Contract No. 12672-2021
298
AR000275
DocuSign Envelope ID: B40B!)642-938E-4750-8426-79473F836B64 2908 subcontractors will obtain any right to retirement benefits, Workers Compensation benefits, or any other 2909 benefits which accrued to City employees and Contractor expressly waives any claim to such benefits. 2910 33.02 Subcontractors_ Contractor will require all subcontractors performing work in the City to 2911 enter into a contract containing the provisions set forth in the preceding subsection in which contract the 2912 subcontractor agrees that Contractor and subcontractor are independent contractors and have no other 2913 agency relationship with City.
2914 33.03 Contractor must list in Exhibit 5 any Subcontractors to be used for any and all services 2915 (e.g. education and outreach, street sweeping, billing, customer service, HHW Home Collectioh Program, 2916 etc.). Subcontractors are subject to approval by the City. Subcontractors must have all applicable federal, 2917 county, and/or City licenses for the work they are assigned to perform. 2918
2919
Article 34. Laws to Govern
34.01 The law of the State of California governs the rights. obligations, duties and liabilities of 2920 City and Contractor under this Agreement and govern the interpretation of this Agreement. 2921 Article 35. Consent to Jurisdiction
2922 35.01 The parties agree that any litigation between City and Contractor concerning or arising out 2923 of this Contract must be filed and maintained exclusively in the Superior Courts of Ventura Cot.tnty, State of 2924 California, or in the United States District Court for the Central District of Californla to the fullest exteht 2925 permissible by law. Each party consents to service of process in any manner authorized by California law. 2926
2927
Article 36. Assignment
36.01 No assignment of this Agreement or any right occurring under this Agreement may be 2928 made in whole or in part by Contractor without the express prior written consent of the City. City will have 2929 full discretion to approve or deny, with or without cause, any proposed or actual assignment by the 2930 Contractor. Any assignment of this Agreement made by Contractor without the express written consent of 2931 the City will be null and void and will be grounds for City to declare a default of this Agreement and 2932 immediately termihate this Agreement by giving written notice to Contractor, and upon the date of such 2933 notice Contract will be deemed immediately terminated, and upon such termination all liability of City under 2934 this Contract to Contractor will cease, and City will have the right to call the performance bond and will be 2935 free to negotiate with other contractors, for the services that are the subject of this Agreement. In the event 2936 of any assignment approved by City, the assignee must fully assume all the liabilities of Contractor by way 2937 of an assignment and assumption agreement. Notwithstanding the above, an assignment to an affiliate of 2938 Contractor may be undertaken upon notice to City, but without the requirement for its approval. For purposes 2939 of this provision, "affiliate" means any person or legal entity that, directly or indirectly, controls, is controlled 2940 by, or is under common control with Contractor.
2941 36.02 The use of a subcontractor to perform services under this Contract will not constitute 2942 delegation of Contractor's duties provided that Contractor has received prior written authorization from the 2943 Agreement Administrator to subcontract such services and the Agreement Administrator has approved a 2944 subcontractor who will perform such services. Contractor will be responsible for directing the work of 2945 Contractor's subcontractors and any compensation due or payable to Contractor's subcontractor will be the DPW: 81 0-40\etm\Council\20211030921\Exclusive Solid Waste Franchise Agreement Award,docx
Contract No. 12672-2021
299
AR000276
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 2946 sole responsibility of Contractor. The Agreement Administrator will have the right to require the removal of 2947 any approved subcontractor for reasonable cause. The subcontractors listed in Exhibit 5, if any, are hereby 2948 approved by the City.
2949 Article 37. Compliance with Laws
2950 37.01 In the performance of this Contractor, Contractor must comply with all Applicable Laws, 2951 including, without limitation, the Thousand Oaks Municipal Code. 2952 37.02 City shall provide written notice to Contractor of any planned amendment of the Thousand 2953 Oaks Municipal Code that would substantially affect the performance of Contractor's services pursuant to 2954 this Agreement. Such notice must be provided at least thirty (30) calendar days prior to the City Council's 2955 approval of such an amendment.
2956 Article 38. Permits and Licenses
2957 38.01 Contractor shall obtain, at its own expense, all permits, and licenses required by law or 2958 ordinance and maintain same in full force and effect throughout the term of this Agreement. Contractor must 2959 provide proof of such permlts, licenses or approvals and must demonstrate compliance with the terms and 2960 conditions of such permits, licenses and approvals upon the request of the Agreement Administrator. 2961 38.02 The Contractor must have a valid City of Thousand Oaks Business Tax Certificate 2962 throughout the term of the Franchise Agreement.
2963 Article 39. Ownership of Written Materials
2964 39.01 Contractor hereby grants City a non-exclusive license as to all reports, documents, 2965 brochures, public education materials, and other similar written, printed, electronic or photographic materials 2966 developed by Contractor at the request of City or as required under this Agreement, and intended for public 2967 use, without limitation or restrictions on the use of such materials by City. Contractor may not use such 2968 materials that specifically reference City for other purposes without the prior written consent of the 2969 Agreement Administrator. This Article 35 does not apply to ideas or concepts described in such materials 2970 and does not apply to the format of such materials. 2971 Article 40. Waiver
2972 40.01 Waiver by City or Contractor of any breach for violation of any term covenant or condition 2973 of this Agreement will not be deemed to be a waiver of any other term, covenant or condition or any 2974 subsequent breach or violation of the same or of any other term, covenant or condition. The subsequent 2975 acceptance by City of any fee, tax, or any other monies which may become due from Contractor to City will 2976 not be deemed to be a waiver by City of any breach for violation of any term, covenant or condition of this 2977 Agreement.
2978 Article 41. Prohibition Against Gifts
2979 41 .01 Contractor represents that Contractor is familiar with City's prohibition against the 2980 acceptance of any gift by a City officer or designated employee. Contractor may not offer any City officer or 2981 designated employee any gifts prohibited by the City.
DPW: 810-40\etm\Council\2021\030921\Exclusive Solid Waste Franchise Agreement Award,docx
Contract No. 12672-2021
300
AR000277
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 2982 Article 42. Point of Contact
2983 42.01 The day-to-day dealings between Contractor and City will be between Contractor and the 2984 Agreement Administrator.
2985 Article 43. Notices
2986 43.01 Except as provided in this Agreement, whenever either party desires to give notice to the 2987 other, it must be given by written notice addressed to the party for whom it is intended, at the place last 2988 specified and to the place for giving of notice in compliance with the provisions of this Section. For the 2989 present, the parties designate the following as the respective persons and places for giving of notice:
2990 As to the City:
2991 Public Works Director
2992 City of Thousand Oaks Public Works Dept.
2993 2100 Thousand Oaks Blvd.
2994 Thousand Oaks, CA 91362
2995 Telephone: (805) 449-2399
2996 email: [email protected]
2997 As to the Contractor:
2998 Athens Services
2999 14048 Valley Blvd.
3000 City of Industry, CA 91746
3001 Attn: Gary Clifford, EVP Governmental Affairs
3002 Telephone: (888) 336-6100
3003 email: [email protected]
3004 43.02 Notices will be effective when received at the address as specified above. Changes ln the 3005 respective address to which such notice is to be directed may be made by written notice, 3006 43.03 Notice by City to Contractor of a Collection or other Service Recipient problem or complaint 3007 may be given to Contractor orally by telephone at Contractor's local office with confirmation sent to 3008 Contractor through the Customer Service System by the end of the Work Day. 3009 Article 44. Transition to Next Contractor
3010 44.01 In the event Contractor is not awarded an extension or new contract to continue to provide 3011 Collection Services following the expiration or early termination of this Agreement, Contractor will cooperate 3012 fully with City and any subsequent contractors to assure a smooth transition of services described in this 3013 Agreement. Such cooperation will include but not be limited to transfer of computer data, files and tapes; 3014 providing routing information, route maps, vehicle fleet information, and list of Service Recipients; providing 3015 a complete inventory of all Collection Containers; providing adequate labor and equipment to complete 3016 performance of all Collection Services required under this Agreement; taking reasonable actions necessary 3017 to transfer ownership of carts and bins, as appropriate, to City; including transporting such containers to a DPW: 81 0-40\etm\Council\20211030921\Exclusive Solid Waste Franchise Agreement Award.docx
Contract No. 12672-2021
301
AR000278
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 3018 location designated by the Agreement Administrator; coordinating Collection of Materials set out in new 3019 containers if new containers are provided for a subsequent Agreements and providing other reports and 3020 data required by this Agreement.
3021 Article 45. Contractor's Records
3022 45.01 Contractor shall keep and preserve, during the Term of this Agreement, full, complete, and 3023 accurate financial and accounting records, pertaining to cash, billing and disposal transactions for the 3024 franchise area, prepared on an accrual basis in accordance with generally accepted accounting principles. 3025 These records and reports are necessary for the City to properly administer and monitor the Agreement and 3026 to assist the City in meeting the requirements of the Act. The Contractor shall keep and preserve, during the 3027 Term of this Agreement, and for a period of not less than four (4) years following expiration or other 3028 termination hereof or for any longer period required by law, full, complete and accurate records as indicated 3029 in the Agreement.
3030 45.02 Any records or documents required to be maintained pursuant to this Agreement must be 3031 made available for inspection or audit for the purposes set forth in Section 15.02.3, at any time during regular 3032 business hours, upon written request by the Agreement Administrator, the City Attorney, City Auditor, City 3033 Manager, or a designated representative of any of these officers. Copies of such documents will be provided 3034 to City electronically, available to City for inspection at the local Contractor office, or an alternate site if 3035 mutually agreed upon.
3036 45.02.1 Contractor acknowledges that City is legally obligated to comply with the California 3037 Public Records Act ("CPRA"). City acknowledges that Contractor may consider certain records, reports, or 3038 information contained therein, ("Records") which Contractor is required to provide to City under this 3039 AGREEMENT, to be of a proprietary or confidential nature. In such instances, Contractor will inform City in 3040 writing of which records are considered propriety or confidential and shall identify the statutory exceptions 3041 to disclosure provided under the CPRA that legally permit non-disclosure of the Records. At such time as 3042 City receives a request for records under the CPRA or Federal Freedom of Information Act ("FOIA") or a 3043 subpoena or other court order requesting disclosure of the Records, City will notify Contractor of the request, 3044 subpoena or order and of City's obligation and intent to provide a response within ten (10) calendar days. 3045 Contractor shall within five (5) calendar days either: (i) consent in writing to the disclosure of the Records; 3046 or (ii) seek and obtain, at Contractor's sole cost and expense, the order of a court of competent jurisdiction 3047 staying or enjoining the disclosure of the Records. If Contractor fails to timely respond, then City may 3048 proceed to disclosure the Records in which event Contractor agrees waives and releases City of any liability 3049 for the disclosure of the Records
3050 45.03 Where City has reason to believe that such records or documents may be lost or discarded 3051 in the event of the dissolution, disbandment or termination of Contractor's business, City may, by written 3052 request or demand of any of the above named officers, require that custody of the records be given to City 3053 and that the records and documents be maintained in City Hall. Access to such records and documents will 3054 be granted to any party authorized by Contractor, Contractor's representatives, or Contractor's successor3055 in-interest.
DPW: 810-40\etm\Council\20211030921\Exclusive Solid Waste Franchise Agreement Award,docx
Contract No. 12672-2021
302
AR000279
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 3056 Article 46. Entire Agreement
3057 46.01 This Agreement and the attached Exhibits constitute the entire Agreement and 3058 understanding between the parties, and the Agreement will not be considered modified, altered, changed or 3059 amended in any respect unless in writing and signed by the parties. 3060
3061
Article 47. Severability
4 7 .01 If any provision of this Agreement or the application of it to any person or situation is to any 3062 extent held invalid or unenforceable, the remainder of this Agreement and the application of such provisions 3063 to persons or situations other than those as to which it is held invalid or unenforceable, will not be affected, 3064 will continue in full force and effect, and will be enforced to the fullest extent permitted by law. 3065 Article 48. Right to Require Performance
3066 48.01 The failure of City at any time to require performance by Contractor of any provision of this 3067 Agreement will in no way affect the right of City thereafter to enforce same. Nor will waiver by City of any 3068 breach of any provision of this Agreement be taken or held to be a waiver of any succeeding breach of such 3069 provision or as a waiver of any provision itself.
3070 Article 49. All Prior Agreements Superseded
3071 49.01 This Agreement incorporates and includes all prior negotiations, correspondence, 3072 conversations, agreements and understandings applicable to the matters contained in this Agreement and 3073 the parties agree that there are no commitments, agreements or understandings concerning the subject 307 4 matter of this Agreement that are hot contained in this document. Accordingly, it is agreed that no deviation 3075 from the terms of this Agreement will be predicated upon any prior representations or agreements, whether 3076 oral or written.
3077 Article 50. Headings
3078 50.01 Headings in this document are for convenience of reference only and are not to be 3079 considered ih any interpretation of this Agreement. 3080 Article 51 . Exhibits
3081 51.01 Each Exhibit referred to in this Agreement forms an essential part of this Agreement. Each 3082 such Exhibit is a part of this Agreement and each is incorporated by this reference. 3083 Article 52. Attorney's Fees
3084 52.01 In the event that litigation is brought by a party in connection with this Agreement, the 3085 prevailing party will be entitled to recover from the opposing party all costs and expenses, Including 3086 reasonable attorneys' fees. incurred by the prevailing party in the exercise of any of its rights or remedies 3087 under this Agreement or the enforcement of any of the terms, conditions, or provisions of this Agreement.
DPW: 810-40\etm\Council\2021\030921\Exclusive Solid Waste Franchise Agreement Award,docx
Contract No. 12672-2021
303
AR000280
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 3088 Article 53. Effective Date
3089 53.01 This Agreement will become effective when It is properly executed by City and Cohtractor and 3090 Contractor will begin Services under this Agreement as of January 1, 2022. 3091
3092
3093
3094
3095
3096
3097
3098
3099
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Article 54. Signatures
(a) Counterparts. This Agreement may be executed in two or more counterparts, each of which together shall be deemed an original, but ail of which together shall constitute one and the same instrument. (b) Scanned Signatures. In the event that :my signat1ire is delivered by facsimile transmission or submitted electronically as a scanned image (i.e. files with .pdf, .tiff or .jpeg extensions), such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or scanned signature page were an original thereof.
(c) Digital/Electronic Signatures. This Agreement may be executed through the use of digital or electronic signatures provided they meet the requirements of the Electronic Signatures in Global and National Commerce (ESIGN) Act and the California Uniform Electronic Transactions Act (UETA) and are produced using a City-approved method. The presence of an electronic signature on this document shall be construed as the parties' consent to do business electronically.
IN CONCURRENCE AND WITNESS WHEREOF, City and Contractor have executed this Agreement on the 9th day of March, 2021.
Arakelian Enterprises, Inc. d/b/a Athens Services
~
OocuSlgned by:
~°"' ~. m nc90779 sso,,o.. -. ---. ------ Kon AraKe11an, 111 , t:.xecutive Officer lnOocuSlgned by:
L!_f=B}:,if~ -.---------
A0am AraKe11an, executive Officer
CITY OF THOUSAND OAKS
[d?~ ermnger6425 .. Clau Ia ii -de la Pena. Mayor
ATTEST:
OocuSlgned by:
{/if>LJ;,> /4( ~tA{f?~
DPW: 810-40\etm\Council\2021 \030921 \Exclusive Solid Waste Franchise Agreement Award,docx
Contract No. 12672-2021
304
AR000281
DocuSign Envelope ID: B40B!)642-938E-4750-8426-79473F836B64 3131
3132
3133
3134
3135
3136
3137
3138
3139
3140
3141
3142
3143
3144
3145
3146
3147
3148
3149
3150
3151
APPROVED AS TO ADMINISTRATION:
1 ~ ocuSigned by:
~ ~rs. c;1y Manage,
APPROVED BY DEPARTMENT HEAD:
OocuSigned by:
APPROVED AS TO FORM:
Office of the City Attorney
OocuSigned by:
DPW: 810-40\etm\Council\2021\030921\Exclusive Solid Waste Franchise Agreen,er,t Award,docx
Contract No. 12672-2021
305
AR000282
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 1
City Maximum Service Rates
Rates effective January 1, 2022 are presented on the following pages and will be updated annually.
Contract No. 12672-2021
306
AR000283
DocuSign Envelope ID: B40B!)642-938E-4750-8426-79473F836B64 Single-Family Dwelling Service
Maximum Service Rates
Effective January 1, 2022
Table SFD-1. Single-Family Dwelling Maximum Service Rates.
Basic Single Family Automated Cart Service
{64 gallon Garbage, 64 gallon Recyclable Materia,s, 96 gallon Organic Waste) Limited Service - With Organic Waste Service
(32 gallon Garbage, 64 gallon Recyclable Materia s, 96 gallon Organic Waste) Limited Service - Without Organic Waste Service
(32 gallon Garbage, 64 gallon Recyclable Materials)
Table SFD-2. Single-Family Dwelling Additional Options/fees Senior Discount on selected service option {Basic or Limited) On-Premise Collection (all Carts)
Garbage Cart Upsize (trade 64 gallon for 96 gallon}
Additional 64 Gallon Garbage Cart
Additional 96 Gallon Garbage Cart
Recyclable Materials Cart Upsize (trade 64 gallon for 96 gallon) Additional 64 Gallon Recyclable Materials Cart
Additional 96 Gallon Recyclable Materials Cart
Additional 96 Gallon Organic Waste Cart
Move~in/Move-out Fee In Excess of t he 1 Free Within 3 months of Service Start Date Delinquency Charge for Non-Payment of Acwunt
Returned Check Charge
Restart Fee For Non-Payment
Extra Large Item Pick-up
Extra Collection (any Cart)
Freon Service Fee
Lost or Damaged Cart Charge (in excess of 1 per 10 years) Cart Replacement Due to Damage Caused by Service Recipient Recyclable Materials Contamination Fee (3 or more per year) Organic Waste Contamination Fee (3 or more per year)
Overage Fee
Dead-Run or "Go-Back"
Cart Exchange (in excess of 1 per year)
Account Cancellation Fee For Non-Payment
Table SFD-3. Single-Family Dwelling Green Waste Only Bin 1 Cubic Yard Container, 1 pickup per week
2 Cubic Yard Container, 1 pickup per week
3 Cubic Yard Container, 1 pickup per week
4 Cubic Yard Container, 1 pickup per week
Table SFD-4. Single-Family Dwelling Manure Bin
2 cubic Yard Manure Container, 1 pfckup per week
Single-Family Dwelling Service Rates
Billing Frequency Rate
per month $24.36
per month $21.93
per month $16.46
BIiiing Frequency Rate
% of monthly charge 10.0%
per month $30.00
per month $3.21
per month $6.00
per month $8.00
per month $0.00
per month $0.00
per month $0.00
per month $8.00
per occurrence $125.00
% of monthly charge 5.0%
per occurrence $30.00
per occurrence $35.00
per bag $15.00
per cart (same day) $25.00
per unlt $50.00
per occurrence $95.00
per occurrence $95.00
per occurrence $50.00
per occurrence $50.00
per occurrence $25.00
per occurrence $25.00
per occurrence $35.00
per month $35.00
Billing Frequency Rate
per month $46.77
per month $97.90
per month $108.78
per month $168.61
Billing Frequency Rate
per month $300.22
Contract No. 12672-29jg\ 1 of 1
307
AR000284
DocuSign Envelope ID: B40B!)642-938E-4750-8426-79473F836B64 Multi-Family Dwelling with Individual Cart Service
Maximum Service Rates
Effective January 1, 2022
Table MFDl-1. Multi-Family Dwelling with Individual Cart Service, Maximum Service Rates
Basic Single Family Automated Cart Service
{64 gallon Garbage, 64 gallon Recyclable Materia s, 96 gallon Organic Waste) Basic Single Family Automated Cart Service
(64 gallon Garbage, 64 gallon Recyclable Materia1s, 32 gallon Organic Waste) Limited Service - With Organic Waste Service
(32 gallon Garbage, 64 gallon Recyclable Materials, 96 gallon Organic Waste) Limited Service - Without Organic Waste Service
(32 gallon Garbage, 64 gallon Recyclable Materia\S)
Table MFDl-2. Multi-Family Dwelling with Individual Cart Service, Additional Options and charges
Senior Discount on selected service option (Basic or Limited) On-Premise Collection (all Carts)
Garbage Cart Upsize (trade 64 gallon for 96 gallon)
Additional 64 Gallon Garbage Cart
Additional 96 Gallon Garbage Cart
Recyclable Materials Cart Upsize (trade 64 gallon for 96 gallon) Additional 64 Gallon Recyclable Materials Cart
Additional 96 Gallon Recyclable Materials Cart
Additional 96 Gallon Organic Waste Cart
Move-in/Move-out Fee In Excess of the 1 Free Within 3 months of Service Start Date Delinquency Charge for Non-Payment of Account
Returned Check Charge
Restart Fee For Non-Payment
Extra Large Item Pick-up
Extra Collection (any Cart)
Freon Service Fee
Lost or Damaged Cart Charge (in excess of 1 per 10 years) Cart Replacement Due to Damage Caused by Service Recipient Recyclable Materials Contamination Fee (3 or more per year) Organic Waste Contamination Fee (3 or more per year)
Overage Fee
Dead-Run or "Go-Back''
Cart Exchange (in excess of 1 per year)
Account Cancellation Fee For Non-Payment
Multi-Family Dwelling with Individual Cart Service
Billing Frequency Rate
per month $24.36
per month $21.93
per month $21.93
per month $16.46
Billing Frequency Rate
% of monthly charge 10.0%
per month $30.00
per month $3.21
per month $6.00
per month $8.00
per month $0.00
per month $0.00
per month $0.00
per month $8.00
per occurrence $125.00
% of monthly charge 5.0%
per occurrence $30.00
per occurrence $35.00
per bag $15.00
per cart (same day) $25.00
per unit $50.00
per occurrence $95.00
per occurrence $95.00
per occurrence $50.00
per occurrence $50.00
per occurrence $25.00
per occurrence $25.00
per occurrence $35.00
per month $35.00
Contract No. 12672-29jg\ 1 of 1
308
AR000285
DocuSign E.llvelope ID: B40B~642-938E-4750-8426-79473F836B64 Commercial Service
Maximum Service Rates
Effective January 1, 2022
Table COM-1. Commercial (bundled) monthly rates. Includes stated size and frequency of garbage service plus (up to) equivalent weekly volume of recycling plus (up to) weekly organics volume computed as 32 gals per 2 cu yds of total weekly volume of garbage+recycling.
1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
64g $55.62 $81.72 $112.18 $142.33 $172.71 $204.04
96g $58.64 $87.02 $120.13 $153.85 $227.54 $260.57
lCY $85.89 $135.64 $194.47 $270.71 $388.05 $403.23
2CY $157.96 $281.87 $398.21 $562.55 $703.19 $798.42
3CY $174.99 $305.52 $472.95 $613.50 $778.69 $943.89
4CV $278.09 $497.53 $700.90 $971.26 $1,214.07 $1,398.71 6CV $301.74 $541.99 $836.63 $1,081.69 $1,346.20 $1,632.00 Extra Pick-Up charged at $50.00 per occurrence
Table COM-2. Commercial recyclables monthly rates. Reflects cost of additional recycling service (above that included in bundled service).
1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
64g $13.05 $22.84 $34.26 $45.57 $56.96 $68.35
96g $14.19 $24.83 $37.24 $49.53 $61.92 $74.30
lCV $24.40 $42.70 $64.06 $85.20 $106.49 $127.79
2CY $51.08 $89.38 $134.07 $178.32 $222.89 $267.47
3CV $56.75 $99.31 $148.97 $198.13 $247.66 $297.19
4CY $87.96 $153.93 $230.90 $307.10 $383.87 $460.65
6CV $97.89 $171.31 $256.97 $341.77 $427.21 $512,66
Extra Pick-Up charged at $50.00 per occurrence
Table COM-3. Commercial Organic Waste (includes Green Waste and Food Waste) monthly rate. Reflects cost of additional organic waste service (above that included in bundled service) 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
32g $20.81 $36.42 $54.63 $72.65 $90.82 $108.98
64.g $21.76 $38.07 $57.11 $75.95 $94.94 $113.93
96g $23.65 $41.38 $62.07 $82.56 $103.20 $123.84
lCV $40.67 $71.18 $106.77 $142.00 $177.50 $213.00
2CV $85.13 $148.98 $223.47 $297.21 $371.S2 $445.82
3CV $94.59 $165.53 $248.30 $330.24 $412.80 $495.36
4CV $146.61 $256.58 $384.86 $511.87 $639.83 $767.80
Extra Pick-Up charged at $50.00 per occurrence
Commercial Service Rates Contract No. 12672-29jg\ 1 of 2 309
AR000286
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Table COM-4. Commercial Green Waste monthly rate
1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
96g $23.65 $41.38 $62.07 $82.56 $103.20 $123.84
lCY $40.67 $71.18 $106.77 $142.00 $177.50 $213.00
2CY $85.13 $148.98 $223.47 $297.21 $371.52 $445.82
3CY $94.59 $165.53 $248.30 $330.24 $412.80 $495.36
4CY $146.61 $256.58 $384.86 $511.87 $639.83 $767.80
E)(tra Pick-Up charged at $50.00 per occurrence
Table COM-5. Commercial Food Waste monthly rate
I/Week 2/Week 3/Week 4/ Week 5/Week 6/Week
32g $20.81 $36.42. $54.63 $72.65 $90.82 $108.98
64g $21.76 $38.07 $57.11 $75.95 $94.94 $113.93
96g $23.65 $41.38 $62.07 $82.56 $103.20 $123.84
lCY $40.67 $71.18 $106.77 $142.00 $177.50 $213.00
1.SCY $75.67 $132.43 $198.64 $264.19 $330.24 $396.28
2CY $85.13 $148.98 $223.47 $297.21 $371.52 $445.82
Extra Pick-Up charged at $50.00 per occurrence
Table COM-6. Compactor service• Garbage - Monthly rate
1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
3CY $250.00 $437.50 $625.00 $812.50 $1,000.00 $1,187.50 4CY $300.00 $525.00 $750.00 $975.00 $1,200.00 $1,425,00 Table COM-7. Compactor service - Recycling - Monthly rate 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
3CY $200.00 $350.00 $500.00 $650.00 $800.00 $950.00
4CY $250,00 $437,50 $625.00 $812.50 $1,000.00 $1,187.50 Com mercial Service Rates Contract No. 12672-29jg\ 2 of 2 310
AR000287
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 Multi-Family & Mixed-Use Dwelling with Centralized Bin Service Maximum Service Rates
Effective January 1, 2022
Table MFDC-1. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Garbage (bundled) monthly rates.
Includes stated size and frequency of garbage service plus (up to) equivalent weekly volume of recycling pfus (up to) weekly organics volume computed as 32 gals per 2 cu yds of total weekly volume of garbage+recycling. 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
64g $55.62 $81.72 $112.18 $142.33 $172.71 $204.04
96g $58.64 $87.02 $120.13 $153.85 $227.54 $260.57
lCY $85.89 $135.64 $194.47 $270.71 $388.05 $403.23
2CY $157.96 $281.87 $398.21 $562.55 $703.19 $798.42
3CY $174.99 $305.52 $472.95 $613.50 $778.69 $943.89
4CY $278.09 $497.53 $700.90 $971.26 $1,214.07 $1,398.71 6CY $301.74 $541.99 $836.63 $1,081.69 $1,346.20 $1,632.00 Extra Pick-Up charged at $50.00 per occurrence
Table MFDC-2. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Recyclables monthly rates. Reflects cost of additional recycling service (above that included in bundled service). 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
64g $13.05 $22.84 $34.26 $45.57 $56.96 $68.35
96g $14.19 $24.83 $37.24 $49.53 $61.92 $74.30
lCY $24.40 $42.70 $64.06 $85.20 $106.49 $127.79
2CY $51.08 $89.38 $134.07 $178.32 $222.89 $267.47
3CY $56.75 $99.31 $148.97 $198.13 $247.66 $297.19
4CY $87.96 $153.93 $230.90 $307.10 $383.87 $460.65
6CY $97.89 $171.31 $256.97 $341.77 $427.21 $512.66
Extra Pick-Up charged at $50.00 per occurrence
Table MFDC-3. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Organics (includes Green Waste and Food Waste) monthly rate. Reflects cost of additional organic waste service (above that included in bundled service) 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
32g $20.81 $36.42 $54.63 $72.65 $90.82 $108.98
64g $21.76 $38.07 $57.11 $75.95 $94.94 $113.93
96g $23.65 $41.38 $62.07 $82.56 $103.20 $123.84
1CY $40.67 $71.18 $106.77 $142.00 $177.50 $213.00
2CY $85.13 $148.98 $223.47 $297.21 $371.52 $445.82
3CY $94.59 $165.53 $248.30 $330.24 $41 2.80 $495.36
4CY $146.61 $256.58 $384.86 $511.87 $639.83 $767.80
Extra Pick-Up charged at $50.00 per occurrence
Multi-Family Dwelling w ith Centralized Bin Service Contract No. 12672-2~jg\ 1 of 2 311
AR000288
DocuSign Ehvelope ID: B40B9642-938E-4750-8426-79473F836B64 Table MFDC-4. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Green Waste monthly rate 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
96g $23.65 $41.38 $62.07 $82.56 $103.20 $123.84
lCY $40.67 $71.18 $106.77 $142.00 $177.50 $213.00
2CY $85.13 $148.98 $223.47 $297.21 $371.52 $445.82
3CY $94.59 $165.53 $248.30 $330.24 $412.80 $495.36
4CY $146.61 $256.58 $384.86 $51L87 $639.83 $767,80
Extra Pick-Up charged at $50.00 per occurrence
Table MFDC-5. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Food Waste monthly rate 1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
32g $20.81 $36.42 $54.63 $72.65 $90.82 $108.98
64g $21.76 $38.07 $57.11 $75.95 $94.94 $113.93
96g $23.65 $41.38 $62.07 $82.56 $103.20 $123.84
lCY $40.67 $71.18 $106.77 $142.00 $177.50 $213.00
1.SCY $75.67 $132.43 $ 198.64 $264.19 $330.24 $396.28
2CY $85.13 $148.98 $223.47 $297.21 $371.52 $445.82
Extra Pick-Up charged at $50.00 per occurrence
Table MFDC-6. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Compactor service - Garbage • Monthly rate
1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
3CY $250.00 $437.50 $625.00 $812.50 $1,000.00 $1,187.50 4CY $300.00 $525.00 $750.00 $975.00 $1,200.00 $1,425.00 Table MFDC-7. Multi-Family & Mixed-Use Dwelling with Centralized Bin Service, Compactor service - Recycling - Monthly rate
1/Week 2/Week 3/Week
3CV $200.00 $350.00 $500.00
4CY $250.00 $437.50 $625.00
Multi-Family Dwelling w ith Centralized Bin Service
4/Week
$650.00
$812.50
5/Week 6/Week
$800.00 $950.00
$1,000.00 $1,187.50
Contract No. 12672-2021 2 f l'age ·o 2
312
AR000289
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 Other Services and Charges
Maximum Rates
Effective January 1, 2022
Table Ol'H-1. Other Services and charges
MFD-C and MXD Extra Large Item Pick-up
MFD-C and MXD Move-in/Move-out Fee In Excess of the 1 Free Within 3 Months of Service Start Date
Extra Collection (any Cart)
Extra Collection (any Bin)
Locking Bin, Lock on Gate, enclosure Monthly Fee
Restart fee For Non-Payment
Delinquency Charge for Non-Payment of Account
Returned Check Fee
Replacement Lock/Key Fee
Cart Clean Ing fee In Excess of 1 F<ee Per Year
Bin Cleaning Fee 1n Excess of 1 F1'ee Per Year
Cart Exchange Fee 1n Excess of 1 Free Per Year
Bln Exchange Fee in Excess of 1 Free Per Year
Cart Replacement Due to Damage Caused by Service Recipient Bin Repafr Fee Due to Damage Caused by Service Recipient Bin Repair Fee Due to Fire Damage Caused by Service Recipient Damaged Roll-Off Due to Damage Caused by Service Recipient Recydable Materlals Contamination Fee !Carts), 3+ occurrence/ye.ar Recyclable Materials Contamination Fee !Bins), 3+ occurrence/year Organic Waste Contamination Fee (Carts), 3+ occurrence/year Organic Waste Contamination Fee (Bins), 3+ occurrence/year Overage Fee
Excess of Posted Weight
Return Fee for Blocked Rori-Off
Commercial Bulky Item Service
Commercial Bulky Item Service (Additional Items)
Freon Service Fee
Trip Charge/Dry Run
Account Cancellatlon Fee For Non-Payment
Stand-By(Delay) Time (each 15 minutes)
B1n Lock Installation
Bin Enclosure Clean-Up (per bin)
Bin Exchange with Metal lids
Bin Fabrication (custom - per c.ublc yard)
Temporary Bin: Bin Delivery
Temporary Bin: Dead Run
Temporary Bin: Demurrage (per day - no dump in 7 days)
Temporary Bin: Extra Dump
Roll-Off "Rocket Launcher" Service (one hour minimum)
Roll-Off Dead-Run, Go-Back, or Box Relocation
Roll-Off Compactor Rental
Roll-Off Compactor Wash-Out
Roll-Off Compactor Repair (excluding parts)
R.oll-Off Roll-Top Rental
Roll-Off Permanent Box Rental (minimum two hauls)
Roll-Off Demurrage [no hauls in 30 days, or minimum not met; Roll-Off Same-Day Priority Service
Roll-Off Overweight Penalty !in addition to disposal charges) Ro.II-Off Impounded Bo~ Fee (for non-permitted haulers) Other Services
Billing Frequency Rate
per occurrence $25.00
per occurrence $125.00
per occurrence $15.00
per occurrence $50.00
per lock per month $20.00
per occurrence $35.00
% of monthly charge 5.00%
per ocwrrence $30.00
per occurrence $35,00
per-cart $25,00
per bin $75.00
per occurrence $25,00
per occurrence $75.00
per occ\Jrrence $95.00
per occurrence $195.00
per occurrence $495.00
per occurrence $495.00
per occurrence $50,00
per occurrence $100.00
per occurrence $175.00
per occurrence $17S.OO
per occurrence $50.00
per ton $75.00
per run $7S.OO
per two Items $40,00
each additional item $15.00
per occurrence $50.00
per occurrence $150.00
per _occurrence $35.00
per occurrence $3750
per occurrence $35.00
per occurrence $35.00
per occurrence $175.00
per occurrence $245.00
per occurrence $180.00
per occurrence $50.00
per day $7.50
per lift $50.00
per hour $165.00
per occurrence $180.00
per montt, $695.00
per occurrence $300.00
per'hour $90.00
per month $60,00
per month $180.00
per day $15.00
per occurrence $75.00
per occurrence $250.00
per occurrence $900.00
Contract No. 12672-2021
Pagel of2
313
AR000290
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 Table OTH-2. Push Service. Monthly rate.
1/Week 2/Week 3/Week 4/Week 5/Week 6/Week
Push Rate 15 feet $5.00 $10.00 $15.00 $20.00 $25.00 $30.00 Push Rate 25 feet $5.00 $10.00 $i!S.00 $20.00 $25.00 $30.00 Push Rate SO feet $15.00 $30.00 $45.00 $60.00 $75.00 $90.00 Push Rate 75 feet $15.00 $30,00 $45,00 $60,00 $75.00 $90.00 Push Rate 100 feet $20.00 $40.00 $60.00 $80.00 $100.00 $120.00 Table OTH-3. Permanent Roll-Off Rates (Garbage)
Roll-Off Containers billed on a per pull plus Disposal Fee 10 Cubic Yard Container per pull per haul $210.00
20 C\Jblc"Yard Container per pull per haul $210.00
30 Cubic Yard Cont.ciim:-r per pull per haul $,to.oo
40 Cubic Yard Container per pull per haul $210.00
Table OTH-4. Permanent Roll-Off Rates (Recyclable Materials) Roll-Off Containers billed on a per pull plus Disposal Fee 10 Cubic Yard Container per pul l per haul $210.00
20 Cubic Yard Container per pull per haul $:210.00
30 Cubic Yard Container per pull per haul $210.00
40 Cubic Yard Container per pull per haul $2.10,00
Table OTH-5. Permanent Roll-Off Rates {Green Waste)
Roll-Off Containers billed on a per pull plus Disposal Fee 10 Cubic Yard Container per pull per haul $210.00
20 Cubic Yard Container per pull per haul $210.00
30 Cub[c Yard -Container per pull per haul $210.00
40 Cubic Yard Container per pul l per haul $210.00
Table OTH-6. Compactor Rates (Garbage)
Compactors billed on a per pull plus Disposal Fee
10 Cubic Yard Container per pull per haul $295.00
20 Cubrc Yard Container per pull per haul $295.00
30 or 35 ClJbit Yard Containel per pull per haul $295-00 40 Cubrc Yard Container per pul l per haul $295.00
Table OTH-7. Compactor Rates (Recyclable Materials)
Compactors billed on a per pilll plus Disposal Fee
10 Cubic Yard Contalner per pull per haul $295.00
20 Cubic Yard Container per pull per haul $2.95,00
30 or 35 Cubk Yard Container per pull per haul $295.00
40 Cubic Yard Container per pull pe,r haul $295.00
Table OJH-8. Disposal fees
Roll-Off Disposal per Ton - Trash per ton $67.00
Roll-Off Disposal per Ton • Recycling per ton $0.00
Roll-Off Dfsposal per Ton - Green Waste per ton $75.00
Roll-Off Disposal per Ton • Food Waste per ton $99.00
Other Services Contract No. 12672-2021 Page 2 of 2
314
AR000291
DocuSign Elwelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 2
City Sponsored Events
E2.1 Waste collection services shall be provided at no charge for the following City-sponsored events.
E2.1.1 Arbor Earth Day Celebration and others as may be scheduled up to a maximum of five per year.
Contract No. 12672-2021
315
AR000292
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
E3.01 Cart Specifications.
Exhibit 3
Collection Cart Specifications
Dated: January 1, 2022
E3.01 .1 All new or replacement Carts must be manufactured with a minimum twenty percent (20%) recycled materlal cohtent and come with a ten ( 10) year warranty a~alnst defects.
E3.01 .2 Carts must be constructed with material that resists deterioration from ultraviolet radiation and be incapable of penetration by household pets or small wildlife when lids are fully closed.
E3.01 .3 Contractor must provide Carts having an approximate volume of 32, 64 and 96 gallons.
Actual cart volume may vary by +/- 10% depending on manufacturer.
E3.01 .4 Carts must include wheels and handles that accommodate ease of movement by ablebodied persons, have heavy duty wheels, attached hinged lids, and be designed to be resistant to inadvertent tipping due to high winds.
E3.01 .5 Carts must include lids that continuously overlap the Cart body so as to prevent the intrusion of rainwater and minimize odors. The lids would be of a design and weight so as to prevent the Cart body from tilting backward when flipping the lid open.
E3.01 .6 Carts must be capable of being lifted into the Collection Vehicle without damage or distortion under normal usage.
E3.01 .7 Carts be hot-stamped, embossed, or labeled/decaled with the company name, a unique identification number (i.e., serial number for carts), weight limit, and images of the type of materials to be collected. All Carts shall also contain instructions for proper usage. If any of the above is accomplished via labels or decals, such labels or decals must be maintained and/or replaced as necessary throughout the term to maintain a near new appearance. Decals/labels showing types of materials collected in each Cart must be replaced annually.
E3.01 .8 Cart and lids must meet all applicable colors and labeling specifications as set forth by CalRecycle (i.e., blue = recycle, black/charcoal = trash, green/brown = yard waste/mixed organics, green w/yellow lid or yellow = food waste or other color standards as determined by CalRecycle prior to the start of this Agreement).
Contract No. 12672-2021
316
AR000293
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
E4.01 Bin Specifications.
Exhibit 4
Collection Bin Specifications
Dated: January 1, 2022
E4.01 .1 Bins must be constructed of heavy metal or heavy plastic and must be watertight, well painted, in good condition and wlthout rust or dents.
E4.01 .2 Wheels, forklift slots, and other appurtenances, which are designed for movement, loading, or unloading of the container, must be maintained in good repair.
E4.01 .3 Contractor must provide Bins having an approximate volume of 1, 1.5, 2, 3, 4 and 6-cubic yards.
E4.01 .4 Bins must have the name and phone number of Contractor on the exterior so as to be visible when the Bin is placed for use.
E4.01 .5 Each Bin must be labeled with a listing of materials that may and may not be placed in a particular Bin type, and each Bin must include a conspicuous warning: "Not to be used for the disposal of hazardous, electronic, or universal waste." Bins must be labelled in English and Spanish.
E4.01 .6 Bid lids must be constructed of metal or heavy plastic, so as to minimize the intrusion of rainwater and minimize odors. Locking bins will be provided upon request at the rate set forth in Exhibit 1.
E4.01 .7 Bins must be capable of being lifted into the Collection Vehicle without damage under normal usage.
E4.01 .8 Bins must meet all applicable colors and labeling specifications as set forth by CalRecycle (i.e., blue= recycle, black/charcoal = trash, green/brown= yard waste/mixed organics, green w/yellow lid or yellow :::: food waste or other color standards as determined by CalRecycle prior to the start of this Agreement).
E4.02 Roll-off Container Specifications.
Roll-off specifications shall be the same as Bin specifications E4.01 .1 through E4.01 .6, and E4.01 .8.
Roll,offs shall be provided in sizes 10, 20, 30, 40 cubic yards. Compactors shall be available in sizes 10, 20, 30/35, 40 cubic yards.
E4.03 Containers End of Life
Collection Containers must be recycled at the end of their useful life.
Contract No. 12672-2021
317
AR000294
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 5
List of Approved Subcontractors
E5.01 The current list of subcontractors is as follows. This list can be revised by mutual consent between City and Contractor.
ES.01 .1 Street Sweeping: Venco Power Sweeping, 2400 Eastman Ave. Oxnard, CA 93030
ES.01 .2 Household Hazardous Waste: Clean Harbors, 880 W. Verdulera Street, Camarillo, CA 93010
ES.01 _3 Household Hazardous Waste: Veolia Environmental Services (VES), 107 S. Motor Ave., Azusa, CA 91702,
ES.01-4 Household Hazardous Waste: IDR Environmental Services, 1540 W. First Street, Azusa, CA 91702
Contract No. 12672-2021
318
AR000295
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Exhibit 6
Recyclable Materials
Dated: January 1, 2022
City and Contractor agree to meet from time to time as needed to discuss additions or deletions from the lfst of Recyclable Materials. At a minimum this list will be updated annual ly on or before November 22 each year. Contractor may request removal of Recyclable Materials due to market limitations, which request will be decided by the Agreement Administrator.
Recyclable Materials currently being Collected in Collection Containers under this Agreement include all plastics #s 1 through 5, and #7, except where specifically excluded in list below:
Material Type Recyclable Non-recyclable 1
(Div~rs,on)
Aluminum Metal X
Foil Metal X
Steel Metal X
Tin Metal X
Bimetal Metal X
Ferrous Scrap Metal Metal X
Non-Ferrous Metal X
PET Plastic X
HOPE Natural Plastic X
HOPE Color Plastic X
PVC Plastic X
LOPE Plas1ic X
Polyproovlene Plastic X
Polys!Yre~ Plastic X - Film Plastics/Plastic Baas Plastic X Ex~anded Pol}::'.St}::'.rene (Foam & Rigid) Plastic X
Bioplastic Plastic X
Glass Flint Glass X
Glass Amber Glass X
Glass Green Glass X
Mixed Glass Glass X
Mixed Paper Paper X .-
Newspaper Paper X
1 Corrugated Cardboard Paper X
Tetra Pak, Aseptic Containers Paper X
Clothes Textiles X
Nylon/Po[yester/Wool/etc. Carpet X
Concrete/Rock/Soil/Fines/Orvwall/etc. Buildinq X
Wood/Lumber Building X
Electronic Waste E-waste X
1Not recycled under this Agreement. May not be placed in Recycling Container.
Contract No. 12672-2021
319
AR000296
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
List of acceptable organic materials:
• E6.02.1 Food waste
• E6.02.2 Green Waste
Exhibit 6
Recyclable Materials
• E6.02.3 Landscape and pruning waste
• E6.02.4 Non-hazardous wood waste
• E6.02.5 Food-soiled paper that is mixed in with food waste • E6.02.6 compostable food contafners
• E6.02.7 compostable foodware
Dated: January 1, 2022
List of materials which Contractor should explore means and markets to recycle but which Service Recipient make seek, and pay for, alternative recycling markets . . Also Included are all materials listed as "Non-recyclable'' in table above.
• E6.03.1 Plastics #6 and #7
• E6.03.2 plastic bags, wr9p and film
• E6.03.4 laboratory ware (plastics, glass etc.)
• E6.03.7 mirrors
• E6.03.9 porcelain and ceramics
• E6.03.10 glass and metal cookware/bakeware
• E6.03.11 hoses, cords, wires
• E6.03.12 paper less than 4 inches in size in any dimension • E6.03.14 microwaveable trays
• E6.03.15 window or auto glass
• E6.03.16 coated cardboard
• E6.03.17 coat hangers
• E6.03.18 white goods (household appliances)
• E6.03.19 needles, syringes, IV bags or other medical supplies • E6.03.20 textiles, cloth or any fabric
• E6.03.21 propane tanks
• E6.03.22 universal waste (u-waste)
• E6.03.23 electronic waste (e-waste)
Contract No. 12672-2021
320
AR000297
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
E?.01 Contractor shall provide Street Sweeping Services during the Term in accordance with the terms and conditions of this Agreement. Contractor shall include such services in the Maximum Service Rates set by this Agreement. Contractor may choose to sub-contract with third-party for the services required under thfs Exhibit. Subcontractor shall be subject to written approval by the Clty as listed in Exhibit 5.
E?.01 .1 Manner of Service. Contractor shall provide a Complete Sweep of all Curb Miles on all publicly maintained City Streets. Within any Curb Mile, Contractor shall be responsible for sweeping all curbs including Median Islands and the corners from any cross street intersecting the subject street.
Contractor shall obey all laws governing the operation of the sweepers on a public street and shall perform ,ts operatlons so that sweepers are traversing their routes In the normal direction of traffic.
E7.01 .1.1 Contractor shall furnish all materials, labor, supervision and equipment necessary to perform all work required for regularly scheduled sweeping of all public streets in the City at the frequency and within the time frames described in Exhibit 7.09. Within 90 days of the Effective Date, Contractor shall adopt a City approved street sweeping schedule that follows the City approved refuse collection schedule, including adjustments for Holidays. Exceptions resulting from equipment breakdowns shall be lmmediately reported to the City with a catch-up schedule.
E?.01 .1.2 Contractor shall also provide an annual 200-hour time bank for unscheduled sweeping and related services or as otherwise assigned by the City upon one (1) Work Day's notice. Contractor shall make reasonable efforts to respond to emergency incidents including vehicle accidents, illicit discharges, and other emergencies within two hours or best effort depending on the severity of the incident.
E?.01 .2 Maps. Contractor shall provide the Street Sweeping Service route maps to the City Representative upon request, within ninety (90) days from receipt of written notice. The maps shall be provided in a format that can be posted to the City website.
E?.01 .3 Sweeping Method. Unsweepable items that impede sweeping, such as palm fronds, rocks, trash and debris shall be removed from the sweeping path and properly disposed of by the operator rather than driving around them. Items that impede sweeping and are immovable such as construction debris and impaired vertical or horizontal clearance by tree limbs shall be reported to the City immediately for correction. Contractor is not responsible for areas missed due to parked cars or other personal property. Sweeper operntors shall immediately report to Contractor and the City all Illicit Discharges observed during routes. Contractor shall train all operators to recognize Illicit Discharges and stormwater pollutfon sources prior to work as street operators and annually thereafter, using Cityapproved training materials. Such training shall be documented and made available for review by the City.
E?.01 .3.1 In areas where drainage is a problem, Contractor shall make as many passes as necessary to remove debris from stahding water. In addition, all sand, dirt, rocks, Contract No. 12672-2021
321
AR000298
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
gravel, vegetation, and other sweepable debris shall be removed from the street during the sweeping operation. If standing water is over the top of curb, then Contractor shall not be required to sweep that specific area. Sweeper operators shall report all areas with drainage problems to Contractor and City on a monthly basis, or as deemed appropriate by Contractor.
E?.05 Standards of Service. All areas swept under this Agreement shall be thoroughly cleaned.
All debris shall be picked up by the sweeper unit and disposed of at Contractor's expense as outlined in this Exhibit. Sweeping shall include the removal of all sand, gravel, dirt, litter, vegetation, and all other debris that accumulates between sweeps. Curb lines shall be swept along both sides of the roadway, or to the edge of pavement where no curb exists, along all curbs on raised medians, over all portions of painted medians, painted left and right turn pockets, and all intersection cross gutters. Sweeping shall normally require one pass over an area. Contractor shall make additional passes or make such extra effort required to adequately clean the street to the satisfaction of the City. Extra effort shall be required when sweeping equipment leaves a dirt/silf smear in its swept path. The service standards in this Article may be reviewed and modified as conditions warrant to maintain cleanliness by the City or as necessary to comply with any regulatory permits issued to City.
E?.06 Water. Contractor shall obtain water services from the appropriate water utility or City for the water necessary in the street sweeping operation and use sufficient water to prevent dust arising during sweeping operations. City will provide map of preferred hydrant locations to Contractor to be used whenever feasible. The cost of the water shall be borne by Contractor.
E7,06.1 When possible, Contractor shall use reclaimed or tertiary recycled water, E7.06.2 Contractor shall not discharge liquid waste from the sweeper units onto City streets or into the storm drain system.
E7.06.3 Washing of sweepers on City property is prohibited. Any and all washing of sweeper units shall be compliant with Section 16.03. Contractor shall implement best management practices when loading water into the street sweepers to prevent any overflow/potable water discharges into the storm drain system.
E?.07 Sweeper Speed. Contractor shall operate the sweepers at a speed of not more than five (5) miles per hour in residential areas and eight (8} miles per hour in commercial areas when sweeping or when the sweeper brooms are down, unless Contractor can demonstrate that the sweeper can operate efficiently and safely at a higher speed. City will use industry standards, Environmental Protection Agency information, and the sweeper manufacturer's recommendations on the speed of sweepers when considering greater speerts.
E7.08 Width of Sweeper Path. Contractor shall sweep all curb miles and all bike lanes with all brooms down, unless parked vehicles, structures, or other objects prohibit the safe sweeping of this path width. The path shall begin at the face of the curb and Include the flow line of the gutter. Unless blocked Contract No. 12672-2021
322
AR000299
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
by parked cars, Garbage Carts, Recycling Carts, or Organics Carts the face of the curb and gutter shall always be included within the sweeper path. On those residential streets with no curb, the width of the sweeper path shall be not less than eight (8) feet measured from the edge of the pavement toward the center of the street.
E?.09 Street Sweeping Frequency.
E? ,09.1 Residential Streets. Contractor shall provide Street Sweeping Service for each Curb Mile of residential streets in the City once every other week in October through April and once every month May through September on a scheduled route basis. However, in those instances where the scheduled Street Sweeping Service day falls on a Holiday, Contractor shall adjust the route schedule as set forth in Article 3. This specifically includes:
E?.09.1.1 All public residential streets within the City limits.
E?.09.1.2 All private residential streets within the City limits, provided that Contractor obtains access from the Home Owners Association on mutually agreeable terms and conditions. Individual Home Owners Associations may negotiate directly with Contractor for more frequent street sweeping at the Home Owners Association's expense.
E7 .09.2 Commercial Streets. Contractor shall provide Street Sweeping Service for each Curb Mile of commercial streets in the City once per week on a scheduled route basis. However, in those instances where the scheduled Street Sweeping Service day falls on a Holiday, Contractor shall adjust the route schedule as set forth in Article 8. This specifically includes:
E?.09.2.1 All non-residential streets within Service Area.
E?.09.2.2 Hill Canyon Treatment Plant and streets areas from Santa Rosa Road to main gate.
E?.09.2.3 Westlake Blvd. south of the 101 Freeway interchange to the City limits.
E?,09.3 Parking Lots. Contractor shall provide Street Sweeping Service for each Curb Mile of designated parking areas shown in this Exhibit 7 in the City once per week on a scheduled route basis. However, in those instances where the scheduled Street Sweeping Service day falls on a Holiday, Contractor shall adjust the route schedule as set forth in Article 3.
E?.09.4 Change in Frequency. The City may direct Contractor to change the frequency of street sweeping for any City street. Contractor shall implement City-directed changes In frequency within fifteen (15) Work Days of receipt of written notice from the City Representative to adjust sweeping frequency. Any changes under this Article shall be treated as City-directed changes under Section 28.01 .
E?, 10 Street Sweeping Hours of Service.
Contract No. 12672-2021
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AR000300
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
E7 .10.1 Resldential Streets. Contractor shall provide Street Sweeping Service on residential streets commencing no earlier than 7:00 a.m. and terminating no later than 7:00 p.m. MondayFriday. Street Sweeping Services shall take place five days per week. The hours, days, or both of service may be extended due to extraordinary circumstances or conditions with the prior written consent of the City Representative. Sweeping in residential areas shall be coordinated with Collection Services to ensure lhat sweeping occurs after collection of c1II Carts has been completed on a specifi<.; street.
E7 .10.2 Commercial Streets. Contractor shall provide Street Sweeping Service on commercial streets commencing no earlier than 7:00 a.m. and terminating no later than 7:00 p.m. MondayFriday. Street Sweeping Service shall take place five days per week. The hours, days, or both of service may be extended due to extraordinary circumstances or conditions with the prior written consent of the City Representative.
E7.10.3 Downtown Area. Street Sweeping in the downtown area or other areas as designated by the City may commence no earlier than 7:00 a.m. and terminate no later than 7:00 p.m.
Monday-Friday. The City may restrict Street Sweeping hours in the downtown area or other areas where noise or traffic negatively affects the surrounding neighborhoods.
E7 .10.4 Other Areas. Designated collector, arterial streets and City facilities may also be swept on Saturdays between the hours of 7:00 a.m. and 7:00 p.m. upon approval of the City.
E7.10.5 Street Changes. City and Contractor acknowledge that it may be necessary or desirable to add or delete City streets for which Contractor will provide Street Sweeping Services or to temporarily modify sweeping schedules. City will provide notice of any such changes to Contractor which may be caused by the following:
the slurry seal program.
E7 .10.5.1 Construction or development on or along a street.
E7.10.5.2 Pavement maintenance activities, including the chip seal program or E7.10.5.3 Inclement weather when running water renders sweeping ineffective.
E7.10,5.4 Special sweeping on alternative schedule.
E?.10.5.5 Other legitimate reasons that make sweeping impractical as determined by the City Representative.
E7.11 Street Additions. As new streets are constructed and accepted by City, City may, at City's sole option, designate such streets as part of the Service Area for the purposes of Street Sweeping Services. If the City Representative designates such streets as part of the Service Area, Contractor shall provide Street Sweeping Service on such streets under the terms and conditions of this Agreement within Contract No. 12672-2021
324
AR000301
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
fifteen (15) Work Days of receipt of written notice from the City Representative to begin service. Any changes under this section shall be treated as City-directed changes under Section 28.01 .
E7 .12 Street Deletions. City may require some City streets to be temporarily or permanently removed from the list of scheduled streets for which Contractor provides Street Sweeping Service under this Agreement. Contractor shall immediately cease providing Street Sweeping Service to any City Street upon receipt of written notice from the City Representative to stop such service. When a City Street has been temporarily removed from the list of scheduled streets, Contractor shall resume Street Sweeping Service on such street in the next regularly scheduled cycle following the receipt of written notice from the City Representative to resume service.
E?.13 Revised Maps. Contractor shall revise the Street Sweeping Service route maps to show the addition or deletion of City Streets as provided above and shall provide such revised maps to the City Representative upon request, within ninety (90) days from receipt of written notice. The maps shall be provided in a format that can be posted to the City website.
E?.14 Parking Restrictions. The City will provide written notice to Contractor of any streets where permit parking may impact scheduled Street Sweeping Service. Contractor may be required to adjust sweeping schedules to sweep prior to the permit parking restrictions.
E7.15 Adverse Weather Conditions. Because of varying rain conditions throughout the City, Contractor may verpally request permission from the City Representative to cancel sweeping during heavy and persistent rainstorms within the Service Area. Contractor may cancel sweeping only with the prior consent of the City Representative.
E?.16 Hazardous Waste. Contractor shall not be required to remove any Hazardous Waste from the street surface. If, in the course of performing Street Sweeping Services, any suspected Hazardous Waste is encountered, Contractor shall immediately report the location to the City Representative, and any other responsible agency.
E?.17 Disposal of Sweep Waste. Contractor shall transport and deliver all Sweep Waste to designated Bins or areas at a City facility. Contractor will collect all Bins containing Sweep Waste and deliver to an Organics Processing Facility in a manner that meets AB 939 or other waste diversion requirements established per CalRecycle. In the event the facility is closed on a Work Day or is otherwise unable to accept the Sweep Waste, Contractor shall transport and deliver the Sweep Waste to such other legally permitted facility approved by the Agreement Administrator. Sweep Waste recycling and processing shall be by agreement between the Contractor and the City and shall not be calculated as part of the ,rnnu~I diversion rate required in Article 5.
E7.18 Spillage. During hauling, all Sweep Waste shall be contained, covered and enclosed so that leaking, spilling and blowing of the Sweep Waste is prevented. Contractor shall be responsible for the immediate clean-up of any spillage caused by Contractor.
Contract No. 12672-2021
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AR000302
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
E7.18.1 Equipment oil, hydraulic fluids, or any other liquid or debris resulting from Contractor's operations or equipment must be covered immediately with an absorptive material and removed from the street surface. Contractor must document spillage in the Waste Reporting System and notify City's stormwater compliance coordinator within two (2) hours of any spills resulting from Contractor's operations or equipment When necessary, Contractor must apply a suitable cleaning agent and cleaning lectmique lo tt,e :;tree! :;urfc1c.;e tu provide adequate cleaning as approved IJy ltle City's stormwater compliance coordinator to be compliant with the City's stormwater permit.
E7.18.2 The above paragraphs notwithstanding, Contractor must clean up any spillage caused by Contractor within two (2) hours upon notice from the City. If City deems necessary, Contractor must engage third-party environmental clean-up specialist to remove any equipment oil, hydraulic fluids, or any other liquid or debris that remains on street after Contractor's own clean-up efforts.
If clean-up is not conducted to satisfaction of City, City has right to engage environmental clean-up specialist to perform additional clean-up work at the expense of Contractor.
E7.18.3 In the event where damage to City streets is caused by a hydraulic fluid spill (i.e., any physical damage in excess of a simple cosmetic stain caused by the spill), Contractor shall be responsible for all repairs to return the street to the same condition that existed prior to the spill.
Contractor shall be responsible for all clean-up activities related to the spill. Repairs and clean-up shall be performed in a manner satisfactory to the City and at no cost to the City.
E7.18.4 To facilitate immediate cleanup, Contractor's vehicles must at all times carry sufficient quantities of petroleum absorbent materials along with a broom and shovel.
E7.19 Street Sweeping Service Routes. Not less than forty-five (45) days prior to commencement of Street Sweeping Services, Contractor shall submit to the City Representative, Service Area maps precisely defining the Sweeper Routes for review and approval by the City Representative. The route maps shall include the days of the month sweeping shall occur, the sweeping schedules in adjacent areas, the areas of the City to be swept, the start and finish of each route, the location of each dumpsite, and any special needs such as early starts, and late finishes.
E7 .19.1 The City Representative may provide written comments on the preliminary maps to Contractor no later than twenty (20) Work Days after receipt of the maps from Contractor. Contractor shall revise the maps to reflect such comments and return them to the City Representative within twenty (20) Work Days after receipt of the City Representative's comments.
E7 .19.2 Upon approval by the City Representative of the final Sweeper Route maps, Contractor shall develop and maintain the Sweeping Routes on a computerized mapping system that is compatible with City's mapping system to the extent possible. Street Sweeping maps provided to the City shall be in a format that is suitable for posting to the City website. In addition the scheduled Street Contract No. 12672-2021
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AR000303
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
Sweeping day for each Residentlal and Commercial Service Recipient shall be recorded as part of the Contractor's Service account database provided to the City in the Waste Reporting System.
E7 .19.3 Service Route Changes. Contractor shall submit to the City Representative, in writing, any proposed route change (including maps thereof) not less than forty-five (45) days prior to the proposed date of implementation. Such changes shall also be reflected in Contractor's printed route maps.
E7.19,3.1 The City Representative may provide written comments to Contractor on such proposed change no later than ten (10) Work Days after receipt of the proposal from Contractor, and Contractor shall revise the routes to reflect such comments and return them to the City Representative within ten (10) Work Days of receipt of such comments.
E7.19.3.2 Contractor shall not implement any route changes without the prior written approval of the City Representative. If the approved route change will change the day on which Street Sweeping Service will occur. Contractor shall notify the affected Service Recipients of route changes not less than thirty (30) Work Days before the proposed date of implementation in a manner approved by the City Representative.
E7.20 Other City Sweep Service. If during the Term, circumstances exist that require work associated with the Street Sweeping Service program that is not specifically provided for in this Agreement. the City Representative may require Contractor to perform such other associated work ("OAW''). Any changes under this section shall be treated as City-directed changes under Section 28.01 to the extent that the requested services are not included in the time bank provided in E7 .01 .1.2.
E7.20.1 When Contractor performs OAW, the labor, materials, and equipment used in the performance of such work shall be subject to the prior written approval of the City Representative.
E7.20.2 Examples of OAW that Contractor may be required to perform include:
performance of special sweeps, flood clean-up, street sanitation for parades and celebrations. City requested clean-up services, and any contingency where sweeper and supporting sweeper equipment could assist in a particular instance.
E7.21 Street Sweeping Quality of Work. The standards of performance which Contractor is obligated to meet are those good street sweeping practices which leave the service area in a debris and dirt-free condition, and using sufficient water to avoid airborne dust arising from equipment operation.
E7.22 StreetSweeping Equipment.
E7 .22.1 General Provisions. All Street Sweeping Service equipment used by Contractor ln the performance of services under this Agreement shall be of a high quality and of the vacuum type 1n conformance with the City's MS4 Permit. The vehicles shall be designed and operated so as to prevent collected materials from escaping from them. Hoppers shall be closed on top and on all sides with screening material to prevent collected materials from leaking, blowing or falling from the vehicles.
Contract No. 12672-2021
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AR000304
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
E7 .22.2 Clean Air Vehicles. Contractor must use new Street Sweeping vehicles at the start of this Agreement and may not use any Street Sweeping vehicle that is more than ten (10) years old during the term of the Agreement. Vehicles must utilize low carbon ("alternative") fuel, which must be renewable natural gas or electric unless otherwise authorized by the City. During the Term, to the extent required by law, Contractor shall provide its Street Sweeping vehicles to be in full compliance with all Apµlicable Laws, including Stati:, and F1:1deral clean air ri:,quirements trial ari:, adopti:,d or µroposed to be adopted, including, but not limited to, the California Air Resources Board Heavy Duty Engine Standards as currently proposed to be contained ln California Code of Regulations, title 13, sections 2020 et seq., the Federal EPA's Highway Diesel Fuel Sulfur regulations and all other applicable air pollution control laws_
E7.22.3 Vehicle Noise Level. All Street Sweeping operations shall be conducted as quietly as possible ahd must comply with Applicable Laws, including Federal EPA noise emission regulations, currently codified at Code of Federal Regulations, Title 40, Part 205.
E7 .22.4 Reserve Equipment. Contractor shall have available to it, at all times, reserve collection and Street Sweeping Service equipment that can be put into service and operation within one (1) hour of any breakdown. Such reserve equipment shall correspond in size and capacity to the equipment used by Contractor to perform Contractor's duties under this Agreement.
E?.22.5 All equipment shall be maintained in good mechanical condition, including brushes and brooms that shall be replaced at regular intervals. Contractor shall immediately clean any vehicle fluids (hydraulic fluids, lubricating oils, etc.) that leak or spill from equipment into the street or public right of way.
E7 .22.6 Sweepers shall be fitted with GPS tracking and cameras with all data accessible to City staff. Contractor shall furnish to the City at no additional cost or expense any software and equipment necessary for City to track the location of sweeping vehicles in real time and to generate reports as needed.
E7 .22.6 Sweeping equipment shall not be stored in the public right of way unless mechanical failure prevents immediate removal. In the event of mechanical failure, all efforts must be made to remove the equipment from the public right of way as soon as possible. The City must approve any overnight storage in public right of way. Contractor may enter into optional Storage Agreement with City to store Sweeper equipment at City facility. In the absence of such Storage Agreement with City, sweeping equipment shall not be stored on City Property.
E?.22.7 All equipment is subject to insper.tion by the City at any time.
E7.22.8 All sweepers shall have an operational strobe and back-up alarm and shall conform to all City, Ventura County, State and Federal safety requirements, Contract No. 12672-2021
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AR000305
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 7
Street Sweeping Services
E7.23 Staffing. All Street Sweeper operators shall abide by the requirements set forth in Article 31 of this Agreement.
E?.24 Communication. Contractor shall have direct communication with all sweeping operators in the field utilizing radios or cellular telephones. Each sweeper operator shall have the ability to communicate verbal information immediately to City staff. Police and Fire Department personnel, residents, and to report illicit storm water discharges and hazardous street or drainage conditions to the City. Cohtractor shall also report missed routes and citizen complaints and resolution to the City on a weekly basis. when applicable.
E?.24.1 Contractor shall supply a 24-hour message telephone number to the City Traffic Engineer so that the City can notify Contractor of traffic counter installations.
E7.24.2 Drivers shall be aware of their locations in order to raise their brooms and avoid destruction of traffic counter cables. Contractor shall use due diligence to avoid traffic counter cables, E?.25 Deficiencies and Corrections. The City may .also make regular unannounced inspections of Street Sweeping locations if a swept area is deemed to be below acceptable performance standards, the substandard section shall be re-swept within one ( 1) Work Day of notification. Contractor shall re-sweep at their own expense. The City shall be notified of the completed re-sweep.
E?.26 City MS4 Permit. Contractor shall meet street sweeping requirements included in the City's current Storm Water Discharge Permit (Order R4-2010-0108, NPDES NO. CAS004002) as it may be amended, revised, or reissued from time to time ("MS4 Permit"), E7.27 The designated parking areas for weekly street sweeping are:
E7 .27.1 Thousand Oaks Civic Arts Plaza parking area, Dallas Drive, Kavli Theater loading dock area and its access driveway from Conejo School Road to the loading dock area E?.27.2 Grant R. Brimhall Thousand Oaks Library, Goebel Adult Center and Alex Fiore Teen Center parking areas
E?.27.3 Newbury Park Branch Library parking area
E?.27.4 Los Robles Green Golf Course and Conejo Player Theatre parking areas E7.27.5 Hillcrest Center (401/403 W. HIiicrest Dr.) parking areas E7 .27 .6 Thousand Oaks Transportation Center parking area E?.27.7 Child Care Center parking area -110 S. Conejo School Road E?.27.8 Municipal Service Center parking area
E?.27.9 Household Hazardous Waste Facility drive-in and parking area Contract No. 12672-2021
329
AR000306
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Exhibit 7
Street Sweeping Services
E7 .27.1 O Royal Oaks Drive day labor drop-off/plck-Up area E7 .27 .11 Cameron Center parking area.
E7.27 .12 Green meadow Avenue extension up to bike path entrance.
Dated: January 1, 2022
Contract No. 12672-2021
330
AR000307
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program The following sets forth the description of the HHW Home Collection service, which will provide yearround, residential household hazardous waste collection service. Contractor shall include such services based on historical volumes in the Maximum Service Rates set by this Agreement. Contractor has the option to implement this program in one of the following ways - on-demand. scheduled on specific days (at least quarterly), in conjunction with other scheduled service (at least quarterly). Contractor must process and dispose of HHW materials collected through this program at the City's permanent HHW facility. Contractor may choose to sub-contract with third-party for the services required under this Exhibit, and or sub-contract with existing HHW facility operator for processing and disposal of materials.
Contractor must submit proposed implementation plan to City and gain City approval to implement.
Section A- Service Description.
E8.01 Household Hazardous Waste, Universal Waste and Used Oil Curbside Collection.
Contractor must undertake a program to Collect Household Hazardous Waste from SFD and MFD/MXD Service Units on an on-call or scheduled basis. This program shall be referred to as the "HHW Home Collection Program". Residential Maximum Service Rates in Exhibit 1 are inclusive of this service. Home Collection service shall be provided to residents to properly manage household hazardous waste and universal wastes by safely collecting these items at the home. For on-demand service, residents will schedule a home collection appointment either through the Contractor website or by calling Contractor's customer service department. Service shall be available year-round. For scheduled service, Contractor shall notify residents of collection date(s) and provide means for residents to register for collection through the Contractor website or by calling Contractor's customer service department.
E8.02 The HHW Home Collection Program must include the following features:
• Contractor's website shall be accessible 24/7 and customer service shall be available Monday through Friday, from 8:00 am to 5:00 pm Pacific Standard Time. • Contractor shall provide an ongoing public education program to inform residents of the benefits and availability of the HHW Horne Collection program. Outreach materials shall include information about:
o The convenient means by which Residential Customers may make an appointment to have thelr HHW Collected.
o Materials (bags, labels, oil receptacles, etc.) and instructions that will enable residents to safely and conveniently prepare their HHW for Collection.
Contract No. 12672-2021
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AR000308
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program o Specific policies and procedures for the HHW Home Collection program such as acceptable Collection locations (doorstep, etc.), list of acceptable and nonacceptable materials, and quantity limits.
E8.03 Home Used Motor Oil Kits. Contractor shall store, promote and distribute home used motor oil kits per Calendar Year to be used by SFD and MFD/MXD Service Recipients to discard used motor oil. City is responsible for purchase of home used motor oil containers delivered to Contractor's place of storage.
E8.04 Home Generated Sharps Containers. Contractor shall store, promote and distribute home generated medical sharps, needles, and lancets containers per Calendar Year to be used by SFD and MFD/MXD Service Recipients to discard home generated medical sharps, needles, and lancets. City is responsible for purchase of home generated medical sharps, needles, and lancets collection containers delivered to Contractor's place of storage.
E9.05 As part of the request for service, the participant will be provided with a spedfic date for their home collection. This is the date when they must place their unwanted materials at the front door or in the front of their garage. Contractor will collect these materials within ten ( 10) Work Days from receipt of a request for service from the SFD Service Recipient.
E8.06 After the resident schedules their collection, a collection kit will be sent to the resident.
Participants will receive one bag unless otherwise indicated that more than one bag is required to collect all eligible materials. Participants that only have electronics, batteries and fluorescent lamps will not be sent a collection kit, as the kit is not required for those items. Participants are not required to be present during the collection. The resident is responsible for packaging the materials and placing them 01,1tside on the designated collection date. The collection kit consists of a clear plastic bag, tie, labels, and an instruction sheet. The instruction sheet informs the participant of their collection date and lists eligible and non-eligible items. Participants collect their items and place appropriate items inside the kit bag or beside It per the instruction sheet. All containers must be labeled, and they cannot leak. Participants are provided labels for this use. Leaking containers or containers that are not identified or are improperly identified will not be collected. Additional instructions may apply based on applicable regulations. Contractor may offer alternatives to this method of collection, such as battery collection through bags placed on residents' carts, or other containers for specific materials that can be placed curbside. Contractor is encouraged to provide creative solutions that best serve the residents at a minimum cost. All proposed alternatives must be submitted to the City for approval prior to implementation.
E8.07 On the collection date, a Service Technician will arrive at the home, inspect the material for eligible items, and package the material based upon hazard classification. All materials must be placed outside the home near the front door area or garage area, but not on public property, or at the curb, street Contract No. 12672-2021
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AR000309
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program or alleyway. The Contractor Service Technician will not enter homes, garages, sheds or other premises to gather or remove any material.
Section B - Contractor Responsibilities.
E8.08 Contractor is responsible for the acceptance, packing for transport, transport, and disposal of materials collected through this program. The program will include, at a minimum, the items listed as Acceptable Waste below. Contractor is not required to accept the items listed as Unacceptable Waste below. City agrees to assist Contractor in applying for grants to fund collection of these materials; provided, however, that where City has used reasonable efforts to assist Contractor, Contractor's obligation to provide collection of these materials will contihue even though grant funding is not obtained.
E8.09 Contractor vehicles shall be equipped with a cart, dolly, or similar transport equipment.
Contractor vehicle shall be equipped with on-board safety equipment and a spill cleanup kit.
E8.10 After collection by the Service Technician, eligible materials are transported away from the residence. Contractor is not responsible for any materials placed out for collection until the items are collected by Contractor. Contractor must provide resident with a receipt listing items collected.
E8.11 Eligible materials must be transported by the Contractor from the residence to the City's permanent Household Hazardous Waste facility. This facility is staffed and open to the public on Fridays and Saturdays 9 am to 1 pm. Contractor must arrange, through the City, the delivery and processing of the transported materials either during normal operating hours, or on additional times/days through an agreement with facility operator.
E8.12 Contractor shall be expressly designated by the Parties hereto as the transporter of and arranger for, the disposal of all wastes transported, managed, and disposed of from the HHW Home Collection program. Upon Contractor's acceptance of wastes identified for removal, transportation, management, and disposal under this agreement, Contractor shall take title to, and ownership of, including risk of loss and all other incidents of ownership of such wastes except where the generator is responsible by law.
E8.13 In the event of a discharge, release, spill, or leakage of hazardous waste during the packaging, loading, unloading, transportation, storage, or disposal of the hazardous waste, to be managed under this contract. Contractor shall, at no expense to the City, be fully responsible for, and take appropriate and immediate action to remediate and clean-up any dfscharge, release, spill, or leakage In accordance with all applicable Federal, State, and local laws and regulations.
Contract No. 12672-2021
333
AR000310
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program E8.14 Contractor shall immediately notify the City's program Manager by telephone or in person should any incident occur resulting in a discharge, release, spill, or leakage of hazardous waste.
E8.15 Contractor shall develop, maintain, and update any permlts, registrations, operations, procedure, training or other specialized documents necessary to satisfy existing local, State, and Federal regulatory requirements affecting hazardous waste collection/disposal activities carried out under this Agreement.
E8.16 Contractor shall satisfy any and all State or other regulatory reporting requirements for up to one year beyond termination of this contract, including, but not limited to, annual CalRecycle Form 303 and DTSC E-Waste reports.
Section C - Materials Management.
E8.17 The list below includes the most common eligible items for the H HW Horne Collection service. This list is not all-inclusive, and the full list of eligible items may vary depending on State and local regulations. City reserves the right to modify the list. Additional instructions may apply based on applicable regulations.
E8.17.1 Eligible Materials. Most ordinary household chemicals and many electronics are eligible for collection. Only items originating from households are eligible. No business materials are allowed. The quantity of material that is collected at any one time is limited to the items that can fit into the container provided, along with designated items that may be placed outside the bag.
The collection will typically include the following eligible materials:
Household Cleaners
. Ammonia
Floor stripper
. Drain cleaner
• Floor cleaner
• Tile/shower cleaner
• Carpet/upholstery cleaner
• Rust remover
• Toilet bowl cleaner
Paint Products
• Oil based paint
• Latex paint
Contract No. 12672-2021
334
AR000311
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program • Stripper and thinner
■ Caulking
• Wood preservative and stains
• Sealers
Spray paint
Artist paint
Automotive Material
• Motor oil
• Antifreeze
Waxes/Polishes
• Cleaners
• Brake fluids
• Used oil filters
• Transmission fluid
• Windshield washer fl'uid
• Hydraulic fluid
• Vehicle batteries (4 max,)
• Gasoline and Diesel fuel (must be placed in containers designed and sold for the containment and transportation of fuel ( 1 O gal. max.)
Swimming Pool Chemicals
• Pool acid
• Chlorine: tablets. liquids
• Stabilizers
Mercury Containing Devices
• Thermostats
• Thermometers
• Switches
Garden Chemicals
• Insect sprays/Insecticides
• Weed killers
• Fertilizer
• Herbicides
Contract No. 12672-2021
335
AR000312
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program • Pesticides
• Other poisons
Misc. Household
• Household batteries
• Straight fluorescent tubes/ Compact fluorescent bulbs (5 max.) • High intensity lamps
• Adhesives and glues
• Driveway sealer (5 gal. max)
• Sharps, needles and lancets {if placed into an FDA approved, rigid, puncture-resistant container) Flammable & Combustible Materials
• Kerosene
• Solvents
• Lighter fluid
Electronics with Circuit Boards (25 lbs. total)
• Televisions (1 max.)
• Computer monitors
• CPU/computer tower (1 max.)
• Laptop computer
• Tablet computer
• Keyboard
• Mouse
• Fax machine
• Desktop printer/scanner
• CD ROM
~ DVD/CD/tape player
• VCR
• Cell phone
• MP3 player, iPod, music player
Microwave oven
Contract No. 12672-2021
336
AR000313
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program • Related cords
• Gaming console
EB.17.2 Ineligible Materials. Commercial material, material from businesses, and unusually large quantities of the same material are not eligible for the HHW Home Collection program.
Business items located at homes are still business waste and are excluded.
Additional ineligible items are:
• Biological Waste
• Medications
• Ammunitfon and Explosives
• Asbestos
• Commercially-generated chemicals or hazardous wastes
• Construction-related materials
• Containers over 5 gallons
• Fire extinguishers
• Food waste
• Gas cylinders/pressurized cylinders
• Liquid/Elemental mercury and broken items that contain mercury ■ Materials improperly packaged for transportation including leaking containers • Medicines/pharmaceuticals
• Radioactive materials: smoke detectors
• Tires
• Trash and white goods including bulky items
• Unknown or unlabeled materials
EB.17 .3 The HHW Home Collection program reserves the right to refuse collection of additional items not listed as an eligible material above. The HHW Home Collection reserves the right to refuse acceptance of any items it deems excluded, that pose a safety risk or other hazard, or are outside the scope of the program which is designed for the collection of home-generated special materials.
EB.18 Treatment methods. This service will work to responsibly manage the accepted materials.
The goal is to send as much eligible material as possible to be recycled through various treatment methods. Emphasis is placed on recycling, then treatment. followed by incineration, then secure landfills.
Section D - Partfcipant Surveys.
Contract No. 12672-2021
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AR000314
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program EB.19 To increase communication with the resident and provide feedback on this valuable service, Program participants will be sent a survey through a feedback card or on line process. Participants are encouraged to provide feedback of the program.
Section E- Reports.
EB.20 City-standardized reports will be provided by the Contractor on a quarterly basis.
Section F - Training and Experience.
E8.21 All team members, including Service Technicians and Operations Service Center Specialists, shall participate in Contractor's in-depth and on-going training process. Service Technicians must complete the 40-hour HAZWOPER certification program in combination with obtaining a Hazmat endorsement on their Commercial Driver's License. In addition, they will complete an in-depth employee training program which includes classroom and on-the-job training for hazardous materials. Training shall be updated periodically to ensure Technicians are trained on important safety procedures, transportation protocols, chemistry, hazardous materials handling, customer service, and more.
Section G - Regulations and Hazards.
E8.22 This program shall comply with existing applicable Federal, State, and local regulations.
Appropriate permits and approvals to transport and store household hazardous waste and electronics, including those issued by the California Department of Toxic Substances Control, will be obtained and maintained. This includes facilities and vehicles used in the process of servicing this program. Generator status and requirements will be determined based on applicable State, Federal or local laws.
EB.23 In the event of a change in law and/ or regulations related to the services provided under this agreement, City or Contractor have the option to modify this service. Modifications may include the imposition of new or increased government fees or assessments. Any resulting request for a rate adjustment will be submitted in writing by Contractor to the City's project manager, accompanied by an analysis of the impacts on rates. Such "change in law" rate adjustments Will only be effective after approval of the City Council. City shall respond to Consultants request within sixty (60) days from the date of submittal. As used herein, "change of law" only includes that are directed specifically at HHW collection and processing and not changes in Federal or State income tax laws.
EB.24 In the event of a natural disaster affecting the community, HHW Home Collection program will be suspended for a mutually-agreed upon period. The HHW Home Collection program is designed for the ordinary collection of home-generated special materials, and a natural disaster changes the nature of that need.
Contract No. 12672-2021
338
AR000315
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 8
Household Hazardous Waste (HHW) Home Collection Program E8.25 HHW Home Collection is a service of the City of Thousand Oaks. Collection services will be provided by either the Contractor or a properly licensed/permitted subsidiary of Contractor. City reserves the right to approve the use of a sub-contractor.
Section H - Pricing.
E8.26 The cost of the program is included in the Maximum Service Rates as set forth in Exhibit 1,
Section I - Outreach Materials.
E8.27 Contractor shall develop, implement, and maintain a public outreach program consisting of a webpage, a brochure, and billing inserts. Outreach materials shall be approved by City prior to dissemination.
Contract No. 12672-2021
339
AR000316
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 a.
b.
C.
d.
e.
f.
g.
h.
i.
j'
k.
Exhibit 9
Administrative Charges and Penalties
Item
Amount if Not Cured If Cured in 30
in 30 Days Days
Failure to respond to each complaint within three (3) Work Days of receipt of complaint. $100 per incident per Service Recipient.
Failure to maintain call center hours as required by this $100 per day. -0-
Agreement.
Fallure to submit to City all reports by the deadlines $100 per day. -0- required under the provisions of this Agreement.
Failure to include all parts of quartetly and annual reports specified in Sections 20.02 and 20.03 in the submitted $100 per day. -0- report
Failure to submit to City all payments by the deadlines 1 % of the total amount due if fees are 1 required under the provisions of this Agreement. - 10 days late; and 10% of the total amount due if fees are more than 10
days late.
failure for Collection Container to be compliant with $50.00/each Collection specifications of Exhibit 3 and Exhibit 4. Container not -0- compliant.
Failure for Collection Container to be compliant with SB $50.00/each Collection 1383 labeling requirements. Contaiher not -0-
compliant.
Failure to display Contractor's name and customer $100 per incident per -0- service phone number on Collection Vehicles. day.
Failure to collect a missed collection by close of the next $1 ,000 per Calendar Work Day upon notice to Contractor, that exceeds twenty year, plus $10 per -0- (20) in any Calendar Year. incident per day.
Failure to repair or replace damc1ged Containers within $1 ,000 per Calendar year, plus $10 per the time required by this Agreement, that exceeds twenty (20) in any Calendar year.
incident per day.
Failure to maintain collection hours as required by this Agreement. $100 per day. -0-
Contract No. 12672-2021
340
AR000317
DocuSign Envelope ID: B40B!)642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 I.
m
n.
0 .
p.
Exhibit 9
Administrative Charges and Penalties
Item
Amount if Not Cured
in 30 Days
Failure to have Contractor personnel in Contractor- $25 per day per provided uniforms. employee.
Failure of Contractor to follow Recyclable Materials and Organic Waste Contamination and Overage procedures
as set forth under Section 3.12 and 3,13.
$100/day for failure to
implement correction
plan.
Vehicle mechanic fluid leak (e.g. hydraulic fluid or oil) incidents from Contractor Collection Vehicles 1n excess of three (3) during a calendar year.
Failure of Contractor to provide proof of performance
bond as required by this Agreement Agreement Default
Failure of Contractor to provide proof of insurance as
Agreement Default
required by this Agreement
If Ct.Ired in 30
Days
-0-
Submit for
approval to
City and
implement
plan of
correction to
City within 30
days.
$5000 per
incident in
excess of
three (3)
$500 per day
$500 per day
Contract No. 12672-2021
341
AR000318
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 s.
t.
u.
V.
w
X.
y.
Exhibit 9
Administrative Charges and Penalties
The following items If Not Cured Will Constitute Default ftem
Amount if Not
Cured in 90 Days
Failure to report outreach, education, and audits in Waste Agreement Reporting System (WRS). Default.
Failure to provide customer data to WRS. Agreement
Default.
Failure to report tonnages, diversion, fines, and covered Agreement generators in WRS. Default.
Failure to conduct outreach, education and outreach in
accordance with Agreement and approved Sustainability Agreement Plan
Default.
Fa11ure to comply with City Municipal Code requirements. Agreement Default.
Failure to comply with State of California or Federal Agreement regulatory requirements. Default.
Failure submit a corrective action plan as set forth in Agreement Section 5.01 .2. Default.
If Cured in 89
Days
$100 per day.
$100 per day.
$500 per day.
$500 per day.
$500 per day.
$500 per day.
$500 per day.
Contract No. 12672-2021
342
AR000319
DocuSign Envelope ID: B4089642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Exhibit 10
Transition Plan
Dated: January 1, 2022
By utilizing the Service Implementation Model, Contractor shall guarantee a successful service implementation.
Contractor staff shall meet weekly with City staff to ensure constant and open communication throughout the transition plan and beyond. The Service Implementation Model consists of five overarching steps: Pre-Outreach and Education, Site Assessments, Service Starts, Service Optimization, and a Closed-Loop Process. Each consists of tasks designed to raise awareness of subsequent steps in the process. Each task in the Model consists of specific actions and timelines with designated owners. Below are descriptions of each step and the anticipated timeline to complete each task in the service implementation for the City.
I SERYICE IMPLEMEUTATIIJN MODEL
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PRE-OUTREACH
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ASSESSMENTS
NOVEMBER 2021
(STE1'3)
SERVICE
STARTS
JANUARY 1, 2022
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SERVICE
OPTIMIZATION
JANUARY -
MARCH 2022
[STEP SJ
CLOSED-LOOP
PROCESS
APRIL2022&
ONGOING
Step 1: Service Implementation Model - Pre-Outreach and Education: 6 Months Before Start Contractor shall host a Grand Opening of the Contractor Sustainability Center in the City to launch Contractor's engagement efforts. The Sustainability Center shall be the hub of Contractor' outreach and education for the community. There, Contractor's dedicated recycling coordinators shall collaborate to educate schools, businesses, and organizations on recycling best practices. The center shall also serve as Contractor's customer service center, where customers can make payments, request service adjustments, or obtain recycling information. Contractor shall utilize this high engagement means to connect with the community and other prominent organizations to communicate important dates and service information. Contractor is currently active, and shall remain active, on the following platforms:
• lnstagram;
• Linkedln;
• Twitter;
• Facebook;and
• YouTube.
Outreach and Education Collateral
Contractor has developed an internal marketing and communication team specializing in creating fully customized collateral to engage the specific community and customer demographic. Contractor shall begin the Pre-Outreach and Education phase six (6) months before service starts. Contractor's marketing team shall also develop customized community hard copy collateral to help onboard the City successfully.
Contract No. 12672-2021
343
AR000320
DocuSign Envelope ID: B4089642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 10
Transition Plan
City Website
Effective immediately, Contractor has launched the
www.athensthousandoaks.com website specific to the
City's community. The site shall serve as the central
hub of service implementation information and
recycling resources. As potential service
implementation begins and pre-outreach launches,
customers will be able to review service offerings, chat with customer service representatives, request service
via self-service options, and check and modify current
service offerings. The website is fully customized for
the City and is live.
Community Events - Town Hall Meetings
The Contractor team shall engage the community to
raise awareness of the upcoming service
implementation. Six (6) months before service start,
Contractor shall deploy recycling coordinators (RCs)
and host town hall meetings live or virtually to help
spread the word. Throughout the contract's life,
Contractor shall host one community event per
quarter, or as the City deems necessary.
Before starting service and concurrent with the PreOutreach and Education phase, Contractor shall work with the departing service provider to secure current
customer lists and bin counts. Contractor shall
leverage its relationships to obtain the most accurate
customer lists possible so that residents and
businesses alike do not experience service disruptions.
To ensure every customer's information is collected,
Contractor Recycling Coordinators shall be deployed to
conduct waste assessments of all commercial and
MFD accounts.
Community Partnerships
Leveraging partnerships with the Chamber of
Commerce, community groups, and educational
institutions, Contractor shall engage the community to
ensure residential customers and business owners are
aware of the service transition and important dates.
Subscrlption Order Form
Contractor shall mail residential customers a
subscription order form with a postage-paid return
postcard. It shall include new service offerings,
Pre-Outroach and Education Phase Tasks and Timelinos
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Contract No. 12672-2021
344
AR000321
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 10
Transition Plan
container options, rate structure, and schedules, including holiday schedules. The form shall be mailed out ninety (90) days before the start of service. Contractor shall obtain City approval of any collateral before distribution.
The form shall provide residential customers an opportunity to select the size and quantify of trash, recycling, and green waste carts.
If no selection is made, or the customer is unresponsive, Contractor shall provide residential customers the default standard bundle selection of one 64-gallon trash cart, one 64-gallon recycling cart, and one 96-gallon green waste (organics) cart. Contractor shall procure the rental of a temporary yard within the City to stage containers and facilitate the delivery of new containers and removal of old containers, to ultimately eliminate the potential of service disruption to customers.
For commercial customers, Contractor shall mail subscription order form and follow up with a site assessment.
Recycling Coordinators shall conduct the assessments within 60 days of the service start date. Details on site assessments are available in the next phase of the Service Implementation Model.
Step 2: Service Implementation Model - Site Assessments: 90 Days Before Start Site assessments are necessary to ensure a seamless transition between waste haulers. Contractor shall dedicate recycling coordinators and route auditors ninety (90) days before the start of service. Contractor shall assemble a team of forty-five ( 45) recycling coordinators (RCs) and five (5) route auditors (RAs) to visit customers within the City. Before starting services, Contractor shall visit each commercial and multi-family site to conduct a waste assessment, host community events, and perform audits prior to initiating the container delivery plan.
Site Assessments Phase Tasks and Timelines
Task Description Timeline Owner
Site Assessments Phase Visit sites to conduct an initial 90 days before the Recycling Coordinators I "Boots on the Ground" waste assessment start Conduct meetings at local events,
Community Events: Town fairs, and host recycling training. 90 days before the Recycling Coordinators Hall Meetings If necessary, continue to offer start virtual events.
Conduct route audits to ensure 45 days before the Route Auditors, Operations Route Audits assumptions are correct and, if start Manager, Supervisor, and necessarv, make adiustments Loaistics Representative
Initiate Container Delivery Start to deliver residential and 30 days before the Operations and 3rd Party and Removal Plan commercial containers. start Conduct City Staff Cross- Contractor shall train city staff on 30 days before the Outreach and Education Contractor GPS and other Training applicable svstems start Team Site Assessments First Attempt
Contractor RCs and route supervisors shall help educate customers on the new service offerings. While onsite. the RCs shall survey sites to:
• Verify account information
• Educate customers on service offerings
• Assess waste streams
• Take inventory of container quantities and sizes
Contract No. 12672-2021
345
AR000322
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 • Review recycling resources
• Identify food rescue opportunities
Exhibit 10
Transition Plan
RCs shall also make recommendations on reducing waste, recycling best practices, and repurposing and donating food to limit waste, when appropriate. Contractor shall assess 400 customers per month. Contractor shall divide the City into subsection to best manage the transition. Assessments shall begin 90 days before the start date. Contractor shall meet customers at their location to make the right choices in the number of containers to utilize, the correct pricing bundle, and the appropriate container size to significantly reduce the potential for overloaded or contaminated containers. While RCs educate customers on service levels, they shall also support the Contractor's operations team in delivering containers to residential and commercial properties. Site assessments and container delivery schedules shall initiate 90 days before starting the contract and shall continue for two weeks after the new services official launch.
Container Delivery Plan
To prepare for the delivery of new containers and remove old containers, Contractor shall conduct a parcel audit immediately upon award to account for all residential customers. During the parcel audit, Contractor shall work with the incumbent hauler to secure a customer database and determine how many multifamily units use carts or bins. The parcel audit shall include a desktop audit to compare previous hauler and/or City data against the County parcel listing. The data will serve to identify discrepancies between databases. If differences are identified, Contractor shall dispatch a route auditor to confirm data visually. Upon audit completion, Contractor shall compile an accurate mailing list to conduct outreach to residents.
Container Counts and Deliver' Plan Table
Line of Number of Manufacturer Units Delivery Start Date Color Business Containers Trash - Black
Residential 106,025 Rehrig Pacific 34,593 60 days before start Recycling - Blue Green Waste/Organics
- Green
Trash - Black
Commercial 4,123 Consolidated 1,265 30 days before start Recycling - Blue Fabricators Green Waste/Organics
- Green
Contractor shall review the container delivery plan with the City 90 days before the start of services. The City shall be able to make recommendations to fit the needs of the community best.
Residential Container Delivery
Contractor shall deploy the right number of resources to deliver and remove residential carts and commercial bins. Cart delivery shall commence during the site assessment phase and continue past service start. Contractor shall prepare a container delivery and removal schedule for approval by the City. The residential container delivery schedule shall be mailed to customers. Additionally, the schedule shall be shared on via social media, the City website, and print ads, to ensure all customers have visibility of the timeline. Residential customers shall have their carts delivered the day before their service day to allow them to put out old carts for service. On the following service day, the old containers shall be serviced and removed. Contractor shall work to reach an agreement with the previous hauler in which Contractor shall collect their residential carts and deliver them to Contractor's rental property to ease their retrieval by a large truck.
Contract No. 12672-2021
346
AR000323
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Commercial Container Delivery
Exhibit 10
Transition Plan
Dated: January 1, 2022
Contractor shall order more than 4,123 containers (size 32-96 gallons, 1-6 cubic yards) for commercial (trash, recycling, and (1, 2, 3-cubic yards for organics) customers and City facilities. Contractor shall dedicate five route auditors to visit customers 90 to 120 days In advance of service initiation. Auditors shall work to confirm the current bin size and quantity as well as identify any special circumstances. Concurrently, the Contractor shall also conduct a commercial parcel audit to ensure locations are identified in the provided data. Contractor shall work with the incumbent hauler to deliver a new bin and remove the old container simultaneously to avoid service disruption. Contractor shall deliver a Contractor bin, remove the incumbent hauler's bin, and then drop off the incumbent hauler's bin at the Contractor's staging facility. The incumbent hauler shall be allowed to retrieve their containers at a central poinL Contractor shall begin exchanging commercial containers 30 days before services ·commence if the incumbent hauler can agree on service schedules. Contractor shall use the same method of data validation and in-person visits to validate roll-off customers.
Route Audits
Contractor's operations and logistics teams shall collaborate on route audits. The audits' goal is to ensure the operational assumptions are correct and make adjustments if necessary. Contractor shall run mock routes to ensure service operates efficiently and effectively before services start. Contractor shall also offer bundle packages to promote reductions in service day frequencies. Contractor uses its fleet management technology to track and monitor the driver's effectiveness in running routes. Contractor shall periodically adjust routes to reduce logistical redundancies. Contractor shall cross-train City staff on Contractor's terminology, processes, and applications. Likewise, City staff shall train Contractor's key personnel on the Waste Reporting System.
Step 3: Service Implementation Model - Service Starts: January 1, 2022 On January 1, 2022, Contractor shall begin to service residential and commercial customers. By then, customers will have completed a waste assessment or have had an opportunity to participate in one. If not, Contractor shall maintain its "Boots on the Ground" approach to ensure customers have a chance to adjust service levels, container sizes, or quantities. Contractor shall deploy one supervisor per collection vehicle during the first week of service to ensure services are being rendered to all customers. If any adjustments are needed for services, the route supervisors shall contact a recycling coordinator to engage with the customer on the day of service. If the customer requests service changes, Contractor shall facilitate the change within 24 hours. Contractor shall also begin daily check-ins with assigned City staff. Contractor shall maintain an open communication line with the City staff during the transition time and the Agreement's life.
Service Starts - Tasks and Timelines
Task Description Timeline Owner
Site Assessments - Continue site assessments Two weeks before "Boots on the and quality checks and after the start of Recycling Coordinators Ground" service
Customers shall have Dedicated Customer Service
Adjust Service additional opportunities to Representative, Sustainability Ongoing Center Representative, Route Levels adjust container size and Auditors, and Recycling quantities Coordinators Conduct route audits to ensure Two weeks after the Route Auditors, Operations Route Audits assumptions are correct and, if start of service Manager, Supervisor, and Logistics necessary, make adjustments Representative
Contract No. 12672-2021
347
AR000324
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Quality Checks
Displaced hauler
employees
Exhibit 10
Transition Plan
Utilizing Mobile-Pak, Start of service and Operations shall ensure ongoing excellence in service Contractor shall extend 30 days before the
employment opportunities to
displaced hauler employees start of service
Site Assessments - Second Attempt
Dated: January 1, 2022
Route Auditors, Operations
Manager, Supervisor, and Logistics
Representative
Human Resources
To ensure that every customer has an opportunity to select the optimal service level, Contractor shall continue to visit sites two weeks before and two weeks after the services start. Going through a site assessment will prevent overloaded and contaminated containers. Contractor shall make reasonable efforts to visit customers three times during transition period to conduct waste assessments.
Adjust Service Levels
Throughout the contract term, customers shall have the opportunity to contact Contractor to adjust the sizes and quantities of containers utilized. Contractor shall have a dedicated customer service team over the phone and at the local office to support container adjustments and service inquiries. Additionally, Contractor shall continue to have route auditors and recycling coordinators in the field to engage with new customers on recycling best prac,tices through the service implementation period.
Route Audits
On the day services start, Contractor shall have a dedicated team of five (5) route auditors reviewing operational data to ensure routes are as efficient as possible. The auditors shall review routes, work orders, tonnage reports, and driver-initiated service exceptions. For two weeks after the start of service, RAs shall follow collection vehicles to verify effectiveness and efficiency. Contractor shall continue these efforts well past the service start date. Route audits shall be conducted periodically to promote operational effectiveness and foster safety In the community, all striving to minimize service day frequencies.
Quality Checks
Contractor shall use the newest collection vehicles equipped with the latest in fleet onboard computer technology, called Mobile-Pak, to ensure Contractor provides services to all customers. The Mobile-Pak Tracking System gives drivers the ability to generate service verifications and report service exceptions. Drivers can document service exceptions with a geocoded image and report it back to the customers via automated processes. Drivers can also communicate with customer service to provide service verification with photos and report service obstructions anq overfilled containers or contamination. The tablet also provides GPS coordinates, providing customers and dispatch Contractor's entire fleet's real-time visibility. Contractor shall extend call center hours of operations and personnel in the field available to answer questions. Contractor shall offer the City access to this multi-channel service during extended hours for the transition and throughout the term of the Agreement.
Contractor commits to giving current contractor employees a fair and equal opportunity for employment. If hired, these employees shall receive equal or higher wages to their current one, along with a potential sign-on bonus.
After 12 months of ernployn1enl, Contractor shall award drivers a $10,000, one-lime retention bonus. Employment shall be extended for a period of no less than 90 days as provided in Chapter 4.6, Sections 1070 through 1076 of the California Labor Code.
Step 4: Service Implementation Model - Service Optimization: 30-60 Days After Service Start Contract No. 12672-2021
348
AR000325
DocuSign Envelope ID: B40Bfl642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Exhibit 10
Transition Plan
Dated: January 1, 2022
After January 1, 2022, Contractor shall continue to engage the community with waste assessments, rightsizing, and contamination prevention to ensure services are optimized. Post service start, Contractor shall have a dedicated team of recycling coordinators. route auditors, and operations supervisors engaging customers and the community oh various subjects. Contractor shall ensure customers do not experience service disruptions.
Service Optimization - Tasks and Timelines:
Task Description Timeline Owner
Review of operational data,
Data Review including routes, customer 30-60 days after start Operations Management and counts, container counts, and Logistics
tonnaqe
Overfilled Container Identify incidents of
and Contamination overloaded and contaminated Two weeks after the Customer Service and Recycling Prevention containers to engage date and ongoing Coordinators customer
Service Prepare a report to present to Service Implementation Team and Implementation - the city that describes 60 days after start Government Affairs Communitv Reoort oooortunities for improvement Data Review
Once the service starts, Contractor shall re-engage residents and businesses with data collected from waste assessments conducted during the Pre-Outreach and Education or Site Assessments phases. For customers who did not participate in a waste assessment, Contractor shall maintain recycling coordinators in the field to continue engaging with customers to ensure they have the optimal number of containers and the right size or identify an opportunity to reduce service day frequencies. Secondarily, waste assessments are intended to prevent unsightly and overfilled containers and avoid contamination. Contractor assessment efforts shall begin ninety (90) days before the service start date and shall continue throughout the term of the Agreement.
Overfilled and Contaminated Containers
Contractor shall utilize a customized application to report overfilled and contaminated containers. When and if containers are overfilled or underserviced, a Contractor representative shall engage the customers to educate or adjust service levels.
Community Report Presented to City Staff
An estimated sixty (60) days after the start of service and at the City's discretion, Contractor shall prepare a community report to review with City staff and the community. The service implementation team shall develop the report to communicate key milestones in the Service Implementation Model.
Items detailed in the Community Report include the following:
Contract No. 12672-2021
349
AR000326
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 10
Transition Plan
► Final Residential and Commercial Customer Counts ► Number of Food Rescue/Donation Opportunities ► Tonnage Collected b-J material t~e
► Number of Containers Delivered: Residential and
Commercial
► Number of Waste Assessments completed
► Community PartnershipsJSponsorships
► Opportunities for Route Consolidation
► Gen&ral Opportunities tor Improvement
Step 5: Service Implementation Model - Closed Loop Process: 90 Days and Ongoing As customers acclimate to the new service offerings, including service enhancements, Contractor shall diligently reach out to customers and educate them on environmentally sustainable programs. In addition to the outlined plan, Contractor's marketing and communication team shall support efforts to increase recycling best practices and environmental sustainability programs.
Closed-Loop Process - Tasks and Timelines
Task Description Timeline Owner
Launch Recycling In collaboration with City staff, Contractor shall 90 days after the Sustainability ProQram launch comprehensive RecyclinQ ProQram start and onQoinQ Director Identify Food Rescue/ Engage with local businesses and schools to 90 days after start Recycling Donation Opportunities facilitate a food rescue program to fit local date Coordinators community needs Launch Community Utilize digital marketing and various 90 days after start Marketing and Outreach Campaigns communication channels to engage customers date Communications in recycling and organics best practices Department
Bi-Weekly Transition from weekly to bi-weekly meetings Continues Key Personnel Communications with with City Staff, or as the City deems through the life of City Staff necessary the aQreement and City Staff
Launch Recycling Programs
Ninety (90) days after service starts, Contractor shall launch a recycling education programs in the City. Working in conjunction with City staff, community leaders, and educational institutions, Contractor shall launch a comprehensive recycling program geared toward increasing recycling, promoting the reuse of goods, and reducing unrecyclable materials consumption.
Identify Food Rescue/ Donation Opportunities
Utilizing data from operational reports and feedback from site assessments, Contractor shall identify food waste generators that may qualify for a food rescue /donation program. Once a candidate is identified, Contractor shall coordinate an additional waste assessment with the customers and food rescue partners.
Community Outreach Campaigns
Contractor shall also launch a community outreach campaign in the City. This campaign shall educate residential and commercial customers in recycling, landfill avoidance, organics, and food rescue/donation opportunities.
Contract No. 12672-2021
350
AR000327
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Exhibit 10
Transition Plan
The commooity outreach campaign will be shared en the following p1atfom,s:
► lnstagram ► Athens Thousand Ollli.s Website
► !=aceibook ► lhousand Oaks Aoorn,
Dated: January 1, 2022
► Twitter ► Thousand Oaks C)lambet ot Commeroi
► Linke<!Jn ► Constant Contact Email Blasts
Each campaign effectively provides education to specific customer targets. Most are digital-based. Along with social media and other digital marketing programs, Contractor shall deploy a comprehensive outreach and education program to exceed the City's expectations.
Contract No. 12672-2021
351
AR000328
DocuSign Envelope ID: B40B9642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Contractor Customer Service Team
Call Center Staffing
Exhibit 11
Customer Service Plan
Dated: January 1, 2022
Contractor has a local call center in the City of Irwindale that employs over sixty (60) customer service representatives and can support a variety of languages. Contractor shall also maintain a Sustainability Center within the City, which shall provide local representation, in-person service and economic development.
In addition to the representatives in the call center, Contractor shall provide three (3) dedicated customer service representatives for the City throughout the term of the Agreement. Two shall focus on residential calls, and the third shall focus on commercial. They shall be hired locally to work out of the local City Sustainability Center. The expectation is that team members resolve customer queries on the same day, if the inquiry is received before 2:00 pm and by 10:00 am the following day if the query is received after 2:00 pm.
Contractor Customer Service Team consists of the following staff, who will all be available to serve the City:
Sixty (60) Three (3) Two (2)
customer service
representatives
Ten (10)
digital care
representatives
dedicated Thousand customer
One (1)
quality assurance
Oaks customer service service supervisors representative representatives
Service Implementation Staffing
Residential Commercial
First 180 days = 7 Dedicated Customer Service First 180 days = 1 Dedicated Customer Service ReQresentatives ReQresentatives
Post 180 days = 2 Dedicated Customer Service Post 180 days = 1 Dedicated Customer Service ReQresentatives in the City's Sustainability ReQresentatives in the City's Sustainability Center Center Phone System
Contractor uses the NICE lnContact phone system configured to optimize staffing to ensure that customers are directed to the right agent, every time. City customers who call for service shall first be directed to the local office for the best experience. In the event that the local representation is unavailable, calls shall be re-routed to the Irwindale call center for a quick response.
Contract No. 12672-2021
352
AR000329
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
NICE lnContact provides:
Exhibit 11
Customer Service Plan
Dated: January 1, 2022
• Digital capabilities including live chat, direct messaging, and e-mail support • An all-in-one customer interaction solution
• Omni-channel call routing
• Workforce optimization
• Cloud compatibility
• Customer information
• Ability to deploy a designated phone number
NICE lnContact shall meet the call requirements for the City. Additionally, lnContact can transfer overflow calls, if needed, from the City's Sustainability Center to the Irwindale Call Center to ensure City residents and commercial customers are always supported.
Customer Service Training
Contractor employs a closed-loop process to ensure that each customer's concern is acted on ahd followed entirely to resolution. Occasionally, complex solutions may require a 24-48 hour turnaround time. During that time, the agent shall provide progress updates to the customer by phone or email. When the issue is resolved to the customer's satisfaction, Contractor have successfully closed the loop. Contractor has instituted several training programs, which include:
• Weekly One-on-One coaching
• Quality-Monitoring Program
• First Call Resolution Training
• Ongoing Training
Customer Service Hours of Operation
Contractor offers live, friendly customer service between the hours of 7:00 am - 8:00 pm, Monday through Friday, and from 7:00 am to noon on Saturdays, excluding holidays. Contractor shall provide digital care support past normal business hoLJrs. Contractor offers responding to inquiries via phone, live chat, e-mail, surveys, and by the 4th qLJarter of 2021 , direct messaging (OM) on social media.
Customer Service Extended Support: Self-Services
Contractor has a variety of self-service options, such as:
• Online Bill Pay
• AutoPay Registration
• Online Billing Inquiries
• Online Service Requests
• Online Changes to service
• Online Bulky Item Pickup Request
• Online Rent-A-Container
Customers can utilize self-service options 365 days a week, 24 hours a day online. They can also ask questions or chat online during regular business hours with a customer service representatives. Through the City's dedicated website, customers can complete any transaction that would normally be processed over the phone without the inconvenience of making a call.
Contract No. 12672-2021
353
AR000330
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
City Website
Exhibit 11
Customer Service Plan
Dated: January 1, 2022
The City shall have a dedicated website, which shall include community-specific information that can be updated as needed. Contractor shall collaborate with Recyclist to facilitate developing a "What Goes Where" interactive application on the www.AthensThousandOaks.com website, or institute the City's ReCollect application on the Athens website. The application shall provide City residents and commercial customers with the tools to understand what material goes in which container, more importantly, what can be recycled and what cannot.
The City's website shall also integrate vehicle GPS tracking capabilities. This convenient technology shall give customers the. ability to locate the status of their collection vehrcles and street sweepers throughout the day.
Customers shall no longer have to call customer service to find out when their waste or recycling shall be collected.
Billing Standard Operating Procedures
Contractor uses Soft Pak, the state-of-the-art software, to process billing in-house, which provides the flexibility and security to manage the entire process from quality checks to mailing locally. During the service transition, Contractor shall have dedicated staff in the City to respond to billing inquiries and resolve disputes.
The City residential and commercial customers shall benefit from timely, accurate, and transparent documented notes from customer service and operations.
Soft-Pak Customer Database
Soft-Pak maintains the following:
• Customer contact information
• Billing information, such as service levels and chargeable service request • Location information, such as access codes or service instructions • Outreach and education activity
• Work orders - active and historical
• History of services, including service exceptions and incidents of overloaded or contaminated containers • Driver and route information
With Soft-Pak, customer service, billing, routing, and operational information is available in a controlled and easy to access system. Below is a brief list of the critical capabilities that Contractor can highlight with the Soft-Pak system:
i Soft-Pak~ p SOti'NA~t SOLUIIO NS
I, Online dispatching ~ith route management
2. ProdutUvlty and prontabllflY reporting per rollte
3, lnventOI)' tracking, fleet maintenance, l£ED reporting 4, Scale and landfill tloo!tlng
5, Online payment cap.bilities
6, Materials tracklng and hazardous wasts handling
7, Sales management of prospect quotes and customer activity 8, Extensive management reporting
Contractor has integrated Soft-Pak with 3rd Eye, Mobile-Pak, Tableau, and fleet rnanagement systems to operate Contract No. 12672-2021
354
AR000331
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement
Exhibit 11
Customer Service Plan
Dated: January 1, 2022
routes as efficiently as possible. Contractor shall grant City viewing access to Tableau in order to quickly locate customer information and service data as needed.
Securing Customer Information
During customer interactions, Contractor goes through a verification process to ensure customers' information is secure. Callers must verify the service address, phone number, and name on the account and must be an authorized user to make changes on the account or receive balance information. Contractor also utilizes encryption and SSL technology to ensure the protection of vital and sensitive customer information. Additionally, to safeguard customer information, Contractor conducts annual audits to identify opportunities to adopt new technology or refine existing security processes.
Customer Service Integrated with Route Operations
All Contractor collection vehicles are installed with the 3rd Eye Fleet Management System and are equipped with tablets to confirm service has been completed. These two pieces of technology complement one another to provide the following capabilities:
2 3 4 5 6
Collecl tirneslainp Equipped with a GPS-er1abled Monitor service Communicate In Dispatch work and camera to snow a11ow1no tor e~ceptions as real trme with uie order$ rn real geolocation of proof of service. tracking of route well as customer service time tor sameservite location If needed progress contamination/ team day resolution overloaded
containers
The customer service team has access to all the collected information from the truck technology, such as notations or pictures taken by the driver. If a service exception occurs, the customer service team is immediately alerted and can help resolve the issue in a timely manner. In addition, all Contractor drivers can radio the dispatch department, should they need to deviate from the existing route. The radio system allows drivers to assist in collection efforts elsewhere in the City, should the need arise.
Monitoring Overfilled and Contaminated Containers
Contractor shall provide notification via phone, email within 48 hours, and a letter with a picture of the exception within 30-days. The notification shall include a picture, time, and date of the exception, while the phone call shall give the customer options to resize containers or options for dealing with contamination. The ultimate goal is to right-size, educate, and prevent future occurrences. Utilizing Mobile-Pak, drivers shall report the event of overfilled or contaminated containers to customers. In turn, customer service shall reach out to the customer via a phone call to notify the excess. Contractor shall proactively atternpt to engage the customers to educate and, if necessary, increase service level.
Contract No. 12672-2021
355
AR000332
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
This Exhibit has been submitted to the City and approved prior to the award of a contract and shall be annually updated thereafter as described in Section 18.02. The Contractor is required to document site visits and compliance data in the City's Waste Reporting System_
Pillars of the Contractor's Sustainability Compliance program are:
• City-specific website with interactive features, social media and other online materials that place recycling resources at your fingertips;
• Best-in-class outreach from professionals skilled in teaching children, college students, homeowners, business owners, employees, and anyone else interested in becoming better at managing waste; • Custornized collateral - A broad spectrum of outreach materials produced by eJ<perts in their fields, from newsletters to signage;
• Waste assessments completed on location that are comprehensive and proven to drive results; • Legislative expertise for City staff and others; and
• Environmental programs to support sustainability measures in the City.
City-Specific Website. As described in Article 18.02.1.
Contractor shall maintain and keep up-to-date a dedicated, City-specific page on the Contractor website. It shall be managed and updated by in-house technical support team members. Content shall include:
• Services and rates;
• Outreach and education materials (including newsletters, welcome packets, cheat sheets, signage, and more);
• Details on available services; what can and cannot be placed in recycling, organics, and landfill-bound containers;
• Special collection services;
• Holiday schedules;
• Proper container set-out details;
• Food recovery and material reuse resources;
• Contact options for customer service (phone number, live chat, and digital messaging); • Bill pay preferences;
• Quick links to request services allowin9 the customer to schedule services and submit changes, inquiries, complaints, and queries; and
• Additional programs, as the City sees fit.
The website shall contain transition information and concise descriptions of services. Customers can pay their bills online at no additional charge. They can also request bulky item collection, extra pickups, service and account changes. Requests are handled during regular business hours and confirmed within one hour of receipt. Customers may also e-mail their requests, which shall generate an e-mail or telephonic confirmation. The site shall also provide a conduit for customers to inte.ract with the Contractor's Customer Service team via live chat.
Recycling Resources. As described in Article 18.02.2.
Contractor is dedicated to providing the most current and state-of-the-art recycling resources, including outreach and education materials, programs, and activities. Contractor shall work with the City to create content and input feedback. Contractor's team shall promote recycling resources via the following page:
Contract No. 12672-2021
356
AR000333
DocuSign Envelope ID: B408~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
@ WP.hsitP. and social mP.dia nlatfnnns ~ Waste assessments (audits) and ~ © onsite visits
Welcome packet/brochures and Presentations and trainine:
Newsletters
@ E-mail blasts and educational videos ~ iiR]j Community events and meetings Contractor shall provide in-person, virtual programs, and prerecorded activities, events, and training. Contractor shall also offer videotaped and onsite waste assessments for clients, in which Contractor make suggestions and follow up with links to additional recycling resources. Contractor recycling resources shall be made available on Contractor website for download, marketed via social media, and distributed via e-mail or mailers (per customer preference). Contractor shall maintain an up-to-date list of recyclable materials on its website, accessible to customers in numerous media to meet varying preferences.
Contractor shall promote and provide the following:
• • • • • • •
Cu• tomlzable Ultimate
Becyc:ling Guide
Recycllng Cheat Sheel
lllustrallon of Conlalner
Streams
Slgnage
Contain• ~ Labeling
New sletter Articles
Social Madia
Interactive Ultimate Recyclihg Guide
Created oy Aecycllst, details on following page
2-pages and printable that lists wh11t Is acceptable
in each container and how l o identify electronic and
hazardous waste
Ann e 11st with WIUl1 Is acr.eptahle on the website
For ear.h was1e slreaon illustrating what Is
acoeptaDlo
On dumps1ers and carts for recycling, organ,cs. and
landfill streams
Reminding w hat Is and wh!)l ls not ecceplabte In
each container
Content provided to promote proper recycling,
e~pl,110 how to dispose of special w~slo, and
e.d11r.nte about contamination
Contractor shall collaborate with Recyclist to create and maintain a customizable interactive Ultimate Recycling Guide accessible on Contractor dedicated City webpage. This online guide shall:
• Offer a state-of-the-art program that is intuitive, colorful, picture-oriented, simple to follow, and engaging. • Be branded, fully customizable, and tailored to City needs • Illustrate tips on reusing, reducing, and recycling of 300+ everyday items • Supply in-depth educational content about disposal options, safe handling, and alternative recycling options such as take-back and mail-in
• Include localized information about drop-off and collection programs Contract No. 12672-2021
357
AR000334
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
• Make available information on local and nationwide resources about drop-off and mail-in programs Work seamlessly across devices with no download required
• Provide mobile-friendly information with SEO (Search Engine Optimization) • Embed into the website platform, which avoids technical limitations, particularly around widgets and the lack of ability to draw in search engine traffic
• Does not require a widget or separate app
• Allow users to stay up-to-date with accurate Information Update easily and quickly given editorially supported services
• Quantify outreach efforts and measure audience growth and participation School Education and Outreach. As described in Article 18.02.3.
Contractor shall develop (with City approval) an education and outreach plan, materials, and tools for schools to use in the franchise area, including those in the Conejo Valley Unified School District, private schools, and California Lutheran University. Contractor shall provide outreach (including site visits and educational material distribution) annually and necessary throughout the year. Educational material shall be distributed annually to campuses by mail or in-person by September 30, 2020, and site visits shall be completed by November 30, 2020.
Contractor shall identify a Recycling Coordinator (RC) as Zero Waste Schools Program Lead. They shall offer and oversee school presentations and assemblies, training, waste assessments, reduce and reuse opportunities, annual site visits, and material distribution. They shall provide schools the Contractor's Zero Waste Manual for K-12 Schools, a systematic guide for students and staff to implement and maintain a successful Zero Waste Schools Program. It includes, but not limited to:
B1tUdlng1 a gra11
tum
Conduotlng
st• •a:Bt•operah:d
vlsuall wa.sle
audits
ldentUyfng
kew stakellolders
and ttlatr
respons·lbiUtl-es
UUllzlng
provre1e11
asHssment toots,
lnc:entMzlng
partlcl pa.tlon
SetUng up
ncycllng
stations and
luno.htime
earli,g
Providing paerto-peer oversight
Contractor shall participate in events and provide age-specific school presentations to increase proper on-campus and at- home recycling. Contractor shall provide educational materials electronically and in print (where applicable).
The material shall be available for download on Contractor's City-dedicated webpage.
Outreach material for K-12 and university students (where applfcable) shall Include:
• Welcome packet/brochure;
• K-12 School-specific signage and posters for organics, recycling, landfill, liquids only, CRV, and food share tables;
Contract No. 12672-2021
358
AR000335
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
• Zero Waste Manual for K-12 Schools Recyclable Materials Cheat Sheet; • Access to Contractor online, interactive Ultimate Recycling Guide; • Information on food waste collection, donation, and share tables; • Edible Food Recovery brochure;
• Information sheet on household hazardous waste {HHW), battery, and bulb disposal; • Single-Use Disposables Product Recommendations List;
• SAFE Collection Center flyer; and
• Additional material for teachers to use in the classroom: myth-busters, 4Rs recycling tips, recycling art activities, kid's activity flyers, and suggested recycling curricula.
K-12 Sustainability and Zero Waste Incentive Programs
To incentivize participation in closed-loop and recycling education, Contractor shall fund the following programs annually:
• School Garden Grant. Annually, Contractor shall sponsor the build-out orrestoration of one school garden or compost hub within a year of grant dedication. Grants shall fund building materials, tools, garden/permaculture expertise, soil, compost, plants/seeds, and other program-related needs. • Recycling Competitions. Contractor shall conduct at least one school competition per year. Winners shall receive a Contractor-funded award and public recognition agreed upon by the City. Potential competitions include:
o Zero Waste Signage Competition - Schools shall compete between grades or neighboring schools to design zero waste stations and signage.
o Treasure from Trash Art Contest - Students of a specific age range shall compete with other schools in the City to create an art project from "trash" given a specified recycling theme.
University Program Outreach
California Lutheran University shall receive the same or similar educational material and outreach as K-12 schools, where applicable. However, considering the campus community's transient nature and age range, a university education plan (including outreach material) would resemble a business account.
Additional outreach and education shall include:
• Working with the school to create supplemental information; • Hosting at least two teach-in sessions per year with student groups or in high-traffic areas about proper oncampus recycling/disposal, reuse options, and more; • Creating a reuse donation opportunity for campus move-out days; • Staffing at feast three tabled events per year, such as Earth Day fairs and athletic events to engage students, build awareness, and encourage proper participation of recycling, organics, and waste diversion efforts;
• Encouraging campus buildings to take part in reuse programs with centralized share sites Supporting the creation of recycling and organics messaging, green teams, and outreach efforts; • Providing training, presentations, and one-on-one meetings with green teams and identified stakeholder groups Training student green teams (or applicable group) on how to conduct waste characterizations; and • Working with the University to identify waste-reduction opportunities and participating in planning meetings with vendors. caterers, event coordinators, and other campus-related partners where applicable • Supporting on-campus food recovery and food insecurity efforts.
Legislative Compliance Notices, Site Visits, & Outreach. As described in Articles 18.02.4, 18.02.5, 18.02.6, 18.02. 7 Contract No. 12672-2021
359
AR000336
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
As part of Contractor ongoing outreach and education efforts, Contractor shall meet and exceed City and state legislative requirements including AB 341 (Mandatory Commercial Recycling), AB 827 (Recycling Containers), AB 1826 (Mandatory Organics Recycling), and SB 1383 (Short-Lived Climate Pollutants Reduction Strategy).
Compliance Notices: For eligible commercial entities, multifamily dwellings (MFD), and Mixed-Use Dwellings (MXD) not in compliance, Contractor shall develop and mail quarterly compliance notices by the last day of the month following the end of each quarter.
Site Visits: Contractor shall conduct site visits to eligible commercial entities, MFDs, and MXDs regarding mandatory legislation. Site visits shall occur at least once per year for the first three years, then every other year for businesses in compliance and every year for businesses not in compliance.
Compliance Outreach and Education: Throughout the life of the contract, Contractor shall disseminate information through billing inserts, welcome packets, site visits, customer meetings, and various community presentations.
Contractor shall provide customers with a legislative handout that shall outline compliance requirements for AB 341 , AB 1826, SB 1383, and AB 827. Contractor shall also supplement its customer training and presentations with information on the mandates, the importance of successful participation, and contamination avoidance. Additional outreach specific to a legislative bill is as follows:
• AB 1826. Contractor shall explain to customers where Contractor send organic materials for processing and how they become compost. Contractor shall outline what items are acceptable, including (green waste (yard trimmings and landscape waste), food scraps, and 100% fiber-based food-soiled paper). Contractor also shall enumerate the environmental benefits of diverting organics waste from landfills and into nutrientrich soil amendments. Contractor shall provide businesses with Contractor "Single-Use Disposables Product Recommendations List" to help businesses identify compostable serving-ware acceptable in Contractor's compost infrastructure.
• SB 1383. Contractor shall work with the City to educate and engage customers in compliant programs, such as organics waste collection and food recovery. E;fforts shall include education and outreach, reporting, monitoring contamination, and enforcement. Contractor shall implement an edible food recovery program that promotes food waste prevention and increases food rescue opportunities through outreach and funding.
• AB 827. Through Contractor ons,te waste assessments, Contractor shall encourage and track AB 827 participation. During Contractor evaluation, Contractor shall recommend to customers where and how they should place containers and signage. Color-coded, printable signage shall be available on Contractor website for download. For interested customers, Contractor shall provide a list of vendors that sell indoor recycling, landfill, and organics containers.
Waste Audits (for Commercial Customers). As described in Article 18.02.8.
Contractor shall offer MFD, MXD, and commercial customer locations a startup waste audit/assessment to determine appropriate container types, sizes, and collectron frequencies during the first year. Contractor shall include written, customized recommendations on how to improve the customer's diversion programs. When combined with Contractor's other outreach and educatlon programs, Contractor anticipates total recyclable tonnage collected in the City after the first year shall increase.
The following is Contractor's waste audit/assessment implementation strategy and methodology:
1. Prioritization strategy: Contractor shall prioritize which customers receive waste assessments and training for recycling and organics. Contractor shall identify collection locations before the start of services. The priority list below enables in-depth and customized assessments by Contractor RCs after multiple meetings.
The outreach priority list is as follows:
Contract No. 12672-2021
360
AR000337
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
• Customers who are sizeable solid waste generators
• Customers who have no recycling experience
• Customers who want to start recycling organics and have no prior experience • Customers who have recycling containers, but poor recycling skills • All the other customers.
2. Components developed from the assessments shall Include:
• Comprehensive waste audit/assessment process;
• Detailed waste management and recycling strategies;
• Customer personnel training;
• Effective signage, location placement, and maintenance suggestions; and • Container types, sizes, and pick-up frequency recommendations.
3. The number of customer targets per year: Before the initial assessment and transition rollout, a minimum of one RC shall be dedicated fulltime to conduct waste assessments and training for City commercial, MXD, and MFD accounts, with additional staff as needed. The metrics shall be recorded and reported to the City's Waste Reporting System.
City commercial, MXD, and MFD customers shall receive a waste assessment at least once a year for the first three years. Beginning with year four, Contractor shall engage and complete a site visit and waste assessment with each customer every other year. Most waste audits require multiple meetings and conversations over days, weeks, or even months, based on Contractor experience.
4. Virtual Onsite Waste Audits/Assessments: In event that Contractor customers cannot be onsite or do not feel comfortable participating in onsite assessments, Contractor offers virtual waste assessments where Contractor engages the customer over the phone or through a Zoom meeting to go through the site visit's details and Contractor findings. Contractor shall ask the customer several questions about their business or MF0, gather and document this information for future use, and make recommendations on service levels.
Contractor also have the ability to video record onsite waste assessments for clients, when necessary. The video shall include suggestions and be available to the appropriate parties. Contractor shall also follow up with additional input and resources. The RC and client can review the video together or separately. This approach is essential for Contractor multifamily accounts, which might have out-of-state managers or have COVID-19 (or other health concerns) limitations.
5. Contractor Outreach and Education Department: Contractor shall provide services to commercial and multifamily accounts supported by a staff of marketing and sales account managers, RCs, and customer service representatives. If Contractor hires additional staff to support the transition plan's implementation, Contractor's current personnel shall act as valuable on-the-job trainers and coaches for new staff.
6. Rightsizing Customers: A critical consideration related to improving recycling behaviors and increasing recycling volume is the amount of space available for recycling containers. Contractor RCs and support staff shall identify locations with no recycling containers, undersized containers, or insufficient space to accommodate the customer's recycling potential based upon the waste assessment.
Contract No. 12672-2021
361
AR000338
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
7. Prioritization strategy: The below list is an example of recycling and diversion strategies Contractor staff shall suggest to customers as part of their waste assessments, including training and technical assistance to:
• Encourage the use of interior recycling and organics containers; • Promote the use of signage on and above waste containers to increase messaging and particrpatlon
• Create centralized waste hub locations where the recycle, landfill-bound, and organics containers are grouped;
• Suggest smaller, under-desk containers for landfill-bound waste (such as caddies) or recommend grouping containers together with no solo containers;
• Minimize landfill-bound waste by encouraging single-use disposable alternatives for food ware, hand dryers in lieu of paper towels, share box setup, and food recovery options; • Encourage printing policies to reduce paper usage, such as setting printers to double side print automatically and using recycled content paper;
• Recommend large businesses conduct e-waste collection events to encourage employees, tenants, and students to dispose of e-waste properly, thereby reducing contamination in containers; • Initiate an onsite Recycling Ambassador or a Green Team to set goals and oversee zero waste efforts; and
• Advocate managers and work with their contractors to install recycling chutes and provide adequate space for recycling and organics bins in multifamily housing and commercial buildings to increase recycling participation, access, and compliance.
Contractor shall send customers a copy of their completed startup waste assessments, summarizing the findings, recommendations, actions taken and planned, refe.rral resources, and people contacted. These reports shall be included in Contractor Soft-Pak database.
8. Results, Reporting of Waste Assessments, and Training: The effectiveness of waste assessments and training can be evaluated by comparing recycling and organics volumes before and after the intervention.
Contractor shall conduct onsite inspections at customer locations and obtain feedback from processing facilities and transfer stations that unload compactors and roll-offs to track statistics.
9. Large Accounts: Contractor shall provide large accounts with the tools necessary to analyze their waste streams. Contractor shall prepare and provide monthly diversion reports for the customer upon request.
This information includes changes in volumes of refuse, green waste, food waste, and recyclables by type; total tonnage; and diversion rate
Proprietary Outreach and Education App: Contractor has created a custom app that can be used on a tablet, phone, or laptop. The app was specifically created for Contractor Outreach Department to be used in the field and when talking to customers. Some of the information and data Contractor's collects can be customized based on the City's needs and priorities. Contractor shall use the data to target specific customers for outreach about recycling, organics, contamination, and edible food recovery. Some of the data Contractor will collect or verify includes the following:
• Customer contact Information, servlce and billing address, service levels, and routing Information; • GPS link to the customer service location, as well as bin location for some larger customers • Photos of customer bin locations, enclosures, and inside the containers. The documentation is helpful for recoding and analyzing contamination for future training opportunities and outreach; • Outreach materials distributed to the customer with date and time; Contract No. 12672-2021
362
AR000339
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
• Reasons why the customer refused some of the outreach material or services offered. This information can be helpful to plan and think outside the box on ways to improve and encourage future participation in Contractor diversion programs;
• Contamination training, including participants and pictures; • Container information, including lock lids, custom bin sizes, and measurements; • Site location information, including any safety hazards, gate codes, or specific special access instructions.
• Types of material the customer throws away and estimated volumes. This data shall help guide service level recommendations;
• Customer's interest and previous attendance in recycling and organics training; • AB 1826 and SB 1383 compliance questions, including if they are a candidate for organics collection, are already in compliance, have any implementation issues, refuse service, and if they are or should be participating in edible food recovery. These questions help us prioritize Contractor outreach and education. Contractor shall provide this content to the City for review and compliance support
• Customer implementation of recycling and organics signage and interior containers for employee, tenant, and customer use. Adding this data shall help track AB 827 compliance.
Compliance Reporting. As described in Article 18.02.9.
Contractor shall access the City's Waste Reporting System to report customer compliance, contamination, overage Issues, service levels, and other data. Contractor shall utilize the City specified reporting formats and work together to ensure compatibility between the Contractor and City systems.
Contractor shall provide input and support to the City when developing their City Waste Reporting System.
Contractor's internal data management system provides comprehensive tracking. • System tracking components;
• Education and outreach conducted public event participation; • School visits;
• Compliance notices mailed;
• Site visits;
• Waste audits completed Information distributed media used; and • Community events hosted.
Contractor shall also identify public education activities undertaken during the year, including billing inserts, container tags, event material distributed, tours, quantifiable outreach impacts, and other outreach and collection activities. As it applies to AB 341, AB 1826, and SB 1383, Contractor shall document participating and non-exempt commercial accounts, date, status of conducted outreach efforts, and current service levels.
In addition to the app, Contractor uses onboard tablets for truck drivers to document and record customer issues onsite. The tablet allows the driver to note and take a picture of an issue, which automatically uploads to the customer's account and creates a permanent record. Contractor can run daily, weekly, and monthly reports on many items for internal and external use. The Contractor's Outreach Department downloads these reports to identify opportunities where additional customer training and education are necessary or if rightsizing is needed to avoid overage fees.
Contractor's goal is to minimize issues by implementing an interactive Ultimate Recycling Guide where customers' inquiries are resolved with a quick click of an image. The content shall be thorough, up-to-date, and easily accessible on devices. This guide shall help minimize contamination in recycling and organic waste streams.
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Right-sizing Containers. As described in Article 18.02.10.
An RC shall optimize customer service levels and container types during the waste assessments by appropriately matching them to their waste, recycling, and organics output. RCs shall make recommendations to the customer and record them in Contractor's database for historical purposes. Customers who decline recycling or organics services shall be documented in the database and a list shall be provided to the City upon request. Right-sizing customers shall support the City's high diversion goal and help prevent overflowing and overfilled containers.
Contractor drivers shall identify (in the system) customers who have overfilled containers; a report can be generated to show which customers require further outreach and rightsizing.
Education and Outreach Materials Development and Distribution. As described in Article 18.02.11 .
Contractor shall customize outreach and education materials to meet cultural, linguistic, and demographic characteristics. The outreach strategy and material content shall consider local trends and data obtained by Contractor and the City. Contractor shall ensure that the educational material shall be useful and appropriate for non-English speakers of varying cultures and backgrounds. Contractor's Customer Service Department offers translation for more than 175 languages.
Contractor shall develop and distribute public education, outreach, and promotional materials to residential, multifamily residential and commercial customers at the inception of the new contract and throughout the term of the agreement. Service recipients shall receive outreach and education material via in-person drop-off, snail-mail, and electronically (via e-mail and social media). Materials shall be available for download from Contractor dedicated City webpage.
Contractor onsite and virtual outreach and education efforts and material distribution shall be recorded in Contractor internal data management system. They shall be available to sync with the City Waste Reporting System. By analyzing the data, Contractor can achieve higher participation by quantifying engagement compared to recycling and organics participation; identifying outreach opportunities and recipient types based on Contractor diversion goals; targeting problem areas; creating necessary outreach materials, programs, and strategies; and measuring success along the way. Contractor shall work with the City to expand public and customer knowledge of Contractor programs and share additional methods to reduce, reuse, recycle, and compost. Contractor shall maintain Contractor education program. as well as support the efforts of the City. Contractor shall create educational material that is practical, applicable, easy to read, colorful, and engaging.
Public Events & News and Social Media. As described in Article 18.02.11 Contractor shall work with the City to promote new solid waste and recycling programs, events, and information on recycling, organics, and other services. Contractor shall utilize local media and print outlets, HOAs, and other associations, schools, libraries, community centers, civic groups, and nonprofits to promote recycling programs.
Contractor shall provide outreach and education material for distribution where applicable. Contractor utilizes various strategies to engage with the community, inform them about the City's waste and recycling program, and distribute public education and outreach material.
These strategies include the following:
1. Materials Distribution. Contractor shall provide customers the following list of outreach and educationrelated materials. This shall be done via print or electronically, where applicable. Additional items shall be created throughout the contract per City request for specific Zero Waste diversion programs and based on ongoing needs assessments, such as targeting "problem area materials." Contract No. 12672-2021
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Distributed materials list includes, but is not limited to:
Target Audience
Material Types Service Recipients Notes
SFD MFD COMM
Welcome Packet/Brochure X X X
Acceptable materials labeling and stickers for X X X dumpsters and carts Stream specific signage/posters for organics, X X X
recycling, and landfill
Additional signage for download: electroric and
hazardous collection, proper cardboard disposal, X X close container lid notification, and "Bring Down Your Recyclables" for MFDs
School-specific signage and posters for organics,
recycling, landfill, empty liquids, CRV, Go X X School-specific Reusable, and food share tables
Zero Waste Schools Manual X
Recyclable Materials Cheat Sheet X X X
Legislative Handout for commercial accounts X X Including at least SB 1383, AB 1826 and AB 341
AB 1826/SB 1383 Mailer X X
Edible Food Donation brochure X
Info sheet on HHW, battery, and bulb disposal X X X
Event flyers X X Fore-waste, compost, & other
collection or disposal events
Special collection inserts and info sheets X X X
Single-Use Disposables Product To encourage the purchase of Recommendations List X products that are reusable or truly compostable or recyclable.
Web-based, interactive Ultimate Recycling Guide X X X See further description below Newsletters X X X See further description below
To target certain Recyclable
Materfals or "problem" areas,
Soda! Media Dos and Dent's Campaign X X X including proper sorting and contamination. Shall, identify
problem items through onsite waste
assessments and audits
Food Waste Recycling Training Video X Specific to foodservice establishments
MFD Recycling Ambassador Program workbook X
Red-Tag or Oops Notice X X X See further description below Contract No. 12672-2021
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MFD Managers' Tenant Outreach Templates X
Zero Waste Recommendation Checklist X X
Site-Specific Waste Assessment copy with X X recommendations Recycling Containers - Vendor Suggestion List X X
Organics Recommendation Letter and Getting X X Started Checklist Resources for Material Reuse handout X X X
2. Quarterly Newsletter. A quarterly newsletter shall be sent to customers by mail in their bill or electronically.
Newsletter content shall include service notifications and tips on proper sorting and usage.
Additional content shall include identifying recyclables; composting; disposal education for batteries, ewaste, and HHW; bulky item collection; contamination prevention; container placement; holidays observed; holiday tree collection; upcoming events; pertinent recycling legislation information; and additional resources. The newsletter shall include English and Spanish translations.
3. Annual Recycling Awards. To promote and incentivize ongoing recycling efforts, Contractor shall recognize and submit to the City for approval annual "recycling stars" that show an exemplary effort to implement and partake in recycling or organic waste programs at their workplace or business.
In addition to being recognized at a City Council meeting, recipients shall also receive recognition in one or more of Contractor's outreach efforts, including newsletter submissions and website posting. Contractor shall work with the City to identify qualifiers by which to rate and determine the award recipients. Contractor shall distribute awards made from reused and recycled content.
4. Community Events and Presentations. To increase diversion, promote recycling education and awareness, and increase participation, Contractor shall participate in community events and provide zero waste and recycling presentations to community groups.
Contractor shall include educational and publicity Information promoting the City's solid waste and recycling program. Contractor most popular presentations are "Recycling 101 - Let's Talk Trash" and "How to Implement Organics Recycling." Contractor shall also provide Contractor mini-collection truck "Mighty Mike" and Contractor recycling display/information booth for community events at the City's request.
5. Social Media. Outreach content shall be available for posting on the City's website and other social media sites, including Twitter, lnstagram. Facebook, and Linkedfn. The Contractor team shall assist the City in answering any relevant inquiries through social media avenues.
6. Interactive Ultimate Recycling Guide. Contractor shall invest in and partner with Recyclist to create and maintain a customizable interactive recycling guide accessible on Contractor dedicated City web page.
7. Corrective Action "Red Tag" or "Oops" Notice. Contractor shall develop a corrective action notification form/ tag and implementation plan for instances where customers set out inappropriate materials for collection or Contract No. 12672-2021
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Sustainability and Compliance Plan
where containers are overfilled, overweight, or contaminated. The notice shall include the appropriate manner for disposal or other required corrective actions.
8. Community Meetings and City Council Updates. Contractor shall provide the City Council with regular updates on new technologies, the state of the was re and recycling industry, and notifications of government actions that affect the City. Contractor can also hold annual town hall meetings to provide interactive, faceto-face, or virtual discussions on waste and recycling issues.
Contractor shall work with community groups, civic/nonprofit organizations, HOAs, other professional associations, and neighborhood associations to provide community-based information sessions and attend meetings to answer questions (both at contract transition and through the life of the contract).
9. Reduce and Reuse Education and Events. Contractor shall make available information donation events, repair businesses, thrift stores, and drop-off options in the City. Contractor shall provide a resource list of websites that promote reuse options, such as repair tutorials and manuals (i.e., iFtxit), community share sites (i.e., Buy Nothing Project), and the City's Reuse/Donation Centers webpage. Annually, Contractor shall sponsor an organization to host a repair workshop (i.e., Repair Cafe or Fixlt Clinic) where volunteers shall help community members fix their broken items for free.
10. Textile/Clothing Recycling Program Targeting. Contractor shall design and implement a textile rescue and recycling program. Contractor shall establish a system for residents to donate garments and other textiles for beneficial reuse. Contractor shall promote textile and clothing reuse and recycling options on Contractor website and Contractor outreach and education material. Annually, Contractor shall provide a clothing dropoff event; the collected material shall be donated to a local nonprofit for distribution.
Service Recipient Personnel Training. As described in Article 18.02.12.
Contractor trains personnel, tenants, and MFD residents, MXD, and commercial accounts to successfully participate in their location's waste and recycling efforts. The training includes setting up internal infrastructure elements (like containers, signage, llners, and collection methods), increasing their diversion, and practicing landfill avoidance.
Contractor shall encourage the customer to take advantage of free and unlimited training, presentations, and doorto-door outreach opportunities during Contractor's waste assessments and follow-up communications. To increase participation, Contractor shall include reminders of these options in Contractor newsletters and e-mail blasts.
Contractor shall supplement the content with customized recommendations based on the customer's needs, current or suggested service, and waste assessment observations. Contractor is also available to participate in onsite events/tablfng as an additional means of training; however, Contractor advocate for at least one group-oriented training/presentatton with the appropriate personnel. Virtual events, presentations, and training are also options for customers who prefer limited to no human contact due to safety concerns.
Contractor shall require that every staff member (including kitchen staff, custodial, management, and servers) partake in Contractor organics training for commercial accounts with food waste collection.
To educate MFD and MXD customers, Contractor recommends separate training/outreach for the business tenants and employees versus the residents. For residents, Contractor encourage management to approve both an onsite table event (during high traffic times) and schedule door-to-door outreach sessions. Contractor shall implement an "MFD Recycling Ambassador Program" to help designate and train onsite waste liaisons. The liaisons shall engage with neighbors, encourage participation, and work directly with their property management to support their apartment complex's recycling and waste diversion efforts. The program trains motivated apartment dwellers and management staff to provide peer-to-peer outreach and education on proper recycling practices; monitor signage, Contract No. 12672-2021
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contamination, and the overall waste diversion setup; and work directly with the property management on identifying solutions. A Recycling Ambassador can also help mitigate contamination and overfill issues, saving the property time and money. The ambassador shall learn to:
Available Services Notice and Information. As described in Article 18.02.13 . • •
Train Conduct Become o Reduce Monitor the Improve
residents lo outreach community contamination progtam nnd rec~cling in and re&ource support long- lhetr recycle like a st their term success commLlnl1'y pro encourage and wuvtu apartment tenant liaison
artici alion
Contractor shall create and distribute a Welcome Packet (in person or via e-mail, if preferred), including the necessary information about Contractor's new contract services. This resource shall also be available on Contractor website and can be downloaded electronically. An online version shall allow Contractor and the City to update information periodically. Contractor's customers shall have immediate access to this resource.
The Welcome Packet shall be provided to Contractor's customers annually by mail or electronically and shall include pertinent contact information, including the local address and phone numbers for various inquiries. Contractor shall translate this Welcome Packet into the languages suggested by the City, and it shall be distributed by February 1 of each year.
As part of the Welcome Packet, Contractor shall provide Residential, MFD. and Commercial Collections Services information. It shall cover service days, available frequency (for commercial), equipment/container types, sizes, and dimensions for compactors, roll-offs, bins, and carts.
Contractor shall provide speclfic procedures for setting out materials and avoiding overfilled and overweight bins.
There shall be educational material on waste streams, where to dispose, and what is and is not acceptable as recycling, organics, solid waste, e-waste, HHW, and bulky items.
Additional services. information, and tips that shall be addressed in the Welcome Packet include, but are not limited to:
• Holiday Schedule and Special Events. Information on holiday schedule and related service delays. Advise customers on participating in annual events such as compost giveaways, e-waste, and household hazardous waste collection days, and Free Landfill Days or Community Clean Up Events; • Special Collection and Other Services. Collection options for e-waste and household hazardous waste, bulky item collection, and city street sweeping;
• On-premise Service. Details for on-premise collection for service recipients with disabilities and customers who are in hard to service areas. Describe "push service'' and when and how this service shall be provided to customers;
• Customer Rate Schedule. City Monthly Rate schedule for services provided; • Service Level Changes. Instructions on how to change preferred service levels and when those changes shall be applied and billed;
• Container Support. How to request the repair or replacement of containers; • Billing Support. Details on the billing process, who to contact, and how to report an issue; Contract No. 12672-2021
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• Customer Signage and Outreach Material. Examples of the City-approved waste stream signage and the website link to download and print copies of outreach material; • State Regulations. Detailed and easy-to-understand information on state-mandated Assembly and Senate bills, customers who need to comply, and what actions need to be taken; • Edible Food Recovery Options. A copy of Contractor's Edible Food Recovery brochure and information on partnerships with local organizations and how to contact them; • Diversion Programs and Participation. Details on various diversion programs and how to participate.
Instructions on how to set up successful recycling and organics collection at work and home and provide additional links to online tips and resources. The benefits of participating in these diversion programs and their impact on the local community and environment;
• Contamination, Overfill, and Overweight Education. What constitutes a contaminated, over-filled, and overweight container. Information on why these containers are unsafe to collect and instructions on avoiding these issues and associated fees; and
• Contractor Fact Sheet. Information on Contractor, customer service contact information, billing options, and local office locations.
Environmental Stewardship. As described in Article 18.02.16.
The following is a condensed description of Contractor's environmental management policies and activities:
Alternative Fuel Near-Zero Trucks and Air Emissions. Contractor's new collection and sweeper trucks are purchased with near- zero compressed natural gas (CNG) engines and will utilize renewable natural gas fuel (RNG).
1. Decrease Road Wear and Tear: Contractor Truck Route Efficiency. The Contractor team shall regularly reexamine customer truck routes to reduce vehicle fuel consumption and traffic trips, while also decreasing roadway wear and tear.
2. Contractor Environmentally Preferable Purchasing (EPP) Policy. The Contractor team adheres to internal waste reduction and reuse protocols. Throughout operations, Contractor utilize recycled and non-toxic products where possible. Please see the following examples from Contractor EPP Policy.
Waste Reduction Practices:
• Institute practices that reduce waste encourage reuse and result in the purchase of fewer products. • Purchase remanufactured products such as office supplies, tires, furniture, equipment, and repair parts.
• Consider the total cost of ownership in comparing product alternatives. The analysis includes an evaluation of the costs expected during the life of a product when owned. Costs include acquisition, extended warranties, operations, supplies, maintenance/replacement parts, and disposal costs compared to the expected life cycle of alternative solutions. • Purchase products that are durable, reusable, or refillable and avoid purchasing single-use disposable products.
• Eliminate the purchase of polystyrene (aka Styrofoam) cups, plates, and other serving ware. This restriction extends to include any situation in which a vendor would provide these products at no charge, such as an event.
• Request vendors to eliminate or minimize unnecessary packaging. Vendors shall be encouraged to take back packaging for reuse. Specify a preference for packaging that is returnable, reusable, recyclable, or compostable.
• Encourage vendors to take back and reuse pallets and other shipping materials. • Encourage suppliers of electronic equipment, such as computers, monitors, printers, and copiers, to take back equipment (when possible) for reuse or environmentally sound recycling when Contract No. 12672-2021
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Sustainability and Compliance Plan
Contractor discards or replaces such equipment. Suppliers shall be required to state their takeback, reuse, or recycling programs during the bidding process. • Print and copy documents on both sides to reduce the use and purchase of paper. Printers and copiers shall be set to default to duplex and with no cover page. • Enhance inventory best management practices by reducing excess product purchasing, refurbishing existing products to extend that product's life, and increasing reuse and sharing of current products in excess.
• Enhance internal processes to facilitate the transition from paper-based to paperless options through paperless payment and billing processing for clients, vendors, and employees. • Identify opportunities for and encourage the use of reusable kitchen items such as dishes, cutlery, coffee filters, and other applicable items.
• Purchase reusable drinking containers for employees.
• Purchase products that the United States Environmental Protection Agency (U.S. EPA) has established minimum recycled content standard guidelines. Products include printing paper, office paper, janitorial paper, construction, landscaping, parks and recreation, transportation, vehicles, miscellaneous and non- paper office products that contain the highest post- consumer content available, but no less than the minimum recycled content standards established by the U.S. EPA Comprehensive Procurement Guidelines.
• Purchase re-refined lubricating and industrial oil for use in vehicles and other equipment as long as the American Petroleum Institute (API) certifies it as appropriate for such equipment per California Public Contract Code, Sec. 10409. This section does not preclude virgin-oil products for exclusive use in vehicles whose warranties expressly prohibit products containing recycled oil. • Use recycled, reusable, or reground materials where feasible, when specifying asphalt, concrete, aggregate base, or Portland cement concrete for road construction projects; • Specify and purchase recycled content traffic control products, including, but not limited to, signage, cones, parking stops, delineators, and barricades.
• Purchase or produce paper-based marketing collateral intended for distribution made with recycled content that meets or exceeds local contract requirements.
3. Non-Toxics, Pollution Prevention Products, and Practices • Use products with the lowest amount of volatile organic compounds (VOCs), highest recycled content, low or no formaldehyde, and no halogenated organic flame-retardants when purchasing building maintenance materials such as paint, carpeting, adhesives, furniture, and casework. • Purchase or require janitorial contractors to supply industrial and institutional cleaning products that meet Green Seal or other third-party certifications allowed as part of the USGBC LEED™ guidelines.
• Purchase paper products and janitorial paper products that are unbleached or are processed without chlorine or chlorine derivatives. These products must contain a minimum of 30% pre- or post-recycled content.
• Prohibit the purchase of products that use polyvinyl chloride (PVC), such as furniture and flooring, unless no other options exist.
• Purchase products and equipment with no lead or mercury whenever possible. For products containing lead or mercury, Contractor shall prefer vendors with established lead and mercury recovery programs. In addition, whenever lead or mercury-containing products require disposal, Contractor shall dispose of those products in the most environmentally safe manner. • Provfde a minimum of one designated area in every Contractor facility to collect in-office generated, hazardous waste, including batteries, fluorescent bulbs/tubes, electronic waste, and cleaning products. Collection points must be easily accessible for employees and promoted to encourage participation.
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• Specify that purchased desktop computers, notebooks, and monitors meet, at a minimum, Electronic Product Environmental Assessment Tool (EPEAT) environmental criteria designated as "required" as contained in the IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products.
• Consider less-polluting alternatives to diesel (as available) such as compressed natural gas, biobased fuels, hybrids, electric batteries, and fuel cells when replacing vehicles.
4. Contractor's LEED Certified Solar-Powered MRF.
5. Contractor's Facilities Sustainable Design Features.
6. Building Design and Materials
• Identify the area on the floor for building occupants to recycle. • State clearly in specifications the VOC limits for architectural paints, coatings, adhesives, caulks, and sealants.
• Incorporate air barriers into the exterior wall types. • Construct walls to have a minimum of R-13 insulation. • Test and label roofing materials by the Cool Roof Rating Council (CRRC) with a minimum Initial Solar Reflectance of 75. Prescribe a minimum of R-30 insulation in the roof. • Assemble exterior windows/storefront and glazed doors to be double-pane with low-e coating, an air space, and thermal breaks (minimum U-value of 0.50). • Utilize skylights to bring daylight into interior spaces and be connected to the automatic daylighting controls for energy efficiency.
• Provide Sound Transmission Class (STC) ratings and design for exterior walls per Cal Green requirements. Provide STC ratings and systems for interior walls in public spaces. • Specify carpet to meet the testing and product requirements. New carpet cushion is to meet the requirements of the Carpet and Rug Institute Green Label program. • Specify formaldehyde limits on plywood, particleboard, and medium-density fiberboard. • Specify VOC limits on resilient flooring or specify resilient flooring to be certified under the Resilient Floor Covering Institute Floorscore Program.
7. Building Systems
• Install LED lighting with automatic daylighting controls. • Include heating and cooling equipment system controls with optimum start/stop controls, economizer fault detection, diagnostics, and direct digital controls. Heat recovery systems shall be included in space heating analysis.
• Ensure lighting controls and lighting studies comply with Light Pollution Reduction requirements. • Exceed California Energy Code (based on 2008 Energy Efficiency Standards) by a minimum of 15%.
• Specify Energy Star appliances.
• Evaluate projects for excess water consumption. The plumbing engineer shall provide a fixture schedule to show the manclatory 20% reduction in potable water and wastewater. • State requirements for Pollutant Control during construction for HVAC equipment openings and ducts on drawings.
• Specify air filters with a Minimum Efficiency Reporting Value of 8 or higher for the Mechanical system for outside and return air.
• Meet or exceed the provisions for mechanical ventilation.
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• Install CO2sensors and ventilation controls, if Demand Control Ventilation is used per the California Energy Code, CCR, Title 24, Part 6, and Section 121(c). • Specify no CFC or Halons in HVAC, refrigeration, and fire suppression. • Power processing equipment utilizing Variable Frequency Drives (VFD) and ultra-energy-efficient motors; whenever possible, equipment operations shall run during off-peak times of the day.
8. OPR and Commissioning.
• Include commissioning to verify that the building's energy systems and components are designed, installed, tested, and operating as intended.
• Comply with CAL Green required commissioning of energy-related systems, a systems manual, commissioning irrigation systems, and training on the systems. • Provide OPR (Owner's Project Requirement) and BOD (Basis of Design) documents as required and submit to the Commissioning Agent
• Photovoltaic System
• Require a minimum of 15% of the roof area to accommodate photovoltaic panels if a future solar system were installed.
• Provide design for pre-wiring for the Future Solar System if no photovoltaic is to be installed • Parking
o Designate parking for "Clean Air Vehicles."
o Designate area for bicycle parking
o Brief owner on Construction Waste Management Plan and that CAL Green requires a minimum o 50% reduction in construction waste, and 100% of excavated soil and land clearing debris to be reused or recycled.
9. Compliance with Hazardous Materials Regulations. The Contractor team shall ensure compliance with laws governing e-waste, HHW, and universal waste. Contractor operations meet and exceed requirements from the U.S. EPA, the California Department of Toxic Substances Control (DTSC), and CalRecycle to properly care for and handle HHW and universal wastes (including e-waste). Contractor's personnel are appropriately trained during weekly safety meetings. Some additional personnel receive certification and the U.S. Dept. of Transportation Hazardous Materials training. Third-party contractors specializing in licensed hazardous waste handling remove the HHW and Universal wastes from Contractor facilities and collection events.
10. Local Vendors. As part of Contractor sustainability efforts, Contractor supports fostering economic growth by partnering with local vendors and supporting local organizations whenever possible. Contractor shall give vendor preference to locally produced goods and services to enhance the local City community's economic prosperity and ehvironmental health. Local business preferehce shall be considered for specialized outreach and diversion efforts, food recovery collection and distribution, and other identified opportunities.
Approach to Meeting the City's Diversion Requirements. As described in Article 18.02.14.
The following tables provide key programs and projected tonnages Note: Diversion Program Types include: Organics, Recycling, Bulky, HHW, Special Waste, E-Waste, Edible Food Recovery, Textiles, and Reuse.
Customer Target Sectors include: MFD, MXD, SFD, and COMM.
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DocuSlgn Envelope ID: B40Bi3642-938E-4750-8426-79473F836B64 Solid V\/aste Collection Services Agreement Dated: January 1, 2022 Strategy I Public Education Customer Diversion
IPrograms Target Program
Sector Type
Newsletters, E-mail blasts, and All All ~nline medlia campaigns k:;ity Specific Website All All
Welcome PackeVBrochure All All
Waste Audllts/Assessments MFD, MXD, All where
iand Onsite Visits Comm. applicable
$ervice Re:dpient Personnel MXD. MFD,
rrraining Comm. All
Presentations, Onsite
EventsfTatiling, and Door-to- MXD, MFO, All Comm. Door Outreach K;ommunitl/ Events,
'P-resentati1ins, and Meetings All All
Exhibit 12
Sustainability and Compliance Plan
Tasks Description
This will include content Ipromoting proper recycling, explain how to dispose of spec1al waste items. and educate on contamination.
Additional info 1ncludes e,vent 1nformation, holiday schedules, tips, collection octions, leaisla,tion, and other resources.
Athens will maintain a de,dicated, city-specific page on our existing Athens Servtces website.
he Welcome PackeVBrochure will include all necessary information about the contract services, signage examples. and outreach materials. !twill be uodated annually.
A waste audiVassessment is used to determine appropriate container ypes, sizes, and collectton frequendes. Audit components include comprehensive waste auIdiUassessment process; detailed waste management and recycling strategies; customer personnel training; signage, location placement, and maintenance suggestions; and container types, sizes, and pick-up frequency recommendations. Audits an be done in person and Virtually. We will provide each customer a 7ero Waste Recommendation Checklist following each audit To track data and customer intera,ctlons. we will utiOze our Proprietary Outreach and Education Aoc.
Athens lo provide free !mining lo help individuals participate in their location's overall waste c1nd recycling efforts. The training Includes how o set up internal infrastn;cture elements (like containers, signage, liners, and collection methods). inctease diversion, and practice landfill avoidance.
Athens will provide free and unlimited training. presentations. and onsite events/tabling in person ,and virtually. Content is supplemented with recommendations based on the customer's needs. current or suggested service, and waste assessment observations. We also suggest that MFD and MXD customers consider scheduling door-to-door outreach sessions.
o Increase dJversion and participation and to promote recycling education and awareness., Athens will participate in community events and provide zero waste and recycling presentations to community groups. Athens will provkfe regular City Council updates and hold annual own meetinos.
Implementation
Schedule
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Start of Contracl
Start of Contract
Milestones & Time Frame for Meeting
Diversion Requirements
Distribution based on contract requirements
per item type
Thru course of contract
Updates thru course of contract
Annually updated and distributed by mail or
electronically to all customers through course
of contract (15 years+ extensions)
Target sector to receive once a year for U,e
'irst three years.
Beginning fourth year, assessments happen
every other year thro~h course of contract.
Personnel training is available at the start oli
the contraclinformat1on Will be placed in the,
Welcome Packet. RCs will remind customers
of this option during waste assessments.
Annual reminders will be included In
newsletters thru course of contract. Annually ,
we will assess our outreach efforts based 011
training participation by businesses and malke
adjustments to our oroqram where necessarv.
Thru course of contract
Athens will partake in opportunities during
each year. We will work with City to identify
and schedule yearly opportunities as part of
our Annual Sustainability Plan.
hru course of contract.
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DocuSign Envelope ID: B40Bi3642-938E-4750-8426-79473F836B64 Solid V\/aste Collection Services Agreement Dated: January 1, 2022 !Interactive Ultimate Recycling All All Guide
Organics,
~gnage, P'osters, and
Container I_abets (for internal All Recycling,
Bulky. HHW. ,and el(lemal) and E-waste
Organics,
Recycling,
J3ylky, HHW, Informational Handouts - All Special ~reation and Distribution Waste. Ewaste, TextHe, & Reuse
Leg1slative Compliance Notices Organics,
~nd Outreach 0ncluding AB Comm. Recycling, &
1826, SB 1383, AB 827, and Edible Food
AB 341) Recovery
Edible Food Recovery: Comm. and Edible Food
Putreach and Education MXD Recovery
Edible Food Recovery: Suppor1
pf Nonprofiit Food Collection Comm. and Edible Food
~nd Distribution MXD Recovery
Food Waste Recycling Training
rvIdeo (or dlo we have a food Organics &
waste recycling outreach Comm. Recycling
))rogram?)
Recycling, MFD Man.;19ers' Tenant MFD HHW, E- Putreach Templates waste, Textile, Exhibit 12
Sustainability and Compliance Plan
Athens will partner with Hecyclist on the creation and maintenance of a customizable interactive Ultimate Recycling Guide that will be accessible on our dedicated Thousa,nd Oaks webpage.
Athens will make available posters and container labels per stream type (organics, recycling, .ind I.indfill) illustratrng acceptable contents.
Additional signage wtil include electronic and hazardous collectron, proper cardboard dfspos,el, close container lfd notification, and ' Bring Down Your Recvclables" for MFbs.
Educational handouts include informalfon on correct disposal of HHW, ewaste, batteries, bulbs, ~ecyclables, organics, trash, bulky items, and more. We will also rnclude resources on reduce and reuse. our Recyclable Materials Ch,~al Sheet. and event flyers. Service recipients will receive outreach and education material via in-person drop off, snail mail, and eleclronically (via e-mail and social media).
Athens will fssue compliance notices, conduct site vfsits, suggest equipment resources, and distribute education and outreach, We will make available our Legisfative Handouts, Single-Use Disposables Product Recommendations List, AB 1826/SB 1383 Mailer, Recycling Containers- Vendor Sungestlon List. and our Organics
Recommendation Letter & Getlin!l Started Checklfst.
Outreach and education will include an Edible Food Recovery Brochure, staff training, website content, participation signage, customer site visits, identifying potential participants, and compliance reporting.
Athens will colfaborale with food recovery nonproftts and financially support the collection and distribution of edible food directly from businesses in the City.
ihe video that discusses proper food waste and recyatlng set up in oodservite establishments. It can be used to train new employees and retrain staff during annu.,t reviews.
We will provide example. email language, outreach materials, and signage for MFD managi~rs to use when emailing resources, tips, and instructions to the1r tenants.
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Start of Contract
Standard design to be completed prior to
ransition.
Reviews to be completed prior to start of
contract.
Edits/uodates thru course of contract.
Sign.ige wm be designed during transition
Available at start of contract.
Edits to be made thru course of contract.
Athens will develop and distribute materials at
the inception of the new contract and
throughout the term of the agreement.
Additional items will be created throughout the
contract per City request, for specific Zero
Waste. diversion programs and based on
ongoing needs assessments, such as large.ting
·orobtem area materials."
Quarterly compHance notices by last day of the
month following the
~nd of each quarter
Once per year site visits for first 3 years, thein
~vary other year for businesses in compliance
'3nd every year for those not in compliance.
All internal staff training will be conducted pt"ior
o transition. Materials will be available at st,art
of contract and updated through course of
~ontract. Sile visits and compliance reporting
will be part of initial outreach and continue
hrouah course of contract
Athens will identify three partners at the statt o
ontract. Annually (every January) Athens will
submit their food recovery plan and identify
anv new oartners where necessarv
The video will be made prior lo the start of tile
~onlract.
Food Service Establishments will be sent the
f,lldeo as part of their Waste Assessment
evlews.
f">,nnual reminders will be sent to all Food
Service Establishments through course of
k:ontract
!Templates will be provided at start of contract
and thru course of contract
Updates wilt be sent when new outreach
materials become available
Contract No. 12672-2021
374
AR000351
DocuSign Envelope ID: B40Bi3642-938E-4750-8426-79473F836B64 Solid V\/aste Collection Services Agreement Dated: January 1, 2022 Reuse, and
Bulky
Reduce and Reuse Education All Reuse
Organics,
!Zero Wast,~ Manual for K-12 Comm. Recycling, E-
$chools and Outreach (Schools waste. Edible
Program Only) Food
Recovery, &
Reuse
Organics.
Recycling,
Bulky, Special
Comm. Waste
University Outreach Program (Schools Comm.). EOnly) waste, Edible Food
Recovery,
Texlfle. &
Reuse
Edible Food Recovery: In-Kind Comm. and Edible Food
Service Support MXD Recovery
:)rg,,
Recycling,
MFD Recycling Ambassador MFD Bulky, HHW,
E-waste,
Textile, &
Reuse
Exhibit 12
Sustainability and Compliance Plan
Athens will make available reuse mfonnation and options and promote resources on our websitE! and other outreach material
Athens will provide schools our systematic guide for students and statt to 'mplement and maintain a successful Zero Waste Schools Program. We will also make available school presentations and assemblies, school speci~c signage, training, waste assessments, reduce and reuse opportunities, share tablo and food recovery options, annual site visits, and material distribution.
This education and outreach program is geared toward universities to encourage campus-wide awareness and participation in recycling, organics, and waste dive rs ion efforts.
Athens will provide in-kind service to support food reoovery orgs (such as the cost to collect their organics container) to help alleviate financial ourdens caused by the collection or distribution of food.
Athens will train onslte MFD waste liaisons lo engage with neighbors, encourage partJcipalion, and wo!i( directly with trieir property management to support llhe recycling and waste diversion ettorts of their apartment complex.
Start of Contract
Year2022
Year2022
Year2022
Year2023
rrhru course of contract
From start of contract, information on reduction
~nd reuse opportunities will be available on our
website arid in Welcome PackeL These wlll be
µpdated thru course of the contract.
~dditlonal resourc;es will be made avaflable
hru additional outreach Include newsletters
and social media thru course of contracl
Start date: Sept. 2022
Material distributed annually by Sept 30th
Sites visits done by Nov. 30th annually
Sept. 2022: ZW Schools Program Lead will
ecruit at least 4 pilot schools to implement
manual.
Every year after. Athens goal is to recruit 1CI+
schools per year to utilize the manual thru
ourse of contract.
Ideally schools would participate at
implementation, but convincing schools to
oarticioate can take time.
Start date: Sept. 2022:
Material distributed annually by Sept 30th
Siles visit conducted by Nov. 30th annually
Identify event. presentation, and outreach
ppportunitles for upcoming year.
Participate in outreach and education
hroughout year.
f5ept 2023 and thru course or contract
r,Ne will repeal the above milestones.
r,/Ve will analyze the following year's efforts.
waste diversion opportunities, and areas for
·morovement to create an annual plan.
~vailable at start of contract and throughout as
ppportunities emerge
During initial waste assessments, RCs will
'dentify and report on opportunities. We will
work with our Food Recovery partners to
'dentify orgs that might need assistance.
lfhru course of contract
Start creation of workbook: 2023
Pilot implementation: 2024
Fully implemented date: 2025
Contract No. 12672-2021
375
AR000352
DocuSign Envelope ID: B40Bi3642-938E-4750-8426-79473F836B64 Solid V\/aste Collection Services Agreement Dated: January 1, 2022 Organics,
~ocial Meclia Dos and Don'ts Recycling,
tampaign All HHW, Ewaste, Textile,
and bulky
Comm.
~chool K-12 Garden Grant Schools Organics
::>nM
Comm. School K-1 2 Recycling (Schools Recycling K;ompetitions Only) Edible Food Recovery: Comm. and edible Food
Infrastructure Improvement MXD Recovery
Comm. and ~nnual Re,cycling Awards Recycling MXD
Repair Workshops
!Textile/Clothing Recycling
Program a•nd Collectron All Textfle
Event
Exhibit 12
Sustainability and Compliance Plan
Targets certain recyclabl
1 e materials or "problem" areas. including proper
sorting and contamination.
Annual sponsorship of one school garden or compost hub to promote and educate on organics recycling.
Athens will conducl al le,isl one recycling competition per year. Winners will receive an Athens-fuinded award and public recognition agreed upon by the City. Potential competltlons include Zero Waste S(gnage Competit1on or Treasure from Trash Art Contest
Athens will develop an annual "Food Recovery Program Infrastructure Advancement Grant" to t1elp fund the development of space, purchase ot needed equipment, support personnel. This will support the increase ood recovery opportunities and ensure successful longevity.
Athens will recognize annual ""recycling stars" that show an exemplary effort to implement and partake 1n recycling or organic waste programs at their workplace or business.
Host an annual repair workshop (Fixll Clinic or Repair Cafe) with local nonprofit.
Athens will design and implemenl a lextile rescue and recycltng program, share resources, and host an annual clothing collection event.
Year 2023
Year2023
Year2023
Year 2023
Year 2023
Vear 2025 thru
2026
Vear 2025 thru
2026
Start Date: 2023 following analyzing Waste
~ssessmenl data
lfhru course of contract
Start date: Sept. 2023
~nnually, lhru course of contract
Start date: Sept. 2023
~nnually, lhru course of contract
!The first grant Mid applications wlll be
available at end of year 2022
rorfinancial distribution in year 2023.
~nnually avallable thru course of contract
RCs and Food Recovery partners Will identilfy
~nd record infrastructure advancement
ppportunitles through the year.
~ddltional grant opportunities can be made
available durinQ 1he vear Where necessarv.
Start beg1nning of Year 2023 following
analyzing business using
equirements outlined by City and Athens.
~nnually at beginning of year thereafter thru1
ourse of contract
In year 2025 to 2026, we Will seek out a loci,!
nonprofit partnerto help
design and implement a repair workshop
~vailable to all community members.
~nnually (thereafter), we will ho$! at least one
epair workshop for fhe community through the
curse of the contract.
In year 2025, we will design a textile rescue
~nd recycling program.
Pilot implementation will start in 2026.
K;ity-wide roll out will happen in 2027.
Each year we will adjust the program and
~nnual plan based.
!The program will continue thru the course o·f
he contract.
Contract No. 12672-2021
376
AR000353
DocuSlgn Envelope ID: B40Bi3642-938E-4750-8426-79473F836B64 Solid V\/aste Collection Services Agreement Dated: January 1, 2022 Exhibit 12
Sustainability and Compliance Plan
Tonnage Table. As described in Article 18.02.15.
Proj,ected Diversion and Tonnage
Year 2021 2022 2023 2024 2025 2(!26 2027 2028 2029 2030 Residential (SFD. Bulky)
Landfillecl Tons 33,902 33,563 33,227 32,895 31,908 30,951 30,022 29,722 29,425 29,131 Recycled Tons 13,510 14,186 14,895 15,640 17,047 17,559 18,437 18,621 18,807 18,995 Organics (green waste
I food waste) 26,723 26.723 27,596 28,469 29,343 29',954 30,391 30,565 30,565 30,565 TOTAL ~tESIDENTIAL 74,135 74,471 75,718 77,004 78,298 78,463 78,849 78,908 78,797 78,691 TONS Subtotal IResidentlal 33,902 33,563 33,227 32,895 31,908 30,951 30,022 29,722 29,425 29,131 Dlsoosed Subtolal !Residential 40,233 40,908 42,491 44.109 46,390 47 ,513 48,827 49,186 49,372 49,560 Recvcled Resident!ial Diversion 54% 55% 56% 57% 59% 6:1% 62% 62% 63% 63% Rate % Commercial (Business)
Landfilled Tons 32,309 26,170 25,134 24,138 23,180 22,260 20,942 20,525 20,117 19,717 Recycled Tons 5,455 7,967 8,791 9,057 9,239 9,518 10,194 10.604 10,925 11.255 Organics (green waste 0.01 4.437 4,892 5,394 5,502 5,893 6,677 7,221 7.439 7,663 I food waste) TOTAL COMMERCIAL 37,763 38,575 38,817 38,589 37,921 37,671 37,812 38,350 38,480 38,635 TONS Subtotal Commercial 32,309 26,170 25,134 24,138 23,180 22,260 20,942 20,525 20,117 19,717 Dlsoosed Subtotal Commercial 5,455 12,405 13,684 14,451 14,741 15,411 16,870 17,825 18,364 18,918 Recvcled Commercial 14% 32% 35% 37% 39% 4'1% 45% 46% 48% 49% Dlversio1n Rate % Mulli-Pamily Dwelling (MFD)
Landfilled Tons 5,660 5,094 4,942 4,795 4,604 4.422 4,202 4,119 4,037 3,956 Recycled Tons 658 1,138 1,185 1,221 1,258 1,309 1,362 1,403 1,431 1.460 Organfcs (green waste 1 783 863 952 1,057 1,187 1,344 1,523 1,569 1,601 I food waste) TOTAL MFD TONS 6,318 7,015 6,991 6,968 6,920 6,917 6,908 7,045 7,037 7,017 2031
28,839
19,185
30,565
78,590
28,839
49,750
63%
19,324
11,595
7,895
38,814
19,324
19,489
50%
3,878
1.489
1,649
7,016
2032 2033 2034 2035 2036
I
28,551 28,265 27,983 27,703 27,426
19,377 19,571 19,766 19,964 20,164
30,565 30,565 30,565 30.565 30,565
78,493 78,401 78,314 78,232 78,155
28,551 28,265 27,983 27,703 27,426
49.942 50,136 50,332 50,529 50,729
64% 64% 64% 65% 65%
18.940 18,563 18,193 17,831 17.476
11.945 12,305 12,677 13,060 13.454
8,133 8,379 8,632 8,893 9,161
39,018 39,247 39,502 39,784 40,092
18,940 18,563 18,193 17,831 17.476
20,078 20,684 21 ,309 21,953 22,6'16
51% 53% 54% 55% 56%
I
3,800 3,725 3,651 3,578 3,507
1,519 1,550 1,581 1,613 1,645
1,699 1,750 1,803 1,857 1,913
7,018 7,025 7,035 7,048 7,065
Contract No. 12672-2021
377
AR000354
DocuSign Envelope ID: B40Bi3642-938E-4750-8426-79473F836B64 Solid V\/aste Collection Services Agreement Dated: January 1, 2022 Subtotal IMFD 5,660 Disposed
Subtotal IMFD Recycled 658
Projecte1d Diversion 10% Rate%
Landfilled Tons 5,633
Recycled Tons 8,756
Organics (green waste 4,793 I food waste)
TOTAL FtOLL-OFF 19,183 TONS
Subtotal IRoll-Off 5,633 Disposed
Subtotal IRoll-Off 13,549 Recvcled
Roll-Off !Diversion 71% Rate %
Residen1!ial Diversion 54% Rate%
Commercial (ie MFD, 31% R/01 Div,arsion Rate%
TOTAL f ;RANCHISE
44% HAULER DIVERSION
Contractor's
Diversio,n
Reauirements
5,094 4,942
1,921 2,049
27% 29%
5,070 5,045
8,931 8,976
4,985 5,010
18,986 19,030
5,070 5,045
13,916 13,986
73% 73%
55% 56%
44% 46%
50% 51%
Exhibit 12
Sustainability and Compliance Plan
4,795 4,604 4,422 4,202 4,119 4,037 3,956
2,173 2,316 2,496 2,706 2,926 3,000 3,061
31% 33% 31>% 39% 42% 43% 44%
Roll-Off
5,019 4,768 4,530 4,258 4,216 4,173 4,132
9,021 9,923 10,915 12,225 12,347 12,471 12,533
5,035 5,538 6,092 6,823 6,891 6,960 6,995
19,075 20,230 21,537 23,306 23,454 23,605 23,660
5,019 4,768 4,530 4,258 4,216 4,173 4,132
14,056 15,461 17,007 19,048 19,239 19,431 19,528
74% 76% 7!l% 82% 82% 82% 83%
57% 59% 6'1% 62% 62% 63% 63%
47% 50% 5ll% 57% 58% 59% 60%
53% 55% Sir¾ 60% 60% 61% 62%
2025-2021, = 2022 thru 2024 = 50'¼ 55%
3,878 3,800 3,725 3,651 3,578 3,507
3,138 3,218 3,300 3,384 3,470 3,559
45% 46% 47% 48% 49% 50%
4,090 4,049 4,009 3,969 3,929 3,890
12,596 12,659 12,722 12,786 12,850 12,914
7,030 7,065 7,101 7,136 7,172 7,208
23,716 23,774 23,832 23,891 23,951 24,011
4 ,090 4,049 4 ,009 3,969 3,929 3,890
19,626 19,724 19,823 19,922 20.021 20,121
83% 83% 83% 83% 84% 84%
63% 64% 64% 64% 65% 65%
61 % 62% 62% 63% 64% 65%
62% 63% 63% 64% 64% 65%
2027 thru the term of the Contract = 60'¼
Contract No. 12672-2021
378
AR000355
DocuSign Envelope ID: B408~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Route Operations
Contractor shall operate routes within the City efficiently while ensuring a seamless transition. Contractor shall procure the latest in low- or zero-emission collection vehicles, utilizing state-of-the-art vehicle monitoring technology, while applying the most stringent vehicle maintenahce program in the industry.
Contractor shall utilize a Learning Management System that takes all new employees through a 90-day onboarding program that includes checkpoint tests and senior-level observations to ensure all staff is properly trained, safe, and adhering to the Contractor's standards of customer service. Contractor shall employ a similar process for continued education to keep Contractor field staff up to date on all things related to sustainability, safety, and customer service.
Collection Services Operational Plan
Contractor has analyzed the number of customers and tonnage by material type and has developed an operations plan. Based on these two variables, Contractor shall determine travel times, the number of crewmembers, and the number of lifts per hour to optimize waste, recycling, and organics collection routes. The operations plan shall improve driver efficiency and deliver a 99.9% service reliability rate. Contractor shall use data collected from vehicle monitoring systems to identify opportunities to reduce service frequency.
Daily Route Plan
Listed below are the detailed systematic actions and events developed to manage routes to service every single customer. The listed route management plan applies to all lines of business, drivers, route supervisors, and operations managers. Each step is carefully designed to ensure drivers are safe, efficient, and obsessive about service.
0 J4•AOIJl4\
'•h•lv M_,.• Unu
Route Management Plan
fil
Mohllfl-.Pa,
Meportlno Ill Pont ftOufe hue.it n,.pec\lbn
• Pre-Route Meeting: daily one-minute driver meeting to review daily safety topic, and day-to-day operations plan. Safety Inspection: Complete pre-trip vehicle and equipment inspection utilizing the DVIR (Driver Vehicle Inspection Report) process to ensure safe operations. • Route Review: Mobile-Pak route review by the driver to confirm proper upload of service route. • Initiate Route: Begin collection operations within city ordinance. • Record Service Verification or Exceptions: Document Mobile-Pak table with verification of service.
Contract No. 12672-2021
379
AR000356
DocuSign Envelope ID: B40Bfl642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
• Driver Monitors: The onboard computer on route for additional service requests, including extra dumps, new service recipients, or service reminders.
• Dump Load: Per assigned dump location. While at the dumpsite, the driver notate-s time of arrival and departure and disposal ticket information. This information is utilized to generate a material tonnage report.
• GPS Monitoring: While on route, operations supervisors can monitor GPS coordinates in real-time to check status and ensure route completion. Route experiencing delays are supplemented with back up routes to be completed on time.
• Post-Route Inspections: Used to inspect equipment and finalizing the DVIR process. • Route Supervisor Check-In: Done to review completion of daily collection routes and customer satisfaction with additional requests.
c · 1t If C o II ect1on V e h1c ' I es T a bl e *
Number of Units Line of Business Type Year Make Model
12 Commercial Frontload 2021 Autocar ACX64
1 Residential Flatbed 2021 Freightliner M2106
2 Commercial Scout 2021 Chevrolet Co.lorado
18 Residential Frontloaded with 2021 Autocar ACX64 Curotto Bucket 2 Residential Burro Mini Rear Loader 2021 Freightliner M2 1 Commercial Burro Mini Rear Loader 2021 Freightliner M2 4 Roll-off Roll-off 2021 Autocar ACX64
5 Sweeper Sweeper 2021 Autocar Xpert
1 Container Delivery Flatbed 2021 Freightliner M2106
"'Mixed used dwellings (MXD) with access issues using bins shall be serviced by a scout truck and by a Burro truck where carts are used.
Contractor Containers Collected Per Hour
' Material Type$ Line of Business Trash Recycling Organics Residentral 92 121 121
Commercial 13 16 11
Annual Audits
Contract No. 12672-2021
380
AR000357
DocuSign Envelope ID: B408!)642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Annual audits are conducted by the logistics and billing department to ensure service recipients are billed 100% accurately. The billing department shall provide a detailed report of service levels for each customer. Information shall include equipment onsite, service frequency, and any ancillary charges. The logistics audit team shall visit each customer and visually verify that Contractor system's information is up to date and accurate.
Discrepancies identified are immediately submitted to the billing department for further investigation or immediate updates to the customers' accounts.
Contractor billing team conducts a parcel audit for residential customers during which each account is verified against the County Assessor's parcel list to identify any unaccounted for parcels. An exception list is generated for the audit team to confirm visually. Further, the billing team generates a list of multiunit accounts to verify unit counts and equipment onsite.
Vehicles
Since 2012, Contractor has procured Compressed Natural Gas (CNG) powered collection vehicles to better serve Contractor communities and reduce Contractor environmental impact. Contractor vehicles contain the cleanest available heavy-duty engines in the world - 90% cleaner than the U.S. Environmental Protection Agency's strictest emissions standard. Contractor vehicles utilized in the City of Thousand Oaks shall use Renewable Natural Gas (RNG).
Collection vehicles are equipped with the latest in safety technology, including GPS tracking, a comprehensive fleet management system, and onboard computers. As part of Contractor commitment to deliver exceptional service, collection vehicles are installed with Mobile-Pak tablets that communicate with customers, dispatch, and customer service in real- time.
Contractor's state-of-the-art collection fleet shall offer the City the safest, most environmentally friendly, and most efficient vehicles on the market. While Contractor vehicles are designed to reduce air emissions, Contractor operations and logistical staff shall monitor collection data to reduce service frequency to reduce City roads' impact.
Contractor collection vehicles are branded with Contractor's color schemes, kept at the highest standards of cleanliness, and include customer service contact information.
I 2021 AUTOCIIR HEAR-ZERO _CHG VEHICLE-]
100"' dnn•bumlng
....... Mo ........
$.yslOm Ntob' O&lnffU
CNG"llthfcta
\·--·-···· m•nurtte naue
Investing in Clean Technology and Renewable Fuel
Vehlcto. K1y Oitlerntblora
• 1001sc1 ..... tu,-;~-ccltoctioo!,i11tlot
• Curnrrn nw,-,,ui10 tmillml ..,,i[)ei" - ~ r~on" flllrugan o:ddlil (NO,J vn11iAiiun1, ► ,1oJ F.yo J.u,ttaing a,,L'llm1 MIity 1:.tttail ir,d1t11 ~d!!a 300° 'lllW!. nmuud lt. -tllt~~l il'I 1' l1n1• ► Tallja!• ... •nd 1"""'1J "V"""' •ihlMI• ,t,, f'll!Ol>OI for lbd i..1<> ► ~tli:let w ~ to.mrimiZe l'KII~ ~ l'11l'le comrnu,iy
► CIDOOd orani.:.11 _ ,,oon (CC\? roduC<ll ""!J.,.._,<lalod m,tt,,,, .... ...,,. bj 7C'l!I • tto,I IIOW'"-«l-llemandhydr1uk .,.,..,.,.,o._, .... <'WllUl~IOn ► ~ ~11mmp-tbblh, tfMt l1t111t .,_ flmi noiftl1Mrm IOHWl!ro ► llooll>Pok~ollj)ab/orJflf1'JOlill',l,rlho1.<i1""""•"'""t,t,•.,,d•-.. ..,...1n,.,11..., ► r.-.n.po,i;,,gllnahlloordocc•..,,.llble, ab~IO,..,.,i..,.,.,. .... p11on,andvdca1lon For all Contractor collection vehicles used in the City, Contractor commits to deploying a fleet of 100% NZE Contract No. 12672-2021
381
AR000358
DocuSign Envelope ID: B4089642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
natural gas trucks, fueled by low carbon RNG, providing the cleanest collection fleet possible to perform an essential service to the community. In fact, when considering the full emissions profile, a collection fleet fueled with RNG sourced from California's dairy industry, is cleaner than a fleet of battery electric trucks charged on California's average electric grid- both in terms of NOx emissions and greenhouse gas emissions.
Vehicle descriptions
Residential Fleet: Contractor shall procure the
quietest and greenest residential collection
vehicles to service the City. The Autocar Model
ACX64 the lightest weight automated available in
North America. It provides a lighter overall footprint
without sacrificing structural integrity. The comes
equipped with an idle pump system to reduce
significantly the noise generated during normal
operations while on the route.
Hard to Serve Areas: Contractor shall utilize a
Freightliner M2 model. The Burro Mini Rear
Loader has an 11-yard single compartment ideal
for hard to reach and mixed-use units. This
lightweight vehicle is smaller and allows access
to areas where conventional vehicles are not
able to access. This 26,000-pound GVW vehicle
will have a load capacity of 2.2 tons and be
powered by a CNG near-zero emissions engine.
Scout Vehicles: These shall be used to retrieve bins
where our Front Load Collections vehicles will not have access due to size or weight constraints. Contractor
shall employ a modified Chevrolet Colorado chassis
with rear-mounted forks, a Chevrolet 3.6 liter unleaded gas engine, and it will have a turning radius of 44.6'
wall-to-wall with power scouts.
Contract No. 12672-2021
382
AR000359
DocuSign Envelope ID: B4089642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Commercial Fleet: Autocar Model ACX64
commercial four-axle front load vehicles
equipped with a Heil body shall collect
commercial waste. Commercial front load
vehicles will employ a 28-cubic-yard, single
compartment body with 10.87-ton capacity, and
overall 57,500-pound gross vehicle weight
(GVW). The Cummins engine will be powered by
the zero-emissions engine and have a turning
radius of 73.97' wall-to-wall. These vehicles are
capable of servicing both multifamily and mixed
use dwellings.
bin customers. The Cummins near will power
these-zero emissions engine and have a 79.01'
wall to wall turning radius. The truck will 13.35
tons. These units will be red with grey
Contractor lettering. Contractor shall deploy
Roll-off vehicles that can haul 2 roll-off
containers on one truck, reducing the number
of service frequencies from the City to the
Crown Facility.
Bulky Item Pickups: Autocar Model ACX64
rear loader collection vehicles shall be used to
collect bulky pickups. The four-axle vehicle has
a 25 cubic yard body with a load capacity of
10.98 tons and an overall 57,500-pound GVW.
The body will have one collection compartment.
This unit is powered by a CNG near-zeroemissions Cummins engine and has a turning radius of 74.95 feet wall-to-wall. Trucks are
branded with Contractor's color scheme, the
red company logo, and contact information.
Contract No. 12672-2021
383
AR000360
DocuSign Envelope ID: B4089642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Vehicle Monitoring Technology
Contractor collection vehicles shall be equipped with the latest technology in fleet management. Every truck is installed with 3rd Eye Fleet Management, Mobile-Pak onboard computers, and Tableau Reporting Dashboards.
Below is a listing of the safety technology installed on all vehicles by the line of business. 3rd Eye Fleet Monitoring System
Each truck shall be equipped with seven (7) 3rd Eye cameras that monitor every angle, including blind spots.
Cameras are strategically placed in the front, facing the cabin, driver mirror, passenger mirror, behind the truck, in the alleyway, and the hopper. Contractor shall utilize 3rd Eye to train drivers on accident prevention, collection best practices, and route efficiency. 3rd Eye also allows Contractor to use recorded footage to investigate the cause of accidents.
The system records:
• Safe following distances
• Vehicle speed
• Hard braking and hard cornering
• And other driver behaviors
Mobile-Pak Onboard Computer
Contractor collection vehicles are also equipped with Mobile-Pak, the latest in fleet on board computer technology.
Mobile- Pak is the complete in-cab solution to provide real-time communication between Contractor drivers, customers, dispatch, and customer service. The Mobile-Pak tracking system consists of an onboard GPS tablet and integrated camera to ensure every customer is serviced through the following features:
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Mobile-Pak shall play a crucial role in identifying customers with overloaded or contaminated containers and optimizing routes. The system is integrated with Contractor's customer database - Soft-Pak and reporting software Tableau. The combination of 3rd Eye and Mobile-Pak helps Contractor monitor collection routes. raise safety awareness, and maintain a healthy environment for Contractor drivers, customers, and communities.
Tableau Dashboards
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DocuSign Envelope ID: B4089642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Tableau is a business intelligence tool, consisting of a data dashboard, utilized in the strategic analysis of route data, driver key performance indicators (KPls), and customer relationship management. Contractor has created Tableau Dashboards to monitor specific datasets. Examples of existing reports Contractor shall utilize to manage collections routes include:
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Athens uses Tableau for multiple purposes, ino.luding:
► Measuring performance progress toward business goats
► Performing quantitative analysis
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► Identifying customer inaights
Contractor shall provide the ability to track of collection vehicles throughout the day on Contractor's City website.
The trucks are selectable by material type (Trash, Recycle, and Organics) and give the customer a view of where the truck is and has been throughout the day. This shall allow customers to see if the truck has been in their area already, in case they forgot to put out their container. The data is derived from the GPS pings of the Mobile-Pak tablets onboard the collection vehicles and shall be available for both commercial and residential services.
The City shall have access to multiple Tableau Dashboards via a unique sign-in and password. One dashboard is Contractor vehicle telematics page to give vehicle speed throughout the day for any vehicle dispatched to the City. The City shall have the ability to choose a day, route, and material type to track the speed. The dashboard keeps track of GPS pings throughout the day and the recorded speed.
Examples af the exceptions that are available for th'3 drive~ to report are tlHl followi119 ► Bin not out ► Missing l>in
► Blacked ► 0~eriilled
► Blocked access ► 0veiwe1ghl
► Contamination ► Removal (no return)
► 0ead run ► Stop service
► Empty bin (photo} ► Wrong bin location
► loclled access
The City shall also have a Service Verification Dashboard available to see the scheduled services' status for a given day. As a driver service stops throughout the day, they press start on the Mobile-Pak tablet at each service location. If drivers encounter an exception, they notate the specific exception and, if able, take a photograph of the exception. If the exception prevents drivers from completing the service. they enter "Skip" for the service. If they can provide service, they mark "Complete". The data is available for each service location via the Service Verification Dashboard. Each account is shown along with their service information, service status ("Complete" or "Skip"), if any exceptions took place, and if a photo is available. If photos were taken, they are viewable by clicking on the cell.
The dashboard allows the City to search by account name, service address, or service name. If only partial Contract No. 12672-2021
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DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
information is available, the dashboard shall search for all instances. Alternatively, if a cross street is given, the City can highlight that street corner on the map, and all customers within that highlight shall show on the bottom listing.
Vehicle Maintenance
Contractor's collection vehicl.e maintenance program is focused on preventative maintenance and is supported by Contractor vast local fleet. and shall maintain a 99.9% service reliability rate. Contractor maintenance program includes expedited responses to road repairs, accessible support vehicles, and proactive maintenance management.
Fleet Maintenance Intervals
Maintenance intervals exceed industry standards. Today, Contractor's collection vehicles receive preventative maintenance (PM) based on a 250-hour or 90-day schedule, whichever is sooner. Small-duty vehicles are serviced on a 5,000-mile or 45-day schedule, whichever is earlier. All maintenance performed meets or exceeds manufacturer requirements. Vehicles shall be washed weekly, and chassis shall be pressure washed at least once a month and more often in the rainy season.
In the event of a road issue, the driver notifies the dispatch team of the problem. A maintenance supervisor immediately calls the driver to triage the issue.
• If repairs can be completed on the road, a mobile repair vehicle is dispatched to complete the repairs and get the vehicle back on the route.
• If repairs cannot be completed on the road or repairs shall take longer than one hour, a replacement vehicle is dispatched to the driver.
• Contractor shall dedicate four (4) technicians to maintain the City Collection Fleet, which amounts to one (1) technician for every 12 vehicles. In addition, the Contractor West Region, which consists of the Santa Paula and Sun Valley Facilities, shall give City drivers access to twenty (20) CNG technicians. Contractor also have a fleet of four ( 4) roadside trucks that can quickly respond to a roadside assistance call within sixty (60) minutes.
Contractor has a collection fleet of nearly 1,000 vehicles in the vicinity. As a contingency, these vehicles can provide support to ensure that maintenance or repair issues shall not affect customers.
Fleet Maintenance Software - Dossier System
Contractor uses Dossier Systems software to provide a comprehensive overview of Contractor fleet assets and manage equipment, employees, and resources in real time.
Features include:
• Daily Reminder Dashboard. This automated command center provides real-time fleet tracking information, including updates or alerts on the following:
o Tire management data
o Repair orders
o Preventive maintenance service or inspections
o Licenses, permits, and other administrative items
o Work pending displayed in priority order
• Predictive Scheduling and Maintenance. Dossier's predictive maintenance feature helps Contractor achieve and maintain an average of 90% of vehicle service time being spent on planned preventive maintenance versus repairing unplanned breakdowns.
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DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
• If a vehicle breaks down, Contractor has the resources to ensure that the City customers receive uninterrupted service during vehicle repair.
• Instant Recall. This feature instantly and automatically displays maintenance history when a new repair order is initiated. This information helps identify and reduce rework, identify high-cost units, and support equipment replacement decisions based on cost or utilization. • Inventory Management. This comprehensive system handles recording, tracking, costing, cycle counting, and automatic reordering. This information helps Contractor manage inventory at the proper level to reduce vehicle downtime.
• Fuel Usage, Vehicle Tracking, and Performance Analysis. The dashboard helps Contractor to monitor vehicle costs, consumption, mileage, and efficiency. This information helps us track fuel efficiency by vehicle and driver, and ultimately reduce Contractor environmental footprint. • DOT and OSHA Compliance. Contractor is able to keep Contractor fleet in compliance with all safety and operations regulations. Contractor can automatically schedule driver's license renewals, certificates and physicals, track mechanic certifications, and more.
• Reports. The software can generate more than 150 different types of reports that Contractor can customize regarding any aspect of Contractor fleet.
Containers
Contractor shall collaborate with Rehrig to procure residential containers and Consolidated Fabri.cators to manufacture commercial containers for the City. Rehrig and Consolidated Fabricators are leading industry container manufacturers. Containers shall be ready for delivery 60 days before January 1, 2022. Contractor shall collaborate with a third party to deliver containers most efficiently without disrupting services to customers.
Container C ounts an dDI e iverv Pl an T ab e
Line of Number of Manufacturer Units Delivery Start Date Color Business Containers Trash - Black
Residential 106,025 Rehrig Pacific 34,593 60 days before start Recycling - Blue Green/Organics - Green
Consolidated Trash - Black
Commercial 4,123 Fabricators 1,265 30 days before start Recycling - Blue Green/Organics - Green
Residential Containers
Contractor shall provide residential containers in accordance with SB 1383 specifications. Residential customers shall receive black carts for trash, blue for recycling, and green for organics. The containers shall be hot-stamped on the lid with Contractor company name and telephone number. The acceptable types of waste for each material type shall be hot-stamped on the lid and the types of waste not allowed in the cart. Contractor shall collaborate with Contractor cart supplier, Rehrig Pacific Company, to deliver new carts to the City.
Automated carts shall meet the requirements described in Exhibit 3. All City carts shall be manufactured locally ln Los Angeles, reducing greenhouse gas emissions. For residential customers, Contractor shall use industrystandard carts in sizes of 32, 64, and 96 gallons. Contractor shall maintain a supply of carts and bins on hand to ensure quick responses to customer requests. Contractor shall replace containers to ensure the customer's needs are met immediately and within five days. The damaged containers shall then be taken back to Contractor yard for evaluation and repair.
Drivers can report cart issues via their tablets with detailed notes and pictures, ensuring the driver has detailed Contract No. 12672-2021
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DocuSign Envelope ID: B40B!)642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
information about the container's type and location requiring replacement. Contractor shall wash and sanitize containers at the customer's request. Utilizing Contractor innovative container mobile wash unit, Contractor shall clean and sanitize containers on- site or at Contractor container facilities a few miles away. Only Contractor can wash and sanitize containers in an environmentally friendly manner.
Commercial Containers
Contractor shall collaborate with Consolidated Fabricators to manufacture 4,123 commercial containers.
Containers shall be available for delivery 45 days before January 1, 2022. Contractor shall provide commercial containers in accordance with SB 1383 specifications. Trash commercial containers shall be painted black, recycling bins shall be blue, and organics shall be green. Commercial containers are labeled with Contractor's information and customer service's phone number. Containers shall be labeled with information on acceptable material types.
Commercial Container Specifications:
► Pl&tit, durable lids
► 12 GA inlBrlocking b.1nd Ing
► 14 ~ oonstruction with flanged oorners and horizontal •v• groove ribs front, back, and bottom ► Channels available oo the bottom with four !J.IBSets per channel ► Zinc plated lid rQd with QO-de17ee bend and nylon lock nut ► Ud holders to hold lids open and lid ears to accommodate plastic or stm1l lids ► s• Roller bearing rubber swiv.al ClllltEm1 wi1h grease flttings (450 lb. capacity ea.ch} ► 10 GA C&S\er plates with flange for strength
► Interior coated with automotive uooerseal or rust-inhibiwe alkyd primer Commercial Containers Available
Commercial customers shall have an industry standard of 32, 64, 96 gallons, or 1, 1.5 2, 3, 4 and 6-yard bins deployed depending on the customer's needs.
Bin Size Height Width Length
32-Gallon 38.5" 18.5" 24"
64-Gallon 41" 27" 28"
96-Gallon 45" 33" 29"
1-Cubic-Yard 28" 24" 72"
1.5-Cubic-Yard 34.5'' 29.5" 72"
2-Cubic-Yard 41.5" 34.5" 72"
3-Cubic-:Yard 50.5" 41 .5~ 72"
4-Cubic-Yard 57" 50.5" 72"
6-Cubic-Yard 84" 84" 72"
Suitability of Containers
Commercial customers shall have a range of commercial bin sizes available. In instances where space is a constraint, Cohtractor shall collaborate with the customer and Consolidated Fabricators to develop a custom Contract No. 12672-2021
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DocuSign Envelope ID: B40Bfl642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
solution. Contractor can make custom container sizes in the unique circumstance that standard bins are just not feasible to use.
Container Warranty
Consolidated Fabricators Corporation guarantees products against defects and workmanship for 1 year under normal commercial use.
Container Maintenance
Contractor shall maintain an adequate commercial container inventory at its Peoria Container Facility in Sun Valley, California. Contractor can repair commercial containers on-site or at its facilities, Contractor shall wash and sanitize containers at the customer's request. Utilizing Contractor innovative container mobile wash unit.
Contractor shall clean and sanitize containers on-site or at Contractor container facilities a few miles away. Only Contractor can wash and sanitize containers in an environmentally friendly manner.
Purchase of Containers and Vehicles
Contractor shall purchase all collection vehicles and containers during the life of the franchise agreement using the City's Sustainability Center address.
Facilities
Contractor has identified primary local facilities and secondary facilities within the Contractor infrastructure capable of processing material if any primary facilities are unable. In addition, Contractor intends to use as an alternative disposal facility the Simi Valley Landfill pursuant to that certain Waste Disposal Agreement dated July 27, 1999 between the City and Waste Management of California, Inc. ("Landfill Agreement") permitting the City and its franchise haulers to dispose Solid Waste at the Simi Valley Landfill & Recycling Center located in Simi Valley, California ("Simi Valley Landfill"). Contractor shall collaborate with local processing and disposal facilities to minimize travel time. Contractor shall recover recyclables from the City at Contractor Sun Valley Materials Recovery Facility, and partner with Oxnard MRF as a secondary facility. Calabasas shall be used to process residential green waste and organics and use Calabasas Landfill to dispose of any remaining material. Contractor goal in developing the disposal and processing plan is to maximize diversion while reducing environmental impacts. Contractor guarantees capacity for City Green and Organic Waste collected by Contractor for the term of the agreement using a facility listed below.
Disposal and Processing Plan
Line of ' 1
' Business Yard Material Type Primary Facility I Secondary Facility Solid Waste Calabasas Landfill Toland Road Landfill
Residential Santa Paula Recyclables Sun Valley Materials Oxnard Materials Recovery Recovery Facili~ Facility
Green and Organic Waste Calabasas American Organics
Solid Waste Calabasas Landfill T eland Road Landfill
Commercial Santa Paula Recyclables Sun Valley Materials Oxnard Materials Recovery --- Recovery Facility Facllity
I Green and Organic Waste Crown Recycling American Organics Services -
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DocuSign Envelope ID: B40Bfl642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
I
Solid Waste Calabasas Landfill I Toland Road Landfill
Recyclables Sun Valley Materials ' Oxnard Materials Recovery ' Industrial Los Angeles Recovery Facility Facility
North I Green and Organic Waste
Crown Recycling I American Organics Services
I Construction and Crown Recycling I
Demolition Services I
Disposal Facilities
Simi Valley Doi Norte Amer'ican Blossom Valley Disposal ~aclllties Calabasas Landfill Toland Road Landfill Recycling & sun Valley Crown Recycling Landfill Transfer Station Organics Organics . South owner Los Af\geles County Ventura Regi011al Waste City of O){flard Contractor Contractor Contractor S un Valley Sanitation District Sanitation District Management 5300 Lost Hrlls Road. 3500 Toland Road, 2801 Madera Rd, 11121 9147 De GerTno. 20055 Shay R<>. 6061 North 111 s Del None PeMteton St. W~eeler Ridgo Address Agoura Hills, CA Sanla Paula, CA Simi Valley CA Rd, Oxnard 93030 sun Valley, CA Sim Valley, CA Victorville, CA Road. Lamont 91301 93060 93065 91352 91352 9239d CA 93241 Dis1ance from the 9.3 miles 28.9 miles 11.5 Miles 19,5 mlles 36 mlles 36 miles 117 MIies 107 miles center of the City Materials Trash Trash Tra•h Recycling Recycling Green waste, Green and GrP.en and AcceotetJ lra!ih1 C&D Oraanfcs Waste oroanics waste
Recovery Rates
(not of rasirJual) N/A NIA NIA 90% 90% 89.Ml% 90% NIA
ContaminalJon NIA N/A NIA 10% 10% 10.51~ 10% N/A
MondayMon lo Saturday: Monday- Monday- Sal\Jfday3:00 Mon to Monday - Saturday: Monday - Friday: AM -5:00PM 24 hours per Operating Hour1> 8:00 AM - 5:00 PM 9:00 AM- 2:30 PM 7:00 am to 4:00 Saturday: Saturday: 6:0o Saturdays Salurdey: 71JO day pm S:30 AM - 5:00 PM AM -12:00 AM 7:00AM am to2:30 pm -3:00 PM
Materials NIA NIA NIA Brd Process Std Procell$ 8 1d Process Bid Process NIA Ma•keted Of Sold Contingencies lor landfilled/ Landfilled/ landfilled/
C hanges fn NIA N/A NIA tnClneratlon/ NIA lncinera!lon/ lr,cinerallonl NIA Ma'11et Stora~e Sloraqe Stora_qe
Weighted
Average Sllon for average or all Based on gale
sale of matertals NIA NIA NIA N/A NIA corr,modlUes sold S400FOB ra1es in 2020 Is -S100/lon
Permitted 3,500TPD 1,SOOTPD 3,000TPD 2,779 TPD 1,S00TPD 6,700 Tf'D 700 Tf'D NIA Caoacrtv Ability to serve
Clly' s volumes
over the term of Yoo Yeo Yoo Vo~ Yoo Yc3 Ye> Y<>o
the agreement
Contract No. 12672-2021
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AR000367
DocuSign Envelope ID: B40Bfl642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Contractor Facilities
Facility Name Owner Address Distance from the
Center of the City
Customer Service Vincent Yard Contractor 5355 Vincent Ave., 57 miles Irwindale, CA 91706 Local Customer Thousand Oaks 2251 E. Thousand Oaks
Service Center Sustainability Center Contractor Blvd., Thousand Oaks, 0miles CA 91762
Hauling Yard Contractor Santa Tim Finnigan 121 N. Ojai St., Santa 29 miles Paula Yard Paula, CA 93060 Container Peoria Yard OCT Peoria 11266 Peoria St., Sun 36 miles Maintenance Street LLC Valley, CA 91352 Roll-off Yard Los Angeles North Contractor 12303 Montague St., 34 miles Yard Pacoima, CA 91331 Corporate Office City of Industry Contractor 14048 Valley Blvd., La 58 miles Puente. CA 91746 Recycling Facility Sun Valley MRF Contractor 11121 Pendleton St., 36 miles Sun Valley, CA 91352 Safety
Contractor is committed to providing a safe work environment for employees, customers, and the communities Contractor serve. Before operating company equipment, employees must meet the company requirements associated with drug and alcohol use, household hazardous waste, and requirements related to Contractor's health and safety management procedures.
Drug and Alcohol Policy
Contractor is committed to protecting the safety, health, and well-being of its employees and the public from the adverse effects of drug and alcohol abuse. This commitment extends to vehicle operators who perform safetysensitive functions regulated by Federal Motor Carrier Safety Administration (FMCSA) rules on drug and alcohol abuse on behalf of Contractor.
Contractor's policy is to provide a workplace free of drugs and alcohol. All drivers are encouraged and expected to report to their supervisor any Information regarding the use of controlled substances, alcohol, or any other substance that may affect an individual's safe performance of his or her job responsibilities.
Household Hazardous Waste
Contractor shall Instruct employees regarding the prohibition against handling or transporting particular liquid or solid waste materials while servicing the company's waste disposal routes. Waste materials include motor oil. paints in liquid form, radiator fluid, discarded car batteries, and other liquid and solid hazardous waste materials.
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DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
These materials are sometimes referred to as "hazardous substances" or "toxic waste." Employees shall be made aware to never knowingly take any such waste materials or place them in any dumpsite. Drivers must immediately report containers contaminated with hazardous waste to their superior and record the contamination as a service exception using the Mobile•Pak tablet. Any deviation or failure to abide by these rules and company policies could result in dismissal from work.
Materials Recovery Facility - Hazardous Waste Screening Program Loads delivered to the MRF are screened for hazardous wastes. Drivers and sorters are trained to recognize concealed hazardous materials and how to handle properly. Once identified, local enforcement and regulatory agencies are immediately notified, and Contractor shall store these materials properly, e.g., in the hazardous waste containment shed, specifically designed for the storage of hazardous materials. These materials are handled in accordance with the latest regulations governing the handling of such material.
The employee who discovers the material must complete a Report of Waste Inspection form. A supervisor reviews the substance and form. Supervisory or administrative personnel are responsible for attempting to locate the source. Incidents of unlawful disposal of prohibited items are reported to the Local Enforcement Agency monthly.
Contracts with customers who dispose of hazardous materials may be terminated and reported to officic1ls. An employee who knowingly accepts hazardous waste is issued a written warning followed by other disciplinary action for a repeat offense.
The following agencies are notified at once of any incidents of illegal hazardous materials disposal:
Department Contact Information
Hazardous Materials Emergency - 911 911
Ventura County CUPA Hazardous Materials/Waste Regulations 805-654-2815 California Highway Patrol (213) 744-2331
Material Recovery Facility Hazardous Material Storage
If the sorting and supervisory crews encounter unidentifiable materials In the processing of waste, the substances are isolated in an enclosed container. The container must be fully enclosed, lockable, and placed in a ventilated hazardous waste containment shed, designed to store hazardous materials until supervisory personnel can properly identify it. If the material is determined to be hazardous, or potentially hazardous, it is placed in the containment shed. Suppose the material fa adjudged not to be hazardous. In that case, it is worked back into the waste stream and either recycled, if appropriate, or transported with residual materials to appropriate disposal facilities.
Suppose supervisory personnel cannot identify the material and suspect that it may be hazardous. In that case, supervisory personnel are required to call the appropriate hazardous waste remediation or environmental remediation and hauling companies to request that they respond with a mobile materials identification laboratory.
If the materials are determined at that point to be hazardous, then mec1sures are taken to follow normal protocols for reporting, isolation of materials, and storage pending appropriate removal by a licensed hauler.
Contract No. 12672-2021
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AR000369
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Health and Safety Management Procedures
The written Injury and Illness Prevention Program is intended to reduce the severity of job-related illnesses and injuries at Contractor. Contractor intends to comply with the requirements of California laws and Section 3203 of the General Industry Safety Orders. The Contractor's Injury and Illness Prevention Program is administered and coordinated by Jaime Britt, CSP, MS, Director of Safety.
Reporting injuries, illnesses, and risks is especially important because the program's success depends on such reporting. The Safety Director reviews incentive programs to ensure that they are designed to reward safe work practices, such as active participation in the program, the identification of hazards in the workplace, and the reporting of the early signs and symptoms of illnesses.
Reporting
Contractor utilizes its Soft-Pak customer datapase to monitor and report AB 341 , AB 939, AB 1594, AB 1826, and SB 1383 activity. Utilizing customized tracking codes specific to The City, Contractor shall monitor outreach and education activity and incidents of contamination and overfilled containers. The data collected can be reported to the City staff quarterly through the City's Waste Reporting System.
Outreach and education activity includes:
• Waste Assessments
• Site Visits
• Town Hall meetings
• Virtual Events
• Training
Using Contractor's fully customized recycling coordinator mobile application, Contractor shall quickly and accurately report site visits, waste assessments, and service level adjustments in Contractor Soft-Pak database.
Service Complaints and Disputes
Contractor shall track and report service recipient complaints and dispute resolutions. Each complaint or service inquiry is documented in Soft-Pak as a permanent note. The notes can be accessed to generate monthly, quarterly, or yearly reports. The data collected shall be utilized to report activity back to the City, which shall be electronically, transmitted using the City's Waste Reporting System.
Contamination and Overfill
Contractor shall track contamination and overfill occurrences to provide exceptional services by proactively reporting occurrences, assessing waste streams, and making service recommendations to prevent future occurrences.
Reporting Tonnage
To report tonnage collected, processed, and recycled, and residue disposed of, Contractor shall collect data from the City dedicated routes and the materials collected. These materials are not commingled with the materials from any other jurisdiction. When the City collection route materials arrive at the disposal or processing facility, it is weighed and documented on weight tickets that bear the jurisdiction and are recorded in Contractor scale system database. Using data from the recycling coordinator mobile application, Soft-Pak database, and the scale system, Contractor shall report to the City monthly, quarterly, and annually utilizing the Waste Reporting System as required.
Contract No. 12672-2021
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AR000370
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 13
Collection Service Operations Plan
Christina Duong, Sr. Compliance Manager, shall manage regulatory and Compliance Reporting for the City. In collaboration with Contractor Outreach and Education team, Customer Service, and Operations, the Contractor Team shall work closely to monitor and track AB 341 , AB 939, AB 1594, AB 1826, and SB 1383 activity, report outreach, site visits, contamination, and overflow issues quarterly using the City's designated Waste Reporting System. Christina shall collaborate with City staff to cross-train on City software, including the Waste Reporting System.
Contract No. 12672-2021
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AR000371
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 14
Street Sweeping Operations Plan
Contractor shall procure five (5) Autocar Xpert compressed natural gas (CNG) sweeping vehicles, which will be operated in the City using Renewable Natural Gas (RNG). Contractor shall manage the street sweeping service to ensure the highest quality. Contractor shall measure street sweeper vehicle and driver efficiency to ensure timely and consistent service week over week. Efficiency and reliability rates shall be reported during weekly City and Contractor meetings.
Contractor shall analyze curb miles, factor in driving speed requirements, and develop the most efficient and effective street sweeping operations plan to reduce miles traveled while maintaining excellent service.
Contractor shall provide the City access to real-time street sweeper vehicle location information via a dashboard receiving information from vehicle GPS trackers. Contractor shall provide resident access to live street sweeper vehicle location information via a website link. Contractor's customer service center shall respond to questions and concerns on street sweeping.
Contactor shall provide Street Sweeping Services in accordance with the Exhibit 7.
Contract No. 12672-2021
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AR000372
DocuSign Envelope ID: B40B~642-938E-4750-8426-79473F836B64 Solid Waste Collection Services Agreement Dated: January 1, 2022 Exhibit 15
HHW Home Collection Operations Plan
Contractor shall offer the City Household Hazardous Waste (HHW) Home Collection Program in accordance with Exhibit 8.
The service shall include:
• Curbside pickup;
• One date each quarter scheduled in advance;
• Advance notification of the pickup date;
• Convenient registration online or by phone; and
• Contractor-provided packaging.
Contractor shall deliver this service in partnership with IDR Environmental Services or Veolia Environmental Services (VES). HHW program follows this waste management hierarchy:
• Source Reduction (Reduce, Reuse)
• Recycling (Closed Loop)
• Fuel Blending/Incineration (Reclaim)
• Treatment
• Destructive Incineration
• Landfill
Together, Contractor and IDR or VES shall help the City maintain compliance with regulations mandating household hazardous waste diversion.
Subcontractor Operations Plans
Contractor shall manage the HHW subcontractors as listed in Exhibit 5 to provide this service in accordance with Exhibit 8. Contractor shall manage day-to-day operations within the City and shall meet with subcontractors weekly to review service reliability and satisfaction. Contractor shall ensure that contractors response times, service timelines and outcomes are to the satisfaction of the City and customers.
Contract No. 12672-2021
396
Agenda Related Items - Meeting of March 9, 2021
Supplemental Packet Date: March 9, 2021
THOUSAND OAKS CITY COUNCIL
Supplemental
Information
Packet
Americans with Disabilities Act (ADA):
In compliance with the ADA, if you need special assistance to participate in this meeting or other services in conjunction with this meeting, please contact the City Clerk Department at (805) 449-2151. Assisted listening devices are available at this meeting. Ask City Clerk staff if you desire to use this device. Upon request, the agenda and documents in this agenda packet, can be made available in appropriate alternative formats to persons with a disability. Notification at least 48 hours prior to the meeting or time when services are needed will assist City staff in assuring reasonable arrangements can be made to provide accessibility to the meeting or service.
12:00 p.m.
Supplemental Information:
Any agenda related public documents received and distributed to a majority of the City Council after the Agenda Packet is printed are included in Supplemental Packets. Supplemental Packets are produced as needed, typically a minimum of two—one available on the Thursday preceding the City Council meeting and the second on Tuesday at the meeting. The Supplemental Packet is available for public inspection on the City’s website at toaks.org/agendas or by contacting the City Clerk Dept at (805) 449-2151 during normal business hours [main location pursuant to the Brown Act, G.C. 54957.5(2)].
AR000373
397
THE FOLLOWING 59 PAGES ARE
RELATED TO ITEM 9.A.
2 WRITTEN STATEMENTS ARE RELATED TO
ITEM 6 - PUBLIC COMMENTS
AR000374
398
TO: City Council
FROM: Claudia Bill-de la Peña, Mayor
DATE: March 9, 2021
SUBJECT: Ex Parte Communication, Agenda Item 9A – Solid Waste Franchise Agreement Award-RECOMMENDATION: Approve
Exclusive Solid Waste Franchise Agreement (Agreement)
with Arakelian Enterprises, Inc. dba Athens Services
(Athens), City of Industry, CA, for residential and commercial solid waste, recyclable materials, and organic waste collection services for a 15- year term from January 1, 2022 through December 31, 2036
In compliance with Thousand Oaks Municipal Code Section 1-10.08, the purpose of this memo is to convey that I was contacted as shown below regarding the subject agenda item:
On March 8, 2021, I met with Athens Services executives Gary Clifford and Cesar Torres for a brief introduction.
CMO:470-90\H:\COMMON\Ex Parte Communication\2021/03 09 21 Ex Parte Memo Bill -de la Peña Agenda Item 9A 1 AR000375
City of
Thous
City Council
MEMORANDUM
2100 Thousand Oaks Boulevard • Thousand Oaks, CA 91362
Phone 805/ 449.2121 • Fax 805/449.2125 • www.toaks.org
399
TO: Mayor & City Council
FROM: Bob Engler, Mayor Pro Tem
DATE: March 9, 2021
SUBJECT: Ex Parte Communication, Agenda Item 9A – Solid Waste Franchise Agreement Award-RECOMMENDATION: Approve
Exclusive Solid Waste Franchise Agreement (Agreement)
with Arakelian Enterprises, Inc. dba Athens Services
(Athens), City of Industry, CA, for residential and commercial solid waste, recyclable materials, and organic waste collection services for a 15- year term from January 1, 2022 through December 31, 2036
In compliance with Thousand Oaks Municipal Code Section 1-10.08, the purpose of this memo is to convey that I was contacted as shown below regarding the subject agenda item:
On March 8, 2021, I met with Athens Services executives Gary Clifford and Cesar Torres for a brief introduction.
CMO:470-90\H:\COMMON\Ex Parte Communication\2021/03 09 21 Ex Parte Memo Engler Agenda Item 9A 2 AR000376
City of
Thous
City Council
MEMORANDUM
2100 Thousand Oaks Boulevard • Thousand Oaks, CA 91362
Phone 805/ 449.2121 • Fax 805/449.2125 • www.toaks.org
400
TO: Mayor & City Council
FROM: Al Adam, Councilmember
DATE: March 9, 2021
SUBJECT: Ex Parte Communication, Agenda Item 9A – Solid Waste Franchise Agreement Award-RECOMMENDATION: Approve
Exclusive Solid Waste Franchise Agreement (Agreement)
with Arakelian Enterprises, Inc. dba Athens Services
(Athens), City of Industry, CA, for residential and commercial solid waste, recyclable materials, and organic waste collection services for a 15- year term from January 1, 2022 through December 31, 2036
In compliance with Thousand Oaks Municipal Code Section 1-10.08, the purpose of this memo is to convey that I was contacted as shown below regarding the subject agenda item:
On March 8, 2021, I met with Athens Services executives Gary Clifford and Cesar Torres for a brief introduction.
CMO:470-90\H:\COMMON\Ex Parte Communication\2021/03 09 21 Ex Parte Memo Adam Agenda Item 9A 3 AR000377
City of
Thous
City Council
MEMORANDUM
2100 Thousand Oaks Boulevard • Thousand Oaks, CA 91362
Phone 805/ 449.2121 • Fax 805/449.2125 • www.toaks.org
401
TO: Mayor & City Council
FROM: Ed Jones, Councilmember
DATE: March 9, 2021
SUBJECT: Ex Parte Communication, Agenda Item 9A – Solid Waste Franchise Agreement Award-RECOMMENDATION: Approve
Exclusive Solid Waste Franchise Agreement (Agreement)
with Arakelian Enterprises, Inc. dba Athens Services
(Athens), City of Industry, CA, for residential and commercial solid waste, recyclable materials, and organic waste collection services for a 15- year term from January 1, 2022 through December 31, 2036
In compliance with Thousand Oaks Municipal Code Section 1-10.08, the purpose of this memo is to convey that I was contacted as shown below regarding the subject agenda item:
On March 9, 2021, I met with Athens Services executive Gary Clifford and Cesar Torres for a brief introduction.
CMO:470-90\H:\COMMON\Ex Parte Communication\2021/03 09 21 Ex Parte Memo Jones Agenda Item 9A 4 AR000378
City of
Thous
City Council
MEMORANDUM
2100 Thousand Oaks Boulevard • Thousand Oaks, CA 91362
Phone 805/ 449.2121 • Fax 805/449.2125 • www.toaks.org
402
TO: Mayor & City Council
FROM: Kevin McNamee, Councilmember
DATE: March 9, 2021
SUBJECT: Ex Parte Communication, Agenda Item 9A – Solid Waste Franchise Agreement Award-RECOMMENDATION: Approve
Exclusive Solid Waste Franchise Agreement (Agreement)
with Arakelian Enterprises, Inc. dba Athens Services
(Athens), City of Industry, CA, for residential and commercial solid waste, recyclable materials, and organic waste collection services for a 15- year term from January 1, 2022 through December 31, 2036
In compliance with Thousand Oaks Municipal Code Section 1-10.08, the purpose of this memo is to convey that I was contacted as shown below regarding the subject agenda item:
On March 8, 2021, I met with Athens Services executives Gary Clifford and Cesar Torres for a brief introduction.
CMO:470-90\H:\COMMON\Ex Parte Communication\2021/03 09 21 Ex Parte Memo McNamee Agenda Item 9A 5 AR000379
City of
Thous
City Council
MEMORANDUM
2100 Thousand Oaks Boulevard • Thousand Oaks, CA 91362
Phone 805/ 449.2121 • Fax 805/449.2125 • www.toaks.org
403
6 AR000380
- ./A, I Athens Services Your Zero Waste Parlner
March 9, 2021
Mayor Claudia Bill- de la Pena
Mayor Pro Tern Bob Engler
Councilmember Al Adam
Councilmember Ed Jones
Councilmember Kevin McNamee
Mr. Andrew P. Powers, City Manager
City of Thousand Oaks
2100 Thousand Oaks Blvd,
Thousand Oaks, CA 91362
Dear Mayor Bill-de la Pena, Mayor Pro Tern Engler, Councilmembers, and Mr. Powers:
I want to thank you for your vision and foresight in initiating the RFP process for Thousand Oaks' waste collection services. I am proud that Athens Services has earned the distinction of being recommended as your new waste and recycling partner after an extensive review and vetting process.
You leveled the playing field with specific criteria to meet current and future regulations, evaluated the proposers and ranked each respondent. Athens Services' proposal rose to the top for its substance, competitiveness and value. Athens carefully and thoughtfully prepared our proposal to be accurate, complete, and responsive to the requirements of the RFP. We stand behind our proposal, as well as all the terms and conditions in the agreement.
"How can Athens offer such great service at such low rates?" our competitors ask in their letters to the City. For one, Athens uses competitive market forces to procure landfill services. For example, Chiquita Canyon is a private landfill owned by a public company that is very profitable (like Waste Management). Chiquita Canyon's negotiated rate with Athens is under $30 per ton. In the absence of competition, pricing tends to be higher among companies both owning local landfills and controlling nearby franchises. For example, Waste Management owns and controls the Simi Valley Landfill to which Thousand Oaks waste goes, and charges almost twice as much compared to Chiquita Canyon's rate. By comparison, in areas like Orange County, where Waste Management competes, but does not own the landfill, we note that Waste Management appears to only charge approximately $20 per home ($17.74 per month per home in unincorporated Orange County and recently proposed $25.50 for Santa Ana).
Not too long ago, a consortium of Ventura County cities voiced concern over cost controls in cases where a collection company owns the landfill. Waste Management has enjoyed control in Thousand Oaks for many years and the difference in rates, compared to both Athens Services and in other cities, speaks volumes.
It is clear that this diligent RFP process and the selection of Athens Services represents an upset of your current haulers and their vendors who are simply looking to protect the status quo, and not the interest of the City or ratepayers. As a result, you have received letters from these two incumbent haulers (Waste Management and Harrison) and their vendor (Agromin). It appears the current haulers want more time to harass and lobby the City Council members with more misinformation to confuse, and renegotiate their existing contract. They already had the chance to negotiate a reasonable contract 14048 Valley Blvd., City of Industry, CA 91746
(888) 336-6100 AthensServices.com
404
7 AR000381
TO Response to Letters 3-9-2021_f
with the City. They raised their rates, claiming market forces. You astutely opted to check the market through the RFP process, resulting in a fair, competitive and independent selection of the best service and value.
In responding to allegations within the letters from Waste Management, Harrison and Agromin, please note the following:
• Athens Services spent months auditing and preparing our proposal that is being attacked at the last minute by the disappointed haulers through the introduction of false statements and misleading data. Again, our proposal is accurate, complete, responsive, and we stand behind our proposal, as well as all the terms and conditions in the agreement. • A 30-day continuance will not change the outcome of the RFP process and will degenerate the integrity of a fair and reasonable process that will result in a positive impact on your city and Ventura County.
• Our proposed rates are fair and equitable for the services requested in the RFP. Our competition is citing communities we serve that have different programs, processes and waste characterizations. They are attempting to compare apples-to-oranges in a blatant attempt to confuse and mislead the City. For example, they cite one of our valet backyard service cities where we hand carry the barrels to a small truck, then transfer the materials to a larger truck, and process the entire waste stream at our Material Recovery Facility. This is not a comparable to Thousand Oaks. The best example of competitive rates is using a city in your own county, Santa Paula. The comparative three-barrel rate is $21.79. We use the county facilities and our own green stream. The waste goes to Toland Road, the recycling goes to Del Norte, and the green waste goes to Athens' Crown facility and is composted at Blossom Valley Organics. We can offer competitive rates and best value, because we use public facilities that have a lower rates than the private WM Simi Valley Landfill and the Agromin facility. It is a good example of using your internal PUBLIC network, not PRIVATE ones. In addition, the following cities are good examples of three-barrel single stream programs that have residential rates similar to the Thousand Oaks rate of $24.36.
City Residential Rate
Norwalk
Redondo Beach
West Hollywood
Whittier
$18.90
$18.64
$17.63
$24.62
• Athens' proposed rates are at market. I would argue that your current pricing from WM and Harrison is not market driven or competitive, but the result of a long-term strategy to maintain an inflated price in your region. Our rates are competitive and again I would argue that the current rate structure is more "irrational and irresponsible" than our market driven competitive rates. • Your RFP structure was fair and equitable. All proposers had the same opportunity to give a competitive rate. While the current infrastructure vendors may have been reluctant to give Athens a competitive rate before or during the RFP, if Athens is awarded the contract, those very vendors will want to negotiate with Athens. Athens will negotiate with any qualified vendors in Ventura County for process services, but we will also bring our extensive infrastructure to 405
8 AR000382
TO Response to Letters 3-9-2021_f
benefit Thousand Oaks and the county with enhanced recycling services, for which they are now underserved in our opinion.
• There is no CEQA or environmental issue. This RFP process and waste hauling franchise agreement is exempt from CEQA review. Please see the separate correspondence from our legal counsel, Manatt, dated March 9, 2021 (attached).
• The allegations that the city staff violated municipal code by recommending a hauler are unfounded and flatly contradict the established RFP process and contract procedure relied on by those same accusers in many jurisdictions. The City's municipal code expressly grants staff the authority to conduct and analyze compliance with the RFP requirements to determine value of the total scope of services, and perform follow-up interviews of the most qualified vendors. That is precisely what happen here. The staff report records staffs findings and conclusions after analyzing proposals and interviewing bidders to recommend the best hauler, which in this case is Athens.
• There are no issues relating to inflationary or legislative rate increases. The agreement contains language protecting Thousand Oaks. Your City Manager and Staff have drafted a contract that is the most comprehensive in the county. Your contract has a rate escalator in it and the staff report has indicated that even after the term, your rates will be lower than they are currently. • Our Athens Hauling Yards are best in class. Your staff had an opportunity to tour our infrastructure and speak with our employees and concur. We have yards in Sun Valley and Santa Paula and we are seeking out other local properties that will support service efficiencies. • Athens uses clean technology, renewable natural gas (RNG) vehicles and filling stations at our yards, with RNG contracts with BP and Trillium.
• Our programs are second to none and our employees experienced. Our references and customer service are ranked highest in the industry. Athens Services has a proven record of accomplishment for successful transitions, long-standing service contracts and customer relations. Our service implementation model is a step by step effective transition process that has made us transition experts in the industry.
• Most important are the people and jobs. Athens has committed that anyone currently employed in the Thousand Oaks solid waste franchise will have a home with Athens, be it a driver, helper, or operator at a facility. Athens pays our employees well, offering competitive rates of pay and benefits. It is our intent, as indicated in our proposal, to add jobs, add sales tax revenue, and add (for the first time) an actual Sustainability and Customer Care Center in Thousand Oaks. I guarantee you that if you award this contract to Athens, we will negotiate with Agromin, and if they give us a competitive rate, we will send them more organic product than they currently receive. There is no merit or truth to their claim that awarding Athens this contract will cost jobs in Ventura County. Athens is adding to your infrastructure, bringing great service, people, and programs to your community. You asked for it, your staff vetted it and made a recommendation, and now your decision will have a positive impact on the entire competitive landscape in Ventura County.
You had the vision for a new and competitive franchise agreement, and the process worked. You have created the very best position for your ratepayers. If chosen, Athens will work with the current Ventura County resources, create a new infrastructure in Ventura County, expanding job opportunities 406
9 AR000383
TO Response to Letters 3-9-2021_f
and environmental resources. I urge you to move forward with the staff recommendation and not let the non-selected haulers disrupt such an outstanding process. ~ ySW
Gary M Clifford
Executive Vice President
Athens Services
407
10 AR000384
manatt
March 9, 2021
VIA E-MAIL
City Council of the City of Thousand Oaks
Thousand Oaks City Hall
2100 E. Thousand Oaks Boulevard
Thousand Oaks, CA 91362
Victor De la Cruz
Manatt, Phelps & Phillips, LLP
Direct Dlal: (310) 312-4305
[email protected]
Client-Motter. 48655-036
Re: Agenda Item# 9A: Solid Waste Franchise Agreement Award Dear Mayor Bill-de Ia Pefia and Honorable Councilmembers:
This law firm represents Athens Services in connection with Item #9A on the City of Thousand Oaks ("City") City Council agenda for March 9, 2021. Harrison Industries ("Harrison"), Waste Management, and Agromin (together, ''Athens' Competitors") have, predictably, submitted letters opposing City staff's recommendation to approve the Exclusive Solid Waste Franchise Agreement ("Franchise Agreement") with Athens Services. This is not the first time that some of these competitors have opposed contract awards to Athens, so our client knows from experience that there is not/ting Athens could have bid that Athens' Competitors would find acceptable. Had Athens' price been higher, these competitors would, of course, be writing to state that the City must - by law - go with the low-cost bid. In the present instance - in a competitive process that is meant to elicit the best price and services for the Cityit's curious to see them urge the City to reject the low-price bid on the ground that the price is too low and out of concern that Athens would be in "survival mode" and its "viability and health" would be in jeopardy. While Athens appreciates its competitors' concerns, it should go without saying that their arguments do not pass the straight face test, and they are hardly in a position to objectively assess Athens' business decisions.
As set forth below, Athens' Competitors' claims have no merit. With respect to Waste Management's allegation that City staff has usurped the City Council's role by making a recommendation on the award, Waste Management would upend established contracting procedures throughout the entire country - essentially arguing against the process by which Waste Manage111e11t is selected in every other jurisdiction it does business in. Of course City staff does the analysis of the proposals and negotiates the contracts which then go to the City Council for approval. The idea that the City Council cannot rely on its staff to evaluate extremely detailed and lengthy proposals for contracting decisions, cannot rely on staff to make recommendations, and must negotiate contracts on the fly at the City Council hearing, is nothing short of preposterous. Likewise, the argument that the RFP erred in limiting options to a single 2049 Century Park East, Suite 1700, Los Angeles, California 90067 Telephone: 310.312.4000 Fax: 310.312.4224 Albany I Boston I Chicago I Los Angeles I New York I Orange County I Palo Alto I Sacramento I San Francisco I Washington, D.C. 408
11 AR000385
manatt
City Council of the City of Thousand Oaks
March 9, 2021
Page2
hauler scenario is equally desperate. Waste Management did not complain about this RFP provision when it thought it (and not Athens) might be selected to be that single waste hauler.
Athens' Competitors' know very well that having one hauler creates multiple routing efficiencies, in the process reducing the number of trucks and vehicle miles traveled, which in tum lead to cost savings for the City.
Having addressed the reduction of trucks and vehicle miles traveled that will occur through consolidation, we also respond to the baseless allegation that the City is required to conduct environmental review prior to approval of the Franchise Agreement. Athens' Competitors make numerous allegations about the facilities that Athens presumably would use, the alleged extra miles that would be traveled by Athens trucks, etc. And because, as with Athens' price, no good deed goes unpunished, they even find fault with Athens' commitment to use renewable natural gas (RNG) trucks.
But all the allegations about what Athens may or may not do once the contract is awarded in an attempt to devise a CEQA argument out of whole cloth are completely spurious. The fact that Waste Management calls the issues "Pote11tial CEQA Issues" (emphasis added) should serve as a telltale sign that Waste Management itself does not want to lock itself into a position that CEQA review is required here; if Waste Management did that, it would contradict wellestablished law and practice on Waste Managements' own contracts throughout the state.
As explained below, the Franchise Agreement qualifies for multiple CEQA exemptions, meaning an inquiry into the broad and generalized allegations raised in the letters from Athens' Competitors is not required. Further, even if it were, CEQA does not mandate analysis of wholly speculative impacts. (State CEQA Guidelines,§ 15064(d)(3).) Allegations that Athens trucks will travel more miles than Athens' Competitors are speculative for several reasons. First, in every past transition where Athens has replaced two or more franchises with a single franchise, Athens has been able to create economies of scale and reduce the overall number of trucks on the road simply through the increased efficiency of having a single company replace two or more companies to accomplish the same work. Also unstated in the various claims from Athens' Competitors are that these competitors often use each other's facilities when it makes sense to do so after agreement on business terms. At this point in time it is not possible to know exactly what facilities will be used. Waste Management has used Athens facilities in Southern California to meet its needs just as Athens has used Waste Management's facilities. For Athens' Competitors to pretend this will not occur here is disingenuous. Third, Athens will be undertaking a detailed route review and audit between approval of the Franchise Agreement and the service start date, during which time a detailed analysis of the most efficient routes and haul end points will be completed. Such a study cannot be completed prior to approval of the Franchise Agreement because the study requires outreach and coordination with Athens' Competitors' current customers. Given these facts, any attempt at a detailed comparison of miles traveled would be wholly speculative, and not required by CEQA. 409
12 AR000386
manatt
City Council of the City of Thousand Oaks
March 9, 2021
Page3
Be that as it may, the California Environmental Quality Act ("CEQA") (Pub. Resources Code, § 21000 et seq.) and the State CEQA Guidelines (Cal. Code Regs., titl. 14, § 15000 et seq.) are clear that when an activity qualifies for one of several exemptions, no environmental review is required. Here, the City's approval of the Franchise Agreement qualifies for at least six separate exemptio11s, any one of which, on its own, would preclude the need for environmental review.
First, approval of the Franchise Agreement is exempt from environmental review under:
(1) State CEQA Guidelines, section 15378(b)(2), as a continuing administrative activity; (2) State CEQA Guidelines, section 15378(b)(4), as a government fiscal activity; and (3) State CEQA Guidelines, section 15378(b)(5), as an organizational or administrative activity. Under any of these three regulatory provisions, approval of the Franchise Agreement does not constitute a "project" for purposes ofCEQA, and does not require environmental review.
Second, approval of the Franchise Agreement is exempt from environmental review under State CEQA Guidelines, section I 5301. This categorical exemption applies to ongoing operations, including changes in ongoing operations, where there is no expansion of use. Today, residential and commercial waste hauling services are provided by Athens' Competitors. After execution of the Franchise Agreement, residential and commercial waste hauling services will continue on as they do today, only they will be provided by Athens. There is no expansion of use at issue here- approval of the Franchise Agreement does not expand the number of residential or commercial accounts in the City. Once a project qualifies for a categorical exemption, it is presumed to have no significant impact on the environment, and further environmental review justifying this presumption is not required. (Berkeley Hillside Preservation v. City of Berkeley (2015) 60 Cal.4th 1086, 1104-1105.) Additional environmental review would defeat the whole point of the exemption.
Third, approval of the Franchise Agreement is exempt under State CEQA Guidelines, section 15308. This categorical exemption applies to actions by regulatory agencies for protection of the environment. The Franchise Agreement implements the state's complex statutory scheme for waste reduction and diversion, including, inter alia, AB 341 (Mandatory Commercial Recycling), AB 827 (Recycling Containers), AB 1826 (Mandatory Organics Recycling), and SB 1383 (Short-Lived Climate Pollutants Reduction Strategy). The Franchise Agreement commits Athens to meeting and exceeding all City and State legislative requirements, which are regulatory actions to protect the environment. Thus, approval of the Franchise Agreement is exempt from environmental review.
Finally, approval of the Franchise Agreement is exempt under State CEQA Guidelines, section 1506l(b)(3), which exempts activities with no possibility of resulting in a significant effect on the environment. For all the reasons discussed herein, approval of the Franchise Agreement will not result in environmental impacts- waste hauling services will continue as they are today, only by Athens instead of Athens' Competitors. 410
13 AR000387
manatt
City Council of the City of Thousand Oaks
March 9, 2021
Page4
Thank you for the opportunity to provide the City with additional information relevant to the claims in the letters submitted by Athens' Competitors, and please do not hesitate to let Athens Services know if you have any questions prior to or during tonight's City Council hearing relating to the Franchise Agreement.
Very truly yours,
~~
Victor De la Cruz
Manatt, Phelps & Phillips, LLP
VSD
cc: Tracy Noonan, City Attorney, City of Thousand Oaks
Andrew P. Powers, City Manager, City of Thousand Oaks
411
14 AR000388
.J/!r,, 1 Athens Services
March 8, 2021
Mayor Claudia Bill- de la Pena
Mayor Pro Tern Bob Engler
Councilmember Al Adam
Councilmember Ed Jones
Councilmember Kevin McNamee
Mr. Andrew P. Powers, City Manager
City of Thousand Oaks
2100 Thousand Oaks Blvd,
Thousand Oaks, CA 91362
Dear Mayor Bill-de la Pena, Mayor Pro Tern Engler, Councilmembers, and Mr. Powers:
Your Zero Waste Partner
I wanted to take this opportunity to congratulate you and the entire city's staff on conducting a very professional and thoughtful RFP process. We applaud the way Thousand Oaks has approached changing regulations and new programs by first going to your existing haulers and asking for their. input, programs and pricing and then only after negotiations failed did you seek outside proposals. It shows thought and foresight to procure cutting edge services at favorable rates and you were able to do so by offering contract terms and economies of scale that allowed interested companies to realize reasonable returns while providing first class programs.
That is exactly where Athens Services comes in. We are a growing entrepreneurial company that seeks out these exact types of opportunities. We responded with a proposal that was best of class in all areas and accompanied it with competitive pricing. We appreciate the exhaustive review your staff put our proposal through and the level of detail in which they vetted our programs, operations plans, infrastructure, pricing and most impo11antly our service experience. They ensured "we are who we say we are" and verified independently with numerous cities we service that our word and our service are second to none.
I can assure you that my family and I take the responsibility of servicing your community in a first class manner personally and that we will not only meet the requirements herein but will exceed your expectations. We can all understand that not everyone will applaud your decision; companies that have served this community for many years will not be happy to lose their profits. They will not enjoy 14048 Valley Blvd., City of Industry, CA 91716
(888) 336-6100
412
15 AR000389
#, I Athens Services _ _ Your Zero Waste Partner
seeing another company flourish and being charitable; while charging substantially less then they enjoy in surrounding cities. Ventura county is a unique place and has seen many changes over time, what we bring is a fresh perspective with some healthy competition that will enhance Thousand Oaks and the surrounding communities at large.
Athens Services is small enough to care and offer great customer service with a family touch, but large enough to have the resources and financial stability to provide top-notch programs and infrastructure at reasonable prices. This allows us to be reverent to the past, but cognizant of where we need to go in the future.
On behalf of my family and our almost 2,000 employees we firmly stand behind our proposal and thank you for your consideration. We would very much look forward to continuing a 64-year tradition of engraining ourselves in the communities we serve and bringing the Athens Way to Thousand Oaks. If I can ever be of assistance, please feel free to contract me or any member of our outstanding team by dialing 626-336-3636. I can also be reached via email at rarakeli an [email protected].
Sincerely yours,
Ron Arakelian, III
Executive Director and Owner, Athens Services
14048 Valley Blvd., City of Industry, CA 91716
(888) 336-6100 AthensServices.corn
413
From: "Dan Harrison" <[email protected]>
Subject: Solid Waste Franchise Agreement Award
Date: March 5, 2021 at 5:01:57 PM PST
To: <[email protected]>, <[email protected]>, <[email protected]>, <[email protected]>, <[email protected]>, <[email protected]>, "'Rod Cordova'" <[email protected]>
Good Afternoon,
Attached is our company’s response to the staff report concerning the Solid Waste Franchise Agreement Award.
Thanks
Daniel Harrison
Contract Compliance Manager
E.J. Harrison and Sons, Inc
Cell Phone# 805-207-0755
Business Phone# 805-647-1414 ext 4321
Email: [email protected]
16 AR000390
414
1 | P a g e
March 5, 2021
Mayor Claudia Bill-de la Pena
City of Thousand Oaks
2100 Thousand Oaks Blvd.
Thousand Oaks, CA 91362
Delivered via electronic mail
CC: Mayor Pro Tem Bob Engler, Councilmembers Al Adam, Ed Jones, Kevin McNamee, City Manager Andrew Powers
Dear Mayor,
Harrison Industries (Harrison) has been a committed partner to the City of Thousand Oaks for decades and looks forward to being a transparent community member. It is our integrity and focus on service that guided our response to the City of Thousand Oaks Solid Waste Collection Request for Proposals (RFP), where we will work diligently alongside our communities for the mutual success of our contract agreements. Harrison has reviewed the staff report and analysis of the Athens Disposal RFP response and has significant concerns regarding their claims and commitments to serve the City of Thousand Oaks.
It is our request that the City engages the other finalists to ensure a thorough review of all proposals and an accurate comparison of all bids, which has yet to be completed in a transparent manner.
Please note our significant concerns regarding their operational gaps and inconsistencies with both industry standards and local resources to complete the Athens bid as described.
1. The Cost of Service is Significantly Below Market and Operational Standards a. As evidenced from the staff report Athens has proposed a rate that is significantly lower than the other two bidders, who both have a firm understanding of the local needs of the communities and what are the necessary requirements of the upcoming regulations. The City of Thousand Oaks has requested a very high standard of service, to include new vehicles, containers, outreach and education programs, compliance with the upcoming SB 1383 regulations and a long term, transparent contract. Athens has not provided a cost of service that represent operational efficiencies; it represents operational gaps.
b. Operational costs within our industry are relatively standard across new infrastructure investments.
Has the City provided a sufficient audit and review of this cost to ensure reasonable wages of the proposed employees? These service rates do not fully account for the actual costs of operations to include: reasonable wages, tip fees, truck costs, new container costs, fuel and overhead costs.
Without ensuring these service fees represent actual costs of service, the City absorbs the risk of accepting sub-standard service or facing significant cost increases in years to come. c. Please see Table 2. below for an example of average of comparable rates of Athens to other regional Cities. On average Athens delivers residential services to these four Cities for $36.46 per month, almost 50% more expensive than the comparable rate to Thousand Oaks, to meet comparable compliance requirements. Athen’s desire to win this contract has pushed their proposed rates below what are sustainable operating costs by their own contracts. 17 AR000391
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d. The City should be aware that the failure of the hauler to perform SB 1383 compliance will not prevent CalRecycle from assessing fines ($10,000 per day) against the jurisdictions for noncompliance.
Harrison’s policy consultant has further tracked various franchise agreements for Cities across the State. Using an average across 12 Cities from 2019-2021 rates have increased approximately 49% across all service areas in order to bring franchise contracts into compliance. If Statewide averages have demonstrated substantial increases across all service ratesto meet State Law, it should cause the City serious concern that Athens is claiming to meet these same standards with a rate that is well below their own comparable services.
2. Athens has a well-documented trend of pricing contracts below operational rates, only to significantly increase costs during the early terms of their contracts to recoup losses. a. In the City of Beverly Hills, Athens requested a 65% “extraordinary rate increase” on October 22, 2019, after being awarded a contract in March 2017. Although the industry as a whole was responding to the impact of China National Sword, this rate increase within the short timeline is a concerning example regarding the ability for Athens increasing costs after contract award. In addition, residential costs raised from $34.49 to $54.95 per month, a 60% increase. In fact, the resulting increases would make the new Athens 2025 rate almost identical to the Harrison 2025 rate currently proposed to Thousand Oaks, a clear signaling of actual costs of services for compliance.
Table 1. Beverly Hills Commercial Rates
b. Athens secured a franchise agreement with the City of Norwalk on May 8th, 2018, and requested an 8% increase October 2020, outside of the stipulated contractual increases, related to CPI and fuel costs. Reasons cited were related to changes in tonnage, national sword and closures/changes to local burn facilities.
c. As a comparison to these instances Harrison has received one, singular, 5% increase in our Ventura County service contracts we have held for decades related to China National Sword, outside of the standard CPI increases.
d. Below is a Table 2 documenting existing Athens franchised rates of service and the cost increase that has been imposed on their communities in the last 10-years. As shown over a 10-year period rate increases in their franchise areas exceed the standard CPI increases compared to the industry averages.
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Below are the Proposed Rate Adjustments for commercial customers. The first increase will take effect on July l, 2021 with increases annually for the following four years through July l, 2025, as shown on the table below.
COMMERCIAL CUSTOMER MONTHLY BILL IMPACTS
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Table 2. Comparable Residential Rates
e. The City should choose an operator that has transparent service costs that will meet the long-term agreements and terms of the contract including the customer support the City of Thousand Oak’s residents deserve. The current Athens service costs are well below actual operational costs to conduct these services. Athens has a demonstrated history of requesting significant cost increases beyond the defined contractual CPI increases. While the RFP produced by the City of Thousand Oaks clearly states how annual rate increases are to be calculated, that was also the case in these other instances, and Athens somehow still managed to inflate their rates in City after City.
3. The Athens Operations Yard is Based Upon an Inadequate Site that Unfairly Impacts Disadvantaged Residents
a. The primary operations location where all commercial and residential trucks will be dispatched is a small, less than 1-acre yard with building in downtown Santa Paula. Not only is this location grossly inadequate to locate the necessary 35-42 trucks detailed in their collection operation, but Harrison staff have interviewed City staff in the planning department who stated this is NOT an allowed use and that is not within the City’s current Planning Directives for the community. Public record further demonstrates this facility is not owned by Tim Finnigan, as clearly stated in the Contractor Facilities Table. The City of Thousand Oaks and their consultant has not completed the necessary due diligence to confirm the collection operation is feasible as currently written. b. Athens has not detailed any required zone change, conditional use permitting and/or construction activities necessary to make this site usable in the City’s required transition timeline. The location as existing would require significant changes, to meet the stated operational goals and would also cause significant disruption to the disadvantaged residents who live locally next to the facility. c. The City currently has two competitive bids that utilize existing local infrastructure that is permitted and ready to dispatch trucks that will not result in such significant impacts to local communities.
4. Athens Has Committed to the Use of RNG Without Concrete Fueling Infrastructure a. Throughout their bid Athens has referenced using renewable natural gas (RNG) in their collection trucks, but does not provide any level of information as to the infrastructure required to provide that RNG. There are two public fast fill stations within the County; Harrison has communicated with both and confirmed that neither has the capacity to fuel the volume required by Athens’ vehicles 1https://www.in2013dollars.com/Garbage-and-trash-collection/priceinflation#:~:text=According%20to%20the%20U.S.%20Bureau,rate%20of%204.40%25%20per%20year.
City 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 % increase
ALL Inflation Rates as cited from Prices for Garbage and Trash Collection, 1983-2021 1 29.75%
Temple
City
$27.74 $29.37 $29.75 $31.39 $33.73 $32.10 $33.51 $34.51 $35.91 $36.95 33.20% West
Covina
$26.35 $26.83 $27.30 $27.77 $27.77 $27.77 $29.72 $30.61 $33.47 $36.12 37.08% San
Gabriel
$28.60 $29.39 $27.72 $31.53 $33.05 $33.78 $34.37 $35.19 $36.44 $39.75 38.99% Monrovia $18.79 $21.13 $21.32 $21.65 $22.76 $23.80 $28.79 $30.33 $31.53 $33.03 75.78% 19 AR000393
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on a daily basis as written in this RFP.
b. The City has not verified Athens will be able to meet the environmental benefits detailed within this bid and has inappropriately scored their environmental benefits by not ensuring Athens will meet their environmental claims.
5. Traffic Impacts are a Significant Burden for the Community a. The Athens proposal depends on non-local disposal facilities and requires additional hours of driving per truck per day. The additional miles will easily reach 275,000 extra miles driven per year, or 2.75 million miles over 10 years, whose costs to roads and environment impacts have not been accurately assessed in this review. This is inefficient, utilizing routes that drive through trafficimpacted areas, and will result in longer route times and less efficient service for the community. b. Container and maintenance yards are also a significant distance from City Center – in Sun Valley – which would result in longer response times for customers needing repairs, new bins and replacements, as compared to the competitor bids, and adding significant vehicle miles travelled over the life for the contract to what is stated above. c. These additional miles both to disposal sites and company yards represent additional traffic, road and community impacts, increases in local air quality impacts, and greenhouse gas emissions associated with tailpipe emissions of the collection truck. d. The Athens proposal does not support local infrastructure and jobs, which is misaligned with Ventura County Community Goals, and the significant early investment that has been made with partners’ organizations and the jurisdictions within Ventura County.
6. Bulky Item Collection Program is not Operationally Consistent with Contract a. The City has promoted programs to reduce waste including the prohibition of collecting large items using a compaction vehicle. Athens is clearly using compaction vehicles to collect large items, another demonstration of Athens proposal not meeting the specific requirements of the City in this RFP.
We request that the City Council consider these concerns seriously, considering the importance of securing a long-term collection contract with a trusted and transparent collection company. The Council should not move forward in an exclusive negotiation with Athens, and instead choose to negotiate with the other finalists to secure a transparent, long term and sustainable contract for the City of Thousand Oaks.
Please call me with any further questions at (805) 647-1414 or at [email protected].
Sincerely,
E.J. Harrison & Sons, Inc.
Ralph Harrison,
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21 AR000395
E. J. Harrison & Sons, Inc.
~) ~ "Service is Everything"
March 8, 2021
City OfThousand Oaks
2100 E. Thousand Oaks Blvd.
Thousand Oaks, Ca. 91362
SINCE 1932
P.O. Box 4009 • Ventura, CA 93007
1 -800-41 TRASH
My name is Myron Harrison and I am the Vice-President of EJ Harrison & Sons in charge of finance and also supervise our office staff located at our recycling center in Ventura, Gold Coast Recycling & Transfer Station on Colt Street.
My role in the City of Thousand Oaks RFP process was to have my office review the economics of the proposal and discuss with our Board of Directors to approve and submit our response to the City. I have not talked to any of the City staff members but, was very surprised by the way our company was informed that we would only be contacted again if the negotiations with the chosen hauler were to fail. Meaning we had no chance to ask any questions of why we lost Newbury Park which we have served with great service and no virtually complaints for nearly 50 years.
Our office receives numerous compliments for our great service and efficient and caring drivers. The City staff has always had total access to our complaint logs which show very few complaints, this is what makes us very proud and grateful for our great employees. Our employees perform at the highest-level service and take their jobs to heart. I am including an email from one of our customers in Newbury Park that points this out very clearly.
As the Vice-President of Finance our accounting has always been transparent and open to the City for audits every two years.
This is a process that we have practice for all of years we have served Newbury Park with trash service. We are celebrating our 90th anniversary in business in 2022-the same year you have decided terminate our service; depending on the Thousand Oaks City Council. Our rates are fair and honest and represent our commitment to a Sustainable Ventura County by developing all our infrastructure in Ventura County hiring all local employee and supporting all other local vendors to reduce our impacts on the environment and the planet.
This RFP process has really puzzled me and my brothers Jim Harrison, (who runs operations) and Ralph Harrison, (who is the President of our company and also is in charge of all of our equipment and truck purchase and maintenance), we run the largest maintenance yard in Ventura County to support all the communities we service in Ventura County with local employees and vendors. Choosing a Los Angeles based company will have a big impact to local jobs, vendors and the environment.
A "Loss Leader" price does not guarantee good service-a proven track record of good service (50 years in Newbury Park) at a "Best Value" price is a commitment to stewardship of the environment, employees and the communities we serve. Our company has been awarded annual Climate Action Leadership status (which audits your carbon emissions and proves we are investing in minimizing our impacts to the environment) since 2006.
We have earned your support with 50 years of great service and a price that reflects "Best Value" and Sustainable Ventura County and that does not support Los Angeles County or San Bernardino County. Our local sustainability is at stake ...
Sincerely,
Myron Harrison, Vice President of EJ Harrison & Sons, Inc. (DBA Newbury Disposal) 419
March 5, 2021
Via E-mail and U.S. Mail
Mr. Andrew P. Powers
City Manager
City of Thousand Oaks
2100 Thousand Oaks Boulevard
Thousand Oaks, CA 91362
Re: Request For Minimum 30-Day Continuance on Consideration of Exclusive Solid Waste Franchise Agreement Award to Athens, Item 9 on Agenda for March 9, 2021 Thousand Oaks City Council Regular Meeting – Teleconference/Video Conference Dear Mr. Powers:
I begin this letter by thanking the City of Thousand Oaks (City) for including G.I. Industries dba Waste Management (WM) in the recent Request for Proposals for Residential and Commercial Solid Waste, Recyclable Material, and Organic Waste Collection Services (RFP) process. As you know, WM has provided solid waste and recycling services to City residents and business for more than 50 years. In that time, we have become much more than mere service providers. We are proud to be an integral part of the community with relationships that extend far beyond the simple business transactions of collection services.
WM’s proposal in response to the City’s RFP is fully responsive and meets all requirements at rational, reasonable rates. Our proposal includes a meaningful reduction in residential rates from what Thousand Oaks residents are paying now. In addition, it includes a pricing structure to incentivize commercial and multifamily customers to implement the sustainable practice of reducing service frequency. By reducing service frequency, commercial and multifamily customers will see a two-level benefit of a reduction in onsite truck traffic and a savings on their monthly bill. Unfortunately, we feel that the Evaluation Committee did not fully appreciate or understand the benefits of our proposal and the value of retaining WM as the City’s service provider.
We recognize the enormous effort the Evaluation Committee undertook to review the proposals they received. Moreover, we acknowledge the credentials and experience of the Evaluation Committee members. It is not unprecedented, however, for even seasoned professionals and experts to make the wrong call in some situations. We believe the conclusion of the Evaluation Committee to recommend award of this very important and impactful contract to Arakelian Enterprises, Inc., dba Athens Services, City of
WASTE MANAGEMENT
9081 Tujunga Avenue
Sun Valley, California 91352
(800) 926-9693 Customer Service
(818) 252-3252 Customer Service
(818) 252-3247 Fax
22 AR000396
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Industry (Athens) is the wrong call. (See Public Works Department Staff Report for March 9, 2021City Council Special Meeting (Staff Report).
Therefore, we ask that the City postpone the award of the Collection Services Agreement for a minimum of thirty (30) days to allow for open and transparent discussion about the individual features of the proposals that will be better understood with additional input. This will result in a fully informed decision by the City for a crucial contract that is not only substantial in scope but also critical to the City’s compliance with the imminent regulatory requirements under SB 1383.
In the paragraphs below, I present reasons to support our request for postponing the decision and the establishment of a more open, inclusive discussion. A single letter cannot possibly cover all that should be examined, so I limit the categories discussed herein to the following and hope that they suffice to convince the City to postpone its final decision:
• Rates in the recommended proposal
• RFP structure and process
• Sustainability and environmental impacts
1. Rates in the recommended proposal
The rates proposed by the recommended service provider are irrational and irresponsible.
New solid waste regulations, especially SB 1383, have added new layers of diversion and processing that were not required previously. SB 1383 [Short-lived Climate Pollutants (SLCP): Organic Waste Reductions] requires, by 2025, a 75% reduction in the landfill disposal of organic waste from the 2014 baseline in order to achieve the greenhouse gas emissions reductions required by SB 1383. The new requirements necessarily lead to an increase in the cost of providing service. Moreover, the new Thousand Oaks contract establishes additional requirements that go beyond the requirements of SB 1383. Add the substantial capital investment in vehicles and containers required by the contract to the additional regulatory and contractual service requirements and the cost burden for the subject contract is greatly increased over the current cost burden.
It is not entirely unexpected, however, that an RFP process that would lead to a long-term contract might yield some initial reduction in rates even with the costly service and capital requirements. In fact, both incumbents offer reasonable reductions in the residential rates. I point out here that the residential rate attributed to WM in the staff report is overstated.
The commercial customer segment is most impacted by the requirements of SB 1383 and the added requirements of the new Thousand Oaks contract. Understandably, both incumbents proposed reasonable, explainable increases in the commercial rates. WM’s proposal included ways, however, for commercial customers to manage their rates downward. This is not mentioned in the staff report and was not explored during the evaluation process.
The rate reductions in the Athens proposal, however, cannot be explained or justified from any point of view that is based in common sense or business sense.
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More compelling than the fact that the incumbents provided reasonable, rational rates are the rates that Athens charges in the other cities it services, cities where they have been asking for rate increases to cover the costs of new regulations. See the table below:
ATHENS SERVICED CITY RESIDENTIAL BASE RATE
SOUTH PASADENA $43.28
SIERRA MADRE $40.74
SAN GABRIEL $39.75
TEMPLE CITY $40.92
COVINA $33.93
WEST COVINA $36.12
MONROVIA $33.03
The rates Athens has proposed for Thousand Oaks are inexplicable in the context of their other rates. It leads one to ask why Athens would propose such unrealistic rates. Without a process whereby proposers are made to explain and justify their rates, the answer to that important question might never be known.
Of course, there might be some who feel that if Athens is willing to lose money servicing the City, it is their business. In our decades of experience servicing the City, we have never known it to have no concern about the viability and health of the firms doing business there. After all, does the City really want its only contractor that has a direct impact on the lives of every constituent to be in “survival mode” everyday? It would be a shocking departure from tradition and practice if the City were to adopt such an attitude now with such a large, lengthy contract that affects every resident and every business.
We ask the City to postpone the final decision for its next service provider until a thorough, expanded examination of the proposed rates can be completed.
2. RFP Structure and Process
(a) RFP Structure
From the start, the RFP structure unnecessarily limited the scope of options to a single hauler scenario that the City’s consultant clearly preferred.
Consequently, options that would have minimized the impacts of transition on the customers throughout the City, including one that could have included one or both incumbents were eliminated from all consideration with no more than a superficial discussion. It was especially puzzling to us given the fact that the City’s own periodic Attitude Surveys consistently rank the performance of its two solid waste service providers at or near the top quality. This unnecessary limitation set up a tone-deaf RFP structure that failed to seek and incorporate stakeholder preferences or to consider the potential future impacts of transition from the current system on the most important stakeholders – the residential and business customers.
As a result, the Evaluation Committee has selected a proposal that guarantees the residents and businesses of the City will have to endure the most extreme impacts of transition as they will be forced to live through an unfamiliar service provider’s learning curve during its uncertain attempt to get to know the City while 24 AR000398
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concurrently implementing the sweeping changes of SB 1383 and the City’s additional contract requirements.
Naturally, consultants prefer to limit the scope of what will be considered in RFPs. Generally, the reason they give for failing to seek input from residents and businesses is that they are seeking to “preserve the integrity of the process.” Here, they went further by precluding any meaningful input by residents and businesses by effectively selecting the winning proposer ahead of the public hearing.
Such an approach is inherently flawed. How, one wonders, could a city impose a situation on its constituents without thorough consideration of the impacts their decision will have on them, and without providing them with the opportunity to weigh-in on the decision? The impact on constituents should be front and center not placed off to the side and out of the way. For example, even projects that affect only a small segment of the population such as a sidewalk or street improvement incorporate the consideration of their effect on the residents and businesses. Usually, there are notices of the city’s intent to the potentially affected home and business owners before a contractor is selected. Input is sought. Moreover, notices are direct and clear. In some situations, cities are even willing to make improvements on private properties that will be most directly affected. In Thousand Oaks, I can think of an example on Erbes Rd. just north of Hillcrest Dr.
It is counterintuitive to think that a truly successful procurement that will affect every resident and business in a fundamental way for 15 years could ignore those very residents and businesses. Yet, that is what happened in the present case.
(b) RFP Process
The process undertaken by the Evaluation Committee in reaching its selection has resulted in the announcement of a de facto award in conflict with the City’s own procurement ordinance.
First, the release of the Staff Report announcing the Evaluation Committee’s selection of the winning hauler rather than a proper evaluation of all proposals for the City’s decision-making a mere one week before the Council hearing on the item makes it impossible for anyone to complete a thorough review of the various proposals and Evaluation Committee’s conclusions. What’s more, the information provided in the Staff Report is limited to the Athens proposal almost exclusively. It provides no details about the other proposals, further frustrating any attempt for anyone to obtain a full understanding of the comparative pros and cons of the proposals. Other than price, which is addressed above, it offers no differentiating information. In fact, almost every “benefit” of the Athens proposal described in the Staff Report is also an element of the WM proposal. As a result, the Evaluation Committee’s “recommendation” and the Staff Report are a de facto selection that seeks to eliminate any further discussion about the comparative merits of the other proposals.
Another consequence of such a short time between Staff Report release and Council meeting is that the City Council is effectively “boxed-in” by the selection. The City staff has already provided quotes to local media in support of the selection of Athens. When one adds such public comments to the limited and biased information presented in the Staff Report, it becomes clear that even if a Council member has concerns, “the die has been cast.”
Additionally, the communication “black out” provision in the RFP unreasonably prohibits direct communication with the City Council until after the “award” versus until the Staff’s evaluation is 25 AR000399
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completed. As a result, proposers are unable to raise the many important concerns that should properly be explored and examined by the Council. Here, the Council has only the Staff Report to rely upon which lacks any fair, or even accurate, comparison of the proposals for the Council’s decision-making. This provision is utterly unfair to the Council and to their constituents.
Moreover, this results in a de facto award in direct conflict with the City’s own procurement ordinance.
The staff solicited formal RFPs pursuant to Section 3-10.401 of the Thousand Oaks Municipal Code (Code) and Government Code Section 4526. Sections 3-10.401(d)(5) and 3-10.401(d)(6) establishes the scope of staff’s authority and the Council’s authority, respectively, for contracts exceeding $75,000:
(5) All proposals shall be analyzed by the department for compliance with RFP requirements, value of the total scope of services. Follow-up interviews of the most qualified of those submitting a proposal should be held. (6) Award. Professional, Management, General, and Special Services contracts of an amount exceeding Seventy-five Thousand and no/100th ($75,000.00) Dollars shall be awarded by City Council.
Here, Staff usurped Council’s role and far exceeded the limited role dictated by the Code by issuing a Staff Report that (1) identifies the winner; (2) analyzes the winner’s proposal – almost exclusively and to the exclusion of the other proposals; and (3) attaches the already-negotiated contract with the winner. What decision or award is there left for Council to exercise? The City Code commands the award of this size of a contract to be made by elected officials and not pursuant to a process that lacks transparency, constituent input, fairness or accuracy. The hearing should be continued for a minimum of thirty (30) days so that Council may truly exercise its authority after due consideration of all three final proposals.
3. Potential CEQA issues
Lastly, if the City were to choose a new service provider, that decision would require prior environmental review under the California Environmental Quality Act. If, however, the City decided to continue allowing existing providers to service the city, such a decision could be found to be categorically exempt because it would result in a continuation of the existing baseline activities. (See CEQA Guidelines, § 15301 [Existing Facilities].) This is because the approval of a franchise agreement is a “discretionary approval of a project” - depending on the scope and context of the franchise agreement. This is particularly true when, as here, waste is proposed to be hauled to different locations for processing and disposal, or where new infrastructure is required by a franchisee to service a franchise agreement. (See Pub. Resources Code, §§ 21080, subd. (a), 21100, subd. (a), 21151, subd. (a); Guidelines, § 15352.) The Guidelines define “approval” as: “[T]he decision by a public agency which commits the agency to a definite course of action in regard to a project intended to be carried out by any person . . . Legislative action in regard to a project often constitutes approval.” (Guidelines, § 15352, subd. (a).) For private projects, “approval occurs upon the earliest commitment to issue or the issuance by the public agency of a discretionary contract, grant, subsidy, loan, or other form of financial assistance, lease, permit, license, certificate, or other entitlement for use of the project.” (Guidelines, § 15352, subd. (b).) An agency must complete the CEQA process before the agency approves the project so that the analysis informs the agency’s 26 AR000400
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decision; otherwise, the analysis may serve as nothing more than a post-hoc rationalization for a decision that the agency has already made. (Guidelines, § 15004, subd. (a); Save Tara v. City of West Hollywood (2008) 45 Cal.4th 116, 128–130.)
In the Thousand Oaks RFP, for example, the City states that it will approve the sites for disposal and processing (p. 19) and requires the use of alternative fuel trucks. The proposed agreement therefore is discretionary in nature and could result in new potentially significant adverse impacts to the environment that must be considered prior to approval of the franchise agreement.
4. Conclusion
In closing, we ask that you share this letter with the City Council prior to the March 9, 2021 Council Meeting. Additionally, we ask you and the City Council to delay action on Item 9. A. Solid Waste Franchise Agreement Award for a minimum of thirty (30) days to allow for the examination of the points we make in this letter and to allow for a more thorough vetting of the three proposals that would include a meaningful opportunity for public input in a measure that is appropriate for a contract that will affect every single person in Thousand Oaks.
Thank you for your consideration.
Sincerely,
G.I. Industries
By:
Larry Metter, President
Cc: Clifford G. Finley, Public Works Director (via e-mail) Tracy M. Noonan, City Attorney (via e-mail)
27 AR000401
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From: Suzanne Sommer <[email protected]>
Subject: Thousand Oaks Trash Hauling Contract
Date: September 18, 2020 at 4:48:44 PM PDT
To: <[email protected]>
Dear Mayor Pro Tem Claudia Bill‐de la Pena,
I am glad to hear that Thousand Oaks City Council Members voted 5‐0 to have our city's trash hauling contract sent to open bid. I and my neighbors are very concerned that a fair bidding process is necessary for quality service and cost control. Competitive bidding process is imperative.
This is evident as we look at the Waste Management Trash services in Los Angeles. Waste Management raised the rates of commercial businesses and private homes. Charging additional fees for services they normally provided. I recently drove through the San Fernando Valley and was appalled at the trash laying in the once beautiful streets. Shopping carts filled with debris, cans scattered outside trash bins, furniture, paper, litter all over. Businesses are charged higher fees and receive poorer service from a company that once provided quality pick up. Higher rates, lower service! Such awards should be limited to a 4‐5 year contract with renewal options based on performance. I urge you and Council members to vote accordingly.
Additionally, I recently read that Council approved paying $200,000 for city staff to work with a consultant to write a request for a proposal. Can this be true? Doesn't the City of Thousand Oaks have attorneys on staff to assist with this?
I moved to Thousand Oaks 10 years ago to enjoy this beautiful city and the quality of life it provides.
Thank you for your attention to this very important matter.
Sincerely,
Suzanne Sommer
91 Greenmeadow Drive
Thousand Oaks. CA 91320
818‐314‐6801
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From: ken kaplan <[email protected]>
Subject: Waste Management Contract renewal
Date: December 31, 2020 at 9:01:17 AM PST
To: [email protected], [email protected], [email protected], [email protected], [email protected]
My name is Ken Kaplan. I live at 1813 Miller Ranch Drive in North Ranch. We have lived in our new home now approximately 40 weeks. My best guess is Waste Management has failed to pick up our trash in 30 to 35 of those weeks. Our regular pickup day is Monday. On Tuesday, fairly regularly I call them to reschedule those pickups. Usually by Wednesday it is picked up. The customer service people are nice and try to be helpful, other than yesterday when I called several times during the day and no one answered the phone. the customer service people also promise to discuss this with their dispatch people. more than likely a lie.
I understand the trash pick up contracts for City of Thousand Oaks are presently up for renewal. I urge you to pick any other company than Waste Management.
Ken Kaplan
805 494 4510
PS. I’d send a copy of this email to Waste Management but their bill doesn’t provide an email address. 29 AR000403
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From: Jacques Ortiz <[email protected]>
Subject: City of Thousand Oaks‐Change of Solid Waste Companies‐We Support The Iniative Date: March 5, 2021 at 10:12:29 AM PST
To: "'[email protected]'" <[email protected]> Dear Mayor Bill de la Pena,
We own and operate the Newbury Business Park in Newbury Park located at 3521‐3547 Old Conejo Road. It is an industrial park with over 90 commercial tenants. We support the recommendation to approve the Exclusive Solid Waste Agreement with Athens.
Recently we made a change in solid waste companies with another industrial park we own and operate in the City of Westlake Village. Waste Management was our solid waste company for decades. Over time however we started getting charged penalties that ended up costing us an extra month of service each year at approximately $7,000. Our new provider doesn’t charge any extra fees or penalties.
Thank you for all of the good work that is happening in our city and my hometown.
Best,
Mr. Jacques M. Ortiz
30 AR000404
fi Ja.~q ues M. Ortiz., CPM a first Pointe Management Gro .. , FlRS't Pornu, Regional Property Supervisor
23603 Park Sorrento, STE 102
Calab asas, CA 91302-1549
(818) 222-7411 Work
(818), 222-7417
[email protected]
428
From: [email protected] <[email protected]>
Sent: Monday, March 8, 2021 12:33 PM
To: City Manager's Office <[email protected]>
Cc: Cliff Finley <[email protected]>
Subject: Service recommendation for Harrison Rubbish, Gold Coast Recycling & Agromin Services CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
Dear Mr. Powers and Mr. Finley
I am writing to you to regarding the services we have received (for over 46 years) as a customer of Harrison Rubbish, Gold Coast Recycling and Agromin.
Of all the utility bills we pay theirs is the best value of all: great service in trash, recycling, yard waste, and even extra holiday services and free large items pickup during the year.
The scheduling of pickup services (for trash cans to large scale dumpsters) , phone support for any questions you may have, courteous and safe drivers and support of our community through their sponsorships is First Class.
We have family who live in Thousand Oaks and want them to have the same quality of services as we enjoy here in Ventura.
I know that you purchase 100% renewable electrical power for your Municipal buildings, etc.
After reviewing your Sustainability Plan and reading about the extensive efforts your city has made to make a positive impact on our climate (including that 80% of street sweeping debris be recycled!) it seems obvious to me that hiring a company that would truck trash over 100 miles would be a step backwards for your community as it would contribute to CO 2 emissions and hinder California’s goal of being carbon neutral by 2045.
Sincerely,
Peggy Henderson Buehler
10725 Galvin Street
Ventura , CA 93004
805‐218‐8522
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Dear City Council Members:
I read with interest the recent front page Acorn article regarding a possible change in trash haulers for the City of Thousand Oaks. However, by the end of the article, I decided to delve more into the subject as the article left me feeling very unsettled.
I did some investigating on the internet and found that Los Angeles‐based Athens Services has extremely low customer ratings, both residential and commercial, which raised a huge red flag to me. Please look these ratings up and you will see them for yourself. They also only have a one and a half Star Rating which says a lot. I don’t know how the five member committee missed this. In also doing this simple research via the internet, I also learned that the Waste Management Corporation is one of the top ten companies in their field in the World.
We have been Thousand Oaks residents for over forty years and have never had a bad experience with Waste Management services. We have been extremely happy with all the options they have offered, including their local office just off Madera Road which is open to the public. Their drivers are friendly and wave and honk their horns to young children who are waving to them. One of your drivers even noticed our friend’s three year old son waving to him each week while wearing a face mask……months before Covid entered the world. The reason for the face mask on a three year old? He was fighting leukemia. The driver knew something was amiss and ended up bringing little Matthew a new Waste Management hat on a future trash pick‐up day.
We are told to “buy locally,” so why would we not use local, reliable Ventura County businesses to continue using versus an out‐of‐area company with absolutely no local infrastructure. Athens trucks are stored forty miles away in Sun Valley! The landfill they use is in Calabasas! The Thousand Oaks City Manager is quoted as saying going with Athens would be a “victory” for ratepayers. I beg to differ as the adage “you get what you pay for” usually ends up being “if it sounds too good to be true, it probably is.” I did the math and the rates proposed by Athens would save me $2.28 per week. I would much rather pay that $2.28 per week and get good reliable service than go with an outside company without a local track record.
Please vote to keep our trash/recycling services local.
Thank you,
Mrs. Caroline Cleaver
32 AR000406
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From: Tressa Golden <[email protected]>
Date: Mon, Mar 8, 2021 at 20:30
Subject: Athens Services
To: <[email protected]>
As residents of the City of Ventura, we have been disappointed in the high rates and lack of competition for trash services in our area. It was refreshing to read that some new blood has entered the Ventura County scene and given residents hope that their elected leaders will keep costs down and create a more competitive environment.
After doing a little research on Athens Services, we learned that they are Southern California’s largest waste hauler and have extremely high customer service ratings. Not only that, but they invest in the communities they serve in so many ways.
We will be watching with a few others tomorrow night in hopes that you will make what seems like the obvious choice.
Thanks for your time,
Frank and Tressa Mills
Ventura
33 AR000407
431
From: Paul Heron <[email protected]>
Subject: Athens Services
Date: March 8, 2021 at 6:54:24 PM PST
To: [email protected], [email protected], [email protected], [email protected], [email protected]
Dear Council Members:
We have been following the waste disposal issue(s) that Thousand Oaks has been considering. We recently read the Thousand Oaks Acorn article that city staff is recommending Athens Services as the city’s trash service provider. We could not agree more. They appear to be a quality-run company offering efficient services at a very reasonable fiscal expenditure for Thousand Oaks citizens while maximizing the stewardship of our city's economic interests.
As taxpayers/rate-payers, we are always eager for our elected representatives to optimize our rates and keep fees as low as possible. When the opportunity arises to realize the added benefit of new technologies and environmentally friendly services from a provider with longevity in the business, it’s a win/win for the city, the council, and the electorate.
We strongly urge the Thousand Oaks City Council to take advantage of this quality opportunity to protect ratepayers and bring much-needed competition to service providers.
Your vote has a critical impact on residents in Thousand Oaks and beyond.
Thank you,
Paul and Debby Heron
Ventura County residents
34 AR000408
432
From: Debbie Guthrie <[email protected]>
Subject: Trash Hauling Contract
Date: March 8, 2021 at 6:39:51 PM PST
To: [email protected]
On Tuesday night, your council has the opportunity to do right by Thousand Oaks residents and set a healthy precedent for all residents of Ventura County. Lower rates, improved services and healthy competition is good in any environment but it is especially important during this pandemic when people are suffering financially and any savings can be a tremendous benefit.
Athens Services is a reputable company offering great services and the best rates around. City staff was right to recommend their proposal be approved by the council. Many of us are watching and hoping you all do the right thing.
Debbie Guthrie
Thousand Oaks resident
35 AR000409
433
From: Bill Camarillo <[email protected]>
Subject: Response Letter to Agenda 9A ‐ Solid Waste Franchise Agreement Award Date: March 8, 2021 at 4:59:51 PM PST
To: "[email protected]" <[email protected]> Cc: "[email protected]" <[email protected]>, "Al Adams ([email protected])" <[email protected]>, "[email protected]" <[email protected]>, "[email protected]" <[email protected]>, "[email protected]" <[email protected]>
Dear Mayor,
My name is Bill Camarillo, I am the CEO of Agromin your current organics waste composter. Agromin has been the City’s organic waste solutions provider since the inception of the City’s implementation of the curbside yard waste programs.
I would like to address my concerns related to the current staff recommendation and why it doesn’t support the Council’s own Compliance and Environmental Goals. The staff is directing you to support a “low-cost” price that does not represent the “best value” price as directed by the City’s continued support and communications for the development of green infrastructure in Ventura County so not to ship our waste out of the County. The goals of the City were to participate in a Sustainable Ventura County with the rest of the Cities of Ventura County.
The City has decided to leave Sustainable Ventura County behind and the environmental goals of the City with this recommendation.
The City’s Goal reads:
“Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.”
Over the last decade, Agromin has invested a tremendous amount of resources to develop composting infrastructure in THIS County to support the greenhouse gas reduction mandates of the State, to ensure compliance for all Cities in Ventura County and to help them combat climate change all while promoting a Sustainable Green Ventura County.
This proposed recommendation does not support essential green infrastructure in Ventura County. The City has decided that “low cost” price was more important than the environment by recommending a solution that removes all of the City’s Waste, Recyclables and Organics out of the County of Ventura.
The consequences of this recommendation have many economic and environmental impacts - they are:
1. A Loss of Green Jobs in our County
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2. A Loss of Green Innovation in our County
3. A Loss of Green Infrastructure in our County
4. A Loss of Revenue to local businesses in the County
5. Increased GHG emissions and air pollution
6. Increased traffic impacts
7. Increased impacts to disadvantaged communities in Ventura County, Los Angeles County and San Bernardino County
My recommendation to the City Council is to postpone this decision and instead vote to negotiate with the top three qualified proposers to maintain a Sustainable Ventura County so that you can compare prices to keep your waste in Ventura County and reduce impacts to the environment.
If the council does decide to instead proceed with the current recommendation, I would offer that you consider a shorter contract to ensure this service meets the community of Thousand Oaks’ compliance and customer service needs.
Respectfully,
Bill Camarillo, CEO
201 Kinetic Drive, Oxnard, CA 93030
805.485.9200 phone 805.207.5650 cell
[email protected] www.agromin.com
This message (and any associated files) is intended for the use of the individual or entity to which it is addressed and may contain information that is confidential, subject to copyright or constitutes a trade secret. If you are not the intended recipient you are hereby notified that any dissemination, copying or distribution of this message, or files associated with this message, is strictly prohibited. If you have received this message in error, please notify us immediately by replying to the message and deleting it from your computer. Messages sent to and from Agromin may be monitored.
Internet communications cannot be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. Therefore, we do not accept responsibility for any errors or omissions that are present in this message, or any attachment, that have arisen as a result of e-mail transmission. If verification is required, please request a hard-copy version. Any views or opinions presented are solely those of the author and do not necessarily represent those of Agromin 37 AR000411
- AGROMIN
435
38 AR000412
E. J. Harrison & Sons Inc. """"·''
March 05, 2021
City Of Thousand Oaks
2100 E. Thousand Oaks Blvd.
Thousand Oaks, Ca. 91362
P.O. Box 4009 • Ventura, CA 93007
1-800-41 TRASH
Re: Athens Disposal Agenda item on the Thousand Oaks city Council Meeting of March 09, 2021.
Dear Thousand Oaks Council Members,
My name is Araceli Revelez and I am the Office Manager for E.J. Harrison & Sons and I over see, the billing, customer complaints and the customer compliments.
We keep records of all of these things and they are always available to your staff.
Our books are open, as is our complaint log and also we keep track of all of are customers who praise of our great service, that our staff and drivers provide. We also respond and thank those that praise us and call on every complaint to reach a solution to their problem.
I am sending you a copy of Athens residential bill and it clearly shows that they are collecting fines and finance charges on their bills-SOMETHING WE HA VE NEVER DONE. We help our customers with financial problems and work with them on payment.
I am proud to work for the Harrison Family for over 25 years because they treat their employees like family with some of our staff and drivers working for over 40 years for the company. Our employee loyalty is unmatched.
With all due respect I think that your staff did not do an adequate job researching the company history of our competitors and respectfully ask that at least you complete a due diligence before signing a long term contract, which they don't have from the City of Santa Paula. A delay on the decision I know would be appreciated by our customers who highly praise and appreciate our good service, Sincerely,
Araceli Revelez
Office Manager
436
39 AR000413
Customer Service
From:
Sent:
To:
Subject:
Customer Service < [email protected] >
Monday, March 08, 2021 12:01 PM
'[email protected]'; 'Nan Drake'
FW: Letter o Graditude 123 Bluefield Ave., Thousand Oaks From: [email protected] [mailto:[email protected]] Sent: Monday, March 08, 202111:45 AM
To: [email protected]
Subject: Letter o Graditude
I wanted to thank you on behalf of my neighbor Mr.Jacobson.
We requested that his trash collection be different from his address. Mr. Jacobson is elderly and physically disabled. We requested that his collection pick up be changed to the side of his house which is on another street. (Mr. Jacobson lives on a comer.). The prior pick up location was about 250 ft from where he stores his bins. The new location is 1 Oft. Araceli was more than accommodating to help this happen for Mr.
Jacobson. One act of kindness from a company that cared made a world of difference to a sweet elderly man. Thank you for the excellent customer service!
Any time I have called, anyone that I have spoken with on the phone has been extremely helpful, professional, and accommodating. I have been a customer since I moved here in 2004 and would be extremely unhappy if they were unable to serve me.
Sincerely,
Pamela Martinez
Sent from Yahoo Mail for iPhone
437
From: Cheryl Heitmann <[email protected]>
Subject: Agenda item 9a
Date: March 8, 2021 at 5:31:59 PM PST
To: [email protected]
Cc: [email protected], [email protected], [email protected], [email protected] Dear Mayor Bill‐de la Pena,
It has come to my attention that you are in the process of deciding on a contract for a solid waste agreement for Thousand Oaks. As a former city council member in Ventura, I know how difficult these decisions can be and how important they are for the community. During my years on the Council, I became very familiar with E.J. Harrison Industries. I had the chance to tour all their facilities and learn about their vision for the future. And,of course, their zero emission vehicles and their attention to the environment were an added bonus. But what impressed me the most was that I never received a complaint from a constituent regarding their trash pick‐up. Residents were very pleased with their programs for disposal of electronic waste as well as large item pick‐ups including mattresses.
As a resident I was also appreciative of their courteous drivers who would go out of their way to do a little extra like getting out of their trucks to pick up trash from overflowing cans and repositioning cans so they could be emptied. They were very aware of children watching and on a couple of occasions, stopped to show my grandson how the arm worked. He would always run out to the street when he heard them coming.
And as you are probably aware, they have been more than generous in this city as well as others in supporting many important non‐profits from the boys and girls clubs to the hospital to the arts and many more.
These contracts are important and cost is one thing to consider but the quality of the service is, I think, the most important and I am hoping you will consider EJ Harrison for this contract. Thank you for your attention.
Sincerely
Cheryl Heitmann
CC: Mayor Pro Tem Bob Engler
Councilmember Al Adam
Councilmember Ed Jones
Councilmember Kevin McNamee
40 AR000414
438
From: <[email protected]>
Subject: Service recommendation for Harrison Rubbish, Gold Coast Recycling & Agromin Services
Date: March 9, 2021 at 9:32:28 AM PST
To: <[email protected]>
Cc: <[email protected]>, <[email protected].>, <[email protected]>, <[email protected]>, <[email protected]>, <[email protected]>
Dear Members of the Thousand Oaks City Council,
I am writing to you to regarding the services we have received (for over 46 years) as a customer of Harrison Rubbish, Gold Coast Recycling and Agromin.
Of all the utility bills we pay theirs is the best value of all: great service in trash, recycling, yard waste, and even extra holiday services and free large items pickup during the year.
The scheduling of pickup services (for trash cans to large scale dumpsters) , phone support for any questions you may have, courteous and safe drivers and support of our community through their sponsorships is First Class.
We have family who live in Thousand Oaks and want them to have the same quality of services as we enjoy here in Ventura.
I know that you purchase 100% renewable electrical power for your Municipal buildings, etc.
After reviewing your Sustainability Plan and reading about the extensive efforts your city has made to make a positive impact on our climate (including that 80% of street sweeping debris be recycled!) it seems obvious to me that hiring a company that would truck trash over 100 miles would be a step backwards for your community as it would contribute to CO 2 emissions and hinder California’s goal of being carbon neutral by 2045.
Sincerely,
Peggy Henderson Buehler
10725 Galvin Street
Ventura , CA 93004
805‐218‐8522
41 AR000415
439
From: Araceli Revelez <[email protected]>
Sent: Tuesday, March 9, 2021 10:55 AM
To: City Manager's Office <[email protected]>
Subject: SCAN__20210308_182604.pdf
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
Hello City Manager Andrew Powers,please read this letter and take into consideration my experience with Athens Disposal. Than you for your time.
42 AR000416
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43 AR000417
March 8, 2021
Sylvia Fonseca
1221 Gatewood Ln
Santa Paula, CA 93060
City of Thousand Oaks Council members,
I have been a resident of Santa Paula for 52years and have Athens for residential service. I also have many friends & family living in Santa Paula and we all agree that our residential service is really lacking in its responsiveness to service needs. Phone calls are not answered, request for barrel exchanges and missed barrel pick up are not done in a timely manner and this a common occurrence in the city.
Sometimes barrels are not dumped on the scheduled pick up day, they show up the next day, with the exception to a holiday schedule. Athens charges for past due balances 1.5% or a $5.00 minimum interest charge and $3.00 late fee. Also Santa Paula does not have a local office that accepts cash payments.
Recently, the city council at a meeting wanted to go to bid because of our complaints but we were told by staff that they needed time to do an RFP. Therefore, Athens contract was extended until a RFP could be put together.
I can only hope that the City Council of Thousand Oaks has checked into what is happening in Santa Paula and rethinks their staff's recommendation.
Sin~/~~~
Sylvia Fonseca
441
From: Ed Jones [mailto:[email protected]]
Sent: Tuesday, March 9, 2021 10:33 AM
To: [email protected]; Helen Cox <[email protected]>; Andrew Powers <[email protected]>; Tracy Noonan <[email protected]>
Subject: FW: Hauling contract
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
Hi All,
Just received this – any comments about this info?
Ed
Hi Ed,
To keep it simple at this time, I think there is enough reason in these attached articles regarding how Athens has conducted themselves in other cities to ask for further research, in writing, from these cities.
The city is proposing to remove two vendors that have served the City well for nearly 50 years without allowing City Council to meet them and ask questions of your own.
Here is the report:
● Temple City: 2021 Rate Increase & Automation Coming ○ City was sanctioned by CalRecycle and was facing the $10,000 daily fine ○ Commercial Rates will rise 20.2% and multi‐family will rise 26.5% ○ Agreement extended to 30 year rolling evergreen contract ○ $300,000 to general fund every year
○ R3 Consultants performed analysis
○ https://www.ci.temple‐city.ca.us/1275/Trash‐Service‐Changes‐Coming‐Soon ○ https://www.ci.temple‐city.ca.us/DocumentCenter/View/15792/10A_Athens_Third‐ Amended‐and‐Restated‐Agreement‐with‐Athens_Staff‐Report‐Final‐w‐ attachments?bidId=
● Norwalk: 2020 Rate Increase
○ Athens raises residential rates 13% in Norwalk while also receiving contract extension until 2028.
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○ Residential rates are on the low end, but commercial rates are one of the highest based on rate survey
○ Athens no longer has to maintain an office in Norwalk as part of the new agreement ○ Uses Commerce and Long Beach Incinerators as reason for rate increase but I’m pretty sure they were taking trash to their own transfer anyway ○ Articles:
■ http://www.thenorwalkpatriot.com/news/2020/10/22/new‐athens‐agreement‐ raises‐monthly‐rates
■ https://www.whittierdailynews.com/2020/10/21/norwalk‐residents‐to‐get‐13‐ trash‐rate‐increase‐business‐rates‐frozen/
● West Covina: 2016 Rate Increase Despite Opposition ○ Increase of 7% & 3% CPI
○ 1 Time Franchise Fee of $650,000
○ Annual Payment of $300,000 to City
○ 25‐year evergreen
○ Article: Attached in email
● West Hollywood: 2014 Decision to move to Evergreen Contract ○ 15 year evergreen
○ From the article: “In 2008, Athens convinced the City Council to let it increase charges to local businesses by 40 percent more than allowed in its contract, citing rising costs.
Athens agreed to implement the increase over four years if the city would extends its contract until 2016”.
○ From the article: “he noted that other trash haulers who bid on the contract had argued that Athens was offering an unrealistically low rate. The implication was that Athens underbid the other contractors with the idea that it would return and ask for an increase later.”
○ R3 Consulting Group performed analysis
○ Article:
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■ https://wehoville.com/2014/06/23/weho‐city‐council‐consider‐long‐extension‐ contract‐politically‐influential‐trash‐collector/
● Redondo Beach: 2014 Rate Increase
○ Athens increases rates 7.5% after misjudging disposal rates. This is on top of a 10% increase the previous year.
○ From the article:
■ “Refuse‐hauling rates in Redondo Beach likely will climb nearly 7.5 percent by summer.”
■ “Last year, the city’s waste hauler, Athens Services, requested a 10 percent extraordinary refuse rate adjustment from each of its contracted cities to offset increases due to the closure of the Puente Hills Landfill last October.“ ○ Article: https://rb.gy/ryvcyg
● Montebello: 2020 Settlement to 12 year Lawsuit
○ Rates rose 30% immediately and city now has to pay Athens $800,000 ○ Article:
■ https://www.whittierdailynews.com/2020/02/13/athens‐montebello‐settle‐ trash‐war/
● San Bernardino County Landfill Contract
○ Athens claims to be a landfill avoidance company but runs one of the largest landfill contracts in SoCal
○ Article:
■ https://www.vvng.com/san‐bernardino‐county‐extends‐landfill‐contract‐with‐ athens‐services‐to‐2031/
46 AR000420
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Name (Opt) Community of Residenc Item # In favor/ Opposed Comment Thousand Oaks 6 Opposed The city proposed Master Plan was written, financed and promoted by developers. Basically the staff an d Adams and his followers are owned by those developers. The destruction of Westlake Blvd. and Thousand Oaks Blvd. with high rise and "mixed use" is absurd. Mcanee has now apparently joined with Adams. Recall seems required.
Thousand Oaks 6 Opposed The "Master Plan" should be submitted to the residents for a vote. 3 council members cannot decide the future of the City.
Jenny Callender Simi Valley 9A In favor I am submitting my comments on behalf of Waste Management. I was a parent at the Horizon Hills Parenting Program in Thousand Oaks for 8years. During that time I had the opportunity to attend the education programs provided by WM on numerous occasions. Beyond what WM provides to the community in terms of their trash and recycling programs, WM has always been a partner to our community, providing supportand education, grants and funding to benefit the community. Please continue to give our community access to a company that is interested in providing those important components. We ALL benefit from keeping WM in our community. Thank you! Michael Leibin Thousand Oaks 9A In favor Dear City Councilmembers, It’s great to see our city is seeking to choose the best waste service for their residents. A thorough review has been conducted and the city staff have recommended that bringing in a fresh face to Thousand Oaks is the best option. I really appreciate that the City is considering new ideas and not just checking the “renew” box every time a contract is ending It tells me that our city officials are constantly looking for new ways to improve the quality of life for Thousand Oaks residents. I’m impressed by our city’s active review and consideration into every company that bid on the RFP for the contract and I agree with the City’s recommendation for Athens’ Services. They have new ideas, technology, and strategies for implementing better ways to handle our city’s trash. Just to name a few: (near) zero‐emissions compressed natural gas, new environmentally‐ conscience vehicles, waste reduction methods, and rigorous diversion goals (taking trash away from our local landfills).
I’m impressed with their attitude and support them along with the city to be our new provider.
Thank you.
Diana Kauffman Newbury Park 9A In favor Please do NOT change trash companies. Harrison employees go above and beyond. From the trash collectors to the office staff. Efficient and courteous
Mark Spellman Thousand Oaks 9A In favor Mayor Bill‐de la Pena and City Councilmembers, My name is Mark Spellman. I am a long‐time resident of Thousand Oaks. I am submitting this comment to the City Council in support of Athens, the recently recommended choice by city staff.
I read the article recently publish in the Thousand Oaks Acorn and from I read, this is the best possible deal for our community. This is a win‐win for the environment as well for our wallets; as prices and green‐house gas emissions will both go down as a result of choosing Athens.
I am also impressed with the fact that we are choosing a smaller family‐owned operation, which will undoubtedly care more about our community. I thank you opening up this bidding process, because this is the result – a better option for Thousand Oaks. I ask that you go along with the staff recommendation and choose Athens. Thank you. 47 AR000421
445
Name (Opt) Community of Residenc Item # In favor/ Opposed Comment Angie Simpson Thousand Oaks 9A In favor Dear City Council and Staff, I am a long‐time resident (20 years). I want to take the time to thank the City and staff for going through this RFP to open up a competitive bidding process to benefit the tax payers of this community.
The competitive process is a best practice and an open system that’s shows the transparency of our local government and our leaders we have chosen to represent us. The result of this process is one that gets us the best deal for our City. All parties involved put forward the best bid and the staff have recommended the best option based on multiple criteria. As a home owner and working mom, it is good news to see our out of pocket costs for waste removal will be reduced by this competitive process. Also, since so many residents are working from home due to the pandemic, having hazardous waste pick up verses drop off will be great since many folks have taken advantage of being home more to do various home improvement projects.
Again, thank you to the staff for opening up this process to get the best deal for Thousand Oaks residents and tax payers.
Sincerely,
Angie Simpson
Dustin Dockter Newbury Park 9A In favor Dear Thousand Oaks City Council, I’d like to applaud your process in opening up our town’s waste service contract to bidding. I read through what Athens put together and it makes sense why City staff recommended it.
The recommended proposal includes new community commitments, a different mindset towards environmentalism and it seems to be in sync for what we want from our town. Staff did a great job in this process and have turned up the best option for Thousand Oaks.
At the end of the day, I’m most concerned about the service working well. It seems like they have a good plan for the transition as well though.
Thank you to the Council and Staff for making this a fair and straightforward process.
Robert Thousand Oaks 9A In favor I am in favor of switching from Waste Management to Athens.
Raymond Sobrino Jr. Newbury Park 9A In favor I believe in saving money. So if the new company is going to save the residents money then I would like to try a new company.
Tim Fry Westlake Village 9A In favor I'd like to thank the City for conducting an RFP process after DECADES of not bidding out the trash contract. Waste Management and EJ Harrison have monopolized the County by acquiring all of the other haulers over the years. They have eliminated the competition by acquiring them and they now control each City in Ventura County (Waste management in the South, EJ Harrison in the North) and do not compete with each other. I support the recommendation to select a highly qualified company like Athens Services to re‐introduce competition to the City/County and to offer the rate payers the recycling programs and the competitive rates we deserve in our great City. The rate payers thank you for giving the Staff the tools they needed to test the market and break up this monopoly that has existed for far too long. 48 AR000422
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Name (Opt) Community of Residenc Item # In favor/ Opposed Comment Westlake Village 9A In favor Thank you City Council for finally bidding out our trash contract. Our City is comprised of schools, restaurants, retails stores, automotive dealerships who all compete with each other on some level. This competitive environment serves the consumers very well and gives us options and competitive pricing. Thanks to you and the staff, we now have an opportunity to select a new hauler that will provide better value and savings to all of our residents and businesses here in TO. For some odd reason, it's been decades since this contract has been out for bid. The pricing proposed by this new hauler indicates what we've probably already known, we have been paying way too much and have allowed a non‐ competitive situation to occur. By taking this responsible action, you have also enlightened the rest of the County that there are always other options and the importance of a competitive bid process always yields benefits to the rates payers. This is a huge contract and I'm so appreciative that you gave the staff the means to explore what should have been explored many years ago. Again, thank you for doing a great job.
Newbury Park 9A In favor Great job, Thousand Oaks. Sounds like the rates are coming down ad the recycling efforts will be going up. Athens sounds good.
John Amoghian Thousand Oaks 9A In favor Good morning. As a 40+ year resident, I’m writing this to support a new waste service provider. I think the timing is great to try a new provider that will go the extra mile for us.
I’m in agreement with the City staff’s recommendation to choose Athens Services as our next provider. I’ve read that they have programs focused on food rescue and are in general more environmentally‐focused then other options. In addition to that, I’ve also read that they are family‐ owned and operated which means a lot to me. I am big into companies being invested in the community and our families, and that makes me like them.
I’m also looking forward to seeing some new trucks and recycling bins if the city decides to go with Athens. Keeping our streets and city clean is another huge thing that lends to community spirit. Thank you for your consideration.
Cecil Withers Westlake Village 9A In favor Surprised that waste contract had not been put out for bids in decades. Why not? Looking at new rates homeowners have been overcharged for years. New contract with Athens is about 35% less in monthly payments plus another 5% discount for senior citizens. Another advantage of the new contract is Athens will be donating $200K per year to our 3 high schools to use at their discretion. The City of Thousand Oaks will also participate in some of the money. All I see of this new contract are plus marks for citizens and city.
Hilarie Withers Westlake Village 9A In favor Supporting seniors in this community is critical as you vote on the Athens bid for the City of Thousand Oaks. Being on a fixed income, I strongly support this agreement.
The Tire Man Inc Thousand Oaks 9A In favor We are supportive of this bid. 49 AR000423
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Name (Opt) Community of Residenc Item # In favor/ Opposed Comment Gordon Clint Newbury Park 9A In favor Re: March 9, 2021 Agenda item 9 ‐A Dear Council Members,
There is much to like in the proposed 15 year “Exclusive Solid Waste Franchise Agreement” with Athens Services. However, there are two statements in the report which raise questions which need to be answered during your hearing.