Council Communication

Approval of Sole-source Procurement and Public Contract Greater than $75,000
Meeting Date:	September 6, 2005		Primary Staff Contact:	Lee Tuneberg
Department:	Finance		Email:	tuneberl@ashland.or.us
Contributing Departments:	Public Works, WWTP		Secondary Staff Contact:	Terry Ellis, WWTP
Approval:	Gino Grimaldi		Email:	ellist@ashland.or.us
Estimate Time:	Consent Agenda

Statement: This action is to request approval from the City Council, as the Local Contract Review Board, to enter into a public contract deemed to be a Sole-source Procurement. It has been determined based on written findings that Dry Creek Landfill is the closest approved landfill for the disposal of biosolids from the Wastewater Treatment Plant.
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Background: Biosolids from the Wastewater Treatment Plant are required to be disposed of in a manner that meets all federal and state regulations. The closest local approved disposal site for biosolids in the Rogue Valley is Dry Creek Landfill. Biosolids are hauled daily to the landfill site for burial. Dry Creek Landfill will accept the material at the current fee of $35.75 per ton through August 1, 2006. The estimated cost for fiscal year 2006 is $115,000.00. Annual costs for the previous three (3) years: 2005 - $107,105.49 2004 $119,825.57 2003 $118,644.06
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Related City Policies: AMC Chapter 2.50.070 (E) Sole source contracts for goods or services, or classes of goods or services, which are available from only one source which exceed $75,000, must be approved by the Local Contract Review Board. The Purchasing Agent shall provide public notice via the City's Internet website of the determination of a sole-source contract that exceeds $75,000 at least fourteen (14) days prior to the LCRB approval. AMC Chapter 2.50.060 (2) The Purchasing Agent is authorized to recommend that the Local Contract Review Board approve or disapprove contract awards in excess of $75,000, or to change orders or amendments to contracts of more than $75,000.
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Council Options: Local Contract Review Board can approve the Sole-source procurement or decline to approve the Sole-source procurement.
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Staff Recommendation: Staff recommends that the City enter into a public contract with Dry Creek Landfill based on the written findings.
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Potential Motions: Local Contract Review Board moves to approve the public contract deemed to be a Sole-source Procurement.
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Attachments: Click on the PDF file link below to view the following attachments:    • Copy of Public Notice published on City website August 22, 2005    • Letter from Dry Creek Landfill    • Written Findings

SoleSourceContract_Attachments.pdf (116.2KB)

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