City of Revelstoke Council Report

Date: May 4, 2015 File No: 0970-04

To: Mayor and Council

From: Mike Thomas P.Eng. ENV SP

Subject: Garbage Services Scope

1. ISSUE

Council has directed staff to proceed with competitive procurement of garbage services.

2. RECOMMENDATION

THAT staff bring forward changes to the Recycling and Garbage Bylaw for consideration of limiting the included number of containers for curbside pickup to one. AND THAT the scope for Garbage Services (Schedule A) for the Request for Proposals be approved.

3. CAO COMMENTS

Reviewed. GDI.

4. BACKGROUND

4.1. The Citys existing garbage trucks are in need of replacement. Staff have reviewed options for garbage service delivery and received direction from Council to competitively procure services.

4.2. Prior to releasing a request for proposals for the procurement of garbage services, City staff have prepared a draft scope of services (Schedule A) for Councils review.

5. FINANCIAL IMPLICATIONS

5.1. The 2015-2019 Financial Plan includes allowance for the purchase of a new truck and continuing employment and maintenance costs. If the service was contracted out, these funds would be available to cover the contract costs.

6. DISCUSSION

6.1. The City currently provides the garbage service with CUPE employees. Under the collective agreement, CUPE will have an opportunity to bid on the work. In accordance with the Purchasing and Tendering Policy, staff will release a Request for Proposals including the scope of work outlined in the draft Schedule A.

6.2. While considering options for garbage service, staff have reviewed options for the number of containers collected, a memo on this topic is attached.

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6.3. Garbage services vary across the province; however there is a move with increased recycling uptake to reduce the number of containers collected curbside. This may reduce the cost of providing the service, and will likely reduce tipping fees paid and increase recycling.

6.4. It would be possible to provide residents who require more garbage volume the option to purchase tags from City Hall.

6.5. The existing Recycling and Garbage Bylaw No. 2006 needs amending to reflect this proposed change. Some additional housekeeping of this bylaw is required as the City does not provide Recycling pickup services. These changes will be brought forward in an amending bylaw if approved by Council.

7. RELEVANT LEGISLATION

7.1. Recycling and Garbage Bylaw No. 2006

7.2. Purchasing and Tendering Policy P-10

8. ATTACHMENTS

8.1. Public Works Committee Memo 21 April 2015

8.2. Draft Schedule A of Request for Proposals

9. RECOMMENDATION AND OPTIONS

9.1. Recommendation:

THAT staff bring forward changes to the Recycling and Garbage Bylaw for consideration of limiting the included number of containers for curbside pickup to one. AND THAT the scope for Garbage Services (Schedule A) for the Request for Proposals be approved.

9.2. Option 1: Council may direct staff to provide further information on either of these matters.

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City of Revelstoke Request for Proposals Curbside Refuse Collection Program

SCHEDULE A - SERVICES

PROJECT DESCRIPTION BACKGROUND

The City of Revelstoke provides weekly curbside collection of refuse to approximately 3040 single family dwellings within the City of Revelstoke and a tag a bag service to businesses in the downtown core. The service is provided utilizing a manual rear loading two person collection vehicle and municipal staff. Residents are permitted to place two containers at the curb not exceeding 77litre in size or 25 kg in weight per container and are able to purchase tags for additional bags. The total number of tags sold in 2014 was 816 for commercial and 277 for residential. Refuse is transported to the Revelstoke landfill located approximately 8km north of downtown Revelstoke. The City is divided into five collection areas with a collection schedule which rotates with statutory holidays. The City is currently utilizing their 1996 backup collection vehicle following the breakdown of their collection vehicle in the fall of 2014. The current garbage collection schedule and collection tonnage data for each route is provided for information in schedule F and Schedule G respectively. Refuse collection services are funded through an annual garbage utility fee. Residential curbside collection of recyclables is the responsibility of Multi-Material British Columbia (MMBC). The 2015 MMBC Recycling collection schedule and route information is provided for information in Schedule H. The City does not provide curbside collection of yard and garden waste or household organic waste. The Columbia Shuswap Region District is currently reviewing their Solid Waste Management Plan to include a new 5 year implementation plan. It is anticipated the plan will propose household organic waste collection for the City of Revelstoke in the next 3 to 4 years.

PROJECT OBJECTIVES AND SUSCCESS CRITERIA

To provide a cost effective, efficient, and environmentally friendly residential curbside refuse collection program for the residents of Revelstoke

SCOPE OF WORK

The successful Proponent will provide weekly curbside collection of refuse from approximately 3040 single family dwellings within the City of Revelstoke and curbside collection of

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City of Revelstoke Request for Proposals Curbside Refuse Collection Program

approximately 800 commercial tag a bags annually and transport to the Revelstoke landfill. The City is proposing the allowable refuse placed at the curb to be reduced to one container not exceeding 77 litres in size or 25kg in weight with the option to purchase tags for additional bags of refuse. The composition of the program will be determined by the result of the RFP. The City may consider options which could include: OPTION A: Conventional Collection. Refuse will be collected from containers that the residents already own and transported to the landfill weekly. Price is based on 1 bags per single family dwelling collected weekly. The estimated number of units within the City boundary is 3040. Landfill tipping fees will be paid by the City. OPTION B: Automated Collection. Refuse collection will be carried out using wheeled containers and picked up and transported to the landfill weekly. With the automated collection option, garbage will be collected from a predetermined sized wheeled container. The successful proponent will be responsible for providing and delivering wheeled containers to households and will own the wheeled containers for the term of the contract, with ownership reverting to the City at the end of the term. The successful proponent will provide replacement wheeled containers for wheeled containers that are damaged, lost or stolen. Landfill tipping fees will be paid by the City. The City is also prepared to consider Proposals that include alternatives to the specifications and requirements set out in this RFP. The City welcomes alternative Proposals that result in a more efficient system, reduced environmental impacts including reducing access of refuse to bears and other wildlife, provide better customer service, and /or result in lower overall system costs, such as variation in the method of collection. The City will consider alternatives, provided each alternative is fully and completely described, along with the benefit and value. For each option the Proponent must identify the process and rate required to pick up and deliver refuse to the Revelstoke landfill, including routes and schedules. The successful curbside collection services Proponent will provide information to the community on program specifics; and handle all complaints from the public throughout the contract term including the operation of a dedicated telephone line. The proponent will be required to submit complaint logs and program reporting to the City monthly or upon request. The City of Revelstoke is a signatory to the BC Climate Action Charter, and as such, has committed to reducing greenhouse gas emissions as a result of city operations, or created by others performing service on the Citys behalf. Proponents are encouraged to consider greenhouse gas emissions, fuel and vehicle efficiency during the delivery of this service. Proponents will be responsible for providing the City with fuel consumption data for the provision of refuse collection services on a monthly bases.

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City of Revelstoke Memorandum

Date: April 21, 2015 File Ref:

To: Public Works Committee

From: Penny Page-Brittin, Environmental Sustainability Coordinator

Subject: Garbage collection service levels

The City is currently preparing a Request for Proposals to provide residential curbside garbage collection services, allowing for the opportunity to review the current level of garbage collection service. Presently the Citys Solid Waste Bylaw allows the provision of two garbage containers to be placed on the curb weekly, with the option to purchase tags for additional bags. The City sold 277 residential garbage tags in 2014.

City staff are recommending that the number of allowable garbage containers/bags placed on the curb be reduced to one container/bag to be collected weekly with the option to purchase additional tags. It is unclear what impact, if any, having a reduction in allowable garbage will have on the overall cost of providing the service. A Request for Proposals has been drafted, which details the goals and objectives for curbside garbage collection in Revelstoke, see attached, Appendix A Services.

The 2009 Solid Waste Management Plan indicates the Columbia Shuswap Regional District should recommend to the City of Revelstoke that beginning in 2010, the municipal garbage collection program delivered by the City have a 1 bag per week limit and that additional bags are collected by purchased tags.1

Since the implementation of curbside collection of recycling in 2010, the amount of curbside garbage collected in 2014 compared with 2009 levels has been reduced by 184 tonnes or a 14% reduction by weight. Driving around neighbourhoods on the morning of collection it appears the majority of households are placing one container at the curb.

A reduction in the amount of garbage permitted on the curb may encourage people to think about what they put in the garbage and encourage more recycling and/or backyard composing. The current cost to the City for tipping fees is $75/tonne.

1 Columbia Shuswap Regional District Solid Waste management Plan, Executive Summary 2009 2029, (p34), http://www.csrd.bc.ca/sites/default/files/reports/CSRD%202009%20SWMP.pdf, assessed online April 20, 2015.

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Salmon Arm implemented curbside garbage collection with a one bag limit with the option to purchase tags in 2010. Salmon Arm contracts the collection of garbage from approximately 6448 single family residences and sold 6067 tags in 2014. The one bag limit and option for residents with extra garbage or with basement suites to purchase tags is work well.2

A survey of municipalities who provide manual garbage collection services and do not have curbside household organic collection, found the majority of municipalities surveyed still provide for the collection of two containers weekly. See below table.

Municipality Frequency of Garbage Collection

Restrictions on quantity for pickup

Salmon Arm weekly 1 bag, optional tag a bag

Merrit, Castlegar, Trail, Vernon weekly 2 containers/bags, optional tag a bag

Kimberley weekly 2 containers or 4 bags

Cranbrook weekly 3 containers/bags, optional tag a bag

Nelson biweekly

No limit, must purchase tags for all bags, annual utility cost of $40/residential unit

2 Personal conversation Rob Niewenhuizen, Director of Engineering, City of Salmon Arm

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Dev-Garbage Services for RFP 2015-05-12Pages from RFP COR Curbside Refuse collection 2015_05_01 DRAFTCommittee memo - garbage collection service levels April_22_2015