27 - Presentation from Solid Waste Solutions regarding outsourcing of solid waste collection and provid direction to staffItem No. 27
TO: Mayor
Mayor Pro Tem
City Council
FROM: Robert G. Vine, Assistant City Manager
SUBJECT: Solid Waste Solutions Proposal
DATE: January 23, 2023
BACKGROUND: As directed by the City Council, staff began researching avenues by which
the city would outsource its solid waste service. Doing this research, the staff was introduced to
Solid Waste Solutions (SWS). At your November 14, 2022, city council meeting, we provided you
an update of our work, to which you directed that we bring SWS in for a presentation to the City
Council. Staff has been working with the SWS to draft a proposal wherein, the City would contract
with SWS to prepare an RFP for outsourcing the collection of residential garbage, for council to
receive and consider. During previous conversations with SWS, the inclusion of commercial
garbage collection in this proposal has been discussed as a possible addition to the proposal.
SWS has been vetted by staff. Municipalities that have used them in the past have spoken highly
of them and have provided positive feedback regarding their professionalism and the quality of
work provided.
STATUS OF ISSUE: Lyn Lantrip, with SWS, has a presentation that outlines the process from
preparation of an RFP and contract, pre-bid coordination, proposal evaluation and
recommendation, finalist interviews, council presentation and contract negotiations. The City has
the option of including commercial garbage collection, as well as residential, in order to make the
market revenue more substantial and to increase competition. Including commercial could
ultimately bring more bids and options for the City. Mr. Lantrip will discuss this further at the
presentation.
The City could, however, choose to focus solely on residential garbage collection in this process.
SWS has provided two different proposals, with two different costs, $41,428 and $39,941, with
the primary difference being that the lower option consists of more virtual meetings (difference of
$1,487.00).
The City could still yet decide not to outsource its solid waste service and continue to provide this
service to the community as a municipal operation.
BUDGET: If the Council chooses to hire SWS for this purpose, the total fee would be $41,428,
or $39,940, depending on the package selected. This fee would come out of the Sanitation Fund.
OPTIONS: 1. Approve the hiring of SWS for the purpose of providing the procurement
services for the outsourcing of the collection of residential garbage.
2. Approve the hiring of SWS for the purpose of providing the procurement
services for the outsourcing of the collection of residential and commercial
garbage.
3. Request additional information regarding SWS.
4. Decide not to hire SWS.
5. Decide to continue to provide a residential solid waste service as a municipal
operation.
RECOMMENDATION: Should the City Council choose to continue with outsourcing, City
Staff recommends pursuit of a professional services agreement with SWS and to weigh the
consultant's recommendation of including commercial garbage as part of our bid.