SUBJECT
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Consideration to award annual service contract number FY24-021 to the following vendors
1. Rafter P. Transport, Floresville, Texas in an amount up to $100,000.00 (Primary Vendor);
2. Synagro of Texas-CDR, Baltimore, MD in an amount up to $50,000.00 (Secondary Vendor);
for the removal and disposal of dry sludge from the Jefferson & El Pico Water Treatment Plants to the City of Laredo landfill. The term of these contracts shall be for a period of one (1) year beginning as of the date of its execution and is contingent upon the availability of appropriated funds. These contracts can be renewed three (3) additional one (1) year extension periods, upon mutual agreement of the parties.
Funding is available in the Utilities Department - Water Treatment Division Budget.
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PREVIOUS COUNCIL ACTION
None.
BACKGROUND
The City received two bids through Cit-E-Bid for the furnishing loading and hauling dry sludge from the Jefferson and El Pico Water Treatment plants to the City’s landfill. The frequency and number of loads vary depending on the City's need but the contract is based on an estimate of 30,000 cubic yards of sludge. The frequency and number of loads vary depending on the City's need. When the primary vendor is unavailable for the pickup of sludge, the secondary vendor shall be contacted. The vendors shall operate and maintain a TCEQ Transporter Permit and DOT Certificate as required by the Texas Commission on Environmental Quality. All services will be secured on an as need basis. Staff has reviewed the bids and is recommending that Rafter P. Transport be the primary vendor and Synagro of Texas be the secondary vendor.
The term of this contract shall be for a period of one (1) year beginning as of the date of its execution. The contract may be extended for three, additional one (1) year periods. This contract shall be the responsibility of and administered by the vendor and the City of Laredo Utilities Department.
Bid Tabulation & Best Value Scoring Attached.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended that these contracts be approved.
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Fiscal Impact
Fiscal Year: 2024.
Budgeted Y/N?: Yes.
Source of Funds: Water Treatment Division Fund.
Account #: 557-4120-533-3920
Change Order: Exceeds 25% Y/N: No.
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services needed, should the City need to purchase these commodities or services. The City's obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.