Item 9D - MemoItem 9D
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M E M O R A N D U M
(August 1, 2023)
To: Shana K. Yelverton, City Manager
From: Lauren LaNeave, Deputy Director of Public Works
Subject: Item 9D: Approve contract with Community Waste Disposal,
LP., for the provision of commercial and residential solid
waste and recycling services.
Action
Requested: City Council consideration of Item 9D: Approve contract with
Community Waste Disposal, LP., for the provision of commercial
and residential solid waste and recycling services.
Background
Information: On March 27, 2023, the City’s current solid waste provider, Republic
Services, notified staff that they would not be seeking a contract
renewal under the existing contract terms and conditions—
specifically eliminating their practice of manual garbage collection
services. At the April 4, 2023, City Council meeting staff was
directed to seek direct negotiation with Republic and Community
Waste Disposal (CWD). Staff received proposals from both
companies and during the June 19, 2023, Executive Session,
Council authorized staff (7-0) to negotiate the terms of a contract
with CWD for trash and recycling services.
As the existing contract with Republic Services is set to expire
September 30, 2023, the proposed contract with CWD would go into
effect on October 1, 2023 with a term of five years, expiring in
September 2028. This contract has an option to renew for an
additional five year term under the same terms and conditions.
Below is an overview of the proposed contract terms:
Residential service
• Maintains existing service levels of:
o Twice per week manual trash collection,
o Once weekly recycling collection with automated side-
loader carts,
o Twice per week bulk collection, up to two cubic yards,
o 12 cubic yards of unbundled brush collection.
• Adds the following additional services:
o Curbside household hazardous waste and electronics
recycling,
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o Unlimited bundled brush collection,
o Free monthly drop-offs at CWD’s transfer station (up
to 6 cubic yards per month),
o Two additional leaf recycling collection days,
o Annual cart cleaning service,
o Discounted roll-off rate.
Commercial Service
• Maintains current service levels for commercial garbage
customers,
• Transitions front-load commercial recycling to cardboard
only, with the option of single stream recycling via 95-gallon
cart.
Other Contract Terms
• Includes a litter crew to pick-up and dispose of litter
throughout the City on a monthly basis, up to 200 hours,
• Rate increases – Annual increases to the contract are based
on the Annual Cost Adjustment Model in Exhibit B of the
contract. This matrix is based on CPI less energy, fuel index,
and the gate rate at the Arlington Landfill. This adjustment
requires City Council approval if exceeding 3%. If exceeding
8%, it will trigger the extraordinary increase clause of the
contract.
• Performance Bond – Increases performance bond
requirement from $250,000 to $750,000.
• Increased reporting requirements
• Continues performance measures for Council review at
renewal, but adds performance penalties for:
o Multiple missed collections,
o Noise ordinance violations,
o Failure to clean hydraulic spills,
o Failure to clean material spills,
o Failure to complete routes (with certain provisions).
Rate Changes
This contract proposes for no increase or a slight decrease to most
commercial rates. The increase to the residential rate is reflected in
the table below:
Current Rate
(Republic)
New Rate
(CWD)
Variance % Change
Residential Rates
$18.86 $19.18 $0.50 2.68%
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Financial
Considerations: An increase in rates will increase the franchise fees received by the
City. The City collects ten percent (10%) of the total monthly dollar
amount collected for residential and commercial / industrial billing.
Strategic Link: This contract links to the City’s Focus Area of Partnerships and
Volunteerism, and B2 Collaborate with select partners to implement
service solutions.
Citizen Input/
Board Review: N/A
Legal Review: The proposed contract was reviewed and revised by the City
Attorney.
Alternatives: 1. Approve proposed agreement as presented
2. Approve proposed agreement with modifications.
3. Deny proposed agreement, and direct staff to continue
negotiations with Community Waste Disposal (CWD) with
acceptable terms to bring forward at a later date.
4. Deny proposed agreement.
Supporting
Documents: 1. Proposed Contract with Exhibits
Staff
Recommendation: Staff recommends approval of Item 9D: Approve contract with
Community Waste Disposal, LP., for the provision of commercial
and residential solid waste and recycling services.
Staff Contact: Lauren LaNeave, Deputy Director of Public Works - Administration