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Home My WebLink About2004.05.18_OPWA Agenda� ffi PUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC OR AUTHORITY I TYPE OF MEETING: Regular DATE: May 18, 2004. TIME: d :30 p.m. PLACE: Council Chambers, Old Central Building 10911. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, May 14, 2004. ,Juliann M. Stevens, Administrative Assistant 1. Call to Order Chairman Kimball 2. Flag Salute 3. Roll Call 4. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of the Minutes of the May 4, 2004 Regular Meeting and the May 10, 2004 Special Meeting. Attachment #4-A B. Approval of Claims. Attachment #4 ®B H Agendm OPWA '004 051804 d- Owasso Public Works Authority May 18, 2004 Page 2 5. Consideration and appropriate action relating to a request for 'Prustee approval of the Polycart Bid Award Contract for residential refuse containers. Mr. Roberts Attachment 45 Staff will recommend `Trustee approval of the Polycart Bid Award Contract for residential refuse containers to Williams Refuse Equipment Co., Inc., from Owasso, Oklahoma in the amount of $44.00 per green card: and $44.00 per red cart. 6. Report from OPWA Manager. 7. Report from OPWA Attorney, 11 ' Ag-dus O P NA,2004' 051804 due r:EA, OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, May 4, 2004 The Owasso Public Works Authority met in regular session on Tuesday, May 4, 2004 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, April 30, 2004. ITEM I o CALL TOO ER Chairman Cochran called the meeting to order at 7:04 p.m. ITEM 2, FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting, ITEM 3. ROLL CALL A quorum was declared present. STAFF Rodney J. Ray, Authority Manager Ronald Cates, Authority Attorney �a Chairman Cochran called for nominations for the position of OPWA Chair, Chairman Cochran then nominated Vice Chair Susan Kimball. The nomination was seconded by Mr. Thoendel. YEA: Cataudella, Colgan, Kimball, Cochran, Thoendel NAY: None Motion carried 5-0. Owasso Public Works Authority ITEM 5. ELECTION OF VICE CHAIR May 4, 2004 Chairman Kimball called for nominations for the position of OPWA Vice Chair. Mr. Colgan nominated Craig Thoendel, The nomination was seconded by Mr. Cataudella. YEA: Cataudella, Colgan, Kimball, Cochran, Thoendel NAY: None Motion carried 5-0. ITEM 6. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the April 20, 2004 Regular Meeting. B. Approval of Claims. Mr. Cataudella moved, seconded by Mr. Colgan, to approve the OPWA Consent Agenda with claims totaling $357,295.20 and payroll claims totaling $45,128.23. YEA: Cataudella, Colgan, Kimball, Cochran, Thoendel NAY: None Motion carried 5-0. None Fill 111 ff me- =;I I Owasso Public Works Authority May 4, 2004 I`T'EM 10. ADJOURNMENT" Mr. Cataudella moved, seconded by Mr. Cochran to adjourn. YEA: Colgan, Cataudella, Kimball, Cochran, Thoendel NAY; None Motion carried 5-0 and the meeting was adjourned at 7 :09 p.m. Susan Kimball, Chair Pat Fry, Minute Clerk OWASSO PUBLIC WORKS AUTHORITY MINUTES OF SPECIAL MEETING Monday, May 10, 2004 The Owasso Public Works Authority met in a special meeting on Monday, May 10, 2004 in the Lower Level Conference Room at Owasso City Hall, 111 N. Main Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4;00 PM on Friday, May 7, 2004. ITEM 1: CALL, TO ORDER. Chairman Kimball called the meeting to order at 5045 PM. PRESENT SENT Susan Kimball, Chairman Gary Cochran, Trustee Craig Thoendel, Vice Chairman Steve Cataudella, Trustee Brent Colgan, Trustee A quorum was declared present. Ms. Bishop explained the need for Resolution No. 2004 -05 and the savings on interest payments that would result. Vice Chairman Thoendel moved to adopt Resolution No. 2004 ®05 as presented. The motion was seconded by Trustee Cataudella. The motion carried 4 -0. Owasso Public Works Authority ITEM 3: ADJOUIRNT ENT May 10, 2004 Trustee Oataudella moved to adjourn the mooting, seconded by Vice Chairman Thoendcl. The motion carried and the meeting was adjourned at 6:00 PMT Susan Kimball, Chairman DRWA CLAIMS T0BE PAID O5M8N4 - MEN-UM DgaCRIPIlDN AMOUNT JAMC0 REFUND UTILITY DEPOSITS 150l0 HERITAGE CONSTRUCTION REFUND UTILITY DEPOSITS 100.00 BAKER.VVANDA METER DEPOSIT REFUND 50.00 JAMCO REFUND WATER TAPS 1.500.00 HERITAGE CONSTRUCTION REFUND WATER TAPS 1.000.00 BAKER.VVAND& WATER TAP REFUND 500.00 REFUND TOTAL ------- 3.3O0.0W WAL-MART CUMK8UNiTY OFFICE SUPPLIES 11.40 OFFICE DEPOT OFFICE SUPPLIES 78.40 OFFICE DEPOT OFFICE SUPPLIES 5.04 LOVVESCC}MPAN|ES PADLOCK 18.41 HOT COALS LOCK & SAFE DOOR LOCK/KEYS 80.00 OKLAHOMA NATURAL 8/\S 0404 USE 83.89 LASERVYORKS TONER CARTRIDGES 250.00 CULL|QAN OF TULSA VV/8'ER 21.80 DALE& LEES SERVICE DOOR PANEL REPAIR 58.00 OKLA TRANSPORTATION AUTHORITY P|KEPASS PIKE PASS 18.70 ADMINISTRATION DEPT TOTAL ----59-4.74 OFFICE DEPOT OFFICE SUPPLIES 104.97 CAMPBELL. PETER METER READINGS 208.50 OUNQHDUSE, DAVID R. METER READINGS 498.20 MEYER, MARK METER READINGS 594.00 MCLAUR/N, OSCAR METER READINGS 122.85 D/NK/NS.TYRDNE METER READINGS 349.20 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 955.00 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 1.787.08 UTILITY BILLING DEPT TOTAL 4,677.78 BAILEY EQUIPMENT PUMP PARTS 22.38 V0\LK4ARTCOK4K4UN|TY FILM 43.68 LOVVESC0KJPAN|ES REPA|R/K8A|WTGUPPL|ES 4.83 WATER PRODUCTS METER SET MATERIALS 4.827.90 WATER PRODUCTS METER SET MATERIALS 890.40 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 28.11 UN{F|RSTCDRPORAT|ON UNIFORM RENTALS 58.78 LOVVESCOK8PAN|ES RERA/R/K4A|NTSUPPL|ES 32.07 BROWN FARMS SOD SOD 53.56 WATER PRODUCTS REPA|R/MA|NTSUPPL|ES 45.00 WATER PRODUCTS REPA|R/K4A/NTSUPPL|ES 98420 WATER PRODUCTS WATER METERS-ELM CREEK 4.404.00 WATER PRODUCTS WATER METERS-ELM GREEK 6.798.00 CITY GARAGE CITY OFOWASSO VEHICLE MA|NT 304.89 FUEL&1AN FUEL 1.049.02 LDVVES COMPANIES CORDLESS DRILL 90.97 CITY OF TULSA UTILITIES PURCHASED WATER 128.244.86 BAILEY EQUIPMENT PUMP REPAIR 7.19 Y_E0_DQE AM-Q-V N I JAMCO REFUND UTILITY DEPOSITS 150.00 HERITAGE CONSTRUCTION REFUND UTILITY DEPOSITS 100.80 8AKER.VVANDA METER DEPOSIT REFUND 50.00 JAMCO REFUND WATER TAPS 1.500.08 HERITAGE CONSTRUCTION REFUND WATER TAPS 1.00D.DU 8AKER.YVANQA WATER TAP REFUND 500.00 REF0NDTOTAL ------- �,�00.O0 WAL-MART CO&4K8UN|TY OFFICE SUPPLIES 11.40 OFFICE DEPOT OFFICE SUPPLIES 79.40 OFFICE DEPOT OFFICE SUPPLIES 5.94 LOVVES COMPANIES PADLOCK 16.41 HOT COALS LOCK & SAFE OOORLOCKJKEYS 08.00 OKLAHOMA NATURAL GAS 0404 USE 03.09 LASERVVC)RKS TONER CARTRIDGES 259.90 CULL|GAN OF TULSA WATER 21.90 DALE& LEES SERVICE DOOR PANEL REPAIR 58.00 OKL4 TRANSPORTATION AUTHORITY P|KEpAS0 PIKE PASS 18.70 ADMINISTRATION DEPT TOTAL 594.74 OFFICE DEPOT OFFICE SUPPLIES 104.07 CAMPBELL' PETER METER READINGS 28830 OL|NGHOUSE, DAVID R. METER READINGS 490.20 K0EYER.MARK METER READINGS 594.00 MCLAURIN.{}GCAR METER READINGS 122.85 D|NK|NS, TYRONE METER READINGS 349.20 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 955.00 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 1.787.06 UTILITY BILLING DEPT TOTAL 4.677.78 BAILEY EQUIPMENT PUMP PARTS 22.38 VVAL-MART CDK4KXUN|TY FILM 43.08 LOVVEGCUMPAN|E8 REPA(FUMA|NTSUPPL|ES 4.83 WATER PRODUCTS METER SET MATERIALS 4.827.90 WATER PRODUCTS METER SET MATERIALS 888.40 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 28.11 UN|F|RSTCORPOR4T|DN UNIFORM RENTALS 58.78 LOVVEG COMPANIES REPA|RDMA}NTSUPPL|ES 32.87 BROWN FARMS SOD SOD 53.56 WATER PRODUCTS REpAIR/KdA|NTGUPPL|E8 45.00 WATER PRODUCTS REPA|R/MA|NTSUPPL|ES 984.20 WATER PRODUCTS WATER METERS-ELM CREEK 4.464.00 WATER PRODUCTS WATER METERS-ELM CREEK 8.790.00 CITY GARAGE CITY UF 0WASS0 VEHICLE MA/NT 304.88 FUELKXAN FUEL 1.040.02 LOVVES COMPANIES CORDLESS DRILL 90.97 CITY OF TULSA UTILITIES PURCHASED WATER 128.244.86 BA/LEY EQUIPMENT PUMP REPAIR 7.19 VENDOR DESC 11PTION AMOUNT NATIONAL POWER WASH VEHICLE WASHING 15.00 EQUIPMENT ONE PUMP RENTAL 211.40 0K WATER ENVIRONMENT ASSOC WORKSHOP-STEVENS 45.00 TRUK.QU|P TOOLBOXES 2.543.80 WATER DEPT TOTAL 150,780.64 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 28.12 UN|F|RSTC0RPORAT0N UNIFORM RENTALS 38.10 LOVVESC0K4PAN|ES REPA|R/MA|NT8UPPL|ES 2.19 CITY GARAGE CITY OFOVVASSO VEH|CLEMA|NT 212.09 FUELMAN FUEL 133.31 GREEN COUNTRY TESTING AK8M0N|ATE8T|NG 100.00 0K WATER ENVIRONMENT ASSOC WORKSHOP-LONG 45.00 WW TREATMENT PLANT DEPT TOTAL -------- LDVVEGCOMPAN|ES REPA|R/MA|NTSUPPL|ES 15.03 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 28.12 UN|F|RSTC0RP0RAT|ON UNIFORM RENTALS 82.10 LOVVESCDK4PAN|ES REPA|RY[WA|NTSUPPL|ES 18.85 WATER PRODUCTS MAINTENANCE SUPPLIES 89.50 MIDWESTERN EQUIP JETTER PARTS 240.00 CITY GARAGE CITY OFDVVASGO VEH|CLEMA|WT 04.84 FUELk8AN FUEL 384.42 NEIGHBOR NEWSPAPER NEWSPAPER NOTIFICATION 3740 OKLAHOMA NATURAL GAS 04/04 USE 8.71 VERDIGRIS VALLEY ELECTRIC LIFT STATION ELECTRICITY 345.85 CLIFFORD POWER SYSTEMS GENERATOR REPAIR 072.32 B&BELECTRIC PUMP REPAIR 992.40 B&BELECTRIC PUMP REPAIR 347.00 NATIONAL POWER WASH VEHICLE WASHING 20.00 SOUTHWESTERN BELL NON-PLEXAR 52.39 SOUTHWESTERN BELL NON-PLEXAR 151.00 SOUTHWESTERN BELL NON-PLEXAR 40.01 SOUTHWESTERN BELL NON-PLEXAR 45.35 WASTEWATER DEPT TOTAL -------- 4.14._- WILLIAMS REFUSE EQUIPMENT CO RED POLYCARTS 3.450.48 GEORGE & GEORGE SAFETY PROTECTIVE CLOTHING 28.12 UN|F|RSTCORPORAT|0N UNIFORM RENTALS 02.82 CITY GARAGE CITY OFOVVAQSO VEH|CLEMA|NT 15.503.11 FUELK4AN FUEL 2.240.30 NATIONAL POWER WASH VEHICLE WASHING 05.00 REFUSE DEPT TOTAL T1,384.89 UN|F|RSTCORPORAT|DN UNIFORM RENTALS 13.60 WASTE MANAGEMENT UFTULSA RECYCLE REFUSE 1.024.21 RECYCLE DEPT TOTAL 1,637.81 OPVVA GRAND TOTAL -i-87-,143.46 �� OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE DEPARTMENT 5/1/04 OVERTIME TOTAL EXPENSES EXPENSES Utility Billing 69. 51 3,700.97 ..... . .... ITastewater 34.74 9,333.03 Etm SUBJECT.- REQUEST `IO AWARD CONTRACT FOR RESIDENTIAL USE CONTAINERS DATE- May 11, 2004 Following advertisement, a bid was submitted for the Ameri -Dart 2000 container and an alternate bid by another potential vendor was submitted for a container not specified (designed with standard bar spacing). Bid analysis determined that carts designed around the industry standard could be purchased at a lower cost. But, in order to take advantage of reduced pricing, the City would need to modify the existing cart lifts to accommodate standard cart systems. Subsequent to completing necessary modifications, staff recommended the Trustees reject the bids and authorize re- bidding following revisions to the original cart specifications. On July 1, 2003, the Trustees concurred and rejected the bids. SECOND DID SOLICI'T'A'T'ION: In August 2003, a second solicitation was issued for a cart system designed around the industry standard and bids were opened on September 17, 2003. The following bids were received: Container System Base Bid (50 -Unit Quantities) Alternate Bid (Truckload Shipment) Truckload Quantity Specified by Vendor MSD -95M Rollout Refuse Container (Otto Waste Systems, LLC) $69.38 Red $43.87 Red 495 Carts $64.38 Green $38.87 Green EVR II Universal Nestable Cart (Toter Incorporated) $48.44 Red $40.50 Red 56l Carts $46.44 Green $38.50 Green Ameri -Kart Boss Kart (Williams Refuse Equipment) 544.00 Red $40.00 Red 495 Carts $44.00 Green $40.00 Green HuskyLite Universal Refuse Cart (Rehrig Pacific Company) $48.00 Red $46.00 Red 432 Carts $47.00 Green $45.00 Green Roll -A -Waste Universal Refuse Cart (Dan Hill and Associates) No Bid $43.17 Red 378 Carts $43.17 Green UlnaCart Waste Container (U1traCart lncoiporatcd) 550.78 Red 541.73 Red 437 Carts $50.78 Green $41.73 Green Page 2 Residential Defuse Containers Evaluation of the bids determined that Williams Refuse Equipment Co., Inc. (Owasso, OK) was the apparent low bidder with a base bid of $44.00 for either the green (residential) or red (yardwaste) container. (As a result of a recent price increase, the City is currently paying $62.00 each for the green polycart and $64.00 each for the red polycart). The bid met all specifications and was for the 96- gallon Boss Dart manufactured by Ameri -Dart. Further analysis determined that a tubular steel lift /pull bar had been retrofitted to the Boss Kart (after manufacture) to comply with the bid specifications. As a result, staff requested a sample cart be delivered for evaluation and testing. A work simulation conducted by Refuse Division personnel suggested that the bar assembly could potentially satisfy all operational requirements; however, without the ability to assess performance in actual field conditions some level of uncertainty remained. PILOT TEST DESIGN: The pilot test consisted of placing approximately 200 Boss Dart containers in the Hale Acres residential addition and 190 UltraCart containers in the Copper Meadows addition. All polycarts previously located in these areas were collected, refurbished and utilized for new customer and replacement needs in other locations. Seven performance criteria elements were considered by staff for the evaluation. These Criteria were - Structural durability - Stability in high winds - Function and mobility - Stress crack and impact resistance - Dumping efficiency - Frequency of repair needs - Lid operation The information used to evaluate cart performance was obtained through discussions with refuse collection personnel and management staff and contacts made by the residential refuse customers. Although customers residing in the pilot test areas were not physically surveyed, all unsolicited comments regarding the test carts were recorded and considered in the analysis. The pilot test began in mid - January 2004 and was scheduled to continue through June 2004. This duration was believed necessary to thoroughly evaluate the characteristics and operational compatibility of each cart system as well as provide sufficient time to experience both cold and warm temperatures to test the strength of critical load - bearing components. Page 3 Residential Refuse Containers PILOT TEST ANALYSIS- Although the pilot test has been underway for only four (4) months (mid - January to mid -May) staff has collected sufficient information to determine the performance capabilities of each cart system. UltraCart Performance Evaluation The UltraCart container system satisfied all but two of the performance criteria. Refuse Division personnel were dissatisfied with the function/mobility and dumping capabilities of the cart. Both criteria are most critical performance elements for operational compatibility and efficiency. A summary of the test results for the UltraCart container is shown below: The UltraCart is equipped with a tubular steel lift /pull bar for semi - automated collection; however, the bar design is insufficient to facilitate safe and efficient handling. The Refuse Collection drivers observed that: ® The bar is too narrow to serve as a handle for the operator while also serving as a point of attachment to the lifting devise. Consequently, refuse workers are limited to the use of two fingers to avoid pinch points (while attaching the cart to the lift) that could result in hand and /or finger injury. ® Additionally, the precautions necessary to safely attach the cart adversely impacts route efficiency by increasing collection time by as much as 5 seconds per stop. ® It was also noted that the UltraCart container did not always remain secured to the lifting device. On several occasions, carts were thrown into the hopper during dumping operations or to the ground while lowering. This condition can cause damage to the refuse container and /or injury to the operator. During the 4 -month test period, the Public Works Department received a total of eight customer contacts regarding the UltraCart container system. Included were seven (7) requests for repairs (5 -lids, 1 -wheel and 1- hinge) and one (1) complaint that the cart was too top - heavy, making it difficult to maneuver. Page 4 Residential Refuse Containers Boss mart Performance Evaluation The Boss Dart satisfied all performance criteria and, in some cases, exceeded staff expectations. Refuse Division personnel were very satisfied with the handling and dumping efficiency of the cart system. A detailed analysis of the Boss Dart is as follows: Boss Kart 96- Callon Container System Results of Refuse Driver Survey Customer Contacts Cart Performance Criteria _____T_ - Y Very Very %Complaints Satisfied Satisfied DissatisfieT ssatisfied (Based on 200 customers) _ Structural durability V x Stability in high winds x <1% (.020) Function and mobility x <1% (.030) Stress crack and impact resistance x Dumping efficiency x Frequency of repair needs x � � _ <1% (.010) Lid operation (open and close) x <1% (.035) The Refuse Collection drivers observed that: ® Although the bar assembly was retrofitted to the container, field tests concluded that the bar is capable of withstanding the force of load bearing weight during dumping operations. No signs of failure or premature wear at the points of attachment were observed during the pilot test. ® The oversized lift /pull bar enables the cart to be attached to the lifting device without concern for operator safety. This condition added confidence and ease of operation, which maximized work efficiency. ® The container remained securely attached to the lifting device during dumping operations. ® In addition, refuse workers indicated that the Boss Dart is not as top -heavy as the U1traCart; therefore, it can be maneuvered more easily. This attribute lessens occurrences of accidental turn-over and increases curbside work efficiency. Despite numerous positive attributes, the Public Works Department received a slight increase in the number of complaints regarding the Boss Dart than were received for the U1traCart container system. A majority of the complaints were a reaction to the additional 8 -inch height of the Boss Dart compared to the old polycart system, which made placing trash in the container more difficult. Also, the cart was described as challenging to maneuver and unstable in high winds. Two (2) requests were received for repairs (lids) during the pilot test period. Page 5 Residential Refuse Containers The number of complaints received, however, represents less than 2% of the total number of the customers in the pilot test area. In the opinion of staff, most complaints were likely associated with personal preference and reluctance to change. Collectively, Refuse Division personnel prefer the Boss Darr; over the UltraCart container system. CONCLUSIONS. In November 2003, staff presented the Trustees with a report outlining the pilot test process which indicated that all bids received in September 2003 would be allowed to expire. No formal action was taken to reject the bids. It was stated at that time that, depending on the outcome of the pilot project analysis, bid packages would be developed and re- advertised. This provision was made to enable changes at the conclusion of the testing to the cart specifications in the event that both container systems failed to meet expectations. Since no action was taken by the City Council to reject the previous bids, rebidding would not be needed if the previous bid remained valid. According to the City Attorney, re- bidding would not be needed if the previous bid remained valid and the bidder honors the bid prices at this time. As a result, staff contacted Williams Refuse to determine if the previous bid price remained current. Williams Refuse responded by letter (see Attachment B) indicating that they would honor the previous bid until September 17, 2004. Although Williams Refuse was the apparent low bidder in the previous solicitation, staff elected to contact the next lowest bidder (UltraCart Incorporated) to verify that the cost for the Boss Dart remains competitive. Following discussion with the Regional Sales Manager for UltraCart, it was determined that there had been a slight increase in the cost for the UltraCart container: UltraCart would honor the previous bid price should the City choose to purchase their container system. The bid submitted by Williams Refuse appears to provide a cart that is compatible with our existing refuse collection system and capable of years of satisfactory performance. In addition to being a more versatile container should the City choose to convert to a fully- automated collection system in the future, the Boss Dart can be procured at a significantly lower cost. Based on the number of carts purchased in FY 03 -04, it is projected that the Boss Mari container system will save the City approximately $20,000 annually. FUNDING SOURCE: Funding for the purchase of the residential collection containers is included in the FY 04 -05 Refuse Collection Division budget (line item 61 -480- 52100). It is anticipated that a total of 1,000 (red and green carts combined) refuse containers will be purchased in FY 04 -05. Based on the proposed cost of $44.00 per unit, the FY 04 -05 total year -end expenditure for refuse containers is projected to be approximately $44,000. Page 6 Residential Refuse Containers RE COMMENDATION. Staff recommends Trustee ward of the residential collection container contract to Williams Refuse Equipment Co., Inc., Owasso, Oklahoma for a time period through ,tune 30, 2005 to supply residential refuse containers consistent with bid specifications at a cost of $44.00 per green cart and $44.00 per red cart. ATTACHMENTS. ENTS A. Pilot Project (memorandum dated November 6, 2003) B. fetter from Williams Refuse Equipment Co., Inc. (dated April 26, 2004) TO- THE HONORABLE r TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM- CHRIS ROBERTS PUBLIC WORKS FIELD OPERATIONS MANAGER SUBJECT- NIVERSAL REFUSE CONTAINER PILOT PROJECT ATE. November 6, 2003 BACKGROUND: In lay 2003, staff solicited bids for the bulk purchase of plastic carts to be used in the residential refuse and yardwaste collection programs. The specifications requested the type of cart (Ameri ®Dart 2000) that has been used in the City of Owasso collection system for approximately 15 years. The cart consists of a 90- gallon tub and lid mounted to an external tubular metal frame and is designed with lift bars (to enable semi - automated collection) spaced 20- inches apart. Although this bar spacing accommodates our lifting devices, it is considered nonstandard in the industry (standard bar spacing is 13- inches). Following advertisement, two bids were received. A bid was submitted for the Ameri -Dart 2000 container and an alternate bid submitted for a container not specified (designed with standard bar spacing). As a result of the bid analysis, staff determined that cart systems designed around the industry standard can be purchased at a significantly lower cost. In order to take advantage of competitive pricing, the City would need to modify the existing cart lifts to accommodate standard cart systems. Consequently, a cost - effective method for accomplishing necessary modifications was established. As a result of these developments, staff recommended that the Trustees reject the bids and authorize re- bidding following revisions to cart specifications. On July 1, 2003, the Trustees concurred and rejected the bids. SECOND BID SOLICITATION: In August 2003, a second solicitation was issued for a cart system designed around industry standards and bids were opened on September 17, 2003. A summary of bid prices is as follows: Container System Base Bid (50 -Unit Quantities) Alternate Bid (Truckload Shipment) Truckload Quantity Specified by Vendor MSD -95M Rollout Refuse Container (Otto Waste Systems, LLC) $69.38 Red $43.87 Red 495 Carts $64.38 Green $38.87 Green EVR II Universal Nestable Cart (Toter Incorporated) $48.44 Red $40.50 Red 561 Carts $46.44 Green $38.50 Green Ameri -Kart Boss Kart i (Williams Refuse Equipment) $44.00 Red $40.00 Red 495 Carts $44.00 Green $40.00 Green HuskyLite Universal Refuse Cart (Rel ri Pacific Company) $48.00 Red $46.00 Red 432 Carts $47.00 Green $45.00 Green Roll -A -Waste Universal Refuse Cart (Dan [fill and Associates) � No Bid $43.17 Red 378 Carts $43.17 Green UltraCart Waste Container (UltraCart Incorporated) $0.78 Red $41.73 Red 432 Carts $50.78 Green $41 .73 Green Page 2 Universal Refuse Container Pilot Project BID ANALYSIS: Staff evaluation of the bids determined that Williams Refuse Equipment is the apparent low bidder with a base bid of $44.00 for either the green or red container. The bid, which met all specifications, was for the 96-gallon Boss Kart manufactured by Amen-Kart. Only one other vendor (UltraCart Incorporated) submitted a bid that also meets required specifications. A majority of the bids did not comply with the requirement that the cart system be designed with a top, tubular steel lift/pull bar to facilitate semi-automated lifting and safe handling. Cart systems that deviate from this specification are designed with an integrally molded front lifting pouch. This design does not provide an adequate nesting area to allow the cart to be attached to the lifting device in a safe and efficient manner. Field tests conducted by Refuse Division personnel indicated that the time required to properly align and attach the cart would increase collection time by as much as 10 seconds per stop. The additional time that would be required would reduce operational efficiency by adding approximately 1-hour to each route. In addition, without a pull bar, the narrow pouch must be utilized by the operator for positioning the cart onto the lifting device. This method creates a safety hazard (pinch points) that could result in hand and/or finger injury. The cart system bid by Williams Refuse Equipment is manufactured with the integrally molded lifting pouch; however, a tubular steel lift/pull bar was added to the container to comply with specifications. Because the bar assembly was retrofitted to the container, staff requested that a sample cart be delivered for evaluation and testing. Tests indicated that the bar could potentially satisfy all operational requirements; however, without the ability to evaluate the container over time and in field conditions some level of uncertainty would remain. Therefore, staff elected to conduct a pilot project to thoroughly evaluate the cart system prior to making a purchase decision. PILOT PROJECT: Due to the possibility that the Boss Kart may not meet performance expectations, staff decided to include the UltraCart container in the pilot project. Although the cost for the UltraCart container ($50.78 per unit) is higher than the cost for the Boss Kart, it remains less than the cost for the Arneri-Kart 2000 container. (At present, the City is paying $59.50 per unit for the green polycart and $61.50 per unit for the red polycart). The pilot project will consist of placing approximately 200 test carts (UltraCart) in the Hale Acres residential addition and 200 test carts (Ameri-Kart Boss Kart) in the Copper Meadows addition. All polycarts currently located in these areas will be collected, refurbished and utilized for new customer and replacement needs in other locations. The project will begin in January 2004 and continue through June 2004. Public Works staff will conduct routine site inspections to evaluate the performance capabilities and durability of each cart system throughout the test period. Several options are available for obtaining carts needed for the project. The first option is to purchase necessary quantities at the base bid price. Cart System Quantity Cart Unit Cost Extended Cost UltraCart 200 $50.78 $10,156 Boss Kart 200 $44.00 $ 8,800 Total Cost $18,956 Page 3 Universal Refuse Container Pilot Project The second option is to rent the containers directly from the vendor and return them when the project is complete. Cart System _—Quantity � Monthly Rate — Shipping Cast Extended Cost U1traCart 200 $2.00 per cart $1,100 $3,500 Boss Dart 200 $2.00 per cart � $ 500 __ -_— $2,900 Total Cost $6,400 CONCLUSION- staff believes the best option to pursue is to rent test containers for the pilot project. This method appears to be the most advantageous because the City would be eligible to receive a credit towards the purchase of the containers at the end of the project, but would not be obligated to keep the containers if dissatisfied. The disadvantage to purchasing is that the carts cannot be returned and a rebate program is not available. Depending on the outcome of the analysis, bid packages will be developed and advertised to secure a purchase contract for FY 04 -05. In the interim, the City will continue to utilize Williams Defuse Equipment for short -term cart needs. Williams Refuse has agreed to extend cart prices offered in the previous contract until June 30, 2004 without the need for a written agreement. (This arrangement has been reviewed and approved by City legal). Finally, all outstanding bid proposals for refuse containers will be allowed to expire and staff will notify all vendors of our intentions. FUNDING: Adequate funds to conduct the project are available in the FY 0304 Refuse Collection Division budget for operating supplies (line item 61- 480 - 52100). This line item is used for the purchase of new carts and replacement parts for cart repair and maintenance needs. April 26® 2004 57 City of Owasso Mr. Chris Roberts Public Works Field Operations Supervisor P.O. Box 180 Owasso, OK 74055 RE: Bid For Universal Rollout Waste Containers 9/17/03 Poly-Kart This is to advise you that Williams Refuse Eauipment Co. Inc and Ameri-1Kart, Corp are: willing to honor the above referenced bid until Septerp.!-)er 17, 2004, with an option to negotiate an extension at that time. The bid proposal was FOB Owasso: Unit Price Per Cart ........ ....... $44.00 (RED) (50 Unit Quantities) $44.00 (GREEN) (RED) (Truckload Shipment of 495 carts) $40.00 (GREEN) Please advise if additional information is recruired. Also, please note that the 200.Boss Karts in the Pilot Program may be purchased at the bid price of $44.00 each, less the monthlv lease/rental paid by OP147A SinqgVelv, Doris L. Williams President P.O. Box 11 38 e Owasso, OK 74055 ®(00) 798-3763 ® (918) 272-7215