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Waste Hauling Options City Council Workshop May 13, 2019 ---PAGE BREAK--- Background December 10, 2018: ● Council received a presentation from Arvada Sustainability Advisory Committee January 18, 2019: ● During annual retreat Council requested additional information including a potential implementation timeline of waste hauling options February 11, 2019: Workshop with City Council March - May 2019: Outreach and Survey 2 ---PAGE BREAK--- Why Consider Change? An organized waste hauling system can: Improve Arvada’s low recycling rates Decrease road damage Decrease noise nuisance and air pollution Provide additional services (recycle, bulk item pick up) Increase street safety for pedestrians, kids, pets, vehicles Lower costs to residents or provide additional 3 ---PAGE BREAK--- Community Engagement ● Questions/FAQs ● Speak Up Arvada ● Community Connectors 4 ---PAGE BREAK--- Community Survey: Goals and Results 5 Services most important to residents 02 Community values and motivation 01 Qualities to consider in hauler 03 1401 responses ---PAGE BREAK--- Demographics 78% non-HOA households Fewer responses from ● 80007: more HOA ● 80002: more multi-family 6 ---PAGE BREAK--- Age Demographics 7 Responses inclusive of all age cohorts ---PAGE BREAK--- Most important reasons to take action 8 ---PAGE BREAK--- Recycling, trucks important for all ages ● Recycling was #1 or #2 priority for all ages ○ Two oldest groups prioritized trucks off the road, then recycling ○ All other ages prioritized recycling, then trucks ● Recycling and trucks off road top 2 responses for most ages 9 Priority values Votes Increase recycling 840 Fewer trucks 754 Less noise, air pollution 514 Similar prices 512 ---PAGE BREAK--- What residents like most about their hauler 10 Price was most important quality ---PAGE BREAK--- Most popular comments about haulers Recycling Quality of services Services offered 11 ---PAGE BREAK--- Important qualities for choosing hauler Even split for four top criteria Take into consideration when evaluating haulers 12 Scored 4 or 5 for most important qualities ---PAGE BREAK--- Concerns moving forward evenly split Poor service Lack of choice 13 SERVICE QUALITY PRICES Price increases Higher prices 34% 23% 22% 21% ---PAGE BREAK--- Priority Services 14 Recycling for all Optional composting Exploring bulky item Carry-out for those in need ---PAGE BREAK--- Opt-out options considered 15 OPT-OUT W/ FEE FOR BULKY ITEM 45% NO OPT-OUT OPTION 25% OPT-OUT W/O FEE OR BULKY ITEM SERVICES 30% Undermines program, more trucks on road Government interference, loss of choice Encourages participation, provides minimum value ---PAGE BREAK--- General feedback on organized hauling 441 open comments 31% of participants 16 ---PAGE BREAK--- Open comment feedback themes 17 POSITIVE 11% NEGATIVE 13% 36% role of government 23% loss of choice 11% lower service quality 25% increased recycling 23% trucks off road 15% composting ---PAGE BREAK--- Feedback from haulers Formal letter sent to licensed haulers Invitation to meet Five in-person meetings 18 ---PAGE BREAK--- Hauler concerns Keep RFP simple, let them propose solutions Opt-out with fee: lower risk Longer contract to justify capital expenses Start 6-8 months from contract signing 19 ---PAGE BREAK--- Recommendations for Organized Waste Hauling 20 Request for Proposals ---PAGE BREAK--- Services requested Trash: Weekly, volume-based pricing Recycling: Biweekly, included in price Composting: Optional weekly food/yard debris Bulky: Quarterly bulky item collection or as defined by haulers 21 ---PAGE BREAK--- Estimated Number Households in the Program - 32,000 22 (Total HH) - (parcels with 8 or more units) - (HOAs with existing waste contracts) = 32,000 HH Master Address Assigned Residential Addresses Residential Sub Type Count TOWNHOME 4,535 SINGLE-FAMILY 35,410 DUPLEX 1,493 TOTAL 41,438 Master Addresses Assigned w/ HOA Waste Hauling Contract * Residential Sub Type Count TOWNHOME 1,559 SINGLE-FAMILY 7,589 DUPLEX 289 TOTAL 9,437 ---PAGE BREAK--- HOAs excluded, can opt-in ● HOAs with established contracts would be exempt from RFP number of households ● HOAs have the option to opt-in to the program at any time during the contract ● Undetermined number of HOAs with contracts ● HOA survey: ○ 177 registered HOAs ○ 79 responses ○ 86% of respondents provide waste service 23 ---PAGE BREAK--- RFP options Opt-out option w/ basic fee and bulky services still offered Option to sub-contract services with other haulers Contract: 3 year contract with two 2-year renewal options 24 ---PAGE BREAK--- Districting considerations Invites more businesses to participate Encourages competition to win re-bid Lowers capital costs needed to service areas 25 PROS CONS Unequal pricing: higher costs to service some neighborhoods More staff involvement: normalize pricing, billing, maps, customer service Does not provide choice to residents Customer service challenges similar to cable districts ---PAGE BREAK--- 26 Customer service Hauler handles all customer service requests Customer Service: Dedicated customer service representative Data tracking: Contractor will provide reports on customer service metrics, including issue resolution, as well as other reports including material tonnage ---PAGE BREAK--- Sample RFP Pricing Chart 27 Base fee including bulk item collection (opt-out option) $ Trash (weekly) 32 gallons $ 64 gallons (1.5 x cost of small cart) $ 96 gallons (2x cost of small cart) $ Extra 96 gallons $ Recycling (biweekly) Included in trash prices Optional weekly compost (minimum 3,000 households) $ ---PAGE BREAK--- Billing Cost Comparison City exploring the ability to manage billing ● File upload from the hauler ● Dedicated City phone number that is transferred to hauler for customer service issues ● Staff time needed ● Households with other water providers would need to be addressed ● billing Hauler-managed billing included in the RFP 28 ---PAGE BREAK--- Collection Carts ● Cost of carts - City to bear initial cost to purchase or lease carts, with repayment via customer fees over time and possibly supplemented by grant dollars ● Hauler maintains inventories, repairs all carts ● Exploring solutions for residents who have already purchased carts 29 ---PAGE BREAK--- 30 Timeline Dates City Council workshop Feb. 11 Hire consulting firm(s) to help evaluate process, RFP components, RFP responses and craft community education and engagement March 31 Community engagement through Speak Up Arvada and other means through full implementation in July 2020- a specific engagement plan for each phase of the process will be created Feb. 2019 to July 2020 Hauler outreach, individual meetings with 9 residential haulers Late April Workshop with City Council- sharing community and consultant input on RFP components May 13 Refine RFP scope based on community engagement and council consideration May 2019 RFP goes live late May Proposals due late June Proposal evaluation July Council workshop to present proposals July/August Community engagement related to proposals Aug. /Sept. / Oct. Possible advisory question set for ballot late August Preparation of Ordinance Fall 2019 First reading of ordinance, public hearing and approval December 2019 Hauler contract approved Early 2020 Implementation timeline established 1st quarter 2020 Community education regarding implementation/timeline Ongoing in 2020 Order carts and establish billing process Early 2020 Households select program components, container size/cart deployment Begin implementation / Four month roll out ---PAGE BREAK--- Consideration of ballot advisory question Inequity in voting: Voters living in HOAs and multi-family properties are voting on issue that potentially does not affect them Limited staff engagement: Staff cannot educate residents about ballot issues after August 31 ---PAGE BREAK--- Questions, Feedback on Recommendations? 32 ---PAGE BREAK--- Previous draft slides: questions 33 ---PAGE BREAK--- Survey Results 34 1. How would you rate your level of satisfaction with your current waste hauler? Very Dissatisfied Very Satisfied ---PAGE BREAK--- Survey Results 35 2. The most important thing I like about my current waste hauler is: ❏ They are a local company ❏ They provide fair prices ❏ They provide special services like picking up my bins from my house ❏ Other ---PAGE BREAK--- Survey Results 36 3. Currently, residents living in HOAs pay less for waste hauling services due to group pricing. Do you live in an HOA that provides trash and/or recycling services to residents? ❏ Yes ❏ No ❏ I don’t know ---PAGE BREAK--- Survey Results 37 4. The most important reason why the city should pursue an organized waste hauling system is: ❏ Fewer trucks on the road ❏ Making prices similar between HOA and non-HOA neighborhoods ❏ Improving our environment by recycling and composting more ❏ Decrease noise and air pollution ❏ Increase services to residents ❏ Improving neighborhood safety ❏ Better customer service and service quality ---PAGE BREAK--- 38 5. Under the proposed organized waste hauling system, services that would be most important to me are: ❏ Curbside recycling ❏ Curbside composting for leaves, grass clippings and food scraps ❏ Carry-out assistance for physically impaired residents to collect carts from my garage or house ❏ Frequent pick up for bulk items such as furniture, mattresses, appliances, etc. ---PAGE BREAK--- 39 6. What are the most important qualities for the City to consider in choosing a company(s) to provide organized waste hauling for residents? Rank each one on a scale from 1-5 (1 being the least important & 5 being the most important). ❖ Cost ❖ Customer Service ❖ Quality of Service ❖ Locally Owned ❖ Services provided (recycling, compost, leaf collection, bulk item pick up) ❖ Low emission trucks ---PAGE BREAK--- 40 7. My biggest concern about the City’s plan to provide organized waste hauling to residents is: ❏ Poor service quality and unresponsive customer service ❏ Higher prices ❏ Potential cost increases over time ❏ Being forced to use one company for services ---PAGE BREAK--- 41 8. Rank the following statements on a scale from 1-5 (1 - strongly disagree and 5 - strongly agree). Residents should be provided with convenient curbside carts and collection service. It it important for the City to ensure that all residents pay the same rates for common services such as water, sewage and trash. Households that produce 8 bags of trash per week should pay more for trash service than households that produce 2 bags per week. It matters to me that HOA residents generally pay less for trash service than non-HOA residents. ---PAGE BREAK--- 42 9. The ability to opt-out of the system is important to some residents. Which method of opting out makes the most sense to you? ❏ Residents who opt-out of the program should be able to still participate in city-wide services such as bulk item pick up for a fee. ❏ Residents who opt-out of the program will not be able to participate in city-wide services such as bulk item pick up. ❏ Residents should not opt-out of the program because it will likely increase rates for all residents. ---PAGE BREAK--- Value statements: Equity in rates Ensure all residents pay same rates for services like water, sewer, trash. Matters that HOA residents generally pay less for trash services than non-HOA residents. 43 strongly or somewhat agree strongly or somewhat agree 33% 57% ---PAGE BREAK--- Value statements: Services Residents should be provided with convenient curbside carts and collection service. Households that produce 8 bags of trash should pay more than those that produce 2 bags of trash. 44 strongly or somewhat agree strongly or somewhat agree 53% 70% ---PAGE BREAK--- Value Statements: Mixed results on equity 45 Fair rates important overall: 57% agree Comparison between HOA vs. non-HOA very divided: 33% agree ---PAGE BREAK--- Residents satisfied with current hauler 46 strongly or somewhat satisfied strongly or somewhat dissatisfied 63% 14% ---PAGE BREAK--- Biggest concerns about organized system Prices are dominant concern Service quality & choice were strongly represented in open comments as well 47