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HomeMy Public PortalAbout05152023 Solid Waste Presentations MinutesSolid Waste Disposal and Collection Bid Review Committee Presentation Minutes May 15, 2023 8:00 - 11 :00 a.m. City Council Chambers City Manager Tim Bolduc began the presentation at 8:00 a.m. The Committee members were in attendance: Robert Bounds, citizen volunteer; Carlos Jones, PS Deputy Director; Chance Leavins, PIO; Wendy Buttke, Budget, and Grants Analyst; Mayor Pro- Tem Andrew Rencich; Planning Administrator Nick Schwendt, and City Engineer Marc Bonifay. Also, in attendance: Mayor Whitten, Councilmember Doug Capps, PS Director Michael Criddle Accountant Heather Sutton, and City Attorney Jonathan Holloway. Richie Chancey began the introduction for Waste Pro introducing several drivers in attendance. He explained the company background and went over their award and incentive programs, as well as training opportunities. He said they are ready and already doing the work in the city. They are increasing the residential and recycling by one truck each and suggested going every other week on recycling to bring down the cost. He went over the innovation of the company and detailed the upgrade on their phone system to address customer service. He addressed communications between the customer and citizen using Routeware. Jennifer Chancey displayed on the monitors, the live pick up for cans that then relay information to the company on the reason why a can was skipped explaining the GPS coordinates are live. It will display the “breadcrumbs” for each truck. She displayed a report that the dispatcher sends out daily which is used to improve the system. R. Chancey went over the camara technology, 3rd Eye”, stating they can pull the camera information at any time. He mentioned that they have a good Safety record and OSHA has not had a recordable injury since 2021. He went over the hurricane preparedness detailing how they pull resources throughout the company. He went over the transition plan stating the front loader containers need to be changed out. By the end of the year, they will also swap out with new containers. R. Chancey answered questions from the committee explaining that the Routeware software was initiated in Santa Rosa County stating it takes time to add the newer technology in other areas. Min-Lim Chun added they would need the database from the city to load into their system as the first step in bringing the technology to the city. He added that a customer can be notified when they receive a new cart if it is added to the system. He also added that they have operated on the parameters under the old contract, as it is a higher cost for the technology. In response to addressing improving customer service, Richie said they have already made changes to improving the service by increasing staffing. He added once they get the city’s database and add it to Routeware, it will assist them in locating the issue. He also stated Waste Pro has a customer relations representative to inform the customer who to call in the event of a concern. He also stated that they have made a change to management. Richie said in closing they want to continue to service Crestview. City Manager Tim Bolduc said the committee will rank the presentations and make a recommendation to the City Council. The presentation for Waste Pro concluded at 8:55 a.m. City Manager T. Bolduc opened the presentation for Adams Sanitation at 9:24 a.m. stating today’s scoring will be ranked afterward and then make their recommendation to the City Council. Crystal Boyles, owner of Adams Sanitation began the presentation by introducing the key members of the company. Nathan Boyles came forward and stated they would focus on the supplementary portion for presentation. Liz Cowart, CFO, came forward to state the company has an A+ rating explaining they have a written agreement to be able to provide more trucks in their 25-truck fleet by October 1st. Christopher Saul stated he is the Chief Impact Officer and went over the camera access software and displayed the dashboard on the trucks on the monitor. He added they are able to access the drivers in real time, and the PS director will have access to the historical footage. Dave Hubbard explained Wireless Link that they use. The camera is mounted on the forward, rear and side of each truck with the capability of adding up to eight cameras. Nathan Boyles added they have used cameras in their trucks in the last four years. He mentioned the safety functionality of the cameras. He went over their natural disaster capability, stating they have 70 team members in the local counties and have extra resources to allocate to the city, as needed. Nat Mize, Customer Service Representative, came forward to detail efficiency in communications using mass text messages, updating emergency page information on any disruption of service, updating phone greetings, and contacting the city to publish updates, as well. Nathan Boyles outlined the service model, mentioning the capacity to respond on the base bid model and alternate 1 with twice a week service. He suggested providing recycling one a week as being more efficient. Tote recycling is insufficient, so they suggest a roll cart stating the pricing is for the 96-cart base model. Alternate 2 is for sideload option. City Manager T. Bolduc opened up questions from the committee. The committee asked several questions, and Nathan Boyles responded. Regarding the financial markets, Mr. Boyles stated the interest rates are higher, but they have a long-term excellent relationship with their bank. Regarding the hurricane response his company can provide, he replied that Pace and Crestview should not be impacted similarly. They have an agreement with Jay to move their trucks until the storm has passed. He mentioned the subscription model they use in Santa Rosa County. They have an interlocal agreement with another company and will be able to draw on resources if needed. Regarding customer service and phone communication, Nathan replied that they have a new phone system and have added representatives to ensure customer service remains high. He suggested adding one of their representatives at the front desk at City Hall. Nathan said they have a “Contact the owner link”, so any complaints go directly to him. Regarding his concerns on transitions, Nathan feels confident as they went from 3,000 to 10,000 customers in Santa Rosa County. They have 16,000 customers in Walton County. However, the first 30 days will be a challenge, as well as the commercial customers. Regarding the transition, Nathan replied that their engagement is upfront and will engage directly to the customer. Social media complaints are dealt with directly. City Manager Tim Bolduc wrapped up the presentation at 10:16 a.m. City Manager Tim Bolduc opened up the Waste Management presentation at 9:45 a.m. Michael Beedie, Manager of Government Affairs, went over the history of Waste Management stating the local team will provide service out of the Ft. Walton Beach location. He introduced the employees in attendance. Doug Rainer, Senior Account Executive, came forward to detail the values of their company stating outreach, education and community service are important to their company. He went over the references displayed on the monitor depicting their long-term partnerships with the local areas and counties. He said the Ft. Walton Beach hauling facility is important to their growth. He mentioned the alternate recommendation of the 2-1-1 automated service, as the city is number one in the growth of the area. The automated side loader system is the safer, efficient, and cost- effective alternative. Tony Sidebotham, District Manager and Pam LaCourse, of the Ft. Walton Beach office, came forward to discuss service and equipment. Pam said the carts will be provided by Cascade Cart Solutions, which is women owned. They use Smart Truck Technology and have a preventive maintenance program in Ft. Walton Beach. Tony stated that the technology utilizes cameras from Drive Cam. They can provide routing communications, as well as the inside the truck garbage disposal. This technology helps educate customers and assists with contamination issues. They invest in training, with safety being paramount. Doug Rainer explained that the driver has instant access to information and is able to provide immediate communication to the PS director. He explained Customer service is provided 24/7 by voice mail, virtual chats, a call center, social media, and the app. The city will have a customized website, as well. He went over the transition and communication tools to inform the residents. He went over the disaster preparedness model to coordinate staging and cleanup in cooperation with city staff. City Manager T. Bolduc asked the committee if they had questions. In response to the questions from the committee, D. Rainer replied that the containers will contain a flyer detailing how the carts should be placed on the street. They would like to talk to specific groups and talk to the residential areas. D. Rainer explained that some items do get loose, but the can lids close after getting emptied. Regarding yard waste, D. Rainer replied that a rear load or boom is used. He added the yard waste numbers are high, as the rate was based on the volume rate in the RFP. D. Rainer explained that phone contact is fully automated. Tony added the route manager contacts the customer, and hands out his personal number. Doug added the direct link access to the video footage is available when required. Doug ensured that the brand recognition will be brought to the community. Tony added as partners, the company participated in Earth Day and over 30 employees are involved, as well as participating in parades. City Manager T. Bolduc said the committee will break for lunch and then reconvene to discuss the findings. City Manager T. Bolduc convened the committee deliberations at 12:02 p.m. He distributed a voting ballot to the committee explaining that 1 is the first pick, 2 second, and 3 last. He asked if they had any technical questions. In response to the committee questions, City Manager T. Bolduc replied that alternate price points could be considered. The yard waste number was provided by Waste Pro, so all three bidders would be provided the option to adjust. PS Director Michael Criddle added that one 96- gallon cart can be factored to containerize the option. City Manager T. Bolduc mentioned that all the garbage should be placed in the can, but our residents do not use this option, however, we can look at a transition over the next five years. He added that the alternative for one recycle pick up a week could be considered. In response to City Manager T. Bolduc on access to the software, PS Director Michael Criddle said Waste Management can give 3D but added they said we cannot have live access. The committee voted on their choices based on the presentations and passed it to City Manager T. Bolduc who announced the results after inputting the results in a spreadsheet. Waste Management – 4 votes for 1st choice, 3 votes for 2nd choice Adams Sanitation – 3 votes for 1st choice, 3 votes for 2nd choice, 1 vote for 3rd choice Waste Pro – 6 votes for third place The committee discussed the pros and cons of each of the vendors. Discussion points: Staffing considerations, presence in the community, cost to the residents, service rollout, transition considerations, ability to assist in the aftermath of a serious storm, technology capability and sharing of data, proximity of local office, partnering with the County and similar companies, financial stability, rear and side loading requirements, phone system and customer service needs, education to the citizens and branding considerations. The committee also addressed tipping fees and recycling options. City Manager T. Bolduc said we have a contract in the event of an emergency and will get FEMA data. He mentioned the RFP states that the city requires access to the cameras real time. City Attorney Jon Holloway reviewed the RFP requirements for technology and camera access. He explained the bid bond and the performance bond requirements. He added the RFP states they have to have access to the cameras. After discussing concerns on the technology and equipment availability in the transition, City Manager T. Bolduc said we would verify with the contractor if they can meet the requirements, and if not the second choice is given the option. He added that PS Director M. Criddle will determine whether the technology Adams uses is capable. T. Bolduc added they would have to provide proof that the trucks can be in place. After deliberations, the committee voted to recommend Adams Sanitation as the first choice followed by Waste Management mentioning that Adams Sanitation has met the RFP requirements of customer service (having a representative in City Hall) and the willingness to provide “live” camera data. The concern with Waste Management was the cost to the citizens being too high and that they would not provide live access to the city on their camera footage. Motion by Andrew Rencich and seconded by Rob Bounds to select Adams Sanitation as the first choice, and if staff is unable to verify that the technology is adequate, then Waste Management is the second choice. Ayes – 5; 2 – Nays: Carlos Jones and Marc Bonifay. Motion passes. Minutes submitted by, Maryanne Schrader City Clerk Proper notice having been duly given