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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 3 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. yakima.sw\contwork.pin 3 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. yakima.sw\contwork.pin 4 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. yakima.s w\contwork. pl n 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: yakima.sw\contwork.pin 6 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. yaki ma.s w\contwork. pin 7 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. yaki ma.sw\contwork. pin 8 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 .