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HomeMy WebLinkAboutE-4 - Bus Stop Enhancement Program GrantCONSENT ITEM E-4 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER DATE: MAY 16, 2016 SUBJECT: ACCEPT A GRANT FROM FOOTHILL TRANSIT FOR THE BUS STOP ENHANCEMENT PROGRAM PROJECT AND APPROVE THE LEASE OF BIGBELLY TRASH RECEPTACLES SUMMARY: The City was awarded a grant from Foothill Transit through the Bus Stop Enhancement Program (BSEP) Call for Projects. This project proposes to replace traditional outdoor trash receptacles with Bigbelly high capacity compacting waste stations. These single station trash receptacles will enhance our bus stop locations by eliminating trash overflows, hide unsightly trash, control pests and vectors, and reduce litter. This action accepts a grant from Foothill Transit, authorizes the City Manager to execute the Funding Agreement and approves the lease of eight (8) Bigbelly Single Waste Compacting Stations. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1)Accept a grant from Foothill Transit through the Bus Stop Enhancement Program (BSEP) Call for Projects; and 2)Authorize the City Manager to execute the Funding Agreement, in a form acceptable to the City Attorney, on behalf of the City; and 3)Waive the competitive bidding process as authorized under Azusa Municipal Code Section 2-539; and 4)Determine Bigbelly to be a sole source vendor, as authorized under Azusa Municipal Code Section 2-520(b); and 5) Approve a lease of eight Bigbelly Single Waste Compacting Stations from Bigbelly for a 60-month term. APPROVED COUNCIL MEETING 5/16/2016 Accept a Grant from Foothill Transit May 16, 2016 Page 2 DISCUSSION: On September 24, 2015, the City applied for and was awarded a $35,000 grant through the Foothill Transit Bus Stop Enhancement Program (BSEP) Call for Projects. The proposed project will replace traditional trash receptacles with Bigbelly Single Waste Compacting Stations at eight of our local downtown and civic center bus stop locations (a location map is attached for reference). The Bigbelly Stations are fully enclosed solar-powered trash receptacles that provide point of disposal trash compaction similar to a kitchen trash compactor. The trash compaction feature provides for up to 5 times more capacity than a traditional 32-gallon trash receptacle. In addition, the fully enclosed system design eliminates trash overflow, hides unsightly trash, controls pests and vectors, and reduces litter. The Bigbelly Stations are also equipped with a smart software system providing real-time data on each station, historical reports, and alerts when the Bigbelly Stations have reached near-full capacity and are in need of service. This information, which is available via a web browser and/or mobile device, provides valuable access to actionable data that drives operational decisions and allows for the deployment of resources in a much more efficient manner. Under Section 2-520(b) in the Azusa Municipal Code, when the City determines that only one vendor “with singular characteristics or performances capabilities” can provide “unique commodities or services” to the City, the purchase of those services is deemed a “sole source” purchase” and is exempt from the City’s competitive bidding requirements. In addition, the City Council has discretion under Section 2-539 of the Municipal Code to waive the City’s purchasing procedures to fit a specific contract when: (1) such waiver is not in violation of state or federal law; (2) unforeseen circumstances justify an exception to following the purchasing procedures; (3) the City will not be prejudiced by such a waiver; and (4) a waiver is in the best interest of the City and its operations. FISCAL IMPACT: Staff is proposing a lease over a purchase due to the capital cost of acquiring the equipment. The proposed 60-month lease term, which includes system monitoring, cleaning and inspection, full-term warranty, customer support, setup and training, is $9,772 per year. The total lease amount, including shipping and an initial supply of replacement bags, is $49,966.50. The City will receive $35,000 in grant funds. The remaining lease balance will be funded by Proposition A Funds. There are sufficient funds under Proposition A for the anticipated amount of $14,966.50 related to this project. Prepared by: Fiscal Impact Reviewed by: Daniel Bobadilla, P.E. Richard Lam Director of Public Works/City Engineer Budget Analyst Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager Attachments: 1) Funding Agreement 2) Project Location Map 3) Bigbelly Summary Proposal 4) Sample Bigbelly Trash Receptacle 5) Sole Source of Supply Letter ATTACHMENT 1 8 7 6 5 4 32 1 Sources: Esri, HERE, DeLorme, Intermap, increment PCorp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase,IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI,Esri China (Hong Kong), swisstopo, MapmyIndia, ©OpenStreetMap contributors, and the GIS UserCommunity C:\ArcGIS_Misc Projects_3_9.2\Phillip F_eng\Bus Stop Grant Exhibit.mxd Thursday, September 17, 2015 J.Prado Bus Stop Locations ´ 1 2 3 4 5 6 8 7 Prepared by: Engineering ATTACHMENT 2 Bigbelly 2016 Executive Summary Proposal T HE C ITY OF A ZUSA Program Overview The City of Azusa currently utilizes Bigbelly consulting services to evaluate and modernize its current public space waste management program in order to improve the quality of life for community members. Azusa’s primary goals are to eliminate trash overflows, mitigate litter, and optimize existing city workforce resources to adopt the most successful public waste and recycling program possible. The initial Bigbelly system implementation will support 8 of the busiest bus stops in downtown Azusa. Connect by Bigbelly is a turnkey smart Waste and Recycling System. Connect includes unlimited software licenses, station hardware, installation, onboarding and training, hardware warranty, bi-annual comprehensive cleaning and annual inspection, and automated system monitoring. Bigbelly’s platform as a service was created to ensure your satisfaction and success. This is a pre-pay proposal for a 60 month term of Connect. Connect 60 Month Term System Software Automated System Monitoring § CLEAN Management Console Licenses for Full Term § CLEAN Mobile Software Licenses for Full Term § Automated System Diagnostics and Alerts Equipment/Hardware Cleaning and Inspection § Custom Configuration as Detailed Below § Bi-annual Comprehensive Station Cleaning § Annual Station Inspection Station Installation Warranty § On-Site Installation for Stations § Hardware Parts Warranty for Full Term Setup and Training Customer Support § CLEAN Software Account Setup § System Training & Onboarding § Customer Support Hotline and Trained Field Service Professionals Equipment/Hardware Configuration 8 Bigbelly Single Stations 60 Month Term Total Cost $48,860.00 1Pricing is valid for 60 days from March 30, 2016. 2Pricing is subject to Connect Program Terms and Conditions. 3An initial order of bags was included with this order. For future bag orders please visit www.watsezero.com/bigbelly. One Time Fees 3 Boxes of Bigbelly Bags3 $100.50 Shipping $1,006.00 ATTACHMENT 3 BIGBELLY TRASH RECEPTACLE ATTACHMENT 4 ATTACHMENT 5