Sanitation Services Transition Plan

Sanitation Services Transition Plan

Ver. 2.0 - January 21, 2013

City of Augusta, KS 1 | P a g e

Sanitation Services Transition Plan The City of Augusta, Kansas 113 E. 6th Avenue, PO Box 489 Augusta, KS

January 2013


Ver. 2.0 - January 21, 2013


Sanitation Service Transition Plan

Project Name: Automated Trash Collection and Curbside Recycling

Prepared By: Josh Shaw, Assistant to the City Manager

Date: January 21, 2013

Plan Revision History

Version Date Revisions/Comments

1.0 10/24/2012 First Draft

2.0 1/21/2013 Revised Sections: 1.3, 1.4, 2.2, 2.3, 2.4, 3.1, 3.4, 5.0, and 6.0 (pilot program, recycling alternatives, landfill coupon system, updated milestone events and task list)

3.0

4.0

Plan Reviewers

Reviewer Position Signature

Bill Keefer City Manager ____________________________

Josh Shaw Asst. to the City Manager ____________________________

Erica Jones City Clerk / Finance Director ____________________________

Anthony Craft Streets / Sanitation Foreman ____________________________

Shirley Kirkpatrick Public Works Secretary ____________________________

Angela Casper Human Resources Manager ____________________________


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Table of Contents

1. Plan Overview ................................................................................................................................4 1.1 Plan Purpose ...........................................................................................................................4 1.2 Plan Objectives .......................................................................................................................4 1.3 Reference Documents ............................................................................................................4 1.4 Outstanding Issues .................................................................................................................4

2. System Overview ............................................................................................................................5 2.1 Residential Trash Collection ...................................................................................................5

2.1.1 Service Description .......................................................................................................5 2.1.2 Curbside Collection .......................................................................................................5 2.1.3 Container Placement ...................................................................................................5 2.1.4 Container Features .......................................................................................................5 2.1.5 Multiple Containers ......................................................................................................5 2.1.6 Container Ownership, Maintenance, and Upkeep .......................................................6 2.1.6.1 Lost or Stolen Containers ...................................................................................6 2.1.6.2 Damaged Containers .........................................................................................6 2.1.7 Rollout Service ..............................................................................................................6 2.1.8 Difficult to Serve Locations ...........................................................................................6

2.2 Automated Trash Collection Pilot Program ............................................................................6 2.2.1 Designated Pilot Areas .................................................................................................7 2.2.2 Customer Communications ..........................................................................................8 2.2.3 Post Pilot Service Extension ..........................................................................................8

2.3 Curbside Recycling Program ...................................................................................................8 2.3.1 Vendor Responses to Bagged Recyclables Inquiry .......................................................8 2.3.2 Funding Alternatives for Recycling Cart System ...........................................................9

2.4 Landfill Coupon System ..........................................................................................................10 2.5 Customer Information ............................................................................................................11 2.6 Stakeholder Analysis Matrix ...................................................................................................11

3. Transition Planning .........................................................................................................................12 3.1 Transition Schedule ................................................................................................................12 3.2 Roles and Responsibilities ......................................................................................................12 3.3 Risks to Transition ..................................................................................................................13 3.4 Decision Points .......................................................................................................................15

4. Communications Plan .....................................................................................................................16 4.1 Assumptions ...........................................................................................................................16 4.2 Communications Tools ...........................................................................................................16 4.3 Roles and Responsibilities ......................................................................................................18

5. Tasks List .........................................................................................................................................19 6. Appendices ......................................................................................................................................20


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1. Plan Overview

1.1 Plan Purpose The purpose of this transition plan is to describe how a new automated trash service collection and curbside recycling system for the City of Augusta will be implemented. The plan will provide guidance and structure to city staff and elected officials to facilitate a complete transition from rollout to full operational status.

1.2 Plan Objectives

Develop stakeholder profiles

Outline roles and responsibilities of city staff

Provide timeline for vehicle and equipment purchases

Identify staffing and training needs for system operation and maintenance

Develop communications strategy to inform customers of transition

Ensure that customers are fully educated and capable of using the new system

1.3 Reference Documents This plan is an update of Version 1 approved by the Council on October 24, 2012.

1.4 Outstanding Issues This section outlines known project planning issues or problems relevant to transition planning that are known as of this plan revision.

Vendors are available to take single stream recyclables but not if the materials are bagged (Version 1); Curbside recycling must also utilize container system

Conceptual structure of new system defined but many details yet to be decided

Timing of curbside recycling rollout uncertain as new system will require containers, which significantly increases capital expenditures; may require phased approach


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2. System Overview

2.1 Residential Trash Collection 2.1.1 General Description

The new trash collection system will rely on the use of automated side-loading trash trucks to pick up polycarts once per week. Automated side loaders utilize a hydraulic grasping arm to reach out and grab the poly carts, dump the contents into the hopper, and then return the cart to the same location. The grasping arms have a range of 6 to 12 feet for reaching into tight spaces or between parked cars, which reduces the amount of maneuvering required by the trash truck. Side loader grasping arms have a variety of control systems, but the most advanced use a joystick controlled by the trash truck driver. An automated trash collection system allows a single operator to collect the same trash route in the same amount or less time than a traditional three person manual collection crew.

2.1.2 Curbside Collection

The side loading feature of the automated trash trucks precludes the use of existing alleyways for the majority of residential collections, as they are too narrow and ridden with obstacles to manipulate the grasping arm effectively. This will necessitate that trash collection be moved curbside for the majority of residential customers.

2.1.3 Container Placement

Curbside collection will require that poly-carts be placed consistently in a location that can be accessed by the automated trash truck’s grasping arm (i.e. proximate to the curb line away from any obstacles.) This location may be specifically designated by the City or residents may choose their placement week by week provided it meets guidelines established by the City. Customers with multiple containers must have sufficient distance separating the containers.

2.1.4 Container Features

Polycarts will have a capacity of either 65 or 95 gallons (yet to be determined by Council). The carts will have handles and rolling wheels to provide for easy maneuvering. Directional arrow stickers/print will be placed on the cart to indicate which direction the cart should face when placed at the curb for collection. A reference number may also be printed on the side to help identify lost or stolen carts. Carts will have a flat and stable base upon which to sit; wheels should not touch the ground when the cart is sitting flat on its base.

2.1.5 Multiple Containers

Residential customers that require additional capacity beyond the 65 or 96 gallon cart provided may lease one additional cart from the City on a monthly basis for half price.


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2.1.6 Container Ownership, Maintenance, and Upkeep

Ownership of all carts provided to customers by the City will remain with the City. Carts shall remain at the address to which they have been assigned. Customers shall not take carts with them if they move to a different address. Regular maintenance, upkeep, and cleaning of carts is the responsibility of the customer.

- 2.1.6.1 Lost or Stolen Containers

Customers shall immediately report lost or stolen carts to the City of Augusta Utility Billing department (providing reference numbers if applicable). Utility Billing staff will coordinate with sanitation personnel to have a replacement cart delivered prior to the next scheduled pickup date. Customer will be responsible for paying a surcharge for the replacement cart (to be determined by the City Council). This surcharge may be credited back to the customer’s utility account if the original cart is located and the replacement cart is returned to the City.

- 2.1.6.2 Damaged Containers

Customers shall immediately report damaged carts to the City of Augusta Utility Billing department (providing reference numbers if applicable). Utility Billing staff will coordinate with sanitation personnel to have a replacement cart delivered prior to the next scheduled pickup date. Customer will be responsible for paying a surcharge for the replacement cart unless the cart was damaged by sanitation personnel.

2.1.7 Rollout Service

Disabled and elderly customers (72 yrs or older) who are unable to move their trash carts to the curb will receive free roll out service upon request and verification. Sanitation personnel will retrieve the carts from a designated location near the residential structure, empty the contents into the trash truck, and then return the carts to the designated location next to the residential structure.

2.1.8 Difficult to Serve Locations

Difficult to serve locations will be identified by sanitation personnel and alternative collection arrangements will be made.

2.2 Automated Trash Collection Pilot Program The City will conduct a full scale Pilot Program for automated trash collection in the spring/early summer of 2013. The City will purchase polycarts for 600 households, representing approximately 17% of the utility’s total residential customer accounts. Trash will be collected once per week for two months using a rented automated side loader truck. Two areas of town have been selected as pilot areas based on challenging and representative environmental conditions that should test the capabilities of the automated trash truck.


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2.2.1 Designated Pilot Areas

Pilot Area 1 is a newer subdivision with a high population density, winding streets, and prevalent cul-de-sacs. The cul-de-sacs will be a tremendous test for the maneuvering capabilities of the automated truck. Pilot Area 2 is densely populated area in the older portion of town where current service is provided primarily in alleyways. The area includes a school zone (Garfield Elementary), prevalent on-street parking, and challenging elevations areas along a main arterial (south Ohio Street).

Area 1

Area 2

Pilot Area 1 encompasses the area east of Ohio Street, south of Arnold Drive, and north of David Drive.

Pilot Area 2 encompasses the area east of State Street, south of 12th Ave, north of Broadway, and west of Johnson Street.


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2.2.2 Customer Communications

Customers within the designated pilot area will receive written notification by mail indicating that their neighborhood will be participating in the pilot program. The notification will include instructions regarding pickup days, proper placement of carts, etc. In addition, the City will conduct two public informational meetings (one for each neighborhood) for residents living within the pilot areas to view and handle the carts, listen to instructions about cart placement and pickup days, and ask questions regarding the pilot program. Upon completion of the two month pilot, customers will be provided with surveys to provide feedback regarding the experience.

2.2.3 Post Pilot Service Extension

At the end of the two month pilot period, the rented automated truck will no longer be utilized as the cost of renting for extended lengths of time is prohibitive. So as to cause the least amount of disruption to our customers, the City will continue picking up the pilot areas on the same schedule using existing rear loading trash trucks retrofitted with cart tippers until such time as the City completes the purchase of a new automated trash truck. Once the new automated truck has been purchased and delivered, the retrofitted truck will then be used as the curbside recycling truck and/or function as the backup trash collection vehicle.

2.3 Curbside Recycling Program 2.3.1 Vendor Responses to Bagged Recyclables Inquiry

Along with automated trash collection, the City intends to implement a curbside recycling program for residential customers. The first version of the transition plan called for customers to place commingled recyclables in bags provided by the City, which would be collected manually by a two person collection crew and then delivered to the designated recyclables processing facility (similar to the City of El Dorado’s current recycling service).

Conversations with potential vendors have revealed that they will not accept commingled single stream recyclables if the materials are bagged, but will accept the materials if they are loose (Note: the City of El Dorado is able to provide the bagged service because they own and operate their own recyclables processing facility). Consequently, the City is left with two alternatives: 1) collect the bags as originally intended, manually cut them open to free the materials and then deliver the loose materials to the recycling facility; or 2) provide a container system for curbside recycling.

The first alternative is strongly discouraged as the intent of the new system is to streamline the collection process, provide convenient service options for customers, and reduce the amount of manual labor required to operate the sanitation/recycling utility. On the other hand, the second alternative will require a greater up-front investment in order to purchase an additional 3,500 carts.


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2.3.2 Funding Alternatives for Recycling Cart System

Option 1: Amend the expenditures budget for 2013 to cover the cost of the additional carts for recycling (est. $170,000). Currently, the 2013 budget only includes $50,000 to go towards the down payment for a new trash truck and $50,000 for carts. The recycling carts can be purchased outright by digging into the sanitation utility’s approximately $380,000 of cash carryover.

Option 2: Delay the rollout of the curbside recycling program for 6 mos. to 1 year following to generate a cash balance to be used for purchasing the additional carts in the latter part of 2014 or the beginning of 2015.

Option 3: Combine the recycling and trash carts into a single RFP (totaling 7,000 plus carts) and execute a lease purchase contract (est. $340,000) with payments spread out over a multi-year period, potentially delaying initial payment for 6 mos. to 1 year to allow cash reserves to build up. This option is entirely contingent on the financing alternatives provided by the contracting cart vendor.

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2.4 Landfill Coupon System – 1 year Pilot Program In 2013, the City and County plan to implement a pilot program that substitutes landfill coupons for the City’s traditional Spring Cleanup event. The landfill coupon system will have the following features:

Only residential customers within the City limits are eligible Customers pay no additional cost for the landfill coupon service City provides plastic coupon cards similar to swimming pool passes Customers must obtain coupon cards from Utility Office Coupon cards may be used at any time throughout the year Customers will transport and dump their own materials at the Butler County

landfill Butler County Landfill will bill the City the following amounts:

Maximum of $2.00 per coupon used (minimum of $0.50 per load up to $2.00 for up to one ton of material)

$0.50 per passenger tire collected—limit of five (5) per customer per year $5.00 per appliance w/ refrigeration unit—limit of one (1) per customer

per year Cards expire December 31st each year and cannot be carried over and used in

subsequent years Butler County will return used cards to City monthly for tracking purposes Residents will receive two (2) coupons annually—one (1) red card and one (1)

blue card Each red coupon card can be used to dispose up to a maximum of one (1) ton of

material plus up to five (5) passenger car tires Each blue coupon card can be used to dispose up to a maximum of one (1) ton of

material plus one (1) appliance with a refrigeration unit

The primary advantage of the landfill coupon system for City residents is that the coupons can be used throughout the year, whereas the traditional Spring Cleanup event is only available for two weeks in April. The coupon system is also advantageous in that it extends the landfill’s nominal cleanup event pricing for the entire year. For example, if citizens took the same amount of materials allowed by the coupons to the landfill without the coupons during the County’s annual cleanup, it would cost them $11.50 to dispose of the materials. If citizens took that same material to the landfill any other time during the year outside of the annual clean up event, it would cost them an estimated $89.00 to dispose of the materials.


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2.5 Customer Information The City sanitation department currently serves approximately 3,350 residential and 120 commercial (dumpster) trash customers. About 90 residential customers reside in multi-family dwellings that utilize dumpsters. The existing customer base for recycling is ill-defined as the current program utilizes community drop off sites rather than curbside collection. The transition to automated trash collection and curbside recycling will predominantly impact residential customers. Residential customers will experience rate increases and service level changes, a reduction in trash service but an expansion in recycling services. Commercial customers will experience rate increases but no significant modifications to existing service. Transition is anticipated to result in dramatic expansion of customer base for recycling.

2.6 Stakeholder Analysis Matrix

Stakeholder(s) Primary Stake in the Transition Process

Potential Impact to Stakeholder Group

Potential Risks to the Transition Process

Residential Trash Customers Customers/rate payers

Rate increases; confusion or frustration over service changes; less trash service, but more recycling service

Lack of Information about new system; resistance to change; lack of buy-in; concern for rate increases

Commercial Trash Customers (Dumpsters) Customers/rate payers Commercial service stays the

same but rates will increase

Limited risk to transition but likely some backlash against rate increases

Sanitation Personnel Will operate new trash collection and recycling system

Additional training; better working conditions; role changes; some job losses

Employee morale; reduction in productivity; poor communication

Administrative Personnel

Oversee transition and implementation; Provide support to sanitation staff and elected officials

Increased workload; customer relations (PR) challenges

Poor communication to sanitation personnel, elected officials, and/or customers

Mayor and City Council Elected officials subject to public backlash; political responsiveness

Customer relations (PR) challenges; political implications (elections)

Loss of political will for service changes; financing (rate increases) not approved

Recycling Vendors Will process recyclable materials Financially benefit

May not find vendors to take our materials; may delay implementation of recycling program

Butler County Owns and operates the landfill where trash is disposed

Financially impacted; less trash going to landfill reduces revenues

Landfill tipping fees may increase because of less usage


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3. Transition Planning 3.1 Transition Schedule

This section provides a schedule of major transition milestones and their due dates.

Milestones Due Date Completed

Council Approves Sanitation Rate Increase 10/1/2012 10/1/2012

Formalize Spring Cleanup Coupon Program 2/4/2013

Develop RFP for Carts 2/18/2013

Rent Demo Truck for Pilot Program 4/1/2013

Develop RFP for Automated Trash Truck 6/1/2013

Lease Purchase New Automated Trash Truck 7/1/2013

Sanitation Ordinance Modification and Adoption 12/3/2013

Delivery of Polycarts to Customers 1/1/2014

Sell or Auction Old Trash Truck 3/1/2014

3.2 Roles and Responsibilities

This section outlines roles and responsibilities of key staff members in the transition process.

Name Primary Role Responsibilities

Josh Shaw Project Manager Maintain transition plan document; oversee implementation of transition plan

Bill Keefer Financing Capital Purchases; Media Spokesperson

Plan for financing of capital purchases; communicate with elected officials and media about transition

Erica Jones Customer Service/Billing Prepare rate ordinances; utility billing; customer communications

Angela Casper Personnel/Training Assess personnel throughout transition process; assist with training and customer service development of staff

Anthony Craft Service Implementation Equipment/vehicle testing; coordinate pilot program (training); collection routing

Shirley Kirkpatrick Service Implementation Administrative and support services for sanitation department


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3.3 Risks to Transition

The sections outlines potential risks to the transition process and provides action steps for addressing these risks.

Risk 1: Loss of Political Will. Staff may lose Council’s support for the new programs if the transition process does not go smoothly or citizens complain about the new service.

Action: Education and communication are essential to maintaining political will. Staff must have frequent and consistent communications with the Council regarding the transition process to provide the information that citizens are requesting. The transition planning document must be maintained and adhered to and tasks must be accomplished on schedule.

Risk 2: Vendors for recycling materials cannot be identified. Since the City has no way to process or store recyclable materials, especially in the greater quantities generated by a curbside recycling program, implementation of curbside recycling may be delayed until vendors have been identified.

Action: Pursue agreements with known recycling facilities, such as the City of El Dorado or Waste Connections to accept recyclable materials collected by the City. Identify a primary vendor as well as backup vendors. Formalize written agreements.

Risk 3: Landfill tipping fees increase. Butler County may consider increasing landfill tipping fees if the City diverts too much material from the landfill as a result of the curbside recycling program.

Action: No action required, unless fee increase is significant. New service fee along with cost savings should be sufficient to cover the additional landfill fees.

Risk 4: Lack of Information/Communication. Lack of information/communications with internal and external stakeholders will create public relations problems that prevent a smooth, successful transition.

Action: Draft and adopt a communications plan outlining roles and responsibilities of various stakeholder groups. Provide frequent and relevant updates to affected parties using as many communications media as required.


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Risk 5: Employee Morale/Productivity Suffers. Confronted with major changes in the way they do their jobs, employees may suffer from morale problems that cause a decline in their overall productivity.

Action: HR and Sanitation supervisors will observe sanitation personnel throughout the transition process and be on the lookout for morale/productivity issues. Supervisors will meet regularly with employees and explain implementation steps (communication of changes before they are implemented is essential). Employees will be provided opportunities throughout the transition to give feedback; supervisors will find ways to include employees in decisions about equipment and vehicles. Supervisors will coordinate training opportunities on the new automated trucks through vehicle demonstrations and a pilot program to ensure that employees have the necessary skills to operate the new system effectively.

Risk 6: Lack of Customer Buy-In. Some customers will complain about the new automated trash collection and curbside recycling system that the City has chosen to implement.

Action: Administrative personnel will focus on developing a strong customer service infrastructure to prepare employees throughout the organization to better address customer complaints. Employees will receive customer service training. Key messages and fact sheets will be developed that employees can use to communicate with customers the reasons why the new system is being implemented. Public education will be provided throughout the transition process.


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3.4 Decision Points

The section outlines key decision points on aspects of the new service that still need to be made.

Decision Point Recommendation Decision Date

Container Size: 65 or 95 gallon 95 gallon 95 gallon 1/21/12

Limit on additional # of containers 1 1 1/21/12

Landfill coupon system or traditional Spring Cleanup Landfill Coupon Landfill Coupon 1/21/12

Designate container location, or provide guidelines Guidelines

Print directional arrows on carts Yes

Print serial numbers on carts Yes

Print City name/logo on carts Yes

Fee for replacement carts Cost of Cart

Delivery fee for replacement carts $10.00

Free rollout service available to elderly (72 +) Yes

Verification of disability for rollout service Yes

Citizens still required to bag trash Yes

Curbside recycling launches same time as automated trash service Phased


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4. Communications Plan 4.1 Assumptions

Successful transition to automated trash collection depends largely on accurate, relevant, and frequent communications with stakeholders.

Impact of new service will be felt in different ways, so communications must be flexible and tailored to the needs of different stakeholder groups.

Internal communications between different city departments and city staff is just as critical to successful implementation as communications with external customers.

Passive forms of communication alone are not sufficient to get the word out about program changes.

4.2 Communications Tools

The City will utilize a number of communications tools to keep stakeholders informed during the transition process:

Augustagov.org will be used as the primary portal for information regarding the sanitation service transition process (i.e. transition plan, committee proposals, presentations, FAQs, etc). All other communication efforts shall reference the website for further information.

City Utility Bills shall include a short message about the service transition and reference the City’s website for more details.

Channel 7 shall contain a slide with information regarding the service transition and reference the City’s website for more details.

City Council Meetings provide elected officials opportunities to communicate with the public regarding transition activities. It may be advisable to consider making a sanitation services update a standard agenda item (similar to water restrictions update) to be discussed at each meeting while the transition is in progress.

Press Releases will be created and provided to traditional media sources (i.e. the Augusta Daily Gazette) and on the City’s website as aspects of the transition plan are rolled out and completed.


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Fact Sheets will be provided to all city personnel responsible for handling customer inquiries regarding the transition process, billing, etc.

Instruction Sheets will be created detailing proper placement of carts, pickup days, and other general instructions and then provided to customers when their new trash containers have been delivered. Instruction videos should also be created and posted on the City’s website (possibly on a City YouTube Channel).

Surveys should be considered when appropriate to determine citizen perceptions of the new collection system. It would be appropriate to survey participants in the pilot program to evaluate their experience.

Product Demonstrations should be used to demonstrate the capabilities of the new trash containers, particularly to citizens with concerns about mobility issues (i.e. elderly and disabled). It would be appropriate to coordinate one of these demonstrations through the senior center.

Chamber of Commerce/DAI will be utilized to enhance communications with businesses and commercial entities throughout the City. The City will provide educational materials to these entities that can then be distributed through their newsletters, websites, or by other means.

Girl Scouts or Other Community Service Organizations may have an interest in helping to educate citizens on the benefits of recycling and the City’s new curbside recycling program. These relationships should be explored.

Social Media is one way that the City currently communicates with citizens about City events and happenings. Expanding the City’s social media profile to include additional services such as facebook and YouTube may enhance the educational effort. Several Council members already have strong followings that can be leveraged to assist with citizen outreach.


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4.3 Roles and Responsibilities

Group Communication Responsibilities

Mayor, City Council, and Sanitation Committee

Stay aware of news stories that could trigger the need for information from the City Inform the City Manager of any contact by the media Be aware of City’s key messages regarding transition Utilize individual public contact opportunities to reinforce the City’s key messages Direct citizens to available sources of information about the transition Review and comment on City communications and outreach efforts

Administration

Coordinate communications for consistent, timely, and accurate messages Stay aware of news stories that could trigger the need for information from the City Identify and develop methods of communication with stakeholders Identify staff members who are authorized to speak with the media Develop key messages regarding transition Communicate ordinance or fee changes adopted by the Council to Utility Billing Staff Develop timelines for transition events and share timelines with Supervisors Develop fact sheets/process sheets for Utility Billing Staff to share with customers

Public Works and/or Sanitation Supervisors

Keep sanitation employees informed of transition events and timelines using weekly update meetings

Regularly assess sanitation department employees’ morale and productivity during transition and communicate any substantive changes with City Administration

Communicate training opportunities to sanitation department employees Check with Utility Billing staff for changes to special service requests; communicate

changes with sanitation staff Communicate damaged carts needing replacement to Utility Billing staff

Utility Billing Staff

First customer point of contact for trash service billing questions Educate new customers on trash collections process Answer process questions regarding trash collection (e.g. placing carts in proper

locations, removing empty carts, replacing lost or stolen carts, etc.) Maintain records of special service requests (i.e. additional carts, roll-out service for

elderly, etc.) and communicate to Public Works and Sanitation Supervisors Record reports of lost, stolen, or damaged carts and bill appropriately

Sanitation Personnel

Immediately report damaged carts to Sanitation Supervisor Direct citizens to alternative sources of information when asked (i.e. City website)


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5. Task List

Task Responsible Party Due Date Accomplished

Approve Refuse Rate Increases City Council 10/1/12 10/1/12

Review transition plan and authorize staff to proceed City Council 11/5/12 11/5/12

Determine durability tests for trash carts Anthony Craft 11/12/12 11/12/12

Follow up with Waste Connections with remaining recycling questions

Josh Shaw/ Anthony Craft 11/12/12 12/4/12

Create website portal and start posting information about Sanitation Transition Josh Shaw 11/31/12 11/31/12

Get two cart samples from multiple vendors (one 65 gallon and one 95 gallon) Josh Shaw 12/10/12 12/17/12

Complete product testing on sample carts Anthony Craft 1/1/13 1/7/13

Contact Providers for Demo Truck Josh Shaw / Anthony Craft 2/1/13

Finalize Spring Cleanup Coupon Program with Butler County

Josh Shaw/ Anthony Craft 2/4/13

Develop RFP for Carts (600 initially for Pilot Program) Josh Shaw 2/18/13

Design and order coupon cards for new Cleanup program Josh Shaw 3/1/13

Send notifications to Pilot Program Participants Josh Shaw 3/1/13

Rent Demo truck for Pilot Program Anthony Craft 4/1/13


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6. Appendices

6.1 Sample Polycart Durability Tests 6.1.1 The Tests

During the first week of January 2013, Sanitation staff conducted a series of durability tests on thirteen (13) separate polycarts provided by four vendors who responded to the City’s request for sample carts. The four vendors include Americart Corporation, Rehrig Pacific Company, Toter, and Otto. Wind Test –Staff placed the poly carts on top of the levee during a 4-hr period of high

winds gusting up to 40 mph. A handheld wind meter was placed at the site to record the maximum wind gust on an hourly basis and determine the maximum speed the carts could withstand without falling over.

Drop Test - Carts were loaded with approximately 100 lbs of waste, placed in the loader bucket, raised to a height 8-10 feet off the ground, and dropped.

Bat Test – Staff simulated an attack of vandalism by striking each cart a minimum of ten (10) times on the corners, sides, wheels, and lids with a metal baseball bat.

Crush Test – Carts were tipped on their sides and placed on the ground, then were compressed with the loader bucket and released in order to assess the cart’s elasticity.

Impact Test –Carts were loaded with approximately 100 lbs of waste, and placed in an upright position and then struck with the rear end of pickup truck at 10-15 mph.

Drop Test Bat Test Crush Test Impact Test


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6.1.2 The Results

Wind Test Results

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Size 96 65 96 65 96 65 96 96 64 48 95 95 65 Wind (MPH) 1 2 3 4 5 6 7 8 9 10 11 o2 o3

21.5 x x x x x x 23.9 x x x x x x x 29.7 x x x x x x x x x x x x 36.9 x x x x x x x x x x x x x 37.1 x x x x x x x x x x x x x

Seven (7) of the thirteen (13) carts were able to remain standing in winds gusting to 21.5 mph. Six (6) carts were able to remain standing in winds gusting to 23.9 mph. The 96-gallon #8 cart provided by Toter was the only cart able to sustain winds gusting to 29.7 mph. A key observation by staff was that after the carts tipped over they did not move from that location, indicating that even if the carts are knocked over they will not roll down the block with winds up to 40 mph.

Durability Test Results

The carts provided by Americart Corp were determined to be the most durable based on the tests conducted. Americart carts demonstrated tremendous elasticity and rebounded back to functional shape after a couple of days. Toter carts also proved to be highly durable but did show observable signs of material stress/creasing in certain areas. Carts provided by Rehrig Pacific and Otto showed the least elasticity. In some instances, these carts were wholly destroyed or damaged beyond the point of functional usage.