23 - Solid Waste Specialists Agreement

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January 23, 2023. The City Council then asked that a contract be brought back for their review and consideration. Tonight's discussion is to review an agreement prepared by Mr. Lantrip and City Staff for RFP services to be provided by Solid Waste Specialists (SWS). STATUS OF ISSUE: Attached to this agenda item is the proposed Professional Services Agreement with SWS. This a[ gement w is Wwritten to include residential and commercial solid waste sanitation in the RFP. Should the City Council choose not to pursue commercial, it was mentioned by SWS that we might reconsider the proposal and process prior to approving an agreement with SWS. Work would begin immediately and we foresee a minimum of 6 —10 months to complete the task (dependent on how quickly the field data can be gathered). The process consists of — in general: 1. Data collection on residential and commercial trash. 2. RFP Kick -Off Workshop to discuss goals, needs, expectations of company, etc. a. We would like toITinvite�to three city council members to serve on this committee. 3. RFP and Contract developed. 4. RFP issued. 5. RFP responses received and reviewed. 6. City Council presentations and recommendations for approval. The specific details behind each of the above are listed out in Exhibit A of the attached agreement. It is now up to the City Council to decide whether to pursue an agreement with SWS to prepare and issue an RFP for third party solid waste sanitation service or not. The City Council can ultimately decide not to award a bid when they are received, however, we recommend that such a decision be carefully made and be for reasons related to the bids themselves. If there is hesitancy in proceeding with outsourcing, then delaying approval of the professional services agreement is recommended. BUDGET: The fixed-price for the attached professional services agreement with SWS is for $39,940.00. Should we complete the process and ultimately award a contract to a third party contractor to provide trash services for the community, the RFP will be designed to have the contractor reimburse the City for SWS's consultant expenses. In regards to selecting and awarding a contract to a third party trash service, those impacts to the budget are not fully understood at this time other than our revenue and expenses for the Sanitation Department would cease. We do foresee there being some sort of franchise which would be intended to replace that amount that is currently supporting the General Fund ($210,000.00 in FY22/23). This revenue is intended to offset costs