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HomeMy WebLinkAboutAgenda - 06-03-2003 - 8fORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 3, 2003 Action Agenda Item No. ~- -~ SUBJECT: Renewal of Contract for Curbside Recycling DEPARTMENT: Solid Waste Management PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Curbside Recycling Contract Addendum Gayle Wilson, 968-2885 Pam Jones, 245-2650 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To continue the contract with Waste Industries, Inc. for urban and rural curbside recycling services. Approval will enable Orange County to continue to provide curbside recycling services without interruption over the next fiscal year. BACKGROUND: The Urban (or In-Town) Curbside Recycling Program provides weekly collection services to all single-family homes within the Towns of Carrboro, Chapel Hill, and Hillsborough. The Rural Curbside Recycling Program provides biweekly collection services to select areas of Orange County, and currently services approximately 45% of residences in the unincorporated part of the County. The Department of Solid Waste Management has provided contracted curbside recycling services since 1988. The contracts for rural and urban curbside have been awarded by competitive bidding process, and then renewed as needed, provided service was acceptable and funds were appropriated. In June of 2001, the Rural and Urban Curbside Contracts were merged into a single Curbside Recycling Contract, and the contract was reissued to Waste Industries for two years with a possible two-year extension beyond that. For next fiscal year, the Department of Solid Waste Management has negotiated an agreement with Waste Industries that provides for an additional year of service under the present contract, with a possible one-year extension beyond that. For Fiscal Year 2003-2004, the frequency of service for the various jurisdictions is proposed to remain the same. By the end of Fiscal Year 2003-2004, it is projected that Urban Curbside will service 17,460 residences and that Rural Curbside will service 10,520 residences. In general, the Urban Curbside program adds new homes built within or annexed into one of the municipalities automatically as these residences are constructed or annexed. Curbside recycling in the unincorporated areas (Rural Curbside) is expanded incrementally. Homes that 2 are in-fill or areas that are contiguous with existing rural service areas are added automatically as part of the annual contract. In comparison, expansion of rural curbside service to homes in areas that would constitute large, distinct, new geographic service areas is considered only as part of an explicit addition to the annually budgeted amount. No such additions are recommended for FY 2003-2004. FINANCIAL IMPACT: The total projected cost of this contract for FY 2003-2004 is $979,750 ($736,000 for Urban Curbside and $243,750 for Rural Curbside). This amount is .included in the proposed Solid Waste Management Departmental Budget. The budgeted amount reflects a 5.4% cost increase per household over last year's costs. The 5.4% increase is based on the rate of inflation as determined by the Federal Bureau of Labor Statistics' Consumer Price Index for Transportation for the South Urban Region. RECOMMENDATION{S): The Manager recommends that the Board approve the curbside recycling contract with Waste Industries, Inc, and authorize the Chair to sign the contract subject to final review by Staff and the County Attorney. 3 STATE OF NORTH CAROLINA THE COUNTY OF ORANGE ADDENDUM TO CURBSIDE RECYCLING AGREEMENT Addendum to that certain Agreement effective July 1, 2001, between The County of Orange, on behalf of its Department of Solid Waste Management, (hereinafter "County"), and Waste Industries, Inc. of Durham, North Carolina, (hereinafter "Contractor") for the provision of residential curbside recycling collection services to single family residents, and adjacent small businesses, schools, churches, and pedestrian recycling stations within residential areas, located within the Town limits of Carrboro, Chapel Hill and Hillsborough, NC; and designated areas outside of Town limits but within unincorporated Orange County. In consideration of the mutual promises and conditions set forth herein, the County and Contractor agree to amend the Agreement as follows: Term of Agreement The term of the contract will be for one (1) yeaz unless otherwise agreed by the parties; the period from July 1, 2003, through June 30, 2004 (hereafter referred to as imtial term) assuming that funds aze appropriated annually and the performance of the contractor is satisfactory. The level of performance expected is defined in this contract. This contract maybe extended and/or expanded following the initial term for a period of one (1) additional yeaz assuming that the project is successful, County recommends continuing the program, and funding is approved annually through the approval of the overall landfill and recyclmg budget. After one (1) year, contract extension maybe negotiated yearly. Certain terms of this contract maybe subject to change annually pending notice to the contractor and successful negotiation between the Contractor and County. Costs of Service a) In-Town Curbside Program The cost of service for In-Town Curbside Recycling for July 1, 2003-June 30, 2004 (Fiscal Year 2003-2004) shall be $3.57 per household. Performance Sharing may decrease this cost (see Section 4 of original Agreement). b) Rural Curbside Program The cost of service for Rural Curbside Recycling for July 1, 2003-June 30, 2004 (Fiscal Year 2003-2004) shall be $1.96 per household. c) Recycling Service to Non-Households The cost of providing curbside recycling service to small businesses, churches, and other institutions that aze adjacent to a curbside recycling route will be determined as follows: the cost will be equal to the cost of providing service to a household multiplied by the number of bins assigned to the small business, church, or institution. 4 Example 1: During Fiscal Year 2003-2004, to service a preschool which is assigned three (3) curbside recycling bins and located in a residential area within one of the Towns, County will be billed at the rate of 3 x $3.57 per month or $10.71 per month. Example 2: During Fiscal Year 2003-2004, to service a church in unincorporated Orange County which is assigned two (2) curbside recycling bins and located in a residential area, County will be billed at the rate of 2 x $1.96 per month or $3.92 per month. The cost of providing curbside recycling service to pedestrian recycling stations that are nearby or adjacent to a curbside recycling route will be determined as follows: the cost will be equal to five (5) times the cost of providing service to a household. Example 3: During Fiscal Year 2003-2004 for Contractor to service a pedestrian recycling station located at Carrboro Town Hall, County will be billed at the rate of 5 x $3.57 per month or $17.85 per month. d) Cost of Services for Future Fiscal Years If County and Contractor mutually agree to extend this contract into Fiscal Year 2004-2005, the cost of collection per household in 2004-2005 for both In-Town and Rural Curbside shall not exceed the Fiscal Year 2003-2004 cost per household plus the increased cost factor provided from the Bureau of Labor Statistics Consumer Price Index for Transportation for the South Urban region as measured in January 2004 and compared to January 2003. The cost for In- Town Curbside shall be reduced $0.06 per home per month for each increment of 5 homes per hour collection efficiency over 50 stops per hour (see Section 4 of original Agreement). e) Expansion or Reduction in Number of Units Serviced The contract maybe expanded or reduced at the option of County to include additional or fewer residential homes and adjacent small businesses, schools, institutions, churches, and pedestrian recycling stations. If legislation or ordinances are passed which significantly impact the participation in either program (Rural or In-Town), the cost of service for that program maybe renegotiated between the Contractor and County. County's Representative The County's Representative, for purposes of this Agreement, shall be: Joseph Clayton Solid Waste Management Orange County PO Box 17177 Chapel Hill, NC 27516-7177 Ph. (919) 969-2072 5 Frequency and Time of Collection a) In-Town Curbside Contractor shall pass each household once each week and collect materials set at the curb (or at other agreed upon location in the case of a Handicap /Disabled citizen). Collection shall take place no earlier than 7:00 AM and no later than 7:00 PM. b) Rural Curbside Contractor shall pass each household once every other week and collect materials set at the curb, roadside, or at other agreed upon location in the case of a Handicap /Disabled citizen. Collection shall take place no earlier than 7:00 AM and no later than 7:00 PM. c) Holiday Schedule i. Holiday Schedule for Fiscal Year 2003-2004: Contractor will not provide recycling service on Thanksgiving Day, Thursday November 27, 2003. Those recycling services regularly ~rovided on Thursday will be provided on Saturday November 29th. Friday November 28t will receive collection services as usual. Contractor will not provide recycling service on Christmas Day, Thursday December 25, 2003. Urban and Rural Curbside recycling services normally scheduled for Thursday collection will be rescheduled for service on Saturday December 27th. Recycling will be collected as usual on Wednesday December 24th and Friday December 26th. Contractor will not provide recycling service on New Years Day, Thursday January 1St, 2004. Those Urban homes schedules for Thursday collection will .receive service on Saturday December 27th. Those Rural homes scheduled for Thursday collection will receive service on Saturday January 3, 2004. The rest of the week of New Years Day shall be on regular schedule. This (above) is the holiday schedule for the entire 2003-2004 Fiscal Year, other holidays not listed will not be observed. ii. Holiday Schedule for Future Fiscal Years (beyond 2003-2004) Holiday schedules for future years will be negotiated annually and determined by County and Contractor. Holidays with no collection may be Independence Day, Labor Day, Thanksgiving Day, Christmas Day, New Year's Day, Martin Luther King Jr. Holiday, Good Friday, and Memorial Day. In case of cancellation, Holiday week schedules maybe shifted to have collections a day late following the holiday (i.e., if holiday falls on Thursday, Thursday's collection will be on Friday, Friday's collection will be on Saturday). No changes will occur if a holiday falls on a weekend. iii. Complaint Calls During a Holiday On days when County offices are closed (due to Orange County Government holiday) and Contractor is providing recycling service, County may place the Contractor's office phone 6 number (933-9388 or 596-1363) on its automated telephone system. This will be done in order to allow the citizens of Orange County to contact Contractor directly about issues concerning recycling collection and service. When and if Contractor receives complaint calls, these calls will be logged and handled under the normal complaint procedure (see Section 12 of original Agreement). 1N TESTIMONY WHEREOF, the parties have hereunto set their hands and seals the day and year first above written. COUNTY: BY: Margaret Brown, Chair ATTEST: Donna S. Baker, Clerk to the Board CONTRACTOR: Signature Printed Name and Title 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 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 Margaret Brown, Chair, sealed with its official seal, and attested by herself as its Clerk. WITNESS my hand and official seal, this the day of 2003. 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 2003. Notary Public My Commission expires: