HomeMy WebLinkAboutA021 - Resolution approving contract with Schupan Recycling for Recycling Process ServicesITEM #:23
DATE:06-23-26
DEPT:PW
SUBJECT:RECYCLING PROCESSING SERVICES CONTRACT AWARD
COUNCIL ACTION FORM
BACKGROUND:
The City's new curbside recycling program begins on July 1, 2026. The program will service
almost 14,000 households and is anticipated to collect 2,500 tons of recyclable materials each
year. Materials including glass, cardboard, plastic, paper, and metal will be collected
commingled and must be processed at a Material Recovery Facility (MRF) before being sold
to recyclers.
The per-household, per-month fee for curbside recycling is $7.75. This amount has been
calculated to cover the costs of carts, collection and hauling, and administration (billing and
customer service). In addition, the monthly fee covers the costs related to processing and
disposal (this contract).
A partnership with a MRF will allow the City to m aximize the diversion rate of recyclable
materials and minimize landfill waste, ensuring all materials are sold into legitimate recycling
markets, and minimizing transportation and overall service costs.
The City’s Resource Recovery and Recycling Campus (R3C) is expected to become
operational by July 2027. Before this date, material will be directly hauled to the MRF in
collection trucks by the City’s contracted recycling collection provider. After the R3C is
operational, material will be delivered from collection trucks to the R3C. At the R3C, the staff
will have the opportunity to observe the material and remove any obvious, large contamination
before consolidating the materials into City-owned transfer trailers for hauling to the MRF.
City staff issued a Request For Proposals (RFP) on May 12, 2026, seeking a firm to
provide recycling processing services. Services include receiving, processing, sorting,
marketing, and selling recyclable materials to recyclers. Proposals were due June 2, 2026,
and one proposal was received. An evaluation team reviewed the proposal based on: 1)
Location and capabilities of facility, 2) Compliance with City's terms and conditions, 3) Support
of City goals, 4) Experience and qualifications, and 5) Cost. One proposal was received, and
the score is provided in the table below.
Firm Evaluation Rank Total Score
Schupan Recycling, Des
Moines, IA 1 800
The evaluation team issued follow-up questions and received responses. After review, the
team determined the proposal from Schupan Recycling, Des Moines, IA was acceptable. The
facility that will serve as the MRF has served the region for 47 years. It was purchased by
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Schupan, a Midwest-based recycling firm, in 2022. Schupan has demonstrated experience
and qualifications, and the evaluation team believes they will provide the services necessary
to support the City's recycling efforts. The City has had previous positive working
experience with Schupan in the past on an as-needed basis.
The RFP requested two pricing options:
Option 1 includes a flat processing fee per ton of material.
Option 2 includes a flat processing fee with revenue sharing based on the average
market value.
Revenue sharing is common in MRF contracting and would enable the City to capitalize on
variable recycling commodity market pricing. Average market values are determined by
auditing the City's material to determine its makeup (percent of cardboard, plastic, glass, etc.).
Audit percentages are then combined with current market values for each commodity to
calculate a blended value per ton. A percentage of the revenue gained by selling recyclable
material would be shared with the City, and the actual amount would fluctuate based on
current market values. Audits are performed annually or can be requested on an as-needed
basis to verify the commingled recycling makeup.
Schupan's fee proposal is detailed below, including an example revenue sharing calculation
using May 2026 pricing. Positive values indicate the City will receive that amount; negative
(parenthesized) values indicate the City will pay that amount.
Option 1: ($50) per ton
Option 2: ($75) per ton with 40% revenue sharing
Pricing will remain firm throughout the initial two-year contract term beginning July 1, 2026, for
either option.
Option 2 example revenue sharing calculation:
Line Item Amount
Processing Fee ($75) per ton
Revenue Share: 40% of May 2026 value of $85.76/ton $34.30 per ton ($85.76 x 40%)
Net City fee per ton, May 2026 example ($40.70) per ton
City staff is recommending pricing Option 2. While the recycling commodity markets
present some risk, staff believes Option 2 will be the lower cost option long-term. The
City will have the opportunity to re-evaluate pricing structure after the initial two-year
contract term. The estimated contract cost is approximately $100,000 annually. The
amount budgeted is $141,550 annually.
The City will receive monthly reports indicating the current market rate for each commodity
and the corresponding revenue-share available to the City. The reports also indicate the
percent of material that is non-recyclable and considered waste material that is ultimately
landfilled.
Schupan has shared the following information with the City regarding what happens with
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recyclable materials that are processed in its facility and how they are reused:
Mixed paper and cardboard are processed at various mills and made into new
containerboard and corrugated packaging.
Glass is crushed into cullet, then used to make new glass containers, fiberglass
insulation, and aggregate in infrastructure projects.
Plastics are baled and shipped to be molded into pellets which in turn are used in carpet
manufacturing.
Metals are sorted, baled, and shipped to various mills to be reused as sheet metal, cans,
and new steel products.
ALTERNATIVES:
1. Award a two-year contract (with a non-appropriation clause) to Schupan Recycling of
Des Moines, IA with Option 2 to pay for services based on revenue sharing.
2. Award a two-year contract (with a non-appropriation clause) to Schupan Recycling of
Des Moines, IA with Option 1 to pay for services on a flat-fee basis.
3. Refer this item back to staff for further information.
CITY MANAGER'S RECOMMENDED ACTION:
The City must partner with a Material Recovery Facility (MRF) to process recyclable
material collected in the City's curbside recycling program. Although there are two
options to consider for pricing, staff believes that the Option 2 pricing reflects the best
value for the City. The City has utilized the services of Schupan Recycling in the past
to market commodities. This experience has been positive and Schupan Recycling is a
responsive partner to the City's needs and will aid in reaching the City's recycling and
waste diversion goals. Therefore, it is the recommendation of the City Manager that the City
Council adopt Alternative No. 1, as described above.
ATTACHMENT(S):
City of Ames Contract 062226.pdf
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Recycling Processing Services Agreement | City of Ames & Schupan – Iowa LLC. | Page 1
RECYCLING PROCESSING SERVICES AGREEMENT
between
CITY OF AMES, IOWA
and
Schupan – Iowa LLC
Agreement Date _________________, 2026
Contract Start Date July 1, 2026
Initial Term Expiration June 30, 2028
Pricing Option Option 2 – Flat Fee +
Revenue Share
THIS RECYCLING PROCESSING SERVICES AGREEMENT (the "Agreement") is made on _________________, 2026,
by and between:
City of Ames, Iowa, a municipal corporation ("City"), with offices at City Hall, 515 Clark Ave., Ames, Iowa 50010;
and
Schupan – Iowa LLC a Michigan corporation authorized to do business in Iowa ("Contractor"), operating its
recycling processing facility located at 2742 E Market Street, Des Moines, Iowa 50417 (the "Facility").
WHEREAS, the City issued Request for Proposal No. 2026 -130 for Recycling Processing Services and Contractor
submitted a response thereto; and
WHEREAS, the City plans to provide curbside recycling services beginning July 1, 2026, and desires to engage
Contractor to receive, process, sort, and market single -stream recyclable materials on the terms and conditions
set forth herein;
NOW, THEREFORE, the parties, for themselves, their successors and assigns, in consideration of their respective
undertakings and for other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, hereby covenant and agr ee as follows:
1.0 TERM
The term of this Agreement shall be for a period of two (2) years commencing on July 1, 2026 and extending
through June 30, 2028 ("Initial Term"). Costs shall remain firm throughout the Initial Term with no cost escalation.
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Thereafter, this Agreement shall be eligible for up to three (3) additional annual renewal terms (each a "Renewal
Term"), subject to mutual written agreement of the parties no later than ninety (90) days prior to the expiration of
the then-current term.
Non-appropriation of Funds: Although the City has already allocated funds for the anticipated cost of these
services, notwithstanding other provisions of any award resulting from this Request for Proposal, if funds
anticipated for the fulfillment of this agreement are at any time not forthcoming or insufficient, then the City
reserves the right to terminate this agreement without penalty by giving not less than 30 days written notice
documenting the lack of funding.
2.0 SERVICES AND REVENUE SHARE
2.1 The City shall deliver (or cause to be delivered) to the Facility, and Contractor shall receive and process,
single-stream recyclable materials ("Recyclables"), as further described in Exhibit A. Upon acceptance of each
delivery, Contractor assumes full responsibility for the Recyclables.
2.2 Contractor shall pay the City a revenue share as set forth in Exhibit A, calculated monthly based on the
blended market value per ton of Recyclables processed. If the per -ton processing charge exceeds the City's
share of the stream value, the City shall pay Contractor the net amount within thirty (30) days of invoice. If the
City's share of the stream value exceeds the per -ton processing charge, Contractor shall pay the net amount to
the City on or before the 15th of the month following the month of de livery.
2.3 By the 5th of each month, Contractor will provide the City a detailed monthly report of all Recyclables
received in the previous month, including: date and time of delivery, truck number/ID, net weight, applicable
commodity values, blended value per ton ca lculation, revenue share calculation, and net amount owed by or to
the City.
2.4 Contractor shall provide monthly market index reports to the City, including the most recently available
pricing for all recyclable commodities, using the index sources identified in Exhibit A.
2.5 Title and risk of loss of the Recyclables shall transfer to Contractor at the time of delivery to the Facility.
3.0 QUALITY
3.1 The City warrants that, at the time of delivery, all Recyclables shall meet the following specifications:
capable of being recovered, processed, and reused in the production of new products, components, or raw
materials. Accepted materials include at minimum: mixed paper, cardboard, glass containers, plastic containers
with twist-off lids, and metal cans. Recyclables exclude hazardous waste, medical waste, and materials
contaminated beyond the thresholds set forth in Section 3.2.
3.2 Loads may be rejected if they: (a) contain more than thirty percent (30%) by weight or volume of non -
recyclable or contaminated materials; (b) contain hazardous or toxic materials; or (c) include materials with
significant food contamination or excessive moisture. In the event of a rejected load, Contractor shall transport
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the material to a landfill or disposal site at the City's cost. The City shall reimburse Contractor for hauling and
disposal costs within thirty (30) days of invoice. If contamination is disputed, Contractor may remove non -
recyclables in the presence of the City to determine compliance.
3.3 If a load contains excessive contamination or another material quality concern, Contractor shall notify the
City as soon as practical and provide supporting documentation, including photographs and a description of the
issue. Contractor’s approach is to work collaboratively with City staff to identify the source of the contamination
and develop practical solutions that maintain program quality while minimizing disruption. Contractor’s
preference is to resolve issues through communication and partnershi p rather than penalties. Disposal fees will
be a cost pass through from a hauler providing services and only be considered in situations where
contamination issues persist after notification, discussion, and reasonable opportunities to address the
concern.
3.4 Contractor shall provide ongoing feedback to the City regarding contamination, including the general types of
contamination found and the specific truck numbers and loads delivering the contamination. The parties shall
work together to address contamination trends through City resident education and outreach programs, with the
shared goal of supporting the long-term success of the City’s recycling program.
4.0 OPERATIONS
4.1 Contractor's standard staffed receiving hours are Monday through Friday, 7:00 a.m. to 3:30 p.m CST. In
addition, Contractor provides 24-hour-per-day, 7-day-per-week self-service access for the City as an approved
customer, allowing delivery when collection routes are completed. The Facility will be closed on the following
holidays: New Year's Day, Memorial Day, July 4th, Labor Day, Thanksgiving, and Christmas. Any changes to
receiving hours require thirty (30) days' prior written notice to the City.
4.2 The Facility shall accommodate curbside collection vehicles, roll -off trucks, and transfer trailers. The Facility
provides a minimum vertical clearance of 14 feet and adequate turning radius for a 53 -foot tractor and trailer.
4.3 Contractor will provide all necessary equipment and supplies associated with weighing vehicles under this
Agreement. Contractor agrees to weigh all inbound deliveries on a State Certified Scale with a current State
Certified Seal and shall provide a scale ticket to the City's vehicle operator at the time of each delivery. Net
weight records shall be submitted to the City on a monthly basis and must be disputed by the City within ten (10)
calendar days.
4.4 Contractor shall provide an initial baseline material composition study within thirty (30) days of the
commencement of this Agreement, and shall repeat the study annually throughout the contract term. Reports of
findings shall be submitted to the City. Composition studies shall be conducted at Contractor's cost.
Composition percentages shall be determined through physical sorting and weighing of representative material
samples using industry-standard methodologies.
4.5 Contractor shall handle, store, and process the Recyclables in accordance with all applicable laws, rules,
and regulations, including environmental and zoning regulations. Contractor shall obtain and maintain all
governmental licenses or permits required by law and shall provide the City evidence of compliance upon
request. Contractor shall be responsible for all costs related to disposal of residual waste generated from
accepted materials, except in the event of rejected loads as provided in Section 3.2.
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4.6 Contractor shall recycle the Recyclables for reuse and shall not deposit any Recyclables in landfills, except
residue remaining after appropriate processing. Contractor shall not ship or sell Recyclables outside of the
United States without prior written consent of the City.
4.7 Contractor assumes the obligation to ensure that all of its employees are legally authorized to work in the
United States pursuant to all applicable immigration, child labor, and employment laws.
4.8 Contractor shall work collaboratively with the City to support public education and outreach activities
regarding the recycling program, including information on accepted materials, end markets, and best practices
for residents.
4.9 The City makes no commitment or guarantee as to the minimum or maximum quantity of Recyclables to be
delivered under this Agreement. Estimated annual tonnage is approximately 2,500 tons, based on the City's
projections. Beginning July 1, 2026, deliveries will be made by collection trucks (approximately two per day, four
days per week). Beginning approximately July 2027 (when the City's Resource Recovery and Recycling Campus
becomes operational), deliveries will shift to transfer trailers.
5.0 INSURANCE
Contractor shall procure and maintain at its own expense, during the term of this Agreement, at least the
following insurance covering activities performed under this Agreement:
Coverage Minimum Limits
Workers' Compensation Statutory
Employer's Liability $1,000,000 each occurrence
Commercial General Liability (Incl. Completed Operations,
Contractual Liability)
$2,000,000 per occurrence $3,000,000
annual aggregate
Automobile Liability $2,000,000 per occurrence $3,000,000
annual aggregate
Umbrella / Excess Liability $5,000,000 per occurrence
All policies shall be endorsed to name the City of Ames, Iowa, its officers, and employees as additional insureds
to the extent of liability assumed hereunder, and shall provide for thirty (30) days' prior written notice of
termination, cancellation, or material change in coverage. Contractor shall provide certificates of insurance to
the City within ten (10) days of executing this Agreement and upon each policy renewal.
6.0 INDEMNIFICATION
To the extent permitted by law each party agrees to indemnify, save harmless, and defend the other, its affiliates,
officers, directors, shareholders, employees, and agents from and against any and all liabilities, claims,
penalties, forfeitures, suits, and the costs and expenses inciden t thereto (including costs of defense, settlement,
and reasonable attorneys' fees), which an indemnitee may hereafter incur, become responsible for, or pay out as
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a result of death or bodily injuries to any person, destruction or damage to any personal property, or any violation
of governmental laws, regulations, or orders, to the extent caused by the other party's breach of this Agreement
or by any negligent act, negligent omission, or willful misconduct of the other party, its agents, employees, or
subcontractors in the performance of this Agreement. The obligations described in this Section shall survive
termination or expiration of this Agreement for any incident or event occurring prior to such termination or
expiration.
7.0 DEFAULT
If a party defaults in the performance of any warranty, representation, term, condition, or provision contained in
this Agreement, the non-defaulting party shall notify the defaulting party of the default. The defaulting party shall
have thirty (30) days to remedy the default, except that if the default is in the payment of money, the defaulting
party shall have ten (10) days to remedy the default. In the event of an uncured default, in addition to any other
remedies available under law, the non -defaulting party may terminate this Agreement immediately upon written
notice. In addition, if a party fails to pay any sums when due more than two (2) times during the term, the other
party shall not be required to allow the defaulting party to remedy the default an d may terminate the Agreement
immediately upon written notice.
8.0 INSOLVENCY
If a party or any company owning more than fifty percent (50%) of such party: (i) does not pay its debts as they
become due; (ii) admits in writing its inability to pay its debts; (iii) becomes insolvent; (iv) makes a general
arrangement or assignment for the benefit of creditors; (v) undertakes any action or proceedings seeking relief as
a debtor under any bankruptcy or insolvency law; or (vi) seeks appointment of a receiver, liquidator, or similar
official, the other party may immediately terminate this Agreement by giving written notice.
9.0 NOTICES
All notices, requests, demands and other communications hereunder (including notices of all asserted claims or
liabilities) shall be in writing and shall be either delivered personally, or mailed by certified U.S. Mail, postage
prepaid, return receipt requested, or sent by reputable overnight courier to the addresses herein designated or
such other address as may be designated in writing by notice given in the manner provided herein, or by email,
and shall be effective upon personal delivery thereof or upon receipt if sent by certified mail or twenty four (24)
hours after deposit with an overnight courier, on the date sent by email (with confirmation of transmission) if sent
during normal business hours of the recipient, and on the next business day if sent after normal business hours of
the recipient.
If to City: If to Contractor:
City of Ames, Iowa
Attn: Justin Clausen, Director of Public Works
City Hall, 515 Clark Ave.
Ames, Iowa 50010
Phone: 515.239.5160
Schupan - Iowa LLC
Attn: David Mueller
2742 E Market Street
Des Moines, Iowa 50417
Phone: (515) 201-9317
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Email: Justin.clausen@cityofames.org Email: David.Mueller@Schupan.com
Either party may change its contact person or address by giving the other party notice in the manner provided in
this Section.
10.0 MISCELLANEOUS
10.1 Assignment. This Agreement is not assignable by either party without the prior written consent of the other
party, which consent shall not be unreasonably withheld. A transfer by a party of substantially all of its assets to
another entity, or the merger or consolidat ion of a party with another entity, or the transfer of a controlling
ownership interest, will be deemed to constitute an assignment of this Agreement. Subject to the foregoing, this
Agreement is binding upon the successors and assigns of each party.
10.2 Force Majeure. Neither party shall be responsible for any delays, losses, damages, or failures of
performance where such failures are due to causes beyond the control of either party, including acts of God, acts
of public enemy, riot, disorder, epidemic, fire, storm, flood, civil disturbance, explosion, interference by civil or
military authorities, strike, statute, ordinance, government order or ruling, or similar cause. Force Majeure shall
not include financial inability to perform.
10.3 Relationship of Parties. Nothing contained in this Agreement shall create a partnership, joint venture,
fiduciary, or agency relationship between the parties. Contractor is an independent contractor solely responsible
for the compensation, benefits, and supervision of its employee s.
10.4 Waiver. Neither party's waiver of any default or failure to enforce any term of this Agreement shall in any
way affect such party's right thereafter to enforce strict compliance. No waiver shall be effective unless
expressed in writing and signed by the waiving party.
10.5 Rights and Remedies. Any specific right or remedy provided in this Agreement shall not be exclusive, but
will be cumulative of all other rights and remedies set forth herein or allowed by law.
10.6 Litigation. If there is any litigation between the parties with respect to this Agreement, then the prevailing
party (after all appeals are exhausted or the time for appeals has expired) shall be entitled to recover court costs
and reasonable and demonstrable attorneys' and experts' fees in addition to such other relief as the court may
award. These rights and obligations survive expiration and termination of this Agreement.
10.7 Survival. Any term or condition intended by its terms to be observed after expiration or termination shall
survive and continue in full force and effect.
10.8 Governing Law. This Agreement shall be governed by and construed according to the laws of the State of
Iowa. The parties consent to exclusive jurisdiction and venue in the state or federal courts located in Story
County, Iowa for any dispute arising under or related to this Agreement.
10.9 Counterparts. This Agreement may be executed simultaneously in one or more counterparts, each of
which together shall be deemed an original, and all of which together shall constitute one and the same
instrument. Electronic signatures shall be deemed valid.
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10.10 Entirety of Agreement; Modification. This Agreement constitutes the entire agreement and
understanding between the parties with respect to the matters contained herein and supersedes all prior
negotiations, representations, warranties, and understandings, including Contractor's RFP response t o RFP No.
2026-130. This Agreement may be modified or amended only by a written instrument executed by both parties. If
any provision is declared invalid or unenforceable, the parties shall amend this Agreement to give effect, to the
maximum extent allowed, to the intent of the severed provision.
10.11 Prohibited Interest. No officer or employee of the City of Ames, including members of City Council and
City boards and commissions, has an interest, either direct or indirect, in this Agreement, consistent with Section
362.5 of the Iowa Code.
10.12 Confidentiality. Neither party shall disclose the terms of this Agreement or proprietary and other
confidential information in connection with this Agreement (including financial, volume, or pricing data) to a third
party, except to such party's employees, lenders, attorneys, accountants, or advisors who have a need to know,
or as required to comply with any applicable law, regulation, or court or regulatory proceeding, including Iowa's
Open Records Law (Iowa Code Ch. 22). Contractor acknowledges th at City contracts may be subject to public
disclosure under Iowa law.
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SIGNATURE PAGE
The authorized signatures for the City of Ames, Iowa and Schupan – Iowa LLC. below signify their acceptance of
the terms of this Agreement.
CITY OF AMES, IOWA
Authorized Signature
Printed Name
Title
Date
SCHUPAN – IOWA LLC.
Authorized Signature
Printed Name
Title
Date
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EXHIBIT A
PROCESSING RATES AND REVENUE SHARE
I. Processing Rates and Revenue Share — Option 2
a. Residential Single Stream (RSS) — City of Ames Deliveries
Processing Charge: $75.00 per ton
Revenue Share: 40% of the Blended Value per Ton, as calculated in Section II below
Net City Cost (illustrative May 2026 example): ($40.70) per ton
II. Calculating Stream Value and Revenue Share
a. Contractor shall perform an initial material composition audit within thirty (30) days of contract
commencement. Until then, the parties agree to use the composition set forth in the table below. Upon the City's
request, Contractor shall perform additional material composition audits.
b. Stream value is calculated monthly. To calculate the Blended Value per Ton: for each commodity type
recovered from City materials, multiply the quantity of that commodity recovered (in tons) by the applicable
market price per ton for that commodity during the billing month; sum the resulting dollar values across all
commodity types; then divide by total tons of City materials received during the billing month.
c. If the City's 40% share of the stream value exceeds the $75.00 per -ton processing charge, Contractor shall pay
the net revenue share to the City. If the stream value is negative, the City's share of the stream value shall equal
$0.00.
d. Market prices for each commodity shall be based on the RISI PPI Pulp and Paper Week index (for fiber
commodities), the Secondary Material Pricing Index (for non -fiber commodities excluding glass), and current
market value for glass, as identified in the ta ble below. If any index is no longer reflective of prevailing market
conditions, either party may propose an alternative publication or method; substitution requires written
agreement, not to be unreasonably withheld.
Illustrative Calculation — May 2026
The following example illustrates the revenue share calculation using May 2026 market conditions (actual
monthly figures will vary):
Line Item Amount
Processing Fee ($75.00) per ton
Blended Market Value per Ton (May 2026) $85.76 per ton
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Revenue Share to City (40% × $85.76) $34.30 per ton
Net City Cost per Ton (May 2026 Example) ($40.70) per ton
Note: This example is illustrative only. Actual monthly net costs will vary based on commodity market conditions.
Commodity Composition and Market Index Reference
Commodity Est. % Mix Market Index Notes
OCC / Cardboard [TBD] RISI PPI Pulp & Paper Week
Mixed Paper [TBD] RISI PPI Pulp & Paper Week
PET Plastic (#1) [TBD] Secondary Material Pricing
Index
HDPE Plastic (#2) [TBD] Secondary Material Pricing
Index
Mixed Plastics [TBD] Secondary Material Pricing
Index
Aluminum Cans [TBD] Secondary Material Pricing
Index
Steel / Tin Cans [TBD] Secondary Material Pricing
Index
Mixed Glass [TBD] Market Value Typically negative value
Other [TBD] Secondary Material Pricing
Index
[Note: Contractor shall populate the Est. % Mix column upon completion of the initial composition audit within
45 days of contract commencement. Specific index sources for non -fiber commodities to be agreed in writing
prior to contract execution.]
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