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Solid Waste Automated Curbside Collection System Implementation Council UpdateCity of Dubuque City Council Meeting Action Items # 01. Copyrighted March 20, 2023 ITEM TITLE: Solid Waste Automated Curbside Collection System Implementation Council Update SUMMARY: City Manager submitting information on the implementation plan for the automated solid waste conveyance system and the distribution of solid waste carts to support that system. SUGGESTED DISPOSITION: ATTACHMENTS: Description MVM Memo Public Works staff will make a presentation. Receive and File; Presentation Suggested Disposition: Trash Cart/Automated Collection Project Update PP Presentation Presentation PDF Type City Manager Memo Staff Memo Supporting Documentation Supporting Documentation THE CITY OF Dubuque DUjIBQTE WAWca 914 Masterpiece on the Mississippi 2007-2012-2013 2017*2019 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Solid Waste Automated Curbside Collection System Implementation Council Update - Trash DATE: March 8, 2023 Public Works Director John Klostermann is submitting information on the implementation plan for the automated solid waste conveyance system and the distribution of solid waste carts to support that system. Micl�ael C. Van Milligen MCVM-sv Attachment CC' Crenna Brurnwell, City Attorney Cori Burbach, Assistant City Manager John Klostermann, Public Works Director THE CITY OF DUtB E Masterpiece on the Mississippi Dubuque 'All -America City 2DO7-2012-2013 2017*2019 TO: Michael C. Van Milligen, City Manager FROM: John Klostermann, Public Works Director JK SUBJECT: Solid Waste Automated Curbside Collection System Implementation Council Update - Trash DATE: March 7, 2023 INTRODUCTION The purpose of this memorandum is to provide the Mayor and City Council information on the implementation plan for the automated solid waste conveyance system. DISCUSSION On March 29, 2022, the City Council adopted the Fiscal Year 2023 budget which included the implementation of an automated solid waste curbside collection system. This system included automated arms for solid waste vehicles and city-wide use of tipper carts. Implementation includes ordering inventory, distribution of carts, ordinance adjustments, public education, public outreach, and future operational adjustments. We will address each stage of the implementation below. IMDlementation Team The team on this project includes Public Works Director John Klostermann, Public Information Officer Randy Gehl, Assistant Public Works Director Arielle Swift, Resource Management Supervisor Jake Jansen, Communications Specialist Kelli Buchenau, Communications Assistant Trevor Fannon, Multimedia Specialist Felecia Carner, Video Producer Erich Moeller, GIS Coordinator/Analyst Nikki Rosemeyer, with support from the entire solid waste staff. Cart Der)lovment Status On the following page, four charts provide an overview of the trash carts delivered by month, container inventory, cart waitlist counts, and the total carts in service. Cart Deliveries by Month Month 35 GAL 48 GAL 64 GAL 96 GAL TOTAL AUG 2022 503 333 103 11 950 SEP 2022 296 142 94 41 573 OCT 2022 127 ill 61 46 345 NOV2022 144 82 42 19 287 DEC 2022 117 1 68 21 207 JAN 2023 106 2 7 29 144 FEB 2023 153 8 11 43 215 Total 1446 679 386 210 2721 Current Cart Inventory Category 35 GAL 48 GAL 64 GAL 96 GAL TOTAL In Service (1) 2546 2025 3983 1327 9881 In Inventory (2) 8646 35 52 28 8761 Waitlisted 0 221 96 0 317 Total 11192 2281 4131 1355 18959 (1) Until a cart audit is finalized, these numbers cannot be verified due to a lack of or inaccurate cart tracking in previous years. (2) Carts have come into inventory from stop services and are being held in inventory for replacements or necessary swap -outs Cart Audit To verify and collect missing cart data, on non -snowy days, the street crew assists the curbside collection staff in conducting a cart audit. Teams of two drive through the daily collection zones and used ArcGIS to gather cart data. Throughout the month of February, the street crew collected just over 10,000 data points. While it will be difficult to obtain an accurate point for each of our 20,000+ customers due to customers not setting out materials and multiplexes, the audit team has already captured cart data on over half of the curbside collection customers. Assistant Director, Arielle Swift, design an audit dashboard. The dashboard provides management staff with live cart audit progress. As new data comes in, the Public Works front desk team is verifying what is collected in the field with utility billing information. With the help from ArcGIS coordinator, Nikki Roserneyer, an application has been designed that combines the data sources together, and it will be converted into an application to be used in the mass deployment of carts. Cart Promotion All January and February utility bill mailings had a cart flyer insert. The main objective of the flyer was to prepare customers for the cart transition and encourage customers to call or submit an online request if they need more capacity than a 35-gallon cart. The more customers we hear from, the less likely we will need to swap out 35-gallon cart for a larger cart. Since the release of the utility bill insert, there has been a significant increase in cart requests. A right -sizing your cart video will be released in early March on the City's social media channels. In addition, Facebook ads will be targeted to specific areas where the carts will be delivered first. During the Spring delivery, other social media posts and videos will follow educating customers about how to properly set out their carts. In addition, each cart delivery will come with an educational handout. 2023 February Cart Order Throughout the month of February, nine (9) semi -loads of carts arrived at the old bus garage at 2401 Central, totaling 8,000 35-gal carts. These carts will be stored at this location, and will operate as the distribution center for the April deployment. April Delivery Plan Starting April 3rd, the cart delivery team (including the street crew and sanitation drivers) will start to assemble and deliver carts from 7:00 a.m.- 3:00 p.m. The goal will be to deliver 400 carts a day, which will allow the department to finish the 8,000 deliveries by the end of April. Using a 26-foot box truck, the carts will be hauled to different neighborhoods, and Public Works trucks will disperse and deliver 35-gal carts to basic service customers who haven't requested a larger cart. Cart deliveries will begin in the Monday collection zone, which are the neighborhoods east of Jackson Street. and North of 17th Street. Once all basic service customers in this collection zone have their carts, the deliveries will shift to the collection zones on Tuesday, and then Wednesday, etc. FY 24 Cart Order By May of 2023, the hope will be to have the 8,000 35-gallon carts delivered. We anticipate multiple customers to call requesting a larger cart than the 35-gallon option, and we will encourage them to try/use this delivered cart until it can be swapped out with a larger cart that comes into inventory. We will add these requests to the larger cart waitlist and then formulate our FY 24 cart order. The hope is to have the larger carts arrive by July 1 st, 2023, so we can move forward with deploying carts to customers who need greater capacity. Automated Trucks With six trucks used daily to collect the City's refuse, currently, the fleet uses one automatic side -loaders, 2 rear loaders, and 3 semi -automatic side loaders. Two fully automatic trucks are on order and are expected to arrive during the Fall of 2023, they are intended to replace 2 of the 3 semi -automatic side loaders. With three fully automatic trucks expected to be operational in the coming months, the curbside collection staff is working to restructure routes. During the last week of February, Resource Management Supervisor, Jake Jansen, and Lead Sanitation Driver, Tony Severson, collected input from all sanitation drivers to review how the team can best implement the automation technology. Ordinance Change Because not all customers will receive their cart by July 1 st of 2023, Public Works will recommend an ordinance language change with the FY2024 ordinance budget update to mandate customers to use their cart once it is delivered. ACTION STEP This memorandum is being provided as an update on the implementation plan for an automated solid waste conveyance system and the distribution of solid waste carts to support that system. CC: Arielle Swift, Assistant Public Works Director Jacob Jansen, Resource Management Supervisor Randy Gehl, Public Information Officer . _ mmgm t L� RESOURCE MANAGEMENT CART DEPLOYMENT UPDATE Public Works FEB2023 PROJECT TEAM om d Public Geospatial Public Works' Public Works Public Works Information Information Management Solid Waste Street Crews Off ice Crews DELIVERIES BY MONTH 1000 750 500 250 A 950 Aug-22 573 345 _ 287 207 215 144 ■ Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 ■ 96 GAL 64 GAL ■ 48 GAL ■ 35 GAL CURRENT INVENTORY :M. 28 35 52 0 35 GAL 0 48 GAL 64 GAL ■ 96 GAL RESIDENTS UN CURRENT WAITLIST 96 GAL 0 64 GAL 96 48 GAL 221 35 GAL 0 50 100 150 200 250 CARTS IN SERVICE 411IF21546 F� ,02� 64 GAL 31983 > 35 Gallon 1.5k 48 Gallon 1 64 Gallon 2.5k (n '2 ;a 96 Qallon 988 NoCart M6.7k Follow-up 4 n ggeville DDrango, Edmore Ru 11 ge Sand, a u Dubuaue 'Dubu ue Ea dq riGroye Me Vj�iltese,, %Z. -Sir zu %,0 + Ow 0_— Al k Monday Cart Verification App I 48-Gallon Cart $17.22 Legend 0 64-Gallon Cart S20.65 Details 96-Gallon Cart S29.00 Laye rs Stop Current Service info Accounts with more than ont refuse service type Edit kh Existing Cart Yes Tipper Cart Management kh Basic Service bb Basic Service hill 35 Gallon Carts (Alley) hk 35 Gallon Carts (Alley) 48 Gallon Carts < Collapse 48 Gallon Carts 2EjVT, ! V94.1�� << r Find address or place rdL FEMA I Fsri a I 0 kVE III. ofDu--. PbweredbvEsr OUTREACH & EDUCATION JANUARY: UTILITY BILL INSERT ON RIGHTSIZING FEBRUARY: UTILITY BILL INSERT ON RIGHTSIZING MARCH: RELEASE CART VIDEO ON SOCIAL MEDIA, WEBSITE, & NEWS RELEASE APRIL: DISTRIBUTE CARTS WITH AN EDUCATIONAL FLYER mum awv MR Nv awe Am am= z4k— WWI fiv. -FE. Y;%D Et! -R-- 6 �7- mmv, j-, z An. a" I Ak6 UPCOMING OPERATIONS Apr no-v .................. ........................................................................................................................................................................................................... ............................................................ STEP ONE BEGIN & CONTINUE DELIVERIES, OUTREACH AND EDUCATION STEP TWO FINALIZE DELIVERIES, ANALYZE SWAP OUT DATA, AND PLACE FY2024 CART ORDER STEP THREE CARTS ARRIVE, ASSEMBLE, PREP, DELIVER, AND REMOVE WAITLIST STEP THREE CONTINUE EDUCATION ON PROPER SET -OUT. DELIVERY OF 2 AUTOMATED SIDE LOADERS. RESOURCE MANAGEMENT CART DEPLOYMENT UPDATE Public Works FEB2023 PROJECT TEAM IV Public Information Off ice Geospatial Information Public Works' Management Public Works Solid Waste Crews Public Works Street Crews DELIVERIES BY MONTH 1000 750 500 250 A 950 Aug-22 573 345 _ 287 207 215 144 I 1 0 0 0 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 ■ 96 GAL 64 GAL ■ 48 GAL ■ 35 GAL CURRENT INVENTORY 8646 35 52 35 GAL ■ 48 GAL 64 GAL ■ 96 GAL 28 RESIDENTS ON CURRENT WAITLIST 96 GAL 0 64 GAL 96 48 GAL I ■ 221 35 GAL 0 50 CARTS IN SERVICE 21546 21025 64 GAL 31983> 35 Gallon 1.5k 48 Gallon 64 Gallon F2 -a' 76 Ciallon 9w 988 No Cart M 6.7k Follow-up 4 "q f6 Sageville D-UTaRgo Edmore Rutle go )re WiN. b .. 4k tM4 �__A --r- ev�_ L I D—ub- =qu P 4 T Em�uqL D u b'�' j b'odq st rtGrove r J�c�kdale Fn V �­ , 0 , 4b 490 attese.- z *44. 4 ur Ito.% - d LAL Monday Cart Verification App Legend 48-Gallon Cart $1722 64-Gallon Can: $20-b5 (D Details 96-Gallon Cart $2900 i�� Layers Stop Currenz Service I nfo Accounts with more than one refuse service type Edit Existing Cart Yes Tipper Cart Management hk BasicService Basic Service 35 Gallon Carts (Alley) 35 Gallon Carts (Alley) 48 Gallon Carts Collapse 48 Gallon Carts << ; Find address or place 180 AVE 1090?WHITTII7 S-T' -1, C a i-t Pr GA. USGS. FEMA I E-;rj Community Maps Contrik)uzo4s. City of Du--- Powered by Esr OUTREACH & EDUCATION JANUARY: UTILITY BILL INSERT ON RIGHTSIZING FEBRUARY: UTILITY BILL INSERT ON RIGHTSIZING MARCH: RELEASE CART VIDEO ON SOCIAL MEDIA, WEBSITE, & NEWS RELEASE APRIL: DISTRIBUTE CARTS WITH AN EDUCATIONAL FLYER FEBRUARY DELIVERY UPCOMING OPERATIONS Apr A W�r no-v .................. ............................................................................................................................................................................................................ ............................................................ STEP ONE BEGIN & CONTINUE DELIVERIES, OUTREACH AND EDUCATION STEP TWO FINALIZE DELIVERIES, ANALYZE SWAP OUT DATA, AND PLACE FY2024 CART ORDER STEP THREE CARTS ARRIVE, ASSEMBLE, PREP, DELIVER, AND REMOVE WAITLIST STEP THREE CONTINUE EDUCATION ON PROPER SET -OUT. DELIVERY OF 2 AUTOMATED SIDE LOADERS.