11.08.22 Work SessionWelcome to the November 8, 2022,
Prosper Town Council
Work Session Meeting.
Call to Order/Roll Call
Agenda Item 1.
Discussion regarding the Solid Waste Request for Proposals
(RFP).(RBS)
SOLID WASTE & RECYCLING
SERVICES PROCUREMENT
STRATEGY WORKSHOP
Town of Prosper
November 8, 2022
5
Questions and
Answers
Introductions and
Project Overview
Key Issues
Discussion
AgendaAgenda
Introductions and Project Over view
Burns & McDonnell Overview
We founded our solid waste & resource recovery practice in 1970.
Make Our Clients Successful
We provide a full-suite of Planning, Contracting, Financial,
Operational and Engineering Consulting services, and we live by
our mission statement:
7
Procurement Process
8
Develop RFP
and Draft Contract
Vendors Develop
Proposals
Transition &
Implementation
Strategic
Workshops
Define Scope of
Services
Develop Evaluation
Criteria
Develop RFP
Notify Vendors
RFP Release
Pre-Proposal
Conference
Addenda Issued
Proposals Received
Transition &
Implementations
Based on
Partnership
Agreement
Evaluation,
Negotiation &
Award
Technical &
Financial Reviews
Interviews
Contract Award
Contract
Negotiation
Best & Final Offer
Develop
Procurement
Approach
Town/Stakeholder Engagement
Review Existing
Resource
Contract-by-
Contract Review
Present Preliminary
Recommendations
Develop Formal
Recommendations
for City Manager
Review Existing
Resources and
Contract
Present Preliminary
Recommendations
Develop Formal
Recommendations
Burns & McDonnell Responsibilities
►Burns & McDonnell will facilitate and assist the Town with
►Additional services may be provided upon request by
Town
9
Procurement Planning and Strategy Workshop
Prepare Procurement Documents
Pre-Proposal Coordination and Addendum Preparation
Evaluation of Proposals
Procurement Timeline
10
Develop
RFP
November 2022 –January 2023
Vendors Develop
Proposals
January –March 2023
Proposal Evaluation &
Contract Negotiations
March –April 2023
Contract
Award
Transition &
Implementation
April 2023 –January 2024
Pre-proposal
Conference
RFP
Release
New Contract
Starts
February 1, 2024
Key Issues Discussion
Residential Collection Service Levels
12
Service Current Service Level Potential RFP Options
Trash Collection •Once per week in 95-gallon
carts
•Continue current program
Recycling Collection
•Once per week in 95-gallon
carts
•Obtain pricing for current
program and once every
other week
Yard Waste Collection
•Unlimited bags and bundles
once per week
•Obtain pricing for current
program and other options
as directed by Council
Bulky Waste Collection
•Up to four (4) cubic yards
once per month
•Weekly drop-off at Prosper
Public Works 8:00 am -
noon
•Obtain pricing for current
program and other options
as directed by Council
13
Options for Cart Specifications, Purchase,
Maintenance, and Ownership
Option: Town purchases carts and contractor manages carts during contract
term. Contractor liable for damaged carts caused by contractor.
Purchase Deliver Store ReplaceMaintain Own
Local Government Contractor
Reasons to consider cart ownership
•Town obtains full value of useful life of carts (10 to 15 years)
•No contactor mark-up
•Easier transition between contracts
14
Downtown Services
Status Quo Potential Changes
Description Individually serviced carts and
dumpsters
Combination of individual and
shared dumpsters/compactors/
carts
Advantages Current system, no physical
changes or capital investment
needed
Increased capacity for trash and
recycling, improved aesthetics
Challenges Unsustainable with continued
growth, negative aesthetics
Need for dedicated space,
potential investment, billing
approach for customers
Recommendation: Request pricing from vendors for current and potentially
new downtown service
Carts Dumpsters
Enclosed Dumpsters/Roll
off Compactors
RFP / Contract Enhancements
15
Proposed Approach Benefit
Seven-year initial contract
term
•Allows for full depreciation of collection vehicles
•Better pricing for Town
Protocol for leaks and spills •Notify Town and clean up within two hours
•Spill kits in every vehicle
•On-call subcontractor large spills
Liquidated damages •Liquidated damages for missed collections, failure to
clean spills, repair property damage, respond to
complaints, or meet other performance standards
On-board technology •Collection vehicles equipped with on-board cameras,
electronic routing, and data collection
RFP evaluation criteria •“Best value” approach considers price and key criteria
RFP communications •All communications through designated Purchasing
Department staff
•No communication from proposers to Council or other
Town staff
►Procurement process
►Minimum qualifications
►Base service levels and optional services
►Acceptable and unacceptable materials
►Collection vehicle fleet specifications
►Performance standards and assurances
►Price structure and adjustments
►Recycling
►Permitting or franchise fee
►Performance securities
►Remedies for non-performance
►Customer service responsibilities
►Billing services responsibilities
►Public outreach plan and educational
requirements
►Disposal and recycling processing (potential
collaboration with NTMWD and/or City of
Denton)
►Transition plan
►Use of local and/or minority/women owned
companies
16
Additional Procurement Issues
Questions and Answers
Agenda Item 2.
Discussion virtual participation in public meetings.(RKP/MLS)
Adjourn