Item 002 - Material Rate Studies RCA (DRAFT) — original pdf

Backup

CITY OF AUSTIN RECOMMENDATION FOR COUNCIL ACTION CONTRACTOR: RESOURCE RECYCLING SYSTEMS, INC. D/B/A RRS COUNCIL DATE: 11/05/2026 SUBJECT: Authorize a contract for multiple material rate studies for Austin Resource Recovery with Resource Recycling Systems, Inc. D/B/A Rrs, for an initial term of three years with up to three additional 1-year extension options in an amount not to exceed $2,100,000. Funding: $350,000 is available in the Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. LEAD DEPARTMENT: Austin Financial Services CLIENT DEPARTMENT(S): Austin Resource Recovery FISCAL NOTE: Funding in the amount of $350,000 is available in the Fiscal Year 2026-2027 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. PROCUREMENT: Austin Financial Services issued a Request for Proposals solicitation RFP 1500 RGW3011 for these services. The solicitation was published on April 27, 2026, and closed on June 2, 2026. Of the five offers received, the proposal submitted by the recommended contractor represented best value to the City based on the solicitation’s evaluation criteria. A complete solicitation package, including a log of offers received, is available for viewing on the City’s website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=143475 MBE/WBE: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program). For the services required for this solicitation, there were insufficient subcontracting opportunities; therefore, no subcontracting goals were established. PRIOR COUNCIL ACTION: FOR MORE INFORMATION CONTACT: Direct questions regarding this Recommendation for Council Action to the Austin Financial Services – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. BOARD AND COMMISSION ACTION: October 14, 2026 - To be reviewed by the Zero Waste Advisory Commission ADDITIONAL BACKUP INFORMATION (RCA BODY) The contract will provide services for the City to participate in three studies, including a community wide Capture Rate Study, Per Capita Disposal Rate Study, and a combined Diversion Rate and Waste Characterization Study. The contract will allow the City to plan, conduct and process data on both Austin Resource Recovery (ARR) collected and non-ARR collected trash, recycling and organics material streams for both residential and commercial customers. In November 2023, Austin City Council approved the 2023 Austin Resource Recovery Comprehensive Plan, an update to the 2011 Master Plan that outlined the City’s path toward its zero-waste goal of reducing landfill disposal by 90% by 2040. These studies will support that goal by providing data and analysis to track the City’s progress. They will also offer a comprehensive assessment of materials generated citywide, including those managed through landfill, recycling, compost, and reuse, as well as materials avoided through waste-prevention efforts. This is a new contract. The requested authorization amount was determined by departmental estimates and forecasted usage. An evaluation team with expertise in this area evaluated the offers and scored Resource Recycling Systems, Inc. D/B/A Rrs as the best to provide these services based on offeror experience, project approach and methodology, price, local and small business preference. If the City is unable to secure a contract, ARR will have limited insight into the three performance measures that are utilized to track progress towards the City’s zero-waste goal. Data collection is needed to allow ARR to identify trends and education opportunities for citizens. Revised 4/2025 1 CITY OF AUSTIN RECOMMENDATION FOR COUNCIL ACTION CONTRACTOR: RESOURCE RECYCLING SYSTEMS, INC. D/B/A RRS COUNCIL DATE: 11/05/2026 Contract Details: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Total Length of Term 3 years 1 year 1 year 1 year 6 years Contract Authorization $1,050,000 $350,000 $350,000 $350,000 $2,100,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Revised 4/2025 2 RCA Cover Sheet for ZWAC-Revised May 2022 MULTIPLE MATERIAL RATE STUDIES SOLICITATION # (RFP 1500 RGW3011) Council: 10/22/2026 ZWAC: 10/14/2026 OVERVIEW 1. Requested Contract Term, Authorization, and Current Budget Length of contract and total authorization: Authorize negotiation and execution of a multi-term contract to provide a community wide Capture Rate Study, Per Capita Disposal Rate Study, and a combined Diversion Rate and Waste Characterization Study for the City to plan, conduct and process data on both Austin Resource Recovery collected and non-ARR collected trash, recycling and organics material streams for both residential and commercial customers, with Resource Recycling Systems, Inc D/B/A RRS, for up to 72 months for a total contract amount not to exceed $2,100,000. ARR current fiscal year budget: Funding in the amount of $350,000 is available in the Fiscal Year 2026-2027 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. 2. Solicitation Information Solicitation No: RFP 1500 RGW3011 # of bids received: 5 # of non-responsive bids received: 0 Length of time solicitation was out on the street: 5 weeks Was the time extended? Yes Issued date: 4/27/2026 Closed date: 6/02/2026 3. Previous/Current Contract Information Previous contract: No Contract number: N/A Contract length and authorization: N/A Contract actual spend: N/A Current status: N/A Contract execution date: N/A Contract expiration date: N/A 4. Notes/Other In November 2023, Austin City Council approved the 2023 Austin Resource Recovery Comprehensive Plan, an update to the 2011 Master Plan that outlined the City’s path toward its zero-waste goal of reducing landfill disposal by 90% by 2040. These studies will support that RCA Cover Sheet for ZWAC-Revised May 2022 goal by providing data and analysis to track the City’s progress. They will also offer a comprehensive assessment of materials generated citywide, including those managed through landfill, recycling, compost, and reuse, as well as materials avoided through waste-prevention efforts. This is a new contract. The requested authorization amount was determined by departmental estimates and forecasted usage. If the City is unable to secure a contract, ARR will have limited insight into the three performance measures that are utilized to track progress towards the City’s zero-waste goal. Data collection is needed to allow ARR to identify trends and education opportunities for citizens. REVIEWED AND APPROVED FOR ZWAC Name Compiled By: Victoria Rieger End-user/Contract Manager: Jason McComb Date October 6, 2026 October 6, 2026