Agenda Item #13.2
For Council Meeting of: July 28, 2026
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR – FIELD SERVICES, TRANSPORTATION AND PUBLIC WORKS SUBJECT: WAIVER OF COMPETITIVE BIDDING AND APPROVAL OF A MASTER BLANKET PURCHASE ORDER WITH BIGBELLY SOLAR, LLC FOR PUBLIC WASTE RECEPTACLES AGENDA ACTION: MOTION
RECOMMENDATION
The Transportation and Public Works Department recommends that the Council, by motion: 1) waive competitive bidding pursuant to Section 3-08.100(D) of the Santa Rosa City Code; and 2) approve issuance of a sole source / manufacturer Master Blanket Purchase Order for a 3-year term with Bigbelly Solar, LLC, of Needham, Massachusetts, for combination garbage, recycling and compost receptacles in a total amount not to exceed $1,000,000. This item has no impact on the current fiscal year budget.
EXECUTIVE SUMMARY
The Purchasing Division of the Finance Department has received a Purchase Requisition Number R172694 from the Transportation and Public Works (TPW) Department for the purchase of Bigbelly Triple Stations that include garbage, recycling, and compost collection receptacles. These units will support enhanced waste diversion, reduce collection frequency, and improve cleanliness in high-traffic public areas and allow the City of Santa Rosa to meet State regulatory requirements under Senate Bill (SB) 1383. The purchase will replace existing standalone trash and recycling receptacles that are nearing the end of their useful life, require increased maintenance, or are insufficient to meet current operational and waste diversion demands. The Big Belly systems utilize solar-powered compaction technology to increase capacity and improve operational efficiency in parks, downtown corridors, transit areas, and City facilities.
GOAL
This item relates to Council Goal #1 - Achieve and Maintain Budgeting Excellence and Fiscal Stability by investing in efficient, long-term infrastructure that reduces operational costs and supports environmental sustainability. This purchase also supports core service delivery by providing reliable and modern equipment to meet operational needs. It also relates to Council Goal #2 - Invest in the Development and Maintenance of the City's Infrastructure by providing maintenance staff with modernized and efficient equipment to improve service levels in city parks, and other city-owned public spaces while reducing labor demands, maintenance costs, and operational inefficiencies.
BACKGROUND/PRIOR COUNCIL REVIEW
Consistent with the City’s asset replacement and infrastructure improvement practices, TPW regularly evaluates public waste receptacles for replacement when units have reached the end of their useful life, require frequent maintenance, or no longer meet operational and service expectations. Existing receptacles in key public locations have experienced increased usage, vandalism, overflow issues, and reduced effectiveness in supporting the City’s waste diversion objectives and SB 1383 compliance requirements.
The proposed Bigbelly systems provide integrated garbage, recycling, and compost collection streams within a single 3-bin system and incorporates solar-powered compaction technology that increases waste capacity and reduces collection frequency. These systems are widely utilized in municipal environments to improve operational efficiency, reduce litter and overflow conditions, and enhance the appearance and cleanliness of public spaces.
ANALYSIS
Section 3-08.100(D) of the City Code provides that purchases of supplies, material, equipment, and services may be made without recourse to competitive bidding requirements where the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears.
Under Section 3-08.100(D), the approval of the waiver of competitive bidding must be approved at the same level of authority as set forth in Section 3-08.110 of the City Code. Council is the award authority for a purchase with a not-to-exceed amount over $100,000 and must approve the waiver of competitive bidding.
The Bigbelly 3-bin systems provide increased waste capacity through solar compaction, reduce collection trips, and support the City’s waste diversion and sustainability goals. Additionally, the Transportation and Public Works Department requests approval to standardize these units to improve aesthetics and consistency across public spaces for a 3-year standardization. For that reason, the waiver of competitive bidding is in the City’s best interests and there are valid reasons for such a waiver.
The Purchase Order will reference the City Purchase Order Terms and Conditions. The vendor, Bigbelly Solar, LLC, will accept these Terms and Conditions.
FISCAL IMPACT
This item has no impact on the Fiscal Year 2025-2026 budget. Existing appropriations within Measure M 40% Parks Maintenance JL09783 are sufficient to support the purchase, and these funds were previously approved by Council. In addition, approximately $125,596 in SB 1383 Local Assistance Grant funding may be available to offset eligible project costs associated with waste diversion infrastructure improvements upon approval by the City. The City is currently working through grant programming to understand procurement rules to obtain approval from the funding source.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378, the recommended action is not a "project" subject to the California Environmental Quality Act (CEQA) because it consists solely of the authorization of a purchase order for equipment and does not have the potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.
In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3), because it can be seen with certainty that there is no possibility that approval of the purchase order may have a significant effect on the environment.
Any future installation of the receptacles, if subject to discretionary approval, would be reviewed separately for compliance with CEQA, as appropriate.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Vendor Pricing
PRESENTER(S)
Jeremy Gundy, Deputy Director-Field Services, Transportation and Public Works WAIVER APPROVAL AND ISSUANCE OF A MASTER BLANKET PURCHASE ORDER FOR 3-YEARS FOR BIG BELLY SMART MAX TRIPLE STATIONS PAGE 3 OF 3