HomeMy WebLinkAbout09/04/2012 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
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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
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