DEPARTMENT: Parks, Facilities, and Fleet Management
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Waste Management Of Minnesota, Inc. For Resource Management Services At County Buildings, Parks Facilities, And Residential Organics Drop-Off Locations
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PURPOSE/ACTION REQUESTED
Authorize execution of a contract for Resource Management Services that provides for the collection, transportation, and delivery of municipal solid waste, recycling, and organics from County buildings, Park facilities, and select residential organics drop-off locations to appropriate waste management facilities.
SUMMARY
Request for Proposal. State law (Minn. Stat. §115A.151) requires public entities to collect recyclable materials from their buildings and facilities. Further, municipal solid waste (MSW) that is not reused, recycled, or diverted for organics management will be delivered to a resource recovery facility in accordance with Minn. Stat. §473.848 and the County’s Solid Waste Master Plan. The County has a contract for Resource Management Services (recycling, organics management, and trash disposal), ending January 31, 2023. Facilities Management and Environmental Resources staff jointly developed two Request for Proposals (RFP) for Resource Management Services at Dakota County buildings and Park facilities. The county was divided in half to create a north zone and a south zone. Our intention with two smaller zones was to entice smaller hauling companies to submit proposals. Each RFP included 1) the collection, removal, and appropriate management of MSW; 2) the separate collection and recycling of paper/cardboard, glass, and plastic bottles/metal cans; 3) the collection and processing of organics material, including from select residential organics drop-sites; 4) development of a detailed billing/invoicing and reporting system; and 5) collaboration with County staff to improve waste reduction and recycling efforts.
Proposals were received from Allied Waste Services of North America, LLC (dba: Republic Services) and Waste Management of Minnesota, Inc. The written proposals were reviewed and evaluated by representatives from Facilities Management and Environmental Resources, using the following criteria and weighting contained in the RFP:
1. Completeness of proposal and response meeting the County’s resource management objectives (10%).
2. Qualifications and experience in providing services of similar type, size, and complexity (10%).
3. Technical services capability, including measurement, tracking, and reporting capabilities (20%).
4. Service cost, including proposed fees (60%).
Vendor Selection. The recommended respondent, Waste Management of Minnesota, Inc. provided the most comprehensive proposal, and best met the evaluation criteria. Waste Management of Minnesota, Inc. is one of the nation’s largest providers, with numerous large accounts in the metro area. More detail on the evaluation of the two proposals is in the Attachment: Resource Management Services Vendor Evaluation.
Based upon the review of the proposals, using the evaluation criteria, the recommendation is that a contract be awarded to Waste Management of Minnesota, Inc. for the time periods and in the amounts of:
February 1, 2023, through December 31, 2023 $ 114,528.03 North Zone (11 months)
February 1, 2023, through December 31, 2023 $ 121,965.50 South Zone (11 months)
January 1, 2024, through December 31, 2024 $ 147,123.81 North Zone (12 months)
January 1, 2024, through December 31, 2024 $ 141,430.78 South Zone (12 months)
January 1, 2025, through March 31, 2026 $ 171,974.50 North Zone (15 months)
January 1, 2025, through March 31, 2026 $ 181,349.86 South Zone (15 months)
Waste Management of Minnesota, Inc. Total Contract Amount (38 months) $878,372.48 (includes North and South Zones)
Allied Waste Services Total Contract Amount (38 months) $1,107,828.76 (includes North and South Zones)
The costs for these services have increased significantly from the past contract term. The average monthly cost for the previous 37 months under contract with Waste Management was $14,665. The new contract's average monthly cost for the next 38 months is $23,115, which is a 58 percent increase.
RECOMMENDATION
recommendation
Staff recommends that a contract be awarded to Waste Management of Minnesota, Inc. for both the North and South Zones.
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EXPLANATION OF FISCAL/FTE IMPACTS
Sufficient funds are included in the 2023 Facilities Management operating budget for Resource Management services. It is anticipated that similar amounts will be included in subsequent years. The costs for the residential organics drop-sites on County property will be reimbursed from Environmental Resources to Facilities Management.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, pursuant to advertisement, two qualified Resource Management Services proposals for the North and South Zones were received on November 2, 2022, for the collection, transportation, and delivery of municipal solid waste, recyclable materials, and organics collected from Dakota County facilities, parks and select residential organics drop-sites to the appropriate waste management facilities; and
WHEREAS, resource management services also provide for the development of a detailed billing/invoicing reporting system and collaboration with County staff to improve waste reduction and recycling efforts, and
WHEREAS, Waste Management of Minnesota Inc. submitted the lowest responsive and responsible proposals for the North Zone of $433,626.34 and the South Zones of $444,746.14; and
WHEREAS, funds for resource management services are included in the 2023 Facilities Management operating budget.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Parks, Facilities, and Fleet Management Director to execute a contract with Waste Management of Minnesota Inc. for Resource Management services at Dakota County buildings in the North and South Zones for of period of February 1, 2023, through December 31, 2023, for $236,493.53, subject to available funding and approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Parks, Facilities, and Fleet Management Director to execute a contract amendment with Waste Management of Minnesota Inc. for Resource Management services at Dakota County buildings in the North and South Zones for of period of January 1, 2024, through December 31, 2024, for $288,554.59, subject to available funding and approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Parks, Facilities, and Fleet Management Director to execute a contract amendment with Waste Management of Minnesota Inc. for Resource Management services at Dakota County buildings in the North and South Zones for of period of January 1, 2025, through March 31, 2026, for $353,324.36, subject to available funding and approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: Proposal Evaluation Summary
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACT
Department Head: Taud Hoopingarner
Author: Michael Lexvold