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09/04/2012 04H Sole Source Purchase Agreement with BioBagUSA for Biodegradable Bags for the Fall Leaf ProgramI3USINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT 44 Item No. For Meeting of: September 4, 2012 ITEM TITLE: Resolution authorizing Sole Source procurement between the City of Yakima and BioBagUSA for the purchase of Biodegradable Leaf Bags for the Fall Leaf Program SUBMITTED BY: Chris Waarvick, Public Works Director Nancy Fortier, Refuse & Recycling Manager Sue Ownby, Purchasing Manager CONTACT Nancy Fortier, Refuse & Recyling Manager, 576 -6421 PERSON /TELEPHONE: SUMMARY EXPLANATION: Staff respectfully requests City Council consideration of a resolution authorizing Sole Source procurement of compostable leaf bags from BioBagUSA for the City's Fall Leaf Program. A Sole Source purchase means the criteria have been met for formal bid requirements to be waived. BioBagUSA is the only vendor that produces the biodegradable leaf bags accepted by Yakima County Solid Waste for leaf composting. Therefore, competitive bidding for comparable products would The futile. The Fall Leaf Program will be performed in a similar manner as it has in previous years, using only biodegradable bags. We will continue to use the larger biodegradable bags. No regular plastic bags will be collected free of charge. The program will begin in October and run through the end of the year. The collected bags will be taken to the compost site at the Terrace Heights Landfill, diverting the leaves from being buried in the landfill and thus significantly reducing disposal costs. Resolution X Ordinance Contract: Mail to: Contract Term: Amount: Insurance Required? No Funding Refuse Operating Fund Source: Sole Source Other Statement of (specify) Need, other supporting attachments Expiration Date: Phone: APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Adopt the resolution authorizing Sole Source procurement between the City of Yakima and BioBagUSA for the purchase of biodegradable leaf bags. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Resolution ❑ Sole Source Statement of Need ❑ Leaf Bag Statement RESOLUTION NO. R- 2012 - A RESOLUTION authorizing the purchase of biodegradable leaf bags from BioBagUSA to be used for the Fall Leaf Program, as a Sole Source purchase without calling for bids. WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code - Chapter 1.80 generally require that purchase of equipment, materials, or services in excess of $25,000 be done by competitive bid, subject to certain exceptions; and WHEREAS, the law recognizes a "Sole Source Purchase" exception from these competitive bidding requirements when, due to the uniqueness of the product to be purchased and the fact that there is only one source, it would be futile to utilize competitive bidding for such product; and WHEREAS, the Yakima Refuse Division requires the purchase of biodegradable leaf bags for use in the Fall Leaf Program; and WHEREAS, the biodegradable bags manufactured by BioBagUSA are compatible with the requirements of Yakima County Solid Waste. While other vendors produce biodegradable bags, they are not compatible with the Yakima County requirements; and WHEREAS, BioBagUSA is the only vendor that manufactures the biodegradable bags accepted for composting by Yakima County; and WHEREAS, the City Council finds that it is in the best interest of the City to authorize purchase of biodegradable leaf bags from BioBagUSA as a Sole Source purchase without calling for bids, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City of Yakima Refuse Division is authorized to purchase the required biodegradable leaf bags. ADOPTED BY THE CITY COUNCIL this 4th day of September 2012 ATTEST: Sonya Claar -Tee, City Clerk Micah Cawley, Mayor LJ . . . . . . . . . . . . MAW City of Yakima/Yakima County' S0J,E SOURCE JUSTIFICATION (rgised'Mav,.20 12) Your Nam: Nancy Fortier Your Phone: 509 576-6421 Requested V-endor, BbBagUSA Vendoes Add mss: PO Box 369, Pallm Harbcw, R Vendor Contact Marne: Tom GoIldy PL.Nic WbTks9Rf4usa Your DepartmentrDivision: Division, Requisition NUMber. .7 : %Z D Cost Estimate (including TAX)- W,000 Vendor E-Mail & Website: vmw1jobagusa-corn Vendor Phone: 727-789-16469 eFax: 727489-M65 1. Mat are yov; pamhasing? Describe the product, service or system. Att�lch all information (Quotes,. etc—)- Yakima Lawn & Leaf Bags, 3Y X 434-11-2- aid, 1 COW. - 1 side - City of Yatdma Print Z Is this prodULCtt_Ser%dce avaitable only throughone vendor? F_j NO EMOL YES ff yes, attach documentation that supports the screening procens you pe&rmed' to oonfirm. (e.g. Intemet Sc.Teensh, ots, etc.) 3. Is this a one-time pumbase? M NO Fj YES If NO, explain_ This is a y,--ariy pmject. 4. What efforts were made to assure the CitylCounty is receiving the lowest or best price, pos,;sihie! Descflbe Yakima County Solid WaaLu will Only a=lelpt this biodeg, rad,"le bag. for =nposfing- This mdum-% IM Cost to Me Cfty of Yakima whoa t@King ieavws to the landfill, The.Cmst For compostable aratedal i!s $16.00,13er to-i vs.-S30,89 per txt if rcaves are taken.to he bunied in theland-511- 5. ARE FEDERAL FUNDS BEING USED? NO YES [T Fe rya ral,Fpunids- are bey ag- Ur -ece ArIalysis prior, to reque-s-ting Sele Saurrae- a C,r - Lr jS:t P MUST also be natuached. 6: Mow are eligible reasons for so source. Check all boxes be$ow that alppliy to your sole source situation, and attach any useful doc-um ents,to justifY thce sole saurrce:, Ust who you cpintac-ted", what they said and how you vat fled their acc. uamcy. FK1 Compatibility to existing City! County standard or to existing equipm ent, lnventwy, systems, dartai, prograrns or service. Describe. List efforts telfind other sou ces (attach- dacumerdatiba, e.g. Intemet Screenshots, etas_ YakLeria, Coonly Will apo-ept onry this biodegradbble bagfw 00Mrjo!56raq,, Thi� has been verified wilh Wilmd.y KMM, 'Yakjena: Counl�! Solid`Waste Monager M -Patented product, Attach documentation to confirm propriety (,patent fetter, etc.) [:1 Only authonzed Service Provider, Repair arII Warranty Services- Attach proof in writing from the MANUFACTURER (not, the vendor) confirming, theme is only one Aealer au ft-rized to sellYseivice in our are-or. is %qiften oe rMoation attache- v, 0 No E] YES Is -Uniquedesig-m Requires unique 16-at4res Mat are essenfial, aesthetic requirements, or not practical to match to, e)(isting design. or equipment_ Describe. TI-e-a ic, the ordy biodegracN3ble beg a=epted by YWdma Courq for c=posting. Delivery date; Only one supplier can rneet required del" date. Describe why the delivery date is critical and list efforts to find other suppliers to meet- the delivery date.. D'I' Special market conditions, Can be used to purchase iterns at auction (,RCVV 39-30.045) or other item. s that are offered at a very favorable price and wiRl'be scald before and entity %Will have a chance, to complete the bIdding prooess (p.g. a flood is corning and your, must obtain sandbags immedliate: y), or only one supplier can meet required defivery date (describe why the delivery date is arifir-al and fist effoTts to find other suppliers to meet the dellWery date), D, Other. Please describe- STATEMENT OF NEED: My division's recommendation for sod soume is based upon an objectiVb review of the goodiservice being required and appears to be in the f)est interest of the Cit)6lCoun-ty. I know ofino conflict of interest on my part or personal invdvernent in any way with this request- No graItuities, favor, or cornpro Hsing action have taken place. Neither has my personal famiriar[ty with particular brandSri types of equipment, matedals or firms been a deciding influence on my request to sole source this pur6ha-se when there are ether kn~ suppliers to exist. g 11111liq I I I I I I III Ip I I I I M I I II WV12 Signat ofRequestor Date Date — -Date Recc`)IMM dabondf C pro—v�-a-lby—Pur-ch—asirbg— Mgr. A ll by Oecutiive Date g 11111liq I I I I I I III Ip I I I I M I I II er, Na From: Wendy Mifflin [wendy.mifflin @co.yakima.wa.us] Sent: Thursday, August 09, 2012 10:46 AM To: Knotts, Susan Cc: Fortier, Nancy; Mayhue, Maria Subject: Re: BioBags sole source Hi Susan BioBags are the only biodegradable bag that the Yakima County Solid Waste Division will accept through our yard waste diversion program. These bags process through our binder and are accepted by the contractor that composts the chipped yard debris. Let me know if you need further information. Thanks Wendy Sent from my Ipad Aug 9, 2012, at 10:28 AM, "Knotts, Susan" <sknottsna ci.vakima.wa.us> wrote: Hello Nancy, I talked with Maria about what was needed for Sue's approval of your sole source for BioBags. What they are looking for is a reason or better explanation on why this is the only brand of biodegradable bags the county landfill will take. If there are certain requirements that only this brand meets, etc. Thanks for your help. Susan Knotts, CPPB Buyer II City /County of Yakima Purchasing 129 N. Second Street • Yakima, WA. 98901 Distributed at the Meeting !mss' City of Yakima Refuse Division Fall Leaf Pickup Schedule Pickup starts October 22, 2012 and continues thru December 28, 2012 For the fifth year, the Refuse Division will offer BioBag brand biodegradable bags for City of Yakima residents to use for the Fall Leaf Program, allowing the collected leaves to be recycled. Prior to using Bio- Bag, the leaves were collected in tradition- al plastic bags and were buried in the land- fill, since polyethylene -based plastic bags do not break down and can cause con- tamination to compost. BioBag leaf bags provide an environmentally sound alter- native to plastic bags. BioBags are made of renewable raw materials of agricultural origin and from non - genetically modified starch, primarily cornstarch. These bags decompose progressively and disappear completely when composted. They are 100 percent biodegradable! Bagging leaves in BioBags allows this priceless organic ma- terial to be recycled, which saves valuable landfill space and helps our environment. The BioBag leaf bags are a full 39- gallon capacity. They are 1.2 mil rate and should be sturdy enough to handle the leaves. Once exposed to the elements, the bags will begin to decompose in about 12 days. If the bags sit out for over two weeks, they may start to decompose and the crews may have a difficult time collecting them. Place your filled BioBags at the curb line or edge of the street no sooner than the weekend before the crews will be in your area. If space permits, please do not stack the bags. This will keep the bags from heating up and decomposing prior to collection. There will be no alley pick up for the leaf bags. BioBags are for leaves only. Bags contain- ing any debris such as garden material, branches, grass clippings, cans, paper, bottles, garbage, rocks, etc. will not be collected. If you currently subscribe to yard waste col- lection with the City of Yakima, we encour- age you to also use your yard waste cart for your leaves through November 30th. Place your yard waste cart at its normal collection spot on the regular collection day. Only leaves in BioBags provided by the City will be collected through this BioBQg program. Yakima County Solid Waste has ap- proved only this bag for their composting operation. Through this program, leaves in plas- tic bags or piles of loose leaves will not be picked up until completion of this pro- gram. At that time, upon your request, we will provide a special collection of plastic bags or piles of leaves for a fee. BioBags will be available for pick up free of charge, at the Public Works Complex, 2301 Fruitvale Blvd., Monday through Friday, 10:00 a.m. to 2:00 p.m., beginning Octo- ber 15th. To assist in determining the areas the bags are being used, the Refuse Divi- sion asks that citizens fill out the coupon below with your name, property address and the number of bags you think you will need. Please bring coupon when you come to pick up your bags. This will assist the Refuse Division in determining the loca- tion bags are being used and need to be picked up. We will try to fill your request, but do reserve the right to limit the number of bags that are given out per household. The crews work a weekly rotating sched- ule in two different areas of the city. The schedule is shown on the map lo- cated on the back of this newsletter. Example: If you live in AREA 1, the crews will be in your neighborhood throughout the week of October 22nd. They will pick up all the BioBags of leaves located on the curb line. The crews will return to your area and pick up any additional BioBags of leaves the weeks of November 5th, November 19th, December 3rd and December 17th. If you have any questions regarding the program, please call the City of Yakima Refuse Division @ 509 - 5756005 or website: www.yakirriawa.gov Si usted necesita informacion en espanol por favor Ilame a la Cuidad de Yakima, Division de Basura al numero 509 - 575 -6005. r— — — — — — 1 FALL LEAF BAG REQUEST IName: IAddress: INumber of Bags 0 LU _ w 0: z z z ELI ¢ W NOB HILL BLVD wl w _ i w ¢ ~ Q H o Q z t'. y v ZIER RD 1 W W HINGTON AVE i COOLIDGE RD w OCCIDENTAL RD ¢ 0 z N N MEADOWBROOK RD SOLITHERN AVE s� IZ :n t Z 2 ro w c { W LIN OLN AVE _ \ LU LU ➢ tip ° vU >~ N N j Y ¢ a a N R z z \ ACIFIC AVE'' w 2 � (O E NOB HILL SL w V LAA N i/ > W MEAD AVE p E IJEAQ AVE Q > rn Q z Y. n W WA INGTON AVE _ D Q 0 • PIONEER iT W AHTANUM RD AREA 2 October 29 - November 2 November 12-16 November 26-30 d December 10-14 December 24-28 �� AREA 1 October 22 -26 November 5 -9 November 19 -23 December 3 -7 December 17 -21 L N IZ :n t Z 2 ro w c { W LIN OLN AVE _ \ LU LU ➢ tip ° vU >~ N N j Y ¢ a a N R z z \ ACIFIC AVE'' w 2 � (O E NOB HILL SL w V LAA N i/ > W MEAD AVE p E IJEAQ AVE Q > rn Q z Y. n W WA INGTON AVE _ D Q 0 • PIONEER iT W AHTANUM RD AREA 2 October 29 - November 2 November 12-16 November 26-30 d December 10-14 December 24-28 ��