Title
Resolution to Approve a Services Agreement with Aptim Environmental and Infrastructure, Inc. (Aptim) for Solid Waste Resource Management Plan (2019-2023) ($250,000.00)
Memorandum
Attached for your consideration is a resolution to approve a contract with Aptim Environmental and Infrastructure, Inc. (Aptim), for professional services to develop a comprehensive Solid Waste Resource Management Plan (2019-2023) for the City. This plan will layout a strategic approach for the City on how best to provide solid waste, recycling and compost/organics management programs that meet the needs and desires of the community in a fiscally responsible and sustainable manner. The City’s Solid Waste Resource Management Plan will be more than a solid waste plan update - it will serve as a business plan to guide solid waste operations for the next five years and beyond.
There are several factors underlying the need to undertake this effort, which was anticipated and budgeted in the FY18 Solid Waste budget. First, the planning horizon for the last plan, the Solid Waste Resource Plan Update, went through 2017, which has now passed. Also, the Washtenaw County Solid Waste Management Plan includes a goal of operating collaboratively within the County and regionally outside of the County for a comprehensive sustainable materials management strategy; and with the condition of the equipment and changes to the recycling processing at the City’s Material Recovery Facility (MRF) since mid-2016, there is an opportunity for potentially utilizing the MRF or developing another site to support such a collaborative effort. In addition, there is a desire in the community for expanded programs within the solid waste program area, such as expanded food waste/organics collection; however, with current annual operating expenses exceeding annual operating revenues, program expansions are not prudent without a holistic strategy for the entire set of solid waste programs and services that can be sustained financially.
The City issued Request for Proposal (RFP) No. 18-04 to solicit proposals from consultants to provide strategic planning services for the development of the City Solid Waste Resource Management Plan (2019-2023). The City received proposals from four firms. A staff review committee reviewed all four teams’ proposals, and interviewed each of the four proposers.
Following review of the proposals and the interviews, the recommendation of the committee is to award the contract to Aptim as their proposal meets the needs and requirements identified in the RFP, as well as their related experience and the quality of their work plan was found to be superior to the other firms.
Budget/Fiscal Impact
Funding for these services is available in the approved FY18 Solid Waste Operating Budget.
Sustainability Framework
The work under this contract is essential to supporting the Engaged Community, Sustainable Systems and Responsible Resource Use goals of the City’s Sustainability Framework.
Staff
Prepared by: Christina Gomes, Solid Waste & Recycling Program Coordinator
Reviewed by: Craig Hupy, Public Services Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The guiding principles for Ann Arbor’s solid waste program focus on providing services that are cost-efficient and customer-friendly;
Whereas, The planning horizon for the City’s last Solid Waste Resource Plan Update ended in 2017;
Whereas, The recent amendment to the Washtenaw County Solid Waste Management Plan, which was supported by the Environmental Commission and approved by the City Council (R-18-001) includes a goal of operating collaboratively within the County and regionally outside of the County for a comprehensive sustainable materials management strategy;
Whereas, Funding was included in the FY18 Solid Waste Operating Budget for the development of an updated City solid waste plan;
Whereas, Staff issued RFP (Request for Proposal) No. 18-04 to procure outside resources needed to develop the Solid Waste Resource Management Plan (2019-2023), including funding and program recommendations, coordinated through the Environmental Commission and engaging the wider community;
Whereas, Aptim Environmental and Infrastructure, Inc. (Aptim) was selected to manage the City’s Solid Waste Resource Management Plan (2019-2023) as requested in the City’s Request for Proposal (RFP) No. 18-04;
Whereas, Aptim Environmental and Infrastructure, Inc. (Aptim) complies with the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Funding for this work is available in the approved the FY18 Solid Waste Fund Operating Budget;
RESOLVED, That City Council approves a contract with Aptim Environmental and Infrastructure, Inc. (Aptim) for the Solid Waste Resource Management Plan (2019-2023) in the amount of $ 250,000.00;
RESOLVED, That the funding for the contract amount be made available without regard to fiscal year;
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; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.