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HomeMy WebLinkAbout2009 07 13 Regular 600 Solid Waste Survey ResultsCOMMISSION AGENDA ITEM 600 July 13, 2009 Regular Meeting CONSENT INFORMATIONAL PUBLIC HEARING REGULAR X MGR /DEPT ~~,/' Authorization REQUEST: Public Works Departments Requesting the City Commission Validate the Solid Waste Survey Results Entitling the Franchisee to Receive the Performance Bonus and Receive the Annual Staff Solid Waste Review PURPOSE: The purpose of this Board item is to provide the results of the Solid Waste Survey to the City Commission which determined that the Contractor is Eligible for the Performance Bonus and also receive the staff review of the contract performance as stipulated in the Solid Waste Franchise Agreement. CONSIDERATIONS: PERFORMANCE BONUS. This agenda item is needed to fulfill the performance bonus provisions of the Franchise Agreement for Solid Waste Agreement with Waste Pro of Florida. Section 35.0 specifically says: 35.U Performance Banns. Ta the extent permitted by law, #egittnng with the first anniversary of this Agreement, Contractor- shall be e~ntitl~ tc~ e~ a performance bo>qus far the prior year's collection a»d dapnssl services within the service ama, provided Can~tttar reeves a customer satisfaction rating of ninety per7ccnt (90°fo) yr greater'. The rating shall tre determined by a e+omp~etcrtt atxd indent research consultant chow by mutual agrrrernent of the Contractor and City, The Cc~ntractor~tall pay hlty percatt ofthe cost aft~etaining the consultant. The performance bonus shall be Tavel Thousand Five Hundred Dollars t ~ 12,SOO.UO}per year f+~r the first three y~rs perf+nrmar under this Agreement and Fifteen Thousand T)allars (~ 15,00(?.00~ per year thereafter.. Staff contracted with the Dr. James Wright of the Institute of Social and Behaviorial Sciences at UCF to perform the survey at a final cost of $2,277 which is to be split between the 071309_COMM_Regular 600_Solid Waste_Performance_Review 2009 July 13, 2009 Regulaz Agenda Item 600 Page 2 City and WastePro. The same survey questions and format approved by the City Commission in 2007 were used. The survey was completed and provided to the City by UCF. The level of customer satisfaction was measured at 97.0% based for the 463 respondents. Previous results were 93.4% in 2008 and 93.2% in 2007. The results of the survey entitle WastePro to the $12,500 performance bonus. The drop in the level of complaints staff receives correlates to the survey results. The City has processed the UCF survey invoice and 50% of that cost will be deducted from the performance bonus. ANNUAL EVALUATION: In accordance with Section 9.3 of the Solid Waste Agreement dated March 1, 2006 by and between the City of Winter Springs and Waste Pro of Florida, Inc., Waste Pro's performance shall be evaluated annually by the City Manager or his designee via a written annual evaluation, which shall be subsequently delivered to the City Commission at a public meeting. The evaluation shall be based on the level of service criteria set forth in paragraph 9.1 of the Solid Waste Agreement. Those criteria are listed in the attached Annual Evaluation Report. Staff has completed the required evaluation and has met with representatives from Waste Pro to discuss the report. Issues deemed "Acceptable but Needing Improvement" have been discussed with Waste Pro and have been or are being remedied. Staff found no areas of review that were deemed "Unacceptable." The evaluation is attached. 9.3 Annual Evaluation Procedure. Contractor's performance shall be annually evaluated by City's Authorized Representative andlar City Commission under the following procedure: A. Upon or soon after the occurrence of each annual anniversary date of this Agreement, the Authorized Representative shall conduct and. prepare a written annual evaluation of Contractor's performance in providing the collection and disposal services under this Agreement ("Evaluation"). The Evaluation shall be based on the level of service criteria set forth in paragraph 9.1 herein. For each criteria the Authorized Representative shall evaluate and 071309_COMM_Regular 600_Sol~ Waste_Performance_Review 2009 Regular Agenda Item 600 July 13, 2009 Page 3 grade Contractor's performance as unacceptable, acceptable but needs improvement, or good. If Contractor receives an unacceptable grade, the Authorized. Representative shall provide Contractor a written explanation of why Contractor's performance was unacceptable and Contractor shall be given a reasonable period of time, as determined by the Authorized Representative,. tobring its level ofperfonnance up to levels acceptable to the Authorized Representative. B. The Authorized Representative shall deliver the Evaluation, the aforesaid explanation, and other relevant documents to the City Commission for consideration by the City Commission at a public meeting. At the meeting, the Authorized Representative and Contractor shall have the opportunity to explain their positions and the City Commissianshall then determine whether this Franchise should continue under conditions determined by the City Commission or be terminated, without penalty, pursuant to paragraph 14.1(H) herein. FUNDING: The Survey cost of $2,277 has been paid from the Solid Waste Fund. WastePro's share of the survey will be deducted from the $12,500 performance bonus for a net performance bonus of $11,361.50. RECOMMENDATION: It is recommended that the City Commission Validate the Solid Waste Survey Results Entitling the Franchisee to Receive the Performance Bonus of $11,361.50 payable from the Solid Waste Fund and also accept the Annual Evaluation Report for Waste Pro for the period of March 1, 2008 - Febrtaaty 28, 2009 as submitted by staff. IMPLEMENTATION SCHEDULE: The bonus will be paid within 30 days of approval. ATTACHMENTS: 1. Survey Report 2. Annual Evaluation Report COMMISSION ACTION: 071309_COMM_Regular 600_Solid Waste_Performance_Review_2009 Utiversiy' of C~r~al Fkr+cti Institute for Social and Behavioral Sciences Winter Springs, FL, Customer Satisfaction with Waste Management Services, 2009: Final Report By James D. Wright and Jana Jasinski University of Central Florida Apri16, 2009 The UCF Institute for Social and Behavioral Sciences contracted with the City of Winter Springs, FL, to undertake a telephone survey that would determine the level of consumer satisfaction with the City's solid waste disposal subcontractor, WastePro. The survey was a "computer-assisted" (CATI) telephone survey of registered voters in Winter Springs, Florida, conducted according to the quality standards that prevail in the phone survey industry. A sample of the City's registered voters was obtained from a commercial sampling firm. Numbers from the list were dialed at random until the desired sample size was achieved. Screening questions at the beginning of the survey determined whether respondents were in fact legal residents of Winter Springs and whether they lived in single family residences, which negotiations with the City had previously determined to be the appropriate target population. The following table shows the disposition of "call attempts" in the survey. A "call attempt" is an effort by one of our interviewers to reach a person at a particular number. Since any one number can be (and often is) called multiple times, the number of call attempts (in this case, 4,910) is far larger than the telephone numbers we attempted to dial. As can be seen, only about one call attempt in ten (9.4%) resulted in a completed survey. One in four (40.2%) of all call attempts resulted in "no answer," which includes answering machines and voice mail along with unanswered telephones. Disposition of Call Attempts: Winter Springs Survey 2009 Category Number Percentage No answer 1974 40.2 Call Back (1) 363 7.4 Business number 29 0.6 Disconnected 1836 37.4 Busy 127 2.6 Not in single family home 26 0.5 Not in city limits 58 1.2 Refused 0 0 Fax/Computer Line 34 0.7 Completed Surveys 463 9.4 Total Dial Attempts 4910 Table Notes (1) Includes both scheduled call-backs (specific day and time) and more general "please call me back later." In all, 463 interviews were completed with eligible respondents. For a sample size of 463, the margin of survey error (95% confidence intervals) for a percentage near 50-50 is t 4.49 percentage points. For a percentage split near 90-10, the corresponding margin of error is f 2.69 percentage points. Aside from the screening questions to determine jurisdiction of residence and residence type, the remainder of the survey consisted of two questions: As you probably know, solid waste in Winter Springs is picked up by a private contractor, Waste Pro. All in all, are you satisfied or unsatisfied with the trash collection services you receive at your place of residence? 1 Satisfied 3 Unsatisfied 8 It depends, varies from week to week, etc. 9 Don't know, can't say, refused. Do you have any specific complaints about the trash collection service that you would like to tell me about? Results for the question about overall satisfaction were as follows: Number Percentage Satisfied 449 97.0 Unsatisfied 7 1.5 Depends, ~~it varies" 7 1.5 N = 463 The measured level of consumer satisfaction with WastePro (97.0%) exceeds the 90% satisfaction rating referenced in the contract. Many people who pronounced themselves satisfied overall with their trash collection services nonetheless had specific complaints that they mentioned in response to the follow-up question. Responses to the follow-up are reproduced verbatim below. We have not undertaken any detailed analysis of these responses, but a casual reading shows that leaving trash behind in the streets, and indifferent handling of the emptied bins tend to be the most frequently mentioned complaints, as, indeed, they also were last year. Note also the very large number of people who responded "no," "Hope," ~~none," "none at all," etc. in response to the open-ended question about complaints. 2 ~~Do you have any specific complaints about the trash collection service that you would like to tell me about?" Absolutely no complaints! Everything is outstanding. after holidays there is a lot of garbage piled up "after the holidays, they come late in the day" can't think of anything they've been great careless with collection come real late continue to pick up trash on Fridays anything on curbs "Doesn't like the big trash can, it's too much for her and her husband" Don't like the big ugly green bins. Drivers need to be more careful while driving. drop things in street don't pick them up frequently they leave garbage around the garbage can and there is fallen trash from the truck that they just leave there. I don't know why. Last week they left about 2-3 McDonald's cups for no reason. But otherwise I am semi-satisfied Good service I don't have any problems at all with it I don't like the monthly fee for the extra can. I would prefer to purchase it at a one-time fee. I just wish they would pick up everything and not spill it out. Sometimes they will miss a bottle and don't bother picking it up if they do. "I think they do a good job, I would say I'm more than satisfied" I think they do a great job I think they're great "I wonder why they're 2 times a week, we don't generate that much trash. I think they could almost do it one time a week and cut the price in half." I would like a smaller container because I don't have that much trash. I can swap it out. I would only say that they don't replace the garbage cans and they leave them out in the street If they can extend the recycling collections day's more beside Friday It's fine as far as I'm concerned It's very good. The cans are big and it's excellent. "I've been trying to get a recycle bin, I don't know where to get it from, I wish someone would get back to me. They say they're out of them, I don't think they do a very good job with that kind of stuff. I always leave messages and no one gets back to me." Just around the holidays hahaha too much garbage "Just leave the bin where ever they get done with, for example my drive way" "Just sometimes they'll put the trash cans in the middle of the driveway. Other than that, everything is fine." just wish they would take some of the materials that they don't such as light bulbs and paint. Leave garbage in the street after emptying cans. 3 "MOST OF THE TIME THEY'RE FINE, BUT THERE HAVE BEEN A FEW TIMES WHERE THEY HAVE LEFT TRASH AT THE BOTTOM OF MY TRASH CAN." Need to give more information and advertising on what they will take and changes made to such policies no they have been very good no complaints No complaints at all. No complaints they do good job no I don't no I don't really have any complaints. no I think we get great service no I usually just call if they don't come pick up No not at all no not really no they do a fine job. Their services are fine no they do a good job no they do a great job no they do a great job "no they're always very good sometimes I forget to take it out and rush out, and they will help me grab the cans, they've always been very good" no we're fine no you are very satisfied "no, but they took my grill once by accident along with the garbage" "no, everything is fine as far as we are concerned" "No, I love them." "no, I really like them, they're a good bunch" "no, if we ever have any problems we usually just call and then they just come and pick it up and it's fine" "No, no complaints." "no, they have been on time and very consistent" none they are fine. none they pick up stuff I never thought they would. nope I don't have any complaints nope we've been very happy not at all not at all when we do my husband calls and it is taken care of immediately "Not at all, they do really well." not at all. Not at all. not at the moment Not consistent with time pickups. not one. not really not really one thing that bothers us is that we live on a corner lot and they won't take the trash unless it is in the exact spot in front and it's hard to take it there because we are old "not really, no" "not really, yet sometimes they come a little early in the morning, yet it's nothing I would file a complaint over" Not really. nothing Nothing 4 nothing "On Wednesday, when we have the lawn pickup, I'm on a cul-de-sac and I'm on the curved part, so if no one else puts out trash, they don't see ours. They only come on our street when they see other houses with yard trash to pick up. They should come in to the cul-de-sac regardless of whether they see that there is trash to pick up." "one Friday they had no delivery and also if she leaves things on the side they won't pick it up and they say because it's too heavy, yet she said she carried it there, therefore she knows it's not too heavy or over 50 lbs. This has been a real problem." "One time, a guy dropped a big wine bottle in the street and didn't clean it up properly. Otherwise, they're good." only when they throw down my garbage pails and the wheels break off "Overall good job, sometimes they don't stand the pails up and they throw the lids." really no...they always show up "same as the last company, not much of an improvement." satisfied with service but not with the price schedule pick up times not met sometimes go by too early but generally good too expensive Sometimes the collectors toss the recycle bins and they broke it "sometimes they are not neat about it, there's scatter trash" sometimes they are too lazy to drop all of the elements out and leave trash at the bottom of the trash container. We could go weeks with the same trash still stuck in there because they left it and did not fully dump it out. Sometimes they change the dates and hours without being informed. "sometimes they collect the trash, sometimes they don't, sometimes they come at different times, and different days I never know when to put out the trash" "SOMETIMES THEY LEAVE SOME TRASH ON THE GROUND WHEN THEY'RE IN A HURRY, BUT THEY'RE VERY NICE" "sometimes they leave trash in the can, they leave no explanation of why they leave trash, so I don't understand why they leave the trash in the can." sometimes they leave trash on the ground when they dump the cans and are too lazy to pick the trash such as loose paper. Sometimes they miss our cul-de-sac. Sunday nights I put my garbage out and the recycle bin out and the newspaper and most of the time they pick everyone else's up but they leave mine! I can't work the large bin my hands are bad and I bought a smaller one and they ignore it. I can't use that bin it's too big please get me a smaller one. Pick up the garbage from my smaller bin. "The biggest problem is when they empty the trash they just leave the bins anywhere, like in the street or drive way" The complaint that I had was that I called for a special pickup and I confirmed 5 times and it took arguing and over a week for them to come. The guys do a great job! the only thing is that the guys seem to throw the bins around and break them the only thing is with the tree debris. They are too strict with the way of bagging it prior to pick-up 5 the people who do the work are very courteous the truck leaked a liquid when it backed up stopped or something I didn't see it with my own eyes but I heard about it at our homeowners association meeting they always do a good job. they don't pick up and throw the trash cans they always put them back where they belong. they are always very courteous if I happen to be out there. "they are cutting corners, they pick up three times a week they could easily go down to one time a week. Combine recycling with yard waste..I don't think that three times a week is the right amount they should lessen it...for the recycling they offered more plastics, they will dig through and leave some of the waste out..they should expand what they except." they are great They are supposed to come on Wednesdays to pick up yard stuff and they only come out about once a month. They are very messy they should be careful when the collect the trash "they break or damage trash bins. Mine was taken away for several months and I called 3 times and did not have a way for them to pick up trash for 2 months. My experience shows that they do not recycle everything, they throw it in the trash." they come on time and they haven't missed a pick-up they don't make up when a holiday is one a Monday or Thursday they just skip the day that week. "they drop the trash sometimes, or leave the cans and don't pick them back up" "They forgot the trash twice, but other than they're good." they have been right on it for special pickup and had a problem at all they keep missing our garbage. we have to keep phoning. they pull everyone else's trash can but ours and we have to call them to come back. "they never pick it all up, never completely empty out the trash cans, they leave garbage on the ground behind them." They never seem to leave without leaving some trash in front of my home. They never pick it up. they pick up the trash at any time They throw the garbage cans after they're empty. It doesn't happen as often with the big cans though. "They used to be here early, but now they come at noontime, which is fine." they used to have a service where you could put out large items and they would pick it up but now you have to call and pay for them to pick it up "they're fine, they do good" "they're great, I don't know if you can give them 100%, give it to them" Time of trash collection is way too late. too much money that I receive and come at irregular times and leave the cans in the street "trucks travel too fast on the street. they make it difficult to pick up yard clippings. she is an elderly, single woman and it is hard for her to make sure everything is the proper length and bound 6 the right way. if it makes it down to the street, that should be good enough for it to be picked up." "um, not really" "ummm, lately sometimes when they overfill, they drop stuff and they just leave it there" Very good with trash collection and replacing trash bins back in place. we don't have any they do a good job We don't need to have as much pick-up as we have. I think we would be fine with pick-up just once a week. we had a problem when they took our trash can and had to wait a rather long time to get a replacement. occasionally they've missed a pick-up. we have an issue with them putting the trash can in the middle of our driveway because we have a person here with disabilities and when the trash can is in the middle they have to get out of their car and move the trash can to get through the driveway so we are unsatisfied "We have to pay to take things off to the Seminole county dump for bulk collections. like when I'm cleaning out my garage. unless I cut it up into little pieces and bundle it together, they won't take it" "we live on a cul-de-sac and we have to drag our waste out for them to see it because our house is hidden. usually they will just drive by and they don't see it, because our house is tucked away, and they don't even actually come to our house if they can't see the trash from where they drive by. so they don't get our trash sometimes" "We used to pay $12 and it went up to $18. The new containers are too big for smaller people to clean out. The raccoons can't get in which is good, but it's harder for the elderly and small people to clean them out. They are sometimes careless when they dump the trash and sometimes the leftover trash blocks the mailboxes. They just don't seem to care as much as they did before." we're on our second dumpster. brand new and it's got a hole in it. same happened with the first. When I put a little trash outside they don't picket that up unless is inside the big trash can "when I'm not happy I call them, waste pro." "whoever my garbage men are truck 421, its amazing I've never seen anything like them-they are awesome. I called in once to tell them what a great job they've done" wish wouldn't break our trash cans wishes recycling came more than once a week Wonders why they come first thing early in the am for trash collection but not till late afternoon for recycling. "Yard waste was not picked up when they said they would pick it up. Gave me a citation for grass. It was raining a lot and the grass was so wet and overgrown because it was too wet to be cut and all the neighbors said it was fine, and I lived here for 19 years and never got a citation and it was not right." "Yeah, but it's too involved to go into now" 7 d 1* u (n I WASTE PRO OF FLORIDA, INC. ANNUAL EVALUATION REPORT For the Period March 1, 2008 February 28, 2009 AUTHORITY: In accordance with the Solid Waste Agreement dated March 1, 2006 by and between the City of Winter Springs and Waste Pro of Florida, Inc., Section 9.3, Contractor's performance shall be annually evaluated by City's Authorized Representative and/or City Commission. The evaluation shall be based in the level of service criteria set forth in paragraph 9.1 of the Solid Waste Agreement. For each criteria the Authorized Representative shall evaluate and grade Contractor's performance as Unacceptable, Acceptable but Needs Improvement, or Good. For each review criteria in which Contractor receives an unacceptable grade, the Authorized Representative shall provide Contractor a written explanation of why Contractor's performance was unacceptable and Contractor shall be given a reasonable period of time, as determined by the Authorized Representative, to bring its level of performance up to levels acceptable to the Authorized Representative. EVALUATION: Grade Scale: Good, Acceptable but Needs Improvement, Unacceptable (requires explanation) CRITERIA A: The number of complaints received pursuant to paragraph 9.2 of the Solid Waste Agreement and Contractor's performance in resolving the complaints in a professional and expedient manner. GRADE: 1 GOOD EXPLANATION: Complaints resolved in allowable time frame. Quantity of complaints within acceptable levels. Anticipating implementation of a web -based program to facilitate customer requests and/or complaints. EXPECTED RESOLUTION DATE: 1 CRITERIA B: Contractor's responsiveness to direction given by the Authorized Representative. GRADE: 1 GOOD EXPLANATION: Contractor has been responsive to City direction(s). EXPECTED RESOLUTION DATE: CRITERA C: The number of times that Contractor had to pay liquidated damages pursuant to paragraph 25.0 of the Solid Waste agreement. GRADE: GOOD EXPLANATION: No liquidated damages required. EXPECTED RESOLUTION DATE: CRITERIA D: Contractor's participation in community meetings/events sponsored by City. GRADE: GOOD EXPLANATION: Contractor provided $5,000 in donations to City events during the evaluation period. Contractor has exceeded $5000 provision. EXPECTED RESOLUTION DATE: CRITERIA E: Contractor's financial viability to continue performing the collection and disposal service as required by this agreement. GRADE: GOOD EXPLANATION: EXPECTED RESOLUTION DATE: CRITERIA F: Contractor's compliance with its "Customer Service Policy" required by paragraph 9.4 of the Solid Waste Agreement. GRADE: GOOD EXPLANATION: EXPECTED RESOLUTION DATE: CRITERIA G: Inspection records of all collection vehicles. GRADE: ACCEPTABLE EXPLANATION: Inspection Records need to be delivered to City on a timelier basis. Contractor will provide Federal Annual Inspection report to include regular maintenance records for vehicles servicing City of Winter Springs. EXPECTED RESOLUTION DATE: CERTIFICATION: Certified by the undersigned Authorized Representative of the City of Winter Springs, Florida: Kevin L. Smith, City Manager Date Received by Contractor, Waste Pro of Florida: Contractor Date WASTE PRO OF FLORIDA, INC. ANNUAL EVALUATION REPORT For the Period March 1, 2008 -February 28, 2009 AUTHORITY: In accordance with the Solid Waste Agreement dated March 1, 2006 by and between the City of Winter Springs and Waste Pro of Florida, Inc., Section 9.3, Contractor's performance shall be annually evaluated by City's Authorized Representative and/or City Commission. The evaluation shall be based in the level of service criteria set forth in paragraph 9.1 of the Solid Waste Agreement. For each criteria the Authorized Representative shall evaluate and grade Contractor's performance as Unacceptable, Acceptable but Needs Improvement, or Good. For each review criteria in which Contractor receives an unacceptable grade, the Authorized Representative shall provide Contractor a written explanation of why Contractor's performance was unacceptable and Contractor shall be given a reasonable period of time, as determined by the Authorized Representative, to bring its level ofperformance up to levels acceptable to the Authorized Representative. EVALUATION: Grade Scale: Good, Acceptable but Needs Improvement, Unacceptable (requires explanation) CRITERIA A: The number of complaints received pursuant to paragraph 9.2 of the Solid Waste Agreement and Contractor's rmance in resolvin the co laints in a rofessional and ex Tent manner. GRADE: GOOD EXPLANATION: ^ Complaints resolved in allowable time frame. ^ Quantity of complaints within acceptable levels. ^ Anticipating implementation of aweb-based program to facilitate customer requests and/or co laints. EXPECTED RESOLUTION DATE: CRITERIA B: Contractor's r naiveness to direction iven b the Authorized R resentative. GRADE: GOOD EXPLANATION: Contractor has been responsive to City direction(s). EXPECTED RESOLUTION DATE: CRTTERA C: The number of times that Contractor had to pay liquidated damages pursuant to paragraph 25.0 of the Solid Waste a Bement. GRADE: GOOD EXPLANATION: No liquidated damages required. EXPECTED RESOLUTION DATE: CRITERIA D: Contractor's artici ation in communit meetin s/events s nsored b Cit . GRADE: GOOD EXPLANATION: Contractor provided $5,000 in donations to City events during the evaluation period. Contractor has exceeded $5000 provision. EXPECTED RESOLUTION DATE: CRITERIA E: Contractor's financial viability to continue performing the collection and disposal service as required by this a Bement. GRADE: GOOD EXPLANATION: EXPECTED RESOLUTION DATE: CRITERIA F: Contractor's compliance with its "Customer Service Policy" required by paragraph 9.4 of the Solid Waste A Bement. GRADE: GOOD EXPLANATION: EXPECTED RESOLUTION DATE: CRITERIA G: Ins ection records of all collection vehicles. GRADE: ACCEPTABLE EXPLANATION: Inspection Records need to be delivered to City on a timelier basis. Contractor will provide FedBral Annual Inspection report to include regular maintenance records for vehicles servicing City of Winter Springs. EXPECTED RESOLUTION DATE: CERTIFICATION: Certified by the undersigned Authorized Representative of the City of Winter Springs, Florida: 6 ~Zg~oq vin L. S ' h, City M ger Date Receiv Contra or, Waste Pro of Florida: 9 0 Contr Date