HomeMy WebLinkAboutIR 10110 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10110
To the Mayor and Members of the City Council February 20, 2018
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*a SUBJECT: RE-SOLICITATION OF BID 17-0471 SINGLE-STREAM PROGRAM
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RECYCLABLE MATERIAL PROCESSING AND RESOURCE
RECOVERY SERVICES
On October 4, 2017, Purchasing Staff issued a Request for Proposals for vendors to provide single-stream
recyclable material processing and resource recovery services. The responses were due by 1:30 on
November 9, 2017 in the Purchasing Division Offices. Purchasing received 3 responses before the
deadline. The vendors who submitted a proposal include: Community Waste Disposal, Republic Services,
and Waste Management. The response from Community Waste Disposal was received on November 2,
2017 and Republic Services' and Waste Management's was received on November 8, 2017.
When a bid response is received in Purchasing, it is Purchasing's procedure to give a Receipt of Bid to the
person delivering the response and to affix a copy of the receipt on the response. The Receipt of Bid is a
form that documents the exact time and date a bid is received by Purchasing. After the Receipt of Bid is
attached to a response, the response is then placed in the Bid Response Drawer. However, the bid received
by Republic Services was placed in a separate locked location due to its large size.
On November 91h, the day of bid opening, Purchasing Staff forgot Republic's bid in the separate drawer and
only took the responses from the Bid Response Drawer to the bid opening. At the opening, staff announced
that we had only 2 responses, when in fact, the City had received 3 responses. Immediately after the Bid
Opening, Purchasing Staff shared the responses with the evaluation panel so that they could start reviewing
and evaluating the responses.
The next day,November IOth, at approximately 8:35 a.m., Purchasing Staff found Republic's bid and sent it
to the Evaluation Panel for review and evaluation.
In January 2018, Purchasing Staff received a request for a copy of Republic's Receipt of Bid. Purchasing
Staff was unable to find a copy of Republic's Receipt of Bid, however because Purchasing Staff recalled
receiving the response before the deadline, Purchasing Staff requested copies of the security camera tapes
for the time that Republic stated that they turned in their response. Purchasing Staff was able to secure
copies of the tapes from the Marshal's Office and the video shows the Republic employee coming into the
Purchasing Division with the box on November 8th and leaving with their bid receipt.
Because of Purchasing Staff's failure to announce Republic's response at Bid Opening on November 91h
Purchasing Staff consulted with the City Attorney Office and Code Compliance Department on how to
proceed. It was decided to re-solicit for the services with the same Request for Proposal document. It was
also decided that the solicitation schedule would be shortened since it was the same solicitation document
and working towards the current agreement ending March 31, 2018. Purchasing Staff notified the same
vendors that were solicited in the first solicitation and published notice of the solicitation in the newspaper
on February 2, 2018, with bid opening on February 12, 2018. The re-solicitation with a shortened
advertisement period is allowed since Chapter 252 of the Texas Local Government Code does not apply to
the procurement.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 10110
To the Mayor and Members of the City Council February 20, 2018
r Page 2 of 2
SUBJECT: RE-SOLICITATION OF BID 17-0471 SINGLE-STREAM PROGRAM
r ,a RECYCLABLE MATERIAL PROCESSING AND RESOURCE
RECOVERY SERVICES
In order to ensure that this does not occur again, the Purchasing Division has implemented the following
measures:
• The procedure for the Bid Log has been revised to require that the responses are logged in
when the responses are received instead of logging them in on bid opening day. A new
locked cabinet that can hold several large boxes has been purchased. The cabinet will only
be used for bid responses.
• The lock on the cabinet has a special feature that will inform staff of how many times the
cabinet door is opened and by whom. This will allow a second check on the number of bid
responses received.
If you need any additional information, please contact Aaron Bovos, Chief Financial Officer/Director of
Financial Management Services at 817-392-8517.
David Cooke
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS