Title
Awarding bid for a one-year supply of garbage bags.
Body
Summary: The City advertised for and received seven (7) bids on May 29, 2018 for garbage bags to be purchased for FY 2018-2019. As stated under the General Conditions of Bidding, 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. After evaluating the bids received on May 29, 2018, including the sample bags provided by the bidders, the City determined it would be better to reject these bids and issue new bid specifications to clearly define the minimum bag size, increase the thickness requirement, limit the amount of recycled material used in the plastic, and add 40 pounds as a standard of measure all of which should ensure the best performance of the bags for the Deer Park residents. Note: bags would still need to be the 40-gallon size.
At the regular meeting on June 19, 2018, the City Council voted to reject the bids received on May 29, 2018 for a one-year supply of garbage bags and authorized staff to revise the bid specifications and advertise for and receive bids for a one-year supply of garbage bags based on the new bid specifications. These bids were opened on July 16, 2018 at 2:00 PM. At that time, the City received six (6) bids for garbage bags to be purchased for FY 2018-2019. A seventh bid was misaddressed and delivered to the Maintenance Facility on Luella rather than the City Secretary’s Office at City Hall. That bid was forwarded to City Hall by the Fleet Maintenance Department once they determined what it was, but it was not received until 3:15 PM, which was after the 2:00 PM deadline for bids to be received and opened by the City Secretary. Because this bid was received late, it was not opened or considered. (Note: Fleet Maintenance had opened the package of sample bags, but not the sealed envelope containing the bid.) The bid tabulation is attached showing all bids received based on the new specifications, which included pricing options for various quantity levels and for 2, 3, and 4 MLS thickness.
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.
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.” Based on the bid tabulation and the City’s evaluation of the sample bags, it is the City’s recommendation to accept the bid from Houston Poly Bag for a quantity of 18,000 rolls at 2 MLS thickness at a unit price of $8.67/roll for a total cost of $156,060.
The City has previously done business with Houston Poly Bag.
Current Vendor: Houston Poly Bag
$8.79/roll for 22,000 rolls
Fiscal/Budgetary Impact:
Garbage bags are budgeted in the Sanitation Department, Account No. 10-402-4309, Garbage Bags.
Recommended action
Award bid to Houston Poly Bag for 18,000 rolls of garbage bags at 2 MLS thickness at a unit price of $8.67/roll for a total cost of $156,060.