CITY OF PICKERINGTON

SAFETY COMMITTEE OF COUNCIL

CITY HALL, 100 LOCKVILLE ROAD

WEDNESDAY, JULY 9, 2008

8:15 P.M.

SPECIAL MEETING

1. ROLL CALL. Mr. Sabatino called the Special meeting to order at 8:15 P.M. Roll call was taken with Mr. Smith, Mrs. Sanders and Mr. Sabatino being present. There were no members absent. Others present were Jeff Fix, Brian Sauer, Mitch Banschefsky, Ed Drobina, Stacey Bashore, Carol Carter, Susan Lent, Brian Price, C.C. Ungurean and others.

2. SCHEDULED ITEMS:

A. Review and discussion regarding specific bid language for refuse collection contract- Mr. Smith stated this was a continuation of a discussion from the last Safety Committee meeting regarding specific language for trash collection bids. Mr. Smith stated one of the big questions was whether or not the ORC allowed the City to re-bid the contract and introduced Mr. Banschefsky as the legal counsel to answer it. Mr. Banschefsky stated the City has an option to re-bid the contract because the Notice to Bidders included the language that the City reserves the right to reject any and all bids. Mr. Smith asked what would happen to the specific bid proposal that is before Council now if we would choose to propose re-bidding and Mr. Banschefsky stated it could be tabled indefinitely or defeated by lack of second. Mr. Smith stated he had a structure of options he would like to review from the three things he heard from citizens. He continued saying he heard that they want lids on the containers; they don't want a huge recycling container and they wanted a schedule more predictable than every other week. Mr. Smith proposed a basic trash service with an option for recycling; a small container with lid, preferably a hinged lid; a small wheeled cart with a hinged lid. He stated he would encourage staff to specify the sizes of the containers with descriptions so everyone would be able to bid on exactly the same thing. Mr. Sabatino stated he was originally contemplating the 64 gallon cart that had the lid on it on the basis of it having the capacity to go every other week. He further stated now that we are looking at a weekly scenario maybe all we would need is a small to medium size cart. Ms Lent stated there are 96, 64, and 35 gallon hinged lid carts with wheels. She stated that a typical rectangular recycling bin is 18 gallons with a removable lid. Mr. Smith verified that all of the vendors present could provide the various carts. Mr. Sabatino asked the vendors if there was any type of attached lid with the smaller container and Mr. Price stated they provide an 18 gallon container with a removable lid, but that was not to say that something with an attached lid doesn't exist. He stated they could look into it. Mr. Sabatino requested that a range of gallons be given in the bid specifications. Mr. Drobina stated he would agree with that and have it say "at least" so many gallons. Mr. Smith requested that the price stay the same for all three years with the surcharge on top of it. He stated that would guarantee that our residents would have guaranteed the same price for three years and the only thing that would go up would be the fuel surcharge. Mrs. Sanders asked if everyone would be paying the same for recycling if they had more than one recycling container and Mr. Price stated normally they provide the containers to the City for pick up by the residents or they could deliver them to their residence depending on how the City wanted to do it. Mr. Smith asked how it would be accounted for billing purposes and Mr. Price stated that it averages out and that their billing system could account for it. Ms Lent stated their system handles that kind of accounting as well and everyone would have different route numbers assigned to them based on their recycling or not. She stated that whatever the bid specifications request they could accommodate. Mr. Drobina asked if we decide to go with the recycling cart and someone would want two carts could they order the next size up and Ms Lent stated it would be possible if the bid specifications were written that way. Mr. Smith requested that Mr. Drobina work with everyone on the language for that. Mr. Fix asked if the base price would be different if there were no recycling program at all and the vendors stated it would have to be considered by their finance departments. Mr. Fix stated he wanted to know if there is additional overhead with having an option and he thought it made sense to ask for a bid with straight trash removal. Mr. Banschefsky stated that the vendors probably could not answer that tonight but the bids could be specified to ask for that option. Mr. Fix clarified that only one vendor could provide the dirty MIRF option and that Rumpke's process of capturing recycling could give credit toward the State of Ohio goal as well. Mr. Smith clarified the bid options being both options including trash only and only the recycling option would be different between option one and two. He stated that one option would be the rectangular recycling tote with a lid and the second option would be a small wheeled cart. Mr. Smith stated we would like to see lids for either option. Mr. Sabatino asked if there was much of a cost difference between the 32 gallon versus the 64 gallon and Mr. Ungurean stated he believed it would be less than $10. Mr. Smith stated he would like to see weekly pick up. Mr. Sabatino requested that the bid specifications show different prices for the different sizes of containers so we would know how much additional the costs would be. Mr. Smith stated the two things he has heard from the residents are not to make them pay for recycling and that they get the best deal. Mr. Drobina clarified that the bid specifications would include an 18 gallon bin with lid and 30 to 40 gallon wheeled cart with hinged lid with weekly pick up. Mr. Fix requested a trash only bid to see what the numbers look like because in his house they recycle on their own. Mr. Drobina stated he would work on the bid specifications this week and would e-mail a draft to Safety Committee.

7. ADJOURNMENT. There being nothing further, Mr. Smith moved to adjourn; Mrs. Sanders seconded the motion. Mr. Sabatino, Mr. Smith, and Mrs. Sanders voted "Aye." Motion carried 3-0. The Safety Committee adjourned at 8:47 P.M on July 9, 2008.

RESPECTFULLY SUBMITTED:

Stacey L. Bashore, Deputy Municipal Clerk