Report to Mayor and City Council
Tuesday, June 06, 2017
Discussion
SUBJECT:
Title
SCHEDULE UPDATE FOR THE SOLID WASTE AND RECYCLING REQUEST FOR PROPOSAL (CITY COUNCIL)
Body
I. SUMMARY
The City Council has decided to move forward with a request for proposal for solid waste and recycling services. The City will be retaining a consultant to assist in the solicitation and review of proposals. On April 27, 2017 the City issued a request for proposal for consultant services. No bids were received, and staff reissued a request for proposals with a deadline for response of June 5, 2017. Staff will report orally at the meeting on the number of consultant proposals received. Staff anticipates awarding the new waste hauling franchise agreement in March of 2018, which will be three months ahead of the June 30, 2018 expiration date for the current Waste Management franchise agreement. Staff is requesting that Council review the revised project time line (Exhibit 1) to provide direction.
II. RECOMMENDATION
Recommendation
1. Review the Revised Project Timeline (Exhibit 1) and provide direction
2. Discuss the need for a Council Subcommittee to assist staff and the consultant in the review of proposals.
1.
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III. ALTERNATIVES
NONE.
IV. BACKGROUND
On July 15, 2003, the City and Waste Management (WM) entered into an Integrated Residential Waste Management Services agreement, “Franchise Agreement” for the collection of solid waste, including recyclable materials, construction and demolition debris, special waste and green waste.
On July 20, 2010, the City and WM implemented the first amendment to the Integrated Residential Waste Management Services agreement which expires on June 30, 2018. Per this amendment, an extension may be authorized up to a maximum of five (5) additional years, requiring the mutual agreement of the parties and the vote of the City Council.
In 2017, an audit of the City’s Solid Waste and Recycling Management Franchisees, found that Waste Management’s cost were on the high end of the spectrum, and subsequently, the City Council directed staff to move forward with an RFP for solid waste and recycling management services, using a consultant to assist in this effort.
On April 27, 2017, the City issued a Request for Proposal RFP NO. P17-08. This RFP was issued in order to retain a consultant to assist staff in administering the request for proposal process for citywide solid waste management and recycling services. One inquiry was received, but no bids were submitted by the May 11, 2017 deadline. A new Request for Proposal: RFP NO. P17-13 for a consultant was issued on May 25, 2017, with responses due by 4:00pm on June 5, 2017. In addition to the request for proposal being posted on Planet Bids and published in Our Weekly, the request for proposals was specifically sent to four selected vendors (Exhibit 2).
ANALYSIS
Staff has revised the time schedule (see Exhibit 1) to reflect the reissuance of the RFP for a consultant. Council has expressed the desire to have the new contract in place by July 1, 2018 in order to minimize any disruptions. Additional time has been included in the process and it is anticipated that the new contract will be approved by the City Council in March of 2018.
One question is whether the Council desires to appoint a Council Subcommittee to work with staff and the consultant in preparing the list of services that would be presented to the City Council for inclusion in the request for proposal. This Council Subcommittee could also be used to assist the staff and the consultant in the review and ranking of the proposers. There are three existing Council Subcommittees which could be convened for this assignment or Council could choose to have a special ad hoc subcommittee. The three likely existing Council subcommittees are the Budget Subcommittee (impact on City budget and services), City Facilities Subcommittee (impacts on City facilities) or the Legal Subcommittee (legal contract review).
V. FISCAL IMPACT
The FY2017-2018 general fund budget contains funding for the consultant services.
VI. EXHIBITS
1. Solid Waste and Recycling Management Services RFP Timeline (pg. 3)
2. Vendor List (pg.4)
1.
Prepared by: Dr. Maria Slaughter, Director of Public Works