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