Title
Presentation: Contracted Residential Solid Waste Services Request for Proposals
Body
Issue/Request:
City Council discussion regarding the Contracted Residential Solid Waste Services initiative. Review the Request for Proposals (RFP) recommended by Staff in preparation and support by the Public Works Committee. The RFP was developed in accordance with the Engagement Plan. The Public Works Committee unanimously advanced the recommended RFP to City Council for consideration at the October 13th meeting. Upon review and direction by the City Council, the Request for Proposals (RFP) will be advertised. No decision to contract should be made until proposals and costs are known; which occurs after the RFP advertisement is closed and submittals have been received.
Background:
Refer to associated packet(s), presentation(s) and discussion(s) regarding City Council Priority Goal for Solid Waste - Contracted Residential Solid Waste Services. The City Council Priority Goal for Solid Waste is aligned with specific objectives in the Ignite! Strategic Plan.
City Staff presented an engagement plan, supported by City Council, to advance the Priority Goal for Solid Waste which is to pursue contracted residential (curbside) solid waste services. City Council directed Staff to send out the statutory 2-year notice of intent to change solid waste services in this regard. City Council assigned the matter to Public Works Committee for the development of a Request for Proposals (RFP) recommendation. Public Works Committee rendered a recommended RFP to City Council for consideration to advertise. Staff will review the RFP key elements, contract performance provisions, and proposed evaluation criteria. Staff will also share a progress update on the overall engagement plan implementation and next steps.
• Staff has researched past RFP recommendations and comparative community services.
• Staff has met with consultant(s) to better understand best practices and examples for developing the RFP.
• The 2-year notice of intent was mailed to all haulers (commercial and residential). As directed by City Council
• Letters were mailed to all haulers (commercial and residential).
• Letters were mailed to HOA's/POA's.
• Surveys were distributed to haulers and HOA's/POA's and response information used in the development of the RFP.
• Hauler surveys and individual meetings have been completed and information used in the development of the RFP.
• Staff completed four public information sessions for each City Council District in coordination with City Council members and information used in the development of the RFP.
• Public comments were received at the public information sessions and available for submittal online throughout the engagement process. The Public Works Committee meetings and City Council meetings were open for public comments too. Public comments were also considered in the RFP development.
• A resolution was passed appointing individuals to serve on the Task Force for Curbside Residential Solid Waste Services. The Task Force was established to advise Staff and was provided information obtained throughout the engagement process. Staff have conducted several meetings with the Task Force and the Task Force work influenced the recommended RFP that is presented.
• Staff shared multiple progress update reports to the City Council and these reports were made public.
• Staff has developed a Scope of Services, Performance Criteria and Response Evaluation Criteria for the RFP. The RFP was presented to the Public Works Committee and over multiple work sessions the Public Works Committee concluded with a RFP recommended to the City Council for review and consideration to advertise.
Upon completion of surveys, stakeholder meetings, and citizen engagement, and Solid Waste Task Force discussions, the Public Works Committee developed RFP recommendations to forward to the City Council in accordance with the engagement plan. The Public Works Committee held a kickoff discussion in August and work sessions in September and October. The Public Works Committee unanimously directed Staff to advance the RFP to City Council at the October meeting. The City Council would consider the RFP and directing staff to advertise by the end of 2025. The RFP submittals, if advertised at City Council direction following the November meeting, would be received shortly after the new year. City Council would then be asked to consider a contract award based on responsive, lowest cost and best service provider among all submittals received that include, but not limited to, ability to deliver all RFP required scope of work, known costs of services, approach to service delivery, experience and qualifications. However, City Council may also choose not to award a contract if submittals fail to meet expectations or RFP requirements.
Presenter
Michael Park, Director of Public Works