65A - RFP SOLID WASTE CONTRACT - Laserfiche WebLink

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Consider Options Related to Solid Waste Services Contract October 3, 2017 Page 2 there were 13 separate Council -approved amendments and resolutions to, among other things, establish fees, implement the 3 -cart curbside trash collection service, and to extend the agreement term through June 30, 2018. Staff began preliminary work toward a new solid waste contract in July 2015. After completing an RFP process for solid waste consulting services, on December 15, 2015, City Council approved the hiring of Sloan Vazquez Inc., to assist with preliminary market research and development of a refuse program in Santa Ana that considered changes in legislation and recycling trends. The scope of work included a comparison of solid waste service rates and level of service in ten comparable municipalities in Orange County. In addition to analyzing the services, the consultant was also tasked with providing an analysis of the options for either a new or extended contract. Before the RFP process could begin, the City Attorney's Office recommended restating all of the component amendments of the existing solid waste agreement into a single amended and restated agreement. This restated agreement would clarify pass-through and impact fees for tracking and transparency purposes, as well as for compliance with applicable legal requirements. Staff coordinated with the City Attorney's Office, special legal counsel, and Waste Management of Orange County to prepare the Fourth Amended and Restated Agreement which was subsequently approved on June 20, 2017. At the June 20, 2017, City Council meeting, staff received direction to start negotiations for a one- year agreement or as otherwise recommended by staff and to return to the Council with results within 90 -days for further consideration and direction (Exhibit 2). On September 19, 2017, the City Council discussed staffs recommendation and several Council members noted a preference to pursue an RFP. Thus, this report addresses both staffs recommendation and the RFP process. Negotiation Process Update Negotiations with Waste Management of Orange County started on June 29th with a kickoff conference call in which staff reviewed the objectives of negotiations as directed by the City Council, covered the extension offering process, and schedule for proposal submittals in order to meet the City Council deadline. In the 90 days leading up to the September 19, 2017, City Council Meeting, staff finalized and executed the Fourth Amended and Restated Agreement, negotiated and executed a nondisclosure agreement to facilitate the exchange of confidential and proprietary information, and received four different proposals for review and negotiation. In addition, staff held six community outreach meetings to gather community feedback and comments for consideration in the scope of work of the extension with Waste Management of Orange County or to include in the RFP process. A timeline of the negotiation process for the solid waste extension is included as Exhibit 3. On September 18, Public Works staff received the latest proposal from Waste Management which is a two-year agreement with the option of a one-year extension at the City's discretion. This latest proposal requires additional analysis as it provides several key items for the City to 65A-2