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HomeMy WebLinkAbout07-06-2009 Minutes WorkshopCITY COUNCIL WORKSHOP MEETING CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida MONDAY July 6, 2009 5:30 PM MINUTES CALL TO ORDER: The Chair called the Meeting to order at 5:30 P.M. ROLL CALL: Council Members Present: Mayor Pro Tem Bob Hoog Council Member Buzz Petsos Mayor Rocky Randels Council Member Shannon Roberts Council Member Betty Walsh Others Present: City Manager Bennett Boucher Assistant City Attorney Kate Latorre Interim City Clerk Susan Stills DISCUSSION: 1. Evaluation and Ranking of the Proposals for RFP No. 01-2009 Garbage and Recycle Collection Services. Mr. Boucher reported that all responsive Bidders received the consultants report ranking the firms that submitted proposals. At the end of the Meeting, City Council could select a firm who would return for a second Meeting. Bill Redmond of RCG Consulting, Inc. addressed the Council and read the letter from his report dated July 2, 2009 into the record. [Letter attached to the Minutes.] Mayor Randels opened the floor for questions. Mr. Redmond clarified that he was seeking the submission was the lowest and most responsive of the Proposals. Mr. Redmond explained why some of the companies submitted higher costs which were based on their location and would require higher fuel charges for travel. • Mayor Pro Tem Hoog asked about House Bill 175. Mr. Redmond responded that that Bill was related to energy. Mayor Randels clamed that the Bill related to Governor Crist's Recycling legislation. City of Cape Canaveral, Florida City Council Workshop Meeting Minutes July 6, 2009 Page 2 of 2 • Mr. Redmond responded to Ms. Walsh that it had to do with pressure -treated lumber. • Ms. Roberts referred to how the Proposals would approach the issue of the Brevard County landfill and the City's recycling program. Mr. Redmond stated that he was seeking what was specific to Cape Canaveral. • Mr. Petsos stated that a decision was clear for the Council to move forward with two companies of the four presented. Mr. Boucher clarified that if City Council chose two companies, then the firms would address the Council based on the stated Evaluation criteria. All questions would be answered in writing. • Mr. Redmond recommended adequate time for the firms to prepare. Mayor Randels suggested that they the firms submit their replies within two weeks on July 21-q. Mr. Redmond recommended that the City Council prepare for several hours of discussion. Mr. Petsos suggested a Meeting from 5 to 7 P.M. on Tuesday, July 21st. Mr. Boucher suggested that the Council begin the Regular Meeting immediately following the Workshop to discuss the Final Ranking of the Proposals for Request for Proposal No. 01-2009. • A Workshop Meeting was schedule for Tuesday, July 21st at 5 P.M. to Rank the Final Proposals for the Garbage and Recycle Collection Services. • Mr. Redmond stated that the firms could draw lots for who would present first. He brought out that the whole process from Presentation to Questions and Answers should take no longer than 1.5 hours concluding by 6:30 P.M. • Ms. Roberts reminded of the advantage that one firm would have in presenting first. Mr. Boucher said that the City Council could agree to a process. • Mr. Redmond recommended that Waste Management, Inc. and Waste Pro, Inc. make oral presentations to the City Council. A motion was made by Mr. Petsos and seconded by Mayor Pro Tem Hoog for Waste Management, Inc. and Waste Pro, Inc. to Make Oral Presentations to the City Council at a Workshop Meeting on Tuesday, July 21st at 5:00 P.M. The vote on the motion carried 5-0 with voting as follows: Mayor Pro Tem Hoog, For, Mr. Petsos, For, Mayor Randels, For, Ms. Roberts, For and Ms. Walsh, For. Mr. Boucher clarified that prospector bidders were prohibited from contacting the Review Committee which is the City Council and all questions or concerns must go through the City Manager. ADJOUff"15NT. ` Therebeing no further business, the Meeting adjourned at 6:14 P.M. Susantil ' Int nm C , - L IS, _ C ERK 11 LJ 7017 S. Atlantic Avenue New Smyrna Beach, Florida 32169 Phone 386-427-9339 Fax 386-427-4549 Cell 386-527-8667 E-mail BILLIR@AOL.COM RCG,�.Consulting July 2, 2009 Mr. Bennett Boucher City Manager 105 Polk Avenue Cape Canaveral, Florida 32920 Subject: Analysis and recommendations for RFP # 01-2009 Solid Waste Collection Contract Dear Mr. Boucher: Pursuant to our contract with the City to provide professional consulting services during the solid waste collection RFP procedure, our firm has reviewed the eight (8) submissions of the RFP # 01-2009 for residential and commercial solid waste collection services as per the summary below: Of the eight (8) firms submitting, four (4) submitted full qualified proposal packages, four (4) submitted a letter of no response. Additionally three (3) contractors who attended the pre -proposal conference did not submit either a proposal package or a letter of no bid. We have fully analyzed all components of each submission and offer the following: Advanced Disposal: Choice Waste Services: Disposal: Emerald Waste Services: Submitted a letter of No Response. Submitted a letter of No Response. Submitted a letter of No Response. Submitted a letter of No Response. Reference checks are rated as follows in the questioning: Type of service rendered, types of complaints, level of complaints high, medium, low. Resolution of complaints: very satisfactory, satisfactory and unsatisfied. Rating of the overall service: Very satisfied, satisfied and unsatisfied. Republic Services: • Complied with all of the specifications of the RFP requirements. • This firm submitted the highest pricing for residential and commercial collection for all pricing quotes except for Alternate #1. • This firm's operational plan, list of equipment, manpower, and recycling marketing plan is not outlined in detail. The transition plan and recycling marketing plan are not specific. They do not name the equipment by make and model and only state the make and model to be late model as per the RFP specifications. • This firm's submitted equipment list appears to be a total list of equipment used within the Central Florida operations and is not specific as to the equipment to be used to provide the Waste Consulting to City and County Management July 2, 2009 Page 2 services to the City of Cape Canaveral. Spare/backup equipment ratio of 1 spare to 7 front line vehicles is adequate. The equipment is not listed specifically for servicing the commercial front load accounts. • Although the firm states they will purchase and provide the required types of vehicles, the equipment list outlining the number of collection vehicles and support vehicles by type is not stated. • The proposer needs to verify the equipment list by type and quantity for each. They did list the number of drivers and helpers they would anticipate to provide the services to the City. • The recycling marketing plan is not specific. • The plan for handling customer service complaints as stated has numerous customer service representatives (CSR) which logs complaint calls into a log type system and requires call in's from customers who can choose to leave a message. There is no mention of an internet access to a web base tracking system for entering complaints or requests which would be accessible by residents and commercial businesses. • Republic submitted a Facility Emergency Response Plan which is generic but with events detailed as to their part within certain actions. • The key personnel within management and operations are highly qualified within the waste collection field with numerous years of service. • The transition plan is detailed and specific as to dates by category. • Financials are current and detailed. • Green Solution statements are minimal at best and there are no direct statements relating to or directed to the City of Cape Canaveral. • References checked with other municipalities. • References: The quality and level of service provided is satisfactory for the City of Oviedo, Joe Grusaukas, Polk County Public Works, Hillsborough Solid Waste Department, Palm Ask Beach County Solid Waste Authority. Waste Management Inc. of Florida: • Complied with all of the specifications of the RFP requirements. • This firm submitted the next to lowest pricing for residential collection for all options. • This firm's operational plan, list of equipment, manpower, transitional plan and recycling marketing plan is outlined in detail with some statements regarding the inspection of commercial containers being inspected every collection day. I question this statement. • This firm's list of equipment states 2 automated side loaders which at the start of this contract will be four (4) years old for residential garbage collection, two (2) recycling trucks, one will be five (5) years old and the other two (2) years old, one (1) clam shell truck eight (8) years old, one (1) commercial front end load truck four (4) years old and one (1) roll off truck four (4) years old. One (1) each type of truck for use as a backup although there is no reference to the make, model or age of the backup vehicles. The amount of equipment offered within the submittal will be adequate. The staffing as listed by this company is somewhat confusing since they state the residential waste will be collected by the use of an automated side loader which has a one man crew, the driver only. The company states they will have three (3) residential rear load drivers plus a spare driver and will only have two (2) automated side loader collection vehicles. Green Solutions stated within the submission are generic with the national company's brochure and are not specific with any direct statements relating or directed to the City of Cape Canaveral. Letters of recommendations; only one (1) from a municipality, one (1) from a local resident and five ( 5) from organizations which Mr. Geletko lists in his resume which he is either a present or past member of such organization. 11 July 2, 2009 Page 3 • References: One municipal official was very displeased with the response by Waste co Management in dealing with issues in a timely manor. Stated he had to call the corporate office in Houston to get results. • Other listed references were satisfied or very satisfied with the level of service and response to complaints. Brevard County Solid Waste Department, Mr. Scott, Palm Bay, Lee Feldman, Melbourne, Jennifer Wilster, Indian Harbor Beach, Cocoa Beach, Ilene Clark. Waste Pro of Florida, Inc.: • Complied with all of the specifications of the RFP requirements. • This firm submitted the lowest pricing for residential and commercial services for all options. • This firm's operational plan, list of equipment, manpower, transitional plan and recycling marketing plan is very detailed. The Customer service and community service plan is in depth as well as their planned green movement environmental program for the firm, its equipment, employees and municipal contracts. • This firm offers an adequate amount of equipment, which will be state of the art and brand new collection vehicles and containers to service both the residential and commercial units. The equipment listed is two (2) 2009 rear load trucks with cart flippers, two (2) 2009 Recycling Trucks, one (1) 2009 Claw truck, one (1) 2009 Commercial front load truck, one (1) 2009 roll off truck, one (1) 2009 Commercial container service truck and one (1) 2009 Supervisor pickup truck. These vehicles will meet the 2008 Federal emission standards, and many other accessories which will comply with Green Solutions. Spare equipment will be one for each type of service and no older than five (5) years old. Therefore, Waste Pro will have sufficient spare backup equipment. Waste Pro also states all new commercial containers to be put in place within the City. • The proposal plan for servicing the beachside containers and bus stop locations is detailed as to the type of truck, manpower, frequency and inspections. • The customer service plan for this firm is hands on locally, with a bonus program for all employees from dispatchers to drivers and supervisors. • This company has a detailed recycling education plan along with contributing up to $2,000.00 per year within the City to promote recycling. • This company has complied with the requirements of the RFP specifications with a full understanding of HB7135. They are the only company that has complied within their submittal of this requirement. • Green Solutions, such as offering 18 gallon recycle bins for the same cost as 14 gallon bins to enhance residential recycling if the City decides to continue using these types of bins, as well as giving the residents a choice of either carts or bins for recycling. The proposal also speaks to the use of hybrid trucks for certain services, installed on board oil purification systems on the entire fleet. The submission booklet has an entire section devoted to Green solutions. • Waste Pro is offering electronic recycling to the residents, to partner with Recycle Bank, distribute reusable grocery shopping bags to all residents whether it is single family or multi- family and would include rules and regulations of the City along with recycling information. • Waste Pro is in the process of discussions with a firm to recycle yard waste. This will work to comply with HB 7135 which is 75% recycling of yard waste. • The submission speaks in detail regarding their Disaster Recovery Plan, their internal equipment and manpower available as well as a standing agreement with a substantial disaster recovery company who will be in addition to the primary company. • This is the only company who has complied with the RFP specification of having a live online web base tracking system which will be available through the internet for residents and commercial customers. • This submittal is one of the most complete and comprehensive submittals we have reviewed recently. July 2, 2009 Page 4 • References: All references including startup contracts have checked out in excellent rating and as very satisfactory. The last two (2) transitions from previous contractors to Waste Pro were reported by the Municipalities (City of Daytona Beach Shores and the City of Winter Park) as seamless. All other references reported as very satisfactory: City of Daytona Beach, David Hand, New Smyrna Beach, Khalid Resheidat, Sanford, Brooke Bennett, Seminole County, Johnny Edwards, Winter Springs, Kip Lockcuff. Veolia Environmental Services of Florida, Inc.: • Complied with all of the specifications of the RFP requirements. • This firm submitted the highest pricing for residential collection for all pricing quotes under Alternate #1 and no pricing for the other pricing options. • This company would require a change in service days. This firm's operational plan and recycling marketing plan is not outlined in detail. The transition plan and recycling marketing plan are not specific. They do name the equipment by make and model and list by name and job description those employees presently in various roles and capacity in the organization within the Central Florida operation. • Spare/backup equipment ratio is not listed. • There is no listing for the number of drivers and helpers they would anticipate to provide the services to the City. • The recycling marketing plan is not specific • The plan for handling customer service complaints as stated has numerous customer service representatives (CSR) which log call in complaints into a log type system and requires call in's from customers who can choose to leave a message. There is no mention for an internet access to a web base tracking system for entering complaints or requests. • Veolia submitted a Backup Transport System which has a brief statement regarding Disaster Response which is basic and generic without detail. • The key personnel within management and operations are highly qualified within the waste collection field with numerous years of service. • There is no mention regarding the transition plan. • Financials are current and detailed. • Green Solution statements are minimal at best and there are no direct statements relating to or directed to the City of Cape Canaveral. • References were checked with other municipalities of which five (5) are listed. • References: The quality and level of service provided is satisfactory. Orange County Solid Waste Department, Lake County did not receive a call back at this time, Lee County, Lindsey Sampson, Port Orange, Warren Pike, Palm Beach County, John Archambo. The pricing seems to have a substantial variance among the proposer's with regards to the residential and commercial pricing. In post proposal interviews with the two proposer's who bid very high on all components. We wanted to have a clear and certain understanding why such a large disparity in the pricing. Both Republic and Veolia stated their EBINTDA requirements for a new start up company was high without a base in place to absorb the cost of capital. This requirement makes it difficult to bring the pricing more in line to a competitive range. Waste Management and Waste Pro both have existing operations within the area; therefore, their pricing is a competitive and market rate range. Based on our review and analysis of the submittals, the following will outline for the City Manager, Mayor and City Council a synopsis of the material and pricing submitted. In all four (4) RFP scenarios Waste Pro submitted the overall lowest and most responsive proposal. July 2, 2009 Page S Waste Management's submission is ranked as next highest pricing proposal and the response was less detailed in many aspects of the RFP requirements. Waste Pro's total cost submitted ranges from 16.79% to 19.52% lower than the next lowest submission which is Waste Management. Waste Pro's submitted annual dollar amount is lower than Waste Management which ranges from $179,100.04 to $208,869.64. Under Alternate #3, Waste Pro is $180,801.16 annually lower than Waste Management and $58,784.28 or 6.7% lower than the City's current cost. Under Alternate #3, Waste Management's pricing, which is their lowest pricing alternative, is $122,016.88 or 14% higher than the City's current cost. Based on all of the factors reviewed within the submissions by the four proposer's overall responses, quality of service offered, and lowest total contract price, our recommendation is to seek approval from the Mayor and City Council to negotiate a final contract with Waste Pro of Florida, Inc. If there are any questions please do not hesitate to call. Sincerely, William S. Redman, Jr. CO Senior Vice President cc: Jean S. Redman, President N