12-18-2024 Council Packet - Laserfiche WebLink

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At the July 10 City Council workshop, staff presented an overview of an analysis of organized collection from communities that provide organized collection for single haulers, as well as articulated some of the benefits of a single hauler, including: •Potential economies of scale bidding the entire Little Canada community •Fewer trucks on city roads as a single hauler could strategically plan routes and maintain appropriate staffing levels •Easier management of contract for staff. Currently, staff negotiates with three haulers, with all parties working to agree to the same terms. This typically takes 4-6 months and took over one year in 2016/17. •Streamlined billing management kept in-house •Ease for customers to understand who their hauler is, in particular, as customer service is migrated to the hauler At the September 25 City Council meeting, the City Council approved the issuance of the Request for Proposals, with an upcoming deadline of November 21 at 4:30 PM. At the November 13, 2024, City Council meeting, the City Council approved a motion to establish a City Council subcommittee on organized collection and appoint Councilmembers Dave Miller and Chris Kwapick to serve as representatives. REQUEST FOR PROPOSALS: Ten proposals were received by the November 21, 2024 deadline. As outlined in the RFP, the company names of proposers submitting proposals will be made public consistent with the Minnesota Government Data Practices Act (M.S. 13.591, subd. 3(b)). The ten proposals received include (in alphabetical order): •Aspen Waste Systems •Curbside Waste •Eureka Recycling •FCC Environmental Services •Gene’s Disposal Service •LRS Waste Management Services •Republic Services •Tennis Sanitation •Walters Recycling & Refuse •Waste Management RFP ANALYSIS: The Organized Collection Subcommittee met on Tuesday, December 3, to review the proposals. The proposals were ranked based on cost of services, disruption of services, hauler's experience and capacity, and overall response. In the review of haulers for refuse and recycling services, staff utilized the lowest cost alone, not including proposed disposal costs. Several additional factors were also considered that were not included in the base scoring, such as the average cost of bulky pickup items, proposed disposal cost, annual increases being based on CPI rather than a guaranteed rate, and the cost of additional refuse, yard waste, or recycling