Title
Resolution to Increase Recycle Ann Arbor, Solid Waste Student Move-Out Services Spending Authority ($15,000.00/year)
Memorandum
On June 16, 2014, City Council approved Council Resolution R-14-190 approving a three-year contract with Recycle Ann Arbor to provide complete solid waste services during student fall and spring moves at the corner of Tappan Street and Oakland Avenue. The services to be provided under this contract include staffing of the site, providing roll-off container service, and providing reuse options. The annual estimated cost for these services, and the amount approved by City Council by Resolution R-14-190, was $35,000.00/year for the three-year term based on the anticipated service levels being provided.
During last fall's move, the City identified a need, which was requested from the community, to provide services for an additional seven days during the Fall Event, for a total of twenty-one days. The Spring Event will remain as originally scoped at twelve days. The contract allows the City to adjust the number of days if needed.
Additionally, there was an increase of illegal dumping of Freon appliances and televisions which exceeded the original expectations of the contract. It is anticipated that these volumes may remain at this elevated level.
No amendment to the contract is required because the change in number of days is already provided for in the contract, and because there is no change in the unit prices on which payments to Recycle Ann Arbor are based.
Budget/Fiscal Impact
As a result of these expanded service provisions, the proposed spending authority will need to increase by $15,000.00 annually. This will be funded from the approved Solid Waste Operations and Maintenance budget and the proposed Solid Waste Operating Budget for FY16 and FY17 if approved during subsequent budget processes.
This resolution includes a recommended contingency of $10,000.00/year for change orders to cover potential variable disposal amounts, to be approved by the City Administrator.
Sustainability Framework
The work completed under this contract furthers the Safe Community, Economic Vitality and Responsible Resource Use goals of the City's Sustainability Framework.
Staff
Prepared by: Christina Gomes, Systems Planning Unit
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City began offering supplemental collection drop-off during student move-out periods in 2007;
Whereas, The single, staffed collection location that has been in place at the corner of Tappan Street and Oakland Avenue since 2007 has worked effectively for both the City and for residents;
Whereas, On June 16, 2014 City Council approved Council Resolution R-14-190 approving a three-year contract with Recycle Ann Arbor to provide complete solid waste services during student fall and spring moves, including staffing the site, providing roll-off container service, and providing reuse options, for a three-year period from July 1, 2014 through June 30, 2017 at an estimated cost of $35,000.00/year;
Whereas, Seven additional days are desired for the Fall Event; and
Whereas, Additional volumes of Freon appliances and televisions for disposal above that originally estimated in the contract have been received and are anticipated for the remaining term of the contract;
RESOLVED, That City Council approves additional funds of $15,000.00/year for the contract with Recycle Ann Arbor for Solid Waste Student Move-Out Services for each of the three years of the contract;
RESOLVED, That a contingency in the amount of $10,000.00/year to be established for change orders to the contract; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution, including the authority to approve change orders within the approved contingency.