HomeMy WebLinkAbout10A Resolution Accepting Quotes and Authorizing Contract for Refuse Pick Up and Disposal ServicesFRIG\
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4646 Dakota Street SE
Prior Lake. MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: MARCH 21, 2011
AGENDA M 10A
PREPARED BY: AL FRIEDGES, PARKS AND FLEET SUPERVISOR
PRESENTED BY: AL FRIEDGES
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING QUOTES AND AU-
THORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S
STANDARDIZED CONTRACT FOR REFUSE PICKUP AND DISPOSAL
DISCUSSION: Introduction
The purpose of this agenda item is to seek City Council authorization to enter into
the City's Standardized Contract with The Buckingham Companies for refuse
pickup and disposal at City Hall, Fire Station #1, Fire Station #2, Police Station,
Library, Maintenance Center, Sand Point Beach Park, The Ponds Athletic Com-
plex and Ryan Athletic Complex.
Histo
Each year the City seeks bids for refuse pickup and disposal. With the anticipated
future increase in fuel and land fill disposal fees, staff solicited quotes for the next
three years.
In 2010, the City contracted with Waste Management for refuse disposal. For
2011, Waste Management proposed to extend the current contract but with an
automatic 3% increase (on government accounts). Waste Management did agree
to charge 2010 prices for the period January - March, 2011 until a new contract
was in place. In an effort to contain or lower costs, staff proceeded to solicit
quotes.
Current Circumstances
In accordance with City Purchasing Policy, City Staff has solicited quotes for
refuse pickup and disposal services for the period April 1, 2011 — December 31,
2013. The following quotes were received:
DSI Buckingham Waste Management
Park Refuse
2011 9 -month Cost $1,053.00
2012 Annual Cost $1,053.00
2013 Annual Cost $1,095.15
Total (Three Years) $3,201.15
$1,140.75
$1,807.65
$1,181.70
$1,861.80
$ 1,210.20
$1,917.75
$ 3,532.65
$5,587.20
Facilities Refuse
DSI Buckingham Waste Management
2011 9 -month Cost $2,539.80
$2,610.00
$3,844.80
2012 Annual Cost $3,386.40
$3,584.40
$5,280.36
2013 Annual Cost $3,521.76
$3,692.04
$5,438.52
Total (Three Years) $9,447.96
$9,886.44
$14,563.68
DSI Buckingham Waste Management
Maintenance
Center Refuse (Based on 100 Ton
of Refuse Per Year)
2011 9 -month Cost
$13,338.00
$11,765.00
$14,014.68
2012 Annual Cost
$13,338.00
$12,118.00
$14,030.28
2013 Annual Cost
$13,871.20
$12,481.72
$14,045.88
Total (Three Years)
$40,547.20
$36,364.72
$42,090.84
Grand Total
$53,196.31
$49,783.81
$62,241.72
Buckingham provided the City with the lowest three year cost for refuse pickup
and disposal.
Conclusion
Based on the quotes received, City Staff recommends that the City execute a con-
tract with Buckingham for the period April 1, 2011 — December 31, 2013.
ISSUES: Executing a three -year contract reduces City Staff workload and provides better
budgeting information.
FINANCIAL The City's total refuse costs in 2009 and 2010 excluding cleanup day costs were
IMPACT: $42,137.30. The average annual cost for 2009 and 2010 was approximately
$21,000. For the 2011 budget the City budgeted $20,816 for refuse disposal.
The proposed Buckingham service cost for nine months in 2011 is $15,515.75.
The average annual cost over the three -year contract is approximately
$18,000.00.
ALTERNATIVES: 1. Approve a resolution accepting quotes and authorizing the execution of the
City's Standardized Contract with The Buckingham Companies for refuse
pickup and disposal.
2. Table this agenda for a specific reason.
3. Deny this agenda for a specific reason and provide staff with direction
RECOMMENDED
MOTION:
R�i)ewe y:
Fra k o es
Alternative #1
Manager
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4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 11 -xxx
A RESOLUTION ACCEPTING QUOTES AND AUTHORIZING THE MAYOR AND CITY MANAGER TO
EXECUTE THE CITY'S STANDARDIZED CONTRACT FOR REFUSE PICKUP AND DISPOSAL
Motion By: Second By:
WHEREAS, The City's refuse pickup and disposal contract with Waste Management has expired and
a new agreement to provide service for City buildings and facilities is required; and
WHEREAS, Staff solicited and receive quotes for refuse pickup and disposal services for the period
April 1, 2011 — December 31, 2013; and
WHEREAS, A total of three quotes were received for refuse pickup and disposal and are in tabulation
form as follows:
Park Refuse
DSI Buckingham Waste Management
2011 9 -Month Cost $1,053.00
$1,140.75
$1,807.65
2012 Annual Cost $1,053.00
$1,181.70
$1,861.80
2013 Annual Cost $1,095.15
$1,210.20
$1,917.75
Total (Three Years) $3,201.15
$ 3,532.65
$5,587.20
Facilities Refuse
2011 9 -Month Cost
$2,539.80
$2,610.00
$3,844.80
2012 Annual Cost
$3,386.40
$3,584.40
$5,280.36
2013 Annual Cost
$3,521.76
$3,692.04
$5,438.52
Total (Three Years)
$9,447.96
$9,886.44
$14,563.68
Maintenance
Center Refuse (Based on 100 Ton
of Refuse Per
Year)
2011 9 -Month Cost
$13,338.00
$11,765.00
$14,014.68
2012 Annual Cost
$13,338.00
$12,118.00
$14,030.28
2013 Annual Cost
$13,871.20
$12,481.72
$14,045.88
Total (Three Years)
$40,547.20
$36,364.72
$42,090.84
Grand Total $53,196.31 $49,783.81 $62,241.72
WHEREAS, The quote from Buckingham Companies is the lowest cost option.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The City Council awards the contract to provide refuse pickup and disposal services to The
Buckingham Companies.
3. The Mayor and City Manager are authorized to execute the City's Standardized Contract with The
Buckingham Companies for refuse pickup and disposal services in the amount of $49,783.81 for the
period April 1, 2011 — December 31, 2013.
4. The funding source will be the respective Refuse Disposal accounts for each facility.
PASSED AND ADOPTED THIS 21St DAY OF MARCH, 2011.
YES NO
M ser
M ser
Erickson
Erickson
Hedberg
Hedber
Keeney
Keene
Soukup
Souku
Frank Boyles, City Manager
2