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Agenda Item #8D - Approval of City Sanitation ContractCITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM II 8D Mf\Y 12,2014 AGENDA ITEM: SUBMITTED BY: Approval of City Sanitation Contract Modification and Extens ion Rick Carper. P.E ., Public Works Director DATE: Apri116, 2014 STRATEGIC PLAN LINK: None BACKGROUND: The City's Sanitation Contract with Advanced Disposal Services (ADS) expires on May 31 , 2014. At the March 1 01h Meeting, the Commission approved extension of the contract a nd authorized Staff to pursue modifica ti ons to the exis ting contract with ADS. City Staff, including the City Manager and City's Consultant, Bill Redman , met with the ADS General Manager and Municipal Marketing and Gove rnmenta l Affairs representative to determine necessary revision s for the contract extension. Significant changes proposed for Commission approval include: ADS to pay Tipping Fees for Residential and Commercial garbage: As reported when the Commission a pproved extending the current contract, ADS has offered to continue pe rforming residentia l (garbage, yard trash a nd recyc ling) for the ra te of $15.79 per month and to pay the associated tipping fees for residential garbage a t COJ's landfill; the fee for Commercial will remain $1.95 per cubic yard but with a tippage charge of $1 .29 per cubic yard in cluded , but the actual rate paid to ADS will be $3.24 per cubic yard. A rate increase fo r commercial customers will not be required this year. Convert to Single Stream recycling with new recycling carts: ADS will provide new, -65 gallon recycling carts for all residential customers, significa ntly simplifying the recycling process for Atlantic Beach residents ; ADS to replace entire primary collection fleet by the end of 2018. Replacing all dumpsters with new, plastic containers: During the next year, ADS will replace a ll co mmercial a nd multifamily residential dumpsters with new, p lastic dumpsters. The plastic dumpsters will be easier to clean and ma inta in and will also be quieter to service . BUDGET: Sanitation services are budgeted in account 420-4201-534-3401 (Pickup and Haul Contract), with original budget of $1,250 ,000 . Account balance after six months of service is approximately $623,000. RECOMMENDATION: Staff re com m ends approval of the contract modification s and a uthorize the City Manager to sign the extension for the City. ATTACHMENTS: 1. Summary of Contract Additions and Modifications The entire contract is on file in the City Clerk's office and is ava ilable on the City website at www.coa b .us/ REVI EWED BY C ITY MANAGER: ·~-1,. 1/->4 --,, ,_:«-tr k( Summary of Contract Additions, Modifications and Improvements AGENDA ITEM# 8D MAY 12,2014 • Replaced the name "Waste Services" (original 2007 contractor) with "Advanced Disposal" throughout the contract. • Changed the word Toters to Carts throughout contract ("Toter'' is proprietary name). • Clarified ADS responsibilities for collection of yard trash if more than 5 cubic yards was placed for collection and for cleanup of loose debris dragged into street as result of collection efforts. • Allows ADS to take yard debris to any authorized disposal facility at their discretion (including their own landfill). • Provides for single stream residential recycling with ADS provided carts as discussed in Staff Report. • Allows for City to enter into agreement with Republic Services requiring recycled materials be delivered to the Republic Material Recovery Facility (MRF) and the City to receive payment based on our recycling volume. • Provides additional detail as to which CPI Index is to be used for calculating annual changes in the cost of doing business, with CPI increase allowed in June 2016. • Specifies that residential and commercial tippage fees are included in the rates paid to ADS. • Inserted procedure for collection of and payment for storm debris into contract body (previously included as an addendum). • Adds Memorial Day, Independence Day and Christmas Day to list of holidays when collection will be not be made, with all pickup to be one day later (were included in original WSI contract, along with Labor Day, but were removed by addendum in 2009). • Adds requirement to have any sub-contractors approved by the City. • Specifies reimbursement rates at beginning of contract and that each rate is broken into costs for collection, fuel and disposal (tippage) to allow individual components to be adjusted when appropriate. Also specifies that rate for disposal of residential garbage is for Trail Ridge landfill and any change in disposal facility may require a change in City disposal costs. • All primary collection vehicles will be model year 2014 or newer by 2018. • Clarifies requirement for ADS Supervisor to be in City at all times when collection vehicles are operating unless authorized by the Public Works Director. • Requires advance notification of intent to change disposal sites. If change results in disposal cost savings, City shares in savings, but ADS is responsible for any increase in disposal costs if change made at their request. • Changes to Insurance and Liability clauses to coincide with current insurance practices.