TO: Mayor Collins and Town Council Members
FROM: Kevin Burke, Town Manager
DATE: September 8, 2016
DEPARTMENT: Town Manager
Staff Contact Kevin Burke, 480-348-3690
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AGENDA TITLE:
Title
Quality of Life Initiative - Trash
Body
Council Goals or Other Policies / Statutory Requirements:
Quality of Life - Maintain and Improve the Paradise Valley Quality of Life.
RECOMMENDATION:
Recommendation
Discuss and provide direction regarding action steps to improve the quality of life surrounding trash collection services within the Town.
Background
SUMMARY STATEMENT:
Through various study sessions and a Community Conversation, the negative impacts associated with the current trash collection system have been identified. Further, the Mayor, Council and Community have reviewed different solutions and eliminated a number of them. The Town Manager has taken those remaining solutions and broken them into two tiers.
Tier 1 consists of solutions that can be implemented legislatively-that is, through an ordinance amending the existing sanitation code. Additionally, these solutions seem to have the broadest support from the Mayor and Council based upon feedback at the Community Conversation. The changes include:
• Requiring collection vehicles be 2010 or newer and not more than 7 years old going forward;
• Collection vehicles must have “operation-at-idle” technology and “smart back-up” alarm technology;
• Tighten-up container conditions;
• Enabling Contractors to apply for a waiver from the County to allow for once-a-week pickup of solid waste and recyclables; and,
• Restricts collections to just Tuesdays and Fridays.
The Town Attorney has drafted the attached ordinance making these changes. The study session will review these changes and if agreed upon, the ordinance shall be placed on the September 22 agenda for adoption. Staff further recommends these changes take effect on January 1 as haulers may need to make capital equipment changes and scheduling changes.
Tier 2 is the idea of licensing a single hauler. This solution has more substantial impacts both positive and negative to the conditions the Town is seeking to improve or maintain. Direction was to draft a Request for Proposal (RFP) for a single hauler and bring it to Mayor and Council for consideration.
Town Clerk and Town Manager have drafted an RFP with consulting from PV resident and former sanitation industry executive Jeff Andrews. That draft RFP is attached for review. The purpose of the study session is to one determine if there is interest to go forward with soliciting proposals and second, determine the scope of services desired. As written, the following are among the proposals requested:
• Basic Service - Propose a cost for once a week solid waste and recyclable collection on the same day to further include quarterly bulk waste collection and annual Christmas tree curbside collection.
• Standard Service - Propose a cost for twice a week solid waste and once per week recyclable collection to further include quarterly bulk waste collection and annual Christmas tree curbside collection.
• Additional services - propose a cost and description for a menu of services that residents may purchase to customize their collection including additional containers, back door service, additional pick-up and waste diversion programs.
• Special Collection service - Include in the cost of service a bulk waste program, a household hazardous waste event, a document shredding event, a drug disposal event and a green waste program.
• Billing - Be responsible for all billing services.
• Customer Complaints - Propose a customer service/complaint response program.
• Contract Term - RFP proposes a five(5) year contract term with three one year renewals based in part upon customer satisfaction scores.
Again, staff is seeking direction on both Tier 1 and Tier 2 actions. The Draft RFP has not yet been reviewed by the Town Attorney. Staff is seeking a policy green light prior to legal review.
BUDGETARY IMPACT:
Tier 1 represents no budgetary impact to the Town with perhaps some soft costs associated with inspection and/or investigating complaints for non-compliance of the new regulations.
Tier 2 is likely to have some additional soft costs associated with managing the RFP and licensing a single hauler if decided. Town would also likely see an increase in staff hours associated with implementation and customer complaints that are not resolved by the Licensee. Otherwise this solution is designed to minimize Town costs and are expected to reduce the cost of trash collection for residents due to the economies of scale.
ATTACHMENT(S):
Draft Sanitation Ordinance Amendment
Draft Request for Proposals for Single Sanitation Hauler