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ke�SHYHniE Number: Request for Council Action Date: July 28,2003 Item mm illillillillillillilliillillillillillillilliilI Department Approval Manager Approval Agenda Section, obsent Item Description: Contract Extensimon for Operation of a Clean Up Day Background Roseville used to bold annual Clean Sweep days in which residents could drop ofd' large items such as f u iture and mattresses for disposal. The City paid the contractor a set amount and there was no direct charge to users. At the 1 992 Clean Sweep event approximately 1,400 vehicles dropped off items. This far exceeded the estimate of the contractor (Keith Iuppeny) who lest money on the deal. Subsequently the City was unable to find a contractor for the next year and the Clean Sweep Day was discontinued. The City Council established the Residential Solid waste and recycling Citizen Advisory Committee in 2001 to examine Roseville's garbage and recycling policies and programs. As part of its study released in May 2002, the Committee recommended Roseville resume holding an annual Clean Up Day. A survey showed 78% of residents said they would be very likely or somewhat likely to use a Clean Up Day. This time instead of being free, resident would pay two- thirds of the disposal costs for each item or load they brought to the event and the City would pay the otherthird. At its November 18, 2002 meeting the City Council approved the Committee's recommendations. Staff solicited proposals and recommended the proposal from Lightning Disposal because of its low pricing and because of its experience. references gave positive reviews of Lightning's operations of other clean up days. Given the late date planning began and the uncertainty of organizing a new service, staff prepared a one -year contract with Lightning Disposal that the Council approved at its March 31, 2003 meeting. Lightning's performance was exemplary. The crews were experienced, courteous and conscientious. his a result wait times were kept to a minimum and the site was swept clew at the conclusion of the event. Many residents expressed their thanks for the convenience of the Clean Up Day and for how well run the event was. For more see the attached annual report. The report was presented to the public works and Transportation Commission at its June 26, 2003 meeting. The Commission agreed the Clean Up Day was well run. They voted unanimously to recommend the City continue Folding an annual. dean Up Lay. Staff is proposing extending the contract with Lightning Disposal through 2005 (two years). Staff would then solicit proposals for the year 2006. The continuity in service will allow the Clean Up Day to become are established event. It also allows staff to lock in a contractor. Due to the popularity of municipal clean up days al schedules can fill. early. The proposed date for 2004 is Saturday, April � t FffiancialIMplications Users would pay two - thirds of the disposal costs for the items indicated in the attached list. The City would pay arse -third of the disposal costs. In 2003, Roseville paid $4,560.55 to Lightning. However, the City made a cost