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HomeMy WebLinkAbout2019 06 10 Regular 500 - Waste Pro Annual Performance Review REGULAR AGENDA ITEM 500 X959 CITY COMMISSION AGENDA I JUNE 10, 20191 REGULAR MEETING TITLE Waste Pro Annual Performance Review SUM MARY The purpose of this agenda is to provide the results of the Solid Waste survey to the City Commission and verify the results which determine that Waste Pro, the Solid Waste Franchisee, is eligible for the Year 13 Performance Bonus, and also for the City Commission to receive the Annual Solid Waste Evaluation Report as stipulated in the Solid Waste Franchise Agreement. 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 $13,000 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 for Social and Behavioral Sciences at UCF to perform the survey again this year at a cost of$3,498. This cost is split SO-SO with Waste Pro. The same solid waste survey questions as last year were used. With the assistance of the IT Department, we provided UCF staff with customer phone numbers from our utility billing system,which improved the accuracy and efficiency ofthe survey. The level of customer satisfaction measured in this year's survey was 90.8% for the 402 respondents. Previous results from 2018 to 2007 were 94.6%, 95.2%, 94.78%, 93.4%, 94.S%, 9S.2%, 97.1%, 96.8%, 94.2%, 97.0%, 93.4% and 93.2%, respectively. The survey results entitle Waste Pro to the$13,000 performance bonus less half the survey cost netting a bonus of $13,231. Those respondents with negative experiences or questions were asked if they wanted to be contacted and 17 provided contact information. A total of 49 customers requested repairs or replacement to their toter or recycle bins. Staff has initiated contact with all these residents and will coordinate the 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 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.The City and Waste Pro staff also discussed specific concerns regarding recycling container size, debris left behind, missed pick-ups, and toters strewn about after service. The evaluation is attached. The evaluated contract year was the fourth year of a four-year extension (3/1/18 through 2/28/19). On February 25, 2019, Ordinance 2019-04 authorized a one-year renewal of the franchise agreement with an option to renewfor an additional one- yearterm. The survey cost of$3,498 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$13,251. The current residential solid waste rate of$18.10 per month remains unchanged since 2006. RECOMMENDATION Staff recommends that the City Commission validate the Solid Waste survey results entitling the Franchisee to receive the Performance Bonus of $15,000, less applicable survey costs, payable from the Solid Waste Fund and also accept the Annual Evaluation Report for Waste Pro for the period of March 1, 2018 -- February 28, 2019 as submitted by staff. PEGULAP AGENDA ITEM 500 1 MONDAY JUNE 10, 2019 1 PAGE 2 OF 2 REGULAR AGENDA ITEM 500 455 TITLE SUMMARY The purpose of this agenda is to provide the results of the Solid Waste survey tot he fi fi In accordance with Section 9.3 of the Solid Waste Agreement between the City of fi RECOMMENDATION staff. Q& Institute for Social and UCF Behavioral Science UNIVERSITY OF CENTRAL FLORIDA Incorporated 1959 * 3 Winter Springs Customer Satisfaction with Waste Management Services 2019: Final Report By Megan Olive, Lauren Daniel, and Amy M. Donley, PhD Department of Sociology Institute for Social and Behavioral Sciences University of Central Florida May 2, 2019 Overview The Institute for Social and Behavioral Sciences (ISBS)through the University of Central Florida contracted with the City of Winter Springs, FL to conduct a telephone survey to determine the level of customer satisfaction with the City's solid waste disposal subcontractor— Waste Pro. The sample was obtained in 2016 from the City of Winter Springs water bill records. The survey was administered using a"computer-assisted" (CATI) telephone survey between February 22, 2019 and April 17, 2019. The survey consisted of a structured, electronic questionnaire that is used annually to determine consumers' satisfaction with Waste Pro. All surveyors were thoroughly trained before surveying participants. Surveyors for this project consisted of undergraduate and graduate students from UCF employed by the ISBS. The surveyors dialed telephone numbers at random from the list until the desired sample size was achieved—the desired sample size is 400 or more completed surveys from respondents with a monthly water bill that includes a charge for trash collection service. Although the sample is derived from a population of the City of Winter Springs' customers to help eliminate non-resident participation, the survey design includes an initial screening question to ensure only residents who currently in live in the City of Winter Springs and are charged for trash collection services are included. Participants are asked the following screening question: "Does the monthly water bill that you get from the City of Winter Springs include a charge for trash collection services?" Individuals who respond"no" or"don't know" are excluded from the survey and their interview is terminated. Total Call Attempts Table 1 shows the breakdown of"call attempts"throughout the duration of the survey. A "call attempt"is an effort by one of our surveyors to reach a person at a particular telephone number. The sample was comprised of 9,110 telephone numbers, but the number of call attempts totaled 13,534. The results show that 3.4%, or 466, of all call attempts resulted in a completed survey. A completed survey with eligible residents totaled 402, or 2.97%. Nearly two-thirds of all call attempts resulted in"no answer,"which includes answering machines and voicemail along with unanswered call attempts. Table 1. Total Call Attempts for 2019 Winter Springs Waste Survey Call Code Frequency Percentage (%) No Answer 8897 65.7 Disconnected 2604 19.2 Refused to Participate 514 3.8 Completed Survey 435 3.2 Call Back 386 2.9 Busy 232 1.7 Not in Sampling Frame 178 1.3 Business 124 0.9 Out of Area 92 0.7 Call Back(Spanish) 27 0.2 Fax 16 0.1 Partial/Incomplete Survey 14 0.1 Number Changed 10 0.1 Call Back(Other Language) 5 0 Total 13,534 100 Results Overall Customer Satisfaction After asking participants the initial screening questions, surveyors asked participants about their overall satisfaction with the trash collection services. The question is as follows: "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?" The results show that customer satisfaction with Waste Pro (90.8%) exceeds the 90% satisfaction rating. Compared to the 2018 Winter Springs Report, customer satisfaction with Waste Pro has decreased from 94.6%to 90.8% in 2019. Table 2 shows the results of customers' reported satisfaction levels. Table 2. Satisfaction with Trash Collection Services Frequency Percentage (%) Satisfied 365 90.8 Unsatisfied 11 2.7 It depends,varies from week to week, etc. 23 5.7 Don't Know/Can't Say/Refused 3 0.7 Total 402 100.0 Specific Complaints from Customers The satisfaction questions were followed by an open-ended question asking participants about specific complaints they have about their trash collection services. The question is as follows: ,'Do you have any specific complaints about the trash collection service that you would like to tell me about?" While the satisfaction with Waste Pro's services was high, similar to past years, many satisfied customers still took the opportunity to express their complaints with Waste Pro's services. Figure 1 shows the verbatim responses of customers with specific complaints (Located in the Appendix). Some of the most frequently mentioned complaints include: Waste Pro being too rough with the trash bins and causing damage; damaged bins that Waste Pro has not replaced; the frequency of trash pick-up days (some saying not often enough, while others stating it is too frequent); dropping trash in the roads and not picking it up; Waste Pro trucks leaking oil in their streets; not completely emptying the garbage bins; requesting the recycling bins to be similar to that of other municipalities (such as Oviedo and Downtown Orlando); requesting more days for yard waste pickup; and that the cost of Waste Pro's services being too expensive. Many of the same complaints were voiced by customers in 2017 and 2018, such as needing different bins (both trash and recycle), inconsistent collection times and the failure to collect waste, either completely or by exclusion of some form of trash, including yard and bulk waste. Compared with the 2017 and 2018 results from this survey, the results show that in 2019 customers are still voicing complaints over the misplacement of both trash and recycle bins. Waste Pro may benefit from training or re-training employees who collect waste of the importance of proper placement techniques and service to their trash vehicles, as a measure of earning and maintaining customer satisfaction. Customers to Contact Customers who expressed any sort of complaint, regardless of whether they reported overall satisfaction with their trash collection services, were asked if they would like to be contacted by the City of Winter Springs to discuss their specific complaints. Table 3 shows that 315 customers reported that they do not have any specific complaints to report, and 87 customers reported they had specific complaints about their trash collections services. Of the respondents who answered that they had a complaint, all 87 respondents voiced an actual complaint for the surveyors to record. Table 3. Respondents' Complaints About Trash Collection Services Frequency Percentage (%) No 315 78.4 Yes 87 21.6 Total 402 100.0 Of the 87 customers who voiced an actual complaint to the surveyors (Table 3), 23 customers said they wish to be contacted by the City to talk about their trash collection issues. While 23 respondents indicated they wished to be contacted by the City of Winter Springs to discuss their issues with trash collection, only 17 left their contact information. Figure 2 provides the contact information for the 17 customers who indicated that they would like to be contacted by the City (located in the Appendix). Damaged Trash Bins All respondents were asked if their trash collection containers are damaged to the point they need replacing. The question is as follows: 'Is your trash collection container (bin) damaged to the point where you would like it to be replaced?" Table 4 shows that 351 customers reported that their trash collection containers are not damaged to the point that they would like them replaced, and 51 customers said their trash collection containers are damaged to the point where they would like them to be replaced. Table 4. Damaged Trash Collection Containers Frequency Percentage (%) No 351 87.3 Yes 51 12.7 Total 402 100.0 A total of 51 customers reported that their trash collection containers are damaged to the point they would like them to be placed. Out of 51 customers who reported they had damaged bins and would like them replaced, 49 customers provided their names and/or street address and all 49 provided their contact information (located in Figure 3 of the Appendix). Appendix Figure 1. Specific Complaints from Respondents 1. Recycle bin should be larger 2. Won't pick up a little pile of loose branches 3. Need a larger bin for recycling Sometimes when they dump the garbage, papers fly out and it stays on my lawn. They 4. don't pick it up 5. Clarity and consistency in when trash will be picked up 6. Should pick up bulky stuff, such as furniture and beds 7. They do not recycle. The way they empty receptacles. They put them in the middle of the drive way. Now, on 8. occasion, sometimes they fail to pick up ours. 9. Sometimes they throw recycling box far away. Sometimes they leave trash behind. Sloppy 10. They sometimes do not come to pick up the garbage. 11. Recycling person comes late to pick up trash. 12. They are not picking up personal garbage can. 13. Sometimes they take the trash and sometimes they don't, even though we pay for it. I don't know why they aren't taking it. Same thing with recycling They can't help this, but they only come that one time. So sometimes your trash will just 14. be sitting out and they don't come until much later. Would like a new trash bin as long as it's free. If not, then don't bring one as she is on a fixed income 15. Forgotten sometimes 16. Forgotten sometimes 17. Wish the leaves were picked up more often 18. Too expensive 19. Leave cans in the middle of the street and it happens all throughout the city. People have to get out of their cars to move them out of the way. 20 I'll never know when they will come and pick up stuff other than what's in the can, like tree limbs and bulk pickups. 21. When you ask them to pick up special deliveries, they don't. 22. They don't always pick up bulk items on the first go around. 23. Would like to know more about picking up objects other than garbage. 24. There are times in which they have left the trash cans out in the street. 25 Had better experience with prior contractor. Don't pick up trash before/after holidays. Less service for an increased fee 26 There are days like this past Wednesday that they didn't pick up my yard waste, so I have to call them and remind them to pick up my yard waste 27 They are very inconsistent in the times in which they come by. They have cracked two of my trash cans. 28. I need a new recycle bin. Mine was stolen. 29. Their trucks leak hydraulic fluid which ruins the road. 30. Throw bins back all over the place. Would like big blue recycling bins that Oviedo has. 31. Needs new recycling container. His was removed or stolen from in front of his house. 32 They damage the trash cans and they don't get replaced. I purchased the second one myself and my son had to zip tie the other one to keep it together. 33. Leave bins in the middle of the driveway 34. Would like large recycling bins, like the one that Oviedo has. 35. Would like large recycling bins, like the one that they have in Downtown Orlando. 36. They leave some trash on the ground. We've lived here a long time and we've just gotten used to it. If it's not out there at a certain time in the morning, they'll just go right by you even if they see you bringing out your garbage. Even if you're just a minute late. My mother and I live here alone and we're both handicapped, so it's difficult to get the garbage out on time in the exact right spot. I 37. would even pay a little more to have someone help me get my garbage out to the street on time. I wouldn't mind paying for it because it's hard being handicapped to move those garbage cans sometimes. Also, I have a garbage can that I keep putting out there that they won't pick up. I have two garbage cans,but I only need the one. They won't pick it up, but I don't want it(two). It's older. 38 Every now and then on Wednesdays they don't pick up the yard waste. I've had to call Waste Pro on them a few times. 39. Want the city to take them back. They don't have sidewalks. 40. Increased bill 41. Leave trash on the streets and on the yard. Ugly trash cans. Dump trash can upside down. 42. There are occasions when it's well after dark that they come to pick up the trash. 43. On occasion,they do not pick up on Wednesdays. Sometimes they don't come down our street. 44. They used to have a Wednesday service.Now, they are just letting the Thursday people pick it up. 45. A few times they missed yard waste day. Occasionally I'll see trash blowing around. 46. They don't pick up some cardboard. 47. Sometimes they refuse to take trees. 48 Leave a mess, spill trash,tear cans apart,leave cans on the street,trucks leak oil in the street 49. Sometimes they don't pick up the trash, throw around bins, damaged the recycling bin 50. They leave some trash on the street. 51. Put trash can in the middle of the driveway. 52. They leave the bins in the middle of the road. 53. 1 think Waste Pro should educate us on if we are treating recyclables properly. 54. Not enough recycling 55. They come at different times every week. Sometimes they don't empty the whole bin. At one point the trucks were broken for six months. They never got completely emptied. 56. Limited on how much trash you can put out, get charged if you put more trash out. 57. They do not pick the trash up very often. 58. The recycle portion that they pick up. They don't take cardboard. They put it in the trash. 59. Sometimes they take the yard waste, but they are inconsistent. The trucks are leaking debris in front of the house. It stains the road. When they dump 60. the trash into the truck, some stuff that falls out is not picked up. When they pick up the recycling,the bins are thrown back into the driveway. 61. Leaves and yard trash needs to be picked up more often. 62. Leave stuff in the garbage can, they only grab the top bag. They damage the trash cans. 63. Sometimes they throw trash cans. 64. Not as consistent with the times they collect, and do not pick up trash when it falls out of the truck. 65. Understaffed. Only have one guy that picks up the trash. 66. At times, pick up is inconsistent. 67. They pick up before 8AM 68. No clue what they want in the recycle bin,nothing on website... Be specific. 69. More yard waste should be allowed to be taken. 70. You only get two special trash pick-ups a year. There should be more. 71. Leave cans on the street, trucks speed. 72. Sometimes they don't pick up the recyclables. 73. Sometimes they don't empty the trash bin all the way. I have a young man that comes and does my yard for me since I'm 82 years old. He filled up the trash can with yard waste and put the remainder of the yard waste,ya know branches and sticks and things, right next to the garbage can because they wouldn't fit. So the garbage truck came down the street and only picked up the yard waste that was in the 74 trash can and didn't touch the other yard waste that was sitting right next to it. And then they just continued down the street. So the two young men and myself quickly hurried to put the remainder of the yard waste in the trash can and when the truck came back down the street, I waved them down and they came over to pick it up. They're just inconsistent with what they do and don't pick up sometimes,because sometimes they will pick up the all the waste even if it doesn't fit in the bin. 75. Option for small cans that could be used. 76. They don't take cardboard. 77. Wants a rolling bin for recycling. 78. They reach in and pick up the trash. 79. They throw the garbage cans all over the place. 80 Neighbor has 5 trash cans and leaves trash on the street and leaves commercial trash and landscaping trash on the street. 81. State when big items can be picked up. 82. The option to pick up once a day. 83 Does not pick up certain things, very inconsistent with pick up. throws garbage pins and feels like they can be damaged soon. 84. Rough on the garbage cans 85. They throw the bins around. 86. They've missed their trash and have had to call them. 87. Take yard waste twice a week instead of one. Figure 2. Respondents' Contact Information That Complained And Want To Be Contacted Name Phone Number 1. Carvill Strett (321) 262- 3332 2. Refused (407) 310- 7701 3. John Moffa (407) 388- 1889 4. Darlene Harwell (407) 431- 1914 5. Refused (407) 699- 6636 6. Refused (407) 721- 9565 7. Refused (407) 921- 9303 8. Refused (407) 256- 5224 9. Rosemarie Priest (407) 359- 2444 10. Refused (407) 365- 1519 11. Refused (407) 388- 4244 12. Refused (407) 415- 9306 13. Refused (407) 650- 1054 14. Refused (407) 697- 1188 15. Refused (407) 865- 3107 16. Refused (517) 803- 5534 17. Sharon Garcia (813) 380- 2633 Figure 3. Respondents' Contact Information with Damaged Trash Collection Containers Name Address Phone or Email I Theresa Bruno 1045 Winter Springs Blvd (407)415-0142 2 Refused 1101 Albert Glen (407)721-7764 3 John Moffa 201 Aleger Ct (407)388-1889 4. Refused 681 N Endeavor Dr. yadef72@hotmail.com 5 Kaila Rivera 825 Big Buck Cir (407)924-2288 6. Amy High 400 Timberglen Ct amyhigh6@gmaiLcom 7 Arvin Myers 315 Birch Terrace (407)327-3810 8. Brian Wilcox 310 Heatherwood Ct (321)663-3953 9. Caroline Smith 201 Edgemon Ave (407)327-1313 10. Carvil Strett 781 S Edgemon Ave (321)262-3332 11. Chris Jackson 132 Cherry Street Cir advance_maintence@yahoo.com 12 Cindy Rilay 1018 Antelope Trail stanbook@aol.com 13. Craig 605 Franklin St (302)345-4660 14. Darlene Biggs 1216 Howell Creek Dr (407)699-1889 15. Darlene Harwell Refused (407)431-1914 16. David Giammo 423 Horizon Dr giammo.dave@gmaiLcom 17 David Mass 906 Devon Creek Rd dcmassl2@gmaiLcom 18 Dominic Tillhuly 693 Bear Paw Ct (407)365-8726 19. Franklin Duncan 865 Big Buck Cir (407)699-5977 20 Greg Musselwhite 114 Arrowhead Ct (407)221-7258 21 Hoshyar 1149 Duncan Dr (407)221-8827 22 Jackie 34 N. Fairfax Ave (413)250-2886 23. John Donoghue 1016 Winter Springs Blvd (321)427-2030 24 John Schlott 306 Heatherwood Ct (321)332-8274 25. Kevin Kapke 321 Blue Creek Dr (407)365-0649 26 Leah Weisman 113 Brookshire Ct mactrixl@me.com 27 Lucas Donlon 695 Aberdeen Ln (321)439-4308 28 Marc Belock 1212 Winding Chase Blvd headhuntermb@gmail.com 29 Maria Redman 801 Kilt Ct macredl l l@hotmail.com 30. Melissa Depierro 1613 Tiverton St (407)256-0635 31. Noelle Rummin 313 Heatherwood Ct noelIerummin@yahoo.com 32 Pam 717 S. Endeavor Dr (407)695-6619 33. Patty Good 705 Ironwood Ct (321)662-1314 34. Richard Cabana 635 Marlin Rd (407)327-6099 35. Richard Pearce 697 Benitawood Ct (407)687-4323 36. Robert Bagwell 854 Bentley Green Cir (407)810-0876 37 Rosemarie Priest 759 Dunlap Cir (407)359-2444 38 Ruth 820 Bentley Green Cir (407)365-4781 39. Scott Ryerson 720 Faircreek Cir (407)467-4685 40. Sharon Garcia 874 Falkark Dr phoenix22192@yahoo.com 41. Tiffany Warren 280 N. 3rd St (407)453-4620 42 Tina 1140 Arbor Glen Cir (407)212-8559 43. Tonya Brown 404 Timberglen Ct (407)312-8852 44. Tracey Wharton 972 Troon Terrace (508)280-8715 45. Tracie 865 Benchwood Dr (321)948-4451 46. Vicky Wilson 41 S. Fairfax Ave (407)327-3033 47 William Hicks 1026 Knollwood Ct (407)433-4040 48 Yolanda 431 Boxwood Cir (407)928-2959 49. Yvonne Paul 1215 Deer Run Dr yvonnel943@gmail.com WASTE PRO OF FLORIDA, INC. 1859 ANNUAL EVALUATION REPORT 'rLORh�P For the Period March 1, 2018—February 28, 2019 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 9.2 of the Solid Waste Agreement and Contractor's perfonnance in resolving the complaints in a professional and expedient manner. GRADE: TAcceptable but Needs Improvement EXPLANATION: • Number of complaints stabilized and trending positively. ■ Secondary level escalations peaked then improved 4" quarter. • Improved performance observed late in evaluation year must be maintained to change Grade for 2019. EXPECTED RESOLUTION DATE: Ongoing CRITERIA B: Contractor's responsiveness to direction given by the Authorized Representative. GRADE: Good EXPLANATION: System of communication and retrieval of missed service pick-ups improved. EXPECTED RESOLUTION DATE: Ongoing 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. EXPECTED RESOLUTION DATE: CRITERIA D: Contractor's participation in commu iity meetings/events sponsored by City. GRADE: Good EXPLANATION: Contractor provided $5,000 in donations to City's 4t°' of July event during the evaluation period fulfilling contract requirement. Special events support providing toters and roll offs is good. 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: Acceptable but Needs Improvement EXPLANATION: Newly introduce issue escalation tool showing promise. EXPECTED RESOLUTION DATE: Ongoing CRITERIA G: Inspection records of all collection vehicles. GRADE: Good EXPLANATION: Inspection and maintenance of carriers meets and exceeds DOT compliance standards as reported by Jim Brown, Fleet Manager, Sanford on 5115/19. EXPECTED RESOLUTION DATE: CERTIFICATION: Certified by the undersigned Authorized Representative of the City of Winter Springs, Florida: Shawn Boyle ty Manager Date Received tractor, Waste Pro of Florida: Y n or Date