TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JUNE 10, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH TOTER, INC. TO PURCHASE REFUSE AND RECYCLING CONTAINERS (FUNDING SOURCE: SANITATION FUND)
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SUMMARY
The Sanitation Division provides curbside refuse collection to all single-family homes utilizing an automated system. Each residential customer is provided with a minimum of three automated containers, including one for refuse, one for recycling, and one for organics. In addition, the City provides automated containers to select commercial and multi-family customers. The Sanitation Division has utilized containers from Toter, Inc. (“Toter”) for many years because of their durability, compatibility with the City’s automated trucks, and consistency with existing containers.
The existing agreement with Toter references a competitively bid Sourcewell contract. That Sourcewell contract sunset in April 2025, and a new Sourcewell contract is now available. As a Sourcewell member, the City has access to competitively bid contracts and pricing. Staff recommends that the City execute a new agreement with Toter, Inc. for sanitation container replacement.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute a four-year contract with Toter, Inc. for the purchase of sanitation containers in an amount not to exceed $141,000 annually, or $564,000 over the term of the agreement.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The 2024-26 Sanitation Fund budget includes $141,000 each fiscal year for container replacements, enough to purchase approximately 2,800 containers. Purchases under the first year of this contract will be made using the $141,000 in Sanitation Funds budgeted for this purpose in 2025-26. Future contract costs will be included in subsequent budgets. Containers are provided to customers as part of their monthly sanitation service fees; therefore, no additional fees are charged for replacements.
This purchase complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this contract is estimated at $1,450 and is included in the operating budget of the Community Services Department.
ANALYSIS
The City provides refuse collection service to approximately 8,400 residential customers. Customers are provided three containers to allow for the separation of refuse, recycling, and organic material into separate containers. In some cases, customers may request additional containers for an added monthly fee. Containers are also provided at no cost to select multi-family and commercial customers that subscribe to container service.
The Sanitation Division receives frequent requests throughout the year for replacement containers due to routine wear and tear, damage, and inoperability. When requests are received, staff evaluates the existing container to determine if it can be repaired. Often staff can repair loose wheels, replace missing lids, and correct other minor issues in the field. Significant damage such as cracks or holes warrants replacement.
The City maintains a current inventory of containers and a list of requests for replacement. While the City strives to repair rather than replace containers whenever possible, many containers must be replaced throughout the year to ensure they are safe and serviceable. When placing orders, the City evaluates current inventory and places orders appropriately to keep a stock of all container sizes and colors.
The City of Claremont is a member of Sourcewell. Membership entitles the City to access competitively bid national contracts. Sourcewell contracts leverage national volume pricing and provide members with a streamlined contracting process. Sourcewell has an existing contract with Toter, Inc. for waste and recycling containers, and the pricing included in the proposed contract is based on the Sourcewell contract equipment pricing. The term of the proposed contract is consistent with the Sourcewell contract term.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager