SOLID WASTE CONTRACTING
OVERVIEW
CITY OF SAN LEANDRO
CITY COUNCIL WORK SESSION
JANUARY 9, 2022
AGENDA
➢ Overview of solid waste services and contracting.
➢ Initial steps for the procurement of future collection services.
➢ Role of an extension with Alameda County
Industries (ACI).
➢ Role of a Council-adopted communication policy.
➢ Next steps.
2 BACKGROUND
3 ➢ ACI began collection service for San Leandro in February 2000.
➢ 2009 amendment extended agreement to 2025.
➢ ACI’s current agreement with the City terminates on
January 31, 2025.
➢Waste Management (WM) serves the Oro Loma Sanitary
District. City-District MOU recently extended through 2037.
CURRENT CONTRACTED SERVICES
4 ➢ ACI has exclusive hauling rights in the City* for:
➢Collection of refuse, recycling, and organics;
➢Transfer of materials;
▪ ACI’s Aladdin St Facility - 610 Aladdin Street, San Leandro ➢Processing of recyclables;
▪ ACI’s Aladdin St Facility - 610 Aladdin Street, San Leandro ➢ Organics processing; and disposal
▪ Republic Service’s Newby Island - Milpitas
* Except for the portion of the City served by the Oro Loma Sanitary District
CURRENT SERVICE AREA MAP
5 KEY MILESTONES: INITIAL STEPS FOR 2023
6 Activity February March April May
Consider Adoption of
Communication Policy
Complete Extension with
ACI
Staff Develops Service
Package
Define Procurement
Approach
Release Proposal
Package
KEY MILESTONES:
FOLLOWING RELEASE OF PROCUREMENT PACKAGE
7 ➢Proposal(s) preparation – 2-3 months
➢Evaluate proposal(s) – 2-4 months
➢Negotiate agreement(s) & Council award – 2-4 months
➢Transition to new agreement(s) - 24-30 months
TRANSITION TIME FOR NEW SERVICES
8 ➢ “Normal” procurement timing is ~12 months for truck orders. ➢ Key factors, outside the City’s control, affecting truck ordering times include:
▪ Covid -19
▪ Supply chain issues
▪ New state 2024 fuel standards
▪ Inflation
➢“Current” procurement timing is ~ 24-30 months for truck orders.
ACI EXTENSION
➢ A short-term extension with ACI can help ensure the
integrity of the procurement process.
➢ Without an extension, City will need to enter an expedited negotiation with multiple parties.
➢ ACI has no contractual obligation to agree to an extension. ➢ The City management team is seeking to complete an18-24 month ACI extension for Council consideration in February. ➢ The goal is for the extension to be on substantially the same terms and conditions as the current contract.
9 PROCESS INTEGRITY & COMMUNICATION
POLICY
10 ➢Solid waste contracts are often a city’s largest service contract, paid for by ratepayers.
➢Contract negotiations are complex and lengthy.
➢Adopting a clear policy helps protect the integrity and transparency of the procurement process.
➢Communication policies apply to all parties – staff,
consultants, proposers, and Councilmembers.
➢Staff will meet with Council to discuss the recommended adoption of a Communication Policy.
NEXT STEPS
➢ Pending actions:
▪ Council to review communication policy - February 7
▪ Council to review short-term extension with ACI – in
February
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