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 23-253    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/5/2023 Final action: 9/5/2023
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
Attachments: 1. Resolution - Spoils Dumping Amendment - Waste Management - 2023, 2. Amendment - Spoils Dumping Amendment - Waste Management - 2023, 3. Attachments - Contract Documents - Waste Management

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 

End

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.

End

 

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.