HomeMy WebLinkAboutR-1991-D5916 MatrixRESOLUTION NOD rl 5916
A RESOLUTION authorizing execution of an agreement with The
Matrix Management Group for a Waste Reduction and
Recycling Plan.
WHEREAS, the state legislature has passed legislation
requiring cities, including Yakima, to study and implement
plans for the recycling of waste materials; and
WHEREAS, current City staff does not possess the exper-
tise to perform the necessary study and analysis to draft the
required plan; and
WHEREAS, the City has conducted a bid process the result
of which was that The Matrix Management Group was the lowest
and best bidder for the performance of the above -referenced
study; and
WHEREAS, the City desires to contract with The Matrix
Management Group for the purposes recited above, now, there-
fore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager and City Clerk are hereby authorized and
directed to execute the attached and incorporated agreement
with The Matrix Management Group consisting of the following
documents: Authorization for Professional Services, General
Provisions, and the City of Yakima Waste Reduction and Re-
cycling Plan Scope of Work.
ADOPTED BY THE CITY COUNCIL this day of
1991.
ab,
Mayor
ATTEST:
City Clerk
(res/waste/jv)
AUTHORIZATION FOR PROFESSIONAL SERVICES
TO BE PROVIDED BY: DATE: May 17, 1991
The Matrix Management Group
466 Colman Building, 811 First Avenue
Seattle, Washington 98104
PROJECT: Waste Reduction and Recycling Plan
CLIENT: City of Yakima
ADDRESS: 129 North 2nd Street
Yakima, Washington 98901
The CLIENT, hereinafter called the City, hereby requests and
authorizes the Matrix Management Group in association with Hall &
Associates and Resource Integration Systems, Ltd. (RIS),
hereinafter referred to as Matrix, to perform the following
services:
SCOPE: Exhibit A defines all services, products and schedules
for preparation of the Plan hereinafter called the
Project.
COMPENSATION:
The City will pay for actual hours spent and actual
direct expenses incurred by Matrix in its performance of
this Contract, not to exceed a maximum amount of 81,100.
The services to be performed and products to be developed
by Matrix are to be accomplished as a series of "tasks"
as described in Exhibit A. Matrix will send billings to
the City for hours of work performed and direct expenses
incurred in completing these tasks.
Services covered by this authorization including expenses
shall be performed with the attached provisions. No
hardware or software or technical specifications will be
provided under this contract.
Approved by City of Yakima
Richard A.
Zais, Jr.
Title City Manager
Attest: E494-614, — m e__
CC W.
City Clerk
f iiJ4J
Accepted for Matrix Management
Group
By
Title President
GENERAL PROVISIONS
1. AUTHORIZATION TO PROCEED
Signing this form shall be construed as authorization by the
City for Matrix to proceed with the work.
2. The hourly rates to be charged for work performed under this
contract are as follows:
Project Manager $90.00
Consultant $80.00
Associate $75.00
Research Assistant $60.00
3. DIRECT EXPENSES
Matrix's Direct Expenses shall be those costs incurred on or
directly for the City's Project, including but not limited to
necessary transportation costs including mileage at the Matrix
current rate when its automobiles are used, meals and lodging,
computer services, telephone, computer word processing and
copying services.
4. PROFESSIONAL STANDARDS
Matrix shall be responsible, to the level of competency
presently maintained by other practicing professional
management consultants in the same type of work in the State
of Washington, for the professional and technical soundness,
accuracy, and adequacy of all analyses, recommendations and
reports, and other work and materials furnished under this
Contract. Matrix makes no other warranty, express or implied.
5. TERMINATION
The City may terminate this Contract at any time by giving
written notice to Matrix. In such event, City shall forthwith
pay Matrix in full for all work previously authorized and
performed prior to the effective date of termination. Matrix
may terminate this contract only in the event of its breach by
the City. Matrix shall give written notice to the City of any
claimed breach, specifying the grounds for claiming the
breach. On receipt of such notice, City shall have 15
calendar days to cure the claimed breach, and in the event
City does so, this Contract shall not terminate.
2
6. LEGAL EXPENSES
In the event legal action is brought by either party against
the other for breach of this contract or to enforce any of its
obligations, the losing party shall pay the prevailing party
such reasonable amounts for attorney fees, costs and expenses
as the court may direct.
7. PAYMENT TO Matrix
Invoices will be issued by Matrix for work performed. These
invoices shall specify the number of hours worked on each task
and hourly rates billed by individual, according to position,
as specified in Paragraph 2 of these General Provisions.
Direct expenses shall be itemized separately on these
invoices. Invoices are due and payable with 10 days of
receipt by the City.
8. COST ESTIMATES
One of the products to result from the performance of this
Contract is a schedule and cost estimates for implementation
of the resulting Waste Reduction and Recycling Plan. Any cost
estimates provided by Matrix will be based on the experience
and best judgment of Matrix, but since Matrix has no control
over market conditions or bidding procedures, Matrix does not
warrant that bids or ultimate purchase costs will not vary
from the cost estimates provided by Matrix.
In the event any one or more of the provisions of this Agreement
shall be held illegal, the enforceability of the remaining
provisions shall not be impaired thereby.
CRS:rb
5/17/91
yakima.sw/contwkpin
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EXHIBIT A
CITY OF YAKIMA
WASTE REDUCTION AND RECYCLING PLAN
SCOPE OF WORK
ELEMENT 1: ALTERNATIVE PLANS FOR ACHIEVING RECYCLING GOALS --
SELECTION OF PREFERRED PLAN
Subtasks:
1. Establish City WR/R Goals in Compliance With SHB 1671
The Matrix Management Group team will meet with the City Staff
at the beginning of the project to establish overall goals for waste
reduction and recycling levels in five and ten years. Subsequently,
the consultant team will prepare a set of recommended five and
ten year goals for review and revision by the staff and, if
appropriate, other interest groups.
2. Assess Existing Conditions
Yakima's current disposal and recycling practices will be reviewed
to provide a starting point for the planning effort. This
assessment will involve:
• estimating waste stream composition
• determining existing recycling activities and levels
• identifying existing and potential regional markets
• determining the level of interest in recycling and waste
reduction programs
3. Develop Base Case Waste Generation and Recycling Projections
yakima.s w\contwork. pl n
Waste generation, disposal, and recycling levels will be projected
for 10 years to provide a baseline from which to develop and
measure performance.
1
EXHIBIT A
4. Define and Assess Alternative Waste Reduction and Recycling
Options
Information from waste reduction and recycling programs will be
surveyed, and a basic database of the most widely used options
will be developed.
These options will be screened to eliminate those which clearly do
not fit the situation in Yakima.
5. Develop and Analyze Alternative Plans
The options which apply to Yakima will be combined to form
alternative comprehensive waste reduction and recycling plans.
Diversion levels, cost, degree of program complexity, means of
compliance, market potential, reliability, and "fit" with existing
waste reduction and recycling activities will be documented.
The alternatives will then be ranked according to cost and
effectiveness.
6. Select a Preferred Plan
The consultant team will work with City staff to establish the
process for selecting a preferred plan from among the principal
alternatives.
Alternative plans will be evaluated against a set of criteria
reflecting SHB 1671 requirements and City of Yakima concerns.
These criteria, to be developed by the consultant team with City
officials and other interested parties, include considerations such
as: reliability, market potential, efficiency, ease of implementation,
environmental impacts, cost, and diversion levels.
The final plan will be selected from among the top two or three,
reflecting the consensus of the decision makers and involved
public.
Deliverables:
1. Report summarizing:
yakima.sw\contwork.pin
• existing conditions
• baseline projections
• options
2
EXHIBIT A
• alternative plans
• analysis of plans
• criteria and ranking
2. Recommendations for a preferred comprehensive WR/R plan
ELEMENT 2: ANNUAL ACTIVITY PLANS --COMPLIANCE WITH SHB 1671
Subtasks:
1. Develop five-year activity plans, phasing in the programs and
policies set forth in the preferred comprehensive recycling plan.
Create several alternative schedules reflecting different levels of
effort and expenditure.
2. Using the Matrix Waste Reduction/Recycling Analysis Model,
determine the recycling and waste reduction levels achieved each
year under the different plan schedules.
3. Compare the performance of the alternative activity plans to the
goals and guidelines of the City and the State. Evaluate how each
alternative meets the intentions of State legislation.
4. Select the preferred annual activity plan as the basis for
development of the detailed implementation plan.
Deliverables:
1. A report presenting the activity outlines and the analysis of
compliance with SHB 1671.
2. A recommended activity plan for implementation by the City of
Yakima.
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EXHIBIT A
ELEMENT 3: IMPLEMENTATION OF COMMERCIAL WASTE REDUCTION AND
RECYCLING
Subtasks:
1. Review existing contracts, ordinances, and franchises governing
the collection and disposal of commercial waste and the
collection of recyclables from the commercial waste substream.
2. Determine all possible alternative institutional arrangements for
implementing commercial recycling in Yakima under existing State
laws and UTC regulations.
3. Review the full range of commercial waste reduction and recycling
options which are consistent with commercial recycling strategies
recommended under work Element 1.
4. Evaluate program options.
5. Identify likely private and public sector roles and responsibilities
for planning, design, implementation, ownership, and regulation
of commercial waste reduction, and recycling programs.
6. Meet with the Community Advisory Committee and others who
may be affected by City -sponsored commercial recycling activities
and resolve, through consensus or negotiation, any issues
regarding service delivery responsibilities.
7. Identify the need for service agreements or revisions to existing
ordinances, franchises, or contracts between the City, its haulers,
private recyclers, and the County.
8. Develop year -by -year activity outlines and implementation plans
for inclusion in work elements 2 and 6.
9. Assess: 1) the potential for waste reduction and recovery; 2)
costs incurred by the City; and 3) impacts on private recyclers.
10. Prepare a draft technical memorandum for review by the
Community Advisory Committee, the County, private sector
interest groups, the Chamber of Commerce, and elected officials.
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EXHIBIT A
Deliverables:
1. Report documenting:
• the commercial program options,
• the process for selecting programs,
• recommendations and rationale for each,
• private and public sector roles and responsibilities, and
• costs and impacts of recommended waste reduction and
recycling programs.
2. Specific recommendations to revise existing or develop new
ordinances, contracts and franchises necessary to implement
recommended commercial recycling programs.
ELEMENT 4: ROLE OF THE CITY UNDER THE COUNTY SOLID WASTE
MANAGEMENT PLAN
Subtasks:
1. Review Yakima County Solid Waste Management Plan and related
documents.
2. Meet with Yakima County Solid Waste staff to review their
upcoming planning efforts and the future role of the City's Waste
Reduction and Recycling Plan.
3. Draft a position paper describing the most beneficial relationship
with the County.
4. Review this position paper with staff and elected officials to
solidify the City's position.
5. Develop a final consensus position regarding the City's desired
relationship with the County Plan and prepare a draft
memorandum of agreement between the City and County
concerning waste reduction and recycling planning.
6. Review the draft agreement with the County staff, modify as
necessary, and secure approval from both the City and the
County.
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5
EXHIBIT A
Deliverables:
A memorandum of agreement between the City of Yakima and Yakima
County, spelling out the relationship between the City's Waste Reduction
and Recycling Plan and the County's Solid Waste Management Plan.
Documentation of specific actions required by the City to comply with
the County's Plan and recommended revisions to the County Plan will
also be provided.
ELEMENT 5: PUBLIC INFORMATION PLAN
Subtasks:
1. Form a Community Advisory Committee
2. Design and Initiate a Program Publicity and Promotion Campaign
3. Develop a Community Outreach and Education Program
Deliverables:
1. A detailed public information plan, and approach to: program
publicity, promotion, and community outreach and education.
2. Assistance with implementation of the public information plan.
3. A community advisory committee and process for their
involvement in the plan formation.
ELEMENT 6: IMPLEMENTATION PLANS
Subtasks:
1. Prepare performance specifications for each alternative program.
2. Describe the roles of the City, private service providers, other
governmental agencies, and the public for each recycling program:
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EXHIBIT A
• Evaluate an in-house approach versus contracting -out, for
recycling services.
• Quantify, where possible, effects upon the private recycling
community.
• Identify reporting or regulatory requirements imposed by
other agencies.
• Describe the anticipated or required level of public
participation and support.
3. Determine operating parameters such as:
• sign-up versus delivery of bins
• type of materials to be collected in each bin
• program phasing requirements
• frequency of collection
• equipment requirements and crew size
• rates, financial incentives, method of payment, and billing
arrangements
• mechanism for sharing risks
4. Identify the necessary implementation activities and organize them
into a workplan for each alternative:
• Develop task descriptions.
• Determine the interface between the different tasks and
programs.
• Identify restrictions or potential problems and develop
strategies to overcome these problems.
• Develop a work structure encompassing all tasks.
• Define program budgets and schedules.
5. Present plans to City staff for approval.
Deliverables:
1. Implementation plans for each recommended waste reduction and
recycling program.
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EXHIBIT A
ELEMENT 7: RESIDENTIAL WASTE COLLECTION PERFORMANCE
EVALUATION
Subtasks:
1. Perform a literature search to determine industry performance
measures and standards for residential waste collection. Sources
will include relevant periodicals, industry associations, the UTC,
and other residential waste collection information resources.
2. Develop a list of proposed industry performance measures and
standards. These measures may include, but not be limited to,
pick ups per day, miles driven per day, tonnage handled per day,
and accounts served per day.
3. Determine the City's criteria for effective residential waste
collection. Develop a list of proposed criteria, e.g. reliable timely
service.
4. Collect data needed to evaluate service effectiveness.
5. Collect data necessary to evaluate service efficiency. Sources of
data will include, but not be limited to, waste collection daily logs,
financial statements, and management reports.
6. Evaluate City of Yakima service efficiency and effectiveness. In
order to accurately assess the efficiency of the City's residential
waste collection service, the characteristics of the City will be
considered. These may include number and types of residences,
types of waste, and area served.
7. Compare City of Yakima performance results with industry
standards.
8. Conduct a peer analysis. Identify 3-5 cities or service areas with
characteristics resembling the City of Yakima, and develop a
similar set of performance data for these cities.
9. Formulate and review initial findings, conclusions, and
recommendations with the City, including recommendations for
rerouting.
10. Prepare a draft report, review with City staff, make revisions, and
present the final report.
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CITY OF YAKIMA
WASTE REDUCTION AND RECYCLING PLAN
PROJECT BUDGET
WORK ELEMENTS
ESTIMATED COSTS
Element 1: Alternative Plans
Element 2: Acitivity Plan
Element 3: Commercial Recycling
Element 4: City Role
Element 5: Public information
Element 6: Implementation
Element 7: Collection Evaluation
$20.5500
6,500
$11,900
$ 7,800
$12x000
$ 8.900
$13.500
TOTAL 1 $81,100
(Not to exceed budget)
CITY OF YAKIMA
WASTE REDUCTION AND RECYCLING PLAN
PROJECT SCHEDULE
WORK ELEMENTS
June
July
MONTH
August
Sept
Oct.
Nov.
Element 1: Alternative Plans
Element 2: Acitivity Plan
Element 3: Commercial Recycling
Element 4: City Role
Element 5: Public Information
Element 6: Implementation
Element 7: Collection Evaluation
.