17-Establishing a sanitation RFP review committee

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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Ptesented By: Agenda Item No.: 11 /02/2010 Council Date: City Manager Kevin Carruth 17. 11/08/2010 RECOMMENDED MOTION: Move to appoint to serve on the Sanitation RFP Evaluarion Committee and charging the conunittee with thoroughly evaluating all of the sanitarion RFPs by 52011. POLICY ISSUE(S): Fiscal management; Service delivery BACKGROUND: Requests for proposals (RFP) soliciting responses from vendors to pYOVide solid waste disposal landfill facilities and/or residential solid waste collection were issued September 30, 2010. The RFP was advertised in The Paris Nesv.r on October 1 and October 3 and articles on the RFP were picked up by a statewide news clip service. In addition, nine potential respondents were emailed RFPs directly. A pre-proposal meeting was held October 7 and was attended by five different companies. Responses were received from Inland Service Corporarion, Sanitarion Solutions, and Waste Management by the deadline of October 29, 2010. Council Member Wright has requested that this item be placed on the agenda foY action on awarding the landfill services portion of the RFP. Staff recommends against making a decision on disposal or collection at this stage to allow for a thorough examination of all three proposals. Addirionally, one of the proposals includes special pricing for awarding both services to the same company and awarding the landfill separately and before the collection proposals are evaluated may prevent the City from taking advantage of the bundled pricing. Given that these RFPs are worth nullions of dollars over the potenrial 20-year life of the agreements (initial 10-year term with a 10-year renewal option) and privatizarion residenrial collection potenrially carries significant risk of expense fox the Ciry, it is extremely important that the three responses be evaluated on an equal basis. The complexity of the RFP is compounded by the special notes that some of the respondents included in their proposals and proper review and evaluation of the each proposal will require significant time and a certain amount of sophistication to determine the total cost. In addirion, the City's sanitation staff also performs other services outside of collecrion. Part of the evaluarion should include an analysis of which of those services the City wants to continue and how they can be performed if the Sanitation Department is privatized. Staff recommends the appointment of a committee comprised of Council Members and staff charged with evaluating all of the proposals. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: RFP responses (under separate cover); Sanitation Services Transition Plan; Traffic Management & Sanitation Su ervisor Duties. ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense $ F] Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance y'j'D Actual $ ❑ Public Hearing ~ Other Acct. Name Acct. Number FISCAL NOTES: REVIEWED AND APPROVED BY: ~ Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Urilities City of Paris Revised 2/04/08 - 134