City Council Agenda and Packet 2019 03 05

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City Council Meeting Minutes February 12, 2019 Page 3 of 12 He stated staff has been working on this Request for Proposal (RFP) for a year and a selection committee interviewed the vendors. The selection committee recommended for the best value a 5-year embedded contract with Republic Services or if prefer a 5-year ala carte to utilize Western Disposal. He reviewed the timeline of the project noting the public meetings and how the RFP was released with addenda and interviews. Director Kowar stated tonight's task would be to provide direction to pick a vendor to further negotiate a contract or to give direction for more information. He reviewed the bid tabulation results. He noted the two vendors bid different service days so those do not align. Western bid a Thursday schedule and Republic a Tuesday - Friday schedule. The Committee reviewed the pricing, services, the RFP, schedule, equipment and interview. The Committee felt both schedules are safe and don't burden neighborhoods with trucks on multiple days. Both had similar services and offer a variety of cart mixes. Director Kowar reviewed the pricing which was based on the average customer and looked at the five-year value. The contract is worth almost $7M. Republic offered the best cost for embedded and Western just slightly higher for ala carte, but not high enough for staff to recommend changing vendors. A 10-year contract was reviewed but not recommended. Director Kowar reviewed Common Topics from both providers: • References were great for both • City will maintain emerald ash borer quarantine best practices • Both have local customer service • Both will supply 500 cubic yards of compost for city distribution • Both have extremely safe industry records • Both proposers work in Louisville today • Both will drive a similar number of miles on our roads • Both management teams provided adequate RFP responses and interviewed well. Director Kowar reviewed the pros and cons for Western • Pros • Cons - Local Boulder County Company - Best Schedule — Thursdays - Known Quantity — City contract for 10 years - Equipment clean and serviced - Convenience — all compost can go in bins - Low employee turnover, long term experience ■ May not bring same experience/depth as larger corporate company