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2013_0617_packet
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to the city and ultimately to the next contract holder for maintenance. This approach will <br />77 <br />eliminate the need to find storage for replacement carts and for city staff time to maintain and <br />78 <br />repair recycling carts. Ownerrship of carts could be an alternate bid item. <br />79 <br />Time Frame <br />80 <br />Staff has developed a draft time frame for the RFP process: <br />81 <br />82 <br />Event Date/Time <br />RFP Issued June 19, 2013 <br />Mandatory Pre-proposal Meeting July 2, 2013 <br />Questions Regarding RFP to be Submitted July 12 at 4:00 p.m. <br />References Submitted July 12 at 4:00 p.m. <br />Notification of Intent Submitted July 12 at 4:00 p.m. <br />Proposals Due July 26 at 4:00 p.m. <br />Interviews of Finalists Week of August 12 <br />Council Meeting to Authorize Contract August 26, 2013 <br />Negotiations <br />83 <br />The process will need to commence soon. Purchasing and deploying carts will take a significant <br />84 <br />amount of time. Cart manufacturers have told the City, whether the City or the Contractor orders <br />85 <br />the carts, to expect it to take 8-10 weeks from the time of order until the carts are delivered. <br />86 <br />Assembly and delivery can take another 4-6 weeks. All the carts will need to be delivered to <br />87 <br />residents before the next contract goes into effect on January 1, 2014. To meet this schedule the <br />88 <br />RFP will need to be issued no later than early July. <br />89 <br />PO <br />OLICYBJECTIVE <br />90 <br />Meet the Imagine Roseville 2025 goal that Roseville is an environmentally healthy community <br />91 <br />by providing recycling service for residents. <br />92 <br />To competitively bid for contracted services. <br />93 <br />BI <br />UDGET MPLICATIONS <br />94 <br />Recycling is an enterprise fund. Income to the fund comes from three source: resident fees, <br />95 <br />revenue share from the sale of material, and an annual SCORE grant of approximately $65,000. <br />96 <br />Any change in costs associated with the program may require a revision to resident fees. The fee <br />97 <br />rates are set by the Council typically in November. <br />98 <br />SR <br />TAFF ECOMMENDATION <br />99 <br />Staff would like to discuss the draft RFP with the Council and get feedback and direction to <br />100 <br />finalize the RFP. Once the Council has agreed on options and alternates staff asks for <br />101 <br />authorization to issue the Request For Proposals for recycling services. <br />102 <br />Staff recommends the RFP include a provision to require three and five-year contract alternates. <br />103 <br />Staff also recommends the contract holder purchase and maintain the carts and convey them to <br />104 <br />the city at the end of the contract for use in the next contract period. <br />105 <br />RCA <br />EQUESTED OUNCIL CTION <br />106 <br />Review the draft Request for Proposal and provide direction to staff on desired alternatives <br />107 <br />Page 3 of 4 <br /> <br />
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