Item 8C v
AGENDA ITEM # SC
NOVEMBER 13, 2006
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CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Waste Services Request for Yard Waste Pickup Change
SUBMITTED BY: Rick Carper, P.E., Public Works Director ~G
DATE: October 31, 2006
BACKGROUND: Waste Services of Florida (WSF), the City's franchise agent for garbage,
yard waste and recyclable collection, has requested a change in the scheduled yard
~" waste collection day from Monday to Wednesday effective January 1St, 2007. If
approved, they are proposing a yard waste rate reduction of $0.30 per household per
month. That would provide a total reduction of $7465.50 over the remaining term of the
~. WSF contract. WSF would be responsible for all resident notification of the proposed
change.
In January, when Clay County changes haulers to Advanced Disposal
Systems to implement county wide mandatory collection, Atlantic Beach will be WSF's
only municipal client in North Florida. At that time, under the current schedule in Atlantic
Beach, WSF would have nine collection routes on Monday, four routes Tuesday,
~" Thursday and Friday and no routes on Wednesday. In meetings between Staff and WSF
management, WSF has stated the current schedule would require the use of substantial
temporary labor to man Monday routes. This proposed change would `level-load' their
~„ work effort at five routes on Wednesday and four routes every other weekday.
In November 2005, the City and WSF agreed to a one-year extension of
the original contract. A major factor in Staff's recommendation for extending the contract
~' was the excellent level of service being provided at the time by WSF. In late spring /
early summer 2006, WSF experienced severe staffing issues as a competitor stood up
operations in Neptune Beach and hired numerous experienced operators from WSF.
~* The use of temporary labor to complete required routes led to a significant decline in
operational performance, resulting in substantially increased complaints and assessed
liquidated damages (April to June monthly average of $2250). In July, WSF reported
.they had regained full permanent staffing and following training of all new hires, expected
to restore the performance standards previously maintained. Over the last three months,
performance has continuously improved, with average liquidated damages of $833.
When the City contracted with Browning Ferris Industries (BFI) (WSF's
predecessor), the option of Wednesday yard waste pickup at a slightly cheaper rate was
proposed as an alternative by one of the unsuccessful bidders (Southland - $1.71 per
*~ household per month vs. $1.86 for BFI). However, BFI's total monthly residential rate
was $0.22 per household per month less than Southland's. The overall BFI bid was
higher than Southland because of higher Commercial rates. Review of Commission
meeting minutes indicated there was concern that the Wednesday alternative was not
acceptable because it was not covered in the City Bid Specifications and Southland was
the only company to bid that alternative. The commission approved BFI's bid, which
included Monday yard waste pickup, as the lowest submittal meeting the Bid
"~' Specifications.
November 13, 2006 Regular Meeting
AGENDA ITEM # 8C
NOVEMBER 13, 2006
BUDGET: Garbage, yard waste and recyclable collection is funded from account
~" 420-4201-534-3401 (Pick-up and Haul Contract). Approval of this
request will reduce account expenditures by $7465.50.
~. RECOMMENDATION: Staff recommends approving the WSF request to change the yard waste
pickup day from Monday to Wednesday throughout the City. The Contractor's ability to
staff City routes with full time, experienced employees will provide a substantially higher
level of service to Atlantic Beach residents.
ATTACHMENTS: 1. Waste Services of Florida Letter dated October 18, 2006
2. Excerpt from December 18, 2000 Special Commission Meeting
Minutes
REVIEWED BY CITY MANAGER: ........._....._.___.
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November 13, 2006 Regular Meeting
AGENDA ITEM # 8C
W ~ ' NOVEMBER 13, 2006
WASTE SERVICES INC.
City of Atlantic Beach
October 18, 2006
"" City of Atlantic Beach
Mr. Jim Hanson
City Manager
'"' 800 Seminole Road
Atlantic Beach, Florida 32233
Dear Jim:
It was my pleasure meeting with you and Rick today. Following our discussion this
morning, I would like to propose the following service changes for your consideration
and recommendation to the City Council.
~' Effective January 1, 2007, we would like to move all Monday yard-trash routes to
Wednesdays. This route balancing will reduce or eliminate the use of temp labor. With
approval of this change we would like to offer each household a rate reduction of .30
cents. Also at no cost to the City, WSI will be responsible for informing all residents of
the changes via flyers and a newspaper ad of all changes.
We look forward to your favorable decision regarding this offer which will help improve
our service and consequently allow the city some savings for the remaining 5 months of
,~, our contract period.
I can be reached at 904-509-1784 should you have any questions.
Sincerely,
~~ ~~
Steve Wright
~"' General Manager
Cc: Rick Carper
7580 Philips Hwy., Jacksonville, FL 32256 Tel: (904) 731-3440 Fax: (904) 731-8952
~+.
AGENDA ITEM # 8C
NOVEMBER 13, 2006
MINUTES OF THE SPECIAL CALLED MEETITIG OF THE
ATLANTIC BEACH CITY COMMISSION HELD IN CITY HALL, 800
SEMINOLE ROAD AT 5:00 P.M. ON MONDAY, DECEMBER 18, 2000
PRESENT: John Meserve, Mayor
Richard Beaver, Mayor Pro Tem
Mike Borno
Theo Mitchelson
Dezmond Waters, Commissioners
AND: James Hanson, City Manager
Alan C. Jensen, City Attorney
ABSENT: Maureen King, City Clerk
e meeting was c e to or er y ayor eserve at p.m. n p ace
of the Invocation, Mayor Meserve called for a moment of silent prayer
for Utility Director Kaluzniak's father who is facing major surgery. The
silent prayer was followed by the Pledge of Allegiance to.the Flag.
1. Axvard Contract for Solid Waste Collection Pursuant to the
Specifications of Bid No. 0001-02
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Mayor Meserve stated that he would like to receive public comments
before awarding the bid.
Madeline Gray of 1829 Seiva Grande Drive, owner of Seafood
Kitchen, requested an explanation of the rate formula used for
commercial garbage pick up. She stated that her garbage bill was very
high and she would appreciate a reduction. City Manager Hanson stated
he would be happy to assist her, and requested that Mrs. Gray contact him
the following morning.
Kay Friedemann of 1898 Selva Marina Drive favored one day per
week yard trash pick up if pick up could be guaranteed. Mrs.
Friedemann ~ stated that the current hauler rarely picked up any yard trash
on the second day, and if her yard trash was put out and missed, she had
to carry it back into her yard due to the lack of pazking spaces on her
block of Selva Marina Drive .
„~, i Mary Williams of Southland Waste distributed copies of the results of
a residential survey she conducted which favored her company's
proposed Wednesday yazd trash pick up if it saved the city money. Ms.
Williams indicated that their low alternate bid was based on Wednesday
~'! ~~~ pick up, and would save the city $18,827 over the next.lowest bid.
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AGENDA ITEM # 8C
NOVEMBER 13, 2006
Minutes Page -2-
December 18, 2000
-°°""~. Mayor Meserve indicated that issues concerning awarding the contract
which came up at the December 11, 2000 were being addressed. City
Manager Hanson indicated that the following three areas needed to be
addressed: (1) a choice of level of service, (2} savings realized if service
was reduced to once a week pick up, and (3) the options associated with
the once a week service.
City Manager Hanson indicated that if the Commission decided on once a
week service, it must determine whether the collection would be on
Monday or Wednesday. He further stated that the essential difference
between the BFI and Southland Waste bids was the collection day, and
indicated that if Monday was morc important, then a decision must be
made to determine if it was worth the additional $19,0.00 per year, and if
it was worth it, then the low bid would be $749,041.46 from BFI.
However, if it was not worth the additional expenditure, then the
Southland Waste bid should be considered, which was for Wednesday
collection. He further stated that the legality of the Wednesday collection
day also needed to be addressed, since the question arose as to whether
Southland Waste could offer an alternate bid which was discussed during
the pre-bid conference, but was not specified in the bid specifications or
included in the written bid addendum distributed after the pre-bid
,.^~,
• conference.
Commissioner Mitchelson felt the city should look at the low bid based ,
on the b` id s~cxfica___ €i±~ns and choose Monday pick up.
,~„ Commissioner Beaver requested an opinion from City Attorney Jensen on
Southland Waste's alternate bid for Wednesday pick up. City Attorney
Jensen stated that Wednesday pick up was not included in the original bid
specifications or the addendum distributed after the mandatory pre-bid
meeting. He further stated that Southland Waste was the only company
to bid the Wednesday pick up. Commissioner Beaver state the had
conducted his own i ormal survey and everyone he had spoken with
favored Monday pick up. He felt the city should stay with Monday pick
up.
Commissioner Bomo also favored Monday and stated that several
citizens who contacted him either favored Monday or had no preference.
Motion: Award the contract to BFI based on a once a week
pickup on Monday (Alternate 1).
Amendment to the motion: Add Kin the amount of
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• $749,041.56".
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Minutes Page -3-
December 18; 2000
'""""' Mayor Meserve felt the city had only two choices, to either rebid the
service or accept the low bid for Monday pick up (Alternate 1).
There being no further discussion, the amendment to the motion and the
main motion carried unanimously.
2. Discussion and Possible Action Regarding the Sewer Master
Plan
City Manager Hanson indicated that the concerns expressed during the
December 11, 2000 Commission Meeting would be addressed, as well as
those presented in writing by Commissioner Mitchelson. He then
introduced Doug Layton, Vice President of Smith and Gillespie
Engineers, Inc., and Scott Lee, Project Manager, who were instrumental
in preparing the Sewer Master Plan.
Public Works Director Kosoy provided background information and
responded to several concerns raised at the previous meeting as follows:
Infiltration
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' Public Works Director Kosoy stated that the tests for infiltration
performed in 1993 were completed in two days, whereas, those
completed by Smith and Gillespie Engineers covered a period of one year
beginning in April 1999. He noted an 18% increase in infiltration during
the seven years between tests (1993 to 2000), but this was not considered
an unusual amount and was expected over the seven year time span.
Public Works Director Kosoy reported that twelve streets were surveyed
for evidence of heat pumps during this year's Insituform project, and only
one was found and heat pumps were not found to be major cause of
infiltration problems far the sewer system.
Piping of Sewage from North Atlantic Beach Back to the Buccaneer
Wastewater Treatment Plant
Public Works Director Kosoy reported that the piping began in 1993,
with the endorsement of the Water and Sewer Committee, because there
was no capacity at the Buccaneer plant. At that time, it was
recommended that a lift station be built at Sea Gardens to divert the
flow back to the Atlantic Beach plant. It was pointed out that only 7.8%
of the flow to Lift Station B came from the Sea Gardens and Oceanwalk
,,,,,.,,~ Iift stations.
AGENDA ITEM # 8C
NOVEMBER 13.2006
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