Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH KURTZ BROTHERS, INC. FOR 2024 LEAF DISPOSAL.
Brief Description: This project involves the annual collection of leaf material from residences in Hudson and subsequent disposal of leaf material. Costs for the disposal of materials are predicted to exceed the City Manager’s $25,000 expenditure threshold and staff seek authorization for such expenditures above the threshold.
Body
Legislative History
None.
Purpose & Explanation
For the first ten years of the City’s leaf pickup program, Public Works worked closely with local Hudson vendors to dispose of leaf material at their respective locations, incurring no disposal costs. In recent years, City staff has continued to use various local vendor locations to avoid paying disposal fees for leaf material.
Beginning in September 2023 staff was notified local vendors were no longer accepting debris generated from the leaf program, leading to the Public Works Department incurring disposal expenses. In an effort to secure a secondary disposal source, staff engaged with a local vendor who expressed interest in participating. However, this vendor was unable to secure the necessary equipment to handle the volume of debris and ultimately decided not to participate. For the 2023 season, the total expense to dispose of leaf debris was $33,660.
Staff was able to work with Kurtz Brothers who own an EPA certified Class IV location on Akron Cleveland Road, just over the corporation line on the west side of Hudson. This is the only location staff was able to find within a thirty-minute driving radius of Hudson, to cut down on time spent traveling to a site.
The estimated cost for the 2024 season is detailed below.
Budget Estimate: $54,400
Total estimated material volume per year = 20,000 cubic yards. (Average)
Kurtz Brothers, Inc. price - $66.00/25 cubic yard (1 Vac truck load).
Estimated seasonal loads - 800 (Vac truck loads).
Estimated Disposal cost = $52,800
The City Administration is requesting City Council approval to authorize the City Manager to award and enter into a contract agreement with Kurtz Brothers, Inc. for 2024 leaf disposal. The Public Works Staff is requesting a 10% contingency for any unforeseen changes in volume that may arise during the program. The total amount would be $58,000.00.
Total Contract = $52,800 + $5,200 (10 % contingency) = $58,000.00 approximately
Surrounding City Comparisons
Stow - Material stockpiled and hauled away by a contractor.
Solon - Material composted and managed in-house.
Cuyahoga Falls - 10,000 cubic yards disposed at private vendor. Another 15,000 cubic yards hauled by city to a local landfill.
Twinsburg - Low annual volume of 6,500 cubic yards or less.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks; bid tab attached:
Joint or Cooperative Purchase Program
Professional Services
X Other- Sole Provider, this is the only location within a thirty-minute radius that is willing to take the material. Longer distances seriously impact program efficiency and delays picking up leaves.
Fiscal Impact
Currently Budgeted
Supplemental Appropriation Required
X Appropriation Not Required.
Does this legislation require use of an emergency clause?
Yes
X No
Recommendation
Suggested Action
Staff recommends that the City Council approve this Resolution authorizing the City Manager to award and enter into a sole source contract with Kurtz Brothers, Inc. for 2024 Leaf Disposal.
Submitted by,
Thomas J. Sheridan, City Manager
Kevin Powell, Public Works Director
Eric Hutchinson, Assistant Public Works Director- Services