SUBJECT
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Consideration to renew annual supply/service contract FY22-006 with South Texas Waste Systems, Laredo, Texas, in an annual amount of $180,000.00 and for the total contract value of $900,000.00. This contract is for the rental of portable hand wash stations, latrines, and showers for various City departments. All rentals will be done on an as needed basis. The term of this contract was for a period of two years with the option to renew for three additional one-year periods. This is the second of three extension periods. There is no price increase. Funding for this contract is available in the respective department budgets.
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PREVIOUS COUNCIL ACTION
The two-year contract was approved by Council on November 15, 2021.
One-year renewal (extension I), was approved by Council on December 4, 2023.
BACKGROUND
This contract establishes a daily/weekly/monthly/emergency rental rate for the rental of portable hand wash stations, latrines, and showers for various City departments. The term of this contract was for two years with the option to renew for three additional one-year periods, upon mutual agreement of both parties. This is the second of three extension periods. There was no price increase during last extension period.
Should the vendor desire to extend the contract for the additional one-year period, it must notify the City in writing no later than sixty (60) days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City’s Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall be bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month-to-month basis, not to exceed 3 months. Said month-to-month extensions shall be in writing, signed by the City’s Purchasing Manager & City Manager or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. The City reserves the right to renew or rebid this contract, if the appropriated funds initially approved by City Council are exhausted before the contract expiration date.
A complete bid tabulation is attached to view the rental rates.
COMMITTEE RECOMMENDATION
N/A
STAFF RECOMMENDATION
recommendation
It is recommended that this contract renewal be approved.
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Fiscal Impact
Fiscal Year: 2025
Budgeted Y/N?: Yes
Source of Funds: Click or tap here to enter text.
Account #: 101-3115-553-3730
Change Order: Exceeds 25% Y/N: N/A
FINANCIAL IMPACT:
Funding is available in the following budgets:
Parks & Recreation: 101-3115-553-3730
Recreation Centers: 101-3125-553-3730
Public Works: City Construction Projects