10-28 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