HomeMy WebLinkAbout10.F.1. Award a Five Year Refuse/Recycling Contract to Allied Waste Services, a division of Republic Services, effective June 1, 2014 1111161, General Business 10. F. 1.
SHAKOPEE
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
DATE: 07/02/2013
SUBJECT: Award of a Five Year Refuse /Recycling Contract to Allied Waste Services, a division
of Republic Services, effective June 1, 2014 (D)
•
Action Sought
The Council is asked to pass a motion directing city officials to execute a five -year service
agreement with Allied Waste Services, a division of Republic Services, to provide organized
refuse, recycling, and yard waste collection for the portions of the City of Shakopee which are
served under the City's organized waste contract.
Background
The City's organized garbage /recycling contract has been served by Dick's Sanitation since 2001.
Last summer, the City Council directed City staff to seek proposals for a new contract, which
would commence June 1, 2014. See the attached memo dated May 21, 2013, for more about
the process, and the six proposals which were received.
At the May 21st City Council meeting, the Council directed that Staff negotiate a contract with
Allied Waste Services as the preferred respondent to the Request for Proposals. The Council also
gave staff direction regarding secondary negotiations, should negotiations with Allied fail.
Since then, the City's consultants, City staff, and Allied have met, and have completed the
attached contract with a recommendation to the City Council to authorize execution. The major
changes from the current Shakopee waste contract are as follows:
• Single - sort Recycling -- Rather than the existing "two -sort" system, the new
contract provides for a separate, wheeled, covered recycling container for each dwelling
unit. All recyclables are "co- mingled" and separated later at a materials recovery facility
(MRF). The recycling cart reduces wind -blown debris, and is easier for the customer to use.
With single -sort, recycling is picked up every other week, which saves wear and tear on the
City streets. The proposed contract has provided for 80% of the net proceeds of the sale of
recyclables to go to the City.
• Every Other Week Refuse Option - -This allows a lower cost alternative for lower volume
users to set out garbage every other week, rather than weekly.
• City Ownership of Carts - -This was a decision made on May 7th by the Council. Instead of
the hauler owning the carts (and needing to price their service to amortize the costs of
the carts over the initial five -year contract), the City will purchase and own the carts. There
will be a line item on the bill (cart rental fee), which would be collected by Allied, and
which would repay the City the estimated $1.4 to $1.6 million needed for the initial
acquisition of approximately 22,000 garbage and refuse carts. The City will amortize this
investment over 10 years, providing for lower per customer payments during the first five
years. At the end of 10 years, the City should have the carts fully paid off. As
the estimated life expectancy of the carts typically runs 15 -20 years, there would be
significant savings for customers after the 10 -year amortization is completed. The contract
provides for the City to purchase and ship the carts to Shakopee. Allied would then deliver
the carts to City residents at its cost. Allied has included in its monthly charges to
customers the cost of administering the program, maintaining the carts, providing an
inventory of extra carts at its location, and delivering replacements as needed. Allied will
also assist the City in ordering new carts as necessary.
• The contract also continues the existing language for delinquent accounts, and Allied will
provide assistance at special events such as Derby Days and Clean -up Day.
• Yard waste services are also part of the contract with Allied and will operate similar to the
current yard waste program.
• Bulky waste items will also be collected under the new Allied contract using a specific price
schedule. which will vary depending on the type of large waste item to be collected.
• Organic waste such as food waste and non - recyclable paper may also be collected, starting
no sooner than 2015. The details of this additional service have not yet been worked out,
but Allied will be developing a proposal within the next year.
• Weekly collection operations from City buildings and City park facilities under the new
Contract will be similar to the current system. Two improvements in the new Contract
include a change to a single - stream recycling system, and the addition of seasonal,
single - stream recyclables collections from designated City parks with parking lots.
Recommendation
Staffs recommendation is to enter into a five -year agreement for refuse, recycling, and yard waste
services with Allied Waste Services, a Republic Services Company.
Budget Impact
The RFP specified that no single criterion would determine the best proposal. However, in the
end, Allied did have the least cost as calculated, with a five -year total cost of $5,529,949. That
was approximately $381,500 less that the next lowest qualified proposer.
The rates for individual customers is shown on Attachment A. This compares pricing for the
existing contract, with prices under the proposed Allied contract. As shown, under the current
contract, there is a differentiation in pricing between what townhouse customers, and
single - family residential customers pay. Prior to the 2001 contract, many townhome associations
were served by individual haulers, and many of those used dumpsters instead of individual carts.
That led to incidents of illegal dumping, and low rates of recycling. In order to get townhome
customers under the then -new City contract, differentiated rates were negotiated. Over the years,
this continued practice has effectively caused single - family customers to subsidize the rates paid
by townhome customers.
Allied proposes to change the pricing structure, so that it is truly a "pay as you throw," volume
based cost - -a 60 gallon garbage service would cost the same for everyone covered under the
contract, regardless of whether the resident lives in a single - family home or townhome.
Likewise, recycling rates are proposed to be the same at $3.24 per month, regardless of volume.
Because of this, single - family customers will see a reduction in what they pay, whereas 60 and 90
gallon townhome customers will see an increase. For example, 60 gallon single - family customer
monthly rates will be reduced by $2.73. The same volume for a townhome customer will
increase by $2.84 per month. Note that both of these figures exclude the 9.75% sales tax which is
imposed by the State of Minnesota on garbage services.
In an effort to offset the increase for townhome customers, Allied has agreed to work with the
City on a recycling education program, which will encourage greater recycling participation by
townhome customers - -in the past, many townhome units have not participated in recycling at the
same levels of other customers. The intended result of this educational program would be an
increase in recycling. That would mean less garbage being thrown, which could result in some
townhome customers being able to "downsize" to a smaller container, thus saving money.
It should also be noted that for the first 90 days of the contract there will be no charge to exchange
garbage and recycling containers for different sizes, as customers adjust their garbage /recycling
disposal habits.
Relationship To Visioning
This meets Goal "D ", "Maintain, improve and create strong partnerships with other public and
private sector entities."
Requested Action
If the Council concurs, it should, by motion, award a refuse /recycling contract to Allied Waste
Services, a division of Republic Services, for a Five Year Period from June 1, 2014 through May
31, 2019.
Attachments: Attachment 5/21/13
Attachment A
Attachment B
AAachrnent 51ai 1 i3
General Business 9a 11 1l
St•1AKi)I'U1'
'1'0: Mayor and City Council
FROM: Mark McNeill, City Administrator
DATE: 05/21/2013
SUBJECT: Garbage /Recycling RFP Preferred Hauler Designation - Res. No. 7306 (A)
Action Sought
Council should give direction to Staff to negotiate a contract with Allied Waste Services as the preferred vendor for
residential refuse /recycling, and yard waste services, and also designate a second and third backup vendor for
negotiating purposes.
Background
The City of Shakopee has been served by Dick's Sanitation for its residential refuse, recycling, and yard waste
collection services since 2001. The contract with Dick's has been renewed twice, and is set to expire May 31, 2014,
Rather than renew the existing contract, which would have included a single sort recycling system, in 2012 the City
Council directed that proposals be sought for a new contract, The City hired Foth Infrastructure and
Environment, LLC (which partnered with Schaefer Consulting), to provide assistance in preparing the RFP. The
RFP was prepared, and was reviewed at three separate meetings of the City's Environmental Advisory Commission
(EAC). This document updated the contract terms, provided for enhanced recycling technologies, and helped to
assure that the City would have the most competitive pricing possible for customers.
On December 4th, a status report including the proposed RFP was provided to the City Council. On February 5th,
the City Council reviewed and approved the RFP for release.
On March 27, 2013, six proposals were received. They were:
Allied Waste Services
Buckingham Companies
Dick's Sanitation
Elite Waste Disposal
Red River Service Corporation
Waste Management
The proposals were given a comprehensive review by a proposal review committee, which was made up of four
City employees, and one representative from Scott County Environmental Health. Assistance with technical
evaluation of the proposals was provided by the Consultants.
The Committee reviewed the RFPs on the following criteria:
o Price schedules (estimated total cost over the five year base contract.)
o Experience and capacity (demonstrated capability, including the company's financial condition.)
o References
o Thoroughness and responsiveness to the RFP (demonstrated understanding of the City's needs, goals,
objectives, and service specifications and quality standards)
o Overall environmental benefits (specific operations proposed, and overall company approach and philosophy
to environmental protection and natural resource conservation).
No single criterion determined the best proposal -it was a combination of all of the above, All proposals were
reviewed and compared with other proposals for the review committee to develop a ranking of the proposers. It is
the City Council's sole authority to decide which proposal is in the best interests of the eligible residents of the City.
As part of the process, on May 7th, the City Council determined that the City should own the approximately 22,000
refuse and recycling carts. By doing this, the City will be able to amortize the cost of the carts over 10 years, and
will own the carts as an asset at the end of that time. This will provide greater flexibility in future garbage /recycling
contract renewals, and, in general, will provide a cost savings to residents over the course of the contract.
Recommendation
The Committee concluded that the City Council should direct staff to negotiate a final contract with Allied Waste
Services as the preferred proposer. If negotiations are not successful with Allied, then City staff should then be
authorized to negotiate with Elite Waste Disposal. Then, if negotiations are also not successful with Elite, staff
should then be authorized to negotiate with the third- ranked proposer, Dick's Sanitation, Inc.
The Committee also recommends that the other three proposers (Buckingham, Red River and Waste Management)
should be released from further consideration, and their proposal bond should be returned.
It is anticipated that a recommended contract will come back to the Council for consideration at the June 18th
meeting. In July, City Staff will have recommendations regarding the City's bidding process for the
garbage /recycling carts.
Budget Impact
While prices were only one component considered of the overall proposal, Allied had the lowest overall cost of the
six proposals.
Information in the proposals, including the overall costs, will be available to the public after the final contract is
negotiated.
Relationship To Visioning
This supports Goal A, "Keep Shakopee a safe and healthy community where residents can pursue active and quality
lifestyles."
Requested Action
If the Council concurs, it should, by motion, adopt the following Resolution No. 7306:
A Resolution Directing Shakopee City Staff to Enter into Negotiations with
Allied Waste Services for a Contract for
Residential Refuse, Recycling, and Yard Waste Services
for a Period of Five Years
Attachments: Garbage RFP Resolution
A Aa chrnen* A.
Current Monthly Rates:
Weekly Collection Residential (1 to 4 plex) Townhome
Refuse Recycling Total Refuse Recycling Total
30 Gallon $8.65 $3.71 $12.37 $6.71 $3.12 $9.83
60 Gallon $10.76 $4.64 $15.40 $6.71 $3.12 $9.83
90 Gallon $12.45 $5.20 $17.65 $7.75 $3.20 $10.95
Note: The rates do not include the 9.75 percent state Solid Waste Management Tax.
Proposed Rates with Allied Waste Services (for June 2014 -May 2015):
Weekly Collection (unless noted) Residential (1 to 4 plex) & Townhomes
Refuse Recycling Total
30 Gallon (every -other week) $5.81 $3.24 $9.05
30 Gallon $7.30 $3.24 $10.54
60 Gallon $9.43 $3.24 $12.67
90 Gallon $11.55 $3.24 $14.79
Note: The rotes do not include the 9.75 percent state Solid Waste Management Tax.
AAcichme.n+
Service Agreement and Contract Specifications
For Comprehensive Residential Solid Waste
and Recycling Services
Between the City of Shakopee, Minnesota
And Republic Services /Allied Waste Services
Base Term of Contract:
June 1, 2014 through May 31, 2019
SFL'\JKOPE E ALLIED WASTE SERVICES
A REPuBLrC SERVJCES COWAN
Prepared with assistance from Foth Infrastructure & Environment, LLC, together with Schaefer Consulting.
City of Shakopee - Service Agreement
Contract Specifications
SERVICE AGREEMENT
CONTRACT SPECIFICATIONS
Comprehensive Residential Solid Waste and
Recycling Services
Contents
Page
Definitions iii
1 GENERAL CONDITIONS 1
1.1 Contractor's Obligations: 1
1.2 Term of Contract 2
1.3 Payment Terms 3
1.4 Contractor's Accident Prevention 3
1.5 Damage to Property 4
1.6 Inspection 4
1.7 Compliance with Laws, Ordinances and Regulations 4
1.8 Taxes, Licenses and Permits 5
1.9 Independent Contractor 5
1.10 Title to Refuse, Recyclables and Yard Waste 5
1.11 Assignment and Subcontracting 5
1.12 Transfer of Interest 6
1.13 Performance Bond 6
1.14 General Indemnification 7
1.15 CERCLA Indemnification: 7
1.16 Insurance 8
1.17 Default and Termination 10
1.18 Force Majeure 10
1.19 Liquidated Damages 11
1.20 Escrow Account 12
1.21 Communication Procedures to Notify Contractor of a Contract Violation 12
1.22 Notices 12
1.23 Severability 13
1.24 Governing Law and Venue 13
1.25 Right to Require Performance 13
1.26 Option to Change Service; Amendments 13
1.27 Anti- Discrimination 14
1.28 Data Practices Act 14
1.29 Record Keeping / Audits 14
1.30 Price Schedule 15
1.31 Delinquent Accounts 15
2 SPECIAL CONDITIONS 16
2.1 Customer Service 16
2.2 Employees and Conduct 17
2.3 Vehicles 18
City - Allied Service Agreement 6- 28.docx
Contents
2.4 Routing and Collection Schedule 19
2.5 Extended Leave / Suspended Collections (aka "Snow Bird" Policy) 21
2.6 Other Residents May "Opt In" to City Contracted Service 21
2.7 Holiday Collection Schedule 21
2.8 Hours and Standards of Collection: 22
2.9 Contractor Records 22
2.10 Public Education 23
2.11 Refuse and Recyclables Carts 23
3 REFUSE COLLECTION, PROCESSING AND DISPOSAL - SPECIFICATIONS 24
4 RECYCLABLE COLLECTION AND PROCESSING-SPECIFICATIONS 26
4.1 Collection 27
4.2 Recyclables Processing 28
4.3 Recyclables Revenue Sharing 29
4.4 Recycling Public Education 31
5 YARD WASTE COLLECTION AND PROCESSING 31
5.1 Collection 32
5.2 Processing 32
5.3 Price and Payment 33
5.4 Yard Waste Public Education 33
6 ORGANIC WASTE COLLECTION PLAN 34
7 BULKY ITEMS AND OTHER SPECIAL COLLECTIONS 34
8 COLLECTION FROM CITY BUILDINGS AND PARK FACILITIES 35
8.1 Recyclables Collection at City Parks 35
8.2 Cardboard Dumpster at City's Public Works Garage 36
9 SPRING CLEAN UP DAY AND OTHER SPECIAL EVENTS 36
Appendices
APPENDIX A -1 Map of Current Residential Collection Sectors and Weekly Schedule
APPENDIX A -2 Map of Current Alley Collection Schedule
APPENDIX B List of City Buildings, Parks and Other Facilities to Be Served by the
Contractor
APPENDIX C Fee Schedules: Refuse Collection and Disposal; Recyclables Collection,
Processing and Revenue Sharing; Yard Waste; Bulky Items; and Special
Events
APPENDIX D Cart Management Plan
City of Shakopee — Service Agreement
Template Contract Specifications
SERVICE AGREEMENT:
TEMPLATE CONTRACT SPECIFICATIONS
Comprehensive Residential Solid Waste and
Recycling Services
Definitions
Words, phrases, or other expressions used in these contract documents shall have meanings as
follows:
Administrator The City Administrator of the city of Shakopee, Minnesota or
his/her duly authorized representative.
Automated collection Refuse, recycling and yard waste collection trucks can be equipped
with automated cart lifting devices. Automated collection systems
can be "fully automated" with robotic cart lifting arms whereby the
driver does not have to leave his truck cab. Automated collection
can also be "semi- automated" whereby a collection crew person
must manually attach the cart to a lifting device that then
mechanically tips the cart's contents into the truck hopper.
Base Collection Fee Base collection price per this Contract for trash and recycling
(BCF) collection services. The BCF does not include: disposal fees; prices
or costs of other services (i.e. yard waste, bulky items, etc.); taxes;
or other government or Contractor administrative fees.
Bulky items Bulky items, bulky waste or other large items shall include all
items that are too large or too valuable such that they cannot be
collected with the normal refuse service. Bulky items include such
materials as mattresses, bed box springs, sofas, couches, large
appliances or "white goods" (e.g., refrigerator, freezer, washers,
dryers), and other appliances (e.g., dehumidifiers, air conditioners).
Bulky items shall not include: non - containerized garbage,
loose /scattered trash, or hazardous materials. Other bulky item
materials may be mutually agreed upon between the City and
Contractor.
Carts A uniform container furnished by the Contractor and/or the City, in
which recyclable, refuse, organics and yard waste materials can be
stored and placed curbside for collection as specified by the City and
delivered, maintained and inventoried by the Contractor. The
Containers shall be made of heavy plastic which have a thirty (30) to
ninety (90) gallon nominal capacity and are equipped with a tight
fighting lid with a minimum strength of fifty (50) pounds. The color
and labeling of the carts must be distinguished from each other.
City of Shakopee — Service Agreement
Contract Specifications
City The City of Shakopee, Minnesota a municipal corporation, acting
through its duly appointed officers, employees, agents and
representatives.
City Council The City Council of the City of Shakopee, Minnesota.
Code of ordinances The City of Shakopee Code of Ordinances; inclusive of Section
3.15 of the Shakopee City Code.
Collection service Collection service is the operating function of trucks and labor to
collect a specified material on the route. This does not include the
functions of disposal or unloading of material at a facility.
Compostable bags Compostable bags are required by Minnesota Statute (M.S.
115A.931, Subd. (c) and M.S. 325E.046) for collection of any yard
waste that is not contained loose in the yard waste cart. Such
compostable bags set outside of the yard waste cart shall be defined
as "overflow" yard waste for purposes of this Contract.
Contract This legal agreement executed between the City and the Contractor.
The contract shall include, but not limited to, the RFP document,
RFP Addenda, the Contractor's proposal in response to the RFP, and
the Contractor's response to any City questions. These additional
documents are incorporated herein to this Contract by reference. If
in conflict, this Contract shall take precedence.
Contractor The corporation, company, partnership, firm, or individual that is
awarded the Contract for refuse, recyclable and yard waste
collection and its, his/her, or their duly authorized representatives.
Date of contract The date written in the first paragraph of the Contract Agreement.
(or equivalent words)
Family unit Any number of individuals living and cooking food together on the
premises as a single housekeeping unit.
Finance Director The Director of Finance of the City of Shakopee, Minnesota.
Mixed MSW Processing Mixed municipal solid waste processing facility includes the
Facility structures and equipment that are designed, constructed, and used
to separate, modify, convert, heat, prepare, or otherwise process
solid waste so that materials, substances, or energy contained
within the waste may be recovered for subsequent use. A facility
that is permitted as a transfer station and which is not primarily
designed for recovery materials, substances or energy from waste
is not a "mixed MSW processing facility" even if some materials,
substances or energy are recovered during operations.
iv
City of Shakopee — Service Agreement
Template Contract Specifications
Organic waste Source separated residential compostable waste such as food waste,
soiled paper, and household plants that are acceptable to local
composting facilities. Excludes pet waste, diapers and other
prohibited items to be specified by the Contractor.
Overflow bags Extra amounts of refuse or yard waste whereby a resident sets
"extra" bags of materials that would not fit in the cart. The
collection service is generally ordered on an "on- call" basis and
residents may need to pay the Contractor an extra fee for collection
of such overflow bags.
Pay As You Throw Variable rate pricing for residential refuse collection service
(PAYT) whereby the rate charged for a 30- gallon cart of refuse is less than a
60- gallon cart which is also less than a 90- gallon cart and so on.
PAYT rate increments are the percent difference in prices between
each level of service.
Prohibited waste from Any hazardous substance, hazardous waste, industrial process
residential refuse waste, commercial waste, building or demolition waste, hazardous
hospital waste, yard waste, pollution control waste, potentially
infectious medical waste, special wastes, and used oil, all as defined
by Minnesota law. Prohibited waste shall also include recyclables,
which are properly prepared and placed for collection as
recyclables, and other materials as mutually agreed upon between
the City and Contractor.
Recyclables The current list of recyclables is defined with Section 4.1.B of this
Service Agreement. Other materials may be added (or deleted) as
mutually agreed upon between the City and Contractor.
Refuse All discarded and unwanted putrescible and non - putrescible
household and kitchen wastes, including, but not limited to, food,
food residues, and materials necessarily used for packaging,
storing, preparing, and consuming food, usually called "garbage;"
medical waste generated as general household waste; cold ashes;
animal waste; and other materials as mutually agreed upon between
the City and Contractor. Refuse shall specifically exclude
prohibited waste.
Removal Includes both collection and disposal (or recovery) services. The
disposal and recovery (e.g., transfer and/or recycling) services must
comply with all specifications in this Contract as well as County
policies and State statutes.
Residential unit Residential dwelling units, including house trailers or mobile
homes, used as living quarters for attached and detached family
units which receive individual curbside refuse, recycling and yard
v
City of Shakopee — Service Agreement
Contract Specifications
waste collection within the designated City service area. A
residential unit shall not include hotels, motels, boarding or
lodging houses, or apartment buildings. The Administrator shall
have the authority to determine the status of a building as a
"residential unit ".
Special wastes All wastes, which are not defined as residential refuse. Special
wastes shall include, but not be limited to, liquid wastes, hot
ashes, construction and demolition wastes, industrial wastes, any
items or containers which weigh over fifty (50) pounds, and wastes
from business or commercial enterprises. Other materials as
mutually agreed upon between the City and Contractor.
Subcontractor Refers only to a corporation, partnership, firm or individual
having a direct contract with the Contractor for performing work in
connection with this Contract.
Town home A town home is like smaller style home, but usually as part of a
larger complex, like an apartment building. Town homes can be
fully detached or share walls like traditional apartments. Usually a
town home is owned as an individual residential unit , although it is
part of a larger development complex, and is therefore often defined
as an "attached" single - family home.
Walk Up ( "Valet ") Special collection of trash from the side of the house or garage. For
these stops, the Contractor actually walks the cart(s) down to the
curb, empties the cart(s) and walks it back to its original location.
Yard waste All yard and garden waste items that must be diverted from the
landfill in order to comply with the requirements of Minnesota
Statutes and County policies. Those items include grass, leaves, .
pruning, twigs and small branches. Yard waste shall not include,
garden waste, table scraps, putrescible waste or garbage, or tree
limbs and stumps exceeding four (4) inches in diameter. Other
materials as mutually agreed upon between the City and
Contractor.
vi
City of Shakopee — Service Agreement
Contract Specifications
1 GENERAL CONDITIONS
1.1 Contractor's Obligations:
In strict accordance with the terms of this Contract and at its sole cost and expense, the
Contractor shall provide all of the labor, materials, necessary tools, yard waste and organics
carts, expendable equipment, supplies, vehicles, transportation services, recyclables collection
and processing and yard waste collection and recovery/disposal arrangements required to
perform and complete the collection, recovery and disposal of refuse, yard waste, organics and
recyclables from residential units within the MUSA (city sewered) limits of the City. The
Contractor must arrange for adequate disposal facilities or methods for refuse resource recovery,
recycling, organic wastes and yard waste composting as part of the Contract.
A. The Contractor is obligated to pick up and transport for recovery or disposal of ALL
eligible Contract materials during the contract term at the Contract price, regardless of
volume generated.
B. The Contractor is strictly prohibited from mixing any waste from any City residential
route with any commercially generated waste.
C. For informational purposes, the City shall provide the Contractor the initial listing, in an
electronic format, of all those residential units within the City of Shakopee which are
eligible for City contracted services. Those structures which are not eligible for City
services shall not be collected under this Contract.
D. Said computerized list shall be maintained and updated by the Contractor in electronic
format such as Microsoft Excel spreadsheet and/or Access database.
E. The computerized listing shall be updated each calendar quarter and shall be made
available at no cost to the City.
F. It will be the Contractor's responsibility to electronically maintain and update the
collection route maps on a form and format to be agreed to by with City.
G. The Contractor shall maintain a current record of all residential accounts for:
♦ City-wide refuse;
♦ City-wide recycling services;
• Subscription organic waste services; and
♦ Subscription yard -waste services.
H. Annual Report
The Contractor shall submit an annual progress report to the City by February 1 of each year. The
Contractor shall also present a summary of this annual report to the City. This annual report shall
include:
City of Shakopee — Service Agreement
Contract Specifications
1) Program results (year to date): Performance statistics including:
• Number of refuse accounts by service level
• Number of refuse overflow bags
• Refuse tonnage from residents
• Recycling tonnage from residents
• Recyclables composition estimates based on actual sorts from Shakopee recyclables
• Recycling set -outs and participation rates
• Amount of recycling revenue share
• Number of yard waste cart subscriptions
• Number of yard waste "on- call" or overflow bags set -outs
• Number of organics cart subscriptions (starting in 2015)
• Number of bulky item "on -call" collections
• Refuse tonnages from City buildings and parks facilities
• Recyclables tonnages from City buildings and parks facilities
• Any recycling rewards or other recognitions
2) Any changes in rates or fees:
• Past rate or fee changes due to CPI or fuel adjustments since the beginning of the Contract
• Proposed rate or fee changes due to changes in tipping fees
3) Summary of customer service complaints (e.g., counts of customer calls by type of
complaint, summary of how these were resolved, etc.)
4) Any other notable issues or happenings over the past year (e.g., changes in service
standards)
5) Recommended updates to five (5) year program plan including:
• Next steps in the organic waste plan (e.g., collection pilot)
• Annual focus for public education
• Any rate changes anticipated
• Updated discussion and any recommended changes in the rate schedule to improve the
"Pay As You Throw" increments between each refuse service level rate
6) Recommended public education plan for the next year including:
• Production and City approval schedules for annual calendar and quarterly newsletter
• Other recycling public education action steps for the next year
1.2 Term of Contract
A. This contract shall become effective on June 1, 2014, and shall remain in full force and
effect through May 31, 2019.
B. At the expiration of the initial contract term, the City, at its sole discretion, may extend
the contract for up to two (2) periods of two (2) years each under prices as may mutually
be negotiated for the option years by delivering written notice of its intent to extend the
term to Contractor at least six (6) months prior to the expiration date of this Contract or,
2
City of Shakopee — Service Agreement
Contract Specifications
if applicable, six (6) months prior to the expiration date of the first 2 -year extension
period.
1.3 Payment Terms
A. The Contractor shall be responsible for billing Shakopee residents directly and offer
residents the ability to pay and receive bills electronically. The Contract shall govern the
terms and conditions of unit pricing, billing procedures, and other customer service
administration.
This Contract requires the base collection fee for refuse (BCF- refuse) to be itemized
separately from the disposal fee (i.e., refuse tipping fee). The annual refuse collection
and disposal fees are outlined in Appendix C. If actual costs change, annual fee
adjustments are allowed based on published indices (e.g., CPI, diesel fuel prices),
changes in tipping fees, and the formulae specified in this Contract. Similarly for
recycling, this Contract allows the base collection fee for recyclables (BCF - recyclables)
to be adjusted if costs in the published indices (e.g., CPI, diesel fuel prices) change.
Any and all rate or fee increases must first be proposed by Contractor and then must be
approved by City Council before they can become effective. Any attempt by the
Contractor to increase any rate or fee, without City Council approval, shall be null and
void, and may subject the Contractor to the default remedies of the Contract. Also, any
proposed request for retroactive City approval of any rate or fee increase already imposed
on residents may be denied by the City. Fee decreases can be implemented by Contractor
without City approval, but must be reported to the City Administrator at least two (2)
weeks prior to the decrease.
B. The Contractor will submit cart fees collected from Shakopee residents as part of the
billing to the City quarterly o coincide with Contractor's quarterly billing. The amounts
of each cart fee is specified in Appendix C.
1.4 Contractor's Accident Prevention
A. The Contractor shall comply with the safety provisions of all applicable laws, regulations
and building codes, including, without limitation, the installation and maintenance of
safeguards on machinery and equipment, the elimination of hazards, and worker safety
training.
B. The Contractor shall exercise precaution at all times to protect the safety of persons and
property.
C. The Contractor shall immediately notify the City of any accident of any kind, which
involves the general public or private or public property which occurs during the
performance of this Contract.
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D. The Contractor shall immediately notify the City of any release of vehicle fluids (e.g.,
fuel, coolant, hydraulic fluid, brake fluid, etc.) or load contents onto City streets or
otherwise into the environment.
E. Upon City's request, the Contractor shall provide the City with a written report including
the details of any such accident and the measures used to remedy the accident or clean up
any spill.
1.5 Damage to Property
A. The Contractor shall take all necessary precautions to protect public and private property
during the performance of this Contract.
B. The Contractor shall repair or replace any private or public property, including, but not
limited to sod, mailboxes, or waste, recycling, organic waste or yard waste carts, which
are damaged by the negligence or willful misconduct of the Contractor.
C. Such property damage shall be addressed for repair or replacement, at no charge to the
property owner, within forty -eight (48) hours with property of the same or equivalent
value at the time of the damage. If damage occurs during months when repairs cannot be
made (e.g., winter for landscape repairs), the Contractor will make arrangements with the
property owner within forty-eight (48) hours as to when such repair will be made.
D. If the Contractor fails to address the repair or replace damaged property within forty -
eight (48) hours, the City may, but shall not be obligated to, repair or replace such
damaged property, and the Contractor shall fully reimburse the City's for any of its
reasonably incurred expenses.
E. The Contractor shall reimburse the City for any such expenses within ten (10) days of
receipt of the City's invoice.
1.6 Inspection
A. The City may appoint such inspectors as it deems proper to inspect the work performed
and Contractor's facilities for compliance with the contract documents. The Contractor
shall furnish all reasonable assistance required by the inspectors for the proper inspection
of the work.
B. Inspectors and other authorized representative of the City shall be free at all times to
perform their duties.
C. Such inspection shall not relieve the Contractor from any obligation to perform the work
strictly in accordance with the contract.
1.7 Compliance with Laws, Ordinances and Regulations
A. The Contractor shall be familiar with, observe and comply with all ordinances, laws, and
regulations which in any manner affect those engaged or employed in the work, or the
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materials, facilities or equipment used in the proposed work, or which in any way affect
the conduct of the work, and shall protect and indemnify the City and its officers and
agents against any claim or liability arising from or based on any violation by the
Contractor of same.
B. If the Contractor shall discover any provision in the specifications or the contract which
is contrary to or inconsistent with any law, ordinance or regulation, he /she shall forthwith
•
report it to the Administrator in writing.
C. Amendments to existing regulatory laws and ordinances and enactment of new laws and
ordinances shall not serve as justification for the Contractor to terminate his/her
obligations hereunder, unless said amendments make the completion of this contract
impossible.
1.8 Taxes, Licenses and Permits
The Contractor shall pay all sales, use, property, income, and other taxes that are lawfully
assessed against the City or Contractor in connection with the Contractor's facilities and the work
included in this contract and shall obtain, maintain and pay for all licenses, permits, certificates
of authority, and inspections required for the work during the term of the Contract.
1.9 Independent Contractor
A. The Contractor shall be responsible for the complete supervision and control of his/her
subcontractors. Notice to the Contractor shall be considered notice to the subcontractors.
B. The Contractor is, and shall remain for all purposes, an independent contractor, and its
officers, employees, agents, or consultants shall not be deemed employees of the City,
nor shall they be entitled to any separate payment of salary, wages, or any employee
benefits available to employees of the City.
C. The Contractor shall be solely responsible for any salaries, wages, benefits, fees or other
compensation, which it may obligate itself to pay to any of its employees or consultants.
1.10 Title to Refuse, Recyclables and Yard Waste
Title to all refuse, recyclables, organic waste, yard waste, bulky items and other waste materials
and all other incidents of ownership of the waste materials shall pass to the Contractor when such
materials are placed into the collection vehicle. Notwithstanding anything to the contrary, in this
Contract, title to and liability for any `prohibited waste from residential refuse,' as defined on
page iv, shall at no time pass to Contractor, or onto the City.
1.11 Assignment and Subcontracting
A. The Contractor shall not assign or subcontract the work, or any part thereof, without the
previous consent of the City, nor shall he /she assign, by power of attorney or otherwise,
any of the money payable under this contract unless written consent of the City has been
obtained. Where consent is required such consent not be unreasonably withheld,
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City of Shakopee — Service Agreement
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delayed, or qualified. No right under this contract, nor claim for any money due or to
become due hereunder shall be asserted against the City, or persons acting for the City,
by reason of any so- called assignment of this contract or any part thereof, unless such
assignment has been authorized by the consent of the City Council.
B. In case the Contractor is permitted to assign moneys due or to become due under this
contract, the instrument of assignment shall contain a clause subordinating the claim of
the assignee to all prior liens for services rendered and materials supplied for the
performance of the work and to any claims of the City arising out of or under this
contract.
C. Should any subcontractor fail to perform in a satisfactory manner the work undertaken by
him/her, his/her subcontract should be immediately terminated by the Contractor upon
written notice from the City. The Contractor shall be as fully responsible and
accountable to the City for the acts and omissions of his/her subcontractors, and of
persons either directly or indirectly employed by him/her, as he /she is for the acts and
omissions of persons directly employed by him.
D. Nothing contained in this Contract shall create any contractual relation between any
subcontractor and the City. The Contractor and his/her Surety alone shall be held
responsible for the full and faithful performance of this contract.
1.12 Transfer of Interest
The Contractor shall not assign any interest in the Contract, and shall not transfer any interest in
the Contract, either by assignment or novation, without the prior written approval of the City.
The Contractor shall not sub - contract any services under this Contract without prior written
approval of the City. Failure to obtain such written approval by the City prior to any such
assignment or sub - contract shall be grounds for immediate Contract termination.
1.13 Performance Bond
A. The Contractor shall provide a joint and several performance bond to the City of
Shakopee to protect said City, and also to protect anyone who may perform or cause to be
performed any work or labor, or furnish or cause to be furnished any skill, labor,
equipment, or material in the execution of such contract, which bond shall be signed by
the Contractor and a surety company as surety, and shall be in an amount equal to
$750,000. The bond shall at all times be kept in full force and effect; said surety company
shall have a Best Insurance Rating of A or better and a letter so stating shall accompany
any Contract forms.
B. The condition of which bond shall be that the Contractor shall fully and faithfully
perform all provisions of the contract and the specifications and shall pay all laborers,
mechanics and subcontractors and material men/women, and all persons who shall supply
such person or persons, or subcontractors with provisions and supplies for the
performance of the contract; provided that the bond shall not be security for money
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loaned or advanced to the Contractor, subcontractor or other person in the performance of
the contract.
C. A performance bond continuation certificate shall be delivered to the City at least thirty
(30) days before the expiration of the bond. Failure to provide a continuation certificate
thirty (30) days before expiration of the bond shall constitute default on the part of the
Contractor and shall be sufficient grounds for immediate termination of the contract by
the City.
1.14 General Indemnification
A. The Contractor shall indemnify, keep and save harmless the City and its respective
officers, agents and employees against all suits or claims that may be based upon any
injury or damage to persons or property that may occur, or that may be alleged to have
occurred, in the course of the performance of this contract by the Contractor, or as a
result of the performance of this contract by the Contractor, to the extent that any such
injury or damage was caused through a negligent act or omission of the Contractor or
his/her employees, or his/her subcontractors or his/her or their agents; whether or not the
persons injured or whose property was damaged were third parties, employees or the
Contractor or employees of an authorized subcontractor; and the Contractor shall at
his/her own expense defend the City in all litigation, pay all reasonable attorneys' fees
and all costs and other expenses arising out of the litigation or claim or incurred in
connection therewith; and shall, at his/her own expense, satisfy and cause to be
discharged such judgments as may be obtained against the City, or any of its officers,
agents or employees.
B. When requested by the City, the Contractor shall submit satisfactory evidence that all
persons, firms or corporations who have done work or furnished supplies under this
contract, for which the City may become liable under the laws of the State of Minnesota,
have been fully paid or satisfactorily secured.
1.15 CERCLA Indemnification:
The Contractor shall, to the maximum extent permitted by law, indemnify, defined, and hold
harmless the City, its officers, employees, agents, and attorneys from and against any and all
liability, including, without limitation, costs of response, removal, remediation, investigation,
property damage, person injury, damage to natural resources, health assessments, health
settlements, attorneys' fees, and other related transaction costs arising under the Comprehensive
Environmental Response, Compensation, and Liability Act (CERCLA) of 1980, 42 U.S.C.A.
Sec. 9601, et seq., as amended from time to time, and all other applicable statutes, regulations,
ordinances, and under common law, for any release or threatened release of hazardous waste or
hazardous substances within any waste material which is:
A. Improperly collected by the Contractor,
B. Not properly delivered as specified in this Contract to a mixed MSW resource recovery
facility, or
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City of Shakopee — Service Agreement
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C. In the case of recyclables, organic waste, or yard waste, not properly handled, collected
or delivered for processing by the Contractor in violation of this Contract.
The City will make all reasonable efforts to assure that no unacceptable materials are placed
within the solid waste or recycling containers at City buildings.
1.16 Insurance
The Contractor is required to maintain and furnish satisfactory evidence of the following
insurance policies:
A. Workers' Compensation Insurance - The Contractor must provide Workers'
Compensation insurance for all its employees and, in case any work is subcontracted, the
Contractor will require the subcontractor(s) to provide Workers' Compensation insurance
in accordance with the statutory requirements of the City, including Coverage B,
Employer's Liability. Insurance minimum limits are the minimums prescribed by
applicable law or the following whichever is greater:
1. Bodily injury by Disease per employee: $100,000
2. Bodily injury by Disease aggregate: $500,000
3. Bodily injury by Accident: $100,000
B. Commercial General Liability Insurance - Contractor is required to maintain insurance
protecting it from claims for damages for bodily injury, including sickness or disease,
death, and for care and loss of services as well as from claims for property damage,
including loss of use which may arise from operations under the Contract whether the
operations are by the Contractor or by a subcontractor or by anyone directly or indirectly
employed by the Contractor under the contract. Insurance minimum limits are as follows:
1. Per occurrence: $2,000,000
2. Annual aggregate: $2,000,000
3. Annual aggregate — Products /Completed Operations: $2,000,000
The following coverages shall be included:
1. Premises and Operations Bodily Injury and Property Damage
2. Personal and Advertising Injury
3. Blanket Contractual Liability
4. Products and Completed Operations Liability
C. Commercial Automobile Liability Insurance - Contractor is required to maintain
insurance protecting it from claims for damages for bodily injury as well as from claims
for property damage resulting from the ownership, operation, maintenance or use of autos
which may arise from operations under this contract, and in case any work is
subcontracted the contractor will require the subcontractor to maintain Commercial
Automobile Liability insurance. Insurance minimum limits are as follows:
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City of Shakopee — Service Agreement
Contract Specifications
1. Per occurrence Combined Single limit for Bodily Injury and Property Damage:
$2,000,000
In addition, the following coverages should be included: Owned, Hired, and Non -owned
Automobile.
D. Additional Insurance Conditions:
1. Contractor's policy(ies) shall be primary insurance to any other valid and
collectible insurance available to the City with respect to any claim arising out of
Contractor's performance under this contract;
2. Contractor's policy(ies) and Certificate(s) of Insurance shall contain a provision
that coverage afforded under the policy(ies) shall not be cancelled without at least
thirty (30) days advanced written notice to City;
3. Contractor's policy(ies) shall include legal defense fees in addition to its liability
policy limits;
4. Contractor shall obtain insurance policy(ies) from insurance company(ies) having
an "AM BEST" rating of A- (minus); Financial Size Category (FSC) VII or
better, and authorized to do business in the State of Minnesota; and
5. An Umbrella or Excess Liability insurance policy may be used to supplement the
Contractor's policy limits to satisfy the full policy limits required by the Contract.
E. The City of Shakopee, its agents and employees shall be included as additionally named
insureds on the insurance policies required by paragraphs 1.16.B, and 1.16.C.
F. The City reserves the right to immediately terminate the contract if the contractor is not
in compliance with the insurance requirements and retains all rights to pursue any legal
remedies against the contractor.
The Contractor and any subcontractor(s) shall furnish certificates of insurance by April 1,
2014 and renewals annually thereafter.
G. The above requirements should not be interpreted to limit the liability of the Contractor
under this Contract.
H. This coverage shall protect the Contractor, its employees, agents, representatives and
subcontractors against claims arising out of the work performed.
A thirty (30) day blanket cancellation endorsement shall be included; words modifying
the cancellation clause such as "endeavor to" provide notice will be unacceptable and
must be stricken.
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City of Shakopee — Service Agreement
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J. It shall be the Contractor's responsibility to provide similar insurance for each
subcontractor or to provide evidence that each subcontractor carries such insurance in
like amount prior to the time such subcontractor proceeds to perform under the Contract.
1.17 Default and Termination
A. If the work to be done under this contract is abandoned by the Contractor; or if this
contract is assigned by him/her without the written consent of the City Council; or if the
Contractor voluntarily files for bankruptcy or is adjudged bankrupt; or if a general
assignment of his assets is made for the benefit of his creditors; or if a receiver is
appointed for the Contractor or any of his/her property; or if at any time the City
determines that the performance of the work under this contract is being unnecessarily
delayed or that the Contractor is violating any of the conditions of this contract, or that
he /she is executing the same in bad faith or otherwise not in accordance with the terms of
said contract, then the City may serve written notice upon the Contractor and his/her
Surety of the City's intention to terminate this contract.
B. Unless within five (5) days after the serving of such notice, a satisfactory arrangement is
made for continuance, this contract shall terminate and the City may take over and
prosecute the work to completion, by contract or otherwise.
C. In the event of default or nonperformance on the part of the Contractor, the Contractor
and its Surety shall be liable to the City for all excess cost sustained by the City by reason
of the City. Should such costs to the City be greater; the Contractor and its Surety shall
be liable for and pay any amount of such excess to the City.
D. In the event of Contractor's default under the terms of this contract, all payments due to
the Contractor from residential customers shall be retained by the City and applied to the
completion of the Contract and to damages suffered and expense incurred by the City by
reason of such default, unless the Surety on the performance bond shall assume the
Contract, in which event all payments remaining due the Contractor at the time of default,
less amounts due the City from the Contractor and less all sums due the City for damages
suffered and expense incurred by reason of such default shall be due and payable to such
Surety. Thereafter, such Surety shall receive monthly payments equal to those that would
have been paid the Contractor had such Contractor continued to perform the contract.
1.18 Force Majeure
A. Whenever a period of time is provided for in this Contract for either the City or the
Contractor to do or perform any act or obligation, neither party shall be liable for any
delays or inability to perform due to causes beyond the control of said party such as war,
riot, unavoidable casualty or damage to personnel, materials or equipment, fire, flood,
storm, earthquake, tornado or any act of God, but not strike or lockout.
B. The time period for the performance in question shall be extended for only the actual
amount of time said party is so delayed.
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City of Shakopee — Service Agreement
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1.19 Liquidated Damages
The following acts or omissions shall be considered a breach of the Contract and for the purpose
of computing liquidate damages under these provisions.
A. Failure to clean up solid waste spilled by Contractor within six (6) hours of oral or
written notification: $50 each instance.
B. Failure to clean vehicles or dumpsters as provided for in the specifications: $100 each
instance.
C. Failure to maintain vehicle in manner which prevents nuisances such as leaky seals or
hydraulics $250 each instance.
D. Failure or neglect to collect solid waste, yard waste, organic waste, and recycling at those
times as provided by this Contract within twenty -four (24) hours from notice by the City,
either oral or written: $50 each instance.
E. Failure or neglect to provide notice to resident upon solid waste, yard waste, organic
waste or recycling refused for collection for cause: $25 each instance.
F. Failure to return containers to original location and/or replace lids per specifications at
the time the container is emptied: $50 each instance.
G. Failure to use equipment specially identified for work under the contract, (paint/decal),
for collection or transportation of materials generated from locations or customers not
specified for service under this contract. Each day for which a violation continues shall
be deemed to be a separate instance of the violation: $1,000 each instance.
H. Failure to collect specified solid waste, yard waste, organic waste, or recyclables within
the timeframes specified, which are properly prepared and placed for collection: $25
each instance.
I. Missing entire blocks /neighborhood. A missed block is defined as a block where
residents from at least three (3) households within two (2) intersections of that block or
cul -de -sac report that their material was out before 7:00 am, the material was not picked
up: $250 each instance.
J. District -wide collection not completed. The failure to complete a majority (50% or more)
of pickups within the City or collection district on the scheduled collection day without
following proper notification procedure: $2,500 per instance.
K. Failure to maintain required records: $250 each instance.
L. Failure to submit annual report by the deadline specified: $500 each instance.
M. Failure to retain specified weight tickets: $100 each instance.
N. Failure to execute public education requirements: $1,500 each instance.
0. In addition to above, failure or neglect to correct chronic problems will be considered a
breach of Contract: $50 each instance.
City of Shakopee — Service Agreement
Contract Specifications
1.20 Escrow Account
A. The Contractor must maintain a minimum cash balance deposit in an escrow account of
$2,500 with the City to be used for payment of any liquidated damages. The escrow shall
be deposited in an interest bearing account and any unused portion shall be returned to
the Contractor, with any accrued interest, at the end of the Contract period. The accrual
of said interest shall begin and end with the commencement and termination of the
Contract. The City shall return any unused portion of the escrow, along with accrued
interest, to the Contractor within 90 days of the termination of the contract. The
Contractor must request the refund be made; however, the City may initiate the payment.
B. The Contractor shall resubmit money to rebuild the escrow account back up to $2,500
anytime the balance goes below $200.
1.21 Communication Procedures to Notify Contractor of a Contract
Violation
The City will notify the Contractor in writing and/or orally documenting the nature of any
violation of the Contract or other law or rule. The Contractor shall then have the opportunity to
address and remedy the issue at which point the City shall determine if a liquidated damage is
still appropriate at the City's sole determination. The Contractor shall notify City in writing
within twenty -four (24) hours of its remedy, unless the nature of the violation requires immediate
remedy i.e. spillage on the road, etc.
1.22 Notices
A. Any notice or demand required or permitted to be given or made there under shall be
sufficiently given or made by facsimile, e-mail, messenger delivery, overnight delivery,
or certified mail in a sealed envelope, postage prepaid, addressed as follows:
For the City:
City of Shakopee
Attn: City Administrator
129 South Holmes Street
Shakopee, MN 55379
E -mail: admin(2i ci.shakopee.mn.us
For the Contractor:
Rich Hirstein
Republic Services /Allied Waste
9813 Flying Cloud Drive
Eden Prairie, MN 55347
952- 946 -5330
E -Mail: rirstein@republicservices.com
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City of Shakopee — Service Agreement
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B. Either party may change the address to which notices may be sent by furnishing written
notice of such change to the other party.
1. Notice delivered by messenger, overnight delivery, facsimile, or e-mail shall be
deemed received upon delivery. Notice delivered by mail shall be deemed to have
been given as of the date of the U.S.P.S. postmark.
1.23 Severability
If any of the provisions of this Contract are determined by a court of competent jurisdiction to be
invalid, such provisions shall be deemed to be stricken, and such adjudication shall not affect the
validity of the remainder of the terms of this Contract as a whole or of any section, subsection,
sentence or clause not adjudged to be invalid so long as the material purposes of this Contract
can be determined and effectuated.
1.24 Governing Law and Venue
Any suits at law or in equity arising out of or concerning the Contract shall be venued in Scott
County District Court, Scott County, Minnesota.
1.25 Right to Require Performance
A. The City's failure at any time to require performance by the Contractor of any of the
specifications in this Contract shall in no way affect the right of the City thereafter to
enforce same.
B. No waiver by the City of any breach of specifications in this Contract shall be taken or
held to be a waiver of any succeeding breach of such specifications in this Contract, nor
shall such a waiver of a single breach be taken or held to be a waiver of any specification
itself
1.26 Option to Change Service; Amendments
A. The City shall have the option to change the service provided during the term of this
Contract, including, without limitation, changing the types of material collected, the
method of handling, collecting, or disposing of the collected waste, yard waste, organic
waste or recycling.
B. The City shall exercise such option by serving written notice to the Contractor at its
designated place of business at least ninety (90) days before the date such service change
is contemplated to begin.
C. Immediately after written notice is served, the parties shall enter into good faith
negotiations concerning the terms, frequency, and the details of pricing the services that
are provided.
D. Any modification or amendments to this Contract shall be in writing and shall be signed
by the parties.
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City of Shakopee — Service Agreement
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E. This Section does not apply to changes in solid waste, yard waste, organic waste or
recycling volume due to expansion of the number of households in the City or growth in
solid waste, yard waste, organic waste or recycling participations.
1.27 Anti - Discrimination
The Contractor agrees:
A. That, in the hiring of common or skilled labor for the performance of any work under any
contract, or any subcontract, no contractor, material supplier, or vendor, shall, by reason
of race, creed, or color, discriminate against the person or persons who are citizens of the
United States or resident aliens who are qualified and available to perform the work to
which the employment relates;
B. That no Contractor, material supplier, or vendor, shall, in any manner, discriminate
against, or intimidate, or prevent the employment of any person or persons identified in
clause one (1) of this section, or on being hired, prevent, or conspire to prevent, the
person or persons from the performance of work under any contract on account of race,
creed, or color;
C. That a violation of this section is a misdemeanor; and
D. That this Contract may be canceled or terminated by the city, and all money due, or to
become due, under the Contract may be forfeited for a second or any subsequent
violation of the terms or conditions of this contract.
1.28 Data Practices Act
The Contract to be awarded will be subject to the Minnesota Government Data Practices Act and
will include the following provision:
A. Pursuant to Minnesota Statutes § 13.05, Subd. 11, all of the data created, collected,
received, stored, used, maintained, or disseminated by the Contractor in performing this
Contract is subject to the requirements of the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, and the Contractor must comply with those requirements
as if it were a government entity. The remedies in Minnesota Statutes § 13.08 apply to
the Contractor. The Contractor does not have a duty to provide access to public data to
the public if the public data are available from the City, except as required by the terms of
this contract.
1.29 Record Keeping / Audits
The Contract to be awarded will be subject to record keeping and audit requirements and will
include the following provision:
A. Pursuant to Minnesota Statutes § 16C.05, Subd. 5, Contractor agrees that the books,
records, documents, and accounting procedures and practices of the Contractor, that are
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City of Shakopee — Service Agreement
Contract Specifications
relevant to the contract or transaction, are subject to examination by the contracting
agency and either the legislative auditor or the state auditor, as appropriate, for a
minimum of six (6) years. Contractor shall maintain such records for a minimum of six
(6) years after final payment.
1.30 Price Schedule
Unless specified otherwise herein this text, the Contract price schedule for the specified services
shall be as itemized in Appendix C.
1.31 Delinquent Accounts
Delinquent accounts shall be defined as those residents who have not paid and are over four (4)
months past due. The Contractor will be responsible for collecting all charges from each unit
and may not hold the City responsible for any uncollectible charges. The Contractor shall make
good -faith efforts to collect all amounts due, including but not limited to: past due notification
mailings, phone calls and use of a collection agency. All such efforts shall be documented and
paid for by the Contractor.
For residential properties with delinquent accounts where the ratepayer is different from the
property owner, the Contractor shall also notify the property owner. This notice shall mention
the City policy to allow the Contractor to submit delinquent accounts to the City for
consideration, review and approval for the past due amount to be placed as an assessment on the
property taxes. At least two (2) weeks prior to mailing, the Contractor shall submit to the City a
draft of this notice for City review and approval.
If the amount continues to be delinquent past the four (4) months from the account being
declared "past due" by the above entity, the Contractor may submit these delinquent accounts
once a year by September 1 to the City for consideration and review. The Contractor shall
submit a written request to the City of Shakopee with adequate documentation of the efforts
made to collect the past due amounts. The City may then declare the amount delinquent in
approximately October each year. If the City determines that a good faith effort was made and
that adequate documentation was submitted, the City shall place the amount on the property
taxes associated with the property for which the amount is due. The City shall follow all legal
practices required by the state and city ordinance to assess the delinquent amount to the property.
If the delinquent account is placed on an official City assessment notification list, the City has
the right to charge fees to the delinquent account to cover its fees associated with the assessment
process.
If the residential account is deemed delinquent, the Contractor may switch the refuse container to
the smallest container offered by the Contractor. However, the Contractor may not suspend
refuse and/or recycling services to the delinquent account.
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City of Shakopee — Service Agreement
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2 SPECIAL CONDITIONS
2.1 Customer Service
A. The Contractor shall establish and maintain a local phone number to which the public and
City personnel may call or send inquiries and complaints, and from which the public and
City personnel may receive information and instructions.
B. The Contractor shall also include in public education literature the City phone number
and email address(es) for residents to contact if they need further information or if they
need to submit a customer service complaint to the City.
C. The Contractor shall provide the Administrator with information concerning the location,
telephone number(s), email address(es), website(s) and mailing addresses of the customer
service office established above, the garage and maintenance facilities, the solid waste,
yard waste, organics and recycling processing facilities, and any other facility that will be
used in the provision of services under this Contract.
D. The Contractor shall provide the Administrator with information concerning the
Contractor's designated person(s) for the purposes of obtaining instructions, answering
inquiries, and resolving complaints. Such persons shall be available to discuss, and if
necessary meet with City personnel to resolve problems.
E. The Contractor shall provide the City with at least one (1) telephone number, which may
be used by City personnel to communicate with the Contractor after regular business
hours or during an emergency.
F. The Contractor shall equip such office with a sufficient number of telephones and
personnel to accommodate the residents' inquiries, and shall provide management
personnel to supervise such office during collection hours.
G. Except as otherwise directed by the City, customer service shall be available at least
between the hours of 7:30 a.m. and 5:00 p.m., Monday through Friday, except during
holidays.
H. The Contractor shall provide a single local or toll -free telephone number, email address
and website address for customer use. The City may publicize the Contractor's customer
service telephone number, email and website address.
I. Phone calls to the Contractor must be answered, on average, by a "live person" rather
than a recording within one (1) minute of call connection or roll over to an answering
machine /voice mail system to leave a message. The Contractor may have music or City -
approved educational information during the one (1) minute delay. Reasonable
"prompts" may be used upon review by the City. Return calls to voice mail messages
must be returned within four (4) hours during the hours of 7:30 a.m. to 4:00 p.m. during
regular business hours. Voice mail messages left after 4:00 p.m. must be returned prior
to 8:30 a.m. the next business day. Recorded messages of the Contractor shall request a
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City of Shakopee — Service Agreement
Contract Specifications
daytime phone number where the caller can be reached. Contractor may also request a
daytime email address for customers in addition to a daytime telephone number.
J. The Contractor shall provide the City of Shakopee with specific information
electronically for a quarterly brochure /newsletter, agreed upon by the City, to all
Shakopee customers with information on contact numbers, recycling, yard waste organic
waste and refuse updates, informational tips and any changes in the law and the like.
K. Upon reasonable notice, and during regular business hours, the City shall have the right
to visit and inspect any of the Contractor's facilities used to provide services pursuant to
this Contract.
L. The Contractor shall, at a minimum, provide information about refuse, recyclables, yard
waste, and bulky item collection and preparation instructions on the required annual
calendar, and the Contractor's website for Shakopee.
M. The Contractor will develop an annual public education plan for review and acceptance
by the City that may include other specific community outreach activities such as:
presentation before the Shakopee City Council, presentation before the City's
Environmental Advisory Committee, presentations to community groups (such as, senior
organizations, League of Woman Voters, town home associations, Boy and Girl Scouts,
etc.), presentations at schools, display booth and demonstrations at Environmental Fairs,
County Environmental meetings, County Fairs, hosting tours of the Contractor's
recycling centers, and distribution of a Contractor produced single- stream recycling video
on DVD or similar media that shows the "how" and "what" to recycle and how sorting
works at a recycling center.
N. Before March 1, 2014, the Contractor will develop and submit to the City a specific town
home rate communication plan to educate and help town home residents better
understand the new town home refuse and recycling rate structures as well as residents
ability to lower overall costs with increased single sort recycling services. This plan will
include, but is not limited to: educational flyers/brochures, website updates, and meetings
with town home associations with Contractor representatives.
2.2 Employees and Conduct
A. The Contractor shall use care and diligence in the performance of this Contract and shall
perform all collection and disposal services required by this Contract in a neat, orderly,
and efficient manner.
B. The Contractor shall provide neat, orderly, and courteous personnel for its collection
crews and shall provide courteous and knowledgeable personnel for its customer service
office.
C. The Contractor shall prohibit its drivers and crew members from drinking alcoholic
beverages or using any controlled substance, except pursuant to a doctor's prescription,
while on duty, or in the course of performing their duties under this Contract.
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City of Shakopee — Service Agreement
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D. If the City determines that any of the Contractor's employees are unfit or unsuitable to
perform the services under this Contract as a result of intoxication, drug use, or by virtue
of abusive or obnoxious behavior, then, upon the City's written request, the Contractor
shall remove such employee from work within the City and furnish a suitable and
competent replacement employee.
E. All of the Contractor's permanent collection employees working .within the City shall be
required to wear a work uniform including a shirt or jacket clearly indicating that the
employee is employed by the Contractor.
F. All of the Contractor's vehicle operators working within the City shall carry valid
Minnesota state driver's licenses for the class of vehicle operated. Such vehicle operators
shall obey all traffic regulations, including weight and speed limits.
2.3 Vehicles
A. All vehicles and equipment used in the performance of this Contract, shall be wholly
owned by the Contractor; provided, leasing or rental agreements or conditional sales
contracts may be allowed where approved by the City, in writing, prior to execution of
this Contract. The vehicles and equipment to be used in performance of this Contract as
submitted with the Contractor's Contract and are made part of this Contract by reference.
B. No further encumbrance shall be placed upon any of such equipment without the
approval of the City, save that the Contractor may, without consent, mortgage or
otherwise encumber said vehicles, equipment and facilities for the purpose of enabling
the Contractor to replace the same or add thereof.
C. All vehicles used within the City of Shakopee for collection and transportation equipment
shall be numbered and shall have the Contractor's name and telephone number painted in
letters of contrasting color, at least four inches high, on each side of each vehicle, and the
number painted on the rear. No advertising on collection and transportation equipment
shall be permitted other than the name of the Contractor.
D. All collection and transportation equipment used by the Contractor shall be kept in a
clean and sanitary condition and shall be flushed or swept out. Such flushing or
sweeping shall be conducted in a manner approved by the County and State so that none
of the material from the equipment is released into the storm water sewer system or
otherwise released untreated into the environment. All collection and transportation
equipment shall be steam cleaned (weather permitting), inside and out, at least once each
week.
E. All of the Contractor's vehicles operated within the City shall be maintained and operated
to prevent nuisances such as leaks, spills or blowing litter.
F. All vehicles shall be equipped with appropriately designed hoppers to reasonably prevent
wind -blown litter from escaping into the environment.
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City of Shakopee — Service Agreement
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G. All vehicles must be equipped with the necessary tools and supplies for cleanup of any
materials accidently spilled during any and all loading and collection operations. These
tools and supplies shall include, but may not be limited to: shovel, broom and absorbent
product for soaking up liquid spills.
H. The Contractor shall use and operate trucks that fully comply with all road weight
restrictions including the City's own spring weight restrictions. Secondary or "back -up"
vehicles will be used during spring road weight restrictions or other periods as needed to
comply with such spring weight restrictions. The Contractor shall obtain a City street
map of these spring road weight restrictions from the City's Department of Public Works.
The Contractor shall adjust the maximum number of refuse or recycling stops (i.e., set
outs) collected according to the season and the current City road weight restrictions. The
Contractor shall provide the City with a schedule of these "maximum stop counts" by
season, by type of route.
All of the Contractor's trucks used in the City of Shakopee will have on -board scales to
estimate the gross vehicle weight (e.g., Air -Weigh scales). The City shall have the right
to inspect the Contractor's route logs and on -board scales at any time with reasonable
prior notice.
J. From the start of the Contract, all Contractor trucks will include the necessary Radio -
Frequency Identification (RFID) reading and data recording equipment to implement the
City - specified RFID system. This equipment will include, but not be limited to: truck
mounted RFID scanners (i.e. RFID reader), antennae and on -board computers on vehicles
serving this Contract. (The City will provide RFID ready refuse and recycling carts.)
2.4 Routing and Collection Schedule
A. The City shall be divided into five (5) sectors for the purpose of collecting refuse,
recyclables, organic waste and yard waste. Each sector shall be scheduled to receive all
collection services on the same day (with recyclables collected every other week).
Appendix A -1 to this Contract provides general maps of the City's current collection
sectors and weekly schedule.
B. Refuse collection services shall be provided once per week, Monday through Friday, year
round to all designated residential units within the City's corporate limits. Recyclables
shall be collected on the same day as refuse, but every other week. Yard Waste
collection shall be provided on the same day as refuse, once per week, Monday through
Friday, from approximately mid -April until the week prior to Thanksgiving, or such time
as winter curtails yard waste season. A timeframe will be allotted for holiday tree and
wreath pickup in the months of December and January. Starting and ending collection
dates shall be with the mutual concurrence of the City. The Contractor shall not suspend
operations during the operation periods of time without the written authorization of the
City.
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City of Shakopee — Service Agreement
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C. If any changes in the collection sectors are proposed, by November 1, 2013 the
Contractor shall submit for City approval a detailed collection route map indicating the
areas in the City proposed to be collected for each day of the week within the designated
sectors. The proposed routes shall be designed to minimize the changes to collection
days for residents and the existing truck route system, and assure geographic continuity.
The City shall approve the proposed route map in writing as soon as practicable after it
has received the Contractors proposed map. If rejected by the City, the Contractor shall
then submit a new map for acceptance or comment as soon as practicable. This process
shall continue until an acceptable map is submitted, but no later than March 1, 2014.
D. The current alley route map(s) is attached in Appendix A -1. The Contractor may propose
an alternate route schedule for areas of the City with frequent alley collection. The
proposed new alley routes should minimize changes to the collection days for residents,
disruption to the existing truck route system and optimize geographic continuity
throughout the City. The intent of second tier of collection zones in the alleys is to allow
the Contractor to provide collection in the alleys in the most cost effective manner. The
City shall approve the routes submitted, or may suggest amendments thereto prior to
approval, under the process set forth in (C) above.
E. Upon approval of the routes, and if there any changes to any residents' collection days,
the Contractor shall at a minimum, produce and pay for a full page map to be published
in the City's designated legal newspaper and post on the Contractor's and City's websites
during the months of May and June, 2014. The map shall delineate the new collection
sectors and highlight any changes to residents' collection days. General information
about the service shall accompany the map.
F. In addition the Contractor shall provide the City with color map(s) delineating the
collection sectors that can be copied and distributed to the public on an 8 1/2 x 11 inch
format.
G. The Contractor may, from time to time, submit its written request to the City
Administrator to amend the approved schedule and collection sectors.
H. Such a request shall include a proposal for specific changes, together with a detailed
explanation concerning the reasons for changing the sector boundaries or collection
schedule.
I. In its sole discretion, the City may grant or deny the Contractor's request to change the
sector boundaries or collection schedule for any or all areas served by the Contractor
under this Contract.
J. Any change of the sector boundaries or the collection schedule shall be approved by the
City at least sixty (60) days before such changes may become effective.
K. If the City approves any change of the sector boundaries or the collection schedule, the
Contractor shall design, print and distribute a written letter to each household affected by
the changes to explain the reasons for the changes and the date on which the change will
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City of Shakopee — Service Agreement
Contract Specifications
become effective. The content and distribution of any such letter shall be subject to the
City's prior written approval.
L. Such letter of explanation shall be distributed by the Contractor to arrive at each
resident's house at least two (2) weeks prior to the effective date of any service changes.
M. If the City approves any change of the sector boundaries or the collection schedule, the
Contractor shall, at its own expense, take out an ad to be published in the City's
designated legal newspaper and post on the Contractor's and City's websites during the
month prior to the effective date of the change to describe the change to residents.
N. During the first week following any City- approved change in the collection schedule, the
Contractor shall operate its collection vehicles on the previous collection schedule in
addition to the new schedule.
O. During the week following the change, the Contractor shall attach a notice to carts of any
resident that has set out their cart on the old collection day schedule.
P. During the second and third week following any City- approved change in the collection
schedule, the Contractor shall immediately respond to complaints concerning missed
collections from residents who are confused by the new schedule if such residents will
have to wait longer than two (2) days for collection.
2.5 Extended Leave / Suspended Collections (aka "Snow Bird" Policy)
A resident that is absent from his/her residence for a period of thirty (30) consecutive days or
more may qualify to temporarily stop City contracted refuse and recycling services, including
payment obligations. It is the resident's responsibility to contact the Contractor to request the
temporary stop and provide stop and restart dates at the time of the request.
2.6 Other Residents May "Opt In" to City Contracted Service
Other residents outside of the City's sewer service area (MUSA) and residents in buildings larger
than triplexes may elect to "opt in" to the City - contracted services on a voluntary basis. The
rates, definitions and other specifications for collection services for residents that "opt in" will be
treated the same as other properties within the service area.
2.7 Holiday Collection Schedule
When a holiday falls on a collection day for any given route, the solid waste, yard waste, organic
waste and recyclables will be collected on the following day. Each subsequent collection day
will be delayed one (1) day until the end of the week in which the holiday fell. For the purpose
of the contract the following are recognized holidays:
♦ New Year's Day
♦ Christmas Day
♦ Memorial Day
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City of Shakopee — Service Agreement
Contract Specifications
♦ Independence Day
♦ Labor Day
♦ Thanksgiving Day
2.8 Hours and Standards of Collection:
A. The Contractor shall not begin its collection operations within the City before 7:00 a.m.
B. The Contractor shall furnish sufficient numbers of vehicles and personnel to perform the
services required by this Contract without respect to adverse conditions, breakdowns,
strikes, or similar hindrances.
C. The Contractor's crew shall perform collection services with as little noise, disturbance,
and disruption to the City's residents as possible.
D. The Contractor shall collect all properly prepared refuse, recyclables, organic waste, yard
waste and other contracted materials (e.g., bulky items) from the designated collection
point. The Contractor is not required to collect any items that are not properly prepared.
Proper preparation is specified for each collection service below.
E. Residents shall place disposal units at the curb line (or in those areas on alley routes or
without curbs, close to the edge of the alley line or pavement), to facilitate collection by
the Contractor.
F. The Contractor shall use best efforts to close all cart lids, return all empty carts at each
stop to the general location at which they were found. Empty carts shall not be placed in
the middle of driveways, in driveway aprons, or near the curb in a manner that will
increase the likelihood that an empty cart will block a driveway or sidewalk or fall or roll
into the street.
G. The Contractor shall handle all carts with reasonable care to avoid damage and spills.
Where collection crews break or spill any item of waste onto parkways, premises, curb -
and- gutter, or streets, the crews shall immediately clean up the debris in a workmanlike
manner. A broom and shovel shall be required as standard equipment on each vehicle.
H. The City shall enact and reasonably publicize and enforce all ordinances and any
additional instructions for residents which may be necessary to achieve compliance with
the requirements of this Contract by anyone within the City, including residents.
2.9 Contractor Records
A. The Contractor shall maintain, separate from all other records and accounts, complete
records pertaining to the performance and administration of this Contract. The
Contractor shall also submit monthly reports in to the City the actual tonnage of
recyclables, refuse, organic waste and yard waste as required by the City. Said records
and accounts shall at all reasonable times be open to inspection by the City and its agents.
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City of Shakopee — Service Agreement
Contract Specifications
B. The Contractor shall maintain records as to the number of households that set out
recyclables by truck route where RFID technology is used. These set out counts shall be
recorded by the Contractor at the time each load of recyclables is tipped for unloading
along with the weight. Thus, the route data for that load shall include: date, time,
tonnage, number of households setting out recyclables collected for that load, and total
number of households served (including those households not setting out recyclables).
The route log will also include, as needed, any other driver comments or notes about
special conditions or circumstances encountered on that route. Where RFID technology
is not used, the Contractor shall perform a periodic route audit (e.g., at least once per
year) to provide an estimate of participation and set -outs by truck route.
2.10 Public Education
A. During the term of this Contract, the Contractor shall use a City approved notice to
inform residents of any and all reasons why the Contractor may not have collected all
waste, yard waste, organic waste or recyclable materials placed the curb. The notice shall
be designed and printed by the Contractor and shall indicate the reason waste material
was not collected. The notice shall include the name, telephone number, e-mail and
website address of the Contractor. The notice may have a check -off format listing the
most common mistakes in preparing waste material for collection. The notice shall be
designed to attach to the uncollected waste material in a visible manner (e.g., adhesive
back, tie -on tag, etc.).
B. The Contractor shall cooperate with the City and civic organizations service City
residents in educational activities to promote citizen awareness of the residential solid
waste, recycling, organic waste and yard waste programs, including, but not limited to
facility tours, quarterly newsletters, and participation in special events.
2.11 Refuse and Recyclables Carts
A. The City will be responsible for the costs of transport of new carts from the cart
manufacturer to a designated distribution point in the City of Shakopee (or at an
altemative site mutually agreed to by both parties). The Contractor shall then, at its cost,
deliver each residential unit a refuse and recycling cart. The Contractor shall list a
customer service contact phone number, email and website address on the cart at a
location mutually agreeable to the contractor and the city.
B. The refuse and recycling carts shall have the City's name, logo and City's website
address, on at least one (1) side of the cart.
C. Each refuse cart shall be delivered complete with a solid waste instructional brochure
provided by the Contractor explaining what materials are acceptable and prohibited and
how to best prepare the materials for set -out. These resident instructions shall assist the
Contractor in the performance of their work and to inform and educate the public.
D. Each recycling cart shall be delivered complete with a single - stream recycling brochure
provided by the Contractor explaining what materials are acceptable and prohibited and
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City of Shakopee — Service Agreement
Contract Specifications
how to best prepare the materials for recycling. These resident instructions shall assist
the Contractor in the performance of their work and to inform and educate the public.
E. Refuse and Recycling carts and the single- stream brochure shall be delivered throughout
the term of the Contract to any newly constructed home(s) and to any newly annexed
properties /sub - divisions that have been certified by the City to be included in this
Contract.
F. Lost and stolen refuse and recycling carts shall be replaced by the Contractor.
G. The Contractor is responsible for; assisting the City with ordering carts and spare parts
for carts; assembly of carts; delivery of carts to households from the distribution point;
storage of excess inventory of carts and spare parts (i.e., provide "warehouse" services);
repair or replace damaged carts; manage all aspects of warranty repairs and excess
inventory; cart maintenance; and ongoing distribution of the carts. Cart distribution
services would include both the initial cart rollout and ongoing cart replacements (i.e.
new customers, service changes, replacement of damaged containers, etc.) during the
term of the Contract.
H. The Contractor may charge a resident customer a reasonable replacement or repair fee if
the resident misuses or abuses their refuse or recycling cart or fraudulently reports a lost
or stolen cart. The City shall be notified in writing of any such incident including
sufficient details (e.g., address, date, reason for replacement, etc.).
I. Unless specified otherwise herein this Contract body text, the Cart Management Plan for
the specified services shall be as itemized in Appendix D.
3 REFUSE COLLECTION, PROCESSING AND DISPOSAL -
SPECIFICATIONS
Refuse collection, processing and disposal operations must meet City requirements.
A. The Contractor must provide for processing of all refuse collected under this Contract as
per Minnesota Statutes (M.S. 115A.471 and M.S. 473A.848) and related Scott County
ordinances and policies.
1. The Contractor must document its planned arrangements for such refuse
processing, either through a transfer station or direct to a mixed MSW resource
recovery facility. The Contractor must maintain a current and active
subcontract(s) on file with the City that requires the refuse collected from City
residents under this Contract is processed pursuant to said Statutes and policies.
The refuse processing subcontract must provide written certification from the
resource recovery facility that the City's residential refuse collected under this
contract is being processed pursuant to said Statutes and policies. If used, the
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City of Shakopee — Service Agreement
Contract Specifications
transfer station subcontract must also provide written certification that the City's
residential refuse is delivered to this resource recovery facility.
2. The Contractor will bring all refuse to Resource Recovery Technologies, LLC, -
Shakopee, MN, refuse processing facility.
3. If a transfer station is used, the Contractor must submit the transfer station service
subcontract to the City.
4. The Contractor shall not deliver the City's residential refuse to a landfill, or
transfer station that redirects the City's refuse to a landfill, without 60 day prior
written permission of the City.
5. This subcontract must allow the City to inspect the resource recovery facility and,
if used, transfer station with reasonable notice to assure that the refuse is being
processed pursuant to this Contract, the said Statutes, and County policies.
6. The Contractor shall maintain truck weight scale receipts for all refuse loads
collected under this Contract delivered directly to a resource recovery facility or,
if used, transfer station. If a transfer station is used, the transfer station
subcontract must also require truck receipts of the larger transfer trailer loads
delivered to the resource recovery facility.
7. The Contractor shall not deliver any waste collected under this Contract to a land
disposal facility or transfer facility where the waste will subsequently be moved to
a land disposal facility without prior written permission from the City.
8. This Contract requires disposal costs to be explicitly itemized separate from
collection fees. Future changes in refuse disposal tipping fees at the designated
resource recovery facility and/or transfer station will be the basis for any annual
adjustments to the Contracted refuse disposal costs. The disposal cost portion of
the refuse fees shall be adjusted on an annual basis proportional to the change in
tipping fees, whether they increase or decrease from the previous year or base
period.
Refuse collection operations under the new Contract should be very similar to the
previous system. Refuse collection and disposal system requirements include (but are not
limited to):
B. Weekly collection from 30- gallon, 60- gallon, or 90- gallon wheeled refuse carts. The
color and labeling of the refuse carts must distinguish them from the recycling carts,
organic waste carts, and yard waste carts.
C. Refuse trucks equipped with fully automated lifting mechanisms are preferred but not
required by this contract.
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City of Shakopee — Service Agreement
Contract Specifications
D. Residents may set out extra "overflow" bags of refuse if they do not fit into the resident's
refuse cart (with the lid fully closed).
E. Graduated rates for refuse disposal costs are specified for the 30- gallon, 60- gallon, or 90-
gallon cart sizes in Appendix C
F. In general, refuse shall be collected curbside, with some alley side collection on selected
streets.
G. Spring road weight restrictions require some of the households to be served alley side to
seasonally switch to curbside during these spring months. It is the responsibility of the
Contractor to properly educate residents of the dates of the switch from alley to curbside
collection as well as the switch back to alley collection.
H. This Contract requires that residential refuse collected from Shakopee under this Contract
will be kept separate from other materials. Shakopee loads of residential refuse shall be
weighed on designated truck scales and weights reported to the City. The Contractor
shall retain truck scale weight tickets for City inspection upon request.
I. Refuse carts will be owned by the City.
J. It is the Contractor's responsibility to provide a specific list of residential instructions for
preparing and setting out refuse carts and overflow refuse bags.
K. The Contractor must clearly summarize their customer service plans, including lines of
communication with City residents and City staff.
L. 90% of BCF- Refuse will be allocated to non -fuel costs and 10% of BCF- Refuse will be
allocated to fuel costs.
M. Residential fees related to refuse disposal are outlined in Appendix C.
4 RECYCLABLE COLLECTION AND PROCESSING -
SPECIFICATIONS
Recyclables shall be collected by the Contractor on a City -wide basis to all eligible residential
units served under this Contract. Residents may choose to set out properly sorted and prepared
recyclables during any designated recycling collection day as per the City - established recycling
collection routes and schedule.
Single- stream recyclables shall be collected every other week as per this Contract and the
standards established by the City. Eligible City residents will be required to use the City -
designated wheeled, lidded recycling carts for storage and curbside collection.
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City of Shakopee — Service Agreement
Contract Specifications
The City will implement a "single stream" recycling program starting operations on June 1,
2014. Single- stream recyclables collection and processing system requirements include (but are
not limited to):
A. Every other week ( "EOW ") recyclables collection from a 90- gallon wheeled recycling
carts. The color and labeling of the recycling carts must distinguish them from the refuse
carts, organic waste carts and yard waste carts.
B. Recycling trucks equipped with fully automated lifting mechanisms are preferred but not
required by this Contract.
C. Single- stream recycling will be offered to all customers.
D. All recyclables will be taken to the Contractor's Inver Grove Heights recycling
processing facility. The Contractor may not switch to a different recyclable processing
facility without prior 60 day written notice and approval of the City.
E. This Contract requires that residential recyclables collected from Shakopee under this
Contract will be kept separate from other materials. Shakopee loads of residential
recyclables shall be weighed on designated truck scales and weights reported to the City.
The Contractor shall retain truck scale weight tickets for City inspection upon request.
F. Recycling carts will be owned by the City under the new Contract.
G. It is the Contractor's responsibility to provide a specific list of resident instructions for
sorting recyclable materials and setting out recycling carts.
H. Recycling trucks should be clearly marked as such to distinguish from refuse and yard
waste trucks.
I. Residential fees related to recycling costs are outlined in Appendix C.
4.1 Collection
A. The Contractor will collect all properly prepared and placed recyclables from residential
units on the same day as regular refuse collection, but collected every other week.
B. Recyclable materials to be included as part of the city's single- stream recycling system
include, but are not limited to:
Paper Items: Old newspapers (including inserts), magazines, phone books,
office and school papers, household office paper and junk mail,
boxboard such as snack and cereal boxes, pop/beer /water
boxes, and corrugated cardboard.
Glass: Food and beverage containers including glass jars and bottles.
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City of Shakopee — Service Agreement
Contract Specifications
Plastic: Food and beverage containers including rigid plastic
containers (coded with symbols #1, #2, #3, #4, #5, #6 and #7,
including small tubs (such as for margarine and yogurt
containers), clam shell containers and the lids / caps.
Metal: Beverage, food and pet food containers including aluminum
and tinned -steel cans.
Aseptic Cartons: Such as juice boxes and milk cartons.
Other Materials: The Contractor may propose additional materials be added to
the list.
C. Additionally, in accordance with the City and Scott County policies, recyclable items
may be added to this list, at which time, the Contractor will be required to collect the
additional materials within six months, or less, of receiving written notification from the
City.
D. Additionally, in accordance with the City and Scott County policies, items may be
deleted from this list, at which time; the Contractor will be required to drop the deleted
materials within six (6) months, or less, of receiving written notification from the City.
4.2 Recyclables Processing
A. The Contractor shall not dispose of recyclables in any landfill, resource recovery facility,
or other mixed waste processing facility nor knowingly convey recyclables to any other
person that disposes recyclables in a landfill or other mixed waste facility without the
express written consent of the City.
B. The Contractor shall document that it has access to adequate recyclables processing
facility capacity to process and prepare for the market or transfer for processing
elsewhere the materials listed above. The Contractor shall document that the designated
recycling facility (or facilities) shall comply with all local, state, federal regulations that
are in effect. If the recycling facility proposed to be used by the Contractor is under
design, construction, or renovation, the exact status and completion schedule shall be
provided to the City in writing.
C. The Contractor's designated recycling facility (or facilities) shall be properly zoned for
all proposed recycling activities.
D. The Contractor shall keep records to estimate the quantity of individual items recycled,
and shall issue a monthly report to the City as to the estimated quantity of each material
collected and processed during that month.
E. The City shall have the right, during the term of the Contract, to have a representative
visit the Contractor's designated recyclables processing facility (or facilities) to monitor
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City of Shakopee — Service Agreement
Contract Specifications
the operation of the Contract. The Contractor shall make reasonable provisions for such
site City visits.
4.3 Recyclables Revenue Sharing
A. The Contractor shall provide a quarterly recyclables revenue sharing credit check and
report to the City. The revenue sharing credit check and report shall be based on the net
proceeds of the sale of all recyclable materials collected the previous quarter in the City,
if there are positive net proceeds from the sale. Net proceeds are defined as the revenues
received from the sale of all recyclable material minus processing charges.
B. The Contractor shall retain all truck scale weight ticket receipts for the delivery of
recyclable materials from the City to a recyclables materials facility for a period of three
(3) years. These weight ticket receipts shall be provided for City inspection at any time
based upon reasonable notice.
C. The Contractor shall allow the City or its duly authorized agents reasonable access to
such of the Contractor's books and records as are pertinent to all services provided under
this Contract.
D. Any reports, information, data, etc. given to or prepared or assembled by the Contractor
under this Contract which the City requests to be kept confidential shall not be made
available to any individual organization without the City's prior written approval. All
finished or unfinished documents, data, studies, surveys, drawings, maps, models,
photographs, and reports prepared by the Contractor shall become the property of the
City upon termination of this Contract.
E. Recyclables Processing Fee
The Contract specified revenue sharing formula requires the use of published industry market
indices for all materials. The basic components of the revenue sharing formula for most of
the commodities include:
1. Estimated commodity tonnage volumes (tons / month);
2. Published index value per ton ($ per ton based on specified commodity grades);
3. A processing fee of $84.00 per ton average for all commodities; and
4. An 80 percent ( %) of net Contractor revenue to be credited to the City for revenue
share on all of the Contract specified commodities.
The formula for calculating monthly revenue share is:
Gross revenue as per the indices listed below (times the recyclable tonnages
collected from the City).
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City of Shakopee — Service Agreement
Contract Specifications
Less the processing fee as proposed and then specified in the Contract (times the
recyclable tonnages for the indexed commodities).
Equals the Contractor's net revenue for the month.
Times the City's revenue share percentage paid as a revenue share credit to the
City each quarter.
The proceeds for all recyclable materials collected, except glass, shall be based on actual
inbound scale weight tonnage figures, with commodity percentages determined at least once
per year from a sort of random loads, and monthly commodity prices based on the following
published industry price indices for:
All Fiber / Paper Grades: Pulp and Paper Week (formerly the Official Board
Markets' or OBM "Yellow Sheet"): first issue of the month, Chicago region for
Old Newspapers (ONP) # 8, high side of the range.
Aluminum: American Metal Market: first issue of the month, Chicago for
nonferrous scrap prices: scrap metals, domestic aluminum producers, buying
prices for processed used aluminum cans in carload lots, f.o.b. shipping point,
used beverage can scrap, high side of the range.
Bi-Metal (or "Steel") Cans: American Metal Market: first issue of the month,
Chicago region, clean used densified cans.
Plastics: RecyclingMarkets.net adjunct commodity pricing service
www.SecondaryMaterialsPricing.com, Chicago (Midwest/Central), Plastic Bottles:
(baled) sorted into: PET, Natural HDPE, and Colored HDPE, using the last published
price of the month. (Note: Plastic bottles composition of sub-grades is assumed to be:
50% PET, 25% Natural HDPE, and 25% Colored HDPE.)
The City or the Contractor may propose other revenue sharing pricing formulae on an
annual basis during the duration of the Contract and both parties shall mutually agree on a
new market indicator(s) if needed.
The City understands that net revenues may equal zero dollars ($0) at times due to poor
markets. However, neither the City nor residents shall pay any recycling costs above the
monthly based recycling fee (BRF-recyclables). The City's revenue share credits shall
never be a negative value.
F. Revenue Sharing Changes Based on Material Composition
The Contractor is required to conduct at least one (1) recyclables materials composition
analyses of the City's recyclable materials each year. The City must pre-approve the
methods prior to conducting the composition analyses and shall be present for both such
30
City of Shakopee — Service Agreement
Contract Specifications
composition analyses. Both parties shall mutually agree on revised recyclables
composition percentages, if any, prior to using the composition analysis information to
make changes to the revenue sharing calculations.
4.4 Recycling Public Education
The Contractor shall have primary responsibility to inform and educate City residents about the
availability and preparation instructions for recyclables collection.
A. The Contractor shall, at a minimum, provide information about recyclables collection and
preparation instructions on the required annual calendar, Contractor's website for
Shakopee, and via recycling cart hang tags (or suitable alternative) when the recycling
carts are distributed to residents.
B. The City shall provide City - designated recycling carts that are clearly labeled
"Recyclables Only" and in a different color to contrast with the colors of the refuse and
yard waste carts.
C. The Contractor shall design an in -mold label to be installed into the lid of the single -
stream recycling cart at the time of cart manufacture that lists the acceptable recyclable
materials. A draft of this label shall be submitted to the City for approval 30 days prior to
the printing of the labels. The City must give its written approval of the label prior to
finalization and printing. The City will pay for 50 percent of the costs of the label,
including installation.
D. The Contractor may reject unacceptable material from its recyclables collection
operations but then must inform the resident as to the reason for material rejection (e.g.,
prohibited items, improper preparation of materials, etc.) by leaving educational tags to
those residents.
5 YARD WASTE COLLECTION AND PROCESSING
Yard waste collection operations under the new Contract should be very similar to the previous
system. Yard waste collection and disposal system requirements include (but are not limited to):
A. Subscription, weekly yard waste collection and delivery for composting on a seasonal
basis from approximately April through November each year.
B. Eligible residents may subscribe for regular yard waste collection service and receive a
60- gallon yard waste cart, or customers can set out yard waste on an "on- call" basis by
the bag.
C. Customers will communicate with and pay the Contractor directly.
D. All yard waste will be taken to the Specialized Environmental Technologies in Shakopee,
MN composting facility. The Contractor may not switch to a different yard waste
31
City of Shakopee — Service Agreement
Contract Specifications
processing facility without prior 60 day written notice and approval of the City.
E. Yard waste carts shall be owned by the Contractor.
F. The Contractor will provide a specific list of resident instructions for preparing and
setting out yard waste carts and compostable yard waste bags.
5.1 Collection
Separate curbside collection of yard waste shall be a "subscription" or voluntary option for City
residents as specified below. Yard waste service shall be arranged between the subscribing
residents and the Contractor. Residents may elect to manage their yard waste using other
approved methods (e.g., backyard composting, mulching, self -haul to approved composting
facilities, self -haul to approved drop- off/transfer sites, etc.).
A. The Contractor shall collect all properly prepared and placed yard waste in wheeled yard
waste carts or compostable bags for yard waste from residential units on the same day as
regular refuse collection.
B. Yard waste shall be collected weekly on a seasonal basis from approximately mid -April
(or as soon as the Scott County Highway Department lifts the spring roadway weight
limits) up through the week prior to Thanksgiving, or such time as winter weather curtails
yard waste operations. Christmas trees and other holiday wreaths shall be collected
throughout December and January each year. Starting and ending collection dates shall
be with the mutual concurrence of the City. The Contractor shall not suspend operations
during the operation periods of time without the written authorization of the City.
C. Contractor shall provide separate yard waste collection service only when residents
request and pay for this additional service by contacting the Contractor.
5.2 Processing
A. Yard waste shall not be disposed of in any landfill as per Minnesota statutes and County
policies.
B. The Contractor shall make its own arrangements for disposal of yard waste collected
from within the City.
C. The Contractor shall at all times receive City written approval of proposed yard waste
composting facilities and/or transfer stations used to manage the yard waste collected
from within the City. The City retains the right to approve the Contractor's yard waste
composting and/or transfer facilities. The City retains the right to reject the Contractor's
selection of yard waste composting and/or transfer facilities. The Contractor may request
a change to the agreed upon price for yard waste collection and disposal services if the
City rejects its choice of disposal facilities and can demonstrate a change in its costs.
32
City of Shakopee — Service Agreement
Contract Specifications
D. The Contractor, and not the City, shall be responsible for assuring that the selected yard
waste composting and/or transfer facilities are in compliance with all federal, state,
county, and local laws, ordinances, and regulations that are currently in effect and govern
the disposal of the yard waste collected from the City.
E. Upon the City's request, the Contractor shall provide to the City the name and location of
the yard waste composting and/or transfer facilities it currently is using during the term of
this Contract.
F. Upon the City's request, the Contractor shall provide the City with proof that such
facilities comply with all laws and regulations that are currently in effect and govern such
yard waste composting and/or transfer facilities.
G. Upon reasonable notice, the City shall have the right to visit and inspect such facilities
during regular business hours.
H. The Contractor shall notify the City of any changes in yard waste composting and /or
transfer facilities.
I. Upon the City's written request, the Contractor shall furnish the City with reasonable
assurances concerning the availability of adequate facility capacity for composting of
yard waste collected under this Contract.
5.3 Price and Payment
Payment for the extra yard waste collection service by subscribing City residents shall be in
addition to the fixed unit price of City-wide refuse and/or recycling collection services and as
established in Appendix C. The cost for this extra yard waste collection service shall be on a per
bag charge (i.e., "on- call" service by setting out properly prepared yard waste in compostable
bags) and/or seasonal yard waste cart (i.e., "subscription" for yard waste cart service by direct
arrangement with the Contractor). Methods such as individual customer billing, or the like can
be used in the billing process. The price shall cover all yard waste collection equipment,
materials, labor and services (including tipping fees) to be performed under the proposed
contract.
5.4 Yard Waste Public Education
The Contractor shall have primary responsibility to inform and educate City residents about the
availability and preparation instructions for this extra yard waste collection service option.
A. The Contractor shall, at a minimum, provide information about the yard waste collection
option and preparation instructions on the required annual calendar, Contractor's website
for Shakopee, and via cart hang tags (or suitable alternative) when the yard waste carts
are distributed to subscribing residents.
B. The Contractor shall use its own yard waste carts that are clearly labeled "Yard Waste
Only" and in a different color to contrast with the colors of the trash and recycling carts.
33
City of Shakopee — Service Agreement
Contract Specifications
C. The Contractor may reject unacceptable material from its yard waste collection
operations, but then must inform the resident as to the reason for material rejection (e.g.,
prohibited items, improper preparation of materials, etc.) by leaving educational tags to
those residents.
6 ORGANIC WASTE COLLECTION PLAN
This Contract requires that the Contractor will submit a plan by the end of 2014 for source
separated, residential organic waste collection and delivery for composting. Contractor may not
start collection operations until approximately 2015 and may begin with a limited pilot program
to test proposed operations.
The City recognizes there are many collection methods, new technologies and composting
facilities available today for separated residential organic waste. The City has made no decisions
yet about the specific method of collecting separated organic waste.
The City currently envisions this to be a new carted, subscription service similar to yard waste
collection, but provided twelve (12) months per year, not seasonally. Starting the organic waste
collection service on a subscription basis will provide a voluntary means to evaluate resident
interest and compliance with program instructions before consideration of city-wide service and
fees. At this time, the City has no plans or proposed options for City purchase or ownership of
separate organic waste carts.
Finalization of organic waste collection operations and service fees will be a separate negotiation
between the City and the Contractor and will not begin until approximately January, 2015. The
City reserves the right to discontinue planning for organic waste collection at any time.
7 BULKY ITEMS AND OTHER SPECIAL COLLECTIONS
Bulky item collection operations under the new Contract should be very similar to the previous
weekly curbside collection system. The Contractor shall provide bulky item collection,
processing and marketing or disposal services on an "on- call" basis. This may include other "on-
call" special collections of other problem materials.
Bulky item collection prices are outlined in Appendix C.
It is the Contractor's responsibility to provide a specific list of resident instructions (including
notifying the Contractor) for preparing bulky items and other problem materials requiring special
collections.
The Contractor shall maintain a record of bulky items and other problem waste special
collections. The Contractor's annual report shall summarize the counts of these special
collections and describe the type of materials collected. This annual report should also
summarize the disposition of all materials.
34
City of Shakopee — Service Agreement
Contract Specifications
8 COLLECTION FROM CITY BUILDINGS AND PARK
FACILITIES
Weekly collection operations shall be provided at no charge from City buildings and City park
facilities.. This Included shall be a single - stream recycling system, and a seasonal, single - stream
recyclables collection service from designated City parks. The detailed listing of specified City
buildings and City park facilities, along with the estimated levels of refuse and recyclable
collection service, is included in Attachment A — Service Agreement, as is "Appendix B — List of
City Buildings, Parks and Other Facilities to be Served by the Contractor ". The City reserves the
right to add other similar future facilities after consultation with the Contractor.
See Appendix B to this Contract for the current listing of City buildings, parks and other
facilities to be serviced by the Contractor.
8.1 Recyclables Collection at City Parks
The Contractor will provide at least weekly seasonal recyclables collection at selected parks
facilities. Seasonal collection is estimated to be April 1 — October 31; however, these dates are
subject to change by the City. Parks that currently have, or are planned to have recycling pick-
ups are listed in the Attached Service Agreement's Appendix B — "List of City Buildings, Parks
and Other Facilities to be served by the Contractor ". It is the City's intent to place recycling
carts at the perimeter of the parking lots to take advantage of collection efficiencies as part of the
residential, single - stream recycling routes.
A more specific plan and schedule of service, including seasonal adjustments, will be developed
by the City and the Contractor and then amended to this Contract. This plan will provide
sufficient details including (but not limited to) the number of carts at each park, any additional
specifications for the carts (e.g., stickers with instructions, standardized recyclables holes cut into
the lid, automatic lid locking/unlocking device), and specific cart placement locations.
The volumes of refuse and recyclables collected from City facilities shall be reported separately
from residential material. The Contractor shall propose how they intend to estimate tonnages of
refuse and recyclables collected from City facilities. For example, the Contractor may count
cubic yards of actual collection service for each material type and convert to tonnage estimates
using assumed density conversion and container fullness factors.
This Contract retains the current "free" system (i.e., no added charges to the City) for this added
service of collections from City buildings and park facilities. High quality service to these City
facilities is expected, including collections and customer service communications.
The City will own the recycling carts stationed at City Buildings and Parks, but the Contractor
will be responsible for providing recycling collection services and cart maintenance in the same
manner as the residential service requirements.
35
City of Shakopee — Service Agreement
Contract Specifications
8.2 Cardboard Dumpster at City's Public Works Garage
The Contractor will provide at least one (1) free dumpster, at a location to be specified, by the
City (e.g., the City's Public Works Garage parking lot), to allow residents to drop -off old
corrugated cardboard (OCC).
9 SPRING CLEAN UP DAY AND OTHER SPECIAL EVENTS
A. The City of Shakopee in conjunction with Scott County traditionally sponsors a spring
clean -up day in April each year. The program results in a high level of bulky items and
other special waste delivered by residents. The clean -up event lasts about four (4) hours
(which is the time open to the public). The Contractor will provide adequate manpower
and equipment such as rear loaders, roll off trucks, roll off boxes, and/or dumpsters for
the event. The Contractor is responsible for the collection, recycling and/or disposal of
refuse, recycling, yard waste, and bulky items. The City is likely to contract with a
vendor to dispose of electronic waste items and tires. The City will work with the
Contractor each year to plan and schedule this April clean -up day event.
B. The City participates in other special events throughout the year (e.g., "Derby Days ",
etc.). The Contractor shall provide for at least refuse and recyclables collections at these
other special events. The City may also request separate organic waste collections. The
City will work with the Contractor to plan and schedule these other special events.
C. The annual spring clean -up day and other special events shall be billed separately to the
City of Shakopee. Upon receipt of an itemized invoice approved by the City, the City
will reimburse the Contractor for tipping and disposal fees, and pre- approved staffing
costs. The City reserves the right to bid out these clean-up day / special events collection
services as a separate contract. These additional special event collections may be severed
from the other scope of services in the Service Agreement.
36
City of Shakopee — Service Agreement
Contract Specifications
CITY OF SHAKOPEE CONTRACTOR
Allied Waste Services of the Twin
Cities — Eden Prairie /1 Republic
Services of the Twin Cities — Eden
Prairie
By By
Mayor Republic Services Area President
By
City Administrator
STATE OF MINNESOTA
COUNTY OF SCOTT
The foregoing instrument was acknowledged before me this day of
, 20_ by Brad Tabke, Mayor and Mark McNeill, City Administrator of the City of
Shakopee, Minnesota, on behalf of said City.
This instrument was drafted by:
City of Shakopee
129 South Holmes Street
Shakopee, MN 55379
City of Shakopee — Service Agreement
Contract Specifications
APPENDIX
City of Shakopee — Service Agreement
Contract Specifications
Appendix A-1
Map of Current Residential Collection Sectors and Weekly Schedules
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Al —1
City of Shakopee — Service Agreement
Contract Specifications
Appendix A -2.a
Map of Current Alley Collection Schedule: Monday Route
(Alley route coded in orange)
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A2 -1
City of Shakopee — Service Agreement
Contract Specifications
Appendix A -2.b
Map of Current Alley Collection Schedule: Tuesday Route
(Alley route coded in orange)
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A2 —2
City of Shakopee — Service Agreement
Contract Specifications
Appendix A -2.c
Map of Current Alley Collection Schedule: Thursday Route
(Alley route coded in orange)
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A2 - 3
City of Shakopee — Service Agreement
Contract Specifications
Appendix B
List of City Buildings, Parks and Other Facilities
To Be Served by the Contractor
Ci of Shako 1 ee Buildin • s & Parks - Trash and Rec din a Weekl Collection*
Name and Location Type Estimated Service Level
17th Avenue Sports Complex Recycling 8 - 90 gal. carts - Seasonal April 1 - Oct. 31
2600 17th Avenue East
Fire Station #1 Trash 3 -90 gal. carts
2700 Vierling Drive East Recycling 1 -90 gal. cart
Fire Station #2 Trash 1 - 2yd
1001 Vierling Drive West Recycling 1 -90 gal. cart
Green Meadows Park Recycling 2 -90 gal. carts - Seasonal April 1 - Oct.31
3100 Thrush Street
Huber Park Recycling 4 -90 gal. carts - Year Round
150 Fillmore Street
Lions Park Recycling 3 -90 gal. carts - Year Round
1103 Adams Street
Memorial Park Recycling 8 -90 gal. carts - Year Round
1801 County Road 101 East
Parcel 75 (Unnamed Park) Recycling 2 -90 gal. carts - Year Round
Parcel 75 on Southbridge
Parkway (Estimated completion
2014)
Quarry Lake Park Recycling 4 -90 gal. carts - Seasonal April 1 - Oct. 31
Broadbank Blvd. (Estimated
completion 2014)
2 -96 gal. carts - Seasonal April 1 - Oct.
Riverside Fields Park u. f,. Recycling 31
7300 Crossing Blvd.
(Est. completion summer 2013)
B -1
City of Shakopee — Draft Service Agreement
Contract Specifications
Cit of Shako I ee Buildin ' s & Parks - Trash and Recycling Weekly Collection*
Name and Location Type Estimated Service Level
SandVenture Aquatic Park 4yd dumpster, 3x/week
(Seasonal) Trash April 1 - October 31
1101 Adams Street Recycling 2 -90 gal. carts - Seasonal June 1 - Aug. 31
Shakopee City Hall Trash 3 -90 gal. carts & 1- 64 gal. cart
129 Holmes Street South Recycling 3 -90 gal. carts & 4 -32 gal. carts
Shakopee Community Center Trash 6yd dumpster 2x /week
1255 Fuller Street Recycling 2 -90 gal. carts
Card Board Dumpster 4yd
Shakopee Police Department Trash 3yd dumpster
475 Gorman Street Recycling 2 -90 gal. carts
Shakopee Public Library Trash 3 -90 gal carts
235 Lewis Street Recycling 2 -90 gal carts
Shakopee Public Works Trash 4 -6yd dumpsters, 3x /week
500 Gorman Street Trash 3yd dumpster
Card Board Dumpster 8yd 2x /week
Shakopee Public Works Trash 3yd dumpster, 3x/week
400 Gorman Street Card Board Dumpster 2yd dumpster, 2x/week
Recycling 1- 90 gal. cart
Shakopee Youth Building Trash 2 -90 gal carts
1099 Adams Street Recycling 1 -90 gal. Year Round
Tapah Park Recycling 10 -90 gal. Seasonal April 1 - Oct. 31
1490 Adams Street South Trash 2 - 6 yard 3x /week April 1 - October 31
Westminster Park Recycling 2 -90 gal. carts - Seasonal April 1 - Oct. 31
801 Valley View Road East
Any other similar future facilities as designated by City Administrator.
*Collection is weekly, unless otherwise noted. Seasonal collection is estimated to be April 1 —
October 31; however, these dates are subject to change by the City.
B -2
City of Shakopee — Service Agreement
Contract Specifications
Appendix C
Fee Schedules: Refuse Collection and Disposal; Recyclables Collection, Processing and
Revenue Sharing; Yard Waste; Bulky Items; and Special Events
(Note: When unit prices are specified in $ / HH / MO, it is understood that the Contractor will
be billing on a quarterly basis.)
Allied din. Price Worksheet June 1, 2014 - Ma 31, 2015
Units Allied
Refuse Collection and Disposal Fees
BCF- Refuse For Single Family Thru Triplexes:
Refuse Carts (City Owns Carts)
30 -gal (EOW) $ /HH/MO $3.37
Weekly $ /HH/MO $4.49
City cart fee (to be collected quarterly) $ /HH/MO TBD
BCF- Refuse For Townhomes:
Refuse Carts (City Owns Carts)
30 -gal, EOW $ /HH /MO $3.37
Weekly $ /HH/MO $4.49
City cart fee (to be collected quarterly) $ /HH /MO TBD
Overflow Bag of Refuse:
Additional fee $ / bag $2.50
Walk -Up (Valet) Service
Additional valet service fee $ /MO $5.00
(Note: Valet service fee will be waived if the resident is disabled and unable to roll -out the cart.)
Portion of BCF-Re fuse to
Non -fuel % of BCF - Refuse 90%
Fuel % of BCF - Refuse 10%
Refuse Disposal Fees
30 -gal, EOW $ /HH/MO $1.75
30 -gal, weekly $ /HH/MO $2.12
60 -gal, weekly $ /HH/MO $4.25
90 -gal, weekly $ /HH/MO $6.37
Refuse Cart Exchange /Replacement Delivery Fee*
Additional fee $ / Occurrence $8.50
(Note: No cart exchange fee will be charged to residents during the first three (3) months of the new contract.)
Recyclables Collection Fees
BCF-Recyclables
Recycling Carts (City Owns (90 gal Carts)
EOW recycling service S/HE/MO $2.55
Additional fee for each additional cart EOW service $ /HH/MO $1.00
City cart fee (to be collected quarterly) $ /HH/MO TBD
Portion of BCF - Recyclables to
Non -fuel % of BCF - Recyclables 90%
Fuel % of BCF - Recyclables 10%
Proposed Recyclables Processing Fee $ /ton $84.00
(Appendix C — continued on next page)
c -1
City of Shakopee — Draft Service Agreement
Contract Specifications
Appendix C — (continued)
Schedule of Prices
Allied Refuse /Recycling Price Worksheet June 1, 2014 - May 31, 2015
Units Allied
Yard Waste (YW) Collection Fee
Proposed yard waste (YW) annual subscription fee $ /HH/year $62.00
Per bag overflow charge for extra yard waste $ /bag $1.50
Additional collection fee for Christmas trees $ /Christmas tree $5.00
Special Bulky Items Fee
Items with 50% metal or more, less than 50 pounds $ /item $25.00
Items with 50% metal or more, more than 50 pounds $ /item $30.00
Items with less than 50% metal, less than 50 pounds $ /item $25.00
Items with less than 50% metal, more than 50 pounds $ /item $45.00
Electronic Recyclables:
Small items like keyboards, VCS's, DVD players, clock radio's, etc., $10.00
TV's and computer monitors $40.00
Clean - Up Event and Special Event Fees
Labor (7 drivers and 1 supervisor) $ /hour $375.00
Equipment rental $ /equipment $800.00
Refuse disposal $ /ton $60.00
Recyclables disposal (recycling) $ /ton $0.00
C -2
City of Shakopee — Service Agreement
Contract Specifications
Appendix D:
Cart Management Plan
.1. Customer Service Calls
A. All calls for cart service or maintenance should be made by the residential customer
directly to the Contractor.
B. Calls from Shakopee residents shall be entered into the Contractor's customer service
data recording system by the Contractor's call taker. This Shakopee - specific data shall
be summarized in a monthly report to the City and detailed call logs shall be made
available to the City upon request.
C. Service or maintenance requests shall include cart repair, removal of graffiti, replacement
of destroyed cart, or other maintenance work required to maintain carts in serviceable
and clean condition.
D. The Contractor shall perform cart service requests by the next pick -up service date.
E. The Contractor shall record service address, cart number and RFID number and service
performed.
F. The Contractor shall report all completed cart service requests and resolutions for a
month, by address, to Shakopee no later than the 10th calendar day of the month
following service.
G. The Contractor shall report all unresolved cart service requests and resolutions for a
month, by address, to Shakopee no later than the 10th calendar day of the month
following service.
2. Cart Switches
A. All calls for cart size or number changes should be made by the residential customer to
the Contractor.
B. Calls shall be entered into the Shakopee data base by the Contractor's call taker.
C. The Contractor shall perform cart switch requests by the next pick -up service date.
The Contractor shall record service address, cart number and RFID number and service
performed.
D. The Contractor shall report all completed cart service requests and resolutions for a
month, by address, to Shakopee no later than the 10th calendar day of the month
following service.
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City of Shakopee — Draft Service Agreement
Contract Specifications
E. The Contractor shall report all unresolved cart service requests and resolutions for a
month, by address, to Shakopee no later than the 10th calendar day of the month
following service
F. The Contractor may charge customers a "convenience fee" of $8.50 for more than one
cart change in size or number per year per customer.
.3. Cart Inventory
A. The Contractor will supply an annotated cart inventory to the City each month, no later
than the 10 calendar day of the month, with the following information:
1. The number of carts of each size and type (i.e., refuse vs. recyclables) on hand.
2. The number of cart lids and wheel kits on hand.
3. The carts placed at addresses, including the inventory number and RFID number
of each cart, and the inventory number and RFID number of the cart replaced, if
applicable.
4. The carts reported as missing or destroyed, including the inventory number and
RFID number of each cart.
B. The Contractor shall maintain adequate inventories on hand of extra carts and spare parts
to promptly service Shakopee carts:
C. The Contractor will inform the City, at least monthly, of the cart sizes to be purchased by
the City to maintain adequate cart inventory.
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D. The Contractor will obtain and maintain adequate cart parts on hand to meet cart
maintenance service level requirements. Cart parts are the sole responsibility of the
Contractor.
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