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HomeMy WebLinkAboutR-2012-112 Sole Source Purchase Agreement with BioBagUSA for Biodegradable Bags for the Fall Leaf Program RESOLUTION NO. R- 2012 -112 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: 1. The City of Yakima Refuse Division is authorized to purchase the required biodegradable leaf bags. ADOPTED BY THE CITY COUNCIL this 4 day of September 2012 � ` „ �.. Y �1 ATTEST: = * . '� , f �i � Micah Cawley, ayor Sonya CI- -r Tee, City Cle'W . * . oN • v' A i r f .; BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of: September 4, 2012 a.. 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 Ibe 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. Sole Source Other Statement of Resolution X Ordinance Need, other (specify) supporting attachments Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Refuse Operating Fund Phone: Source: 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 Baq Statement r!ZE -ri, . ,-• '!4 ,,i1 11110 1 • N., ,,,'-' 7 :' , :::::. ;-;,„ , :' ? -1. -------- ;.- a „, ..,„.. City of Yakini' a/lia , i r' •i. County ---- ---- SOLE sO CE ni LU'It STIFIC4iTiON :"revised May, 2012) Public WocksiRefuse Your Name: Nancy Fortier Your De!.. , il ent/Division: Etheision Your Phone: 5139 576-6421 Requisition Number, g.„ Requested Vendor: BiCie a g U SA Cost Estimate (including TAX): S40,000 .1 wymbiobegusa_oom Vendor's Address: P° BOx 369 P HarbaC FT Vendor E-Mail & Website: Vendor Contact Name: Tom Golly ' Vendor Phone: 727789-1646, 'eFax: 727489-64355 1. What are you purchasing? Describe the product, service or system. Attach all information (Quotes, etc.) Yakima Lawn & Leaf Bags, 35 x 4311.2 nil, 1 colu: -1 side - City of Yakima print 2. Is this product/service available only through one vendor? D NO EV YES if yes, attach documentation that supports the screening process you perforated. t.0 confirm. (e.g. luternet Screenshots, etc.) 3. Is this a one-time purchase? WI NO - 1" - YES If NO, explain_ This is a yearly project. • it. What efforts were made to assure the City/County is receiving the lowest or best price possible? Describe Yakima County Solid Wasla will only accept this biodegradable ti for oomposting. This Teduct% the cot to the City at Yakima when taking leaves to the lanalir The oost For oompostable inaterial is $16.00 per tee' is S30,89 per ton if Ooes are taken to be buried in the landfill_ 5. ARE FEDERAL FUNDS BEING USED? 0 NO L YES II Foderal'Eunds are. being used, a Cost Prise Analysis prior to requesting Sole „source MUST also he attached. 6. Below are eligible reasons for sole source. Check all boxes beiow that apply to your sole source situation and attach any useful documents to justify the sole source. List who you contacted, what they said and how you verified their accuracy. Ii Compatibility to existing, CitylCount standard or to existing equipment, inventory, systems, data programs or Serif ie.. Describe. List efforts to find other sources (attach documentation, e.g. Internet Screenshots, etc). Yakima Coolly will ,ticle_pt onty this egradbble bag ref composting, TI s ha $ been verified with ihrwidy Mifflin, Yakima. County Solid Waste titanager 0 Patented product Attach documentation to confirm propriety (patent Fetter, etc.) . D Only authorized Service Provider, Repair andlor Warranty Services_ Attach proof in meriting from the MANUFACTURER (not the vendor) confirming there' is only one 'dealer authorized to seliiservice in our area. Is mitten certiffcation attached? El NO Ej YES • Unique design: Requires unique featores that are essential, aesthetic requirements, or not practical to match to existing design or equipment Describe. Tl is the only biodegradable bag accepted by Yakima County for convostng. El Delivery Date: Only one supplier can meet required delivery date: Describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date D Special. Market conditions: Can be used to purchase items at auction (RCW 39.30.045) or other items that are offered at a very favorable price and will be sold before and entity wilt have a chance to complete the bidding process (e.g. a flood is coming and you must obtain sandbags immediately), or only one supplier can meet required delivery date (describe why the delivery date is critical and list efforts to find other suppliers to meet the delivery date). fl Other Please describe: STATEMENT OF NEED: My division's recommendation for sole source is based upon an objective review of the goodiservice being required and appears to be in the best interest of the City/County. I know of no conflict of interest on my part or personal involvement in any way with this request No gratuities, favor, or cornproMising action have taken place. Neither has my personal familiarity with particular brands, types of equipment, materials or firms been a deciding influence on my request to sole source this purchase when there are other known suppliers to exist. 811112 S igriatu of Requestor Date Sig :attire of Department Head Date 1.•■•••■•■,, Recorrim dation Of pproval by Purcha6ing Mgr, Date Ap• • by ecutive Date Pie complete,eritire form and forward fo Purchasing O rtier, Nancy 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" <sknotts@,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 1