HomeMy WebLinkAbout1992-05-12 - AGENDA REPORTS - RESID FRANCHISE REFUSE RATE (2)CONSENT
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SUBJECT:
DEPARTMENT:
BACKGROUND
AGENDA REPORT
City Manager Approval
Item to be presented by:
Jeff Kolin
May 12, 1992
Residential Franchise - Refuse Rate Study
Public Works
At the April 29, 1992 Council Study Session, the City Council authorized staff to engage the
environmental consulting firm of Hilton, Frankopf & Hobson to conduct a refuse rate study,
a commercial refuse collection study, a landfill tipping fee impact study, and a'residential
franchise analysis. Hilton, Frankopf & Hobson provides service exclusively to government
agencies and specializes in solid waste rate setting, cost of service studies, budgeting, and
financial planning.. Their expertise is this arena will result in a rate study that will provide
Council with a solid economic analysis for residential refuse collection fees, and a
comparison study of the strengths and weaknesses of the various approaches the City can
take in regards to the collection of commercial and industrial refuse (attachment A). This
information will enable Council to determine which of the following options will best serve
the City: an open bid process; awarding a commercial franchise contract to any, or all, of
our franchised residential haulers; or the award of a commercial hauling franchise, absent the
bid process, to all existing commercial refuse service providers. 'As an addendum to the
project outlined above, Hilton, Frankopf & Hobson submitted a proposal to estimate the
impact of a rail haul project on city refuse collection costs (addendum/attachment A).
The consultants will also be asked to determine how the collection of franchise fees from the
residential haulers should be handled in light of the increased tip fees at Chiquita Canyon.
The haulers have not raised their residential rates since July of 1991, but the county and the
state have added fees which have raised the tip fees at the landfill and therefore impacted
their operational costs (attachment B). Options to consider include holding in abeyance; until
the study is completed, both the collection of franchise fees and raising residential rates to
reflect the increased tipping fee charges. When the comprehensive study is completed and
pass through costs as they impact residential rates are clearly delineated, payment of the
franchise fees could be made due and payable retroactive to January 1, 1992 or another .
specified date, adjusted downward, or prorated.
Item.
Page 2
Subsequent to the discussion the following issues were considered: the development of a.
transfer station and/or green waste collection and composting program within the City, and
the development of a regional Materials Recovery Facility (MRF). Staff will study these
program options, and address them in another forum.
Reference attachment C for a detailed overview of the City's recycling program.
RECOMMENDATION
It is recommended that City Council approve and accept the proposal submitted by Hilton,
Frankopf & Hobson in the amount of $33,000 (attachment A) to conduct a comprehensive
refuse rate study, commercial refuse collection study, and landfill tip fee impact study. It is
also recommended that Hilton, Frankopf & Hobson be asked to determine how to best handle
the collection of franchise fees from the residential haulers in light of their increased disposal
costs at the landfill. If Council determines that a rail haul analysis would be a timely
accompaniment to this study, its cost of $4,500 raises the total project costs to $37,500.
Attachments
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ATTACHMENT A
Page l of 8
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Poat•IAl and tax transmittal memo 7671 ►o1Pap., r .
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CITY OF SANTA CLARITA
Proposal to Conduct A
Refuse Rate Review
May 1,1982
HILTON FARNKOPF & HOI3SON
Attachment A
Page 2 of 8
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HILTON FARNICOPF & HOASON
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May 1, 1992
IMr. George A. Caravalho
City Manager
r City of Santa Clarita
26663 Avenue Stanford
Santa Clarita, CA 91366
i PROPOSAL TO REVIEW
SINGLE FAMILY REFUSE COLLECTION RATES &
ALTERNATIVE COMMERCIAL SERVICE ARRANGEMENTS
Dear Mr. Caravalho:
I Hilton Farnkopf & Hobson is pleased to submit this proposal to review single family
refuse collection rates, and to evaluate alternative arrangements for commercial
collection service. As requested, we have also submitted as an addendum an
i optional task to estimate the impact of proposed rail haul projects on single family
refuse collection rates.
_ OBJECTIVES
The objectives of this study are to:
• Review the single family refuse collection revenues, costs, and profits of the
three franchised haulers within the City of Santa Clarita;
• Estimate the impact of changes in landfill tipping fees on single family refuse
collection rates;
• Estimate franchise fees retained from January 1, 1992, by the three
franchised haulers; and,
• Provide the City Council with an analysis of alternative arrangements for
commercial collection service.
' PROJECT TASKS
The tasks required to perform this project are shown in the enclosed workplan and
summarized below.
Task 1: Review Single Family Refuse Rates
Based on information submitted by the hauling companies, we will review the rev.
_ enues, costs, and profits for single family refuse collection service within the City's
Jurisdictional limits. We will conduct site reviews at the haulers' offices to review
r Attachment A
' Page 3 of 8
I1t1.1'ANPARNKAPY�4HOBSON
May 1, 1992
Mr. George A. Caravalho
Page 2
selected source documentation supporting the information submitted. While we
will perform certain limited tests on this information, our review will not constitute
an audit in accordance with GAAP. We will, however, identify areas which appear
to warrant further review.
HF&H will develop data collection forms to be completed by the three franchised
haulers. The City will be responsible for distributing the data collection forms to
the haulers, and ensuring that the haulers provide all of the required data in a
timely manner.
F Task 2: Estimate Impact of Tipping Fee Increases on single Family Rates
Based on estimates of waste generation and disposal provided by the haulers, and
other information collected during our review of single family refuse collection
rates, we will estimate the monthly cost of landfill disposal for single family house-
holds, and estimate the increase in monthly rates resulting from changes in tipping
I fees.
Task 3: Estimate Franchise Fees Accrued From January 1, 1992
I Based on the revenue information provided, we will estimate the total amount of
franchise fees retained by each franchised hauler since January 1, 1992. We will
compare this amount to the increased disposal expense resulting from increased
tipping fees since May 11 1991, which have not yet been passed through to the rats
payers.
F
Task 4: Conduct Council Workshop on Refuse Collection Organization
Alternatives & Rate setting Methods
r
We will conduct a workshop for the City Council describing the advantages and dis-
advantages of alternative arrangements for commercial collection service. The
alternatives to be described will include:
• Unregulated, open competition;
•Regulated permit system;
• Negotiated exclusive franchises awarded to existing residential franchise
holders; and,
t. • Exclusive franchises awarded by competitive bid.
During this workshop, we will also describe to the Council alternative methods for
adjusting franchieed rates, such as:
r
05/05i92 10100 S 4157133294 p.04
Attachment A
Page 4 of 8
• I1ILION FAUNKoij,& 110MON
May 1, 1992
Mr. George A. Caravalho
Page a
• An index of published cost indices (similar to the PPI method currently used by
the City);
• A regulated rate of return, based on the hauler's actual costs; and,
• A combination of the two.
Based on the Council's decisions, the City may require additional information or
analyses in order to implement changes in the rate setting process. For example,
should the Council decide to annually regulate the rate of return for the franchise
haulers, then the City may desire to develop a rate review manual. We will be
pleased to provide any sAditional support the City may request on a time and
ma-terials basis.
PROJECT DELIVERABLES
At the conclusion of this project, HF&H will:
• Develop a brief letter containing the results of our residential rate review, '
A summary of the information submitted by the hauling companies;
• Revisions made to the information submitted based on our review;
• An exhibit showing the breakdown of the residential rate by major cost
category;
• An exhibit showing the estimated amount of franchise fees accrued since
1/1/92•
An exhibit showing the impact of.tipping fee increases on single family.
rates.
• Conduct a workshop for -the City Council on alternative arrangements for
commercial collection service and rate setting methods.
FEES & TIMING
The estimated fees and expenses to perform this project are $33,000 (excluding the
costs of the optional rail haul analysis). The estimated costa include one presenta-
tion of the rate study results to City staff or the Council, and one workshop for the
Council. If additional briefings are requested, we will be pleased to provide them
on a time and materials basis.
Our cost estimate assumes that the haulers provide the necessary data in a timely
manner. If the haulers are uncooperative, or do not provide the data in the re.
quested format, then the scope of our review will increase.
,..,.a• 0 w».
e5/03"2 10801 S 4137133294 P.05
Attachment A
Page 5 of 8
HILTON VARNKOl9' 6.1IODW1N
May 1, 1992
Mr. 'el 1992
A. Caravalho
Page 4
We estimate the study will take 60 to 90 days to complete from the time a contract
or purchase order is issued by the City. This schedule assumes that the haulers
provide the requested data within two weeks of receiving the data collection forms,
and that the hauling companies make available supporting information and
personnel to answer questions in a timely manner.
We look forward to working with the City and the haulers on this important project.
If you have any questions, please contact Laith Ezzet at 714/251.8628 or me at
610/713.3270.
Very truly yours,
Robert D. Hilton, CMC
Managing Partner
Enclosure -
Workplan
05/05/92 10,01 2 4137133294
_ CITY OF SANTA CLARITA
Project Workplan
MaX 1. 1992
1 ISingle Family Rate Review
1 A Develop Data Gathering Forms
1 B Review Selected Costs on Site
I C Analyze & Revise Data
1 D Develop Transmittal Letter with Results
1 E Present Findings (Once)
2 Tipping Fee Pass Thru Analysis
2 A Develop Data Form & Gather Data
• Disposal Locations ripping Fees
• Waste Quantities
2 B Review Source Documentation
2 C Estimate Impact on SFR Rates
2 D Document Results
3 Estimatea
Fr nchise Fees Accrued
3 A Review Revenues for Test Period
3 B Calculate Accrued Fees
3 C Document Results
4 Conduct Regulatory Alternatives Workshop.
4 A Define Alternatives
4 B Present Alternatives to Staff or Council
5 Meetings & Project Administration
• 5 A Prepare Kickoff Meeting Documents
5 B Kickoff Meeting with Staff and Haulers
5 C Data Collection Meeting with Haulers
5 D Internal Quality Reviews and Documentation
Total Hours
Rate
Professional Fees
Out of Pocket do Administrative Expenses
Total Fees & Expenses
11
2
52
23 .
P.06
Attachment A
Page 6 of 8
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$120 N/A
$11,520 $30,400
$2,432
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05i05�92 10102 S 4137133294 p.07
Attachment A
Page 7 of 8
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Fax: 510/711-3294
May 1, 1992
Mr. George A. Caravalho
City Manager
City of Santa Clarity
25663 Avenue Stanford
Santa Clarita, CA 91355
ADDPNDI M:
PROPOSAL TO ESTIMATE THE IMPACT OF PROPOSED
RAIL HAUL PROJECTS ON REFUSE COLLECTION COSTS
Dear Mr. Caravalho:
The City has requested us to estimate the impact of proposed rail haul projects on
single family refuse collection rates. This addendum accompanies our proposal to
conduct a review of single family refuse collection rates.
PROJECT SCOPE
Our rail haul analysis will consist of:
• Identifying the disposal locations and sponsors of the major rail haul projects in
the region, and briefly describing the proposed projects;
• Summarizing the range of costs per ton of rail haul disposal, based on available.
information represented by the rail haul project sponsors;
• Developing an exhibit showing the estimated impact of rail haul disposal costs
on existing single family refuse collection rates in Santa Clarita; and
• Describing the financial risks of contracting with a rail haul operator.
FEES & EXPENSES
The estimated cost to perform this analysis is $4,500. The cost estimate is
contingent upon.the City authorizing the single family rate review contract.
LIMITATIONS
The costs per ton for rail haul will be based on representations made by the project
sponsors. These projects are in the planning stage, and there is no guarantee that
projects will ever be implemented. Additionally, the actual costs charged in tho
future may be materially different than what the sponsors are currently stating.
.'K.00 ora•
05/05x92 10003 S 4157133294 P.08
Attachment A
Page 8 of 8
=40W Hn.IUNFARNKOPF&HOWON
May 181 1992
Mr. George A Caravalho
Page 2
Therefore, we wllI express no opinion as to the reasonableness of the rail haul coats
estimated by the project sponsors.
Upon approval to proceed, please contact Laith Ezzet at 714/251-8902 or we at
510/713/3270.
Very truly your",
Robert D. Hilton, CMC.
Managing Partner
ATTACHMENT B
Page 1 of 2
When the residential franchise went into effect on May 1, 1991 tip fees at the landfill were
$24.25 per ton and single family residents throughout the City were charged $16.85 per
month for service. On July 1, 1991 due to the imposition of new taxes at the landfill, .the
monthly service charge was increased to $17.81.
Santa Clarita's three franchised hauling companies are asking permission from the City to
increase their monthly charges for refuse collection predicated on increased tip fees
(disposal charges) at Chiquita Canyon landfill. Following is a scenario of increases at the
landfill since May 1, 1991. Please note that the haulers have signed three year contracts
with Laidlaw which reward them with lower tip fees than those paid by regular credit
customers or cash customers at the gate.
May 1. 1991
When the franchise went into effect May 1, 1991 tip fees at the landfill were $24.15 per ton.
This represents a base rate of $20 per ton plus $4.15 in fees which break down as follows:
a. 12% L. A. County business tax on base rate plus all fees/assessments
b. $1.00 annual C1WMB fee (Sher)
C. $.60 quarterly CIWMB fee (Eastin)
July 1. 1991
In July, landfill tip fees decreased as the C1WMB annual fee was reduced $.25: The tip fee
was $23.75 per ton, representing a base rate of $20 per ton plus $3.75 in fees which break
down as follows:
a. 12% L.A. County business tax on base rate of $20 plus all fees/assessments
b. $.75 annual CIWMB fee
C. $.60 quarterly CIWMB fee
September 15, 1991
In September landfill tip fees were increased to reflect a new L.A. County HHW fee, and a
$.04 Dept. of Health Services Local Enforcement Agency Inspection fee. The new. tip fee
was $24.45 per ton, representing a base rate of $20 per ton plus $4.45 in fees which break
down as follows:
a. 11 % L. A. County business tax on base rate of $20 plus all fees/assessments
b. $.75 annual CIWMB fee
b. $.60 quarterly CIWMB fee
d. $.86 L. A. County Household Hazardous Waste fee
e. $.04 Dept. of Health Services LEA inspection fee retroactive to August 1991
Attachment B
Page 2 of 2
May 1. 1992
In May, the tip fee will be increased to $28.89 per ton. This represents a base rate of $24
per ton, plus $4.89 in fees which break down as follows:
a. 11 % L.A. County business tai on base rate of $24 plus all fees/assessments
b. $.75 annual CIWMB fee
C. $.60 quarterly CIWMB fee
d. $.86 L.A. County Household Hazardous Waste fee
e. $.04 L.A. County Dept. of Health Services tax
Please note that the new disposal rate for Blue Barrel, per their contract with Laidlaw, went
into effect April 1, 1992 and does not go into effect for Atlas and Santa Clarita Disposal
until May 1, 1992.
PDUagnda492
ATTACHMENT C
Page 1 of 5
CITY OF SANTA CLARITA
INTEROFFICE MEMORANDUM
TO: Mayor YJajic and Councilmembers
FROM: Jeff Kolin, Deputy City Manager
DATE: April 29, 1992
SUBJECT: REFUSE FRANCHISE AGREEMENT
BACKGROUND
Overview
The residential integrated waste management agreement granted to Atlas, Blue Barrel, and
Santa Clarita Disposal companies gives them exclusive collection rights to all residential solid
waste, greenwaste, and recyclables in the City of Santa Clarita. The contract provides:
single family residents with weekly refuse collection of one 90 gallon toter, two 32 gallon
barrels or sacks, collection of two 2' x 4' bundles of greenwaste, and twice a month
collection of their recyclables; multi -family residents with weekly refuse collection as well as
the placement of an appropriate number of recycling containers at their complex; and the
following "free" special collection programs - Pride Week cleanup day, Christmas Tree
Recycling, Telephone Book Recycling, and Special Pickups. For detailed information on
these programs see Attachment A.
The City's recycling program is currently serving approximately 31,000 single family
households with a 70% participation rate, and 9,000 multi -family households. In addition to
the aforementioned programs, Silver Circle Recycling Awards are given out each quarter to
participating recyclers, thanking them for a job well done. (Attachment B)
Franchise Fee
The Franchise Fee is defined as the fee or assessment paid to the City by a hauling company
solely because of its select status as Grantee. A Franchise Fee of of ten percent (10%) of the
Grantee's gross revenues shall be paid to the City fifteen (15) days after the end of each
calendar month beginning January 1, 1992 and continuing thereafter for the duration of the
agreement.
Franchise Fees were originally slated to provide the City with funding for an annual
Household Hazardous Waste Roundup and to pay for road maintenance required to offset
the impact of heavy refuse vehicles on City streets. Subsequent to the adoption of the
franchise, the county imposed an $.86 per ton solid waste management fee at all landfills
located in unincorporated areas of the county; $.56 of this $.86 fee is earmarked to fund a
mobile HHW collection program that could begin serving our City before the end of the
year. Franchise funds originally targeted for an HHW Roundup could, therefore, be made
available for other solid waste programs.
Attachment c
Page 2 of 5
Page 2
Landfill Tieing Fees
Section 21, subsection A, article 3 of the Franchise states that the grantee may recover from
each customer a pro -rata portion of gate, tipping, AB 939, .local enforcement agency, and
other fees charged by landfills which may increase after the date of the agreement.
Reference Attachment C for a detailed breakdown of the tipping fee increases at the landfill
since the franchise agreement went into effect on May 1, 1991.
Rate Adjustments
Section 21, subsection B states that service rates may also be increased/adjusted annually to
reflect changes in the producer price index (PPI). This action would be predicated by a City
Council resolution and become effective on January 1 of each calendar year. The PPI
adjustment shall be equal to the amount derived by multiplying the previous rate by the
percentage increase/decrease in the PPI during the previous calendar year. The first PPI
adjustment was scheduled to occur January 1, 1992.
Commercial Refuse & Recycling Collection
In order to fully comply with AB 939, the California Integrated Waste Management Act of
1989, the City must now determine the appropriate tack to take in regards to the collection of
commercial and industrial refuse. Several options are available, foremost among them the
issuance of 'permits to operate in the City, an open bid process, or the award of a
commercial hauling franchise to all existing commercial refuse service providers, absent the
bid process.
Current economic conditions must be taken into consideration when this decision is made.
Public Works staff continues to receive numerous calls from citizens regarding the residential
franchise agreement and monthly service charges. Awarding a commercial franchise
contract to any, or all, of our franchised residential haulers, or to companies currently
collecting commercial refuse in the City could conceivably stabilize residential rates. A
complete evaluation of the strengths and weaknesses of each approach, including proposals
from existing franchise holders, is essential prior to determining the final approach for
commercial and industrial refuse collection.
RECOMMMENDATION
It has been determined that more information is necessary before a viable decision can be
made concerning the award of a commercial collection franchise. Staff recommends that the
consulting firm of Hilton, Frankopf & Hobson be engaged to conduct a comprehensive rate
review and disposal fee study. This firm provides service exclusively to government
agencies and specializes in solid waste rate setting, cost of service studies, budgeting and
financial planning. Their expertise will result in a study that will provide Council with a
solid economic analysis and a comparison, made by an objective outside consultant, of the
strengths and weaknesses of the various approaches available to the City. This document
could also be referenced in response to citizen complaints pertaining to the selection process
that will be utilized by the City.
Page 3
ATTACffi1IENT A
Attachment c
Page 3 of 5
1. Pride Week
During a one week period each year designated as Pride Week, a special collection day is
scheduled enabling residents to dispose of bulky items such as sofas,appliances, lumber, and
scrap metal at no charge. These types of bulky items are not collected at the curb per the
franchise agreement, and residents must, therefore, pay for a special pickup. Large refuse
collection bins are sited and taken to the landfill at no charge by the haulers, but disposal
charges at the landfill are paid for by the City. Pride Week 1992 is scheduled for April 21 -
April 27, with Saturday April 25 scheduled as a "free collection day" at six designated
locations throughout the city.
2. Christmas Tree Recycling
Christmas Trees are to be collected at the curb and at multi -family complexes, at no. charge,
for two consecutive weeks immediately following Christmas Day each year. Our 1991
Christmas Tree Recycling program collected and chipped, for reuse as mulch or firebreak
material, 263 tons of Christmas Trees that previously would have been landfilled. This
program was a real success, generating positive feedback from the public and excellent press
coverage. Total cost to the City was $244.51 to have posters and flyers printed.
3. Telephone Book Recycling
Phone Books are to be collected at no charge and recycled once each year. Our November
1991 "mid -year" Telephone Book Recycling program collected over 2 1/2 tons of directories
for recycling. This year's program is scheduled to run from May 4 to May 15 immediately
following the April distribution of directories throughout the City, and includes the collection
of phone books at the curb, at multi -family units, and at six drop-off sites located
strategically throughout the City.
4. Special Pick -Ups
Atlas, Blue Barrel, and Santa Clarity Disposal companies provide 25 free "Special Pick-ups"
during each calendar year. This enables the City to allocate a free refuse pickup for
residents of the City in need of assistance.
ATTACEMIENT B
The Silver Circle Recycling Award Program entails the presentation of a $150 Savings Bond,
paid for by the hauler, to a selected resident of a multi -family and single family household in
each of the three franchised areas. The recipient also receives a Certificate of Appreciation
from the City and has their name engraved on a permanent plaque that hangs in City Council
Chambers. '
Page 4
ATTACHMENT C
Attachment C
Page 4 of 5
When the residential franchise went into effect on May 1, 1991 tip fees at the landfill were
$24.25 per ton and single family residents throughout the City were charged $16.85 per
month for service. On July 1, 1991 due to the imposition of new taxes at the landfill, the
monthly service charge was increased to $17.81.
Santa Clarita's three franchised hauling companies are asking permission from the City to
increase their monthly charges for refuse collection predicated on increased tip fees
(disposal charges) at Chiquita Canyon landfill. Following is a scenario of increases at the
landfill since May 1, 1991. Please note that the haulers have signed three year contracts
with Laidlaw which reward them with lower tip fees than those paid by regular credit
customers or cash customers at the gate.
May 1. 1991
When the franchise went into effect May 1, 1991 tip fees at the landfill were $24.15 per ton.
This represents a base rate of $20 per ton plus $4.15 in fees which break down as follows:
a. 12 % L. A. County business tax on base rate plus all fees/assessments
b. $1.00 annual CIWMB fee (Sher)
C. $.60 quarterly CIWMB fee (Fastin)
July 1. 1991
In July, landfill tip fees decreased as the CIWMB annual fee was reduced $.25. The tip fee
was $23.75 per ton, representing a base rate of $20 per ton plus $3.75 in fees which break
down as follows:
a. 12% L.A. County business tax on base rate of $20 plus all fees/assessments
b. $.75 annual CIWMB fee
C. $.60 quarterly CIWMB fee
Seotember 15, 1991
In September landfill tip fees were increased to reflect a new L.A. County HHW fee, and a
$.04 Dept. of Health Services. Local Enforcement Agency Inspection fee. The new tip fee
was $24.45 per ton, representing a base rate of $20 per ton plus $4.45 in fees which break
down as follows:
a. 11 % L. A. County business tax on base rate of $20 plus all fees/assessments
b. $.75 annual CIWMB fee
b. $.60 quarterly CIWMB fee
d. $.86 L. A. County Household Hazardous Waste fee
e. $.04 Dept. of Healih Services LEA inspection fee retroactive to August 1991
Attachment C
Page 5 of 5
Page 5
May 1. 1992
In May, the tip fee will be increased to $28.89 per ton. This represents a base rate of $24
per ton, plus $4.89 in fees which break down as follows:
a. 11 % L.A. County business tax on base rate of $24 plus all fees/assessments
b. $.75 annual CIWMB fee
c. $.60 quarterly CIWMB fee
d. $.86 L.A. County Household Hazardous Waste fee
e. $.04 L.A. County Dept. of Health Services tax
Please note that the new disposal rate for Blue Barrel, per their contract with Laidlaw, went
into effect April 1, 1992 and does not go into effect for Atlas and Santa Clarita Disposal
until May 1, 1992.
PDL/agnda492