HomeMy WebLinkAbout13 - RFP Outline for Residential Solid Waste Program- PowerPointResidential Solid Waste
Services Agreement
Project Plan
April 23, 2013
HF &H Consultants, LLC
Municipal Operations Department
Overview
o Summary of RFP Structure
o Residential Collection Paths
o Residential "Core" Services
o Optional Services to be Proposed
• Contract Terms
• Questions
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Summary of RFP Structure
Residential Collection Method
• Unlimited Set Out • Unlimited Set Out (same as
• Manual Collection existing)
• Single- Stream • Automated Collection (mix of
• Mixed Waste Processing semi and fully automated)
• Customer - provided barrels with • Dual Stream — Refuse and
lids Recyclables
• Recycling Voluntary for
Customers
• Contractor - Provided Carts
(customer selects desired # of
carts and size: 32, 64 or 96-
gallons)
Summary of RFP Structure
• Unlimited Residential Collection
Service (excluding Newport Coast
and Santa Ana Heights)
• Contractor to Collect Spilled or
Overflowing Waste
• Mixed Waste Processing of
Residential Waste
• Bulky Item Collection
• Summer Saturday Collection
• Alley Collection
• Special Event Collection
• Alternative Fuel Equipment
• Must Offer to Hire All Qualified
City employees
(continued)
• =ease of City Transfer Station to
Utilize Excess Capacity
• Enhanced Bulky Item Collection
(large appliances and electronic
waste)
• Concierge /Backyard Service free
for Disabled
• Sharps Collection Program
• Paint, Battery, Household Cleaner
and Garden Pesticide Collection
• Community Shred -It Day(s)
Residential Collection Paths
Continue current unlimited manual
single stream collection with mixed
waste processing
Customer provided - barrels with lids
under continued manual collection.
Collection location remains the same as
current locations, from both parkway
and alley. Some rental and alley
collection is from containers placed
within 8' to 10' of property line.
Automated two -cart refuse and recycling
system (recycling voluntary for
customers). Unlimited # of carts per
residence. Resident may also set out
bags or cans provided by the resident in
addition to automated carts.
Contractor - provided carts under
automated path. Customer to select size
(32, 64 or 96- gallons). 32 gallon cart to
have maximum dimensions of width no
larger than typical round hardware store
32 gallon barrel.
Carts in most of the City could be
collected from street gutter. About 20%
of the City would require alternative
placement and for the driver to possibly
leave the cab to position carts for
collection.
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Residential "Core" Services
City transfers solid waste from City route Contractor will process waste as
trucks to CR &R trailers at the City necessary in order to achieve diversion
transfer station. CR &R hauls solid waste
to processing facility.
CR &R's processing contract, including
delivery from transfer station to
processing facility, can be terminated
upon six -month notice, or can be
extended to 2023.
rate.
Contractor may, but is not required to,
use City transfer station at no cost to
contractor.
Contractor may use City's contract with
CR &R, or may propose alternative
processing arrangements
CR &R provides a 41% diversion rate. Proposers to propose a guaranteed
diversion rate for residential solid waste
equal to or greater than current 41 %.
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Residential "Core" Services
City crews collect unlimited items,
provided they can be easily broken down
for collection in route trucks (for
example, no large appliances or pull -out
couches collected, but mattresses, chairs
and couches without pull -out beds are
collected).
Core service will include collection of all
items currently collected.
continued)
As an optional service, include up to four
pickups per year of larger items on
collection day with 24 -hour advance call -
in.
Continue collection of bags and extra
smaller items that can be collected with
the manual truck (or can be placed in a
cart for collection in an automated truck,
if applicable).
RFP to request a separate rate for
collection of bulky items not currently
collectable with a manual truck.
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Residential "Core" Services
Currently, City provides next business
day collection of missed pickup, or
forgotten put -out, if notified by noon
Currently, Christmas Trees are collected
for two weeks following December 25'
(continued)
Continue existing service, providing
hauler until no later than the close of
business the following business day to
make up a missed pickup or forgotten
put -out.
Continue existing service, notifying
residents of the collection of trees for
three weeks following December 25tH
Trees left after three weeks will still be
collected.
Residential "Core" Services
Additional collection services are
provided in select, high - rental areas on
Saturdays from nine to eleven weeks
each Summer.
Third -party contractors stage the
containers. Tonnage is currently included
in residential tonnage and therefore
charged to the City. Events include the
CdM SK and Fourth of July.
(continued)
Continue.
Contractor to continue existing service.
Under the agreement, the hauler will
provide and service roll -off boxes and
bins at City- sponsored events at no
additional charge. Contractor is
responsible for the processing /disposal
of special event waste.
City to identify the events and estimated
service levels to be required.
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Residential "Core" Services
City crews collect. Operations
Support maintenance crew currently
handles abandoned item collection.
Tonnage is included in residential
tonnage.
Hauler shall be required to propose a
price to purchase City vehicles,
whether or not such vehicles will be
used under the new agreement.
City to provide list of vehicles for
purchase.
_continued)
Contractor to continue existing service.
Contractor shall continue to be responsible
for disposal of abandoned item tonnage
collected by City crews, either from City
transfer station, or if another transfer
station is proposed, contractor shall service
a roll -off box placed at the City yard.
CNG or LNG vehicles to be required within
12 months of service initiation, or earlier if
required by law.
Vehicles should be no more than 10 years
old at any time during the term.
RFP will request that proposers indicate
whether they intend to use the City's CNG
fueling station, and estimated purchase
volume. 10
Optional Services to be Proposed
The City has excess capacity at its transfer station (approximately 150 tpd) and offers
use of excess capacity to contractor for a fixed annual lease payment. Tonnage must
be prioritized first to satisfy in -City commercial tonnage, and second to out -of -City
tonnage to the extent of remaining capacity.
Request separate annual cost to City for collection of bulky items not currently
collected, including large appliances and electronic waste collection.
RFP to request an annual cost for Hauler to provide backyard service to disabled
residents with no able- bodied adults in residence.
RFP to request an annual cost for Hauler to provide Sharps collection containers,
with pre -paid mail -back disposal, to residents.
Optional Services to be Proposed
(continued)
RFP to request an annual cost to provide call -in, door -to -door collection of items
such as paint, batteries, and household and garden chemicals that are not to be
placed for regular weekly collection.
Hauler to propose an annual cost to conduct an annual event for the collection and
shredding of resident's papers.
Currently, the City maintains a collection fleet which may be used for emergency
clean up situations. RFP to include an hourly rate for the use of one crew and one
vehicle for on -call emergencies. Proposers to provide a rate.
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Contract Terms
Contracts are typically five to ten years, with seven years common. RFP will request
proposals for a seven -year contract.
• At City's sole option up to 36 months.
• • • RFP shall request proposal to include a total annual cost to City for providing all core
services.
• • Disposal (gate rate at the Orange County landfill system): Landfill fees should be
a direct pass through cost in contract. Hauler /City have no control of this cost.
• • • Fuel (published index for natural gas)
• All other (CPI less food and energy): Cap of the lesser of CPI -U for L. A. region or
2.5% in any given 12 calendar months.
The rate adjustment to be implemented for both increases and decreases, with no
cap for decreases. TOTAL rate adjustment should not exceed 5% in any given 12
calendar months.
1
Contract Terms
continued)
Specify
• Circumstances for which adjustments will not be made,
• That such adjustments are at the sole, unfettered discretion of the City, and
• That the City may request documentation and consider cost changes over
several years.
Contractor shall be responsible for City Council presentations, transition and other
community meetings, and for notifying customers of transition information, holiday
schedules, other solid waste events, and, under Path 2, materials to be placed in
each cart through mailings and a website.
Include indemnification language from Newport Coast agreement.
Include indemnification language from Newport Coast agreement.
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Contract Terms
(continued)
City to confirm types and levels. Typical insurance includes General Liability,
Automobile Liability, and Workers' Compensation. General and automotive liability
levels typically range from $3 million to $10 million. Newport Coast agreement levels
- $5 million for general and automotive.
City's Risk Manager to confirm insurance levels.
City to confirm with City's Risk Manager. City may request a performance bond or
letter of credit, or combination of both. A typical level is equal to one to two -
month's revenue. Newport Coast agreement requires a labor and performance bond
equal to six - month's revenue.
City's risk manager will provide required bond amount.
Contractor to leave an educational warning tag on improperly set out material (such
as HHW in the refuse can or bulky items that were not called in).
Include a list of key events constituting contractor's default.
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Contract Terms
(continued)
Include a limited list of occurrences that would constitute an excuse from contractor
performance. Include limitations on duration and mitigating steps to be taken by
contractor in such events, particularly for labor unrest.
• Include monthly and annual reporting requirements, including tonnage, complaints
records, and service counts.
• Include an audit after the first year, and anytime thereafter at City request. It will be
important to verify reported tonnage and diversion rate.
• Separate routes (residential /commercial) increase reporting accuracy.
• Include requirements and deadlines by which contractor will provide information
and assistance to the next contractor. Include liquidated damages for failure to
comply.
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Contract Terms
(continued)
Collection permitted between 7:00 am and 7:00 pm, Monday through Friday, plus
Saturday of summer/ holiday weeks. City is open to changing route days to better
balance daily routes, subject to City approval.
Proposers shall be requested to describe their office location and hours, and
telephone answering and other customer service procedures. Service calls are to be
directed to the contractor, not the City.
Continue current holiday schedule.
All collections for the remainder of a holiday week pushed back one day (with Friday
collection made up on Saturday)
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Contract Terms
(continued)
Require contractor to designate a specific point of contact for all contract and service
matters, and to designate a route supervisor as well. Provide City with option to
approve these positions.
Include list of performance standards and liquidated damages to be assessed if
standards are not met.
One Customer Satisfaction Survey to be required first year, and upon City request up
to once every three years thereafter. City to approve survey content and provide
addresses or, at contractor's cost, may mail the surveys.
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Questions
Mark Harmon, Director
Municipal Operations Department
mharmon @newportbeachca.gov
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