HomeMy WebLinkAbout4.F.4. Garbage/Recycling Contractor Transition Plan Consent Business 4. F. 4.
SHAKOOETH
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
DATE: 11/06/2013
SUBJECT: Garbage/Recycling Contractor Transition Plan (A, D)
Action Sought
Council should approve a transition plan for the changeover of a refuse and recycling services
from Dick's Sanitation, to Allied/Republic, using City-owned carts for garbage and recycling.
Background
The current contract with Dick's Sanitation for garbage and recycling services will expire May 31,
2014. Staff, and representatives of both the current provider and future provider have been
negotiating the details of the transition.
Included in this transition is the changeover to City ownership of garbage and recycling carts.
Yard waste containers will be provided by the hauler.
The plan now is to provide the following:
1. Yard Waste--Dick's has nearly 3,500 subscribers to its current yard waste collection
service. In most cases, Dick's has provided each customer with a single cart for the weekly
collection of yard waste. The transition plan provides for current yard waste carts to be
removed by Dick's the week of November 18th - 22nd; the carts will not be redistributed in
the Spring. Instead, yard waste customers will need to ro
p vide their own compost-able
paper bag, or their own 30 gallon container(marked "yard waste"), for pick up by Dick's, for
the approximate six week spring clean-up season, until the end of the Dick's contract on May
31. Those customers will be billed $1.45 for each bag/container that is picked up.
2. Trash Cart Removal--Dick's will provide for normal garbage pick up the last week of May,
2014. After the emptying of each cart, a second Dick's truck will follow and will remove the
Dick's-owned cart, so that the chance of customers retrieving them and putting the
carts back in the garage will be lessened. Later that same week, a crew from Allied will be
delivering the City-provided trash cart, which will then be used by the customer.
Memorial Day will be on Monday of that week. Therefore, customers will need to
remember the "one day later" schedule. As some people take the week of Memorial Day as
a holiday, so they will need to remember to place their trash cart curbside (or be left in the
alley) before they leave on vacation.
If Dick's is unable to retrieve the cart with the others in that neighborhood as described
above, customers will have the choice of either 1) calling Dick's for a special pick up, which
may cause up to $35 to be imposed as a cart removal fee; or 2) customers may bring the cart
themselves to the Shakopee Public Works building the week of June 2 - 6, (from 7:00 a.m. -
3:00 p.m.) or on Saturday, June 7 from 8:00 a.m. until noon.
3. Recycling Bin Removal--The customer will have the option of retaining the current 18
gallon red or blue recycling bin for their own use for other purposes. If that is their desire,
recycling materials from the final week of May should be placed in paper bags for pick-up.
Starting June 1, 2014, all recyclables collection will be in new, City-owned, recycling carts.
Recycling bins not desired by the customer may be left curbside and will be picked up by
Dick's. However, if the recycling bin is not desired to be kept, and is not picked up by
Dick's, the customers will also have the opportunity to bring them to the Public
Works building at the dates and times listed above. It is anticipated that some customers
may ask for additional unused recycling bins that aren't wanted by others. In that case, they
could retrieve those from the recycling bin drop off at Public Works.
4. Park/City Facilities--Dick's and Allied will coordinate removal and replacement of trash
and recycling carts and dumpsters in the City's parks and buildings during the week of May
19 - 23.
5. Bulky Items--Prices for bulky items will remain unchanged for the duration of the contract.
However, beginning January 1, payment for those items will be billed in advance (rather
than being added to the mailed billing). The intent of this is to reduce the amount of
additional charges which would otherwise go to the customer, or to the landlord in the case
of a rental.
6. Bad Debt Collection-- The current process for collection of bad debt will remain largely
unchanged, when the public hearing is held each October. Previously, these have been
limited to people who are more that $100 in arrears. Because this will be the final
opportunity to collect, Dick's will provide a list of all delinquent accounts to the City as of
the close of the contract May 31, 2014. The City will provide notice to the owners of the
delinquent accounts as has been done in the past, so that people have an opportunity to settle
the past-due account by July 31. The normal $35 processing fee will be added to these
accounts as well. Those accounts that are not settled in full by July 31 will be subject to
assessment, following a public hearing to be held by the Council the first meeting of August,
2014. Those assessments will be collected with property taxes payable 2015.
It is possible that customers may be in a position of being more than $100 in arrears for the
new Allied contract by October(assuming they have made no payments, and have thrown
bulky items). If necessary, a separate public hearing for the new Allied contract delinquent
accounts would be scheduled in October, 2014.
Recommendation
I recommend that the Council approve the transition plan, a copy of which is attached.
Budget Impact
There are no additional fees other than those described above, or otherwise included in previous
negotiations on the refuse/recycling contract.
Relationship To Visioning
This supports Goal A--"Keep Shakopee a safe and healthy community where residents can pursue
active and quality lifestyles", and 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, approve the garbage and recycling services transition
plan between the City and Dick's Sanitation.
Attachments: Draft Dick's - City Contract Addendum MM TCS 10-23-13 �
Refuse and Recycling Services Transition Plan
Dick's Sanitation--City of Shakopee
Data Preparation:
1. Dick's shall provide to the City an electronic Excel "report"of the current trash, recycling and
yard waste service levels. This report shall be provided twice:
a. By November 4, 2013
b. By January 10, 2014 (with any updates)
This report shall provide sufficient data for the City to document, by address,the trash cart size
and yard waste customers(by cart or bag) similar to past reports.
Seasonal Yard Waste Collection Services:
2. Seasonal yard waste collection service with carts shall end after the November 2013
collections. Dick's shall remove the Dick's yard waste carts after the Fall 2013 yard waste
season is over. Customers shall be notified via a cart tag, and through an auto-dial message.
3. Dick's yard waste collection in the Spring of 2014 (approximately early April, 2014 through May
31, 2014) shall be on a "pay-per-bag" subscription service only(i.e., no carts) at the rate of
$1.45 per bag. As per the current City/Dick's program guidelines,yard waste must be placed
in compostable paper bags or in the resident's own 30 gallon container marked "Yard Waste."
Trash Cart Removal:
4. Dick's will provide"free" removal of Dick's trash carts on the same day immediately after the
last trash collection on the week of May 26, 2014. (For example, Dick's trash carts will be
collected at no charge to the customer on Tuesday May 27, 2014, immediately after trash is
collected that same day.) This "free" cart removal service will occur as soon as possible, on the
same day, after the trash is collected. The Dick's cart removal vehicle should follow the Dick's
trash collection compactor truck as soon as possible to avoid residents pulling their Dick's carts
back to their house/garage.
5. Residents planning on going on vacation during the week of"free" cart removal service
(Tuesday May 27 through Saturday May 31, 2014) may leave their trash cart at the curb before
they leave on vacation.
6. If residents miss this "free" cart removal service on their specified trash collection/cart pick-up
days during the week of May 26, 2014, there will be two options:
a. Call Dick's and arrange for a "special" removal of their trash cart by Dick's at a date/time
mutually agreed by the resident and Dick's. Dick's may charge up to$35 per"special"
cart removal service.
Page 1 of 1
b. Residents may self-haul their carts to the City Public Works Department(PWD)facility
during the period from June 2nd-7th for"free". The City will have a designated area for
residents to drop-off their carts during normal business hours,which shall be from 7 AM
to 3 PM. The facility will also be staffed on Saturday,June 7th, from 8 AM until noon.
Residents shall ask for a receipt from City PWD staff in the office.
7. Dick's will be responsible for the removal of all trash carts from the City's Public Works facility
no later than Monday June 23, 2014.
8. Trash and yard waste carts not recovered by Dick's may be subject to up to an $80 replacement
fee.
Recycling Bin Removal:
9. Residents desiring to keep their recycling bin for other purposes will be allowed to do so. The
last week of May, 2014(the final week for Dick's services), recyclables shall be placed in a
paper bag rather than in the recycling bin. After June 1, no recyclables will be picked up from
bins.
10. Residents not wanting to keep their bins may leave them curbside, for pick up by Dick's.
11. As an alternative to keeping and reusing their recycling bins, bins not picked up by Dick's may
be brought by residents to the City Public Works facility. A low(i.e., 10—cubic yard) roll-off
box will be stationed there to provide a container for the recycling bins;that roll-off shall be
picked up by Dick's on June 16th. Residents may also come to the same location and take any
additional recycling bins they want for reuse.
12. From amongst the returned bins, Dick's shall provide 200 bins (from those hot-stamped as
"Shakopee")for the City's use.
Bulky Items:
13. Starting January 1, 2014, Dick's will require pre-payment on all bulky item and other extra,
problem waste collection services. The rates charged in 2014 shall remain unchanged from the
rates charged in 2013.
Dumpsters and Carts at City Buildings and Facilities:
14. Dick's will remove the dumpsters the week of May 19—23, 2014. The City shall
schedule the start of the new Contractor's (Republic's) dumpster service to start the
last week of May, 2014. Dick's will provide to the City the schedule for this pickup in
January, 2014.
15. Dick's will remove all trash and recycling carts that are owned by Dick's from City
buildings and other facilities the same week of May 19—23, 2014. The City shall
schedule the start of the new Contractor's (Allied/Republic's) trash carts and
recyclables carts recycling service to start the last week of May, 2014.
Recycling Revenue Sharing Check:
Page 2 of 2
16. Dick's shall provide the required recycling revenue sharing check by November 21,
2013.
17. Dick's shall provide the required tonnage and recyclables market value reports by
November 21, 2013.
Alley check to compensate for permanently switched alley pick-ups:
18. Dick's shall provide the annual "alley credit" to the City as a line item on the invoice to
the City for the 2014 Spring Clean-Up service. This "alley credit" is a contracted
payment from Dick's to the City to compensate for some households making a
permanent switch from alley-side to curbside collection service.
2014 Assessments for Bad Debt/ Uncollected Fees:
19. Dick's shall provide a list of all unpaid bills which exist at the close of business on May
31, 2014, to the City by June 30, 2014.
20. The City shall notify holders of delinquent accounts that, in accordance with State law,
payments shall be made by July 31, 2014. Payments will continue to be collected by
Dick's.
21. A Public hearing shall be held on the first regular meeting of the City Council in August,
2014, for the purpose of hearing customer concerns, and then certifying all remaining
unpaid accounts for collection with property taxes payable 2015.
22. The City shall issue a check for the full certified amount owed to Dick's, to Dick's in
January, 2015.
Return of Escrow:
23. The City shall return the escrow check to Dick's, with the Contract including the
required amount of interest, upon satisfactory conclusion of the Contract term
immediately after all contract obligations are met.
Updated Route Maps:
24. Dick's will work with City staff to confirm the details of current route maps, including
the blocks of Old Shakopee which have seasonal alley-side collection service, and day-
certain schedules and zones for collection.
Page 3 of 3
Public Education About this Transition:
25. Dick's and the City shall cooperate to jointly publicize the instructions about this transition
plan, including the details about the "free" cart removal service. Dick's will clearly explain all
the details of this transition via:
a. Letter to each customer stuffed with the last Dick's billing statement in December 2013
and again with the last billing statement in April 2014.
b. Dick's web site.
c. Post card type of notice about the "free"trash cart collection attached to each trash
cart during the weeks of May 12, 2014 and/or May 19, 2014.
d. Dick's shall supply the City with drafts of these notices two weeks prior to printing or
public release for City review, editing and written approval.
26. The City shall publicize all the details of the transition, including the "free" cart collection
service,via:
e. City's web site.
f. City's cable TV channel.
g. News release to Shakopee Valley News and other local media outlets.
h. The City shall supply Dick's with drafts of these notices two weeks prior to printing or
public release for Dick's review,editing and written approval.
27. Replacement City garbage and recycling carts shall be delivered within 2 business days of the
removal of Dick's Sanitation carts.
X:\MS\IE\2012\12S052-00\10300 Draft Reports\Allied contract implementation+ Dick's transition\Draft
Dick's-City Contract Addendum 10-17-13.docx
Page 4 of 4