On August 3, 2015, the Public Works Department awarded a three-year contract to the lowest responsible bidders for the Furnishing of Aggregate Materials & Trucking, Disposal of Debris, and Hauling of Snow. These contracts were awarded to CC Cartage, Inc. for aggregate materials, trucking, and disposing of debris. and to KLF Enterprises for hauling snow.

The contracts are set to expire in August of 2018. Furnishing of Aggregate Materials & Trucking and Disposal of Debris contracts are an important tool for Public Works to obtain trench backfill, pipe bedding material and other excavation fill material necessary for the continued maintenance to the water and sewer systems. This contract enables the Public Works Department to dispose of excavated materials to landfills in accordance with State regulations as well as truck asphalt material required for the Public Works annual asphalt edge grinding program. The contract is also for hauling snow during snow cleanup operations. The budget for this work in 2018 is $308,400 in the Water Enterprise Fund and $255,200 in the General Fund.  

Per Village policy, contracts can be extended with Board approval, up to the original term of the contract. This would be the first of three possible one year contract extensions. The contractors have offered to extend the contract for one year with an increase in unit prices per original bid documents and contract. The amount of the unit price increase would be equal to the 2017 consumer price index for Metropolitan Chicago, Gary, Indiana and Kenosha (+1.7%). The term of the extension would begin in August of 2018 and conclude in August of 2019.

Staff has been pleased with the contractor’s quality of work and customer services. Staff recommends the extension of this contract.

RECOMMENDATION

It is recommended that the Village Board approve a one-year contract extension to CC Cartage, Inc. of Lake Zurich, Illinois and to KLF Enterprises of Markham, Illinois, for Furnishing of Aggregate Materials & Trucking, Disposal of Debris, and Hauling of Snow, per unit pricing and the requested increase in accordance with original contract terms, and authorize Staff to execute the necessary documents.