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HomeMy WebLinkAboutVIII-C-02 - Award Residential Solid Waste ContractCityCouncilMemorandum To: MayorHicks & CityCouncilmembers From: MelanieMeskoLee, CityAdministrator Date: October31, 2018 Item: ResidentialSolidWasteandRecyclingCollectionContract CouncilActionRequested: AccepttherecommendationoftheUtilitiesCommittee Balsanek*, Braucks, Lund) toawardtheexclusiveresidentialsolidwastecollectionand recyclingcontracttoTennisSanitationforthetermofJanuary1, 2019-December31, 2021. BackgroundInformation: TheCityofHastingshasanexclusivecontractforresidential solidwasteandrecyclingcollectionforpropertieswiththreeunitsorfewer. Thecurrent contractexpiresonDecember31, 2018aftersixyears; threeyearsoftheinitialcontract withathreeyearextension. Earlierthissummer, theUtilitiesCommitteeoftheCouncilprovideddirectiontostaffon theparametersofthefutureresidentialsolidwasteandrecyclingcontractRequestfor Proposals (RFP). TheRFPincludedcontinuationallofthecurrentcollectionprovisions. Thecommitteealsorequestedsolicitinginterestinofferingasecond, fallclean-upday, theabilitytoofferorganicscollection, ortheabilitytoprovidemorecoordinated commercialcollectionpricing. Thoseitemswerealloptionalforproposers. ProposalsweredueSeptember26, 2018andthreeproposalswerereceived. Republic Services, TennisSanitation, andWasteManagementallrespondedtotheCity’sRFP. Per committeerecommendation, staffconductedinterviewswiththethreeproviders. WithintheRFP, weevaluatedtheproposal’salignmentwiththatdocument, optional itemsproposed, andcompliancewithlocal, countyandstateregulations. Noneofthe proposalsofferedcurbsideordropsiteorganicsoracommercialcollectionpricing structure. Followingtheinterviews, aconferencecallwasheldwiththeUtilitiesCommittee members. StaffrecommendedthatTennisSanitationbeawardedthecontractfor2019- 2021. ThecommitteealsodiscussedtheorganicsproposalbyTennis; toofferaone-year VIII-C-02 pilotprojectforCityfacilitiestoprovideorganicsrecyclingwithinoursites. Theorganics marketiscontinuallychanging, andTennis’sproposalallowstheCitytopilotanorganics programwiththeabilitytoevaluatethecontinuationand/orexpansionofthatfor subsequentyearsofthecontract. TheTennisproposalalsoprovidesforanadditionalfall clean-upday. TheadditionaldaywouldbecoordinatedwithTennisin2019andwould allowresidentstodisposeofexcessitemssimilartoourSpringCleanUpDay. Thefall eventisnotanticipatedtoincludesomeoftheadditionalitemsofferedduringthespring eventsuchashazardouswasteorshreddingservices. ThecommitteerecommendsawardofthecontractforJanuary1, 2019through December31, 2021. ThecommitteealsorecommendsapprovaloftheabilityoftheCity toextendthecurrentcontractuptotwoadditionalthreeyearterms (2022-2024and 2025-2027). TheCitywouldnotbeunderanyobligationtoextendthecontractforthe additionaltermsandmaychoosetorebidaftereachsuccessivethreeyeartermas desired. FinancialImpact: Tennis’sproposalwasthemostpricecompetitive. Current Proposed Rates Rates 2018 2019 per month 30 $ 14.77 $ 15.40 30 $ 16.69 $ 17.32 90 $ 18.28 $ 18.91 singlebag $ 7.13 $ 7.68 curbsideyardwaste (season) $ 65.00 $ 65.00 brush (40/lb. bundle) $ 4.00 $ 4.00 AdvisoryCommissionDiscussion: N/A CouncilCommitteeDiscussion: TheUtilitiesCommitteehasdiscussedthisissueseveral timesoverthelastfewmonths. TheyrecommendawardofthecontracttoTennis Sanitation. Attachments: None VIII-C-02