Title
Resolution to Approve a Services Agreement with Recycle Ann Arbor for Spring/Fall Student Move-In/Out (Estimated: $51,587.00 FY18; $53,110.61 FY19; $54,679.93 FY 20; Optional $56,296.33 FY21; $57,961.22 FY22; and Contingency of $10,000.00 per fiscal year)
Memorandum
Attached for your review and consideration is a resolution to approve a services agreement with Recycle Ann Arbor for Spring/Fall Student Move-In/Out services in handling and managing bulky waste and reuse items. This agreement is for a three-year term, with an option to extend the agreement for one additional two-year period.
The City identified a need that was requested from the community to provide waste management services in the student area during the traditional student move-in/out period. For the past 10 years, the City has provided solid waste services during student fall and spring moves at the corner of Tappan Street and Oakland Avenue. From 2007 until the spring of 2014, these services were provided by City staff. Since the fall of 2014, these services have been provided by Recycle Ann Arbor through a three-year contract that expires on June 30, 2017.
The City issued Request for Proposals (RFP) 17-04 in March, 2017 to select a contractor to perform Spring/Fall Student Move In/Out Dumpster(s) for these essential City services. The City only received one proposal response from the RFP, which was from Recycle Ann Arbor.
The services to be provided under this contract include staffing of the site, providing roll-off container service, and providing the collection of reusable items, such as clothing, non-perishable food, toiletries, furniture, working electronic appliances, through non-profit organizations. Additionally, pricing is included for the handling of illegally dumped Freon appliances and televisions, which has occurred in the past at the site after operating hours.
The Fall Event, is scheduled for a total of twenty-one days. The Spring Event is scheduled for twelve days. The contract allows the City to adjust the number of days if needed, necessitating the proposed contingency funding of $10,000.00 per year.
Recycle Ann Arbor complies with the requirements of the City’s non-discrimination and living wage ordinances.
Budget/Fiscal Impact
Funding for these services is available in the approved FY18 Solid Waste Operation and Maintenance Budget, and will be included in subsequent budget submittals.
Sustainability Framework
The work under this contract is essential to supporting the Responsible Resource Use goal of the City’s Sustainability Framework.
Staff
Prepared by: Christina Gomes, Solid Waste and Recycling Program Coordinator
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, Recycling processing is a component of the Solid Waste Resource Plan and is a valued service of the community;
Whereas, Solid Waste disposal decisions have a significant impact on sustainability and climate change;
Whereas, The Solid Waste Resource Plan identifies ways for the community to move towards the zero waste goal that was adopted by the City’s Environmental Commission in 2007;
Whereas, The guiding principles for Ann Arbor’s solid waste program focus on providing services that are cost-efficient, customer-friendly, and environmentally responsible;
Whereas, Spring/Fall Move In/Out Dumpster(s) services in the off-campus student residential area are desired by the community to provide waste management services during the traditional student move-in/out period;
Whereas, Recycle Ann Arbor has submitted a proposal in response to the City’s Request for Proposals (RFP) #17-04 for these services to be performed by said firm and the payments to be made by the City therefore, all of which are agreeable to the City;
Whereas, These services will be provided for a period of three (3) years, with the City reserving an option to extend the agreement term for one additional two-year period, with services in each year after FY18 subject to the availability of funding;
Whereas, A $10,000.00 per year contingency amount is recommended if required due to adjustments to the number of days required by the City for the services;
Whereas, City Council wishes to grant the City Administrator authority to extend the agreement for one two-year period;
Whereas, Recycle Ann Arbor complies with the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Funding for Spring/Fall Move In/Out Dumpster(s) services is available in the FY18 approved Operation and Maintenance budget of the Solid Waste Fund;
RESOLVED, That City Council approve a three year Contract with Recycle Ann Arbor for Spring/Fall Move In/Out Dumpster(s) services, subject to the availability of funding each year after FY18;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the agreement for services after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That a contingency amount of $10,000.00 per year is authorized, and the City Administrator is authorized to approve change orders up to the amount of the contingency if required due to adjustments to the number of days required by the City for the services;
RESOLVED, That City Council authorize the City Administrator to approve one two-year extension of the Agreement, subject to the availability of funding; and
RESOLVED, That the City Administrator be authorized to take any other necessary administrative actions to implement this resolution, include renewals.