Title
Consider awarding or rejecting bids, updating bid specifications and authorizing the City to seek and accept bids for a one-year supply of garbage bags.
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Summary:
The City advertised for and received bids for garbage bags to be purchased for FY 2018-2019. In recent years, the City has ordered the annual quantity of bags to be received in a single delivery. Bags come 52 per roll and historically, at the beginning of the fiscal year, residents have received two (2) rolls of bags at no charge. Currently the City has approximately 9,988 active residential water accounts. The City would need 19,976 rolls available in October for each resident to receive two (2) rolls of garbage bags. Residents have the option to purchase additional rolls of bags throughout the year if supplies are available.
The City currently has approximately 5,300 garbage bags in storage and recommends the purchase of a quantity of 18,000 rolls for the 2018-2019 fiscal year to accommodate existing and anticipated new accounts as well as additional sales of bags throughout the year.
On May 29, 2018, the City received seven (7) bids and the attached bid tabulation shows all bids received. As stated under the General Conditions of Bidding, the City “reserves the right to consider and make awards of bids on articles of similar nature that will in all respects serve the purpose for which the purchase is being made.” Additionally, the City “reserves the right to be the sole judge as to whether such articles will serve the purpose.” Further, the City “reserves the right to accept or reject in whole or in part any bid submitted or to waive any informality in the best interest of the City” and the City “reserves the right to award the bid to the lowest responsible bidder…who provides [goods] at the best value for the City”, which may include quality and the extent to which the goods meet the City’s needs.
The bid specifications for these bags clearly state “The plastic bags shall be a 40 gallon size….[and the] preferred overall bag size is 40”x46”.” The bags are to have a “flat sealed bottom”. The specifications further state: “The bags shall be folded in half with the roll being 20 inches long”.
In evaluating the sample bags, the City has determined it would be better to reject these bids and issue new bid specifications to increase the thickness requirement, limit the amount of recycled material used in the plastic, and to add 40 pounds as a standard of measure all of which should ensure the best performance. Note: bags would still need to be the 40-gallon size.
Staff’s recommendation is to reject these bids, issue new bid specifications, and advertise for and accept new bids. If Council were to agree with staff’s recommendation, there is still time to advertise for and receive bids, select a vendor, and have bags available for distribution on October 1, 2018. The existing inventory would also be available for the initial distribution.
If City Council desires not to reject the bids and issue new bid specifications, the low bidder is Interboro Packaging Corporation with 18,000 rolls priced at $8.62 per roll for a total cost of $155,160.
Current Vendor: Houston Poly Bag
$8.79/roll for 22,000
Fiscal/Budgetary Impact:
Garbage bags are budgeted in the Sanitation Department, Account No. 10-402-4309, Garbage Bags.
Recommended action:
Award bid for a one-year supply of garbage bags or reject bids, update bid specifications, and authorize the City to seek and accept bids for a one-year supply of garbage bags.