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Home My WebLink AboutMinutes_Solid Waste Selection Committee_06/13/2017 / � MINUTES VILLAGE OF TEQUESTA SOLID WASTE 8� RECYCLING COLLECTION SERVICES ;, June 13, 2017 SELECTION COMMITTEE "�' ' PRESENTATION CALL TO ORDER AND ROLL CALL The meeting was called to order at 1:09 PM by Village Attorney Keith Davis. A roll call was taken by Attorney Davis. Present were: Mr. Doug Chambers, Deputy Public Works Director; Chief Joel Medina, Village Fire Chief; Mr. Chris Quirk, Finance Director. PRESENTATIONS 1. Invitation to Negotiate Proposal Presentations • 1:30 - 2:00 p.m. Waste Pro • 2:00 - 2:30 p.m. Advanced Disposal • 2:30 - 3:00 p.m. Waste Management Attorney Davis thanked Ms. Tiffany Thomas, from the Palm Beach County Inspector General's Office, for coming to observe the meeting. He briefly explained the ranking process and invited the first presenter to begin. Mr. Tim Bowers, Municipal Marketing Manager for Waste Pro introduced himself and revealed that the company's regional headquarters were located in Longwood, Florida, just outside of Orlando. He explained that Waste Pro was not a huge corporation but they were not small either, as they currently serviced 235 municipal contracts throughout nine states. The local West Palm Beach region would service the Village of Tequesta. Mr. Bowers indicated that his transition team would ensure that the Village and its residents experienced a seamless and easy change-over, with open communication. Waste Pro planned to hold a job fair in Tequesta and would give Village residents the first opportunity on any positions available locally. Drivers were thoroughly pre-screened and were given "new hire" training and practice routes. Customer service was important to Waste Pro and they would provide a web based software to enable the Village and its residents a timely response to any questions or concerns. In addition, they would provide software training for Village employees. It was revealed that there was also an app being developed. Mr. Bowers informed the committee that there would be nine to twelve employees needed for the Village, and that the hiring process would begin approximately 60 days prior to the start date. Waste Pro also had a "no cell phone" policy for drivers, which incorporated a camera monitoring system. The Village would receive new trucks as part of their fleet and they would be housed in West Palm Beach. Complaints within the West Palm Beach market were minimal and normally revolved around debris being left behind. Mr. Bowers indicated that the information that was requested from the Village was incomplete and unsatisfactory. �--_. , . * Minutes —Solid Waste Selection Meeting 6/13/17 Page 2 Ms. Kelly Swisher, a Representative of Government Affairs for Advanced Disposal was the next to present. She offered some additional information aside from the binder she had provided the panel. Ms. Swisher felt that Advanced Disposal provided a cleaner, better service with continual improvement. She suggested using a cart based trash service as it was more efficient, improved curb appeal, reduced waste and increased recycling. Benefits would be less litter overflowing in trash cans and Ms. Swisher stated that animals going thru trash bags would no longer be an issue. In addition, the cart based service was able to service more homes per route, which in turn translated into less trucks on the road, with less fuel consumption and damage to roadways. Mr. Juan Romero, General Manager for Advanced Disposal West Palm Beach, explained that drive-cam technology was used to record movement on the vehicles and determine driver behavior. In addition, Advanced Disposal used a "fleet tracker" to maintain vehicle speed, location and activity in a live-dispatch setting. There were backing sensors in place, which had the ability to stop the vehicle when movement was detected. A comparison was made to Islamorada, Florida, in relationship to the number of homes and businesses. Additionally, there was a team in place that would be able to provide a seamless transition should the Village decide to negotiate with Advanced Disposal. There would be approximately six employees dedicated to the Village, on the ground, every day. Managerial and administrative staff would be located in West Palm Beach, however there would additional staff hired for the Village. Training for new hires would be a ten-day process culminating with a certification upon successful completion. Finance Director Chris Quirk asked about the financial health of Advanced Disposal and wondered how the company was able to sustain itself. Mr. Romero explained that the mission was always to go public with the company and that their goal was based on a six percent growth model. He further revealed that Tequesta would have seven new trucks and one spare truck included in the contract. Waste Management was the next presenter, with Mr. Jeff Sabin, Government Affairs Manager, representing the company. He informed the committee of the history of Waste Management and how they had been founded over 55 years ago. Waste Management had grown with the community and continued to offer valet and handicapped services free of charge to Village residents. Employees were trained to handle complaints immediately on the route and managers were always available to speak with a driver or dispatcher. GPS tracking systems were installed on all trucks to ensure prompt communication. Mr. Sabin explained that employees were their most valuable asset and that employee retention was key. Training and screening for Waste Management was intense and offered a simulator as part of the process. Waste Management collected garbage and yard waste finrice a week and collected recycled waste once a week. It was important for the yard waste to be collected finrice a week to ensure a high level of curb appeal throughout the Village. Other collection companies normally did not offer this level of service. Converting to a cart system was an option and could be discussed during the negotiation process. There were 14 employees for the Village of Tequesta, with several overlapped into other areas. , ' � Minutes —Solid Waste Selection Meeting 6/13/17 Page 3 The area office was located in Pompano Beach, with network facilities in Boynton Beach, Vero Beach and Okeechobee. Waste Management was a hurricane-ready company and had their own generation system. Mr. Sabin revealed that the diesel vehicles would be converted to compressed natural gas eventually. Complaint tracking was handled thru a computerized ticket system that communicated in real time. There was a monthly report that was generated to the Village and routes were reviewed for efficiency and safety throughout the year. It was explained to the committee that safety was paramount and Waste Management was a leader in the industry. 1. Evaluation and Ranking of Proposals Attorney Davis gave instructions to the committee and advised against comparing scores. The scoring sheets were then turned into Village Clerk, Lori McWilliams, to be calculated. The results were as follows: Advanced Disposal 245 points out of 400 Waste Management 391 points out of 400 Waste Pro 290 points out of 400 Village Manager Cuouzzo stated that the committee was hereby disbanded and announced that the next step would be to schedule a new meeting with a soon to be appointed negotiating committee. ADJOURNMENT: The meeting was adjourned at 3:13 PM Respectfully submitted, � �u. �r1�C�G�"' Lori McWilliams, MMC Village Clerk Note: These summary minutes are prepared in compliance with 286.011 F.S. and are not verbatim transcripts of the meeting. A verbatim audio record is available from the Office of the Village Clerk. All reference attachments are on file in the Village Clerk's Office.