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09/04/2018-CC-Minutes-Work SessionCITY OF SANGER, TEXAS MINUTES: CITY COUNCIL WORK SESSION Tuesday September 4, 2018 — 6:00 PM 502 Elm Street, Sanger, Texas COUNCIL MEMBERS PRESENT: Mayor Thomas Muir; Mayor Pro Tem Gary Bilyeu Councilman Bill Boutwell; Councilman Lee Allison; Councilman David Clark. COUNCIL MEMBERS ABSENT: Councilman Allen Chick. The Mayor and four (4) Council Members were present constituting a quorum. STAFF MEMBERS PRESENT: STAFF MEMBERS PRESENT: City Manager Alina Ciocan; Finance Director Clayton Gray; Public Works Director, Neal Welch; Library Director Audrey Tolle; Human Resources Coordinator, Jeriana Staten; Utility Billing Kristen Wallace; Parks and Recreation Director Jim Berman; City Secretary Cheryl Price. 1. Call Meeting to Order Mayor Muir called the Work Session to order at 6:03 PM on Tuesday, September 4, 2018. 2. Discussion Regarding Request for Proposals Submitted for Solid Waste and Recycling Services. Clayton Gray, Finance Director was recognized by Mayor Muir to provide the presentation. He introduced the Committee Members: Alina Ciocan, City Manager; Cheryl Price, City Secretary; Jim Berman, Parks and Recreation Director; Kristen Wallace, Utility Billing (Finance); and, Jeriana Staten, FIR Coordinator. He noted there were representatives from the three proposers. They are not present to make a presentation, but are available if the Council has any questions. Iie asked if each vendor would stand and make an introduction: Greg Raymer and Jason Raymer Community Waste Disposal; Marty Grant and Brian Culhane, Waste Connections; Bill Osweiler, Tim Henderson, and John Gustafson, Frontier Waste Solutions. Clayton Gray summarized the reasons for issuing an RFP which were discussed at a previous City Council meeting. We wanted to see what other vendors could offer Sanger. The goal is to offer the best mix of price and value both for the City and our customers. He noted that the City could work with any three of the vendors. He stated that staff has a good working relationship with our current vendor and we are committed to developing and maintaining a relationship with whichever one of the vendors is chosen. He noted that from his standpoint, he would like to make some improvements to our current contract. We have had some ongoing issues with billing, customer service with calls being routed to the City, not being notified of missed routes until we make an inquiry and some lack of coordination of delivery and set up with commercial containers. He also noted the condition of the containers we have right now. He noted the residential containers are in good shape, some have different names on them but are in good shape. The commercial containers, some are brand new and some of them are an eyesore. He presented photos of some of the commercial containers and their condition and it was noted that some of them are very visible and not in good condition. Also, to be considered is the frequency of collection, doe we want once a week pick-up or to keep twice a week pick up. A survey was performed by Kristen Wallace in Utility Billing who contacted 35 cities in a 30-mile radius. Of the thirty-five (35) cities, thirty-one (31) of the cities have once a week pick up and four (4) (Boyd, Decatur, Rhome and Tioga) have twice a week pick up. He noted the pros and cons for once a week versus twice a week pick up. With once a week pick up there could be a reduction of heavy trucks on the streets, it would require citizens to adjust to a different schedule and depending on which vendor is chosen, may reduce the cost. We received three (3) RFPs: Waste Connections (current vendor), Community Waste Disposal (CWD), and Frontier Waste Solutions. Mr. Gray summarized the time and processes the committee spent in scoring the evaluation criteria and provided a detailed thorough presentation to Council regarding all aspects of service and pricing for residential, commercial, and city services. There was a lengthy question and discussion period between staff, Mayor and Councilmembers, and the three (3) vendors who were each provided equal time to answer any questions that were posed. CWD noted that they have new vehicles that are 4 axle weight compliant which have cost them an extra $20,000 and will provide less wear and tear on the streets. Frontier Waste Solutions, CEO John Gustafson summarized their financial status and noted that they are stable. Mr. Gustafson stated he has been in the business for 35 years and the company is going to be in the business for long term. Mayor Muir questioned the current provider Waste Connections. IIe noted in the RFP, that the commercial containers be painted every 2-1/2 years. He questioned if they were chosen, if they were willing to replace or re -paint the containers in the front end of the contract. Also, the RFP asked for 95-gallon recycle containers for Residential. The Recycling containers are currently 65 gal and would they be willing to replace the containers to the larger 95-gallon containers at any time the City desires. Marty Grant with Waste Connections stated they would be willing to change out every commercial container within the first 60 days of the new contract or even sooner if they were awarded the contract. As far as the recycle containers they would switch out the containers at any time to the size that the city desires. He noted they would be willing to change their routes to whatever is best for the city (2 days or 4 days a week). It was noted that there is an annual standard industrywide price increase allowed to the vendors. There was discussion regarding the once and twice a week pick up and it was noted that service is as important as price and that going from twice a week pick-up to once a week pick up would be a difficult change for the residents. It was noted the residents could obtain extra containers if they did go to once a week pick up. Also noted that additional trash outside of the container has and will be continued to be picked up. Resident purchased containers would also be emptied. Commercial container condition and screening was discussed at length. Mayor Muir summarized the work session discussion and thanked the committee for all of the details and concise information to help Council decide on a provider. He stated that even with all of the information provided, it is still a hard decision for the Council to make. 3. Overview of Items on Regular Agenda. No items. 4. Adjourn. There being no further business, Mayor Muir adjourned the Work Session at 7:04 PM.