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Department Approval r - _ �- Item Description BACKGROUND �s�� �� REQUEST FOR COUNCIL ACTION Date: 10/14/2013 Item No.: 13.b City Manager Approval �°u..�,.��......�.....- Approve Contract with Eureka Recycling for Recycling Services Roseville has contracted for curbside recycling service since 1992 and multi-family recycling service since 2003. The current contract expires at the end of 2013. The Council directed staff to issue a Request For Proposals (RFP) for recycling services in July 2013. Three companies submitted proposals for recyclin�u services: Allied Waste, Eureka Recycling and Waste Management. At the August 26t council meeting the City Council authorized staff to negotiate a three year contract with Eureka Recycling with vendor owned carts. Staff was notified shortly thereafter of a pending motion to reconsider at the September 9, 2013 council meeting. The motion failed for a lack of a second at that meeting. Staff began negotiating the contract shortly thereafter with Eureka Recycling. The original schedule called for final approval of a contract at the September 9m meeting to meet a January lst rollout completion. Eureka requested certain changes to the roll out date in the negotiation discussions and a change to the termination language from the current contract. After considerable communication with Eureka over the rollout date and termination language we are at a point where they have offered three alternatives to the cart roll out schedule, two with additional cost to the city. Staff represented the request for proposal requirement that roll out be completed by December 27tn Option 1 Delay the rollout to February 17m to allow for a survey of residents to ensure the correct cart size to meet the residents needs is delivered. The proposed pricing would be effective January lst with the current bin service continuing until February 17m. There would be no additional cost impact from the proposed pricing with this option. The roll out plan submitted with the Eureka proposal identified the need to survey residents first prior to ordering the carts to minimize change out risk. (�ption 2 Continue with a roll out of carts by January lst without a survey of residents. Eureka is requesting the city purchase additional carts for exchange due to anticipated higher exchange of carts due to the lack of the survey. Eureka anticipates many residents to need larger than the 65 gallon cart due to increased set out rates and the 65 gallon cart with a bi weekly program having less capacity than two 18 gallon bins that currently may be filled weekly. They also would bill the city for excessive overflow servicing of carts until the carts can be exchanged for the appropriate size. The additional cost impact for this option is estimated to be $42,600 plus cart swapping costs. Page 1 of 3