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Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: NOVEMBER 28, 2016
AGENDA #: 5H
PREPARED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR
PRESENTED BY: KATY GEHLER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S
STANDARDIZED CONTRACT FOR CITY FACILITY REFUSE AND
RECYCLING 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 Buckingham Companies
for refuse and recycling pick up and disposal at City Hall, Fire Station #1,
Fire Station #2, Police Station, Library, Maintenance Center,
Sand Point Beach Park, The Ponds Athletic Complex and Ryan Athletic
Complex
History
The City’s Refuse and Recycling Contract with Buckingham Companies
will expire on December 31, 2016. Historically the City has contracted for
refuse service for City Hall, the fire stations, Police Station, Library, and the
Maintenance Center. In addition service is provided to the two largest
athletic complexes, The Ponds and Ryan.
Current Circumstances
In accordance with City Purchasing Policy, City Staff has solicited quotes
for refuse and recycling pickup and disposal for the period January 1, 2017
– December 31, 2019. The City received three quotes that are tabulated
below:
COMPANY 2017 2018 2019 TOTAL
CONTRACT
BUCKINGHAM $16,148.83 $16,726.76 $16,884.18 $49,759.77
WASTE MANAGEMENT $16,478.39 $17,340.50 $18,238.68 $52,057.57
REPUBLIC SERVICES $22,571.34 $23,286.45 $24,387.85 $70,245.64
Conclusion
Based on the quotes received, City Staff recommends that the City execute
a contract with Buckingham Companies for the period January 1, 2017 –
December 31, 2019.
2
ISSUES: The frequency of pick up is based upon our seasonal experience. While
volumes can be great during the “outdoor months” they are comparatively
minor in the winter. The bids reflect this fact.
Recycling is included as part of the bid. While we have separately labeled
bins in the park, the labels are not always followed by patrons. The
separation facility which is part of the Buckingham Building helps facilitate
more aggressive recycling.
Buckingham has served the city in the last six years and we have been
pleased with both the price and service quality.
The recycling and refuse collection contemplated as part of this contract
does not include community events such as MusicFest. In that case the
Rotary pays such costs.
FINANCIAL
IMPACT:
The budgeted amount for refuse for 2017 is $21,900 as compared to the
$16,148.83 quoted. This does not include hazardous waste costs and tire
recycling costs which are budgeted in the central garage
ALTERNATIVES: 1. As part of the consent agenda, approve a resolution authorizing the
execution of the City’s Standardized Contract with Buckingham
Companies for refuse and recycling pickup and disposal.
2. Remove this item from the consent agenda for discussion.
RECOMMENDED
MOTION:
1. Alternative #1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 16-XXX
A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE
CITY’S STANDARDIZED CONTRACT FOR REFUSE AND RECYCLING PICKUP AND
DISPOSAL
Motion By: Second By:
WHEREAS, Refuse and recycling pickup and disposal is a necessary service for all city facilities
with the current service contract expiring on December 31, 2016; and
WHEREAS, In accordance to the City’s purchasing policies, a request for quotes was sent to
four vendors considering a three year conract with services for the period January
1, 2017 – December 31, 2019; and
WHEREAS, Three (3) quotes were obtained and are tabulated below:
COMPANY 2017 2018 2019 TOTAL
CONTRACT
BUCKINGHAM $16,148.83 $16,726.76 $16,884.18 $49,759.77
WASTE
MANAGEMENT $16,478.39 $17,340.50 $18,238.68 $52,057.57
REPUBLIC
SERVICES $22,571.34 $23,286.45 $24,387.85 $70,245.64
and;
WHEREAS, Buckingham Companies provided the lowest pricing for the three year contract.
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 refuse contract to the Buckingham Companies.
3. The Mayor and the City Manager are authorized to execute the City’s Standardized Contract
with Buckingham Companies for refuse and recycling pickup and disposal services for the
rates submitted in an amount estimated to be $49,759.77 for the period January 1, 2017 –
December 31, 2019.
4. The funding source will be the respective refuse disposal accounts for each facility.
PASSED AND ADOPTED THIS 28th DAY OF NOVEMBER 2016
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
_____________________________
Frank Boyles, City Manager