement to cover the estimated overage.  

 

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Recommendation

Recommendation

Approve the Resolution.

 

Fiscal Impact

The Fiscal Year 2022 Water & Sewer Fund Budget provides for dumping and disposal of excavated materials in the Water Budget, External Support, account number 5040-43730-777-530667 ($50,000.00), and in the Sewer Budget, External Support, account number 5040-43750-781-530667 ($45,000.00).  The total original requested amount for this agreement is $95,000.00 split between two accounts. There are sufficient unencumbered funds from deferred projects including valve turning and large meter testing in the Water Budget, External Support, account number 5040-43730-777-530667 to cover the total additional $35,000.00 requested.

 

Background

The Public Works Department, Water and Sewer Division, typically make 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. Only one company responded:  Waste Management of Illinois.  Excavated materials have been hauled to the Waste Management Chicago Metro Transfer Station in Stickney for the past several years.

 

The Agreement provides for two additional one-year renewals with a possible price adjustment pursuant to the consent of both parties.  Fiscal Year 2022 is the first year of the possible three-year contract.

 

Based on the amount of excavated spoils that have been disposed of to date, staff expects to exceed the original contract amount for 2022.  The proposed amendment increases the not to exceed amount from $95,000.00 to $130,000.00 to ensure staff have the necessary means to dispose of the material for the second half of the fiscal year 2022.   

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

The Board has approved similar agreements in the past.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Public Works Department will be bringing these types of service agreements to the Village Board annually.

 

Intergovernmental Cooperation Opportunities

N/A.