STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: January 13, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for sand trap, grease trap, interceptors, and septic tank cleaning services for citywide use - Earthtek, Inc., lowest responsible bidder of three - Estimated amount of $798,055.87 - Financing: General Fund ($108,841.96), Aviation Fund ($375,619.71), Sanitation Operation Fund ($220,600.70), and Equipment and Fleet Management Fund ($92,993.50)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement. We anticipate the following City departments will use this agreement:
• Building Services Department
• Department of Aviation
• Department of Equipment and Fleet Management
• Department of Sanitation Services
• Park & Recreation Department
• Police Department
This service price agreement will provide for the removal and disposal of waste collected in sand traps, grease traps, interceptors, and septic tanks throughout the City. State law requires the City to operate holding tanks or “traps” to collect contaminated water, grease run-off, and other debris from specific drains citywide. The traps range in size from 25 gallons to 14,000 gallons. The waste collected in these traps is prohibited from being discharged into the sanitary sewer system. This agreement provides for servicing of sand traps found in vehicle and equipment wash bays throughout the City, grease traps associated with commercial kitchens such as Bahama Beach Water Park, and Love Field restaurant facilities, interceptors for the pre-treatment of stormwater found at Sanitation transfer stations, and septic tanks found at older City facilities. This agreement also provides for servicing as needed and emergency cleaning of the sand traps, grease traps, interceptors, and septic tanks. They are cleaned and the waste is properly disposed of per State laws and regulations.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 27, 2016, City Council authorized a three-year service contract for the removal and disposal of waste collected in sand traps, grease traps, interceptors and septic tanks with Stericycle Environmental Solutions, Inc. and Liquid Environmental Solutions of Texas, LLC by Resolution No. 16-0161.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
General Fund |
$ 32,714.27 |
$ 37,390.38 |
$ 38,737.31 |
|
Aviation Fund |
$125,206.56 |
$125,206.56 |
$125,206.59 |
|
Sanitation Operation Fund |
$ 44,120.00 |
$ 44,120.00 |
$132,360.70 |
|
Equipment and Fleet Management Fund |
$ 18,598.70 |
$ 18,598.70 |
$ 55,796.10 |
|
Total |
$220,639.53 |
$225,315.64 |
$352,100.70 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$798,055.87 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Services. |
|
• Earthtek, Inc. - Non-Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BI20-00014578. We opened them on October 9, 2020. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*Earthtek, Inc. 408 113th St. $ 798,055.87
Arlington, TX 76011
Clean Earth 2131 Progressive Dr. $1,668,686.63
Environmental Dallas, TX 75212
Solutions, Inc.
Anchor 255 North California Ave. $5,911,588.37
Mechanical, Inc. Chicago, IL 60612
OWNER
Earthtek, Inc.
David Martin, Owner/President
Patrick Henggeler, Owner