Loading...
2026-03-24 Regular MeetingKODIAK ISLAND BOROUGH Solid Waste Contract Committee Regular Meeting March 24, 2026 The meeting was called to order at 3:02pm. ROLL CALL Board members present were Scott Smiley and Steve Ames. Bo Whiteside was absent. A quorum was established. Also present were Kodiak Island Borough Manager Aimee Williams, Projects Manager Codi Allen, Alaska Waste Manager David Edwards and Judy Phillips. APPROVAL OF MINUTES SMILEY moved to approve minutes from January 7, 2026. AMES seconded. VOICE VOTE PASSED UNANIMOUSLY CITIZENS COMMENTS Judy Phillips — here to learn. AGENDA ITEMS a. Draft Request for Proposals Discussion started off with a discussion among the Committee regarding the verbiage regarding recycling and what should be required by the contract, if there should be mandatory recycling. The concern is enforcement. Mandatory recycling needs to be a bigger discussion regarding the public input. The Committee asked staff to add exclusive contract hauler, contract recycler, and third -party option (if approved) if not available. Dumpster rental fees are a normal practice for contractors. Aimee asked David if that was true. David Edwards from Alaska Waste was given the floor and generally discussed some comments about the contract and some items that were concerning him; termination for convenience, RFP is too detailed, costs, and office hour requirements. There was a reminder to the committee that comments from citizens are only allowed at certain times. Dumpster rental fees, customers owning their own dumpsters, and repairs are concerning for some of the committee members. Staff brought up that the new code states customers shall use contractor provided containers. The concern is that there are customers who own their own dumpsters and if a rental fee is introduced, we will need to consider that customers will be allowed to provide their own containers. The fees would be on the contractor. Codi brought up that the committee is asking for specificity for certain items, but the RFP is intended to be broad and less specific. Kodiak Island Borough Solid Waste Contract Committee Regular March 24, 2025 Meeting Minutes The Committee reviewed some of the emailed comments from Bo Whiteside. There was a short discussion regarding the maintenance and repairs of the containers. Patricia provided a list of questions that need to be addressed as a handout. - Contract Term reviewed seven (7) years with two (2) optional years one year approved at a time. Add a one-year mandatory probationary period. - Discussed mandatory readiness certification option. It was decided that we would require a pre -start meeting in the transition planning. - Contract Penalties vs Code Fines how do we address these separately. The delineation needs to be strong. Putting the entire burden onto the contractor was discussed, that is not desirable. It needs to remain a partnership. Codi brought it back to that this an RFP. List items that we are struggling with (problems) that the contractors can provide a solution to (less details). Anything that we ask them to resolve; the Borough needs to provide quality assurance/control. Codi discussed the benefits of having an RFP instead of a bid and that it should be simplified. The Committee discussed whether the current RFP is too detailed or robust and needs to be de -scoped. Staff reviewed the previous meeting and the direction that they were pointed in; added more items to the specifications and keep the services that are being provided the same, and the code was revised in-line with those ides in -mind. Direction was provided for staff to keep it the same. CPI and Fuel adjustments, currently they are capped from going up to high, but committee would like a negative cap as well to help protect the contractor. There was a concern brought forward regarding price/cost changes due to regulatory changes. The Committee agrees that the contractor should meet the regulations at the beginning of the contract, but if the regulations drastically change during the contract that could be requested later. Next Steps: Staff were directed to sit down with Codi to go over his comments and come up with a better, less detailed RFP. Kodiak Island Borough Solid Waste Contract Committee Regular March 24, 2025 Meeting Minutes BOARD MEMBERS COMMENTS General: hoping to have a final draft approved at April 14th meeting. Staff will reach out to ADF&G to make sure we are meeting their needs. SET NEXT MEETING DATE AND TIME April 14, 2026, at 3:OOpm at KIB Conference Room 121. ADJOURNMENT The meeting was adjourned at 4:09PM. INFORMATION MATERIALS SUBMITTED BY: (Y�A alO Patri is Valerio Engineering and Facilities Department Date: %(p Kodiak Island Borough March 24, 2025 APPROVED BY: o Whiteside, Solid Waste Contract Committee Chairman Date: ��So Solid Waste Contract Committee Regular Meeting Minutes