CC - Item 3A - Review and Discuss the Proposed Scope of Serviceds and Schedule for Solid Waste and Recycling Collection Services RFPROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGER
DATE: NOVEMBER 8, 2022
SUBJECT: REVIEW AND DISCUSS THE PROPOSED SCOPE OF SERVICES AND
SCHEDULE FOR THE SOLID WASTE AND RECYCLING
COLLECTION SERVICES REQUEST FOR PROPOSAL
SUMMARY
At the September 13, 2022, City Council Meeting, the City Council awarded a contract for Solid
Waste Consulting Services to R3 Consulting Group, Inc (R3) to assist with the procurement of a
new solid waste franchise agreement. City staff and R3 have conducted a comprehensive review
of existing service levels and potential service enhancements to develop the scope of services for
the Solid Waste and Recycling Collection Services Request for Proposal (RFP). The scope
includes existing services and proposes new services to be included within the next franchise
agreement. In addition, the RFP includes proposed changes to future waste hauler fees and
payments to the City. The RFP advertisement is tentatively scheduled on November 14, 2022,
with proposals due by January 13, 2023. The proposal evaluations, negotiations, and council
consideration are an expected three -to -four-month process. The accelerated procurement
schedule would allow for an approximately three-month transition period should a new hauler be
selected by the Council. The purpose of this report is to provide the City Council with a
summary of the proposed scope of services for inclusion in the City's next solid waste franchise
agreement and procurement schedule. It is recommended that the City Council review the
proposed scope of services for the Solid Waste Procurement RFP, consider the procurement
schedule, and provide direction to staff.
BACKGROUND
The City of Rosemead's franchise agreement for solid waste and recycling collection services
with Consolidated Disposal Services (DBA Republic Services) is set to expire on July 31, 2023.
The franchise agreement provides for the collection of waste and recycling services to residential
and commercial properties. On January 11, 2022, the City Council approved the Second
Amendment to Republic Services' franchise agreement to include organics collection and
recycling to meet the City's SB 1383 compliance requirements.
AGENDA ITEM 3.A
City Council Meeting
November 8, 2022
Page 2 of 3
At the July 13, 2021, City Council meeting, Council Member Ly requested to discuss the City's
current franchise waste hauler agreement and inquired about the timeline and process to procure
a new franchise waste hauler agreement. Based on the City Council discussion, it was
determined that due to the highly regulated and specialization of the solid waste collection
industry, the use of a solid waste consultant would be beneficial for the City to assist in
procuring a new agreement and the procurement process including selection of a solid waste
consultant to support the process would take approximately one (1) year.
At the September 13, 2022, City Council Meeting, Council awarded a contract for Solid Waste
Consulting Services to R3 to assist with the procurement of a new solid waste franchise
agreement. City staff and R3 have conducted a comprehensive review of existing service levels
and fees and potential service enhancements and fee modifications to develop the scope of
services for the Solid Waste and Recycling Collection Services RFP. The scope of services
includes existing services and proposes new services to be included within the next franchise
agreement. The proposed new services include but are not limited to free compost for city
facilities, and organics facility services. In addition, the RFP includes proposed changes to future
waste hauler fees and payments to the City. Furthermore, the City's current Food Recovery
Program is proposed to be removed from the new franchise agreement and will be managed by
City staff to improve program management and implementation. The proposed scope of services
and waste hauler fees and payments is included in Attachment A.
The RFP advertisement is tentatively scheduled on November 14, 2022, with proposals due by
January 13, 2023. The proposal evaluations, negotiations, and council consideration are an
expected three -to -four-month process. The accelerated procurement schedule would allow for a
three-month transition period should a new hauler be selected by the City Council. Considering
the current supply chain obstacles, R3 has informed staff that there is a high likelihood that a
potential new hauler will have difficulties procuring the necessary equipment, materials, and
vehicles to begin services on August 1, 2023. To mitigate the potential difficulties of procuring
waste collection equipment, R3 has recommended to extend Republic Services current waste
hauler agreement on a month-to-month basis for up to a total of twelve (12) months. Attachment
B includes two proposed schedules: 1) an original procurement schedule and 2) an extended
procurement schedule incorporating an extension to Republic Services' current agreement.
STAFF RECOMMENDATION
It is recommended that the City Council review the proposed scope of services for the Solid
Waste Procurement RFP, consider the procurement timeline, and provide direction to staff.
FISCAL IMPACT
There is no fiscal impact with this item.
STRATEGIC PLAN IMPACT
City Council Meeting
November 8, 2022
Page 3 of 3
None.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Prepared by:
A,d
anielle Garcia
Public Works Fiscal and Project Manager
Submitted by:
Michael Chung, P.E.
Director of Public Works
Attachment A: Scope of Services for New Waste Hauler Agreement
Attachment B: Proposed Procurement Schedule
Attachment A
Scope of Services for New Waste Hauler
Agreement
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Attachment B
Proposed Procurement Schedule
Proposed Procurement Schedule
Original
Extended
Task Number
Task
Completion Date
Completion Date
1
City Council presentation for
November 8th, 2022
November 8th, 2022
Solid Waste Franchise RFP
2
Finalize and Issue RFP and
November 14th, 2022
November 28th, 2022
Agreement
3
Mandatory Pre -Proposal
December 5, 2022
December 19, 2022
Meeting
4
Last Day for Questions
December 16, 2022
January 16, 2022
regarding RFP
5
Proposals Due
January 12, 2023
February 13, 2023
6
Evaluations and Selection
February 16, 2023
March 23, 2023
7
Present Evaluation Results to
March 21, 2023
April 18, 2023
City Council
8
Finalize New Agreement
April 10, 2023
May 23, 2023
9
City Council Consideration of
May of 2023
June of 2023
Agreement
10
Potential Waste Hauler
May through July
July 2023 - July 2024
Transition
11
Start of New Waste Hauler
August 1, 2023
August 1, 2024
Contract Term