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Information |
TITLE: |
Consideration and Ratification of Contract Amendment: Ratification of the First Amendment to the Emergency Contract for the purchase of Materials/Services with Joe Dirt Excavating, Inc. for emergency hauling services of commingled recyclables in an additional amount of $100,000 (for a total Contract amount not to exceed of $300,000). |
STAFF RECOMMENDED ACTION: |
- Ratify the First Amendment to the Emergency Contract for the Purchase of Materials/Services with Joe Dirt Excavating, Inc. for emergency hauling services of commingled recyclables in an additional amount of $100,000 (for a total Contract amount not to exceed of $300,000); and
- Authorize the City Manager to execute the necessary documents.
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Executive Summary: |
On April 26, 2023, the contractor who managed the City of Flagstaff Material Recycling Facility (MRF) ceased operations. In response to an emergency need to load and haul recycling materials from the MRF to material recycling facilities in the Phoenix area, on May 4, 2023, a contract with Joe Dirt Excavating, Inc (JDE) was executed and subsequently ratified by the City Council on May 23, 2023. The cost of that original Contract was an amount not to exceed $200,000.
City staff are currently negotiating a contract with another business for the compacting/hauling/processing of the City of Flagstaff recyclable materials. However, during this negotiation process, there may be a need for JDE to continue to haul recycling materials to Phoenix, and the potential cost of the services may exceed $200,000. For that reason, staff is requesting to add an amount not to exceed $100,000 for a total Contract amount not to exceed $300,000. |
Financial Impact: |
The fees associated with the Contract and the First Amendment are budgeted in the Solid Waste Fund for MRF planning efforts and in Solid Waste operations that paid the previous MRF contractor. |
Policy Impact: |
The First Amendment to the Contract for emergency hauling is essential for the City to maintain recycle services and to ensure that materials are recycled to their fullest extent possible.
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Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan: |
Priority Based Budget Key Community Priorities and Objectives
High Performance Governance
- Serve the public by providing high quality customer service
- Encourage public trust through transparency, accessibility and use of the City’s public participation policy
Safe & Healthy Community
- Foster a safe, secure, and healthy community
- Develop alternative diversion programs
Sustainable, Innovative Infrastructure
- Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
- Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
- Provide effective management of and infrastructure for all modes of transportation.
Livable Community
- Provide amenities and activities that support a healthy lifestyle Environmental Stewardship
- Actively manage and protect all environmental and natural resources
- Increase the private sector's participation in environmental stewardship efforts
- Promote, protect, & enhance a healthy, sustainable environment & its natural resources.
Carbon Neutrality Plan
- Goal CR-2 – Strengthen existing community systems to create resilience to both short-term shocks and long-term change.
- Goal ES-4 – Actively seek to recognize past harms, repair trust, and build deeper relationships with community members.
- Goal MM-3 – Divert more waste from the landfill.
Regional Plan
- Goal E&C.3 – Strengthen community and natural environment through climate adaptation efforts.
- Goal PF.1 – Work across all government operations and services to prepare for the impacts of natural and human caused hazards.
- Goal PF.2 – Provide sustainable and equitable public facilities, service, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
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Has There Been Previous Council Decision on This: |
The City Council approved and ratified the original Contract No. 2023-130 on May 23, 2023. |
Options and Alternatives: |
- Approve the First Amendment including an additional amount not to exceed $100,000 (total Contract amount of $300,000) as recommended;
- Approve the First Amendment with a lesser amount;
- Reject the First Amendment and direct staff to conduct a new solicitation for hauling services. This option is not recommended by staff due to the emergency need for hauling and the time it would take to solicit.
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Key Considerations: |
Without emergency trucking services that are capable of hauling commingled recyclables to Phoenix-area MRFs, the City will not be able to recycle its commingled recyclables that are collected by the City’s Solid Waste Section. The only option available to the City would be to deliver the commingled recyclables to the Cinder Lake Landfill for disposal.
There is a planning committee consisting of representatives throughout Team Flagstaff that is working on long-term plans and strategies for recycling in the City and utilization of the former MRF property. Additionally, staff is currently negotiating with a company to compact/haul/process the City's recycling materials which will be brought to the City Council at an upcoming date. |
Community Involvement: |
The City’s recycling program will remain operational, which will support the City’s waste diversion and carbon neutrality goals. |
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