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HomeMy WebLinkAboutItem 8.4 WasteLndfl&RecylConsltntSvs '- . . CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 12, 1994 SUBJECT: Authorization to Secure Consultant services for Solid n\~Waste Collection, Landfill and Recycling Services ~I- (Prepared by: Paul S. Rankin, Assistant City Manager/Administrative Services Director) EXHIBITS ATTACHED: /' 1. / ~etter from Waste Management Alameda County /(Livermore Dublin Disposal) 2. Letter from Browning Ferris Industries (BFI) 3. ~Draft Request for Qualifications (RFQ) RECOMMENDATION~,~1. Authorize staff to circulate a RFQ for Consultant ~~VVT' services, to assist with a competitive Request For . Proposal process from multiple providers of solid waste services, which will provide for solid waste, recycling, and landfill services after April 1, 1996. FINANCIAL STATEMENT: The adopted Fiscal Year 1994-95 City Budget contains $69,000 for Consul tant Services related to this process. Seventy per cent of the cost is allocated to Measure D, as the Recycling Program Element of a new franchise is anticipated to generate the majority of the consultant Scope of Work. The remainder of the cost is allocated to the City'S General Fund. DESCRIPTION: Current City Agreements: In 1986, the City of Dublin assumed responsibility for solid waste disposal and collection services from the Dublin San Ramon Services District. At that time, the Ci ty entered into an agreement wi th Oakland Scavenger Company, which has been recently renamed Waste Management Alameda County (WMAC). The agreement created an exclusive franchise, whereby the company was to collect, remove and dispose of all solid waste accumulating in the City for a ten year period which expires on April 1, 1996. Section 2.2 of the current agreement provides for an extension of the agreement for an addi tional ten year period, provided that both parties agree to the extension. In order to address solid waste reduction requirements, the City of Dublin implemented curbside residential recycling and a multi-family recycling pr~ram, both of which are provided by WMAC. These agreements are not subJect to the franchise agreement, and they were negotiated as separate service agreements without seekin9 competi ti ve proposals. The recycling agreements were structured to prov1de a termination date of March 31, 1996. The intent was to place the City in a position which, would allow for an integrated waste management program and agreement at the initial expiration of the current franchise agreement. (March 31, 1996) Relevant Sections of state Law In 1989, the state legislature imposed. AB 939, the Integrated Waste Management Act of 1989. Key provisions of this Act require cities to develop programs which will reduce the flow of waste to the landfill by 25% in 1995 and by 50% in the year 2000. Public Resources Code Section 40059 also provides the local entity with significant control over the means of providing for solid waste serVices. Specifically, this section states that the city may determine all of the following: ---------------------------------------------------------------------- COPIES TO: ITEM NO. F-~ CITY CLERK FILE~ . . 1. "Aspects of solid waste handling which are of local concern, including, but not limited to, frequency of collection, means of collection and transportation, level of services, charges and fees, and nature, location, and extent of providing solid waste handling services." 2. "Whether the services are to be provided by means of non-exclusive franchise, contract, license, permit, or otherwise either with or without competitive bidding, or if, in the opinion of its governing body, the public heal th, safety, and well-being so require, by partially, exclusively, or wholly exclusive franchise, contract, license, permit, or otherwise, either with or without competitive bidding...." Need for Revised Solid Waste Agreements There have been significant changes in the provision of solid waste services within the past five years. It is anticipated that it would be in the City'S interest to have an agreement which is substantially different than the multiple agreements currently used by the city to address solid waste collection, disposal, and recycling / diversion programs. CUrrent trends have also been to secure a longer term agreement for landfill disposal capacity, and shorter term agreement for collection services. Also, in order to meet the state mandates for reduction of waste hauled to the landfill, it is anticipated that the city will need to develop new programs, which focus on the diversion and/or recycling of waste generated wi thin the communi ty. Key areas which have not been implemented by the city to date include; green waste and commercial reCYCling and/or diversion programs. It is hoped that a new agreement will integrate all elements of solid waste collection and diversion under a single contract. The city also is limited by the current structure of its solid waste agreement in that the term of the agreement does not provide a guaranteed disposal arrang~ent beyond 1996. One of the key elements with AD 939 planning is to define available landfill capacity for a longer term. Interest from Service Providers As shown in Exhibi t 1, WMAC has expressed an interest in continuing to serve the residents and businesses within the city of Dublin. WMAC has requested that the city pursue direct negotiations with their firm. This is authorized under the extension provisions of the current city Agreement wi th WMAC and is consistent wi th the sections of state Law referenced earlier. Although the City of Livermore uses a different Landfill facility, Livermore recently negotiated directly with WMAC extensions of their service contracts. As noted in Exhibi t 1, WMAC anticipates that a similar approach in Dublin, will result in new programs. The city has also received a request from Browning Ferris Industries (BFI)(Exhibit 2). Although BFI did not bid on the services in 1986, they did advise the City at that time, that they hoped to be in a position to present future proposals when the services were reviewed. Since 1986, BFI has proceeded with the acquisition of the Vasco Road landfill, as well as the provision of collection services for other entities in Alameda county. Given that WMAC and BFI are the only landfill operators located in Alameda County, it is highly likely that any proposals received will need to utilize one of these landfill facilities. The city has the opportunity to obtain competi ti ve proposals for these services prior to negotiating a final agreement. In calendar year 1993, the annualized cost of collection and disposal services to the city of Dublin was nearly $2,000,000. Given that it is anticipated that addi tional programs will be required to meet the city's mandated diversion goals, the total costs of these services are anticipated to increase in future years. . . There are two options available in considering the selection of the provider of solid waste services. The city may seek competitive proposals, or directly negotiate with a single firm. The approach selected will affect the scope of consultant services requested in the Draft RFQ. Consultant RFO The city will need Consultant services, whether the city seeks competitive proposals from mul tiple vendors, or negotiates wi th a single provider. Exhibit 3 is a Draft Request for Qualifications, which can easily be modified prior to circulation, to address any change in the scope of Services. As currently drafted the document anticipates the Consultant's assistance with solicitation and analysis of competitive proposals. Staff would propose to circulate the RFQ among consultants who have experience in developing service proposal documents, as well as negotiating a final contract with solid waste providers. Given the numerous changes in the waste management field, as well as the technical nature of these operations, staff believes that it is extremely important to have this expertise in drafting the scope of Services upon which solid waste companies will be requested to submit proposals. The current schedule would provide for the City to complete selection of a service provider as well as negotiation of a final agreement by June 30, 1995. This schedule will allow the selected provider to have adequate time to gear up for any capital purchases required, and/or development of public information campaigns necessary to implement any new or expanded services. Recommendation staff recommends that the city Council determine that the city will utilize a competitive Request For Proposal process with multiple prov1ders of solid waste services; and authorize staff to circulate the consultant RFQ. Given the scope and the annual cost of waste services to community, a competitive process will provide a benchmark to assure that the consumer is receiving cost effective services. This will also respond to the request from more than one company, to have an opportuni ty to submit a proposal. A final recommendation with a proposed agreement for consultant services will be presented to the city council for their approval at a future meeting. PSR/lss a:!GGARBCH.agenda#l5 ..,. Livermore Dublin Disposal 6175 South Front Road Livermore, California 94550 510/447.1300 FAX 510/447.7144 . ~ \eI A Waste Management Company September 1, 1994 CITY OF DUBLIN SEP 06 1994 FlNANa DEPT. RECEIVED Paul Rankin Assistant city Manager city of Dublin P.O. Box 2340 DUblin, CA 94568 Dear Mr. Rankin: On March 31, 1996, the agreement held between Livermore Dublin Disposal (LDD) , a division of Waste Management of Alameda county, and the City of Dublin for Waste Collection and Disposal will expire. Also, our contracts for the Residential Curbside Recycling Program and MUlti-Family Recycling Program will expire on March 31, 1996. We have serviced the Dublin area for over 33 years and during that time we have provided excellent service to the community. The City of Dublin had the foresight to be one of the first cities in Alameda county to institute recycling programs. LDD was proud of the fact that we were able to successfully bring these programs on board. We would ask that the city of Dublin extend our existing contracts per section 2.2 of the Waste Collection and Disposal Agreement and negotiate new contracts for Commercial Recycling and Green Waste Collection and Processing. Our existing programs along with these new ones are necessary to meet the goals of AB939, which requires each jurisdiction within the state of California to recycle, reduce or reuse 25% of the waste stream by 1995 and 50% by the year 2000. We look forward to continuing our present services in the city of Dublin and beginning new ones in the future. Sincerely, ~ Division President and General Manager DB/wr ~ A division of Waste Management of Alameda County EXHIBIT 1 l ~ ~~ H ~i L " !. , . ~ . Recycled paper 0 BROWNING-FERRIS INDUSTRIES NORTHERN CALlFORNIA.EAST SAY DIVISION 1-"" -'0 C ~, . '-~\.\l18 1994 Brett W. Frazier Divisional Vice President Richard Ambrose, City Manager City of Dublin P.O.Box 2340 Dublin, CA 94568 Dear Mr. Ambrose: Browning- Ferris Industries currently provides a variety of services to communities in Contra Costa and other Northern California Counties. The purpose of this letter is to express an interest in providing any or all of our services to your community. Our menu of services includes: . Long-term disposal agreements . Residential waste collection (automated or manual) . Residential recycling collection . Residential yard waste collection . Conunercial garbage collection . Conunercial recycling collection . Conunercial yard waste collection . Recyclables processing . Yard waste compo sting . Street sweeping . . Portable services (toilets, fencing, and storage sheds) . Medical waste collection and treatment Please consider allowing us to provide a proposal to your community for any of the above listed services. I assure you it will be cost competitive and specifically tailored to meet the needs of your community. If I can be of assistance to you in any way, please call. Sincerely Yours, ...... ~~ ,j / ---/ -:-.~; (-,:__~*{,ctrfU. v. ~to (j Brett W. Frazier Divisional Vice-President EXHIBIT ~ 1995 OLD OAKLAND ROAD (95131) . P.O. BOX 1987 · SAN JOSE. CA 95109. (408) 432-1234 · (408) 435-9539 . . DRAFT CITY OF DUBLIN REQUEST FOR QUALIFICATIONS General Description of proiect The city of Dublin is seeking the services of a consultant to assist with structuring Integrated Waste Management Services for the city. The City is currently receiving services from Waste Management Alameda County (WMAC), pursuant to an exclusive franchise agreement, This agreement has an initial expiration date of April 1, 1996. The City desires to have all arrangements for services beyond the current contact date, complete by June 30, 1995. This will provide approximately 9 months for the vendor to prepare for service implementation by April 1, 1996. A more specific outline of the consultant Scope of Work is presented in a separate section below. Contact Person Questions regarding this RFQ may be directed to the following person: Paul S. Rankin, Assistant City Manager/Administrative Services Director (510) 833-6650 100 Civic Plaza Post Office Box 2340 Dublin, California 94568 Coordination of the actual project will be undertaken by Staff in the Administrative Services Department. This includes Ms. Lou Ann Texeira, Assistant to the City Manager, who currently serves as the City's representative on the Joint Refuse Rate Review committee; and Bo Barker, Management Assistant, who currently represents the City at Technical Advisory committee meetings of the Alameda County Waste Management Authority as well as dealing with current service inquiries and program issues. The overall coordination will be handled by the Assistant City Manager. About The city of Dublin The city of Dublin has a population of approximately 26,270. The City is located at the intersection of Interstate 580 and Interstate 680. The current City Limits comprise approximately 9 square miles, with the majority of existing development occurring within 4.5 square miles. Much of the undeveloped area is currently comprised of Institutional uses including: Camp Parks Reserve Forces Training Area, Federal Bureau of Justice Correctional Facility, Alameda County Jail, Alameda county Public Works facility. The County owns approximately 614 acres which is slated for future mixed use development as part of the Eastern Dublin Specific Plan. The City has an approved General Plan and specific Plan, which outline the potential for additional development both within the Citr Limits, and in areas which may eventually be annexed. The Eastern Dub11n General Plan Amendment covered approximately 6,920 acres of which approximately 3,300 acres are also covered by a Specific Plan. The Specific Plan Area alone includes approximately 700 acres projected to be used for commercial / Industrial purposes. The specific Plan area proposed for Residential uses covers approximately 1,690 acres, which can accommodate approximately 12,350 residential units. The projected population for this area is 27,551. EXHIBIT 3 . . General Description of Current customer Base and Current Scope of Services The residential base is comprised of approximately 5,420 residences receiving individual single family service and 2,400 mUlti-family units serviced by commercial bins. For single Family Residences the City has a Mandatory System, whereby the City collects the annual cost of "minimum service" on the annual property tax bill. "Minimum Service" includes: Weekly Backyard Collection and Disposal of one 32 gallon container, Weekly curbside collection of separated recyclables, and 4 Special Clean-ups. Additional containers are billed and collected by the waste hauler. Multi-family units are serviced by either front loader bins and/or owner supplied compaction units. The Multi-Family units also have recycling containers available next to the garbage bins. Individual sorting buckets were also provided to each unit. The Recycling services currently provided are done so under separate agreements with WMAC. These services are currently considered to be outside the franchise. The agreements for Recycling will terminate March 31, 1996, which provides the opportunity to encompass all programs within a single agreement. Commercial and Drop Box services are a significant portion of the overall franchised waste system for the City. The city currently does not currently offer a formal commercial recycling program as part of its agreements with WMAC. All private efforts to recycle are required to be source separated and the collection of mixed loads can only be carried out by the franchised hauler. WMAC currently utilizes a direct haul to their Altamont facility for disposal. The city does not currently have any provision for reserved disposal capacity beyond the term of its agreement with WMAC. The following provides historical information regarding the tonnage collected from each sector: Approximate Calendar Year 1993 city of Dublin Tonnage Residential (Excludes Commercial Bins @ Multi Family) Residential special Clean-Ups Commercial (Includes MUlti-Family Bins) Roll Off (Includes compactor Units) TOTAL TONNAGE 5,836 1,104 9,990 8.195 25,125 The initial term of the current Franchise Agreement concludes on March 31, 1996. The City desires to have a comprehensive waste management system in place, with adequate lead time for the service provider. The current schedule anticipates having the provider selected and an agreement negotiated by June 30, 1995. GENERAL INFORMATION FOR RESPONDENTS 1. Three copies of the Responses are to be received no by Wednesday, October 5, 1994 at 2:00 p.m. NO FAXED INFORMATION CAN BE CONSIDERED. ,. , f . . . . PROPOSALS SHOULD BE DELIVERED TO: Attention: Paul S. Rankin, Assistant city Manager city of Dublin 100 civic Plaza (Post Office Box 2340) DUblin, California 94568 2. The Response should address at a minimum the information requested in the following section ("Minimum content of Responses"). The format should follow the same sequence as the "Minimum Content" section in connection with the section labeled "Consultant Scope of Work". Consultants may include relevant attachments or exhibits. Responses should be presented in a clear and concise format. 3. The city of Dublin reserves the right to accept or reject any and all proposals. 4. The City staff will consider a variety of selected consultant to the city council. criteria, the relative importance of each shown: factors in recommending the The following are several is not determined by the order a. Understanding of the project and the City's needs. b. Experience with similar projects involving the waste industry within this region. c. Experience of individuals assigned to the project. d. Resources available for the project. e. References from similar engagements. f. The cost of consultant services. 5. The Consultants Response may be included as an Exhibit to an Agreement For services. 6. The city will not be responsible for any costs incurred by respondents in the preparation and submittal of a response to this request. staff will make a recommendation to the city Council, who will award the agreement based upon the city's Standard Consultant Agreement (Exhibi t_) . MINIMUM CONTENT OF RESPONSES All participating Consultants are requested to provide the following information in their response. A. Describe the Firms experience with pUblic sector projects of a similar nature and scope. Emphasis should be placed on projects undertaken within the past three years. B. Identify all personnel who will be assigned to work on this project. Include brief summaries of their background and experience, as well as the assigned responsibilities for this project. C. Identify any sub-consultants and include the same information as section "B". D. Provide an indication of the time required for the completion of each major phase of the project. Any assumptions regarding turnaround time for City Staff or City Council review should be clearly noted. " . . . E. Provide three references for your most representative projects including the following: 1) Name of Public Agency 2) Name and Title of contact person. 3) Telephone Number of contact person. 4) Brief description of the project including when completed and your firms role in the project. 5) The number and names of Waste Haulers/Landfill Operators involved in the project. F. Provide fee information , regarding the total estimated fee to complete the project. For each major phase of the firms proposed scope of work include the estimated time and cost allocated to the phase. Include an hourly fee quotation for all positions to be assi9ned to the project. Identify an estimate of any reimbursable or non d1rect costs, which would be applicable to this project. CONSULTANT SCOPE OF WORK The following is a preliminary scope of work to be utilized in sUbmitting a response. The proposed time frame anticipates conclusion of the project by June 30, 1995. I. Identification Of Elements To Be Included In RFP. The Consultant will work with city Staff to identify key elements to be included in a Solid Waste Request For Proposal (RFP). This effort should reflect technological changes in the industry, as well as a cost effective means of meeting all responsibilities under State Law. Key elements of the proposed RFP will need to be submitted to the city council for their concurrence. II. Development of the Request For Proposal The consultant will be responsible for preparing the RFP document based upon input and direction from the city. The RFP will need to address Landfill Capacity as well as collection services. The RFP may be structured with "Alternates" or "options" in order to evaluate the cost/benefit of different services. III. circulation of the RFP The Final RFP will be circulated as directed by the City. The consultant may be requested to assist with responses to inquiries during this process. IV. Evaluation of Proposals The Consultant will assist with the evaluation and comparison of proposals and the development of a recommendation to the city Council. V. Negotiation of Agreements The Consultant will assist with the negotiation of a final service agreement, to be presented to the city council. The agreement will need to address the services to be provided including performance measurements and methodology for cost adjustments.