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HomeMy WebLinkAbout2025-10-16 Select Board Packet (PDF) Town of Reading Meeting Posting with Agenda 2018-07-16LAG Board -Committee -Commission -Council: Select Board Date: 2025-10-16Time: 7:00PM Building: Reading Town Hall Location: Select Board Meeting Room Address: 16 Lowell StreetAgenda: Purpose:General Business Meeting Called By:Madeleine Baptiste on behalf of Chair Chris Haley Notices and agendas are to be posted 48 hours in advance of the meetings excluding operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will notbe accepted. Topics of Discussion: \\~~{ B†s~|¯ PAGE # Join Zoom Meeting https://us06web.zoom.us/j/84828552653 Meeting ID: 848 2855 2653 Dial by your location Pledge of Allegiance ¤¯ Overview of Meeting Discuss and Vote on Trash and Recycling Contract ¤¯¢ This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 1 2 751,204 339,743 985,779 574,319 N/AN/A 3 Difference - Total $ $ $ $ 61,485 135,949 178,401 103,937 N/AN/A Difference - Annual $ $ $ $ 13,357,64013,332,32712,649,71311,056,95911,031,64110,349,027 5-Year Total $ $ $ $ $ $ 5%5%5%5%5%5% MKTMKTMKTMKTMKTMKT % Inc.% Inc. Republic Services 75.0080.0080.0080.0080.0080.00 2,417,3962,412,8152,289,2792,001,0311,996,4491,872,913 Unit Price Annual Cost (FY27) $ $ $ $ $ $ $ $ $ $ $ $ 14,083,53112,989,45612,017,42010,923,345 5-Year Total $ $ $ $ 5%5%5%5%5%5%5%5%5%5% % Inc.% Inc. 30.0035.0035.0045.0060.0035.00 Waste Management 2,548,7642,350,7642,174,8501,976,850 N/AN/A Waste Management and Republic Services Price Comparison - 10/9/2025 Unit Price Annual Cost (FY27) $ $ $ $ $ $ $ $ $ $ Bulk Options Pricing Options Weekly trash, Weekly recycling, 1 burnable bulky item, 1 metal itemWeekly trash, Weekly recycling, 1 burnable bulky item, no metal itemWeekly trash, Weekly recycling, no burnable bulky item, no metal itemWeekly trash, Bi-weekly recycling, 1 burnable bulky item, 1 metal itemWeekly trash, Bi-weekly recycling, 1 burnable bulky item, no metal itemWeekly trash, Bi-weekly recycling, no burnable bulky item, no metal itemBurnable Bulky ItemSmall Metal ItemLarge Metal ItemWhite GoodsCRT TV's and monitorsSinks, Bathtubs, and Toilets Pdupcfs!:-!3136! 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These trucks would require them to remove an attachment on the front of the truck to collect the dumpsters each day. o Waste Management will provide 2 trash trucks dedicated to residential trash collection only. Dumpsters will be emptied via separate trucks on commercial routes. Bulk items will be collected on a separate day by a dedicated bulk collection truck. o This means that Republic’s trucks would fill up faster and require more frequent trips to the Re-World incinerator in Haverhill, likely leading to missed pickups and a potentially lower level of service for the Town’s residents. Customer Service o While Republic Service may provide minimal cost savings over the life of the contract, we believe that based on the technical proposal and what the Town has experienced with past performance, Waste Management would provide the Town with an improved operation and level of customer service for our residents. See the attached chart which illustrates the volume of reported missed pickups historically from Republic Services compared to the former JRM. Budgetary Considerations o The FY27 budget was initially developed for a trash/recycling budget increase of 20%. The lowest pricing proposals (bi-weekly recycling, no bulk included) from both vendors would provide an increase between 20% and 25%. Any pricing proposals higher than this option would not be in the best financial interest of the Town, as already identified by Sharon Angstrom. 19 20 YEAR 10 YEAR 9 REPUBLIC SERVICES YEAR 8 YEAR 7 JRM YEAR 6 YEAR 5 YEAR 4 Fix Reported Missed Trash / Recycling Collections (October 2015 through September 2025) - YEAR 3 Click - See YEAR 2 YEAR 1 0 800600400200 18001600140012001000 Fix Reported Misses-Click-See 1.$5,000 / instance – Using a trash or recycling truck for collecting materials other than trash or recycling, respectively. 2.$2,500 / day / truck – Failure to comply within 10 business days, per an order from the Town, to increase the number of vehicles necessary to the Contract. 3.$1,000 / instance – Collection of trash, recycling, or any other material covered under this Contract prior to 6:30 AM. 4.$1,000 / instance – Mixing trash/recycling collected from the Town with trash/recycling from another source, when not permitted by the Contract. 5.$500 / instance – Continued vio transportation after written notice from the Town. 6.$500 / instance – Failure to comply with state and local waste bans, including but not limited to, accepting items for trash/recycling which should not be collected with trash/recycling. 7.$200 / day – Failure to repair/replace leaky/faulty dumpsters or trash compactors within 8.$100 / instance – Failure to submit monthly weight slips to the Town in a timely manner, as required by the Contract. 9.$100 / instance – Failure to close and latch a dumpster enclosure gate. 10.$100 / instance – Failure to collect curbside materials covered under this Contract, within 24 hours (Sundays and holidays excluded), when said materials were placed at the curb prior to the daily collection time; or failure to collect dumpsters / carts within 24 hours of the / frequency from schools, Town buildings, or select condominium properties, for reasons including but not limited to truck failure or operator error. 11.$100 / instance – Failure by the Contractor to complete missed pickup requests within 24 hours (Sundays and holidays excluded) of about the missed pickup. 21 12.$100 / instance – Failure to comply with other reasonable requests from the Town with respect to the performance of this Contract. 13.$100 / instance – Failure to properly usestickers, tags, or other notices for residentswhen rejecting unacceptable materialsor improperly prepared carts. 14.$100 / instance – Failure to provide and maintain collection vehicles, dumpsters and trash compactors that are in good, clean and functional condition as provided for in the vehicles, dumpsters and trash compactors as required in 15.$100 / instance – Failure to furnish a daily schedule or a revised schedule of collection and disposal. 16.$100 / instance – Failure to return emptied trash carts, recycling carts, dumpsters, or trash compactors to the location from which they were found during the time of collection or the leaving of carts in locations where they obstruct vehicle or pedestrian This shall also include any throwing of or causing damage to carts, dumpsters, and trash compactors. Furthermore, this shall also include the leaving of carts in the streets, driveways, sidewalks, or other locations such that they obstruct vehicle or pedestrian otherwise pose a hazard. 17.$100 / instance – Failure to repair or replace residential property, including but not limited to, mailboxes and fences, which were damaged by the Contractor. 18.$100 / instance – Failure to clean up litter, onto the street or curb during collection. 19.$100 / instance – Collection of Christmas trees containing plastic bags or decorations, or seasonal greenery containing metal wire (or any other material which is not biodegradable). 22 WASTE MANAGEMENT Annual CostExplanation of Calculation Base trash curbside (includes 1 paper $ 872,082.00 From price proposal for weekly trash and no bulk collection shedding event) Base recycling curbside$ 491,805.00 From price proposal for bi-weekly recycling and no metal collection Formula encompassing blended value calculation and the provided Recycling Processing Charge$ 126,969.96 processing fee for the recycling facility (estimated annual cost) Paper shredding events (2 additional)$ 3,600.00(Unit cost from price proposal) X (2 additional events) Curbside leaf collections (6 weeks)$ 151,680.00 (Unit cost from price proposal) X (6 weeks) Curbside Christmas tree collection (1 week)$ 25,280.00(Unit cost from price proposal) X (1 week) Formula encompassing unit price per dumpster haul, quantity of Dumpsters - trash$ 302,723.20 dumpsters, and the frequency of pickups Formula encompassing unit price per dumpster haul, quantity of Dumpsters - recycling$ 46,583.68 dumpsters, and the frequency of pickups Compactor Hauling - Summit Village$ 11,700.00(Unit cost from price proposal) X (frequency of pickup) Compactor Rental - Summit Village$ 5,400.00(Unit cost from price proposal) X (12 months) (2) rigid plastic events$ 1,260.00(Unit cost per dumpster haul) X (2 dumpsters per event) X (2 events) (1) HHW day$ 305.00(Unit cost per dumpster haul) X (1 dumpster per event) X (1 event) Formula based on the market rate of deisel as determined by the vendor Fuel surcharge$ 65,055.92 (estimated annual cost) WM - sub annual cost$ 2,104,445 Actual WM annual total before savings Less Estimated Re-World disposal costs$ (122,818)Calculation of trash disposal costs from dumpsters (annual) Less Estimated Recycling Processing Costs$ (4,777) Calculation of recycling processing costs from dumpsters (annual) WM - adjusted annual cost$ 1,976,850 WM’s base trash curbside price only included 1 paper shredding event in the price o All other charges (including dumpster costs) were calculated separately Labor for delivery of new carts / swaps and cart repairs was absorbed into the base pricing. No separate pricing was provided for cart deliveries or repairs. The Town will provide all carts and parts to the vendor as needed. Price ash, bi- or metal collection included. 23 REPUBLIC SERVICES Annual CostExplanation of Calculation Base trash curbside$ 1,076,277.00From price proposal for weekly trash and no bulk collection Base recycling curbside$ 603,468.00 From price proposal for bi-weekly recycling and no metal collection Formula encompassing blended value calculation and the provided Recycling Processing Charge$ 114,988.50 processing fee for the recycling facility (estimated annual cost) Paper shredding events (3)$ 12,222.00(Unit cost from price proposal) X (3 events) (2) rigid plastic events$ 1,476.00(Unit cost per dumpster haul) X (2 dumpsters per event) X (2 events) (1) HHW day$ 289.00(Unit cost per dumpster haul) X (1 dumpster per event) X (1 event) Formula based on the market rate of deisel as determined by the vendor Fuel surcharge$ 64,192.72 (estimated annual cost) Republic - Actual annual cost$ 1,872,913 Republic Service’s base pricing includes costs for all existing dumpsters/compactors, but does not include costs for any special events o All other charges were calculated separately Labor for delivery of new carts / swaps and cart repairs was absorbed into the base pricing. No separate pricing was provided for cart deliveries or repairs. The Town will provide all carts and parts to the vendor as needed. Trash disposal costs and recycling processing feesare NOT included in the unit cost of the dumpsters for Republic Services. Trash disposal costs will still have to be paid to Re-World. Price ash, bi- or metal collection included. 24