The URL can be used to link to this page

Home My WebLink About10-28 I ' • Resolution No. 10-28 RESOLUTION APPROVING CHANGE ORDER NO. 1 and FINAL IN THE CONTRACT WITH MIDWEST MATERIAL MANAGEMENT, LLC FOR 2009 LEAF DISPOSAL AND PROCESSING WHEREAS,the City of Elgin has heretofore entered into a contract with Midwest Material Management, LLC for 2009 leaf disposal and processing; and WHEREAS,it is necessary and desirable to modify the terms of the contract as is described in Change Order No. 1 and Final, attached hereto. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R, Stegall,City Manager,be and is hereby authorized and directed to execute Change Order No. 1 and Final,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: January 27, 2010 Adopted: January 27, 2010 Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk <s'°F City of Elgin '4 III ,,F CHANGE ORDER ELGIN, ILLINOIS PROJECT: LEAF PROCESSING AND DISPOSAL CHANGE ORDER: No. 1 and Final CONTRACT: Agreement with Midwest Material Management LLC. for leaf processing and disposal services. Contract entered into on September 23, 2009. Service costs were set at$6.80 per yard on Bid#09-052. SCOPE: Request is to approve an additional $14,294 in funds to Purchase Order# 248129 for leaf processing and disposal costs for November and December, 2009. REASONS FOR CHANGE: The 2009 leaf season was a record year in terms of total yardage of leaves collected. The previous four year average for total yards collected was approximately 16,200 yards per year, and over the course of the last eight years the volume of leaves collected has not exceeded 17,600 yards. The original contract amount anticipated the processing of 20,000 yards at $6.80 per yard. The 2009 leaf season produced just over 22,100 yards of leaves in the rake out areas. The circumstances necessitating the change were therefore not reasonably foreseeable at the time the contract was signed. Additionally, the change is germane to the original contract as signed, and the change order is in the best interests of the City and is authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT: ORIGINAL CONTRACT AMOUNT: CHANGE ORDER No. 1 $ 136,000 TOTAL FOR CHANGE ORDER NO. 1: $ 14,294 PREVIOUS CHANGE ORDER(S) $ 0 TOTAL OF PREVIOUS CHANGE ORDERS: $ 0 TOTAL REVISED CONTRACT AMOUNT: $ 150,294 The original amount of the contract with Midwest Material Management is $136,000. Change Order No. 1 totaling $14,294 will increase the original contract amount by a total of$14,294, that sum representing an eleven percent (11%) increase of the original contract amount. The new contract amount, inclusive of all change orders is$150,294. OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. CHANGE ORDER No. 1 Agreed to this day of January 7, 2010. Recommended by: Department of Public Works By: David Lawry Title: General Services Manager Date: 1 01 1'U Signature: Accepted by: Midwest Material Management, LLC Party of the Second Part (Contractor) By: David Pinter Title: Vi e Pr sident Date: I l� Signature: Approved by: CITY OF ELGIN Party of the First Part(Owner) By: Sean R. Stegall Title: City Manager Date: a7 040/D Signature: / r / F:\Legal Dept\forms\Change Order Form.doc Km OF Ft.0 ¢G' 'j�" City of Elgin Agenda Item No. + _ f it j • January 7, 2010 TO Mayor and Members of the City Council fnancidlp Stable FROM: Sean R. Stegall, City Manager City-Gorr/went David L. Lawry, General Servic s Manager SUBJECT: Change Order No. 1 and Final with Midwest Material Management, LLC For 2009 Leaf Disposal and Processing PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider Change Order No. 1 and Final with Midwest Material Management for the disposal of leaves collected in the rake out areas during the 2009 leaf season. RECOMMENDATION It is recommended that the City Council approve Change Order No. 1 with Midwest Material Management, LLC for the disposal and processing of leaves collected during the 2009 leaf season in the rake out areas at a cost of$14,294, with a final contract value of$150,294. This increase represents a 10.4 percent increase in the total contract amount from the original awarded amount. BACKGROUND On September 23, 2009, the City Council awarded the subject project to Midwest Material Management for the amount of$136,000. The project included the disposal and processing of leaves collected from the leaf rake out areas during the 2009 leaf season. Consistent with prior years, Midwest Material billed the City on a per yard rate of$6.80. The initial contract award anticipated the processing of 20,000 yards at $6.80 a yard. The 2009 leaf season was a record year in terms of total yardage collected for processing with approximately 22,100 yards collected. This represents a 26 percent increase over the previous four year average for total yardage collected in the rake out areas. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. Change Order No. 1 Leaf Disposal and Processing with Midwest Material Management,LLC. January 7,2010 Page 2 VKINANCIAL IMPACT The contract and change order with Midwest Material Management are $136,000 and $14,294 respectively for a total revised contract amount of$150,294. Funding for this change order is available in account number 010-3331-754.33-04, General Fund,Refuse Services and Yard Waste where there is $161,000 budgeted and $29,423 available. L GAL IMPACT None. ALTERNATIVES 1. The City Council may choose to approve Change Order No. 1 with Midwest Material Management, LLC. 2. The City Council may choose not to approve Change Order No. 1 with Midwest Material Management, LLC. Respectfully submitted for Council consideration. DJA Attachments Leaf Processing Numbers Year Yards Processed Unit Price Total Expenditures 2009 22,100 $6.80 $150,293.60 2008 17,600 $9.46 $165,985.16 2007 16,000 $9.18 $146,502.60 2006 14,500 $8.87 $128,638.60 2005 16,700 $8.65 $144,818.30 *Yardage rounded to the nearest hundred yards. rik 4:4 OF Etc, Memorandum City of Elgin Date: February 4, 2010 To: Dave Lawry, General Services Group Director From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 10-28, Adopted at the January 27, 2010 Council Meeting Enclosed you will find the agreement listed below. Please retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you. • Change Order No. 1 and Final in the Contract with Midwest Material Management, LLC for 2009 Leaf Disposal and Processing VOLUME LXXIV `SEPTEMBER 23, 2009 , • •1 4 reziA \D►& c.rsv f—j T TO DWEST MATERIAL MANAGEMENT,LLC FOg �rraw� E�',^cckq a• , • ' '*J 'IN THE CITY'S 2009 i` •i�! rP:ry: vs'-i�'.Se^'rE� ..., a.�i ,t��,. �;; Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to award a one year contract with three one year extension options to Midwest Material Management, LLC at a cost of$136,000 per year for processing and disposal of leaves collected in the City's 2009 Fall Leaf Collection Program. Councilmember Warren said that he would like to see this contract re-bid again next year in order to allow a local company to bid. Councilmember Dunne asked why the wrong name was on the bid tabulation and Corporation Counsel William Cogley replied that it was a scrivener's error. Councilmember Dunne then asked about the bid process. Mr. Cogley said that bid requests must be publically advertised and that this bid was also included on the city's website. He stated the bidding process for this item was in order. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. BID 09-053 AWARDED TO BONNELL INDUSTRIES, INC. FOR THE PURCHASE OF SNOW PLOW BLADES AND VARIOUS ACCESSORIES FOR THE PUBLIC WORKS DEPARTMENT FOR SNOW REMOVAL FOR THE 2009/2010 WINTER SEASON Councilmember Prigge made a motion, seconded by Councilmember Warren, to approve the purchase of snow plow blades and various accessories for the Public Works Department in the amount of$28,192.10 from Bonnell Industries, Inc. for snow removal for the 2009/2010 Winter Season. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. PUBLIC HEARING REGARDING A SECOND AMENDMENT TO THE ANNEXATION AGREEMENT,AND AMENDMENTS TO THE PLANNED DISTRICT ORDINANCES TO INTRODUCE ADDITIONAL BUILDING MODELS WITHIN THE WEST POINT GARDENS SUBDIVISION; PROPERTY LOCATED AT 100 NESLER ROAD; BY WEST POINT BUILDERS & DEVELOPERS, INC.,AS APPLICANT, AND NESLER ROAD LIMITED PARTNERSHIP, AS OWNER(PETITION 20-09) Mayor Schock declared the public hearing open. Community Development Director Deering reviewed the petition and advised the Council that the Planning and Development Commission had recommended approval subject to conditions. Mr. Pat Curran from West Point Builders was then introduced and he reviewed the modifications. 651