Consider Selection of Consulting Firm for Analysis of a Full Service, Year-Round Recycling Drop-Off Center and Non-Site Specific Plan Development

As the City Council is aware, the City was successful with an application for grant funds, which were available through the Recycling Enhancement Grant program offered by Anoka County, to analyze the potential of a full service recycling drop-off center and to develop a non-site specific plan for such a facility. City Staff developed the proposal application based on recent discussions about the curbside recycling contract as well as the potential of collecting used oil, oil filters and antifreeze at the Public Works campus. Should the City ever pursue a recycling drop-off center (for instance, if Ramsey ever shifted from contracted service for curbside collection of recyclables to an open hauling system), having this information will be extremely beneficial. Furthermore, by developing non-site specific plans, it could serve as a template for other municipalities within the county, should they wish to pursue this type of facility. 

Staff developed the Request for Proposals (RFP) and distributed it to four (4) well qualified and well respected firms that focus on recycling and solid waste management practices.  This included Foth Infrastructure & Environment LLC, Resource Recycling Systems, Inc, Richardson, Richter & Associates Inc, and SAIC.  The RFP stated that the work is to be completed through a 'not-to-exceed' contract and the selected firm would be tasked with the following:

A. Meet with City Staff to discuss vision for project (scoping meeting).

B. Assess and recommend minimum property size necessary for a year-round drop-off recycling center.

C. Assess and recommend minimum building requirements including but not necessarily limited to, building size, exterior finish (as it may relate to the respective zoning district), bays, and interior layout (critical to provide space for future materials that may be accepted).

D. Assess and recommend best configuration of site for most efficient traffic flow and maneuverability.

E. Assess and recommend equipment needs for a full service year-round drop of recycling center (e.g. dumpsters, balers, fork lift etc.).

F. Assess and recommend most effective hours of operation as well as days of the week to be open.

G. Assess and recommend acceptable materials for collection.

H. Assess potential quantities of acceptable materials on an annual basis.

I. Assess and provide recommendations on collection method (e.g. co-mingled or separated collection of standard recyclables).

J. Meet with City Staff and recycling vendors (either in person or via phone) to gather input and feedback on a potential full service, year-round recycling drop-off center.

K. Assess and provide recommendations on potential of partnership(s) with private sector.

L. Assess and identify potential sites within the City of Ramsey that may be suitable for a full service, year-round recycling drop-off center.

M. Assess and identify all potential costs with actual development of a full service, year-round recycling drop-off center.

The selected firm would, by December 31, 2012, need to provide the City with both a detailed report and a non-site specific plan indicating the recommended configuration of site as well as buildings, equipment, material collection areas, etc.

None required.

As previously noted, the RFP was sent to four (4) firms that specialize in recycling and solid waste management practices.  Two (2) proposals were received, from Foth Infrastructure & Environment and SAIC.  Both proposals included sections on the consultants' relevant experience with similar projects and also included detailed scopes of services.  The proposals demonstrate that both consultants are well qualified to assist with Ramsey's grant project.  Finally, both proposals included not-to-exceed total project costs.  Foth's base proposal is for $25,200.00 (they provided an option for a public participation plan that would add another $1,450.00 to the cost for a total not-to-exceed cost of $26,650.00).  SAIC's proposal is for $30,000.00.

The RFP stated that the final deliverables (report and non-site specific plan) were to be received by the City by December 31, 2012.  SAIC's proposal identified December 31, 2012 as the completion date for delivery of the final report while Foth's proposal indicates a completion date of three (3) months after the 'kick-off' meeting with Staff, which means delivery of the final report and plan by roughly February 1, 2013.  This time line is important as it ties in to the requirements of the grant funding (funds should be expended in 2012).

While SAIC's proposal is slightly higher than Foth's, they do propose delivery of the final report and plan to the City by December 31, 2012 (as was specified in the RFP).  Therefore, Staff recommends that the City Council approve a contract with SAIC, for a not-to-exceed amount of $30,000.00, to complete an analysis of a full-service, year-round recycling drop-off center and development of a non-site specific plan.

Funding for this project is available through a Recycling Enhancement Grant awarded to the City by Anoka County. The project will be administered via a 'not to exceed' contract.

Motion to approve a contract with SAIC for an analysis of a full service, year-round recycling drop-off center and non-site specific plan development and direct staff to prepare and execute a contract for services, subject to review by the City Attorney as to legal form.