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Discussion of issues relating to the bids for a one-year supply of garbage bags.
Body
Summary:
The City advertised for and received seven (7) bids for garbage bags to be purchased for FY 2018-2019. The bid specifications reflect “minimum requirements” for the garbage bags stating, “The plastic bags shall be a 40 gallon size, and a minimum 2 MIL gauge thickness with 0 tolerances. The preferred overall bag size is 40”x46”. The bags should have a flat seal bottom with bags connected together in a strip with perforated tear lines for easy separation. There shall be a 1 - 1 ½ inch core of plastic or cardboard included in the center of each roll. The bags shall be folded in half with the roll being 20 inches long.” Additionally, each roll should include “6” wire ties, one per bag.” A sample of six (6) bags meeting these specifications must be provided with the bid.
The low bidder was asked to send a sample box of bags. Their bags are slightly smaller than specified (39-5/8” x 45-3/4”) and the MLS tested on the bags ranged from 1.9-3 MLS gauge thickness. The current vendor has provided bags that are slightly larger than specified (40” x 46-3/4”), exceeding the minimum requirements, and slightly thicker with the MLS range from 2-4 MLS gauge thickness. The sample bags supplied by the low bidder appear to be thinner than the current bags. Ben Alexander, the Sanitation Supervisor, did a comparative test of the current bags and the sample bags from the low bidder commenting that “both bags did pretty good although the current bag did a lot better.” He indicated, “the current bag held up to about 45 lbs. before it ripped, the other bag failed after putting close to 40 lbs. of waste into it.” “Although it looks thinner, the proposed bag didn’t perform all that bad.”
Comparatively, the low bidder meets the “preferred” overall bag size despite the fact the bag is shorter than 46” in length. Although the bags tested well for the expected limits, the bags do have the appearance of being thinner than the current bags (note: sample bags will be available for evaluation at the workshop).
The bid specifications state, “…the City shall have the right to reject any or all bids or award only that part of a bid that is most advantageous to the City of Deer Park.” It is the staff’s recommendation that these bids be rejected and the City issue new bid specifications clearly defining the minimum bag size and adding 40 pounds as a standard of measure.( Note: Bags would still need to be the 40 gallon size). Also, the staff recommends increasing the thickness requirement and limiting the amount of recycled material used to manufacture the bags in order to ensure the best performance of the bags when being handled during the collection process.
The award for this bid will be considered during the regular City Council meeting to follow this workshop. At that time, should City Council elect to issue new bid specifications, there is still time to advertise for and receive bids, select a vendor, and have bags available for distribution on October 1, 2018 (note: the City currently has approximately 5,300 garbage bags in storage, which would also be available for the initial distribution).
Fiscal/Budgetary Impact:
Garbage bags are budgeted in the Sanitation Department, Account No. 10-402-4309, Garbage Bags.
Recommended action:
Discussion only during workshop.