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HomeMy WebLinkAboutItem 8.4 Multi-Family Recycling Program (2) R ) 0 _� o CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 26, 1992 SUBJECT: Multi-Family Recycling Program (Prepared by: Paul S. Rankin, Assistant City manager) EXHIBITS ATTACHED: Draft Request For Proposal RECOMMENDATION: Receive the report and provide direction as to whether the City should enter into direct negotiations with Livermore-Dublin Disposal or issue a Request For Proposal (RFP) . If an RFP is the desired direction, the Council should provide input on the draft. FINANCIAL STATEMENT: Undetermined until formal proposals are received or negotiations undertaken. SRRE identifies that the program will be funded through fees. DESCRIPTION: The City of Dublin is required to develop programs and policies which will reduce the amount of waste placed in the landfill. State law mandates that the City implement plans to reduce volumes by 25% in 1995 and by 50% in the year 2000. The law provides for adjustments to identify growth occurring after the base year study is complete. In March of 1992, the City Council adopted the Source Reduction Recycling Element (SRRE) . The recycling component identified that the City would implement a multi-family recycling program in the short term (i.e. by 1995) . SRRE - Program The multi-family program was anticipated by the SRRE consultants to divert approximately 662 tons. This results in anticipated diversion of an additional 1 .2% of the City's total waste stream. The plan identified that fees would be required to implement these programs. It was anticipated that User Fees would be the predominant revenue source. Coordination with Curbside Program The City implemented the single family program in July of 1990, with the first collection beginning in September of-that year. The curbside program was developed as a separate service outside the franchised garbage rate structure. Livermore-Dublin Disposal has assumed the risk for changes in the commodities market and rate adjustments are in accordance with changes in the Consumer Price Index. The 1992 rate for the curbside recycling component is $1 .30 per household. This is one component of an overall basic garbage collection fee and it is applied to the first can of service obtained by a resident. This includes the Super Recycler service level. Prior to receiving the proposal for single family curbside service, Staff presented the City Council with the option of seeking proposals or negotiating with LDD, the current provider of the garbage service. Staff was directed to negotiate with LDD and eventually an agreement between the City and LDD was adopted. The terms of the agreement provide for LDD to continue the program through March 1996, which corresponds with the term of the current garbage collection agreement. In the proposal, LDD provided an opportunity to research and submit a pilot program on providing service to multi-family units. It appears most appropriate at this time to pursue actual implementation of a full-scale program, rather than a pilot project. This is based upon the fact that the City has a rather small number of multi-family projects to work with and there are already sufficient models in operation in other communities. --------------------------------------------------------------------------- COPIES TO: Dan Borges, Livermore Dublin Disposal ITEM NO. - CITY_ CLER ,*„� Cost of Program In researching programs in other cities, Staff has found that typically, program operators charge for the program on a per unit basis. The Livermore City Council has conceptually approved a program which will cost $1 .40 per unit and will be operated by LDD. The program would provide individual small sorting bins for each , unit. Since LDD provides the garbage service, the billing and collection will be consolidated with the garbage bill. Although this is one example of the types of fees collected, it is unknown how fees for a program not already offering services in Dublin would compare. RFP vs. Direct Negotiation with Waste Hauler The City Council has several options in dealing with the acquisition of this service. As previously noted, the program is identified in the adopted SRRE. Therefore, there is a legal obligation for the City to either pursue the program or go through the process of revising the SRRE. Since the City is responsible for oversight of the SRRE, it is recommended that the City Council select a single service provider. There are approximately 17 properties affected, and administrative Staff costs for administering separate programs for each site would be time consuming. It is also anticipated that by offering a single contract, certain economical efficiencies would result. Among the options available to the City would be for the City itself to operate and provide the service. This would obviously require capital equipment as well as additional staffing. Since the City does not currently provide any service similar to this, it was considered more cost effective to look into contract opportunities. Basically, two options exist for use of the contract service process. The City Council could direct Staff to negotiate directly with Livermore Dublin Disposal. An advantage of this process is that the Company already has billing in place. This would also avoid any potential conflicts with two different companies servicing the garbage bin areas. It is not clear to Staff whether the City of Dublin, with 2400 units located in 17 different projects, would generate enough interest among responsive providers. One disadvantage to direct negotiation is that there would be no direct cost comparison with other service providers. This was considered an important element by the apartment complex representatives contacted by Staff. If the City Council wished to utilize an RFP process, additional time will be required to review the proposals and provide the City Council with a recommended service provider. As noted above, one potential difficulty will be the ability of these providers to have an enforceable billing process. The joint provision of garbage and recycling services can be beneficial to avoid delinquencies and easily obtain payment. If the RFP process is pursued, respondents will be questioned about their proposed billing process. Potential Advantage to Apartment- Owners The potential advantage to apartment owners will result from an opportunity to reduce service frequency. For example, if the complex was able to divert enough garbage, a complex may be able to reduce service from twice per week to once per week. Scope of Services Staff would foresee the collection of the same materials as are collected at the curbside program: newspaper, tin, aluminum, glass and PET plastic. It is also proposed that the service provider submit optional information on collection of corrugated cardboard. Some of the rental complexes have a lot of cardboard, which uses up space in garbage bins and may be a useful service. Staff has had preliminary discussions regarding multi-family service issues with LDD representatives as well as representatives from several of the multi-family projects. This information was used to identify issues addressed by this report, as well as the Draft RFP. -2- Draft RFP In the event that the City Council chooses to pursue the service with an RFP, Staff has prepared a Draft Document which is attached as Exhibit 1 . As mentioned earlier, the proposal would address the collection of materials similar to the current curbside program. One element which will impact the cost of the program is the proposal to underwrite a portion of the costs with Measure D funds. Staff is proposing to request unit pricing based on the Contractor supplying all of the collection containers and a lower unit cost in the event that the City issued a grant of up to $20, 000 for the cost of containers. The City would have the opportunity to review documentation on the purchase to be assured that it was cost effective. The Draft RFP also requests per unit cost differences for including individual recycling containers for each household. Individual containers are not essential for a multi-family project. However, information obtained by Staff indicates that participation could be improved by providing residents with a convenient method to take source separated recyclables to the central bin. Conclusion Staff recommends that the City Council do .the following: 1 . Receive the Staff Report 2. Make a determination as to whether Staff should: a. Pursue direct negotiations with Livermore Dublin Disposal; or b. Issue a Request for Proposal (RFP) . 3. If an RFP is used, the City Council should identify any additions or modifications to the Draft RFP. PSR/lss a:1026SRRE.doc.agenda#10 - -3- DRAFT REQUEST FOR PROPOSALS MULTI-FAMILY RESIDENCE RECYCLING PROGRAM DUBLIN, CALIFORNIA ack round B DRAFT g _ As part of its efforts to meet the requirements of AB 939, the City of Dublin is seeking qualified collection. contractors interested in and capable of providing pick-up and processing of source separated recyclable material from multi-family dwellings. The information, data, and contract conditions in this RFP are those presently expected by the City to be incorporated into the final contract. The City reserves the right to change the contract conditions prior to or during the negotiation process. The City will not be responsible for any costs incurred by respondents in the preparation and submittal of proposals. Contact Person: Paul S. Rankin, Assistant City Manager (510) 833-6650 Please note Pre-Bid Conference' November 13, 1992 General Instructions and Information A. Proposals may be mailed or delivered to the City of Dublin City Manager's Office, 100 Civic Plaza, Dublin, California, 94568 and must be received no later than 3:00 p.m. on November 25, 1992. Envelopes should be marked, "Proposal for a Multi-Family Recycling Program" and include the name and address of the submitting firm. A total of 10 copies. of the materials shall be submitted. B. Pre-Bid Conference. All bidders are invited to meet with City representatives to obtain answers to questions at a conference to be held on November 13, 1992 at 10: 00 a.m. at the Dublin City Manager's Office, 100 Civic Plaza, - (2nd Floor) , Dublin, CA 94568 . This RFP will be covered and bidders will have the opportunity to pose questions. C. The City intends to select one recycling contractor to provide recycling services to Multi-Family Dwellings within the City of Dublin. An on-site program that serves multi-family residences includes all multi-family complexes, which do not have individual container service for each unit. D. The service would cover approximately 2400 apartment units over 17 different projects (See Exhibit 1 for a listing of the complexes) This information is presented as an estimate and it- shall be the responsibility of each proposer to verify its accuracy and identify the number of garbage bin collection areas within each project. The contractor should anticipate the collection of the following material; 1 ClIBIT 1 1) Tin 2) Aluminum 3) Newspaper 4) PET Containers 5) Glass Containers Some projects have experienced a 'significant volume of corrugated cardboard which impacts the S'pacei available for solid waste in the bins. All proposers are requested to identify, as an option, the means of addressing corrugated cardboard collection. This service may not be applicable to each multi-family project. E. Cooperation with management of the building complexes is critical to the success of the program. Communication with building managers to discuss operational issues is important. Manager involvement in obtaining janitorial cooperation may be necessary. Manager involvement in bin distribution, cart placement, and resident education will be highly important. F. Information on the design of the proposed system shall be complete enough to demonstrate its practicality and its conformity with the objectives of the program. Contractors must submit proposals on all elements of the request so that the evaluation process can clearly assess the component parts and the package as a whole. G. Collection from the multi-family apartment complexes shall be made between. the hours -of 7: 00 a.m. and 4 : 00 p.m. , . Monday through Friday, unless the City Manager or his designee .authorizes a change. H. The contract period shall be for a minimum of three years. Design and Technical Performance The following outlines program design and performance criteria which should be addressed in any response. 1) Describe your plan for collection of each specified recyclable material. How will the different types of collectable items be differentiated at the pick-up point. Include the type of trucks to be used, assigned personnel, and any proposed restrictions in the number or type of material to be collected. The description should also identify how the property owner will accommodate this collection within dumpster areas. 2) Supply a photograph and/or specifications of the container you would supply to the individual apartment units as well as the containers used for collection at the central bin area. A brochure from the manufacturer with a picture and specifications would be satisfactory. 3) Discuss quantities of bins to be provided under the proposal. The proposal should also discuss replacement quantities if any, to be provided over the life of the agreement. 2 4) Explain steps to be taken to organize recycling collection containers to avoid conflicts with existing garbage collection bins. 5) Discuss steps to be taken to discourage illegal scavenging. 6) Describe your plan to minimize collection problems during the initial weeks of this contract. Describe how the containers would be delivered. 7) Describe how you would inform manager's and/or residents of any changes to collection day or other service. 8) Provide a flow diagram for material processing. 9) Based upon the proposed collection and processing methods, provide a description of markets for each of the recovered materials including quantities, locations, degree of commitment and quality. 10) Explain promotional or educational activities the contractor would undertake to stimulate interest in the program. 11) Provide a description of how your company would deal with billings and delinquencies or non-payment accounts. 12) Provide a description of the responsibilities of your firm, individuals, and contractual service required to provide a multi-family on-site recycling program. 13) Provide a sample of the type of diversion information and reports which the City would expect to receive. Identify the frequency of each report. 14) Describe the level of expertise and credentials of individuals who would be responsible for day to day operation of the multi-family recycling program. 15) A list of contracts under which the Contractor has provided similar services for municipalities or local governments. The list should include names, addresses, phone numbers, and the names of the contract administrators of the entities for which the service was provided. 16) An organizational chart of the Contractor's organization indicating the flow of responsibilities of their personnel proposed for use in the work and a narrative statement of proposed method of operations. 3 Minimum Responsibilities of the Contractor The following outlines as a minimum the types of responsibilities and scope of work for the selected contractor. 1) Collection, processing and marketing the recyclable materials as specified above. 2) Procurement of all equipment and assumption of all start-up, operating and maintenance costs for collection, processing and, if necessary, storage and transportation of materials. 3) Supervision of labor to perform all contractor public information, collection, processing and marketing tasks. 4) Provision of proper safety equipment and insurance for vehicles and workers. 5) Marketing of all collected materials. 6) Performing initial and on-going public information and education functions specified. 7) Acquisition of all the necessary land use, - building, operating, and business permits and licenses, and compliance with all applicable laws. 8) Cooperation with the City's franchised waste in resolving joint issues. 9) All wage increases for collector or any other employees of the Contractor granted during the term of this contract shall be the sole responsibility of the Contractor. Any benefits or added costs resulting from changes in technology, laws, and regulations, labor practices, availability of equipment, and other foreseeable business risks that may affect the performance of this Contract shall be to the Contractor's advantage or expense respectively. Cost Proposal Bidders shall provide total program cost information in sufficient detail to identify that the contractor will fully address all aspects of the proposal. This includes both a cost and revenue budget identifying significant assumptions. The information should identify these expenditures for the first program year and then for two subsequent years. The proposal shall identify any assumptions for adjustments in expenses. The information shall identify costs for the following program elements: Projected Capital Costs - Machinery/Equipment Projected Capital Costs - Collection Bins for Dumpster Area Projected Capital Costs - Individual Bins Distributed to Each Unit Projected Labor Costs Projected Public Information Costs Projected Operating Costs 4 (A bidder may have available trucks or other capital equipment which are used to service other accounts and therefore these expenses will be presented as operating costs: ) Each proposal shall contain a per unit monthly cost. - At a minimum, each proposal shall address 3 different service scenarios: Scenario A: All units receiving the service with the full cost presented as a monthly per unit rate. Scenario B: The proposer shall assume that a grant of up to $20, 000 (twenty-thousand dollars) will be made available by the City at the start of the program. These funds will considered for the initial purchase of bins or other program costs as determined by the City. This scenario includes individual bins for each household, as well as large central collection bins in dumpster areas . Scenario C: The proposer shall assume that a grant of up to $20, 000 will be made available by the City at the start of the program. These funds will be considered for the initial purchase of bins or other program costs as determined by the City. The provider would not be required to include. individual bins to each household. The only containers included would be large collection bins in the dumpster area. Respondents shall assume that future adjustments to the per unit rate will be based upon changes in the CPI and/or other indexes as negotiated by the parties in the final agreement: - Timeline Each proposal shall identify a timeline required for implementation of the service. Major milestones shall be identified and any significant variables shall be addressed. The City is interested in the initiation of service at the earliest date possible. Insurance/Bonding All proposers shall be certain that they- can meet the following requirements for insurance and performance bonds. These expenses shall be included with other costs presented in the response. 1 ) Subsequent to the award but prior to the execution of this contract, the contractor at its own expense shall obtain and file with the City Manager' s Designee a Certificate of Insurance evidencing general comprehensive liability insurance coverage. The Certificate of Insurance shall be subject to approval by the City of Dublin as to the company, terms and coverages. 2) Such liability insurance must specifically name the City Dublin as an additional insured thereunder and must fully protect the City from any and all claims, risks and losses in connection with any activities or omissions by the Contractor by virtue of this contract. 5 3) Such liability insurance must be maintained in full force and effect at the Contractor's sole expense for liability for property damage or personal injury that may occur in connection with activities or omissions by the contractor by virtue of this contract. The City of Dublin shall be given thirty (30) calendar days prior written notice, by certified mail, or any cancellation, lapse, reduction or modification of such insurance. 4) Coverages will have minimum limits of $1, 000, 000 per occurrence. 5) The selected firm must be capable of obtaining a faithful performance bond issued by a firm authorized and licensed to conduct business in the State of California. The amount of the bond shall be equal to at least the annualized cost of providing the service. City's Responsibilities The following are some of the significant responsibilities which will be undertaken by the City: 1) Overall project administration and final approval of all Contractor activities. 2) All monitoring and evaluation of the collection and processing operations with the cooperation of the Contractor. 3) Analysis for the diversion reports and identification of significant trends. 4) Transmittal of customer complaints and problems for resolution by the service provider. 5) Preparation of periodic service reviews and contract compliance for City Council Consideration. bb:a:RFPMLT.doc.bo#2 6 8 &Y° 11 r COS BELLINA p ,P \. t\ VIP DR C •••^^ I I S / 1950. / //( � tl 11�/ I I 1 I�q ICI •I I ,� I r� ����f(�/\��/��J I l f 1 I I p t'1 ,j�'t t � ` `� I, II .. /. ' _..._ ,\ I• \✓�i 1ti/ �Ir l /' � 1 9 I t � \•lam I ai��1J11f� \ �. 9C� It ,, a, )7 Z4p0 DR �9 ' O°O ( I /J 4�800d O I�I If I 9 i / \ ''•L �. 90 II , I ?SOOt.\' ./ ` •.._ Ia Ill of 1:}-... I .. mo°o.�" �P�/'� I I I I - b i G NOTE:t1UA1BERS REPRESENT AVERAGE 2-WAY 24 HOUR \ \ ` 7350• 1 \ 1 I I o `�,,• I I (� O I I I III( S°o 1 1 TRAFFIC COUNTS W THE INDICATED ROADWAY SECTION. ;' , N l � T4y SrT�I !/ �C ty / I/��i��. i II c 1�1 , � ••t 4a4°K DR p tY/ ' O SSI.I f.l r/ _( 1`; .�OJ• 1- ��\_. kr 4° SI'. 1 �'1. NOP`'� \\ X01. ` A� �,�� ( }\t� 9 ✓ r- °Y t ••I .� .lam L 1 I �II +�� �•I'1�/ II1 O NI'' 11 �.r I y, I tii],;\ \}1 - O \\\. (11� °II� -.tl. l o \ BOO?o0 q. o / I ]1'.I }\ ` ( o II o, ?� \:a tl \ 9 yt J �� li SH.VERGATE 1 t ( // � t O 9 •\�•. \.is 9°� y ,/I.. \ ., S / y o a 9q 'I Flu}, .1T;IFt'I!� I; xa ° o �v \ •¢ o / .\- n i�l 19.6p0 yO � 22.00°0 p N , O S/FRgA � 1 O I I1 00 .'} 100 � \1l ,N z N `° �•.IO t _ sm0 ° r ?x•0 21' '�� ` ''o j Np l III ' �I�+ 1 '. ° ° p0O ( 22 q00•\ t D°y \.\ '� \ `•. \ _._. ?REIN Ci. SC4atel` sr• I a 29, 000 Dr 1 .00 /1/1 \ •-1-SRO_•„•, \ N O O 9 ° -114,000 .126,000 O \ .�• so ,. -_—__ ----_—__ •105 p00 -98,000 LOCATION MAP FOR H,E°•BE°°'' CITY OF DUBLIN • FREEWAY COUNTS:CALTRANS-1986 MULTI-FAMILY PROJECTS � ,Yn. PREPARED OCTOBER 14 , 1992 TYPE OF GARBAGE SERVICE FOR CITY OF DUBLIN MULTI-FAMILY RESIDENTIAL PROJECTS Own/ # Container/ Name Location Type Rent Units Individual 1. 7572 Silvertree Lane, Silvergate btwn Calle Condo O 42 Container Verde & Woodren 2 . Arbor Creek- Silvergate @ crnr San Ramon Rd Condo(only) O 40 Container 3 . Kildarat West Terminus Amdr Vly Townhouse O 174 Container 4. Springs 7100 San Ramon Rd Apt/Condo R 176 Container 5. Greenwood- 7315-23 Starward Apt R 60 Container 6. 7595 Amador Valley . Crnr AVB & Donohue Apt R 8 Containe; 7 . 7495 Donohue Across from Station 1 Apt R 20 Container 8 . Amador Apts •- 7571-85 Amador Vly Apt R 80 Container 9. Coral Gate Davona s/o Alcosta Townhouse O 26 Container 10. Dublin Meadows - e/o Heritage Commons Apt/Condo R 206 Container 11. Amador Lakes Stagecoach Rd @ N City Limits Apt/Condo R 555 Container 12 . Arroyo Vista 6700 Dougherty Rd Public Housing R 150 Container 13 . Cross Creek s/w Crn Dougherty/AVB Apt/Condo R 56 Container 14 . Cottonwood n/w Crn Dougherty/AVB Apt/Condo R 248 Container 15. Parkwood . Dougherty @ Wildwood Apt/Condo R 224 Container 16. Torrey Pines n/s Willow Crk @ Fall Creek Townhouse O 135 Container 17 . Amador Oaks Dougherty Rd @ County Line Apt/Condo R 204 Container Total Units 2404 Notes: 1) Arroyo Vista has detached housing units with centralized garbage collection. ,Other Departments do not recognize this project 'as a "typical" multi-family. 2) . Arbor Creek contains 44 units which are serviced as individual accounts and are not included as part of the multi-family contract.