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Water & Wastewater Commission Review and Recommendation COA Strategic Direction: Government That Works For All Health and Environment July 15, 2020 Commission Meeting Date: Council Meeting Date: Department: Purchasing July 30, 2020 Client: Danielle Lord, Anna Bryan-Borja Agenda Item Recommend approval to award two multi-term contracts with Texas Disposal Systems, Inc. and Balcones Recycling Inc., to provide trash, recycling, and organics collection services for City facilities, each for up to five years for total contract amounts not to exceed $7,500,000, divided between the contractors. Austin Water’s requested authorization is $480,000. Amount and Source of Funding Funding in the amount of $250,000 is available in the Fiscal Year 2019-2020 Operating Budget of various City departments. (need funding amount for AW FY19-20 Operating Budget) The Purchasing Office issued an Invitation for Bids (IFB) 1500 SLW1035 for these services. The solicitation issued on March 9, 2020 and it closed on April 7, 2020. Of the three offers received, the recommended contractors submitted the lowest responsive offers. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance. Link: Solicitation Documents. N/A July 8, 2020 – To be reviewed by the Zero Waste Advisory Commission. July 13, 2020 – To be reviewed by the Electric Utility Commission. July 15, 2020 – To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE:  These contracts will provide collection, transportation, processing, and disposal of refuse, recycling, brush, and compostable materials generated by City facilities including all dumpsters/containers, staff labor, vehicles, and equipment. The contractors will also cover additional collection needs for City co-sponsored events. Per the direction of the City Council on February 20, 2020, none of the waste from these contracts will be disposed of at the Austin Community Landfill. Austin Resource Recovery does not provide waste collection services to City facilities due to the type of equipment required. Under these contracts most collection containers will be serviced on a weekly basis, with some sites utilizing roll-off containers, compactors, and balers that will be serviced as needed. Collection services for landfill waste and organics will be provided by Texas Disposal Systems, Inc. and Balcones Recycling, Inc. will be providing collection for recycling. The current contract expires on August 26, 2020. The requested authorization amount was determined using departmental estimates based on historical spend and anticipated future usage. One of the recommended contractors is the current provider for these services. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. Contract Authorization $4,500,000 $1,500,000 $1,500,000 $7,500,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANALYSIS a) Solicitations: 255 notices were sent, including 14 MBE and 2 WBE firms with no M/WBE firms responding. b) Cost Analysis: The proposed contract pricing is consistent with a 9% increase in the market.