City Of Kent

Citywide Refuse ServiceCity of Kent

Health Department

Safety Department

Service Department

Previous Council Consideration• OCT. 25, 2006 Health & Safety Committee - Discussed impact of residential

trash relative to neighborhood quality of life

• FEB. 28, 2007 Health & Safety Committee - Discussed Solid Waste Management; specifically use of trash cans and identifying quadrants for pickup or establish single hauler for all residential pickup

• FEB. 6, 2008 Health & Safety Committee – Staff instructed to investigate and report to Council method to implement Citywide Refuse Collection

• August 6, 2008 Health & Safety Committee – Staff instructed to proceed with Citywide Refuse Service including drafting necessary ordinance to determine if program would be cost effective to Kent residents

• October 17, 2008 Kent City Council passed ordinance 2008-178 providing the authority necessary to bid Citywide Refuse Service to determine cost

Bid Process

• On November 26 and December 3, 2008 the City advertised for bids in the Record-Courier.

• Additionally 13 refuse haulers licensed to do business in the City were contacted directly.

• Nine Bid Packages were picked up by Refuse Companies

• Bids were received and opened from three bidders on December 17, 2008

Base Bid Results

• Three bidders submitted bids. • R&R Sanitation determined to be the low bidder.

City Fee• City Fee Scalable based on service selected

Minimum Generator Service $0.05 per bag sold30 Gallon Generator Service $0.20 per month60 Gallon Generator Service $0.30 per month90 Gallon Generator Service $0.40 per monthUnlimited Service $0.50 per monthNo Service $0.00 per month(Based on Bid Quantities the City Fee will generate $1,827.50 / mo.)

• Cost of Residential Trash Collection Program StartupAs a new program it is understood that there are costs associated with startup.

In order to obtain the best possible price for trash collection for Kent residents the City will make payment to the Contractor during the first three months of the program to offset the cost of startup. The Bid Documents include a monthly service fee for “Cost of Residential Trash Collection Program Setup”. The amount Bid by each Bidder will be considered when selecting the lowest and best Bidder.

CURRENT SERVICES PROVIDED & COSTS CHARGED

J&J Refuse Current Price for Unlimited Service (Question Bulk Item Pick UP)

Reported service provider charging $1.85 for Minimum Generator

Service (or per bag service)

Numbers in Italics are Bid Price for cost comparison purpose

Cost AnalysisResidential Trash Collection Cost

$-

$5.00

$10.00

$15.00

$20.00

$25.00

$30.00

$35.00

0 1 2 3 4 5 6

Service Type

Co

st p

er M

on

th RRC

WMC

JJC

R&R

RRC = R&R Sanitation Current PriceWMC = Waste Management Current Price

JJC = J&J Refuse Current PriceR&R = R&R Sanitation Bid Price

Citywide Savings as Bid

Data Accuracy

Subscriber Cost

A $3.00 per Subscriber fee will be paid by the City to the Contractor based on estimated number of Subscribers totals $18,300 paid by City over first three

months of program to off set cost of program set up

The Service Fee will generate $1,827.50 per month based on bid estimates. Increasing the base bid of $64,177.50 to $65,945.00.

Adding the City Fee to the Base Bid amount the Subscriber Cost is calculated.

ITEM DESCRIPTION UNIT BID PRICE CITY FEE TOTAL COST

1 Minimum Generator Service Bag $ 2.35 $ 0.05 $ 2.40

2 30 Gallon Generator Service Mo. $ 9.00 $ 0.20 $ 9.20

3 60 Gallon Generator Service Mo. $ 10.00 $ 0.30 $ 10.30

4 90 Gallon Generator Service Mo. $ 13.00 $ 0.40 $ 13.40

5 Unlimited Service Mo. $ 20.00 $ 0.50 $ 20.50

City Facilities Trash Collection

Service Includes

• All items defined as garbage or rubbish are standard trash items collected as a part of residential trash collection.

• The Subscriber shall pay for the additional services provided under Bulk Items List. Unlimited service includes a “reasonable” volume of Bulk Items.

• Does Not Include Recyclable Service (PCSWD)• Does Not Include Yard Waste (City of Kent)

Additional Service

• Bulk ItemsLoose material (per container, subject to 50 lb. limit)

Automobile parts (per container, subject to 50 lb. limit)

Tires on rims (automobile, limit to 4 per collection)

Tires, rimless (automobile, limit to 4 per collection)

Bulk approved construction material (per container, subject to 50 lb. limit)

Air conditioner (window)* Chair (upholstered) Sofa

Swing set (disassembled) Chair (wood) Table

Stationary tubs Shower/tub unit Toilet and tank Bath tub

Dishwasher Freezer* Refrigerator* Stove/oven

Washer Dryer Television Mattress & Springs

Sink Incinerator Hot water tank

*Freon removal cost shall be included in the cost of Special Services for these items.

Items not specifically listed shall be priced based on item on list of similar size and weight.

Carry out Service (Challenged) Carry Out Service (Regular)

Cost for Additional Services

Defined Quadrants

Define Residential Quadrants For Trash Collection

Largest Size 40% of Population and Smallest Size 20% of Population

Service Schedule

• Each Quadrant of City Picked Up Once per Week

• Residential Pickup Monday – Thursday

• City Facilities Pickup Fridays

• Provides Trash Collection 5-days a week in the City for Health Commissioner & Code Enforcement Special Collection

Residential Units Subscribers

• Residential UnitShall include owner occupied and/or rented single family

dwellings, duplex, triplex, boarding houses or other similar buildings with one or more billed units grouped under a common roof. Non-Residential Units are all units not as defined above. Non-Residential Units will not be required to subscribe to the City trash collection Contractor’s service.

• SubscriberA Residential Unit property owner in Kent and the City of

Kent in so much as collection of trash from City Facilities are required to Subscribe to the City’s Trash Collection Contractor for collection of residential trash.

SUBSCRIBER PARTICIPATION

• MandatoryAll Residential Unit property owners in the City of Kent, shall subscribe only

with the City’s Contractor for trash collection. No other trash hauler will be licensed or permitted to collect residential trash from within City of Kent.

• ExceptionsAll commercial, agricultural including active farms, industrial, governmental

(other than the City of Kent), large residential complexes and institutional establishments in the City of Kent may subscribe to any trash, garbage or rubbish collection service that is licensed by the City of Kent Board of Health.

An acceptable reason by a property owner certified in writing to the Service Director shall allow for no service (ie business/home on same lot)

• Inclusion TransitionalAll residents of the City shall Subscribe to the City’s designated Trash

Contractor for collection service within 120-days after the date of Contract between the City and the Contractor.

Contractor Responsible to Manage

• Take calls directly from Subscribers• Set Up Service for New Residential Unit Subscriber• Invoice Subscriber• Termination of Service for Subscriber• Call Backs• Complaints• Publish Informational Materials• Responsible for Bad Debt• Report to City operational activities

• Exclusive Contract

Contractor Reports

Rejection Tag, for material not accepted WeeklyContainers Tagged for non-serviceable WeeklyAll call back collections WeeklyComplaints Received WeeklyVolume of trash removed WeeklyTrash collection refused WeeklyCustomer Data Base MonthlyOther Reports As Requested by City

Contract Cost Adjustments

It is believed that in order to obtain the best possible price for trash collection for Kent residents the City must allow the Contractor to recoup costs which are beyond his/her control and as such will allow for fee increases. The method used by each Bidder to adjust fees will be considered when selecting the lowest and best Bidder.

Issues which will be considered for approval by the City to substantiate a fee increase:

– Fuel Surcharge– Tipping Fee– Disposal Fee– Labor Cost Increase