Title
Resolution to Approve Amendment No 2 to the Recycling Plant Tours and School Recycling Education Contracts, with the Ecology Center ($8,022.25 and $106,859.00)
Memorandum
Attached for your review and consideration is a resolution to approve a one-year contract extension with an optional one-year renewal of the following education-related contracts with the Ecology Center:
• Recycling Plant Tours at the Materials Recovery Facility Education Center - Currently operating as Saturday Recycling Craft and Chat events ($8,022.25) and
• School Recycling Education Contract with the Ecology Center ($106,859.00).
On July 15, 2013 City Council approved Resolution R-13-228, approving a five-year contract with the Ecology Center for Recycling Plant Tours at the Materials Recovery Facility (MRF) Education Center to address educational needs and waste reduction throughout the City. Due to unsafe conditions and subsequent suspension of tours at the MRF, in 2017 the City modified and renamed the scope of services for the MRF tours to Saturday Craft and Chats focused on recycling and waste reduction education at public events. On July 16, 2018, City Council approved Resolution R-18-285 extending this contract for an additional two years until June 30, 2020.
On July 6, 2015 City Council approved Resolution R-15-232, approving a three-year contract with the Ecology Center for School Recycling Education to provide education on recycling, composting, zero waste, stormwater and waste reduction for Ann Arbor and Dexter (2nd Grade stormwater only) schools. On July 16, 2018 City Council approved Resolution R-18-284 extending this contract for an additional two years until June 30, 2020.
These Best Source contract renewals of the Saturday Craft and Chat and the School Recycling Education reflect City staff’s consideration that the Ecology Center is a local entity uniquely equipped to perform the desired education objectives. City staff additionally consider that since the State of Michigan and Ann Arbor have instituted health guidance encouraging social distancing due to the impact of COVID-19, the Ecology Center has modified their education approaches from live presentations to pre-recorded, online presentations in keeping with state and local health guidance. If in-person activities resume following the end of Michigan’s Stay at Home, Stay Safe Executive Order and related local guidance, the City will consider reinstating regular educational programming at that time.
The City of Ann Arbor is pursuing renewal of the contracts for a one-year period ending on June 30, 2021 with an optional additional one-year period ending June 30, 2022. The extensions will be under the same terms and conditions as exist in the current contracts.
The Ecology Center satisfactorily performed the existing contracts and provided professional services that were required and is the best qualified vendor under the Best Source qualifications and is competent to continue through these short extensions in which the terms are fair and reasonable and deemed practical and reasonable for the City to enter.
Budget Impact: The funding for this contract has been included in the FY21 approved Solid Waste Fund (95%) and the Water System Fund (5%), both within the Public Services Area and will be available in the FY22 budgets if approved by Council.
The year-over-year percentage contract increases are 6.3% for the School Recycling Education and 3% for the Recycling Plant Tours at the Materials Recovery Facility (MRF) Education Center.
Staff
Prepared by: Christina Gomes, Solid Waste and Recycling Program Coordinator
Reviewed by: Molly Maciejewski, Public Works Unit Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The Ecology Center satisfactorily performed the tasks in the existing Recycling Plant Tours at the Materials Recovery Facility Education Center and School Recycling Education contracts and is the best qualified entity to continue to perform these services through the desired contract extensions;
Whereas, The Ecology Center will provide education services for an additional period of one (1) year, with the City reserving an option to extend the agreements for one additional (1) year period;
Whereas, City Council wishes to grant the City Administrator authority to extend the agreements for an additional (1) one-year period;
Whereas, Funds are available in the FY21 approved Solid Waste Fund (95%) and the Water System Fund (5%), both within the Public Services Area and will be available in the FY22 budgets if approved by Council.
Whereas, the Ecology Center has adapted and modified their services from live presentations to pre-recorded, online presentations in keeping with state and local health guidance due to the COVID-19 pandemic;
Whereas, Ecology Center is the current contractor for providing environmental education and is able to perform this work on the required schedule and under the current COVID-19 conditions; and
Whereas, Ecology Center complies with the City’s Non-Discrimination and Living Wage Ordinances.
RESOLVED, That City Council approves one-year contract extensions for Saturday Craft and Chat formerly called the Recycling Plant Tours at the Materials Recovery Facility Education Center ($8,022.25) and School Recycling Education Contract ($106,859.00), with the Ecology Center.
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said contract extensions after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution, and other similar administrative approvals to allow the work of the project to proceed without delay.
As Amended and Approved by Ann Arbor City Council on October 5, 2020