HomeMy WebLinkAbout2002-10-01 - AGENDA REPORTS - SOLID WASTE FRANCHISE RFP (2)CITY OF SANTA CLARITA
INTEROFFICE MEMORANDUM
TO: 41yr Ferpy and Members of the City Council
FROM: en uls amp, nteri ty Manager
DATE: October 1, 2002
SUBJECT: SOLID WASTE FRANCHISE RFP
RECOMMENDED ACTION
City Council to receive report regarding trash franchise agreement procurement
issues and to provide staff and consultant with direction on key items in order to
begin drafting the trash franchise agreements for Council approval to distribute for
hauler review and proposal.
BACKGROUND
At the June 11, 2002 City Council meeting, the Council directed staff to secure an
RFP consultant and to commence the preparation of a Solid Waste Franchise RFP
for the City's commercial and residential sectors. Upon receiving the Council's
direction, staff, working with the Solid Waste Sub -Committee, conducted a process
that resulted in acquiring the technical services of Hilton Farnkopf & Hobson
(HF&H) for preparing the City's RFP's.
HF&H has had several meetings with the City to obtain background information
and directions on the Sub -Committee's preferences. Additionally, HF&H and staff
have conducted several public meetings to discuss specific concerns of the
residential, commercial, and multi -family sectors of the community. A summary of
the results of these meetings will be presented during this Study Session.
In addition to obtaining a summary of the results of the public meeting, the purpose
of this Study Session will be to obtain direction from the Council on what
requirements should be included in the RFP. Once HF&H has received direction
from the Council, it will prepare the RFP to present it to the City Council for review
and approval.
In preparation for the Study Session, HF&H met with the Solid Waste Sub -
Committee to analyze key procurement strategy issues and has received its
recommendations to present to the City Council. In order to proceed with crafting
the RFP, staff and HFH will need Council direction on the following subcommittee
recommendations:
Agenda Item
• One hauler exclusively for the residential sector and one hauler exclusively for
the commercial sector (There is a possibility that the same hauler could be
selected to provide services to both sectors entirely.)
• Exclude temporary roll -off bins from this process
• A seven-year residential agreement and a nine-year commercial agreement so
that both franchises end concurrently. (This includes up to a 24 -month
extension for each agreement on month to month basis at the City's sole
discretion.)
• Conduct a MRF needs analysis at a later date (if necessary) and separate from
this RFP process
• Convert to fully automated residential collection
• Maintain a residential rate structure of a basic rate with an incremental charge
for additional refuse carts
• Assess a 1% AB 939 fee to the selected hauler to pay for additional staff to
conduct outreach and to administer AB 939 programs.
Other issues that will be discussed and that staff will seek direction on during this
Study Session will include:
• Proposer code of conduct during the RFP process
• 15% senior citizen and low-income household discount
• Diaper recycling program
• Providing 90 -gallon commingled recycling and greenwaste containers
• Refuse collection for special events
• AB 939 indemnification
Attached is a summary of items that will be evaluated and discussed at the study
session. The first half of the document identifies areas that require City Council
review along with the recommendations made by the Sub -Committee. The second
half has a summary of additional technical issues that do not require City Council
discussion --although the City Council is encouraged to provide any comments that it
may have.
Once HF&H and staff have received direction from the Council, they will
immediately commence the preparation of the RFP. It is anticipated that the Draft
RFP will be presented to the Council in November during a regular City Council
meeting. After receiving approval from the Council, the RFP will be submitted to
potential haulers in December for a "pre -review."
Concurrent with this process, staff anticipates interviewing attorney firms this week
in order to select a legal consultant who will be tasked with providing legal review
for staffs and HF&H's recommendations to the City Council on how the City can
reach its diversion goals (75%) and other requested services. In addition, the legal
consultant will review criteria for the evaluation of the responses to the proposal
process in addition to offering legal advice at the presentation of the RFP package to
Council for approval. Finally, at staffs request, the attorney will assist staff with
the preparation of a summary of legal concerns from the proposals and the hauler
interviews.
ALTERNATIVE ACTIONS
No alternative actions have been identified.
FISCAL IMPACT
None by this action.
ATTACHMENTS
Procurement Strategy Issues
JES:BAL
S: \PBS\ENVSRVCS\SOLWAST2\COUNCIL\2002\Solid Waste RFP prep Study Session.doc
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