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1111111111111111111111111 <br />TO: <br />FROM: <br />CC: <br />DATE: <br />SUBJECT: <br />Public R'orDepartmont - Hari l f oa ne onti, f; arrt. y Engin <br />INFORMATIONAL MEMORANDUM <br />Transportation and Infrastructure Services Committee <br />Hari Ponnekanti, Public Works Director/City Engineer <br />Mayor Allan Ekberg <br />October 22, 2021 <br />Solid Waste Contract Status Update <br />Contract No. 12-027 <br />'Ulan Ekberg, laor <br />ISSUE <br />The City's contract with Waste Management (WM) expires on October 31, 2023. The solid waste contract procurement <br />process takes approximately 16 months. Due to supply chain delays, a new vendor would need at least one year lead <br />time to procure trucks, bins and other material after the contract is signed. Therefore, the City must initiate a request for <br />proposals (RFP) process now in order to ensure a smooth transition to a new contract. <br />DISCUSSION: <br />Staff started working with Epicenter Services Inc. to initiate the RFP process. Epicenter Services assists local jurisdictions in <br />procuring solid waste contracts. The City of Tukwila has used their services during previous contract procurement processes. <br />The cost of their services will be reimbursed by the solid waste vendor after selection. The process is scheduled to finish by <br />mid -2022. Below please find a detailed timeline. <br />PROCESS SCHEDULE (All times Pacific Standard Time) <br />Event <br />Staff/Legal Review of Industry Review RFP and Contract <br />Release Industry Review draft of document set <br />Industry Review comments due <br />Release Final RFP to Known Interested Parties <br />First Round Proposer Questions Due <br />Second Round Proposer Questions Due <br />Proposals Due <br />Proposal Evaluation, Interviews, Clarifications, Selection <br />Finalization of Contract <br />Recommendation to City Council, Council Process <br />City Executes Contract <br />Contractor Delivers Transition/Implementation Plan <br />Container Delivery <br />Start of Collection Services <br />Time Frame <br />November 2021 <br />December 10, 2021 <br />January 4, 2022 <br />February 7, 2022 <br />March 7, 2022 3:00 PM PST <br />March 28, 2022 3:00 PM PST <br />April 18, 2022 3:00 PM PST <br />April/May, 2022 <br />May/June, 2022 <br />June, 2022 <br />July, 2022 <br />September, 2022 <br />October, 2023 <br />November 1, 2023 <br />FINANCIAL IMPACT <br />There is no financial impact since the selected vendor will reimburse the procurement costs at the end of this process. <br />RECOMMEDATION <br />Information and discussion only. <br />Thkwat'o "a" Stott 6200 Soaathc n a <br />fever'' 98J8 <br />0" <br />00 We <br />k Agou <br />23 <br />