HomeMy WebLinkAboutCOW 2011-04-25 Item 4A - Agreement - Solid Waste, Recycling and Yard Waste Collection with Allied Waste (Extend to October 2012) COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
Meeting Date Prepared by„ I, I Maygiew Coutacil review
04/25/11
4,
ITEM INFORM
i ATION;.
CAS NUMBER: I 1 044 I STAFF SPONSOR: FRANK IRIARTE I ORIGINAL AGENDA DATE: 4/25/11
AGENDA ITEM TITLE Update on Solid Waste, Recycling, and Yard Waste Collection
Allied Waste Contract Extension for 6 months to October 2012
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Heanng Other
Mtg Date 04125111 Mtg Date Mtg Date Mtg Date Mtg Date Mig Date Mtg Date
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R El Police ®PW
SPONSOR'S The current Comprehensive Solid Waste, Recyclables, and Yard Waste Collection contract
SUMMARY with Allied Waste expires on April 30, 2012 and needs to be extended for 6 months. The
time extension will allow City staff and our consultant sufficient time to complete all tasks
associated with soliciting bid proposals for a new contract and maximize competition by
providing more time for prospective garbage haulers to respond. No Council action is
needed, informational item only.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 4/12/11 COMMITTEE CHAIR: DE'SEAN QUINN
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMMITTEE Information Only; Forward to Committee of the Whole
COST IMPACT /FUND SOUF�CE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source:
Comments:
MTG. DATE REGORD;OF COUNCIL ACTION
4/25/11
MTG ®ATE x ATTACHMENTS
4/25/11 Informational Memorandum dated 4/20/11 (new memo after UC)
Epicenter's scope of work (solid waste consultant)
Minutes from the Utilities Committee meeting of 04/12/11
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City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Utilities Committee
FROM: Public Works Director
DATE: April 20, 2011
SUBJECT: Comprehensive Solid Waste, Recvclina and Yard Waste Collection Contract
ISSUE
Provide City Council with an update on the City's Comprehensive Solid Waste, Recyclables, and Yard
Waste Collection Contract.
BACKGROUND
During the April 12, 2011 Utilities Committee Meeting, Staff was requested to update the Council on
activities related to the City's Comprehensive Solid Waste, Recyclables, and Yard Waste Collection
Contract. The current contract with Allied Waste expires on April 30, 2012. To allow more time for the
procurement process, staff negotiated a 6 -month contract extension. Upon formal approval by the City,
the new contract expiration date will be October 30, 2012.
DISCUSSION
Staff started the procurement process for a new solid waste, recyclables, and yard waste collection
services contract last month. The City recently selected Dr. Jeff Brown, principal and sole owner of
Epicenter, Inc. to provide technical support during the procurement process. Dr. Brown will be required
to accomplish the critical tasks outlined in the attached Scope of Work. The consultant contract does not
require Council approval since the total cost is less than $40,000.00.
During a recent meeting with Epicenter, Dr. Brown reviewed the City's procurement task schedule and
made the following recommendations:
Revise the schedule to allow at least 60 days for prospective bidders /proposers to review and
respond to the request for bid (RFB) or request for proposal (RFP).
Once bids /proposals are evaluated and the responsive /responsible bidder /proposer is selected,
allow approximately 6- months for the successful company to procure new garbage /recycling
trucks, containers, and hire sufficient personnel.
Based on the additional information provided by Mr. Brown, staff met with Allied Waste last week and
negotiated a 6 -month contract extension with no change to the terms and conditions. The additional time
would provide more flexibility to deal with unexpected delays and enhance competition by allowing
potential solid waste and recycling providers sufficient time to prepare and submit a competitive package
and plan for the procurement of required trucks and equipment.
RECOMMENDATION
Information only; no Council action required.
attachment: Epicenter's Contract Scope of Work
W:IPWENG1Projects\Solid Wastellnfo Memo -Solid Waste Update COW- 4 -25 -11
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SCOPE OF WORK
TASK A: SOLID WASTE COLLECTION RATE STUDY
Obiective: The objective of this task is to prepare a comparison of Tukwila's 2011
solid waste collection rates with 2011 rates in Auburn, Des Moines, Federal Way, Kent,
Sea -Tac and Shoreline.
App roach: This task will develop a separate rate comparison table for each of the
following customer sectors (1) residential cans and carts; (2) multi family cans, carts
and detachable containers; (3) commercial cans, carts and detachable containers; (4)
multi family drop boxes and large compactors; and (5) commercial drop, boxes and large
compactors.
City of Tukwila staff will be responsible for providing counts of customers, containers
and collection frequency for each service level in each customer sector for Tukwila, as
well as the monthly or per haul rate charges for each service level, including the taxes
that are either embedded or charged separately for each service level. The contractor will
be responsible for acquiring rate information for the comparison cities, as well as service
level counts in the comparison cities for at least the residential sector.
The detailed rate comparisons for each sector will adjust service fees in the comparison
cities to a comparable basis in terms of taxes and recycling /organics collection services
that are embedded in each city's solid waste collection rates.
This task will include one meeting in Tukwila to review and explain the draft detailed
rate comparison tables.
Deliverables: Detailed rate comparison tables for the five sectors, simplified rate
comparison tables for use in presentations to decision makers, and a report summarizing
and analyzing the rate comparison results.
Timeline: Draft detailed rate comparison tables and draft report completed by first
week of June 2011 with revisions based on meeting with City staff completed by end of
June 2011. Simplified comparison tables completed by first week of July 2011.
Budget: 40 hours $125 /hour $5000. mileage at the Federal Rate.
Tukwila Scope of Work 1 April, 2011
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TASK B: PRELIMINARY WORK TO BETTER DEFINE CONTRACTING REQUIREMENTS
Obiective: The objective of this task is to clarify the actual city service area subject to a
competitive process, establish data availability and assist the City with a public
involvement process.
A y Some initial work will be required to clarif the status of the recent annexed
area and potential annexation area and to determine whether they will be part of the
competitive process or subject to a continuation of the existing agreement. Each
annexation area will be reviewed with staff to determine the best approach for handling
the possibility of unexpired rights. Allied Waste Services (AWS) reporting will be
reviewed to determine how to allocate existing data to reflect only the city service area
determined through this process.
Additional work will be performed to assist the City with their preferred public
involvement approach. This work will, at a minimum, include identifying the price and
policy preference questions that should be asked to assist the Council with their selection
of options for the new collection contract.
Deliverable: Determination of the city service area for the next collection contract and
survey questions for the City's public involvement process.
Timeline: Task completed by June 30, 2011.
Budget: 12 hours $118 /hour $1,416. mileage at the Federal Rate.
TASK C: SOLID WASTE COLLECTION CONTRACT DEVELOPMENT AND RFP
Obiective: The objective of this task is to complete a new draft comprehensive solid
waste collection contract for the City of Tukwila. This contract will be used in Task D,
below.
App roach: The project will start with a review of the City's objectives and an
identification of items to be included in a new contract as part of proponents' base
proposals versus alternative to price separately. An updated contract template will be
used as the basis, which is an improvement over the City's current contract.
Deliverable: The draft contract for City legal review and a final draft for use in the
procurement process.
Timeline: The draft contract will be provided to the City by the end of June 2011, with
revisions completed in late July 2011 to prepare the document set for release during the
third quarter of 2011.
Budget: 50 hours $118 /hour $5,900. mileage at the Federal Rate.
Tukwila Scope of Work 2 April, 2011
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TASK D: COMPETITIVE PROCUREMENT PROCESS
Objective: The objective of this task is assist with the competitive procurement process,
including writing the RFP (or RFB if the City prefers), establishing an evaluation
framework (if the document is a RFP), responding to proponent questions via addenda
and evaluating proposal rate components.
App roach:
Our packages are based on the document sets we have successfully used in numerous
procurements and are periodically updated with ideas from other recent major
procurements (e.g. Seattle, San Jose). This package will be revised to reflect the mix of
Tukwila services and alternatives and then released to start the process. We will assist
with City with managing the process, including addressing questions raised by
proponents providing support to an evaluation committee, evaluating financial /rate
aspects of proposals, and other activities as directed by City staff.
Deliverable: RFP document, draft addenda, additional materials as directed. May
include evaluation of certain proposal components, attendance at meetings, and support
as requested by the City.
Timeline: The RFP will be issued during the third quarter of 2011, and will then be "on
the street" for no less than 60 days. Proposal evaluation and interviews (if desired) would
occur within a month of proposal receipt.
Budget: 50 hours $118 /hour $5,900. mileage at the Federal Rate.
TASK E: TECHNICAL SUPPORT
Objective: Provide technical support to the City as directed.
App roach: A number of issues may arise during the process that require additional
research, presentations or analysis. Examples may include updating City Code,
reviewing work by other consultants or staff, reviewing collection data or other activities.
We will provide this analysis on an as- needed /as- directed basis.
Deliverable: Research, presentations or analysis. Deliverables may include attendance at
meetings, technical memoranda or other items as directed.
Timeline: Through the entire project term, ending April 30, 2012.
Budget: 40 hours $118/hour $4,720. mileage at the Federal Rate.
Total for all Tasks: Not to exceed $24,500.
Tukwila Scope of Work 3 April, 2011
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F� City of Tukwila
Utilities Committee
UTILITIES COMMITTEE
Meeting Minutes
April 12, 2011 S: 00 p.m. Conference Room #1
PRESENT De' Sean Quinn, Chair; Dennis Robertson and Kathy Hougardy
Staff: Bob Giberson, Frank Iriarte, Gail Labanara and Kimberly Matej
CALL TO ORDER: Committee Chair Quinn called the meeting to order at 5:01 p.m.
I. PRESENTATIONS
No Presentations
H. BUSINESS AGENDA
A. Solid Waste. RecvclinE and Yard Waste Collection Contract Rates.
As an information only item, staff reported that a six -month no cost extension will be made to the
current Allied Waste contract, extending the contract through October 30, 2012.
The City's current solid waste contract expires in April 2012, and staff has begun the procurement
process to select a hauler and create a new solid waste contract. After additional research on the
procurement process staff determined that additional time is needed for the process in relation to two
specific reasons:
State law requires a 60 -day time frame for RFP submissions, and the City originally planned for a
30 -day time frame.
It is recommended that six months are provided for procurement by the selected hauler in place
of the 90 -days originally planned.
A six -month extension of the current contract should be ample time to proceed through the procurement
process. The contract extension will not change the terms and conditions of the contact, nor is there any
cost associated with the extension. The current contract also has a provision for a one -year extension, and
staff has only requested a six -month extension.
Staff also informed the Committee that a consultant has been selected to assist with the procurement
process and a contract (not requiring Council approval) is anticipated to be finalized soon.
Per the request of the Committee, staff will bring this item forward to the next COW as an
information only item. INFORMATION ONLY, BRING TO APRIL 25 COW.
III. MISCELLANEOUS
Meeting adjourned at 5:19 p.m.
Next meeting: Tuesday, April 26, 2011 5:00 p.m. Con£ Room No. 1.
40 Committee Chair Approval
Minutes by KAM. Reviewed by GL.
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