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HomeMy WebLinkAbout1992-10-22 - City Commission Workshop Meeting MinutesCity Council Workshop 10/22/92/KJ Page 1 CITY OF TAMARAC CITY COUNCIL WORKSHOP MEETING THURSDAY, OCTOBER 22, 1992 CALL Tq,,,QPDER: Mayor Bender called this meeting to order on Thursday, October 22, 1992, at 9:30 a.m. in Conference Room #1 of Tamarac City Hall, 7525 Northwest 88 Avenue, Tamarac, Florida. PRES X,T : Mayor H. Larry Bender Vice Mayor Henry Schumann Councilman Joseph Schreiber Councilman Norman Abramowitz Councilman Irving Katz ALSO _R$ESENT: John P. Kelly, City Manager Mitchell S. Kraft, City Attorney Dina McDermott, Assistant City Manager Mary Blasi, Finance Director Karen Jackson, Secretary **************************************************************** 1. DISQISSION on the garbage bid. Single-family Mr. Kelly referred to the revised copy of the evaluation. (Attachment 1) He said the revision is on Page 2 of this proposal. He said it should show eight bidders instead of seven. Mr. Kelly said in the garbage bid proposal, he has been promoting the bag concept for the City which would be the most equitable because the resident would be paying for what is being used. He said in reviewing this, it may not be in the best interest of the City to go with the bag system. Mr. Kelly said there are many who may be paying a considerable additional amount even in going with the cheapest of the bag proposals. He said only one of the vendors, Seacoast Sanitation, has offered a bag program which has the potential to be less expensive than the proposal by County Waste for two cans, two times per week, for the single-family garbage proposal. Mr. Kelly read the Single-family Garbage Proposal Review. (Attachment 1) C/M Abramowitz said he was in favor of the bag system based on the user fee aspect. He said he has investigated this with other cities. He said when the various cities were present at a previous meeting, Mayor Frank Veltri of Plantation had stated that his City was willing to subsidize the trash transfer stations and was very upset that they may be closed. C/M Abramowitz said bags leave it open for a tremendous amount of abuse. He said Plantation subsidizes the bag program with $400,000.00. He said they have a problem with dumping along the roads due to the bag system. He said he is now opposed to the bag system. Mr. Kelly said the Seacoast Sanitation proposal is as follows: 1 bag per week $ 4.77 per month 2 bags per week 9.54 per month 3 bags per week 14.30 per month 4 bags per week 19.06 per month Mr. Kelly said when riding through the neighborhoods, there were a number of units that had four cans on the curb on a single day and City Council Workshop 10/22/92/KJ Page 2 the costs to those residents would be tremendous. Mr. Kelly continued with the price breakdowns with All Service Refuse as follows: 1 bag per week $ 7.24 per month 2 bags per week 14.47 per month 3 bags per week 21.71 per month 4 bags per week 28.94 per month County Waste had a price of $11.25 which equates to the following: 1.6 bags at All Service Refuse 2.4 bags at Seacoast Sanitation C/M Katz said he speaks with a number of homeowner and condo associations throughout the month and most of them are two bedroom, one bath or two bedroom, two bath units, where there are 1.6 people to a home and they use backdoor pickup because they are too old or frail to be able to take the bag or can to the front door. C/M Katz said the associations pick up the cost at two locations he visited for backdoor pickup. He said he took a sample of the bags used in Plantation and asked them if they would be interested and they said that they could not fill that bag without having rodents. He said he had asked if there was a smaller bag and Mr. Kelly said there was a smaller bag. Mr. Kelly said the different size bags are the recycling ba3s. C/M Katz said he does not feel that one area should subsidize another area. He said there are a couple areas in the City that do more entertaining and they may have multiple members in the home and that an unlimited service should be considered for those areas. C/M Katz suggested that Council look at a menu and that the Council allow homeowner associations to choose from a menu that Staff may decide is in the best interest of each association. He said if Sunflower Heathgate determines that it is in the best interest to pay $11.00 or $13.00, it should be their option. He said if the Boulevards decide that it is better to use 15 or 30 gallon bags, then it should be that way. V/M Schumann asked what carrier would do this and C/M Katz said possibly any carrier would consider it. He said he has spoken to three vendors who have stated that they would be happy to do it, C/M Katz said this is a suggested alternative to the problem. Mayor Bender asked how the franchise fee problem would be handled and C/M Katz said the bags would not be a problem because they are paid for in advance. He said every homeowners association has a list of the amount of people residing in the area. He said the City requested vendor billing. Mayor Bender said Council is looking for the easiest and most economical way of handling this. C/M Abramowitz said the City of Margate has this plan which has not been successful. C/M Schreiber said in looking at the percentages in the City, approximately 75% is comprised of seniors and people having one or two member families in a single home. He said the bag system is the least expensive way to handle trash even though there are some problems. He said the Council has an obligation to the City to provide the least costly way for garbage to be removed for the residents of the City. C/M Schreiber said the Council should not be concerned with the franchise fees but the service to the residents. He suggested that City Council Workshop 10/22/92/KJ Page 3 the City do a pilot bag program for three or six months to see if it works and, if it creates problems as indicated, then another alternative could be chosen. V/M Schumann said there is a 95 cent disposal to void the subsidy that the City must pay no matter what system is used and Mr. Kelly agreed. C/M Schreiber said this is a 95 cent charge per month per unit. Mr. Kelly said the Staff's analysis was about $35,000 for the year on the penalty calculation. C/M Abramowitz said cheapest is not always the best. He said the City has been trying to determine how much garbage in tons is picked up in the City and has been unsuccessful in determining this. He said the most important thing is to make the best arrangement efficiently and economically for the residents. C/M Abramowitz said Council cannot tailor-make this situation to everyone's needs, but can do what is best for the overall population. Ms. Blasi said either Southern Sanitation or All Service Refuse provided this information with their cost per bag. C/M Katz said he had questioned the cost for disposal based on a $62.50 tipping fee and the amount of weight per bag, the amount of 95 cents was derived. He said when the vendor made his presentation and stated that his cost per bag is 35 cents and 95 cents is the cost for disposal, he had questioned the validity of $1.10 cost per bag. Mayor Bender said he wants to make sure that Council is not creating a financial problem for the City with the bag system. He asked if research has been done through the other cities as to whether or not this is a real problem. Mr. Kelly said Plantation does have a successful program and does have a problem with dumping in some areas. Discussion was held regarding the system in Plantation. C/M Abramowitz pointed out that if a person puts their garbage in a bag which is not filled they will save it rather that put the $1.10 bag out for disposal without being filled. He said this would be 25% more garbage in the house than before. He said it would be different if there is a tremendous savings but it is an opportunity for abuses in the garbage business. C/M Schreiber said it is a tremendous savings to those who use one bag per week at a cost of $4 plus per month as opposed to those using four bags per week at a cost of $14 plus, which is a difference of $10.00 per month. Discussion was held regarding the various alternatives to garbage disposal. Mr. Kelly recommended that Staff be permitted to meet with County Waste to prepare a final contract for Council approval and provide it as relevant sections of the single-family residential requests for proposals on solid waste. C/M Abramowitz asked if this means that this will be brought back before Council for final determinations and Mr. Kelly said, yes. V/M Schumann requested clarification on the 95 cent disposal subsidy, which makes a big change. Bill Laystorm, representative of Waste Management, said'there is a provision for an assessment if Waste Management is not the City's hauler as with all of the Five Cities' Group, because the rate charge for the newspaper pickup is less than what it would have normally been if they had just negotiated the contract. He said City Council Workshop 10/22/92/KJ Page 4 that was negotiated by North Lauderdale, not Tamarac. He said the penalty was created based on the avoidance that would exist and that they were the hauler of all five cities. He said this would be a 95 cent assessment on the recycling per month. Mr. Laystorm said with the bag system, the total bags per month would have to be added and then 95 cents added to that. C/M Abramowitz said Staff has recommended that a portion of the City go to Southern Sanitation. He said he does not believe that the City will have the responsibility of the 95 cents. He said he cannot believe that Southern Sanitation would insist that they impose that onerous penalty on the City. He suggested that the City fight any payment of a 95 cent penalty. V/M Schumann said as long as the 95 cent penalty remains, the $11.25 charge no longer exists. Mayor Bender said this is something that needs to be determined. He said there are a number of residents who are not here three to five months out of the year and they should get some kind of relief. He asked if this is calculated in this and Mr. Kelly said, no. Mr. Kelly said the bag system would have been taken into consideration. Mayor Bender said if the person is not here three to five months out of the year, why should they pay for it by the month. TAPE 2 Mayor Bender said the water bills show a reduction of 35 tc 40% due to people not being here during certain months of the year. C/M Abramowitz requested that Council be sure to understand that when the bid documents went out and the responses were received, that the City is obligated to remain with what the bid requirements asked for. C/M Schreiber said the lowest responsible bidder is adding the 95 cent penalty. He asked if this is allowable under the documents that were provided. C/M Abramowitz said the 95 cents was not in the original bid document. He said this was derived from Southern Sanitation coming to the City stating that the City would be liable for the 95 cents per month if the contract was not awarded to them. C/M Abramowitz asked why Southern Sanitation is trying to give the City a penalty when the City has not asked them to stop serving the City. C/M Schreiber said the City must go along with the bid requirements. C/M Abramowitz said Southern Sanitation seemed to be the low bidder on the multi -family and Mr. Kelly agreed. C/M Abramowitz asked if they added the 95 cent penalty to their bid and Mr. Kelly said, no. Mr. Kelly said as of November 22, 1989, the date of this agreement, the Contractor or affiliate provides solid waste collection and disposal service for each of the Group Cities. In the event that a member of the Group Cities ceases to use the Contractor or affiliate as its solid waste collector, the affected member shall pay an additional monthly fee per unit to Contractor that is equal to 1.5% of the then current disposal fee for the member which no longer uses the solid waste collection services of Contractor or affiliate during the term of the contract. C/M Schreiber said as long as there is recycling, the City is subject to be penalized and Mr. Kelly said for the length of the agreement. City Council Workshop 10/22/92/KJ Page 5 J C/M Schreiber asked how long the agreement is and C/M Abramowitz said two more years. Mr. Kelly said it does not limit it to single or multi -family. He said an argument could be made that if the Council did not consider them for approval as a hauler for the multi -family, whether this condition would still apply. C/M Katz said he is looking at replies to the Request for Proposals. He said County Waste has no bid of $11.25 as does Southern Sanitation for unlimited service. He said the unlimited cans or bags is $13.30 from Southern Sanitation. He said County Waste's fee of $11.25 is from two cans, two times per week and no bid on their original Request for Proposal. C/M Abramowitz said at a previous meeting, someone asked the question regarding what would happen if County Waste was to pick up three cans when his bid was two cans, two times per week. He said County Waste did not violate the bid process by not bidding unlimited. Discussion was held regarding the bid process. Mayor Bender requested that Mr. Kelly investigate whether the 95 cent penalty is a violation of the bid process. C/M Katz asked if there is a way to implement his suggestion of a menu system with the homeowner associations. CONSENSUS OF OPINION: Multi -family C/M Abramowitz - NAY C/M Katz -- AYE C/M Schreiber - NAY V/M Schumann - NAY Mayor Bender - NAY Mr. Kelly read from the Multi -family Garbage Proposal Review, Page 2. (See Attachment 1) The proposed rates are as follows: 2 cu.yd. 3 cu.yd. 4 cu.yd. Seacoast $144.00 $210.00 $277.00 Kimmins 113.00 152.00 184.00 Browning --Ferris 157.00 203.00 248.00 Southern 134.00 164.00 195.00 All Service 132.89 188.83 244.77 Larry O'Connor 133.68 193.52 253.36 Mr. Kelly said in reviewing this, Southern Sanitation remains the low bidder. He said Kimmins underbids everyone with the $113.00 per 2 cu. yds. He said Kimmins has fair credentials but he does not feel that they have the capacity to perform. He said there were indications during the bid process that they wanted their bid withdrawn. Mr. Kelly said All Service Refuse and Southern Sanitation are close in their bids and are established firms with solid credentials. He said the overall pricing submitted by Southern Sanitation provides the City and its residents with the lowest price, the best cost savings and an overall track record of excellent service. Mr. Kelly recommended that the multi -family garbage bid be awarded to Southern Sanitation and Staff be directed to meet with representatives of Southern Sanitation to prepare the final contract for Council approval. C/M Abramowitz asked if Southern Sanitation has the opportunity to make a change and how many times would they have the opportunity to make changes. He said this makes it advantageous for them to do recycling. He said Project A has a bearing on Project B. He asked City Council Workshop 10/22/92/KJ Page 6 how the rollout fee works. Ms. McDermott said the way it is written in the bids, the City asks for a " " per month per container for short, easy rollout one time per week. She said the quote for Southern Sanitation was $11.00 per month per container for short, easy rollout one time per week. C/M Abramowitz asked who makes the determination, "short, easy" or "long, difficult" and Ms. McDermott said it was discussed during the bid session as to the definition of this, which is based on industry standards. C/M Abramowitz said no matter how long and difficult it is, he requested that it not be more than $11.00 per month. Ms. McDermott said this is based on twice per week which would equal $22.00 per month. Mr. Kelly said it is his position that many of the condo associations in the City have far more units than is needed. He said there was no reason to consider the number of units based en the present method of paying. He said when discussing this with the various condo associations, the number of dumpsters will be changed dramatically. He said the costs at present range from $4.37 per unit in the Lakes of Carriage Hills to $9.73 per unit in Kings Point under the new proposal. Discussion was held regarding the downsizing of the various containers and the various developments. Ms. McDermott said she was on the Recycling Task Force that did the audit and all of the buildings built in the past 28 or 30 years have a different setup. She said the setups are based on the way the buildings are built and the type of service that was provided at the time the buildings were built and the length of rollout. C/M Abramowitz made comparisons of the various developments and Ms. McDermott said the buildings are built differently. Further discussion was held regarding the layout of the buildings. Ms. McDermott said the density involved affects the rates because the total number of units are divided into the one service. C/M Schreiber said it states in the bid documents that the proposals must be submitted completely. He said County Waste submitted a proposal in the Multi -family Service Contract for 2 cubic yards, a no -bid for 3 cubic yards, a bid for 4 cubic yards and a no -bid for 5 cubic yards, etc. He asked if this is considered an incomplete bid by putting in "no bid". He said by placing this wording into the proposal, this should be considered a completed proposal. C/M Schreiber said it is possible to consider their bid where multi -family services can be reduced to accommodate their bid, based on their bid being much lower. He said County Waste dees not charge for the maintenance of casters or rollers and no charge for rollout; therefore, their bid of $105.00 per two cubic yards, two times per week develops to $210.00, as opposed to Southern Sanitation, which is $268.24 has a difference of $58.24 to the City per month, which totals approximately $700.00 per year. C/M Schreiber said the low bidder should not be eliminated based on not supplying a bid on the various container sizes. He said in doing so, there is a possibility of penalizing the various developments. He referred to the blue sheet analysis. Discussion was held regarding the associations and the various container sizes. C/M Schreiber asked if the City is legally within its rights to exclude County Waste from the bid process and Mr. Kraft said the City Council Workshop 10/22/92/KJ Page 7 s City is within its rights to exclude them based on the bid document language. Mr. Kraft said the Request for Proposal states that the City reserves the right to reject any or all proposals that have any irregularities. Mr. Kelly explained the differentials between the various developments and County Waste, Southern Sanitation and All Service Refuse. C/M Schreiber said the residents are producing less garbage and more recyclables since the recycling effort has been in effect; therefore, the need for larger containers is eliminated and a reduction in size can be done. C/M Abramowitz disagreed and referred to the existing services. (See Attachment 2) C/M Abramowitz questioned if a development wanted a 3 cubic yard container and the bid was issued to County Waste, who did not bid on a 3 cubic yard container, how would this be determined. C/M Schreiber said it could be possible that a request for a 3 cubic yard container might be cut back to a 2 cubic yard container. Discussion was held regarding the various size containers the developments prefer. Ms. McDermott said prior to the bids going out, there was a meeting held to explain exactly what the City was interested in. C/M Schreiber said the City has the right to accept or reject County Waste's bid. He said it is the Council's responsibility to protect the residents. He requested information on how the figures were derived. Mayor Bender said there is backup information on this subject. C/M Abramowitz said there have been some questions asked regarding the multi -family garbage proposal and suggested that these questions be answered so that this can move along. He said the longer this continues, the more it is costing the residents because Southern Sanitation is serving the residents on a month - to -month basis. TAPE 3 Mr. Kelly asked if Staff can begin negotiations with County Waste for single-family and Southern Sanitation for multi -family and C/M Abramowitz said this should be negotiated and brought back to Council for further consideration. C/M Abramowitz said there are questions that Council has expressed that need to be answered. Mayor Bender asked that Mr. Kelly discuss these questions with Southern Sanitation and County Waste and then go into negotiations with them and bring it back to Council for further consideration. Howard Kusnick, attorney, asked if it is the direction of Council that the Council is no longer considering any other bids on the single-family other than the two cans, two times per week and for the multi --family, the Waste Management bid. Mr. Kusnick said his concern is that Council is directing a vote to Staff without a public meeting in the form of Council from a workshop, and Council is eliminating all of the other bids at present. Mr. Kusnick said if the direction is for clarification on a couple of issues with specific bidders, then he has no objection to that, but if the direction is to eliminate all of the other haulers on the two contracts, then he has an objection to Council taking action during this workshop. City Council Workshop 10/22/92/KJ Page 8 C/M Abramowitz said what Council has said to the City Manager is that Staff has made a recommendation and, based on that recommendation, questions were brought up. He said what Council wants is answers to those questions and he did not hear anyone say to Mr. Kelly to exclude anyone or everyone. He said there were specific questions that were asked by Council and Mr. Kelly's job is to get the answers to those questions and bring them back to Council. Mr. Kraft stated that this is a workshop meeting and Council has not taken any action during this meeting. Mr. Kusnick said there is a substantial difference between negotiations of a contract and clarification of issues. Mayor Bender RECESSED this meeting at 11:10 a.m. and RECONVENED this meeting at 11:20 a.m. with ALL PRESENT. 2. DISCUSSION on the cable audit. Mr. Kelly said he received a report from David M. Griffith and Associates regarding the audit of Continental Cablevision. He said the State of Florida Department of Community Affairs has retained David M. Griffith and they are coming to Broward County to make a presentation and to assist communities in applying for additional FEMA assistance. He said the Department of Community Affairs has high regard for David M. Griffith and have no concerns regarding them. Mr. Kelly said David M. Griffith has submitted a final billing to the City in the amount of $16,610.00. He said Council has been provided with copies of the audit and the recommendations and copies of Staff correspondence to Continental Cablevision as a result of the audit findings. He said payment has been withheld pending Council response. Ms. McDermott said there are three invoices totaling $16,61C.00. Mayor Bender said he understood there to be a cap of $16,OOC.00 and asked why there is a total bill of $16,610.00. Ms. McDermott said the $16,610.00 includes the travel and the audit. She referred to the Agreement, Paragraph 4, where it states that the City agrees to pay $14,110.00 for all services regkired in the completion of the engagement plus a maximum of $2,50C.00 for travel and other related expenses for a total not to exceed $16,610.00. Ms. McDermott said David M. Griffith met with Tamarac a few times at no charge to Tamarac for travel while on business for Coral Springs. C/M Schreiber asked if they documented the $2,500.00 and asked where MAS is covered in this money. Mayor Bender said MAS is included in this money as a joint effort. V/M Schumann asked what the total amount is that Continental Cablevision owes the City. Ms. McDermott said the City sent letters to Continental Cablevision as a result of the audit. She said the first letter was regarding personal property tax showing that they owe the City $25,627.00, and a copy of this letter was sent to William Markham's office. C/M Abramowitz asked if Continental Cablevision has paid property taxes to the City based on the valuation from Mr. Markham and Mr. Kelly said it was based on their assessment. r1 LJ Mayor Bender said this refers to personal property tax. He said Continental Cablevision submitted information to Mr. Markham's City Council Workshop 10/22/92/KJ Page 9 office to the extent that they have personal property in the amount of two million dollars plus. He said it was found that Continental Cablevision reported approximately 15 million dollars to the State on a financial statement with no breakdown. He said the auditors recalculated this based upon the information they received from the records from the State and $25,627.00 is the amount that should be paid to the City. C/M Abramowitz asked if Continental Cablevision gave two separate figures to Mr. Markham and the State of Florida and Ms. McDermott said, yes. V/M Schumann said they underestimated their assets approximately $727,000.00. Mr. Kraft said Mr. Markham's office is the State. He said Mr. Markham had requested documentation from the City regarding this. C/M Abramowitz asked what Continental Cablevision's response is to this and Ms. McDermott said they did not respond on the personal property tax. Ms. McDermott said they did respond to the franchise fee issue. Mr. Kelly read the response from Markham's office. Ms. McDermott referred to the letter regarding the franchise payments audit. She said the audit revealed that there were several items that Continental Cablevision excluded in their monthly payment of gross receipts for the City of Tamarac, including: Home Shopping Club, commercial production income, lease channel revenues, TV Guide, discount and other deposits. Ms. McDermott said Continental Cablevision owes the City $7,877.00 plus interest. She said this is a one-time fee and there will be monthly fees in the future. Ms. McDermott said the final letter was regarding the City's position and the auditor's position that the current franchise agreement with Continental Cablevision requires them to pay the City a 5% franchise fee in accordance with Section 2 of Ordinance 83-39. She said based on this formulation, Continental Cablevision owes the City $630,868.00 since 1984. C/M Abramowitz said Tamarac at one time did charge a 5% franchise fee and by Council action rescinded it to a 3% franchise fee. He said over a period of time, Continental Cablevision stated that they would be happy to reinstate the 5% franchise fee if that is what the City wanted but it would be a pass -through to the residents. He requested a legal interpretation of this. Mr. Kraft said the Council action kept the rate at 3%. Mayor Bender said there was never an ordinance, resolution or contract change. C/M Abramowitz said it was brought up at a regular Council meeting and Council then made the determination that it was to be a 3% franchise fee. Discussion was held regarding the history of the franchise fees. Mayor Bender said MAS reviewed this and stated that the City has Probable cause to do something about this. Mr. Kraft said he spoke with the MAS representative, Jim Wilson, who stated that they have no one in Texas or Florida at present to handle this. C/M Abramowitz said he does not want to go into a legal battle with Continental Cablevision but would like to make an advantageous deal with them on a contingency basis to handle this situation. City Council Workshop 10/22/92/KJ Page 10 Discussion was held regarding legal services on a contingency basis to handle the Continental Cablevision problem. C/M Abramowitz said the City has requested three separate sums of money from Continental Cablevision: $7,877.00, $25,627.00 and $630,868.00. He said there is no question that the City will receive the $7,877.00 from Continental Cablevision without a legal battle. He said there may be negotiations involved for the $25,627.00 and there will definitely be discussion for settlement over the $630,868.00. He said he is willing to handle this any way possible without going into a protracted, expensive legal battle with Continental Cablevision. Discussion was held regarding this. Ms. McDermott said she will acquire the itemized billing for travel from David M. Griffith and this will be placed on the next agenda to approve payment of their bill. Mayor Bender requested that Mr. Kraft contact David M. Griffith regarding an attorney to handle proceeding with this. Mr. Kelly said there is a problem with St. Malachy's Church being located in a wellfield area and was referred to the Office of Natural Resource Protection who advised that they would not be allowing a carnival to be held in that area. Mr. Kelly said Matt Lyons, representative of St. Malachy's, met with the Office of Natural Resource Protection and it has come back that they will allow the activity with restrictions that generators, diesel and other hazardous materials will have to be stored at a specific point away from the Zone 1 and that St, Malachy's will have to reconfigure the rides accordingly. Mr. Kelly said there is no concern regarding the Christmas trees that were approved at the time of the pumpkin sale. Mr. Kelly said there is a concern regarding the scheduling of the carnival. He said Council needs to consider the scheduling as to accommodation of the Police and Fire Departments. He said the carnival is scheduled from November 18, 1992 through November 22, 1992. C/M Abramowitz said St. Malachy's has held their carnivals for the Past 20 years and this is their main fund raiser. He said there are over 400 youngsters attending this school and the carnival raises over $45,000.00 per year. He said the majority of these students are Tamarac residents. He said Mr. Lyons must do whatever needs to be done to not put the City at risk. He said it is in the best interest of the City to do anything possible to accommodate this without putting the City at risk. Mayor Bender said there is a possibility that there will not be enough room to put everything on the site based on the County's report and Mr. Kelly said the carnival will have to be reconfigured to comply. C/M Abramowitz said this year, Mr. Lyons came in with a revised site plan. C/M Katz said there is a fire wall in existence, which changes the complexion of the property. Mr. Kelly said Mr. Lyons is requesting that the site be cleared at the City's expense with the change orders, which will be forwarded to Council when received. Discussion was held regarding a fax received into City Hall regarding vote booming. Mr. Kelly requested that Council discount this type of thing and C/M Schreiber asked how this can be prevented. [7 City Council Workshop 10/22/92/KJ Page 11 Mayor Bender asked if anyone knows what the "Citizens to Preserve Tamarac" group is and ALL SAID, NO. With no further business, Mayor Bender ADJOURNED this meeting at 11:55 a.m. CAROL A. EVANS CITY CLERK CITY OF TAMARAC City Manager INTER -OFFICE MEMORANDUM NO. 92102RKT TO: MAYOR BENDER AND CITY COUNCILMEMBERS FROM: JOHN P. KELLY, CITY MANAGER- RE: GARBAGE BID REVIEW DATE: OCTOBER 21, 1992 - 1I,FYISEp I SingLQ„ Famjly Garbpge P,r9pasa . Reviep - - - - - - - - Our analysis of the proposals provided some significant points that need to be brought to your attention. 1. Only one vendor (Sea Coast) has offered a bag program that has the potential to be less expensive than the proposal by County Waste for two cans/two times per week. 2. While the bag program has the potential to provide a consider- able cost savings to some of our residents, it also has the potential to be extremely expensive for residents with large families, and it also has the greatest potential for confusion and abuse. The initial cost of the bag purchase can be intimidating and anticipated cost -avoidance efforts will doubtless create more litter and code enforcement problems for us. 3. The fixed program will present minimal monitoring or auditing problems. The franchise fee can be reasonably determined. F 4. The bag program will present some real monitoring and auditing challenges as well as a significant educational effort prior to and during the first year. The franchise fee cannot be accurately projected. 5. Because of the established convenience of the traditional program and because our residents will benefit from a 24.5% rate reduction, we are recommending that the single family garbage bid be awarded to County Waste based on $11.25 monthly cost for two (2) cans per unit with twice weekly pickup... 1%epommpno;3tim We recommend that staff be directed to meet with representatives of County Waste to prepare the final contract for Council approval as provided in Sections 1.1, 1.2.c and 2.3 of the City of Tamarac Solid Waste Residential Franchise Request for Proposals (copies attached). u Multi -Family Qarbpge Propps,pl Review There were Ct n (8) bidders but Industrial Waste Service, Inc. has been rejected by Council action and County Waste submitted an incomplete bid and must be dropped from consideration. The primary pickup schedule is two times per week (2 x per wk), although some communities require more frequent pickup and that factor needs to be considered. You should be aware that comparable analysis of more frequent pickup is consistent with the findings reflected below. The following responses were extracted from the bid analysis for twice (2) a week pickup. /1 6n fly /y ra Fe_ Browning Sea Coast Kjo ins Ferris Soulhern All SerMice 2 GUY 144 113 3 GUY 210 152 4 GUY 277 184 167 134 132.89 203 164 188,83 248 195 244.77 s Larry,o' i;onn9r 133.68 193.52 263.36 • While Kimmins on paper appears to have the low bid, we have serious reservations about . the company's ability to perfc rm. Representatives of the company at first declined an invitation to meet with us to clarify their bid and requested to have their bid withdrawn. Sea Coast and Browning Ferris Industries are clearly at the high end' of the bid totals. The competition is reduced to Southern Sanitation and All Service. Both are established firms with solid credentials. Overall the pricing submitted by Southern Sanitation provides the City and its residents with the lowest price, the best cost savings and an overall track record of excellent service. 3Oc9mmendptton We recommend therefore that the multi -family garbage bid be awarded to Southern Sanitation and staff be directed to meet with representatives of Southern Sanitation to prepare the final contract for Council approval as provided in Section 1.1, 1.2,c and 2.3 of the City of Tamarac Solid Waste Franchise Request for Proposals (copy attached). 11 City of Tamarac Residential Solid Waste Proposals County Waste Proposed rate -- limited 2 cans twice/week service $11.26 City of Tamarac Obligation Payment by City to Southern Sanitation for disposal avoidance subsidy under curbside recycling contract (1.5% x $63.40) $0.95 Cost per unit to Resident/City - curb service 1. '' Backdoor service Cost per unit to Resident/City - backdoor service $14.41 Southern Sanitation Proposed rate - unlimited cans twice/week service $13.30 City of Tamarac Obligation Payment by City to Southern Sanitation for disposal avoidance subsidy under curbside recycling contract $0.00 (0% x $63.40) Vacation credit (credit 50% of current rate) Assumption: 40% of residents on vacation for 5 months (40% x $13.30 x 50% rate x 5 months/12 months) Cost per unit to ResidentlCity - curb service Backdoor service $1.50 Cost per unit to Resident/City - backdoor service $13.69 �V Additional items to consider: Present level of service is unlimited and residents are used to discarding all trash. Unlimited service avoids trash from being dumped illegally throughout City including into Condominium containers. Vacation credits Known factor - you presently receive Superior service What happens if another Hurricane hits this area? We can mobilize our equipment � AIL>7Y VIYL\1 .!\ �MIY �Y _ v \ •^ —OS El AI p �II z : 1 �■ 1 � N � 1 d p 1 ui 1 1 •+ 1 , 1 �i 9 !2 An I 1 I� In 129 {�1111 Lam] Fa- t7 1 1n r r � ry� N 1 / N O f� J O`J N 1Wu h i « In r 1 1 N�1 N N Y 1 1 / � � d O + p i Q 1 {� 1 r N N V eM N tir 1 1 1 yypp i 1� In 1n 1 r 1 N i$ S S p .Gp pop p ppe� O W i k j w W p O 4 C1 3r� i N M 1 1 1 1 1 pppp O p p S 4 Q � O O O f�IN')1 y 1 MMM 1 �o / 7 h 1 Le ry N �b 1 .� N 1 1 / 1 1 M po P It GSi Y01 r g O N M 1 1 / O Ln M S ryp .�pp o 0 N M in In 1 1 4 1 pp O $ p $ $ © O 1 pp N h i N y J J WS 1.7 �l N r 1 o. V 1 1 Qp p , p L7 ►^' ti 1 �' �ry �MM �,�e1 h0 J N i N h= i r+ 1 o 0 4 0 0 0 1 J 1 J 1 1 1 o o / 1 Ln QQ N O r / MM Ln P 1 � 'rl► III M N 4 � Y1 1 V 1 1 p O 511 i 1 O .0, 1 i N i $ $ o 0 p$ y i M p$ N O 4 O O a 1 (- 1 (/1 1 1 C`i 1 1 / 1 1 Q $ $ $ 1 0 v m i 1n O N 1n 4 4 4 w�1w- d 1 N 1 1 1 i S o o P O 4 1 p O O O 1 1 M 1 aN0 n1 1 / v p p p 8 / / 0 pp pp O Wl? i 7 1 N QO � 1 nj r N In �( 1 N i N 1 i S po inn V! O IOn O p PZ in 11� O !N, O y 1 �T + MIN i i o o pQ p Q i i In O O N j O i r in In .f 1 M 1 1 1 1 on 1 S pCDp O O $ 8 yOj 1 rh.. i .t M +t v► �" 1 i N VI J J w � J F-� CITY OF TAMARAC, FLORIDA SOLID HASTE MULTI -FAMILY ANALYSIS NULTI-FAMILY NUMBER OF UNITS $0. SANITATION • SO. SANITATION PROPOSED CUSTOMER CURRENT MONTHLY DUMPSTER CHARGES UNIT RATE PRORATED BY # OF UNITS ----------------------------------------------------------------------------------------------------------------------- KIM= POINT 1968 7.50 9.73 LAMB OF CARRIAGE HILLS 520 $7.50 $4.37 UM POINT 570 7.50 7.21 LIN MY 756 7.50 7.30 Bl1MM�A CLUB 972 7.50 5.94 MULTIFAMILY NUMBER OF UNITS SO. SANITATION* ALL SERVICE PROPOSED CUSTOMER CURRENT MONTHLY DUMPSTER CHARGES UNIT RATE PRORATED BY # OF UNITS ------------------------------------------------------------------------------------------------------------------- KINOi POINT 1968 $7.50 $11.97 LAKES OF CARRIAGE HILLS 520 7.50 5.42 WAN POINT 570 7.50 8.65 LINE BAY 756 7.50 10.09 00CLUB 972 7.50 7.61 NULTI-FAMILY NUMBER OF UNITS SO. SANITATION* COUNTY WASTE PROPOSED CUSTOMER CURRENT MONTHLY DUMPSTER CHARGES UNIT RATE PRORATED BY # OF UNITS ----------------------------- ------------------------------------------------------------------------------------------ K1N6S POINT 1968 $7.50 $9.55 LAW OF CARRIAGE HILLS 520 7.50 4.34 SANBS POINT 570 7.50 6.81 LINE BAY 756 7.50 5.49 wmM CLUB 972 7.50 6.05 * AbUAGE PER UNIT *DENOTES SOUTHERN SANITATION/WASTE MANAGEMENT