09-25-2024 Council Packet - Laserfiche WebLink

Home Browse Search

City staff provided an update on the current contract at the City Council workshop on July 10, 2024. Staff provided survey information on organized collection from surrounding communities as well as additional information on the potential benefits of a single-hauler organized collection system as noted below. With the existing contract expiring at the end of December, the Council was asked if they would like staff to negotiate an extension or with the existing consortium of haulers or issue an RFP for a single-hauler system. Following discussion, the City Council directed staff to move forward with a formal request for proposals (RFP) for a single hauler. Single Hauler Benefits Potential benefits to partnering with a single hauler for organized collection services include: • Potential economies of scale for a single-hauler bidding the entire Little Canada community, which could result in more attractive pricing. • Fewer trucks on city roads as a single hauler could strategically plan routes and maintain appropriate staffing levels. • Streamlined customer service if service related questions and scheduling for bulky item pick-up is transitioned from City staff to the hauler. • Streamlined billing management for existing staff if this function is kept in-house. • Simplified contract management. Currently, staff negotiates with three haulers as a consortium to reach agreement on the terms and costs for services. This typically takes 4-6 months and took over a year in 2016/17. REQUEST FOR PROPOSALS: A draft Request for Proposals (RFP) for solid waste and recycling services is included in the agenda packet for your review. The draft RFP includes extensive information for prospective bidders. Within the general scope of services, staff has requested responses and costs associated with existing service levels. Staff has also requested alternative pricing for the following options: • Alternative collection scheduling that divides the city into no more than two collection zones for trash and recycling, with collection still being outlined as day-certain. (For example, trash, recycling, and yard waste could be collected for half of the city on one day and the other half of the city on another day). • Weekly recycling vs every-other-week recycling. • Alternative pricing proposal for waste and recycling collection bins that includes City of Little Canada branded collection bins. As part of the request for proposals, staff is requesting that the responding haulers provide cost and an overview for customer service elements to be transitioned to the hauler, including missed collection customer service, and scheduling of bulky items. Bulky Item Pickup RFP respondents are asked to provide a pay-as-you-throw cost breakdown for one included bulky item rather than the “three-free” model currently in place. In 2023, there were 1750