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HomeMy WebLinkAboutAgenda - 11-05-2009 - 4pORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 5, 2009 Action Agenda Item No. -~~ ~} SUBJECT: County Provision of Recycling Service for County School Facilities DEPARTMENT: Solid Waste PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Memorandum of Understanding for Recycling Collection Services at County School Facilities INFORMATION CONTACT: Gayle Wilson - 968-2885 PURPOSE: To enter into a Memorandum of Understanding with the Orange County Public School System to provide recycling collection services to Orange County public schools and other school system facilities. BACKGROUND: Despite the existence of an extensive public recycling program in Orange County as operated by the Department of Solid Waste Management, both public school systems (Chapel Hill-Carrboro City Schools and Orange County Schools) have historically contracted privately for recycling collection services. During the spring of 2009, contact between the Department of Solid Waste Management and the Orange County School System resulted in a discussion of the possibility of County-provided recycling services for the County schools and a request that the Department of Solid Waste Management submit a pricing proposal to the school system for the provision of recycling collection services at County schools and facilities. Solid Waste Management's Sanitation Division has been providing waste collection services to the County School system for in excess of fifteen years, and it seemed a natural extension of this long standing relationship to consider the provision of recycling services as well. The Department of Solid Waste Management's Recycling Division submitted pricing to the School System for the provision of weekly cart-based collection of recyclables at each County school facility and also for the weekly collection of corrugated cardboard including the provision of bulk waste collection containers (dumpsters) from each of the twelve schools, the bus garage, and the maintenance facility. The pricing submitted by Solid Waste provided for the recovery of the full cost of providing the services including overhead for department administration, overhead for charges by the general fund, and post-employment benefits. The Recycling Division has the resources necessary to complete this work as a result of the increases in operational efficiency gained during the fall of 2008 as the recycling program completed the transition of the drop-off and commercial recycling programs to dual-stream service. The School S~rstem found the pricing submitted by Solid Waste to be favorable, and on September 21S this information was presented to the Orange County Board of Education. This information was also presented to the County Manager, and as a result the attached Memorandum of Understanding was prepared with the recommendation that Solid Waste formally initiate recycling collection services for the Orange County School system in November. In order to ensure that both public school systems in Orange County have the opportunity to benefit from County-provided recycling collection, the Department of Solid Waste contacted the Chapel Hill Carrboro School System to discuss this matter. The Chapel Hill Carrboro Schools are under contract for recycling services at their facilities through the end of the current school year, but they would like the opportunity to consider utilizing the County as a service provider for recycling services starting in the 2010-2011 school year. Presuming a level of service equivalent to that proposed for the Orange County Schools, the Recycling Division wilt have the ability to provide recycling service to Chapel Hill Carrboro School System facilities at the same unit cost offered to the County School System, and this can be accomplished without the need for additional equipment or personnel. If the Chapel Hill Carrboro Schools pursue County- provided recycling services, it is projected that the Department of Solid Waste could receive approximately $68,000 in annual revenue. The exact amount of revenue could vary significantly depending on the level of service desired by the school system. The Department of Solid Waste Management will engage with the Chapel Hill Carrboro School System in early 2010 to further discuss the possibility of County-provided recycling services for the next school year. If County-provided recycling service is determined by the Schools to be advantageous, and if it is desired by both the County and the Chapel Hill Carrboro Schools to enter into an agreement for service provision, then Solid Waste staff will present information to the County Manager and the Board for further consideration. FINANCIAL IMPACT: The Department of Solid Waste anticipates revenue of $34,376 for FY 2009/10 for the provision of fee-based recycling services with services beginning in November. Revenue for a full year of service would be $51,564. The Orange County School System anticipates an annual savings of approximately $14,000 as a result of this arrangement. RECOMMENDATION(S): The Manager recommends that the Board approve the Memorandum of Understanding for Recycling Collection Services with the Orange County Schools pending final review by staff and the County Attorney and authorize the Chair to sign the Memorandum of Understanding. 3 North Carolina Memorandum of Understanding Orange County ~ For Recyclable Materials Collection Services MEMORANDUM OF UNDERSTANDING between The County of Orange and Orange County Public Schools For RECYCLING COLLECTION SERVICES This agreement, entered into this the 5~' day of November 2009, by and between the County of Orange, North Carolina, on behalf of its Department of Solid Waste Management, (hereinafter "County"), and the Orange County Public Schools for the provision of recycling collection services to public schools and other Orange County public school system facilities located throughout Orange County, NC; WHEREAS, Orange County desires its Department of Solid Waste Management to perform fee- based collection of recyclables from Orange County Public School facilities as defined herein. NOW, THEREFORE, The County of Orange and Orange County Public Schools do hereby agree as follows: SECTION 1-Term of Agreement The term of this Agreement will be from November 1, 2009 through June 30, 2009 and will automatically renew each year unless otherwise agreed in writing by the parties. If either parry desires to terminate this agreement, they may do so by providing 30 days written notice to the other party. SECTION 2 -Scope of Service The Orange County Department of Solid Waste Management shall perform Recycling Collection Services as follows: Cart-based Recycling Collection: Weekly collection to the recycling cart sites at the locations indicated on Attachment A. Materials collected in recycling carts shall include aluminum cans, steel cans, aluminum foil, empty aerosol cans, plastic bottles, plastic buckets, all colors of glass bottles and jars, and all clean dry paper including at least newspapers, glossy magazines and catalogues, telephone books; office paper, junk mail,. shredded paper, and gable-topped cartons. All carts used for the collection of recyclables must be compatible with the Department of Solid Waste Management's collection equipment. Where needed and desired, the Department of Solid Waste will provide the carts to be used at each facility, and the Orange County Schools will reimburse the Department of Solid Waste for the verifiable cost of the carts. Once the Schools 4 reimburse the Department of Solid Waste for the purchase price of the carts, the carts become property of the Orange County Schools. The Department of Solid Waste Management will provide all necessary labels for the carts, and will provide fair weaz and teaz maintenance to all carts. Bulk Cardboard Collection: Weekly collection of corrugated cazdboazd from dumpsters at the locations indicated on Attachment B. Material collected includes clean flattened corrugated cardboard and compatible materials such as paper-board tubes and brown paper bags. The Department of Solid Waste Management will provide one slotted bulk collection container for each location provided on Attachment B unless the Orange County Schools akeady owns an appropriate collection container. The Department of Solid Waste Management shall provide all necessary container signage and container maintenance including fair weaz and teaz repairs to containers and lids. Material Prepazation, Processing, and Ownership: Orange County Public Schools are responsible for preparing materials to the standards defined by the Department of Solid Waste Management. The Department of Solid Waste Management shall cleazly label each collection receptacle as to the accepted material and will clearly communicate the standards for acceptable material to the Orange County Schools Representative. The Department of Solid Waste Management may reject and refuse to collect improperly prepazed or contaminated materials. If this happens, the Department of Solid Waste Management will notify the County Schools Representative or his designee as soon practical. Both parties agree that they will work together in good faith to correct problems as they occur and to resume normal collections as soon as reasonably possible. All properly prepazed recyclable material becomes the property of the Department of Solid Waste Management once placed in the collection container. The Department of Solid Waste Management will act in good faith to ensure that all properly prepared materials collected under this Agreement will be recycled as provided for with all materials managed by the public recycling program. No properly prepazed materials will landfilled. Collection Frequency All collection will take place once each week unless otherwise agreed by the parties. Collection Locations: The collection locations for the various services are as set out in Attachment A and Attachment B. The collection locations for either service may change, expand, or decrease as negotiated between the Orange County Schools and the Department of Solid Waste Management. As this happens Attachment A and Attachment B shall be revised accordingly. No such revision shall be binding until agreed upon in writing by the parties. Missed Collections and Inaccessible Service Locations: If collection is ever missed or improperly performed, Orange County Schools may notify the Department of Solid Waste Management Representative or his designee and the Department of Solid Waste Management will perform collection by .the end of .the business day following notification. If a collection location is ever inaccessible at the time service is attempted to be performed, the Department of Solid Waste Management will reattempt service at the eazliest practical time with the intention. of maintaining weekly collection frequency. If a second attempt at service provision is made and the collection location remains inaccessible, the Department of Solid Waste Management 5 will notify the Orange County Schools Representative or his designee, and service will resume on the next regularly scheduled interval unless otherwise agreed by both parties. Data Reports: The Department of Solid Waste Management shall prepare and provide a monthly data report indicating the weight of material collected from each location plus an annual summary for each year of service. Special Collections /Special Events: The Department of Solid Waste Management may provide carts and collection for recyclables generated at special events on an as needed and as agreed basis, with the intention of supporting waste reduction and recycling efforts at special events. If it is agreed by both parties, and such agreement shall not be unreasonably withheld, that providing these services necessitates an additional charge for the special service, the cost of the special service shall be negotiated between the two parties and billed with other monthly charges as stipulated in Section 3. SECTION 3 -Cost of Services and Compensation for Services Cost df Service: The cost of weekly cart-based recycling collection to each location on Attachment A shall be $152 per location per month. The cost of weekly bulk cardboard recycling collection to each location on Attachment B shall be $146 per location per month and this cost shall include the provision of the bulk collection container (eight cubic yard dumpster). In cases where service is provided to an Orange County School owned bulk collection container (slotted dumpster) the cost of service will be $119 per location per month. If the Department of Solid Waste Management provides extra collections due to a special event or other unusual circumstances, the Department of Solid Waste Management and the Orange County Schools will negotiate and mutually agree upon the cost of service (to be based on full-cost recovery) and this agreed upon amount will be added to the monthly invoice for services. Cost in Future Years: The Department of Solid Waste Management may increase the amount charged for collection services one time each year upon written notification to the Orange County Schools Representative and providing such notice with time to allow for consideration of the increased cost of service during the preparation of the School System budget. Any increased cost of service shall be mutually agreed upon by both parties, or the agreement may be terminated as provided for in Section 1. Invoice: The Department of Solid Waste will invoice the Orange County Schools on a monthly basis for services provided under this agreement. Charges will be billed at the rates established by this Agreement. 6 SECTION 4 -Representatives The County's Representative, for purposes of this Agreement, shall be: Gayle Wilson, Director Orange County Department of Solid Waste Management PO Box 17177 Chapel Hill, NC 27516-7177 Ph. (919) 968-2788 Orange County Public Schools' representative for purposes of this Agreement shall be: George McFarley, Jr. Ed.D., Chief Operating Officer Orange County Schools 200 East King Street Hillsborough, NC 27278 Ph. (919) 732-8126 Each party to this Agreement Contractor shall provide notice to the other of a change in its Representative. 7 IN TESTIMONY WHEREOF, the parties have hereunto set their hands and seals the day and year first above written. COUNTY: BY: Valerie Foushee, Chair COUNTY SCHOOL SYSTEM: Signature Printed Name and Title ATTEST: Donna S. Baker, Clerk to the Board WITNESS: Signature Printed Name and Title This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Director Approved as to technical content: Approved as to form and legal sufficiency: Department Director County Attorney 8 STATE OF NORTH CAROLINA ORANGE COUNTY I, , a Notary Public for said County and State, do hereby certify that Donna S. Baker personally appeared before me this date and acknowledged that she is the Clerk to the Board of Commissioners of Orange County, and that by authority duly given and as the act of Orange County, the foregoing instrument was signed in its name by Valerie P. Foushee, Chair, sealed with its official seal, and attested by herself as its Clerk. WITNESS my hand and official seal, this the day of 2009. Notary Public My Commission expires: STATE OF _ COUNTY OF I, a Notary Public, do hereby certify that personally appeared before me this day and acknowledged the due execution of the foregoing Agreement. WITNESS my hand and official seal, this the day of 2009. Notary Public My Commission expires: •9 Recycling Collection Services Attachment A -Recycling Cart Sites to be Serviced Weekly Facili Name Ph sical Address AL Stanback Middle School 3700 NC 86 South, Hillsborou h Board of Education Administrative Buildin 200 E. Kin Street Hillsborou h C.W. Stanford Middle School 308 Oran a Hi h School Road Cameron Park Elementa School 240 St. Ma s Road Hillsborou h Cedar Rid a Hi h School, 1125 New Grad Brown School Road, Hillsborou h Central Elementa School 154 Ha es Street Hillsborou h Elfand-Cheeks Elementa School 4401 Fuller Road Efland Grad Brown Elementa School 1100 New Grad. Brown School Road, Hillsborou h Gravele Hill Middle School 4801 W. Ten Road Efland Hillsborou h Elementa School 402 N. Nash Street Hillsborou h New Ho a Elementa School 1900 New Ho a Church Road Cha el Hill Oran a Hi h School 500 Oran a Hi h School Road Pathwa s Elementa School 431 Strouds Creek Road Hillsborou h School Maintenance Facili 2306 Old NC 86 Hillsborou h Transportation Maintenance Facility 231 Holman Drive, Hillsborough 10 Recycling Collection Services Attachment B -Bulk Cardboard Sites to be Serviced Weekly Facili Name Ph sical Address AL Stanback Middle School 3700 NC 86 South Hillsborou h C.W. Stanford Middle School 308 Oran a Hi h School Road Cameron Park Elementa School 240 St. Ma 's Road, Hillsborou h Cedar Rid a Hi h School, 1125 New Grad Brown School Road Hillsborou h Central Elementa School 154 Ha es Street, Hillsborou h Effand-Cheeks Elementa School 4401 Fuller Road Efland Grad Brown Elementa School 1100 New Grad Brown School Road Hillsborou h Gravele Hill Middle School *" 4801 W. Ten Road, Efland Hillsborou h Elementa School 402 N. Nash Street, Hillsborou h New Ho a Elementa School 1900 New Ho a Church Road Cha el Hill Oran a Hi h School 500 Oran a Hi h School Road Pathwa s Elementa School 431 Strouds Creek Road Hillsborou h School Maintenance Facili 2306 Old NC 86 Hillsborou h Transportation Maintenance Facility 231 Holman Drive, Hillsborough ** -School System owned container