AGENDA CAPTION:
Title
Consider approval of Resolution 2015-88R approving the award of an annual contract to Green Planet, Inc. for the contractor’s provision of Collection, Transportation and Disposal of Household Hazardous Waste for the Community Services Department, Environmental Health-Solid Waste Division in the estimated annual amount of $50,000.00; ratifying the Purchasing Manager’s execution of the appropriate purchasing documents on behalf of the City; and declaring an effective date.
Body
Meeting date: July 21, 2015
Department: Community Services Department - Rodney Cobb, Executive Director (By Cheryl Pantermuehl, Purchasing Manager)
Funds Required: $6,284 FY15/$43,716 FY16
Account Number: 24006350.52305
Funds Available:
Account Name: Contracted Services
CITY COUNCIL GOAL:
Goal #2: Beautify and Enhance the Quality of Place for San Marcos
COMPREHENSIVE PLAN ELEMENT(s): [add the Plan elements and Goal # and Objective(s)]
Environmental & Resource Protection: Goal 3- Pro-active policies that encourage recycling and resource and energy efficiency. Objective: adopt and implement the recommendations of the Municipal Solid Waste Task Force
BACKGROUND:
The City issued a bid for Collection, Transportation, and Disposal of Household Hazardous Waste (IFB 214-416) for the Community Services Department, Environmental Health - Solid Waste Division, and awarded a contract in July 2014. The initial contract award to Green Planet, Inc., was effective August 15, 2014 through August 14, 2015. It was awarded administratively as the total amount of the contract was $16,315 and was below the $50,000 threshold. The first extension was awarded administratively because it was determined that the dollar amount would stay below the $50,000 threshold; however, it has now been determined that the total of the two years is estimated to reach approximately $98,642.
The first extension will expire on August 14, 2016. Within the terms and conditions of the contract, the City has the option to extend for four (4) additional one (1) year periods. Contract extensions may be awarded administratively in the form of a letter of agreement signed by the Purchasing Manager. The contract is currently in the first extension period.
The purpose of the contract is to provide services for the categorization, packaging, transportation, and disposal of household hazardous wastes collected by the City through its twice weekly operation of the City’s permanent Household Hazardous Waste Collection Facility (“HHWCF”). The HHWCF provides an environmentally safe and convenient way to dispose of household chemical wastes such as pesticides, herbicides, paints, solvents, car care products, and cleaning agents. All waste is stored in accordance with regulations as specified by the Texas Commission on Environmental Quality (“TCEQ”) and the U.S. Environmental Protection Agency (“EPA”).
The contract extension is effective August 15, 2015 through August 14, 2016. The estimated annual amount of the contract for the first extension is $50,000; however, the estimated amount for the remainder of FY15 is $6,284. Purchases against this contract for FY16 are contingent upon the approval of the FY16 budget by the City Council.