Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Dillard Environmental Services for Debris Clean-Up for a Total Not to Exceed Amount of $280,000
Staffreport
COUNCIL PRIORITY
• Quality of Life
SUMMARY
Provides for debris clean up from City right of way and City owned property.
RECOMMENDATIONS
Staff recommend executing an agreement with Dillard Environmental Services Inc. for debris clean-up services.
BACKGROUND
Streets, sidewalks, and public spaces improve the quality of life for all residents; keeping them trash free ensures they are available for use by everyone.
Starting in FY 2022-2023 the City encountered a volume of illegal dumping and/or encampment clean-up work that exceeded staff capacity and outside contractors were brought in to handle some of the overload.
Fiscal Year Amount Contracted Out
2022-2023 $130,000
2023-2024 $20,000
2024-2025 $180,000
Over the last three years, the City has used three contractors; Sam’s Low Cost Hauling, American Integrated Services, Inc, and Dillard Environmental Services, Inc to perform debris clean-up for the purpose of cost and performance comparison.
Analysis
Each instance of debris clean-up is unique. The amount and type of debris, the amount and type of hazardous material, the distance to the roadway, and the difficulty of bringing equipment to the site are unknown in advance of the work. Without this information a bid for the work can’t be calculated; consequently, each contractor submitted rate sheets for staffing, equipment, and disposal costs.
Staff found that the rate sheets were not a good indicator of actual cost as the number of staff used, equipment mobilized, and productivity of the staff had a large impact on the overall cost per location. On several occasions staff obtained multiple quotes from contractors for clean-up of a single site. In these comparisons, Dillard Environmental Services, Inc. consistently provided the lowest quote. Dillard is also licensed to handle and dispose of hazardous waste.
Staff recommend contracting solely with Dillard Environmental Services, Inc. for debris clean up. Alternatively, the City could split this work among all three vendors previously used or seek new companies to contract with on a trial basis.
Current Agency Policies
• Support and implement programs that enhance the quality of life and wellness.
Financial Impacts
Sufficient funds are included in the FY25-26 General Fund budget to enter into a contract with Dillard Environmental Services, Inc. for an amount not to exceed $280,000 for enhanced debris clean up services:
General Fund - Street Services, Account 010-33-002-5330: $280,000
This Council action will not impact fund balance because there are funds available in the FY2025-2026 adopted budget.
ATTACHMENTS
A: Reso Dillard Debris
B: NPSA Scope of Work and compensation schedule
PREPARED BY: Nick Thom, Assistant Public Works Director, Public Works