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HomeMy WebLinkAbout2016 06 13 Regular 500 Annual Solid Waste Performance ReviewCOMMISSION AGENDA ITEM 500 REQUEST: Informational Consent Public Hearings Regular X June 13, 2016 KL KL Regular Meeting City Manager Department Public Works Department requesting the City Commission validate the 2015 -2016 Solid Waste Survey Results entitling the franchisee to receive the Performance Bonus, and receiving the Annual Solid Waste Evaluation Report. SYNOPSIS: The purpose of this Commission item is to provide the results of the Solid Waste Survey to the City Commission and verify the results which determine that the Solid Waste Franchisee, Waste Pro, is eligible for the Year 10 Performance Bonus, and also for the City Commission to receive the Annual Solid Waste Evaluation Report as stipulated in the Solid Waste Franchise Agreement. CONSIDERATIONS: This agenda item is needed to fulfill the contract requirements of the Solid Waste Franchise Agreement relating to Performance Bonus and Annual Evaluation. The performance bonus provision of the Agreement with Waste Pro provides for a performance bonus of $15,000 provided the Contractor receives a customer satisfaction rating of 90% or greater. The Evaluation Report must be presented to the City Commission on an annual basis. Staff contracted with the Institute of Social and Behavioral Sciences at UCF to perform the survey again this year at a final cost of $3,002. This cost is split 50 -50 with Waste Pro. The same solid waste survey questions as last year were used. With the assistance of the IS Department, we were able to provide UCF staff with customer phone numbers from our billing system which greatly improved the accuracy and efficiency of the survey again this year. Regular 500 PAGE 1 OF 3 - June 13, 2016 The level of customer satisfaction measured in the survey was 94.78, for the 402 respondents. Previous results from 2015 to 2007 were 93.4 %, 94.5 %, 95.2 %, 97.1 %, 96.8 %, 94.2 %, 97.0 %, 93.4% and 93.2 %, respectively. The survey results entitle WastePro to the $15,000 performance bonus. The City has processed the UCF survey invoice and 50% of that cost will be deducted from the $15,000 performance bonus netting WastePro $13,499. Those respondents with negative experiences or questions were asked if they wanted to be contacted and 12 provided contact information. 46 customers requested repairs or replacement to their toter or recycle bins. Staff has initiated contact with all these residents and will coordinate resolution of their concerns /complaints with Waste Pro. Staff also reviewed the anonymous complaints with Waste Pro staff to identify opportunities for improvement. 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. All evaluation criteria were found to be "Good" or better with the exception for the providing of the annual financials which has since been rectified. City and Waste Pro staff also discussed delays in getting toters replaced which Waste Pro has a plan to address. The evaluation is attached. The contract year beginning March 1, 2015 is the first year of the four year extension to the Solid Waste Agreement with Waste Pro of Florida, Inc. approved by the City Commission on October 13, 2014 which will expire February 28, 2019. FISCAL IMPACT: The Survey cost of $3,002 was paid from the Solid Waste Fund. Waste Pro's share of the survey will be deducted from the $15,000 performance bonus for a net performance bonus of $13,499.00. The current residential solid waste rate of $18.10 per month remains unchanged since 2006 although some adjustment through indexing or other mechanism will need to be considered in the immediate future. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This Regular 500 PAGE 2 OF 3 - June 13, 2016 information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: It is recommended that the City Commission validate the Solid Waste Survey Results entitling the Franchisee to receive the Performance Bonus of $15,000.00 less survey costs payable from the Solid Waste Fund and also accept the Annual Evaluation Report for Waste Pro for the period of March 1, 2015 — February 28, 2016 as submitted by staff. ATTACHMENTS: 1. 2016 Solid Waste Customer Satisfaction Survey (9 pages) 2. Annual Evaluation (2 pages) Regular 500 PAGE 3 OF 3 - June 13, 2016 Attachment #1 Lei �i r ity f� t l l ida Institute for Social and Behavioral Sciences Winter Springs Customer Satisfaction with Waste Management Services 2016: Final Report an James D. Wright, Amy M. Donley, and Mandi N. Barringer University of Central Florida April 18, 2016 The UCF Institute for Social and Behavioral Sciences (ISBS) contracted with the City of Winter Springs, FL, to undertake a telephone survey to determine the level of consumer satisfaction with the City's solid waste disposal subcontractor, WastePro. Due to recurring difficulties with residents outside of City of Winter Springs completing the survey, despite screening questions to ensure they are excluded, in 2014, 2015, and 2016, the sample was derived from the City of Winter Springs water bill records to help eliminate non - resident participation. However, the following screening question was still included: "Does the monthly water bill that you get from the City of Winter Springs include a charge for trash collection services ?" Individuals who responded "no" or "don't know" were excluded and their interview terminated. The survey was a "computer- assisted" (CATI) telephone survey of residents in Winter Springs, Florida, conducted according to the quality standards that prevail in the phone survey industry. Telephone numbers from the list were dialed at random until the desired sample size was achieved. Screening questions at the beginning of the survey sought to determine whether respondents' monthly water bill included a charge for trash collection services (see above). 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. The number of call attempts totaled 4,384. The results show that about 9.3% percent of all call attempts resulted in a completed survey. More than half of all call attempts resulted in "no answer," which includes answering machines and voice mail along with unanswered telephones. Winter Springs Waste Survey 2016 Frequency Percentage Complete 407 9.3% Partial 2 0.1% No Answer 2478 56.5% Disconnected 635 14.5% Not in Sampling Frame 18 0.4% Out of Target Area 96 2.2% Business 102 2.3% Call Back Spanish 15 0.3% Call Back Other 0 0.0% Call Back 500 11.4% Busy 67 1.5% Fax 17 0.4% Disconnected 0 0.0% Refusal 47 1.1% Total Dial Attempts 4384 100.0% In all, 402 interviews were completed with eligible respondents. For a sample size of 402 from a population of 33,871 (the 2013 estimated population for the City of Winter Springs), the margin of survey error (95% confidence intervals) for a percentage near 50 -50 is ±4.40 percentage points; for percentages near 90 -10 (as in the present case), the 95% confidence intervals are ± 2.64 percentage points. Aside from the screening question to determine jurisdiction of residence, the remainder of the survey consisted of the following 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 2 Unsatisfied 3 It depends, varies from week to week, etc. 4 Don't know, can't say, refused. Results for the question about overall satisfaction were as follows: Overall satisfaction: The measured level of consumer satisfaction with WastePro (94.78 %) exceeds the 90% satisfaction rating referenced in the contract. The satisfaction question was followed by an open -ended question that read: Do you have any specific complaints about the trash collection service that you would like to tell me about? Many respondents who feel satisfied overall with their trash collection services, nonetheless, voiced specific complaints when asked the above question. Some of the most frequently mentioned complaints include: a need for replacement recycling bins and trash containers, a need for larger recycling bins, leaving bins and waste in the streets, inconsistent collection times and /or failure to collect waste. Interestingly, there are a couple of complaints as to how the waste containers are not accommodating to individuals with disabilities. Although there are only a couple of respondents who specially mentioned how the waste containers create extra difficulties for people with disabilities (especially with an aging population), this could be something that needs further investigation. 4 Frequency Percentage Satisfied 381 94.78% Unsatisfied 5 1.24% It depends, varies from week to 13 3.23% week, etc. Don't know, can't say, refused 3 0.75% Total 402 100.0% Overall satisfaction: The measured level of consumer satisfaction with WastePro (94.78 %) exceeds the 90% satisfaction rating referenced in the contract. The satisfaction question was followed by an open -ended question that read: Do you have any specific complaints about the trash collection service that you would like to tell me about? Many respondents who feel satisfied overall with their trash collection services, nonetheless, voiced specific complaints when asked the above question. Some of the most frequently mentioned complaints include: a need for replacement recycling bins and trash containers, a need for larger recycling bins, leaving bins and waste in the streets, inconsistent collection times and /or failure to collect waste. Interestingly, there are a couple of complaints as to how the waste containers are not accommodating to individuals with disabilities. Although there are only a couple of respondents who specially mentioned how the waste containers create extra difficulties for people with disabilities (especially with an aging population), this could be something that needs further investigation. 4 Respondents' specific complaints are noted verbatim below: 1 A little hard on the trash bins. 2 Change to Orange County sized trashcans. 3 Having complaints because of being Hispanic after taking out trash. 4 I have more recycling than I have trash, so I would like to have the same size recycling bin as I do trash. 5 I needed a new bin and it took too long to get it. They said 2 weeks but it took 6 weeks. 6 I place large furniture on the curb and it is not taken. Not sure if I have to call ahead of time. 7 I wish we could have the 9 gallon sized bins. 8 I've called six times about the garbage men not picking our trash up. 9 Inconsistent times. 10 Leave trash on the sidewalks 11 Missing a few recycling days. Having to move recycling bin after people come and pick it up. Not putting it back in proper place. 12 Moved recycling day to a different day which means I don't put trash out for Tues Wed and Fri, and before it was just Tues and Friday; trash is left outside almost every. day 13 Need bigger recycle bins. 14 No one picks up recycling. 15 Recycling bin damaged. 16 Recycle bins should be provided. 17 Recycle bins thrown around in other neighbors driveways. Called four times about the issue. Do not understand why trash is picked up twice a week. Once a week pickup is fine. 18 Recycling bins should be bigger, or there should be more of them more than 2). 19 Recycling is a mess. 20 Rude worker. 21 I live on a street of townhouses and they made me buy a new bin when the dumpster worked better for me. On a regular schedule they don't pick up my recycle bin. 22 I want a rolling recycle bin. 23 I want to change out my recycle bin because it is damaged. I was told to come in during office hours but I work all week during those hours. It would be convenient if there was one Saturday out of the month that the office was open so I would be able to switch it out. 24 Should we separate glass and aluminum in recycling bin? Calling number on trash bin and they tell you to go city hall and they charged money. They want damaged ones and charge you $6. It wasn't my fault the bin was ruined so why did I have to pay of it? 25 Smaller bins for those who are disabled. 26 Sometimes inconsistent - usually come in the mornings, but sometimes they come in late afternoon. 27 Something falling out of the bin that they didn't pick up and it flew away to the neighbors. 28 Sometimes after trash pickup, the trash will stay and it degrades in middle of driveway, so if you're backing up or if it's laying there it can be safety factor. 29 Sometimes if I have only one or two bags in the can, the lightest bag gets left behind. Not all trash gets taken. 30 Sometimes not picking up the recycle on the day it is supposed to be picked up. 31 Sometimes our cul -de -sac is skipped. 32 Sometimes they are late. 33 Sometimes they come extremely late and we get in trouble with the home owners association if the cans are out too late. 34 Sometimes they come too early and sometimes they come too late. 35 Sometimes they do not take all the trash and sometimes do not take the recycle items. 36 Sometimes they do not take all the trash. 37 Sometimes they don't come on time. 38 Sometimes they forget to pick up the trash, but they do come once called. 39 sometimes they leave the bins too close to the street 40 Sometimes they're sloppy and I'll find things in my yard that was others' trash. Sometimes they bang them on the ground and break the handles of the trash container which makes it harder to move around. 41 Sometimes trash gets left at the bottom of the bin. 42 Sometimes trash gets left in the streets after pick up. 43 Take a bit more care with the trash bins as they keep getting damaged by employees and remember to return them to the right place. 44 The lack of worker quality. Workers throw his trash bins into the streets and they have gone missing at times. 45 The price is too high. 46 The recycling bin is too small. 47 The recycling could be better, they leave trash like milk cartons laying around or other items. Why can't they pick it up if it falls out? 48 The recycling is sporadic. 49 The recycling bin is too small. 50 The times to collect vary especially in the summer they come too late and the trash stinks. And the recycle should be more than once of week because if you forget it becomes a problem. 51 The trash men keep bumping and scratching our car with the cans. 52 The truck that comes to the neighborhood is too big. 53 They broke one of our trash bins 54 They change schedules around, but pick it up when they're supposed to. 55 They leave the trash bin in the center of the drive 56 They leave the trashcan in the middle in the driveway; block the driveway. 57 They leave trash inside the bin or on the street. 58 They make additional pickups which isn't required and is a waste of money. Respondents with specific complaints that would like to be contacted: People who expressed any sort of complaint about their trash collection services were asked if they would like to be contacted by the City of Winter Springs to talk about their issues. Results were as follows: • 325 respondents did not have any complaint. • 73 respondents voiced a complaint but did not want to talk to anybody in the City about their complaint. • 12 respondents had a complaint and wished to be contacted by the City. They miss my house at least once every 90 days and I usually have to call for that. Also, sometimes not all of the trash in the container get disposed of and I have to pick 59 it up myself, you know what I mean? 60 They should give a warning if they change the time. 61 They slammed the blue recycle bin down and broke it. 62 They're very hard on my yard trashcans and they toss them around so much. Through the years, we throw a bag of leaves in with the garbage just because and they took it all the time, and last week they saw one bag of leaves just on top of our trash and they didn't take it although they took our neighbors' one. They only take the leaves on Wednesdays, even though they used to take it as long as it wasn't an overwhelming amount, you know? But, I accept that. And, then when the recycling man came by he didn't take the cardboard box that I had broken down and when I asked him he just told me to put it in the garbage. So, that's a concern of mine because there was no reason for 63 it. 64 Trash collection only needs to be once a week and the recycling bins should be bigger. 65 Trash left on the streets after they pick it up. 66 WastePro doesn't return calls. 67 We can't recycle in our apartment complex. We don't have rolling recycling bins. If those were distributed more people would 68 recycle especially eo le with disabilities. When I moved here over a year ago I looked online on the website for the day of yard waste collection and it said Wednesday and it turns out it's not. It's Thursday. So, when I went to the online page I guess it's incorrect since a neighbor had to tell me it's 69 actually Thursday. When they empty the cans they push it in front of the mailbox and blocks the way for 70 the mailmen and throw them everywhere. 71 Winter Springs needs larger recycle bins. 72 Wish the recycling was better. Wish they could have recycling bins the same size as trash bins or larger than what 73 recycling bins currently are, rather than 2 -4 recycling bins. Respondents with specific complaints that would like to be contacted: People who expressed any sort of complaint about their trash collection services were asked if they would like to be contacted by the City of Winter Springs to talk about their issues. Results were as follows: • 325 respondents did not have any complaint. • 73 respondents voiced a complaint but did not want to talk to anybody in the City about their complaint. • 12 respondents had a complaint and wished to be contacted by the City. Contact information for the respondents who wished to be contacted by the City are as follows: (For those cells left blank, the respondent did not wish to give that information.) Name Address Phone or Email John 1682 Eagle Nest Circle, Winter Springs 407 - 366 -1605 Abby Milon 1604 Eagle Nest Circle 407 - 365 -8028 Bonnie Frank 701 Adidas Road, Winter Springs, 32708 321 - 230 -8266 Jennifer Corino 555 Brookside Drive, Winter Springs FL 32708 'lcorino hotmail.com Karen 31 Bombay Street 407 - 920 -2443 Leah Weisman 113 Brookshire Court mactrixl me.com Mary Bricano 1219 Swan Street 407 - 461 -6244 Miranda Ford 237 San Gabriel Street 865- 200 -0671 Phil Karr 428 Park lake drive 407 - 359 -8606 Tomas Buller -- 352 -562 -9599 -- -- 503- 860 -6029 -- -- 407 - 733 -5755 Finally, all respondents were asked, "Is your trash collection container (bin) damaged to the point where you would like it to be replaced ?" 48 (11.1 %) respondents said "yes." Not all of those saying they wanted to be contacted gave out their contact information. Out of 48 people, 46 gave their contact information. It is located in the table below. (For those cells left blank, the respondent did not wish to give that information.) Name Address Phone or Email John 1682 Eagle Nest Circle Winter Springs 407 - 366 -1605 Francis Kirby 424 Sandrincham Court 32798 407 - 327 -1553 Phillip 1508 Eagle Nest Circle peraig992ggmail.com -- 101 North Cortez Winter Springs 407 - 327 -1440 -- 1531 FOX GLEN DR 407 - 766 -1882 William Aman 722 Galloway Ct, Winter Springs 407 - 716 -8609 -- 909 C prus Wood Court crestedmom bellsouth.net on Aixa 116 Sundance Court 321 - 441 -5799 Ben 1239 Oxpow Lane Winter Whisenant Springs FL 32708 407 - 376 -2423 Bill McGovern 593 Cruz Bay Circle 407 - 461 -1490 Daniel 606 Alton Road, Winter Presley Springs 407 - 486 -1560 Daniella 857 Leporad Trail Winter Moreria Springs FL 32708 407 - 619 -1195 David 688 Andover Circle, Winter Passalac ua Springs 407 - 221 -2461 David 550 Laurel Court Winter Savillon Springs 32708 egopazgyahoo.com 616 Pearl Road Winter Eline Rodger Springs FL 32708 407 - 327 -0517 Evangelo 641 Cruz Bay, Winter Sirios Springs 32708 407 - 284 -7315 Gary Henri uez 367 Streamview Way 407 - 758 -3924 Glen gondos 1129 Duncan Dr 407 - 366 -9870 Hector Var ez 222 PANAROMA DRIVE 407 - 409 -1316 Isreal 509 Ausprey In Winter Vcolon- erez Springs 32708 407 - 617 -1494 602 Anhinga Road Winter Jean Martin Springs 904 - 477 -8848 Jennifer 555 Brookside Drive, Winter Corino Springs FL 32708 'lcorino hotmail.com Jody Walker 633 DAVID ST 407 - 462 -9527 218 Albert Street, Winter Joe Landers Springs, 32708 407 - 399 -7261 167 Garden Drive, winter Jones s rin s 32708 ymjonesyggmail.com Julie Spray 1211 Oxvow Lane 407 - 922 -59774 Linda Hawkins 1110 Duncan Dr 407 - 310 -9065 Liza Gonzales 309 San Gabriel Street 407 - 443 -1664 Lucy Cowes 910 Dyson Dr 407 - 619 -8789 Matthew 323 Dornoch court winter Nevins springs 32708 954- 410 -1728 Michael 1609 Little Sparrow Court Camrano Winter Springs 32708 407 - 366 -8313 Nicole Donohue 645 DAVID ST ndonahue earthlinks.net -- 1664 Eagle Nest's Circle 813 - 220 -2231 Norka 400 Almeria Court 407 - 701 -3080 Paula Lupton 754 Civil Wood pmluptonggmail.com Paulette 703 Andover Circle, Winter Bryant Springs aulette.b ant mail.com Peggy McDaniel 111 golden crest court mcdanielpeggyggmail.com 56308 Winter Springs FL Peter E oh 32708 407 - 415 -5064 1003 Antelope Trail Winter Randy Springs 407 -579 -7772 107 Marsh Creek Cove Rex Smith Winter Springs Fl 32708 407 -534 -4366 Richard 902 Gazelle Trail Winter Parham Springs 32708 407 - 925 -5042 Steve Dross 1105 duncan dr 407 - 448 -7725 Wendy 629 Aberdeen Lane Winter Austin Springs 32708 407 - 756 -8472 William 103 North Alderwood St. Santiago 32708 407 - 327 -5098 Yolanda Serrano 431 Boxwood Cr. 407 - 928 -2959 Yvonne 923 Glen Abbey Cir, Winter Pickard Springs, Fl 352- 682 -1326 WASTE PRO OF FLORIDA, INC. ANNUAL EVALUATION REPORT For the Period March 1, 2015 — February 28, 2016 Attachment #2 AUTHORITY: In accordance with the Solid Waste Agreement dated March 1, 2006 and amended on December 13, 2010 and October 13, 2014 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 92 of the Solid Waste Agreement and Contractor's performance in resolving the complaints in a professional and expedient manner. GRADE: I Good EXPLANATION: • Complaints resolved in allowable time frame. • Quantity of complaints within acceptable levels • Noticeable Increase in service errors 155 in 2014, 153 in 2015 versus 276 this year out of approximately 2.5 million service opportunities EXPECTED RESOLUTION DATE: CRITERIA B: Contractor's responsiveness to direction given by the Authorized Representative. GRADE: I 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 in this evaluation period, however, responsiveness to replacing/repairing damaged toters will be monitored to determine if liquidated damages should be assessed. 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's 4th of July event during the evaluation period fulfilling contract requirement. Special events support providing toters and roll offs is excellent. EXPECTED RESOLUTION DATE: CRITERIA E: Contractor's financial viability to continue performing the collection and disposal service as required by this agreement. GRADE: Acceptable but needs improvement EXPLANATION: Have not received 2014 or 2015 Financials. 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: Contractor is timely in their response to all requests for follow up. EXPECTED RESOLUTION DATE: CRITERIA G: Inspection records of all collection vehicles. GRADE: Good EXPLANATION: City Inspection of trucks is satisfactory. EXPECTED RESOLUTION DATE: CERTIFICATION: Certified by the under ' ne Authorized Representative of the City of Winter Springs, Florida: S 1 2- 16 evin L. S i ,City Manager Date ved b� Contractor, Waste Pro of Date 511-1-11u