DATE: December 9, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Becky Caldwell, Director, Sanitation and Environmental Services
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of procurement award to and execution of Procurement Agreement with Franklin Disposal, LLC, of Franklin, Tennessee in the amount of $3.25 per container per day for the purchase of three-day-per-week servicing of public refuse collection containers located in downtown Franklin for a one-year term of service for the Sanitation and Environmental Services Department (Purchasing Office Procurement Solicitation No. 2017-005; Contract No. 2016-0337)
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Purpose
The purpose of this procurement is to purchase servicing the approximately 45 public refuse collection containers located in areas of downtown Franklin as specified, with services as specified to be rendered three (3) days per week (Friday through Sunday only), for a term of service of approximately one (1) year.
Background
The areas of downtown Franklin with public refuse collection containers to be serviced include, but are not limited to, East Main Street between 1st Ave. and 3rd Ave., Main Street between 3rd Ave. and 5th Ave., West Main Street between 5th Ave. and 6th Ave., 5th Ave. North between Main Street and Del Rio Pike, Columbia Ave. between Main Street and Fowlkes Street, and, possibly, Franklin Rd. between 1st Ave. and Liberty Pike.
The services to be rendered are to include emptying the container daily (regardless of how full the container is), cleaning the container at least weekly but as often as needed in order to maintain an attractive appearance and be odor free when empty of refuse, and disposal of the waste collected by the service provider pursuant to this procurement at a permitted facility capable of receiving and appropriately handling Class I solid waste at the service provider’s own expense and at no additional charge to the City. The emptying and cleaning services are to be rendered between the hours of 6:00 a.m. and 8:00 a.m. Central Time. Pricing was to be quoted on a per-container-per-day basis, and is to be held and remain constant throughout the one-year term of service.
The City sought bids for services to be rendered either three (3) days per week (Friday through Sunday only) or seven (7) days per week (Monday through Sunday), and specified that the City would determine which frequency-per-week after all bids received had been evaluated by the City.
The City posted on October 11, 2016, on the Business Opportunities page of the City’s website, a solicitation for bids for servicing public refuse collection containers located in downtown Franklin for a specified term of service. (Publication in a newspaper was not necessary since the value of purchases resulting from award of this procurement was anticipated to be less than the City’s $25,000 sealed bid / public notice threshold.) In addition, bid documents were offered to commercial customers of the City’s solid waste transfer station known or thought to be interested in this solicitation. Bids from two (2) vendors were publicly reviewed following the bid submittal deadline on October 26, 2016. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Franklin Disposal, LLC, of Franklin, Tennessee is in the amount of $3.25 per container per day for the specified services for a one-year term of service. This bid was identified because it is the lowest bid that meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The Sanitation and Environmental Services Department Collection Division budget for fiscal year 2017 does not allocate funding specifically for this purchase out of the Sanitation and Environmental Services Fund. However, the purchase would be offset in part by a reduction in operating (labor and equipment) expenses since the containers in question will not need to be serviced by City crews as often as they are now. The total annual cost is estimated at $22,815.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of procurement award to and execution of Procurement Agreement (City Contract No. 2016-0337) with Franklin Disposal, LLC, of Franklin, Tennessee in the amount of $3.25 per container per day for the specified services for a one-year term of service. In the bid documents, the City specified an estimated 45 public refuse collection containers located in the service area so, at this unit price and for services to be rendered three (3) days per week (Friday through Sunday), the total value of the purchase is estimated to be $22,815 per year. Purchasing Manager Brian Wilcox believes the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0337 has been executed by the City Administrator and is attached.