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HomeMy WebLinkAbout2012-01-24 Utilities MinutesCitv of Tukwila Utilities Committee UTILITIES COMMITTEE Meeting Minutes January 24, 2012 5:00 p.m. Conference Room 5 *NOTE: Room Change PRESENT Councilmembers: Dennis Robertson, Chair; Joe Duffie and Kate Kruller Staff: Bob Giberson, Frank Iriarte, Robin Tischmak, Pat Brodin, Roman Linsao, David Cline, Rebecca Fox, Nora Geirloff, Mary Miotke, Gail Labanara and Kimberly Matej Guests: Babara Bader, resident; Sharon Mann, resident; Thomas McLeod, resident; Marie Parrish, resident; Chuck Parrish, resident; Don Frey, Allied Waste; Dennis Manes, Allied Waste; Jeff Brown, Epicenter Services; George McBride, Fiber Consortium; Greg Hale, Waste Management; Katie Salinas, Waste Management; Mary Evans, Waste Management; John Taylor, C1eanScapes; and Jodie Vice, C1eanScapes CALL TO ORDER: The meeting was called to order at 5:01p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Comprehensive Solid Waste. Recvclables and Comnostables Collection Contract Staff is seeking Council approval to enter into a contract with Waste Management of Washington, Inc. for the 2012 -2019 Comprehensive Solid Waste, Recyclables and Compostables Collection. Waste Management was chosen from three submitted RFP's after each submission was reviewed and evaluated by an evaluation team comprised of City staff. The project consultant, Epicenter Services, served as an advisor to this evaluation team. The staff members discussed the evaluation process in detail and Committee Members and meeting attendees asked clarifying questions. Proposals were evaluated in three primary categories: Customer Service Approach References System Design, Operations and Sustainability Price With all factors above combined, Waste Management scored the highest overall and was selected as the finalist. The City and Waste Management have negotiated a 7 -year contract with two 2 -year optional extensions. The new contract is built on the foundation of the City's current waste hauler contract and includes several enhancements as outlined in the informational memo in the Committee agenda packet. Enhancements include: universal carts (allows for automated collection), compostables collection (yard waste), reduced carbon emissions via the use of compressed natural gas collection vehicles, community education and public outreach, commercial recycling and additional litter containers along Tukwila International Boulevard. Two alternatives were incorporated into the RFP process: Mandatory garbage collection for single family residential (also referred to as universal garbage collection) Commercial recycling Neither alternative is addressed in the City's current waste hauler contact. After a lengthy discussion, the Committee Members expressed a desire to have the full Council engaged in a discussion regarding mandatory collection. Committee Chair Robertson will suggest the Council consider holding a public meeting regarding mandatory collection so that there is plenty of opportunity and notice for public comment Utilities Committee Minutes Janua►v 24, 2012 Paae 2 and interaction regarding the issue. Based on Committee discussion, Jeff Brown from Epicenter will modify the draft contract to reflect the time parameters regarding a Council decision whether or not to implement mandatory collection. If mandatory collection is implemented, the least expensive service under the new contract is $4.75 per month which includes a 32 gallon cart, once a month garbage pick -up, recyclable pick- up and annual curb -side clean -up. As for commercial recycling, currently commercial customers (which are defined as non residential) are either paying for recycling pick -up or are able to recycle certain items at no cost. The new draft contract incorporates commercial recycling pick -up for all commercial customers at no additional cost. Committee Members were supportive of and in agreement with this contract alternative. Regarding overall rate impacts, with one exception, all customer rates will go down. Under the theory that each line of business will be self- sustaining, the only group that will experience a rate increase are the drop box customers whose pick -up is made on an on -call basis. The newly annexed, most southern portion of Tukwila (often referred to as Tukwila South) will not be included in the new draft contract with Waste Management. Instead, this area will be serviced by Allied Waste for, at least, the next seven years. UNANIMOUS APPROVAL WITH REMOVAL OF IMMEDIATE MANDATORY COLLECTION IMPLEMENTATION. UNANIMOUS APPROVAL, RECOMMEND PUBLIC MEETING REGARDING MANDATORY COLLECTION. FORWARD TO FEBRUARY 13 COW FOR DISCUSSION. B. Interlocal Agreement: Communitv Connectivitv Consortium Staff is seeking Council approval to enter into an interlocal agreement with the Community Connectivity Consortium (CCC), a public corporation, whose purpose is to acquire, construct, operate, manage and maintain a regional communications network for institutions such as governments, hospitals and schools. The City previously entered into a similar interlocal agreement with the Fiber Optic Consortium in March 2010, but the group grew considerably in size, and the need to reduce legal liability was identified. As a result, the Consortium has been renamed and is now identified as a public corporation. The original interlocal agreement was never fully executed since these governance concerns were being addressed. The newly formed Consortium will still serve the same purpose, and Tukwila's interests remain the same. Consortium membership is anticipated to help Tukwila achieve such things as redundant fiber paths, facility connectivity and expand the ability to install and control closed circuit cameras. Currently, there are 18 agencies involved in the Consortium and 10 others that have expressed a desire to join. The City of Kirkland is taking the lead on coordination activities. In regards to funding, one of the goals is to fund efforts in such a way that costs are offset; however, there may be some costs involved, especially when an agency decides to participate in a project. Since there was not ample time to create a budget for 2012 prior to the interlocal agreement, voting members were asked to set aside $5,000 for Consortium related costs, if possible. The Consortium understands if members are not able to do so. Members are in process of developing a budget for the remainder of this year and 2013. In answer to a question asked by Committee Chair Robertson, the Consortium has no employees, and there is a provision for Consortium membership withdrawal. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 13 COW FOR DISCUSSION. C. Interlocal Funding Agreement: GIS Aerial Photos Staff is seeking Council approval to enter into an Interlocal Agreement with King County in an amount not to exceed $35,000 for the Tukwila portion of regional aerial mapping and relevant GIS data. The City is in need of updated higher quality aerial photos (last updated in 2009) and GIS data (last updated in 2005). For efficiency and costs savings, King County is organizing an aerial photo flight for over 45 cities via an interlocal agreement. The County has received five bids for the project, but has not yet awarded the contract. Based on these bids, the City of Tukwila's cost share will not exceed $35,000 budgeted project funding which will include a 15% contingency and sales tax. This final contract award amount may be less since this number is based on the highest bidder; however, as mentioned above, King County has not yet Utilities Committee Minutes Januarl 24, 2012 Paoe 3 selected the final responsive bidder. King County has requested approved interlocal agreements and payment no later than February 29. The aerial flight must be completed by April 30. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 13 COW FOR DISCUSSION. D. Grant Accentance: 2012 -13 Recvclin2 Grants Staff is seeking Council approval for the Mayor to sign and enter into an interlocal agreement with the King County Solid Waste Division for Waste Reduction /Recycling grant funding in the amount of $78,934. This funding will be used to support the Tukwila Recycling Program during 2012 -13. The City is able to maintain and run the Tukwila Recycling Program through this grant funding which cycles every two years. Monies are received through the Waste Reduction /Recycling Grant (administered by King County) and often supplemented by funding received from the Washington Department of Ecology. This cycle's funding will be distributed as follows: Non Residential Recycling $62,443 Special Residential Recycling collection $4,000 Residential Programs $4,500 Sustainable Policy and Code Review Development $8,000 The Tukwila Recycling Program is 100% grant funded, and includes residential as well as business based recycling opportunities and other special collection events. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 13 COW FOR DISCUSSION. III. MISCELLANEOUS Committee Chair Robertson requested staff bring forward a 2012 Work Plan for the Committee, similar to what was recently presented at the Transportation Committee. Meeting adjourned at 7:13 p.m. Next meeting: Next meeting: Tuesday, February 14, 2012 5:00 p.m. Conf. Room No. 1. oh� Committee Chair Approval Minutes by�KAM. Reviewed by GL.