Title
Presentation, Update, and Possible Action on the Bear Resistant Roll Cart and Dumpster Programs
Recommended Motion
I move that Council approve Option ___ with regards to the bear resistant roll cart program.
Option A) Continuation of distributing bear resistant roll carts by request only
Option B) Distribute bear resistant carts to Los Alamos households only
Option C) Distribute bear resistant roll carts to all Los Alamos and White Rock households.
County Manager's Recommendation
The County Manager recommends that Council approve Option A.
Body
During the Fiscal Year 2022 Los Alamos County budget cycle, County Council authorized a one-time transfer of $2.4M from General Fund to Environmental Services for the purpose of deploying bear resistant roll carts and dumpsters county-wide. The budget is comprised of $1.75M for automated bear resistant roll carts for all 7,250 residential households and $650K for 260 bear resistant dumpsters for businesses.
The following summarizes the purchase and deployment of bear resistant refuse collection containers to date:
December 2021: The County Manager authorized the first purchase of 680 automated bear resistant roll carts from Rehrig Pacific Company in the amount of $162,188.80.
February 1, 2022: Council approved the purchase of 260 bear resistant dumpsters from the State of Colorado Correctional Industries in the amount of $881,555.00.
July-August 2022: Operation Save the Bears - With the arrival of both bear resistant roll carts and dumpsters, 480 bear resistant roll carts were exchanged in the North Community 3 (NC3) residential area while 260 bear resistant dumpsters were deployed to commercial customers.
February 28, 2023: Results of a bear cart survey from the NC3 area was presented to Council to help understand the effectiveness of the new carts and overall customer satisfaction. Per the direction of County Council, residential bear resistant carts will be distributed by request only and revisit the issue in December.
April 4, 2023: Council authorized a second purchase of 360 bear resistant roll carts in an amount not to exceed $84,286.00. The order included 180, 96-gallon and 180, 65-gallon size roll carts-for those who generate less waste or require a smaller size container for ease of use. Council approval was required as the total of the first and second bear cart purchase exceeded the County Manager’s purchase authority threshold of $200,000.
August 8, 2023: With approximately 220 residents on the waiting list, Council approved $300,000 in purchasing authority for additional of bear resistant roll carts to address the current waiting list while also maintaining carts in inventory for future bear cart requests or to replace any broken or damaged carts.
December 12, 2023: Council was updated on the operational issues that were occurring with servicing the existing bear carts. Staff paused the purchase of additional carts and conducted field assessments with the vendor to review the servicing operation and the locking mechanism of the cart itself. While some adjustments to the refuse vehicle equipment were made to improve performance, debris from loose material (dirt/sand, kitty litter, sawdust, etc.) in the locking mechanism was also problematic to its proper function. Staff was informed by the vendor that a third-generation lock was in development and would be undergoing testing, but the results were unsuccessful. Council approved continuation of the bear resistant roll cart program by request only and request staff revisit the program within 12 months.
As the purchase of additional bear carts is a significant financial investment, staff completed a competitive solicitation, and a vendor was selected. Products were evaluated not only on bear resistance but on their sustainability and longevity to stand up to the rigors of use, provides the best long-term value for the county, and can maintain efficiency of servicing the community without delay or disruption.
Council may consider the same three options it has considered previously. Option A would continue the distribution of bear resistant roll carts by resident request only. Historically Environmental Services has received 150-200 requests for bear carts annually and would serve only those residents who have had bear/trash encounters. Staff prefers this option as it allows the purchase and deployment of bear carts to occur in a phased, less overwhelming approach.
Option B would distribute bear resistant roll carts to Los Alamos townsite residents only and target the Los Alamos area where almost all the bear/trash encounters have occurred. With about 4,726 residential customers in Los Alamos and approximately 1,000 bear carts currently deployed, about 3,726 bear carts would be required for distribution. Purchase and deployment of bear carts to all Los Alamos residents would have to occur over time given the many resources, mainly staff and equipment, required to assemble and distribute this considerable amount.
Option C would provide a new bear resistant roll cart to all 7,250 residences in both Los Alamos townsite and White Rock community. It should be noted that White Rock has not experienced many bear/trash encounters. Purchase and deployment of bear carts to both Los Alamos and White Rock would take the most time and require the most resources.
Alternatives
Council may select Options A, B or C or take no or alternative action.
Fiscal and Staff Impact/Planned Item
Options A and B could utilize the remaining budget of $1.29 Million to purchase carts for distribution.
Depending on the year of purchase, additional costs to purchase bear carts for White Rock under Option C may range from $880K to $1.1M beyond the current available budget.
The implemented rate increase approved in FY 2024 can accommodate cart replacements for damaged carts and replacement parts if needed and may fund the purchase of some, yet to be determined number of future new cart purchases under Option C. Funding for additional purchases through rate revenues or fund balance/ending working capital would require further analysis.
Due to the operational challenges with staffing and equipment availability required for bear cart distribution and overall customer satisfaction, it is the preference of staff to distribute bear resistant carts upon request only, Option A.
Attachments
A - Presentation