17-Establishing a sanitation RFP review committeeCITY 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
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SANITATION SERVICES TRANSITION PLAN
INTRODUCTION
This plan for the transition of residential collection being moved from the Paris Public Works
Department Sanitation Program to the private sector is based on incomplete information at this time
due to the early stage of the Paris City Council decision making process. The focus of the plan is more on
the operation of the remaining services that will be continued by the department without the trash
collection duties being handled directly by the City of Paris. Once further decisions have been made by
the council the Public Works Department will be in a better position to conduct a more adequate and
complete planning process.
SANITATION OPERATIONS
The 2009/2010 budget includes twelve (12) positions that are authorized to provide four service areas in
addition to the residential collection program. These include the following:
• Compost operation
• Residential and Right-of-way Sweeping
• Residential Brush Collection
• Tire and Computer Monitor Recycling
The Neighborhood Beautification Program would be eliminated due to lack of staffing as a result of the
transition.
The 2009/2010 budgeted staff includes the following:
• One (1) Traffic and Sanitation Supervisor
• Eight (8) Solid Waste Collectors
• One (1) M-4 Sweeper Operator
• One (1) Residential Brush Collector
• One (1) Compost Site Operator
• One (1) Sweeper Operator paid through contract services funds
The second sweeper was placed in operation in fiscal year 2008/2009, with the approval of the Assistant
Director, due to a high volume of citizen complaints that resulted from a previous council reducing one
sweeper position to meet budget costs. This position was funded in the contract services account.
However, due to the training and experience level needed for this position, this service is filled by a
regular department employee as needed to hopefully be able to retain an experienced operator in this
position.
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Supervisor
The current supervisor would continue to manage the Traffic and Sanitation divisions and lighting
operation. Each remaining service area will need to be closely managed by the supervisor in order to
assure safe and efficient operations, as well as provide effective administrative service. In the past, the
residential collection operation has been very effective which has permitted the supervisor to use the
majority of his time directing the other operations. The operational change will permit the supervisor to
work even closer with the remaining services in an effort to improve the overall performance of the two
divisions.
General Compost Site Operation
This operation is currently performed by one (1) Hiring Partner employee, to allow a trained budgeted
employee to operate the second sweeper. However, any type of grinding procedures requires a
minimum of four (4) employees for the safety of the employee and the public. The grinding operations
vary from month to month, considering volume and weather conditions. When this process is done it is
necessary to do it either on an overtime basis or by using personnel from other work areas which tend
to reduce the effectiveness of their individual service areas. One (1) employee can sustain the operation
securely by performing the minimum of duties with a small range of operations. A Saturday rotation of
employees is scheduled every month for non collectors. All operations and procedures are as follows:
• Processing raw stock limbs into Type B mulch
• Processing Type B mulch into Type A mulch
• Mulch Aeration and Hydration Process, Type A and B
• Residential check-in of brush and limbs
• Residential mulch load outs, Type A and B
• Monitoring of loads
• Site maintenance, litter control, mowing, weed eating, pad repairs, shop clean up.
• Equipment maintenance for loaders, horizontal processor, tractors, mowers, trucks and vehicles
• Data collection of operations- residential waivers, tires, computer monitors, mulch, water
consumption and inspections.
• Temperature and data collection of static mulch piles.
Residential and State Right of Way Sweeping
This operation for residential sweeping is performed with one (1) authorized M-4 position as previously
discussed. A second sweeper is currently operated by one (1) department employee that is actually
authorized for the compost site in order to provide the service needed to maintain the desired service
level. The sweeper operators are trained in a two day program along with follow-up training sessions
due to updates of equipment parts and procedures. Both operators perform duties in one of the four
sections of Paris. Each "Section" is broken into zones. (Example- N.W. Paris , Zone A, N.E. Paris, Zone D
and so forth). Operation schedule hours are generally performed from 8:00 a.m.- 5:00 p.m. After hours
rotation schedule are perFormed by two operators and one standby employee each week. Friday
morning operations start at 6:00 a.m. to work ahead of the traffic intake at the Plaza. Once per month
operators perform a manual curb and debris removal for the deep inset curbs. Each operator performs
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his own maintenance and repairs to the unit. All maintenance reports are documented and filed.
Operations are as follows:
• Residential Sweeping, State assisted Right-of-way cleaning
• Emergency accident clean up (24 hrs-on call)
• Vehicle maintenance and repairs
• Subsidize duty requirements in other areas of Sanitation when needed
• Manual curb reveal and debris removal
• Post clean up for special holidays and events.
Residential Brush Collection Unit
The primary operation is performed by one (1) employee for residential brush collection. This operation
is performed each week, in which the operator works from a call sheet that lists addresses called in by a
resident. The operator also picks up random stops that are placed out in the right-of-way that was not
called in. Other areas of operation are as follows:
• Secluded right-of-way debris removal due to illegal dumping
• Assist Code Enforcement in removal of residential debris due to abatement of a residence.
• Assist Animal Control with large deceased animal removal
• Residential storm clean up
• Assist Traffic Division with 24 hr. on-call rotation schedule (after hours)
Tire and Computer CRT Monitor Recycling
This service is currently active at the Compost Site. All the tires that are collected in the right-of-way, or
at the curb per resident is placed in a tire trailer located on site. This operation is not open to the public
for drop- off. It provides a safe and organized storage location for these items until the storage unit is
full. A recycling center will retrieve the tires for a fee once it is full and replace this unit with an empty
one. In the past five years the cost of the operation has been estimated at $11,000. This includes the
collection of 7,200 tires per request by residents at a charge of $5.00 per tire, or by collection from
illegal dumping on a secluded road.
CRT computer monitors are not accepted in the landfill due to hazardous materials and metal within the
monitors. A recycling storage unit has been built to provide a safe and organized area for these items.
Once the storage unit is full, a recycling center will retrieve the monitors at no extra charge.
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Neighborhood Beautification Program
This program began in the early part of 2010. The plan was not only to provide the attention needed in
some areas of Paris for neighborhood cleanup, but to offset the workload of other divisions. The
program consisted of 2/3 of the Sanitation collection crew. The task was performed on Wednesday
mornings. The other 1/3 of the collectors performed service to the sanitation trucks that were in the
yard. The following are numbers attained since the operation began:
• Curb debris removal- 104 yards
• Right-of-way litter collection -12 yards
• Tires - 60
• Brush Collection - 240 yards
Unfortunately, with the removal of the eight (8) residential collectors, this program would be eliminated
as part of the proposed transition process.
CONCLUSION
This plan provides a proposal for the department's transition to an operation without the current
residential sanitation collection service. This service has been one of our most effective programs, but
could continue to be a quality program if managed properly by a private company. This plan can be
further developed to include additional planning for the departure of the service including the collection
staff and equipment being transitioned to a new operation in accordance with any agreement with a
plan approved by the Paris City Council.
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Traffic Management and Sanitation- Supervisor
The following information provides a brief description for both Traffic and Sanitation divisions
without collection.
General Responsibilities
• Plans, coordinates and schedules all operations, including street and right-of-way
sweeping, compost operations, brush collection and traffic management.
• Provides assessment plans and evaluations for scheduled operations.
• Reviews projects in progress to assure efficient completion time and
conformance with specifications of the MUTCD (Manual on Uniform Traffic
Control Devices).
• Provides safety plans for direction and assistance in major work zone operations.
• Communicates with, and responds to a diverse public in answering questions,
explaining city policies and ordinances or issues regarding concerns of
operations.
• Conducts follow- up on field reports, data reports, and operation reports for
both divisions.
• Provides assistance during emergency or on call activities for traffic operations,
sweeping operations or sanitation duties requiring right-of-way clean up.
• Assists in the Compost site grinding operations.
• Purchases required materials needed for both divisions.
• Directs and educates safety concerns, and issues by providing a quality safety
meeting each month.
Administrative Responsibilities
• Develops and manages budget activities throughout the year.
• Prepares reports, policies and documents for operation standards of both divisions.
• Prepares purchase requisitions, accident reports, and incident reports.
• Conducts annual personnel evaluations.
• Interview selection, hiring, disciplinary procedures and terminations.
• Administers compliance with objectives, policies and procedure, and overall goals.
• Develops specifications and requirements for job related contract services.
• Provides administration and follow up on requirements for new compliance reports
regarding Federal Mandates by the Federal Highway Administration and the Texas
Environmental Quality Control.
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