HomeMy WebLinkAbout2002-06-04 - AGENDA REPORTS - SOLID WASTE FRANCHISE RFP (2)CITY OF SANTA CLARITA
INTEROFFICE MEMORANDUM
TO: M yor F y and Members of the City Council
FROM: en P' is� p rI m City Manager
DATE: June 4, 2002
SUBJECT: SOLID WASTE FRANCHISE RFP PROCESS
RECOMMENDED ACTION
Receive presentation and provide staff with direction on how to proceed with the Solid
Waste Franchise RFP process; direct staff to pursue an RFP for outside counsel and
technical services.
BACKGROUND
On March 26, 2002 the City Council determined that the ensuing Residential and
Commercial Solid Waste Collection Franchise Agreements shall be subject to a public bid
process. Additionally, the Council directed staff to give notice under the commercial
franchise agreement and return with a plan outlining the procedures and timelines for the
preparation of a request for proposal (RFP) for the commercial and residential solid waste
franchises.
RFP Research
Staff contacted several ,cities in order to obtain feedback on their successful experiences in
preparation of an effective RFP. The cities provided useful information to staff on what
kind of professional assistance they needed with the preparation of the RFP, how long the
RFP process lasted, and what measures the City should take to ensure a high quality
franchise agreement.
Based on an analysis of the entire process, staff identified several components that require
guidance from the Council prior to commencing the RFP:
Timeline — Direction on how soon the Council would like to commence with the
process and the amount of time the Council would like the process to take.
Resources — Direction on what kind of professional and legal resources staff can obtain
for assistance with the preparation of the RFP and Franchise Agreement. The funds
required for the assistance can be reimbursed by the selected bidder(s).
Diversion Programs — Direction for priority of what new or enhanced diversion
programs can be implemented in the near term in order to ensure compliance with AB
Agenda Item
939 standards until the new franchised hauler programs have been fully
implemented.
In addition, staff identified the following issues that will require direction from the Council
in the near future:
• Guidance on who the Council would want to participate in the preparation of the RFP.
• Direction on who the Council would want to participate in the review of the proposals.
• Role of the City Council Solid Waste Sub -Committee.
• The number of franchised haulers the City Council would prefer for both of the
commercial and residential franchises.
• Direction on where the Council would prefer to have the materials recovery facility
located, who it would prefer to have pay for it, and who it would prefer to own and
operate the facility.
Base Year Study Update
The City submitted a Base Year Modification Request form to the California Integrated
Waste Management Board (CIWMB) on April 9, 2002. Following the City Council's
direction, staff used the information obtained from the Base Year Study conducted by SCS
Engineers for the preparation of the CIWMB forms. Currently, staff is waiting for the
CIWMB Office of Local Assistance (OLA) to complete a review of the information.
According to OLA staff, they should complete their review by August of 2002. Once the
review has been completed, OLA will provide the City with any comments that it has and it
will also perform an audit of the top ten generators in the City as identified in the Base
Year Study. Once the review and audit have been completed and have met the
requirements of OLA staff, OLA will place the City's request on the agenda for a CIWMB
meeting.
Once the CIWMB has approved the Base Year Study, City staff must prepare a Time
Extension Request Form. This request is intended to provide the City more time to comply
with AB 939 standards. The form requires the City to outline what new programs will be
implemented to increase diversion and the amount of additional diversion that the City
anticipates through the programs.
ALTERNATIVE ACTIONS
Other action as determined by the Council.
FISCAL IMPACT
None by this action.
ATTACHMENTS
None.
KP:JJL:JS:BAL