HomeMy WebLinkAboutCS 15-23
Report to
Executive Committee
Report Number: CS 15-23
Date: May 1, 2023
From: Sarah Douglas-Murray
Director, Community Services
Subject: Request for Proposal for Municipal Facility Waste Collection Services
-File: A-1440-001
Recommendation:
1. That proposal for Request for Proposal No. RFP2023-1 submitted by Miller Waste
Systems for Municipal Facility Waste Collection Services in the amount of $374,779.60.
(excluding HST) be accepted;
2. That Council authorize the Director, Finance & Treasurer to finance Year 1 (2023) of the
Municipal Facility Waste Collection Services in the amount of $62,308.00 (net of HST
rebate) from Property Taxes as approved in the 2023 Current Budget;
3. That financing for 2024 to 2025 of the Proposal be provided in the annual Current
Budgets, for a total amount of $319,068.00 (net of HST rebate); and
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: On June 30, 2023 all solid waste previously collected at municipally
operated facilities by Miller Waste Systems on behalf of the Region of Durham will cease. This
waste collection service has previously been a grandfathered service that will become the
responsibility of the City as of July 1, 2023.
Request for Proposal No. RFP2023-1 was issued on February 16, 2023 with a Submission
Deadline of March 20, 2023. Three (3) companies submitted proposals. The Evaluation
Committee, consisting of staff from the Community Services Department, reviewed and
evaluated the proposals received using criteria outlined in the bid document,
It is the recommendation of the Evaluation Committee that Miller Waste Systems, as the top-
ranked proponent, be awarded a three (3) year contract for the Municipal Facility Waste
Collection Services, at a cost of $374,779.60 (excluding HST).
The waste collection services that are required are solid waste collection and disposal, mixed
recycling collection and diversion, card board collection and diversion, organics waste
collection and diversion and street sweeping waste collection and disposal.
CS 15-23 May 1, 2023
Subject: Request for Proposal for Municipal Facility Waste Collection Services Page 2
Financial Implications:
1. RFP Amount
RFP 2023-1 $374,779.60
HST (13%) 48,721.35
Total Gross Tender Cost $423,500.95
2. Estimated Project Costing Summary
RFP 2023-1 $374,780.00
Total Project Cost $374,780.00
HST (13%) 48,721.00
Total Gross Project Costs $423,501.00
HST Rebate (11.24%) (42,125.00)
Total Net Project Costs $381,376.00
3. Breakdown of Costs by Budget Year
Total RFP Cost 2023
Current Budget
2024-2025
Current Budgets
Total
RFP 2023-1 $62,308.00 $319,068.00 $381,376.00
Within the 2023 current budget a total of $99,200.00 has been budgeted to manage the costs
associated with waste collection and diversion. The budgeted funds are allocated between the
Community Services Department, Operations Department and Fire services. The costs
related to 2024 and 2025 will be included in the annual current budgets for the corresponding
years.
Discussion: The City of Pickering is currently receiving contracted services under the
Region of Durham’s collection services contract for Waste, Organics and Recycling to all of the
City’s municipal facilities.
The Region of Durham has placed the City of Pickering on notice that these contracted waste
collection services will cease on June 30, 2023 and that the collection of all waste produced
within City owned facilities will become the responsibility of the City of Pickering as of July 1,
2023.
As such, Request for Proposal No. RFP2023-1 for Municipal Facility Waste Collection Services
was issued on the City bids & tenders portal on February 16, 2023 to request proponents to
submit proposals to manage waste collection, disposal and diversion at all municipal facilities.
Each facility has a combination of solid waste products, mixed recycling products, cardboard
CS 15-23 May 1, 2023
Subject: Request for Proposal for Municipal Facility Waste Collection Services Page 3
recycling and organic materials being produced that require proper disposal and diversion.
The collection of each of the above mentioned waste products will be completed on a weekly
basis with solid waste collection occurring bi-weekly at the larger facilities.
Proposals were evaluated and scored based on the proponent’s experience and qualifications,
their understanding of deliverables, quality of their references and their pricing. Miller Waste
Systems was the top-ranked Proponent, and is recommended for award.
Upon careful examination of all proposals and relevant documents received, the Evaluation
Committee recommends acceptance of Proposal No. RFP2023-1 submitted by Miller Waste
Systems in the amount of $374,779.60 (excluding HST).
Attachment:
1. None
Prepared By: Approved/Endorsed By:
Original Signed ByOriginal Signed By
Kevin Hayes Sarah Douglas-Murray
Manager, Facilities Maintenance Director, Community Services
SDM:kh
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer