HomeMy WebLinkAboutAgenda - 02-18-2014 - 6h1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 18, 2014
Action Agenda
Item No. 6 -h
SUBJECT: Award of Weekly Urban Curbside Recycling Service Agreement
DEPARTMENT: Solid Waste Management PUBLIC HEARING: (Y /N) No
ATTACHMENT(S): UNDER SEPARATE INFORMATION CONTACT:
COVER Gayle Wilson, 968 -2885
Service Agreement (With Attachments) Michael Talbert, 245 -2308
Clarence Grier, 245 -2450
PURPOSE: To consider award of a service agreement to Waste Industries, LLC for the
provision of weekly curbside recycling services within the Towns of Carrboro, Chapel Hill and
Hillsborough to be managed by Orange County Solid Waste Management.
BACKGROUND: Following several months of uncertainty with regard to the future of curbside
recycling within the Towns of Carrboro, Chapel Hill and Hillsborough, the County and Towns
have reached an interim agreement that would allow the County to continue providing the
service. This interim agreement is intended to allow planning for implementation of roll carts
and requesting proposals for contract collection service to take place, pending a more formal
interlocal agreement among the parties that addresses solid waste management in a more
comprehensive manner. It is intended that roll carts and a possible new service provider will be
implemented by July 1, 2014.
The programmatic and subsequent organizational uncertainty was precipitated by the
elimination of the Urban Curbside 3 -R Fee funding mechanism, in use since 2004, that the
County assessed the Towns to fund the curbside program. The municipalities do have clear
statutory authority to assess a fee for the recycling services. The Towns have agreed to include
in each Town's 2014/2015 Budget Ordinance a section authorizing the County to charge and
collect a fee for weekly urban curbside and multi - family recycling services.
In December the County issued a Request for Proposals (RFP #5199) to provide Urban
Curbside Recycling Services. A pre -bid conference was held on January 2, 2014. A total of
four proposals were received on January 16, 2014, and a review team consisting of Town and
County staff evaluated the proposals and is recommending the proposal submitted by Waste
Industries, LLC as the most responsive proposal.
The proposals were evaluated on the following:
A. Provision of Bid Deposit;
B. Completion of Statement of Understanding;
C. Cost of Service;
D. Evaluation of Equipment to be used to perform services;
E. Evaluation of Service Provider Staff / Personnel, including adequacy to provide services
including collection, overall management, daily supervision, program support and back-
up-
F. Evaluation of Program Design, including completeness, response to specifics as outlined
in Details of Service (Section V), and how proposed Program Design aligns with County
expectations and demonstrates Proposer's understanding of services sought by County;
G. Experience providing similar type of services /references from others to whom service
has been provided in the past five years.
H. Proposer's historical compliance with Orange County policies and regulations;
I. Post proposal interview as desired by County;
J. References; and
K. Safety /Record as described and documented in Section V subsection N.
Below is a tabulation of the cost proposals:
FINANCIAL IMPACT: The cost of service from the recommended proposal is
$3.29 /household /month to serve approximately 18,750 households. The estimated total annual
cost of $740,250. The Fiscal Year 2014/2015 Manager's recommended budget will include this
cost in the appropriations request and, with the Town's authorization, assess an annual fee to
fund the service.
RECOMMENDATION(S): The Manager recommends that the Board approve the agreement
with Waste Industries, LLC for weekly urban curbside recycling services and authorize the Chair
to sign the agreement.
WAY
BI WAY
REPUBLJC- Conover, NC
$ 3.49
$ 2.43
T DBNATER- Chesapeake, VA
$ 3.52
$ 2.95
UNITY- Halifax, NC
$ 3.55
$ 2.79
WASTEINDUSTRIES- Durham, NC
$ 3.29
$ 2.30
WASTEMANAGEMENT- Morrisville, NC
NOBID
WASTE00NNEGn0NS- Charlotte, NC
NO BID
FINANCIAL IMPACT: The cost of service from the recommended proposal is
$3.29 /household /month to serve approximately 18,750 households. The estimated total annual
cost of $740,250. The Fiscal Year 2014/2015 Manager's recommended budget will include this
cost in the appropriations request and, with the Town's authorization, assess an annual fee to
fund the service.
RECOMMENDATION(S): The Manager recommends that the Board approve the agreement
with Waste Industries, LLC for weekly urban curbside recycling services and authorize the Chair
to sign the agreement.
K
[Departmental Use Only]
TITLE
FY
NORTH CAROLINA
SERVICES AGREEMENT OVER $90,000.00
RFP — NO REIMBURSABLE EXPENSES
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement "), made and entered into this
day of February, 2014, ( "Effective Date ") by and between Orange County, North
Carolina a body politic and corporate of the State of North Carolina (hereinafter, the
"County ") and Waste Industries, LLC, (hereinafter, the "Provider ").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Services Agreement ( "Agreement ") is for services to be rendered by
Provider to County with respect to: Weekly Urban Curbside Recyclables
Collection Services within the three municipalities in Orange County,
North Carolina (Carrboro, Chapel Hill and Hillsborough). Service will be
weekly collection in 95 gallon roll carts for approximately 18,750 units.
Carts will be provided by the County.
ii) By executing this Agreement, the Provider represents and agrees that
Provider is qualified to perform and fully capable of performing and
providing the services required or necessary under this Agreement in a fully
competent, professional and timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic
Services, as described and designated in Section 3 hereof. The services
provided by Provider under this Agreement may sometimes be referred to
as the "Services ". Compensation to the Provider for the Services under this
Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 for the Term as defined in Section 4(a) in accordance with the
highest industry standards as further described in Section 2(b) below.
M
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing the
Services under this Agreement in accordance with the highest generally
accepted standards of this type of Provider practice throughout the United
States and in accordance with applicable federal, state and local laws and
regulations applicable to the performance of these services. Provider is
solely responsible for the quality, accuracy and timely completion and /or
submission of all work related to the Services.
ii) Provider shall be responsible for all errors or omissions, in the performance
of the Services under this = Agreement. Provider shall correct any and all
errors, omissions, discrepancies, ambiguities, mistakes or conflicts caused
by Provider, its employees, agents and subcontractors at no additional cost
to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without
prior written permission of the County. No permission for subcontracting
shall create, between the County and the subcontractor, any contract or any
other relationship.
iv) Provider is an independent contractor of County. Any and all employees of
the Provider engaged by the Provider in the performance of any work or
services required of the Provider under this Agreement, shall be considered
employees or agents of the Provider only and not of the County, and any
and all claims that may or might arise under any workers compensation or
other law or contract on behalf of said employees while so engaged shall be
the sole obligation and responsibility of the Provider.
v) Provider agrees that Provider, its employees, agents and its subcontractors,
if any, shall be required to comply with all federal, state and local
antidiscrimination laws, regulations and policies that relate to the
performance of Provider's services under this Agreement.
vi) If activities related to the performance of this Agreement require specific
licenses, certifications, or related credentials Provider represents that it
and /or its employees, agents and subcontractors engaged in such activities
possess such licenses, certifications, or credentials and that such licenses
certifications, or credentials are current, active, and not in a state of
suspension or revocation.
3. Basic Services
Basic Services.
i) The Provider shall perform the Services as described herein and as specified
in the County's Request for Proposals (the "RFP ") "RFP Number 5199 for
"Urban Curbside Recyciing Collection Services" issued December 18,
2013, and the Provider's proposal, which are attached hereto and fully
incorporated and integrated herein by reference together with Attachments
(RFP and associated addenda). The Basic Services presume that Provider
will be permitted to off -load all collected materials at the Orange County
materials processing facility located at 1514 Eubanks Road, Chapel Hill,
NC and that such facility will be capable of accepting such materials. In the
event a term or condition in any document or attachment conflicts with a
term or condition of this Agreement the term or condition in this Agreement
shall control. Should such conflict arise the priority of documents shall be
as follows: This Agreement, the County's RFP together with attachments,
and Providers Proposal together with attachments.
ii) The Basic Services will be performed by the Provider in accordance with
the following schedule: (Insert task list and milestone dates)
Task Milestone Date
1. n/a
2.
3.
4.
5.
6.
7.
8.
9.
10.
iii) n/a
4. Duration of Services
Term. The original term of this Agreement shall begin on the date this Agreement
is executed and extend through June 30, 2019 (the "Initial Term "), with Services
commencing as set forth below. The term may be extended for an additional five
(5) years by mutual agreement of the parties (an "Extension Term" and together
with the Initial Term, the "Term "). Such an extension shall be made in writing no
later than January 10, 2019. All other terms and conditions, including those of
termination, shall continue to apply during an extended term.
b. Scheduling of Services
i) n/a
ii) n/a
iii) Provider shall begin performance of the Services under this Agreement
prior to June 30, 2014 but no sooner than June 2, 2014.
5. Compensation
a. Compensation for Services. Compensation for the Services shall include all
compensation due the Provider from the County for all services under this
Agreement. The maximum amount payable for the Services is Three Million and
Nine Hundred Thousand Dollars ($3,900,000). Provider will invoice the County
on a monthly basis based on the number of carts at the rates reflected in Provider's
Proposal, which rates may be subject to an annual adjustment on July 1 of each
year beginning July 1, 2015 in the same amount as the percentage change in the
Bureau of Labor Statistics Consumer Price Index for All Urban Consumers: US
City Average, Expenditure category Garbage and Trash, measured for the most
recently available 12 month period average preceding the adjustment date.
Payment will be due from the County to Provider within 30 days following
issuance of the invoice that includes the required monthly data report. In the event
the amount stated on an invoice is disputed by the County, the County may
withhold payment of the disputed portion of the amount stated on an invoice until
the parties resolve the dispute.
b. Additional Services. County shall not be responsible for costs related to any
services in addition to the Basic Services performed by Provider unless County
requests such additional services in writing and such additional services are
evidenced by a written amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated the (Recycling
Programs Manager) to act as the County's representative with respect to the
Services and shall have the authority to render decisions within guidelines
established by the County Manager and /or the County Board of Commissioners
and shall be available during working hours as often as may be reasonably
required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial
General Liability Insurance, Automobile Insurance, Workers' Compensation
Insurance, and any additional insurance as may be required by Owner's Risk
Manager as such insurance requirements are described in the Orange County Risk
Transfer Policy and Orange County Minimum Insurance Coverage Requirements
(each document is incorporated herein by reference and may be viewed at
htip:Horan eg countync .gov/purchasingZcontracts.aT). Provider shall not
commence work until such insurance is in effect and certification thereof has been
received by the Owner's Risk Manager.
8. Indemnity
a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the
County from all loss, liability, claims or expense, including attorney's fees, arising
out of or related to (i) Provider's negligence or willful misconduct in performance
of the Services required hereunder, (ii) Provider's breach of this Agreement, and
(iii) bodily injury including death or property damage to any person or persons
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caused in whole or in part by the negligence or misconduct of the Provider, except
in each case, to the extent same are caused by the negligence or willful misconduct
of the County. It is the intent of this provision to require the Provider to indemnify
the County to the fullest extent permitted under North Carolina law.
9. Amendments to the Agreement
Changes in Basic Services. Changes in the Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The
Provider shall proceed to perform the Services required by the Amendment only
after receiving a fully executed Amendment from the County.
10. Termination
Termination. Except as otherwise provided herein, if either party breaches this
Agreement or defaults in the performance of any of the covenants or conditions
contained herein and does not cure said breach or default within fifteen (15) days
after the non - breaching party has given the breaching or defaulting party written
notice of such breach or default, the non - breaching party may: (a) terminate this
Agreement as of any date which the said non - breaching party may select provided
said date is at least thirty (30) days after the fifteen (15) days in which to cure or
commence curing; or (b) cure the breach or default at the expense of the breaching
or defaulting party; or (c) have recourse to any other right or remedy to which it
may be entitled by law, including, but not limited to, the right to all damages or
losses suffered as a result of such breach, default, or termination. In the event
either party waives default by the other party, such waiver shall not be construed or
determined to be a continuing waiver of the same or any subsequent breach or
default.
b. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees
and expenses that it has earned to the date of termination, less any costs or
expenses incurred or to be incurred by the County due to errors or omissions
of the Provider.
ii) Should this Agreement be terminated, the Provider shall deliver to the
County within seven (7) days, at no additional cost, all deliverables
including any electronic data or files relating to the Services.
Waiver. The payment of any sums by the County under this Agreement or the
failure of the County to require compliance by the Provider with any provisions of
this Agreement or the waiver by the County of any breach of this Agreement shall
not constitute a waiver of any claim for damages by the County for any breach of
this Agreement or a waiver of any other required compliance with this Agreement.
11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves,
their successors, assigns and legal representatives to the terms of this Agreement.
Neither the County nor the Provider shall assign or transfer its interest in this
Agreement without the written consent of the other, which will not be
unreasonably withheld.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and
rights of respective parties hereunder shall be governed by the laws of the State of
North Carolina.
c. Compliance with Laws. Provider shall at all times remain in compliance with all
applicable local, state, and federal laws, rules, and regulations including but not
limited to all anti - discrimination laws. Pursuant to the terms of North Carolina
General Statute 153A- 449(b) no county may enter into a contract with a contractor
unless the contractor and the contractor's subcontractors comply with the
requirements of Article 2 of Chapter 64 of the North Carolina General Statutes.
Where applicable, failure to maintain compliance with the requirements of Article
2 of Chapter 64 of the General Statutes constitutes Provider's breach of this
Agreement. By executing this Agreement Provider affirms Provider is in
compliance with Article 2 of Chapter 64 of the North Carolina General Statutes.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek
damages with respect to any provision of, or the performance or non - performance
of, this Agreement shall be brought in the General Court of Justice of North
Carolina sitting in Orange County, North Carolina. It is agreed by the parties that
no other court shall have jurisdiction or venue with respect to such suits or actions.
The Parties may agree to nonbinding mediation of any dispute prior to the bringing
of such suit or action.
e. Entire Agreement. This Agreement, together with the RFP and its attachments and
the Proposal and its attachments, represents the entire and integrated agreement
between the County and the Provider and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be
amended only by written instrument signed by both parties. Modifications may be
evidenced by facsimile signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon
the Parties.
g. Ownership of Work Product. Should Provider's performance of this Agreement
generate documents, items or things that are specific to the Services and that do not
include confidential information or trade secrets of Provider, such documents,
items or things shall become the property of the County and may be used on any
other project without additional compensation to the Provider. The use of the
documents, items or things by the County or by any person or entity for any
purpose other than the Services as set forth in this Agreement shall be at the full
risk of the County.
h. Non - Appropriation. Provider acknowledges that County is a governmental entity,
and the validity of this Agreement is based upon the availability of public funding
under the authority of its statutory mandate.
In the event that public funds are unavailable and not appropriated for the
performance of County's obligations under this Agreement, then this Agreement
shall automatically expire without penalty to County immediately upon written
notice to Provider of the unavailability and non - appropriation of public funds. It is
expressly agreed that County shall not activate this non - appropriation provision for
its convenience or to circumvent the requirements of this Agreement, but only as an
emergency fiscal measure during a substantial fiscal crisis.
In the event of a change in the County's statutory authority, mandate and /or
mandated functions, by state and /or federal legislative or regulatory action, which
adversely affects County's authority to continue its obligations under this
Agreement, then this Agreement shall automatically terminate without penalty to
County upon written notice to Provider of such limitation or change in County's
legal authority.
Notices. Any notice required by this Agreement shall be in writing and delivered
by certified or registered mail, return receipt requested to the following:
Orange County
Attention: Recycling Programs Manager
P.O. Box 8181
Hillsborough, NC 27278
[SIGNATURE PAGE TO FOLLOW]
Provider's Name & Address
Bill Davidson, General
Manager - Durham Branch
148 Stone Park Court
Durham, NC 27703
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IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER: WASTE INDUSTRIES, LLC
RIM
Barry Jacobs, Chair
Orange County Board of Commissioners
Attest:
Donna Baker, Clerk to the Board
[SEAL]
C
Printed Name and Title
This instrument has been approved as to technical content.
Gayle Wilson, Department Director
This instrument has been pre- audited in the manner required by the Local Government
Budget and Fiscal Control Act.
Office of the Chief Financial Officer
This instrument has been approved as to form and legal sufficiency.
Office of the County Attorney
Table of Contents
• Tab A - Statement Of Understanding/ Cover Letter
® Tab B - Provider Staff /Personnel
® Tab C - Program Design
Tab D - Safety
® Tab E -Equipment
Tab F - Cost Of Service
Tab G - References
a Tab H - Bid Bond
11
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WASTE INDUSTRIES www.wasteindustries. com
\� 148 Stone Park Court I Durham, NC 27703
January 16, 2014
Mr. David Cannell
Purchasing Agent
Orange County
200 South Cameron Street
Hillsborough, NC 27278
Dear Mr. Cannell,
The people of Waste Industries truly appreciate the opportunity to propose recycling services
for the residents of Orange County. Our company began operations in 1970 and has become the
7th largest waste and recycling services provider in the nation. Importantly, our collection work
is concentrated in large measure throughout the southeastern and mid Atlantic US,
predominantly in the Carolinas because we started in the Triangle area, home to our corporate
headquarters. Our people are proud of our heritage, which includes the current multi -year
partnership with Orange County. We are eager to continue that mutually beneficial
relationship.
Waste Industries' impressive growth allows us to offer unsurpassed resources and expertise
ready to exceed your expectations. While our size gives us the flexibility to respond to larger,
critical needs, we are agile and focused enough on the details to bring timely remedy to any
daily problem. Our company has many long -term municipal and county contracts that
demonstrate not only our commitment to first rate service, but our customers' belief that we
achieve our rigorous goals. Our professional personnel are the source of our success. Living
locally, we count on our employees to bring energy and dedication to your community.
Of special note, it is our intent to utilize compressed natural gas powered collection vehicles
for this project. We have committed a substantial financial investment in this growing
technology to reduce our environmental impact. The immediate effect will cut our combined
carbon footprint as we go about our daily routine on the County's behalf. We have thoroughly
reviewed the details of the service listed in the RFP and are completely prepared to perform
the work as prescribed.
It is our fervent hope that this offer is attractive enough to County officials that Waste
Industries' representatives would be invited to present our credentials during further
discussions. We look forward to renewing our partnership. Our folks promise to work hard on
behalf of the citizens of Orange County. Thank you for your time and consideration in this
matter.
Sincerely,
13
Provider Staff /Personnel
Local Management Team
Organizational Chart
Bill Davidson
General Manager
Durham
Mark 5camm ell
3 operations Sharon Lafontant 3 Ourside Sales
Maintenance
Y supervisors Office Coordinator Representatives
Manager %3
4 Lead Drivers 6 Truck Mechanics ? 3 CSR
container
18 Rec /Res
14 DEL Drivers 14 RD Drivers Drivers 3 Swing Drivers Delivery Truck
Drivers
Local Management Team
Biography Ft Experience
Bill Davidson - Genera[ Manager, Durham Branch
wi[ Liam .davidson@wasteindustries.com
Bill came to the company in 2003 as an Operations Manager at the Graham, NC branch and was assigned to the
Atlanta /Woodstock /DouglasviRe, GA branch as Branch Manager one year after joining the Company. He has
served as Branch /General Manager in Graham, NC 2005 -2008 and Nashville, TN 2008- 2011. He came to the
Durham, NC branch in August of 2011 as General Manager. Bill brings with him 10 years' experience in the solid
waste industry. Bill is a graduate of The University of North Carolina at Chapel Hill and holds a Bachelor of Arts
degree in Economics.
14
Dan Parker - Operations Supervisor, Durham Branch
dan_ parker @wasteindustries. com
Dan joined the Company in 2007 as an Operations Supervisor for the Durham facility. He has supervised
commercial, industrial, and residential/ recycle collection departments as well as transfer station operations.
Currently Dan holds the position of Residential/ Recycle Operations Supervisor for the Durham Branch. Dan is a
graduate of North Carolina State University and holds a Bachelor of Science degree in Political Science.
Sharon Lafontant - Office Coordinator, Durham Branch
sharon. Lafontant@wasteindustries.com
Sharon came to the company in 2011, with 8 years of industry experience, as Office Coordinator at our
Henderson /Oxford Operation. She transferred to the Durham Branch in late 2012. Sharon's current position as
Office Coordinator at our Durham facility requires oversight of all administrative functions of the local branch,
which includes supervision of the Customer Service Representatives and all aspects of billing, accounts payable
and payroll.
Mark Scammell - Maintenance Manager, Durham Branch
mark.scammelt@wasteindustries.com
Mark joined the Waste Industries team in June of 2013 and brings with him over 4 years of experience in the
solid waste industry as a Mechanic /Maintenance Manager, and over 20 years of experience in heavy duty truck
repair and maintenance. Mark is directly responsible for all maintenance functions at the Durham, facilities,
which includes on -time repairs and rigorous preventive maintenance program for our 55 vehicles, approximately
300+ company and customer owned compaction units, facility maintenance and the direct supervision of six full -
time heavy diesel /equipment mechanics.
Collection Staff
The collection staff consists of:
• 1 -Lead Driver (Back up)
1 -Swing Driver (Back up)
• 4- Recycle Drivers
Job Summary:
Safely operate residential / recycling collection truck, Automated/side- load/rear -load truck and ancillary equipment
on assigned route to service customers while providing excellent customer service. Deliver solid waste / recyclables
to designated disposal / recycling facility.
Essential Functions:
• Operate a residential / recycling collection, side -load and/or rear -load truck, ancillary equipment
and hydraulic system to collect solid waste and /or recyclables on specified collection route.
• Load solid waste, yard waste and/or recyclables into the rear or side of waste collection vehicle.
• Operate equipment on truck to compact trash into vehicle.
• Operate truck and equipment using prescribed techniques to eliminate driver - induced mechanical failures.
• Complete pre -trip and post -trip safety lane inspections and reports, daily truck report, route sheets
and other documentation requested by supervisor daily.
• Communicate vehicle mechanical problems to mechanic and supervisor immediately.
• Maintain route quality standards as predetermined by management.
• Follow all safety standards and equipment checks and precautions in performance of all duties.
Comply with all federal, state, local and company rules on safety and vehicle operation.
• Maintain clean vehicle by cleaning cab interior and exterior of vehicle.
C• Identify, and tag prohibited waste items and remove the items from the waste cart or can.
• Manage assigned Helper(s) if applicable.
• Conform in all respects with applicable federal, state and local laws, regulations, ordinances and
other orders and to all company policies, procedures and directives from supervisors.
• Ensure that all required personal protective equipment be worn at all times (i.e., gloves, reflective
vest, safety glasses, work boots, etc.)
• Report all accidents or incidents to supervisor(s) inunediately
• Exhibit a professional demeanor, manner and appearance at all times (i.e., meeting customers
and/or the general public while on route or in uniform.)
• Maintain accurate records of services performed.
• Maintain inventory of all container and residential carts and spare parts available and recommend
purchase of additional containers, carts and spare parts to supervisor.
• Work closely with supervisor to improve routing efficiencies.
• Attend safety and branch meetings.
Executive Team
Organizational Chart
Executive Team
Organizational Chart
Harry Habets
President / COO
Brent Kirchhoff
Region 4
Manager
Ven Poole, Chief Executive Officer
Steve Grissom
VP /CFO
Executive Team
Biography Et Experience
Lisa Inman
VP / Genera[
Council
15
Ven joined the Company in 1990 and currently serves as the CEO. From 2002 through 2008, Ven served as Vice
President, Corporate Development. From 1995 through 2002, Ven served as Director of Support Services and from
1990 through 1995, he served as the Company's Risk Management Director. Ven holds a B.S. in Aerospace
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Engineering from North Carolina State University. Ven has more than 22 years' experience in the solid waste
industry.
Harry Habets, President and Chief Operating Officer
Harry joined the Company in 2002 as Vice President of Operations and took over as President and Chief
Operating Officer on January 1, 2009. Harry brings with him over 14 years of experience from Waste
Management in which he held various management positions, including VP of International Operations and
Regional VP /Manager for collection, recycling and landfill disposal services in the Southeast. Harry holds a BS in
Business Administration from Rochester Institute of Technology and has over 22 years' experience in the solid
waste industry.
Steve Grissom, Vice President, Chief Financial Officer
Steve joined the Company in 2001. as Chief Financial Officer. Steve has 32 years of controllership and CFO
experience including 16 years of Chief Financial Officer for Austin Quality Foods which was acquired by Keebler
Foods. He is a Certified Public Accountant and is a member of the American Institute of CPA's and the North
Carolina Association of CPA's. He holds a B.A. in accounting from North Carolina State University
Lisa D. Inman, Vice President, General Counsel
Before joining the Company as its Vice President,'General Counsel in 2010, Lisa was a partner with the law firm
of Wyrick Robbins Yates Et Ponton, LLP in Raleigh, North Carolina, where she practiced in the areas of corporate
transactions including a focus on mergers and acquisitions, in addition to corporate governance, complex
commercial contracts, finance work and related matters. Lisa has 13 years of experience providing legal
services to the solid waste industry, as she worked with the Company through Wyrick Robbins from 1997 to 2010.
Lisa received her undergraduate degree, magna cum laude, from Rice University in Houston, Texas, and received
her law degree, with honors, from the University of North Carolina at Chapel Hill.
Brent Kirchhoff, Region 4 Manager
Brent joined the Company in 2002 as General Manager of the Garner, NC branch. Brent has almost 36 years of
industry experience, including various management positions with Waste Management and Republic Services in
Chicago, Nashville TN, Houston TX, Atlanta GA, and he has been in North Carolina for 18 years. Brent holds a
Bachelor of Arts degree from the Rockford Institute in Rockford, Illinois.
Subcontractors
Waste Industries does not intend to use subcontractors in connection with daily recycle collection in Orange
County.
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Orange County Recycle Program Design
A. Service Performance: Waste Industries wilt be utilizing both automated and semi -
automated side loaders. We will continue to utilize a pickup truck on the narrow
streets with difficult collection points, some back door and a portion of Southern
Village.
Each driver will follow their prescribed route past each household and will not deviate
unless approved by supervisor in conjunction with County Program Manager. We
currently take great pride in the fact that there is 1% or less contamination in the
recycle material we deliver to the County approved processing facility. Even though
the County will be incorporating larger, more concealing containers into their
program, we will make all efforts to deliver the least amount of contamination to the
processing facility. If contamination is identified we will aid in the process of
educating the customer by leaving "oops" tags at habitual contaminators and selecting
the designated button on the observation panel to ensure that it is captured in CARTS.
After servicing the container we will place cart back to its original location to ensure
that it does not become an impediment. When leaving the customer the driver will
collect all materials that may have spilled while servicing the cart and will carry a
broom and dust pan to aid in this effort. Once the truck is loaded with recycle or at
the end of each day, the driver will deliver the materials to the County designated
processing facility.
B. HandicaplDisabled Citizens Service: Handicap and Disabled Citizen Service wilt be
evaluated on a case by case basis. Depending on many factors it may be necessary to
use a combination of both an 18 and 95 gallon cart or just continue to use their
current 18 gallon bin.
C. Managing Missed Collections Plan: As Waste Industries is notified by the County that
there is a missed pick -up, a supervisor or backup designee will call the driver, whose
route the miss was reported on, to determine what the issue may have been that led
up to the miss. A supervisor or designee will place a work order to have an operations
person or the driver go back and pick up the miss and then report the findings to the
supervisor. The supervisor will then communicate our findings back to the County,
D. Tracking Service Collection Data and Provision of Reports: Waste Industries is well
versed with Rehrig's CARTS RFID system and reporting abilities. Rehrig's all -in -one
RFID reader will be utilized on all collection vehicles along with Rehrig's truck
mounted three button observation panel to record contamination issues, oops cards
issuance and cart related issues. All of this data will be able to be tracked through the
CARTS system and reports can be generated.
E. Routing and Accommodation for Growth: Waste Industries' methods of establishing
required routes have been developed over a period of many years. We are constantly
evaluating ways to improve our routing and processes which help us accommodate
normal growth or large scale annexation. We are currently using G.I.S. based Route
Smart technology software, in combination with our windows based Tower computer
programs. Our extensive knowledge of the current urban recycle collection routes will
make transitioning to the 95 gallon cart easier for the County and possibly reduce the
amount of changes to current recycle routes.
F. Inclement Weather ft Holidays: The supervisor will coordinate operation suspensions
due to inclement weather situations with the County. As for holidays, the Durham, NC
branch normally takes three holidays a year - Thanksgiving Day, Christmas Day and
New Year's Day. All other holidays are worked on schedule, but there may be some
limitations due to closed processing facilities. If the holiday falls on the weekend
there will be no change in the collection schedule. When a Holiday is observed during
the week that day wit[ be rescheduled for Saturday.
G. Supervisors Communication with County: Our supervisor will be located at Waste
Industries Durham, NC facility, 148 Stone Park Ct., Durham, NC 27703. The supervisor
wit[ be equipped with four means to communicate with Orange County, office phone,
cell phone, fax and email. As back -up, the Durham facility has three other qualified
supervisors that can be utilized.
19
Safety
OSHA Citation:
01/25/11 Cited but no fine
Frequency /Severity 5 Years:
2013: 5.38/$24,475
2012: 6.13/$0
2011: 6.901$58,909
2010: 7.52/$104,795
2009: 5.191$51,228
Standard Industry Rates: 2012 data compared to (2011):
o NAICS 562; waste management and remediation services - 5.4 (4.9)
o NAICS 56211: waste cottection - 6.3 (6.3)
o NAICS 562119: other waste services - 4.1 (8.3)
o NAICS 562212: solid waste landfills - 5.9 (4.8)
Experience Modifiers for 3 years:
2013: 1.23
2012: 1.23
2011: 1.22
OSHA's Form 300 (Rev. 0112004)
Log of Work - Related Injuries and Illnesses
You must record information about every work - related injury or illness that involvesiess of consciousness, restricted wmk activily of job Imndei, days away from wok, or medical healment
beyond fast aid. You must alsu record signiricanl work- retaled Injuries and illnesses that are diagnosed by a physician a licensed health care professional. You must 960 record work -
relatediry'urtes and illnesses that meet any of the speoifciecording edleria listed In 29 CFR 1904.8 through 1984.12. Feel free to use Iwo lines for a single case if youneed lo. You must
cemoele an injury and illness incident repel (OSHA Form 301) or equivalent form far each injury a illness recorded on this form. If you're not sutewhelher a case is recordable, call your
local OSHA office for help.
(A) (B) (C) (D)
Case Employee's Job Title (e.g., Oate of
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onsetaf
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Establishment name
Raleigh
City
Year 9r„9 ��
U.S. Department of Labor
Occupational Safely and Health Administration
Farm approved OMB no, 1216 -0176
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State NC
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(F} CHECK ONLY ONE box for each case based on Enter the number of Check the "Injury" column or choose one typeI'
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ob)ectlsubstance that directly injured or made person a
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including lime to review theinslruclien, search and gather His data needed, and cornplels and review
the collection of information. Poisons are not required to respond to the collection of infomatlon unless it
displays a cunenlly valid OMB canbol number. II you have any comments about these estimates many
aspeclsof this data collection, contact: US Department of Labm, OSHA Office of Stallstics, Room N -3644,
260 Conslitutim Ave, NW, Washington, DC 2020, Do not send the completed forms to thisofrice.
Be sure to transfer these lulals to the Summary page (Form 300A) before you post It.
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Log of Work - Related Injuries and Illnesses
You must record information about every wolk- aolated injury or illness Nat involves loss of oonsdousness, resideledwDik aclivily or job Iransref, days away I=work, or medical healmenl
beyond first aid. You musk also record ci0nificaN vanik- rdfaled injuries and illnesses that are diagnosed by a physldan or licensed heaflh care professional. Yw must also record work -
relafedfnjurtes and illnesses ilia[ meet any of the specific recording criteria listed in 29 CFR 1909.6 through 19(14.12. Feel Iree (a use Iwo lines for a single case if you need to You must
canplele an tnlury and illness incidenl report (OSHA Forth 301) or equivalent form rot each injury or Mnoes recorded oa this form. If you're nol sure whether a case is recordable, calf your
local OSHA office for help.
Identify the person
(A) (B) (GJ {D)
Case Employee's Job T €Ile (e.g.. Date of
No. Name Welder InJury or
onset of
Illness
(mo.lday)
Establishment name
Raleigh
City
Form approved OMB no, 1218 -0176
Waste Industries, LLC
Stele NC
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Describe the case Glassify.lhe case
(E) (F) CHECK ONLY ONE box For each case based on Enter the number of Check the "Injury" column or choose one type
Where the event occurred (e.g. Describe injury or Illness, parts of body affected, and the most serious outcome for that case: (days the Injured or ill of illness:
Loading dock north end) object/substance [hat directly injured or made person
IF (e.g. Second degree burns on right forearm from
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relating 10 employee health and must be used In
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Information is being used for occupational safely
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and health purposes.
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Occupational Safely and Health Administration
You must record information about every wolk- aolated injury or illness Nat involves loss of oonsdousness, resideledwDik aclivily or job Iransref, days away I=work, or medical healmenl
beyond first aid. You musk also record ci0nificaN vanik- rdfaled injuries and illnesses that are diagnosed by a physldan or licensed heaflh care professional. Yw must also record work -
relafedfnjurtes and illnesses ilia[ meet any of the specific recording criteria listed in 29 CFR 1909.6 through 19(14.12. Feel Iree (a use Iwo lines for a single case if you need to You must
canplele an tnlury and illness incidenl report (OSHA Forth 301) or equivalent form rot each injury or Mnoes recorded oa this form. If you're nol sure whether a case is recordable, calf your
local OSHA office for help.
Identify the person
(A) (B) (GJ {D)
Case Employee's Job T €Ile (e.g.. Date of
No. Name Welder InJury or
onset of
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Establishment name
Raleigh
City
Form approved OMB no, 1218 -0176
Waste Industries, LLC
Stele NC
...
Describe the case Glassify.lhe case
(E) (F) CHECK ONLY ONE box For each case based on Enter the number of Check the "Injury" column or choose one type
Where the event occurred (e.g. Describe injury or Illness, parts of body affected, and the most serious outcome for that case: (days the Injured or ill of illness:
Loading dock north end) object/substance [hat directly injured or made person
IF (e.g. Second degree burns on right forearm from
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Dealh : Days away I Reifmine.d alwork;. Away On job
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Public mpwling burden for this collection of information is estimated to average 14 minules per reepomu,
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ilia collection of informalian. Perconn are not required [otespond to the cdiecfion or infwmalion unless it
displays a currently valid OMB corlhof number. If you have any cernmenls abeul these eslfmates or any
aspects al this data collection, conlxl: US Deparfinenl of Labor, OSFIA Office of Slatislics, Room N -3644,
200 Constlu1W Ave, NW, IN"ringlon, DC 20210. Do not send the completed forms to this office.
Be sure to transfer these totals to the
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22
WASTE INDUSTRIES
SAFETY POLICY AND PROCEDURE MANUAL
Table of Contents
Section
1 PROGRAM ADMINISTRATION
Introduction
10 Safety Policy
Scope, Responsibilities, Authority /Accountability
Minimum Program Safety Requirements and Completion Time Table
15 Employee Personal Responsibilities
20 Rules and Regulations
Safety Rules and Sign -off of Understanding
22 Rules and Regulations for Temporary Employees
25 Corporate Safety Belt Statement
30 Motor Vehicle Reports (MVR's)
40 Progressive Discipline
50 OSHA Inspection Guidelines
60 Department of Transportation Compliance
70 Contractor and Temporary Employees Guidelines
90 Violence Prevention
2 SAFETY MANAGEMENT
Employment and Safety Awareness
10 Hiring
General Hiring Procedures and Requirements
20 Safety Training
Methods to Train and Follow -up Criteria
New Employee Orientation and Training Procedure
30 Safety Meetings
Requirements, Forms — Subject Matter
Past Accident Reviews, Meeting Attendance
i3 "as,al hu"IfSTHC6 (13,30,0) Toc'
23
/.'
Section
2 SAFETY MANAGEMENT Continued
40 Facility Inspection Methods
Monthly Checklist
51 Safety Incentive Award
60 Safety Committees
70 Accident Reporting and Investigations
Reporting Accidents and Injuries
Methods of Investigating
75 Claims Handling Procedures
3 OCCUPATIONAL HEALTH
10 Asbestos Program
Non - Friable Asbestos
Friable Asbestos
20 Blood borne Pathogen Program
Examination and Program Requirements
Forms and Appendices
30 Drug & Alcohol Testing Program
Requirements
Past Employer Testing Request Form
40 Hazard Communication Standard
50 Hearing Conservation Program
60 Personal Protective Equipment (PPE)
Hazard Assessment
70 Pandemic Flu Plan
4 PROCEDURAL GUIDELINES
10 Emergency & Evacuation Program
15 Inclement Weather
20 Lockout /Tag out Program
Coverage, Definitions, Procedures, Training
r" asne IfFSIuselCs oc
4 PROCEDURAL GUIDELINES Continued
30 Confined Space Entry Program
40 Mobile Collection Equipment— Safety Regulations
45 Storm water Pollution and Prevention
5 LANDFILL AND WASTE DISPOSAL SITES
10 Landfill Asbestos Program
30 Equipment Operators Experience Verification
And Motor Vehicle Reports (MVR's)
50 Transfer Station Waste Screening
60 Disposal Operations
6 FORMS AND CHECKLISTS
00 Safety Inspection Checklist
10 First Report of Injury - 301
13 OSHA 300
15 Accident Report Form
20 Contractor /Temporary Employee Guidelines
25 Hazard Communications Written Program
30 Fire Extinguisher Checklist
40 Hours of Service Calculator
50 Ladder and First Aid Kit Inspection List
60 Landfill Observation Form
70 Safety Meeting Minute Template
90 Route Observation Form
rd in: Inrfrrsr. =ies I Toc
25
Section 1.00 INTRODUCTION
It is the intention of Waste Industries, in the development of its Safety Policies and Procedures
Manual, to achieve a workplace free from recognized hazards and a healthful work environment for
employees, as well as the communities in which we work. The company maintains an active safety effort
as set forth in our business principles: "To operate efficiently through attention to details at all levels
of our company while preserving and protecting our people, our equipment, our financial
resources and our environment ". Company safety efforts originate from sound business practices;
federal statutes, and; state and local laws that regulate our industry.
To fulfill the Safety Policy ideals, each and every employee will have to participate fully. A job,
task or work practice should not be considered until every safety aspect, reasonable precaution and for
rule has been reviewed and followed. The goals of efficiency, productivity and safety are inseparable.
This Safety Policy and Procedures Manual, is applicable to Waste Industries (WI) and all of its
subsidiaries involved in the collection, transportation and disposal of solid waste. The terms "Risk
Management ", "Safety" and "Loss Control" are used interchangeably throughout the manual. Waste
Industries will establish annual safety goals and objectives for the company and for each branch. It is
expected that the company and each branch will work towards achieving and/or exceeding the set goals
and objectives.
The safety and health of all Waste Industries employees, our customers and our neighbors, will
continue to be an integral part of how we do business. Not because of government regulations, state law
or enforcement agencies, but because "it's the right thing to do ".
Jim W. Perry
President and Chief Operating Officer
P
27
ACKNOWLEDGMENT FORM
I have received /obtained the Waste Industries "Safety Policy and Procedures Manual," which
outlines basic safety practices and minimum safety standards as required by the company and regulatory
compliance, I hereby acknowledge that I will read and utilize the information contained in the Manual and
have been offered an opportunity to ask questions and seek clarification when necessary.
I understand that changes occur in our working environment that could cause amendments,
deletions or additions to these guidelines. I further understand that as a member of management, that
although I may delegate various responsibilities under this policy and procedures manual, I am ultimately
accountable for their application, and that accountability may not be delegated or transferred.
Management Signature Date
NOTE:
The Safety Policy and Procedures Manual is the sole property of Waste Industries USA, Inc. This manual
and all others dealing with company policy, standards of practice, rules and regulations, will not be altered,
reproduced or distributed in any form without the expressed permission of Risk Management and /or the
Vice President of Operations.
Waste Industries Home Office
3301 Benson Drive, Suite 601
Raleigh, North Carolina 27609
RM
Section t 10 SAFETY POLICY
.. _� . .7m....
The objective of this policy is to ensure the personal safety of each employee within Waste Industries (WI)
and all those we encounter during the collection, transportation, transfer, and disposal of non- hazardous
solid waste. Management's commitment to preventing job related accidents and personal injury is an
integral part of our operations as we further our mission to:
"Grow and prosper through the efficient and responsible utilization of our resources while
providing our customers with cost effective, responsive and environmentally sound solutions to
their solid waste management needs ".
Our most basic commitment in our Safety and Compliance Program is to continue developing the safety
culture within Waste Industries while enabling employees to monitor and continuously improve their own
safety performance through proactive training and program management. Also, we shall promote an
atmosphere where employees assume and accept the personal responsibility for the safety and well being
of others.
POLICY
All levels of management within Waste Industries are committed to the safety process and have the
responsibility of being responsive to the safety needs of their employees and the people those employees
come in contact with. Each branch and their affiliates are required to follow this policy in order to enhance our
degree of employee awareness, address safety related issues at the appropriate levels, impact employee
behavior and reinforce the principle that all accidents and injuries are preventable.
FUNCTIONAL RESPONSIBILITIES
The administration of the Safety Program, along with the responsibility for continuing review and updating,
rests with the Health, Safety and Risk Manager, working in conjunction with the President, Chief Operating
Officer. These responsibilities encompass:
• Plan, organize, and administer the Waste Industries Safety Program.
• Develop and implement loss control programs to reduce potential losses and reduce recurrences.
• Establish annual safety goals, programs, and objectives and communicate their importance to managers.
• Ensure implementation of policy, programs, and procedures for compliance with regulatory agencies;
including but not limited to DOT rules and regulations, OSHA requirements, DHEC and DEHNR; and
assist management in their effort to maintain safe and healthy working conditions for all employees.
• Train appropriate personnel on safety requirements and monitor compliance with policy, through regular
audits and reviews that ensure enforcement.
tf /rite Industries 11/01/11 Rsd Sec. 1.10
e
All Branch and Divisional personnel are required under this policy to carry out the intentions and
responsibilities of Management as defined herein. Accountability for compliance with this policy rests with
the General /Branch Manager and the Health, Safety and Risk Manager. These responsibilities
encompass:
o Compliance with all safety rules and regulations governing our industry
o Manage subordinates to ensure that all company safety programs and procedures are followed
• Report all incidents of work related injury and property damage
• Maintain safe and healthful work conditions
• Establish, maintain, and attend meetings of the Safety Committee
Further, under this policy the General/Branch Manager has the authority to:
o Administer discipline for safety infractions
o Control and direct personnel utilizing their facility
a Delegate safety responsibilities to supervisors
While the General /Branch Manager may delegate his authority under this policy, delegated authority does
not limit or eliminate accountability of the General /Branch Manager for any acts or events that may be in
violation of policy.
STATEMENT OF PROCEDURE
At a minimum, each branch within Waste Industries will have the safety program elements as defined
under the following section "Safety Program Minimum Standards ". It is responsibility of each
General /Branch Manager to specify in written form their method of compliance and applicability of the
following elements. Otherwise, the company Safety Program should be adapted at the branch level in
total. Additional elements may be required based on actual exposures.
Each branch must demonstrate the availability of an updated a safety compliance program that contains
the following elements:
4 Safety Statement
A clear, written statement from the General/Branch Manager expressing the branch's attitude
toward safety should be on file. Communication of this statement should be given to all
subordinates, which serves to establish the standard of expected performance for all employees.
Basic elements in this statement are (1) Management's position with regard to safety; (2)
Assignment of responsibilities; (3) Objectives of the safety program and (4) A brief description of
the safety activities. A branch specific statement shall be posted and receive widespread publicity
within the branch. SPPM Sections 1.00 and 1.20 shall be used if a branch statement is not made.
Management of Safety Programs
Management of safety must include all levels of employment and their active participation in the
program is absolutely necessary. The safety program must be organized and must maintain an
active safety committee designed to accomplish documented goals.
4 Assignment of Staff Function to Safety Personnel
Each branch shall designate one person in the organization to take full responsibility for the day -
to -day administration of the safety program. The General /Branch Manager shall and will maintain
accountability for the program regardless of the designation.
11vaste industries 11,10 1/11 Rsd Sec. 1.10
♦ Hazard Control
Maintaining a safe working environment is the primary requirement in the development of an
accident prevention program. All new processes or equipment shall be reviewed and approved in
advanced by Health, Safety and Risk Management or trained safety personnel.
Provisions shall be made for completing a hazard assessment and furnishing all necessary
personal protective equipment to employees at those branches, where the determination has
been made that potential eye, noise, hand, foot or respiratory exposures exist. Whenever personal
protective equipment is provided, branch management will ensure that the equipment is properly
used.
♦ Safety Education and Safety Training
Safety education and training are fundamental parts of our safety culture and is required for all
employees.
Supervisory Training - The safety training of supervisors should be annually and is three-fold.
• To outline the policy regarding safety
• To present accident prevention fundamentals to supervisors
• To outline methods for applying these fundamentals in the operation of the safety program
The Employee Training and Education - An effective program will include an orientation to the
company by the safety coordinator or immediate supervisor and should be undertaken at the time
of employment. It should include the following with respect to safety on the job:
o The company philosophy
o Safety requirements which are a condition of employment
o The employee's safety responsibilities
o Safety rules and regulations
o The reporting all injuries to supervisors and the availability of first aid medical services
o Reporting unsafe conditions and practices to supervisors
o Annually required training (OSHA); (HazCom, Forklift, LOTO, Blood borne, etc)
These initial activities are to be supplemented in written form. Areas covered at these meetings
include follow -up instructions and additional safety training. Emphasis should be placed on the
quality and impact of these meetings with the frequency being a minimum of once monthly.
0 General Safety Rules
There are a large variety of methods to increase awareness. Each General /Branch Manager shall
ensure these elements are available and receive widespread publicity. There must be an
emphasis on the impact of these activities.
o Safety bulletins and poster boards
o Safety record or score boards by department and/or location
• Safety meeting materials such as films, slides, booklets, graphs, and flip charts
• Safety banners
• Safety signs
• Safety incentive programs
Iflasie Industries 7!10%111 lcsd Sec. 1.94
30
31
Safety Regulations and Rules
Branch specific safety rules should be established and prepared in typed or printed form for
distribution to supervision and employees. Company rules and regulations can be used in total to
satisfy this requirement. Also, procedures should be established for the safe operation and
handling of specific equipment, process jobs, or machines, such as balers, welders, jacks, lifts,
steam jenny, presses, tire machines, compactors, etc..
0 General Inspections
The achievement of safe working conditions requires the elimination of both unsafe physical
conditions and unsafe practices. A good inspection should include following:
• Regular inspection by supervisors of areas for which they are responsible
• Periodic and regular unannounced inspections by the General /Branch Manager
• Assignment of specific responsibility for the maintenance of good working conditions
• Preventative Maintenance - All branches will have periodic inspections. The frequency of
these inspections will be once per month at a minimum. Each branch shall use the company
developed checklist or one containing all those items at a minimum.
o Safety Lanes —All branches utilizing Commercial motor vehicles (CMV) will establish and
maintain a vehicle safety inspection process, to occur at the end of a vehicles shift, where the
driver and maintenance personnel communicate directly regarding vehicle condition and
performance. This action does not eliminate the daily post -trip required by federal law.
Accident Investigations
An accident investigation has two immediate purposes; (1) to get all of the relevant facts, and (2)
to develop recommendations to prevent a repeat. Use established procedures for accident
investigations, time limits for reports, and means for implementing recommendations to prevent
reoccurrence. At a minimum, each investigation should include:
• Separate Driver /Operator and Passenger statements and a written description of accident.
• Vehicle and operator /driver information for all involved parties including witness statements
• Accident diagram including vehicle direction, traffic controls and other pertinent information
• Be specific regarding the accident location, weather conditions and road surfaces
• Communication to Health, Safety and Risk Management within required time frames
Refer to Section 2,60, "Accident Reporting and Investigations ", for complete details regarding all
procedures associated with accident investigations and/or reporting.
0 Maintenance of Accident Records and Statistics
An accident register (list) and all backup documents such as comprehensive accident reports
must be kept by each branch for a minimum of one year (Branch Compliance Folder in WISER),
to analyze past experience, meet legal requirements, and guide future planning.
Pli'avie industria.s i 1!01/11 Rsd ssc. - .
r
0 Specific Company Required Programs
All branches are required to maintain the following programs according to company standards.
• DOT Compliance
• General Hiring Procedures
• Drug and Alcohol Testing Requirements
o Hazard Communications
o Emergency and Evacuation Procedures
o LockouVTag out Procedures
♦ Safety Program Evaluation and Audit
Provisions should be made for periodic evaluation of the accident prevention program. This can
best be accomplished by the Safety Committee on the basis of results, observations, reduction in
workman's compensation losses, comparison of the experience, etc, periodic audits will also be
made by the Health, Safety and Risk Manager, consistent with company policy and objectives.
POLICY VARIANCE
Any variance from the provisions of this policy must have the prior written approval of the Vice President of
Operations and the Health, Safety and Risk Manager.
0Vaste Indus €ries 11,101/11 Rsd
Sec. 1,10
32
33
Section 1.20 RULES AND REGULATIONS
PURPOSE
It is essential that the performance of work related activities be consistent and maintains minimum
acceptable standards. Rules and regulations relay these standards to the work force. The rules also help:
• To improve the safety, health and security of employees.
• To attain greater efficiency in operational activities.
Each branch is to have readily available as reference, General Industry Safety & Health Standards, 29
CFR 1910 (OSHA standards), and the Federal Motor Carriers Safety Regulations. This is obtainable from
your local OSHA office, DOT or in electronic format (internet websites).
Each employee shall be given a copy of the following rules and regulations, to review, and sign off
acknowledging their understanding and consent to obey before being permitted to work. This form shall
be maintained in the employee's personnel file and a copy shall be given to the employee upon request.
These rules shall be reviewed annually to ensure continued understanding and compliance.
BASIC SAFETY
Employee Responsibilities
• Employees are required to be familiar with these safety regulations and conduct themselves in
accordance with the company's safety policies.
• Supervisors are required to enforce these safety regulations at all times. All safety infractions and
resulting disciplinary actions shall be effectively documented.
• All employees are expected to report unsafe conditions or acts to management, immediately.
• The use, possession or consumption of intoxicating liquor, illegal narcotics or drugs; or weapons; on
company property or a job site; while working, during shift breaks, lunch breaks; and/or reporting for
work unit for duty, is strictly prohibited, and shall be cause for immediate discharge.
• Horseplay, practical jokes, scuffling, wrestling, fighting and the like are prohibited.
• Proper operating procedures shall be followed at all times.
• At no time shall any employee be permitted to work without a shirt or proper attire as judged by
management or policy standards (refer to Section 3.60 PPE, Appendixes B and C).
PERSONAL PROTECTIVE EQUIPMENT
• Protective head, eye, face, and ear equipment shall be required where there is a reasonable
probability of injury and in accordance with the Hazard Assessment (branch specific) for Personal
Protective Equipment (Section 3.60). PPE, when required must be immediately available to
employees in the vehicle or on their person.
• Eye protection of approved design and quality must be available and worn by those working at or
near grinding, chipping, cleaning with compressed air, steam cleaning, loading, unloading or any
other operation or condition involving dust, particulates or radiant light which could possibly cause
danger to the eyes. Examples of required use include packing (hopper), using tarp straps and outside
the vehicle at disposal sites.
• Effective ear protection shall be worn when occupational noise exposure is verified above the action
level (85 dBa, eight hour time weighted average) and may cause significant loss.
� irk'�s'e tr��u� €rtes U3/3 ?f1 �
34
Respiratory Protection (Corporate Determination and Approval Required)
o In any situation where air may be contaminated with harmful dust, fog, smoke, etc., over exposure
must first be reduced through engineering controls. When engineering controls are not feasible,
appropriate respirators or nuisance mask shall be obtained and used.
When respirators are required, standard procedure shall include the following:
• Wearers must not have facial hair or beards that interfere with the seal.
• Wearers shall be examined to determine their physical capacity.
• Wearers shall be fit tested before initial use and every six months thereafter.
• Training shall include the selection, use and maintenance of the respirator.
Protective Clothing
• All employees working outside of their vehicles, on routes and in uncontrolled or high traffic areas
such as public roads, transfer station floors or at the landfill working face, must wear fluorescent type
uniforms, safety vests or similar striping on outermost garments, which must be visible at all times.
Standard PPE Class 2, lime yellow garments with adequate reflectivity is required.
• Loose fitting clothes, jewelry and long hair can be a safety hazard and shall be confined, i.e., rolled
up, pulled up, etc. Shirt cuffs must be buttoned or tightly rolled up.
• Company approved protective gloves must be worn by employees when handling materials which
may cause injury to the hands or €rritation to the skin.
• Six -inch high leather boots with non -slip soles, puncture resistance and toe protection, are required
for drivers, maintenance, disposal personnel or any employee exposed to foot rollover or puncture
potential. Puncture resistance will be waived for all other employees when determined by hazard
assessment.
FIRE SAFETY
Portable Fire Extinguishes
• Portable multi - purpose (ABC Class) fire extinguishers shall be provided at each location and on all
collection/support vehicles as required by company and DOT standards.
• Fire extinguishers are to be given an annual maintenance check by a qualified servicing company.
Each unit should bear a tag showing the last date of servicing.
• Visual inspections should be conducted and documented on a monthly basis to ensure units are
charged, undamaged, unobstructed and located in their designated space.
• All personnel are required to know fire extinguisher locations and to be trained annually in the proper
selection, maintenance and use of such equipment. Drivers will only engage incipient fires in a stage
that is clearly preventative otherwise; employees will immediately evacuate areas where fire has
surpassed the incipient (small) stage.
• Supervisors shall make employees aware of the shortest and safest evacuation route as a part of the
annual emergency evacuation training. Exits and their access or egress points shall be fully
accessible, clearly marked and lighted.
N4`-:s e irrduz. ries OV31/19 Sac. i.2€t
C
35
SHOP OPERATIONS
Out Of Service Procedures
o Before moving trucks and equipment or placing them back in service, vehicles must be released by
maintenance and employees are required to walk completely around the vehicle to be sure no one is
working on or under it before it can be moved.
• Approved lockout devices, signs, and/or tags shall be used to define and restrict specific and potential
hazards during maintenance operations.
• All employees are required to read and understand the lockout/tag out policy and procedures.
• Accident Prevention Tags - Temporary means of warning all concerned of hazardous conditions,
defective equipment, etc., shall be used.
• The tags shall not be considered a complete warning method, but should be used until a positive
means can be employed to eliminate the potential hazard (lock).
• Mechanics performing maintenance on vehicles shall remove /retain the key and secure the vehicle
with lockout devices if available. If none are available, tags should be utilized along with
disconnecting power and blocking /chocking all energy sources until the work is completed.
Maintenance Procedures
o The operation, repair and maintenance of company vehicles and equipment shall be performed only
by properly trained, appropriately licensed and authorized personnel.
o Personal vehicles shall not be parked or located in the shop or within the operations fenced area.
o When using chains or cable slings, keep them free from kinks and twists. If frayed or broken, such
items should be taken out of service immediately.
o When using hoists or cranes, PUSH the load instead of pulling it.
a Never attempt to manually lift heavy items alone.
0 Employees will not work under or around raised vehicles or vehicles portions such as hoist, tailgate,
etc., except in maintenance situations when vehicles are locked out with mechanical supports.
o All cylinders will be properly stored, secured in an upright position and equipped with valve caps
(hand tight); oxygen and fuel gases (acetylene), will be separated by 20 ft. or a five foot high barrier
with a'/ hour burn time.
Spray Painting Operations (When Appropriate Spray Paint Booth is Available)
• Refer to company standards on respirator use when applicable. Users must be clean shaven.
• Ensure an adequate ventilation system is operating properly.
o Areas for painting shall be kept clean; floors covered or occasionally scraped of excess paint.
o Unapproved electrical devices are prohibited in the paint shop.
Water based enamels shall be used when feasible. The use of Imron, Urethane or other type paints
which contain hardeners must be reviewed by the Health, safety and Risk Manager or Fleet Manager
prior to initial use.
M4 as`e Ind-usfries 03/3111/ Sep. 1.210
36
COMPANY VEHICLES
Pre and Post Trip
o Before entering a vehicle, a driver is required to walk completely around it to determine there are no
hazards and that the vehicle appears to be in safe operating condition.
o Routine daily inspections of all vehicles are required using company pre and post -trip inspection
forms and established procedure. Safety Lanes (Driver /maintenance inspections) will be established
and operating at the end of each daily route or assignment.
o Cabs and operating areas shall be kept clean and uncluttered. Vehicles noted on the Vehicle
Condition Report (VCR) as unsafe to operate shall not be driven until fully repaired, and released by
maintenance.
o Daily tire checks for proper air pressure and general condition, prevent tire damage, blowouts or flats.
o Service and route foreman's vehicles shall be included in pre -trip /post -trip inspections, contain the
same required emergency equipment as the commercial trucks, and operators shall be educated as to
their use.
o All company vehicles equipped with battery disconnect switches on the negative lead, shall be switched
"off" when the vehicle or equipment is shutdown.
o All collection, transfer, service and mobile equipment will be equipped with backup warning devices,
which will be inspected prior to operation, daily. Vehicles or equipment without properly operating
warning devices will be placed out of service until repaired.
o Rear vision cameras shall be inspected daily and will be maintained in proper working order, otherwise,
the vehicle will be placed out of service until repaired or equally safe measures are in place. ,-
Vehicle Operation,
• Company vehicles shall be operated only by authorized personnel.
• Non -Waste Industries employees including friends or family members, and off duty employees are
prohibited from riding in company vehicles during scheduled work activities except with prior
management approval.
• All employees operating company vehicles will be familiar with and observe state and local traffic laws.
• Speed limits must be observed on public or private streets and company property.
• Seat belts must be provided in company vehicles and used by all occupants when operating, except
when in collection mode and traveling short segments (less than 2\10'h) or under 20 mph.
• Tire Safety
• Minimum treads depth of 4132 inches on the steer axle and 2132 inches on the driveltag axle.
• At no time will recapped tires be placed in the steering axle position.
• Tire sizes and load ratings must be properly matched on the same axle.
• Tire load ranges may not be exceeded.
Tube type tires are prohibited on steer axles.
Refer to the Maintenance Policy and Standards Manual for additional information on tire safety,
approved vendors, brand names and specifications.
ir's tnuNOriea �}313'r; i i Sec_ 9.23
37
o Each truck shall be equipped with emergency triangles (properly secured during transit); spill kits and
two ten pound (one twenty in limited situations) fire extinguishers, No exceptions to this requirement.
o Should it become necessary to stop or park a vehicle along a highway in an emergency, employees
shall position all four wheels off the traveled portion of the highway, turn four -way flashers on, and if
parked for more than 10 minutes, set safety reflecting emergency triangles in place. In such instances,
employees should exercise proper care for their safety and well- being, while outside the vehicle.
o The proper placements of emergency triangles are as follows,
One direction traffic flow:
#1 10 feet behind truck
#2 100 feet behind truck
#3 200 -500 feet behind truck (dependant on terrain)
Two -way direction traffic flow:
#1 10 feet behind truck
#2 100 feet behind truck
#3 100 -500 feet in front of truck (dependant on terrain)
The key to situating these triangles is to allow advance warning to oncoming traffic.
o Commercial vehicles, when in operation, shall have driving lights turned on.
Driver /Helper Operations
• Only 6" steel toed, puncture resistant, tie up type boots shall be worn. These are required for
employees exposed to rollover or penetration hazards, particularly in landfill or disposal applications.
• Ride only in cab or on platforms intended for that purpose, using hand holds for balance.
• Don't use riding platform when traveling over 10 mph. or more than 2110th of a mile uninterrupted.
• When attempting to step on /off a riding step, the truck shall come to a complete stop.
• Never attempt to mount or ride on the front steps of a collection vehicle, traveling forward or reverse
• When using the rear step, hand holds must be provided and used; never loop arms through holds
• Never occupy the rear riding platform while vehicle is backing up.
o Backing
• Ensure surrounding area is clear before backing up.
• Helper must be out and to the rear truck side that presents the best view, while in clear sight of the
driver at all times. If the helper cannot be visually located, do not move vehicle.
• No one should be riding on any steps or platforms when backing.
• Backup alarm, lights and beacons (if applicable) must be working properly.
• Move slowly, in increments.
• Do not travel in reverse more than is actually necessary.
• Back -up sensor or cameras must be operative if equipped.
o Vehicles should not be used to push another vehicle. Drivers will not allow vehicles to be pushed by
heavy equipment, for any reason.
o Do not enter truck body until push -out plate clamp is released, power take -off ( "PTO ") is disengaged,
ignition key removed and in your possession, disconnect switch is in the off position and the steering
wheel is properly tagged.
K/ Is €a Industrrys 031,%1111 Sec. 1.20
C
W
• Exit vehicle using the proper foot supports and hand holds. Vehicle fixtures not intended for foot
supports or hand holds should not be used for this purpose.
• Avoid contact with hydraulic fluid, and associated lines and cylinders.
• Follow established rules on collecting trash and work one side of the street at a time.
• Lift properly using legs as support. Never attempt to lift a heavy item alone.
• Heed overhead clearance limitations. All stops that have overhead hazards shall be:
• Labeled with a sticker that denotes overhead hazard
• Typed into the route sheets program under "driver's notes" listing the precaution
• Never position any part of the body beneath or between an unsecured raised: body, tailgate or
container.
Hot Load Procedures En route
• Where applicable, the truck's compactor blade shall be cycled in order to compact the trash as tight as
possible to minimize the amount of oxygen available to fuel the fire.
• The driver should radio the dispatcher immediately and identify the status of the fire and the exact
location of the vehicle. Dispatcher will relay all pertinent information to the local fire department and
any available Waste Industries employees in the immediate area shall provide assistance.
• The driver should be directed to dump the load in the nearest clear area. This could mean the side of
the road, parking lot, or side street but as clear of sewers or waterways as possible. Consideration must
be given to the damage or environmental impact that may occur to the surrounding area.
• After the load is dumped, move vehicle away from dumping area. Shut engine down and turn master
disconnect switch to the OFF position. Employees will not engage in fighting load fires.
• At all times a driver must obey all traffic regulations, including speed limits.
• Cleanup should commence as soon as practical and safe.
Procedures for Preventing Vehicle Rollovers
• Company vehicles will be operated at 90 mph slower than the posted speed prior to entering any curve
or exit/entrance ramp. Further speed reductions may be necessary due to load, surface or weather.
• Before pulling off the road for any reason, the driver must be certain that the shoulder of the road is
both level and firm enough to do so safely. Standard collection is from the traveled portion of the road.
• The driver shall not drive the vehicle onto any surface that he or she believes is unstable. Contact your
immediate supervisor if necessary.
• The driver will inspect all springs and suspension components as part of their daily pre /post trip
inspections and report defects immediately.
• Prior to transporting a loaded roll -off container, the driver must inspect the container for proper loading
(balanced or even). The driver is directly responsible for proper load securement.
I f?sfc f�s�"r�s:ri�rs �33I3�ff 7 Sew. 7.2�
39
o In an emergency situation, the driver shall weigh the risks of running off the road to avoid a collision vs.
staying on. Refrain from turning into oncoming traffic and make every attempt to maintain your lane.
DRIVER LANDFILL SAFETY
General Rules
• Employees shall abide by all landfill safety policies and rules which apply to visitors.
• Employees shall observe extra safety precautions during wet, icy, dusty, or other inclement weather.
• Personal protective equipment shall be available and used by employees as needed.
• Reflective or High Visibility clothing, fluorescent - colored vests or stripping are required in any
landfill or transfer station environment.
• High - topped steel toed, heavy -duty footwear
• Hearing protection where and when required.
• Safety glasses must be WORN when outside the cab in a landfill or transfer station environment.
• Dust (nuisance) masks upon request
• Scavenging refuse is dangerous (roll over potential), violates company policy and is strictly prohibited.
• Smoking is prohibited on or in the immediate vicinity of the face and as otherwise posted.
Unloading Procedures
• Opening /closing tailgates, container doors or turnbuckles will be performed as far away from the
immediate face as feasible.
• Drivers should avoid soft ground or muddy areas whenever possible.
• Avoid backing or driving over objects which damage tires or wrap around drive lines.
• Exercise caution when backing. Backup warning devices must be in good working order.
• Never move your vehicle /equipment if visibility is restricted in any way. Be sure windows are clean and
provide a full view of the fill, trucks, spotters, and anything else going on at the face.
• When positioning at the face for unloading, attempt to establish maximum spacing between other
vehicles (adequate room for doors to open or approximately eight (8) to ten (1 D) feet).
• Employees shall notjump from cabs of trucks.
• Drivers will be out of vehicles only when necessary.
• When on the ground, the driver will stay near the vehicle at all times and once backed into the face will
never cross the rear of the vehicle.
• Avoid walking beyond the rear tandem or more than 5 feet from side of your truck (in dumping position).
• Pull forward at least one truck length away from dump area before doing routine clean -up of tailgates
• Pull away from tipping face and shut down engine (key in pocket) prior to cleaning behind the blade or
in the back of the truck or container. Review lockout/tag out procedures prior to performing this job.
• Drivers are responsible for actively reporting all unsafe conditions or hazards to their immediate
supervisor, on a daily basis or as the situation dictates.
14!2ste Industries 03431111 Sec. 9.20
W
TRANSFER STATIONS
The following materials are prohibited:
Hazardous waste, chemicals, liquids, acids, sealed drums, corrosives, radiological or medical waste and
explosives.
DRIVER RULES:
- Do not enter the building until directed by the attendant.
- Wear all required PPE such as hard hats, work boots and safety glasses
- Unload only in the designated area.
- Remain with your vehicle at all times.
- No smoking or heat source of any kind on tipping floor.
- No scavenging or picking through discarded waste.
- Stay clear of open pits.
Unauthorized individuals should not be within 6 feet of the open pit
SUPERVISOR/MANAGER: Visit ALL Landfills or Transfer Stations your drivers use to identify Hazard
Assessment changes and to verify compliance with Safety Rules by Drivers. Document visit in personal
Journal or if necessary a formal report. Communicate Hazard Assessment changes to all personnel within 5
days.
Was—tw fndustrias Sec. 9.20
EMPLOYEE CONSENT OF UNDERSTANDING
have a complete
(Print Name)
understanding of the company safety rules and regulations. I
understand the penalties and discipline which may be administered
upon violation of these safety rules and regulations.
Date 1 1.
Employee Signature
Date 1 1
Supervisor
�fFf�SEL° fSi:3 Liu GCI�S ty J.f��FIF F SGC. 'r .'�V
41
42
Section 2,10 HIRING GUIDELINES (SAFETY /DOT)
PURPOSE
Proper applicant screening is a vital step in the selection process of any employee. This is especially true
for fleet operations where driver and equipment operator selection is the cornerstone of loss control.
APPLICATION
The following guidelines are intended to provide minimum acceptable standards for the hiring of
employees operating in safety sensitive positions. Safety sensitive activities, for the purpose of this
procedure, are job functions associated with the operation of a commercial motor vehicle, heavy
equipment and /or where historically the company has experienced a higher number of losses from
workers compensation claims or accidents. These procedures in no way supersede or negate any
established personnel hiring procedures.
ALL PROSPECTIVE EMPLOYEES
All prospective employees in safety sensitive positions will be processed using the following tools:
Application and Employment Eligibility Verification (Form l•9)
o Each applicant will complete and sign a company approved employment application prior to hire
o The Eligibility Verification (Form 1-9) will be completed within three days of employment
Authorization & Release
Each applicant's signature should be obtained on a standard authorization and release form:
• Enables the necessary background investigation, records review and alcohol /drug history review
• Permits updating for required information, as necessary
Interview
The interviewer should attempt to ascertain employment experience, knowledge of DOT regulations and
traffic laws (driver applicants), and opinions regarding past employment and safety experience. Specific
information will be noted and later reviewed and investigated to detect discrepancies or falsification.
Pre - Placement, Post -Offer Medical Examinations
After a driver is offered employment contingent upon the results of a medical examination, make
arrangements for a physical exam at a designated medical facility. Medical examinations are required by
FMCSR every 24 months. It verifies an individual is DOT qualified as well as capable of meeting the
physical demands associated with the essential job functions. In order to properly make that
determination, the medical facility must be acquainted with DOT medical qualifications and /or be provided
with the appropriate regulations and an accurate job description.
NOTE: DOT requires verification that a driver has a current medical card. Wl considers current to
be within the past six months and driver must possess a copy of the physical examination (long
form not card). Otherwise, the driver must be re- examined.
Waste Industries 08130109 Sec. 2.90
43
POTENTIAL DRIVERSIOPERATORS
The section includes all information necessary to meet the U.S. Department of Transportation (DOT)
requirements for employment as a driver. The term driver is used to include any person driving; a vehicle
with the gross weight exceeding 10.001 Pounds; any company insured vehicle, and any employee who
drives as a requirement of their job. Designated maintenance personnel assigned to duties such as road
test (troubleshooting) and road calls must possess a CDL prior to operating a company vehicle on the
public highway and within six months of employment. The "basic" hiring requirements previously
mentioned are also prerequisites for driver positions and will be a part of the Driver Qualification File,
Standard Driver files are available through the Waste Industries website. Driver Qualification Files must be
organized and maintained at the branch for as long as p of all CDL holders until 3 years after,
For the purpose of consistency in hiring, equipment operators will undergo the same process with the
exception of a DOT physical and driver qualification files. Although not required for equipment operators,
the Record of Violations is considered a verification of the last twelve months of operating experience and
is a simple method of cross - referencing MVR's.
Employees hired to drive company commercial motor vehicles must be a minimum 21 years of age.
Current non - driving employees will not be promoted to a driving position until they meet this age criterion.
Physical Examinations
Each driver shall be examined to meet the criteria listed by the DOT
o The DOT physical examination form and the medical examiners certificate card shall be given to the
driver to be presented to the physician at the time of the examination.
• The physician will complete the DOT form and medical card and return it to Waste Industries. Should
the driver fail the examination, the physician will retain the test information and provide the results via
telephone to the branch. C
• The completed physician examination form shall be retained in the drivers file and the driver shall
carry the medical examiner's certificate card at all times while driving.
Inquiry to Past Employers
Each employer that the driver was employed with or contracted to drive for within the past 10 years shall
be listed on the application. All employers within the past three years shall be contacted either by phone or
in writing. Each inquiry sent by mail shall be copied and filed. Telephone interviews shall be appropriately
documented.
Violation and Record Review
Each potential driver will complete this form identifying convictions within the past 12 months occurring in
any type of vehicle or motorcycle. (Parking tickets do not apply.)
Motor Vehicle Report (MVR)
MVR's are obtained before an individual is offered employment in any driving capacity. (This includes
equipment operators and maintenance personnel). MVR's will ensure that the potential employee's license
is valid with the proper license class when applicable. Refer to the procedures on "Motor Vehicle Reports"
and "Department Of Transportation Compliance" within this manual for a more detailed explanation on
federal requirements.
Waste Industries 08130109 Sec. 2.90
..
Record of Road Test and Certification of Road Test
Each driver applicant should undergo a thorough road test as part of the selection process. The purpose
is to check the understanding of proper operating procedures for the type of vehicle to be assigned and
shall be typical of the anticipated routes and operating environment.
ESTABLISH AND MAINTAIN FILES
Each personnel file must include the following completed documents as requested from the various
departments.
Personnel file required forms
o Application
o Employment Eligibility Verification (Form 1-9)
o Other required forms (tax, enrollment, release...)
Driver Qualification File Required Forms (in addition to Application)
• DOT Physical Examination Form
• Inquiry of past employers
• Violation and Record Review
• Record of Road Test
• Certification of Road Test
• Notice to Drivers and Certificate of Compliance
• Controlled Substance Test Results (Chain of Custody)
• Notice of Disqualification
• Annual Review of Driving Record
• Pre - placement Urinalysis Notification (release)
• Copy of Drivers License
• MVR (current)
Safety Required Information
• Results of pre - placement physical examination (DOT file only)
• Commendations and written warning letters (safety related)
• Copies of accident report
• Copies of workers compensation claims and any additional claim information
• Acknowledgment of training received
• Acknowledgment of safety rules received
• Attendance of safety meetings
45
Section 2.20 SAFETY TRAINING
10051
PURPOSE
An effective accident prevention program is based on proper job performance. When trained properly,
employees are more likely to perform safely. All employees are to be trained initially and periodically.
The following situations illustrate key training opportunities:
o New hire orientation or safety overview prior to assigned duties;
o Prior to transfer or assignment to a new job;
o Employees observed performing unsafe acts or following an accident or injury
APPLICATION
Training is required and mandated by the Occupational Safety and Health Administration to ensure that
all employees are informed about recognized and potential work place hazards. It is the responsibility of
the Home Office to ensure overall program consistency and accuracy through monitoring and the periodic
distribution of pertinent information.
The General or Branch Manage is responsible for providing proper training for all employees under their
direct supervision. The manager may delegate this responsibility to a subordinate. When doing so, the
manager will retain the accountability for ensuring that training is carried out properly and meets or
exceeds minimum requirements. The Manager must take extra precautions to ensure that training is
effective and consistent.
TRAINING NEW EMPLOYEES
New Hire Orientation
All new employees shall complete new hire orientation and safety training including the following materials:
• Branch Safety Goals
• Home Office and Branch Safety Policies
• Rules and Regulations
• Responsibilities for Safety
Proper Job Instruction
Proper job training is best accomplished through a formal written process tailored to the specific job, with
key points and milestones. Special attention should be given to job instruction, using four (4) basic steps:
o Prepare The Employee.
- Put employees at ease.
- Find out what they already know about the job. What misconceptions they may have.
- Get the employee interested. Explain the importance of the job and of safety.
o Present The Operation.
Explain and illustrate the operation. Ask questions for feedback - be patient.
Stress key points through the demonstration of proper procedures.
Explain clearly and completely one point at a time.
o Performance Tryout.
- Test employees by having them perform the job.
- Have employee explain key points.
Ask questions and correct errors.
Supervise the performance of duties and provide coaching.
o Follow -up.
- Put employees on their own
- Tell employees who to go to for help.
- Check frequently - Encourage questions.
-- Slowly taper off coaching and begin normal supervision.
.R
NOTE. Overall, the immediate supervisor could best ensure consistent and proper training.
Fallow -up to Instruction
Follow -up instruction should be conducted within the 30, 60 and 90 day time periods, after the initial job
training. This follow -up provides an opportunity to assess the overall performance of the employee.
Based on evaluation, it will usually be found that one of the following situations exists:
• The employee is performing safely and efficiently and needs little further instruction.
• The employee is not performing satisfactorily, however, it appears additional training and
reinforcement will be sufficient.
The employee's performance is unsatisfactory to the degree that they should be dismissed. This
option must be examined thoroughly and well documented.
Appropriate action should be taken based on the evaluation. Additional follow -up is left to the discretion of
the supervisor.
HOW TO TRAIN EXISTING EMPLOYEES
Employees Reassigned To a New Job
Whenever existing employees are transferred to a new job, they should be given proper formal job
instructions as outlined above.
Other Employees
All employees should be given a periodic retraining, particularly when it is observed that they are working
in an unsafe manner. OSHA required safety training should be given annually, thereafter, from its initial
date of instruction.
On The .lob Training
The value of working with a designated, experienced person(s) to observe and reinforce the proper
techniques is clear. The person to whom a trainee is assigned should be one who knows the job
thoroughly, is a safe operator, and has the ability and willingness to train. This individual may not
necessarily be the best or most productive employee.
DOCUMENTATION OF TRAINING
Each time an employee receives a training session; their attendance should be documented by the
person conducting the training session and signed by the employee. Any additional information i.e., tests,
videos, certificates, should be filed. The documentation and filing of training is mandatory. Without
documentation, training may not be properly verified.
Training which involved the use of performance -based standards such as equipment operation (front
loader, rear loader, recycling truck, van, etc.) should highlight hours of operation as we[[ as instruction.
The qualifications of the trainers should be on file and must be greater in overall knowledge than those
being instructed. Driver qualification forms are to be placed in the DOT files.
Sc:. 2.20
CYA
WASTE INDUSTRIES
NEW EMPLOYEE ORIENTATION AND TRAINING PROCEDURE
Establish minimum orientation and training requirements for a new employee.
HELPER/LABORERIMAINTENANCE
Complete all required paperwork (1 -9, DQF, etc.) Initial & Dafe
• Discussed job responsibilities i
• Discussion of Customer Service Requirements
o Review the following safety policies and procedures:
- Benefits
- Family Leave Act i
- Uniforms and Dress Code
- Sexual Harassment
- Work Rules
- Accidernttinjury Reporting
- Branch Specific Safety/ Employee Rules
- Safety Committee /Accident Review Board Procedures
- Safety Meeting Attendance
- Safety Incentives and Award Programs
- Discipline Policy
- Drug /Alcohol Policy
- Miscellaneous
• Tour of the Facility
• Basic operational procedures, i.e. backing, riding steps, traffic j
• Hazard Communication - Right to Know Training
• Emergency Response /Fire Extinguisher Training
• Personal Protective Equipment - training and issuance
• Blood borne Pathogens
• Hearing Conservation (if applicable)
• View applicable "Be Proud, Be Safe" Videos (3)
I have received training in the topics listed above on the dates indicated. 1 have had the opportunity to
ask questions and received answers on the contents of this training presented by the Company. I
understand the training and I have received and agree to abide by the rules and procedures presented.
Employees Name (Print)
Signature Date
MR
RESIDENTIAL OPERATIONS
Driver Training Checklist
Driver:
Date:
PRE -TRIP INSPECTION
YES NO
OPERATIONAL PROCEDURES ? YES
NO
Checked Fire Extinguisher
Uses Emergency Flashers
Properly Loads Hopper
Checked for Fluid Leaks
I !
Checked Oil Level
Properly Places Cans Back
Proper Cycle Of Packer
Looks Away during Cycle
Alert To Pedestrians
Checked Water Level
Checked Windshield Solvent
Checked Air Tank Valves
Checked All Tires
Checked Rear Trunion Pins
LANDFILL PROCEDURES ; YES
NO
Checked Outside Levers
I I I
Adjusts to Landfill Driving Conditions
Obeys Landfill Rules
Understands Use of Power Divider
Uses Proper Backing Procedures
Proper Use of PTOISolenoid Switch
Properly Raise Tailgate
Properly Ejects Trash I j
Properly Cleans Lip
Lowers and Secures Tailgate
Moves Away From Face I
Careful Walking in Landfill
Is Alert to Other Equipment i
Checks Tires and Drive Shag j
Cleans All Lights and Glass if Necessary I
Disengages the PTO i
POST TRIP 1 YES j Np
Careful While Driving into Yard I
Fuels Truck
Checks Oil, Steering Fluid
Checks General Condition (walks around) j
Closes Windows and Gets Truck Washed
Properly Parks Truck j
Turned on Battery Disconnect
Checked Fuel Level
E
Checked Inside Levers
Proper Start -Up (Brakes on)
(
Proper Engine /PTO Warm -Up
Checked All Gauges
I
Turned on Lights
Engaged PTO Properly
!
Checked and Adjusted Mirrors
I
Checked Hydrauli. Fluid
Checked All Lights
Cycle Complete System
E [
Checked All Lines for leaks 1
Cleaned All Glass inside
j I
Disengage PTO
1 j
Power Divider off
j
Checked Hack -Up Alarm I
j
Checked Brakes /Steering
!
Completed Paperwork
Proper Use of Seat Belts I
;
E j
[
Turns off Lights
DRIVING
YES 1 NO
Stores Equipment Overnight 1
1
Goods Use of Clutch, Transmission
1 j
Cleans Cab j
Drains Air Tanks 1
Shuts off Battery Disconnect 1
Completes paperwork 1
1
j
Selects Gears and Shifts Smoothly, I
1
Observes Traffic Laws (
1
Drives According to Existing Traffic
I
Maintains Safe Following Distance
I 1
Brakes Early and Smoothly
1
GENERAL YES
1 NO
Proper Use of Signals
Consistently Alert and Attentive
Keeps Eyes on the Road at All Times 1
Checks Gauges Regularly 1
Aware of and Follows Company Rules
Personal Appearance j
Meets Physical Demands 1
1
I
1
Proper Use of Mirrors
1
Proper Lane Position
1
Anticipates Actions of Others
Adjusts: Highway to Residential
1
Proper Backing
i 1 1
Comments:
EvaluatorrTrainer:
Date:
C
C
Ire,
WASTE INDUSTRIES
NEW EMPLOYEE ORIENTATION AND TRAINING PROCEDURE
Establish minimum orientation and training requirements for a new employee.
REAR -END RESIDENTIAL DRIVER - PART 1 �
;
Complete all required paperwork (1 -9, DQF, etc.) Initial & Date
o
Discussed job responsibilities
o
Discussion of Customer Service Requirements
o
Review the following safety policies and procedures:
- Benefits
- Family Leave Act
- Uniforms and Dress Code
- Sexual Harassment
- Work Rules I I
- Accident/injury Reporting i
- Branch Specific Safety/ Employee Rules i
- Safety Committee /Accident Review Board Procedures j I
- Safety Meeting Attendance i I
- Safety Incentives and Award Programs j
- Discipline Policy
- Drug /Alcohol Policy
j
- Miscellaneous
o
Tour of the Facility
i
o
Hazard Communication - Right to Know Training
j
o
Emergency Response /Fire Extinguisher Training
o
Personal Protective Equipment - training and issuance j
o
Blood borne Pathogens
i
o
Hearing Conservation (if applicable)
( i
o
Fire Extinguisher Training and Hot Load Procedures
o
i
Lockout/Tag out Training
o
Confined Space Program (policy)
o
View applicable "Be Proud, Be Safe" Videos (3)
i
o
Back Safety - video and/or discussion
o
Truck/Equipment Familiarization - O.J.T. see attached checklist
o
Avoiding Rear -end Collisions- video/discussion
a
Proper Backing Procedures --discussion: Hands on training
o
Safety - Rear -end Residential: video/discussion
Comments:
50
REAR -END RESIDENTIAL DRIVER - PART 2 Initial & Date
• Controlling Front Tire Blow Outs
• Proper completion of paperwork (VCR's, route sheets, time cards) '
• Road Observations on a Route
• Orientation of Local Landfill, Transfer Station, etc.
• Put employee on truck with crew an extra person collecting and dumping cans
• Have the new employee cover all aspects of the operation including disposal
• Evaluate through feedback from other driver, helpers and observations daily
• Review all paperwork to ensure the new employee is filling it out correctly
• Complete a Driver Training Checklist, for Rear -end drivers by 10th day
• Assign the employee to a specific route with regular helper i
• Complete at least one Observation Report per week, for first three weeks
'
k
Meet with the employee each day; document and discuss any issues or concerns.
3
o Perform a 30 day evaluation with the new employee - ready to solo €
REAR -END RESIDENTIAL DRIVER - PART 3 € initial & Date
• Assess the employees performance weekly; document and discuss any issues i [
• Meet with the employee on the 61 st day; document any issues or concerns.
l
• Conduct a final evaluation on the 82nd day using performance appraisal forms. i
it [
i
E
i
I have received training in the topics listed above on the dates indicated. 1 have had the opportunity to ask
questions and received answers on the contents of this training presented by the Company. I understand
the training and I have received and agree to abide by the rules and procedures presented.
Employees Name (Print)
Signature Date
I
C
r;1
WASTE INDUSTRIES
REAR -END LOADER TRUCK FAMILIARIZATION
Establish minimum orientation and training requirements for a new employee.
RESIDENTIAL DRIVER I
Initial &Date
• Proper loading of truck and packing procedures
• Proper dumping of truck
• Seat belt usage
• Use of grab handles and riding steps
• Location of control handles and specific use of each
3
• Proper mount and dismount off truck
;
• Hydraulic tank, pump and shut off locations
''
• Spill kit location
1
• Location of emergency equipment
j I
• Blind spot locations
j
• Proper pre -trip procedures
• Location of pinch points
i €
• Hazards with hydraulics- locations and potential problem areas
I
• PTO operations
I € I
• Responsibility of cleanliness of truck - interior, body, etc.
i
i
• Make sure that they look both ways before stepping out in traffic
• Proper dumping and handling of containers
• Emergency radio procedures and operation
• Instruction, use, and inspection of the cable and hook
• Location and operation of inside cab controls
1. j
• Location of all required documents which are kept in the truck
i
• Start up and shut down procedures
• Turn buckles use - Explanation and inspection
I
• Riding step safely
• Brake check
f
I have received training in the topics listed above on the dates indicated. I have had the opportunity to
ask questions and received answers on the contents of this training presented by the Company. I
understand the training and I have received and agree to abide by the rules and procedures presented.
3
l
I
Employees Name (Print)
I
Signature Date
52
ROLL -OFF COMMERCIAL OPERATIONS
Driver Training Checklist
Driver:
Date:
PRE -TRIP INSPECTION j YES
j NO
OPERATIONAL PROCEDURES
j YES j NO
Checked Fire Extinguisher
Observes Loading Procedures
Checked for Fluid Leaks
I
Proper Use of PTO
j
Checked Oil Level
Proper Parking
Checked Water Level
Uses Emergency Flashers
j
Checked Windshield Solvent
Checked Air Tank Valves
LANDFILL PROCEDURES
( YES
NO
Checked All Tires
Adjusts to Landfill Driving Conditions
Checked Tarps and Straps
Obeys Landfill Rules
I II-
Checked Rear Trunion Pins
Understands Use of Power Divider
Checked Outside Levers
I
Approaches Landfill Properly
Tumed on Battery Disconnect
Uses Proper Backing Procedures
j
Checked Fuel Level
Proper Use of PTO
!
Checked Inside Levers
Properly Open Door(s)
Proper Start Up (Brakes on) i
Properly Unloads Trash
j
Proper Engine /PTO Warm -Up
Properly Cleans Door
{
Checked All Gauges
Lowers and Secures Doors
Turned on Lights j
Moves Away From Face
Engaged PTO Properly i
Lowers Tailgate Box
Checked and Adjusted Mirrors
Careful Walking in Landfill j
Checked Ali Rollers
Is Alert to ether Equipment j
Checked Hydraulic Fluid
Checks Tires and Drive Shaft j
Checked All Lights
Cleans All Lights and Glass if Necessary j
E
I
Cycle Complete System
Disengages the PTO j
[
Checked All Lines for Leaks {
Cleaned All Glass Inside I j
POST TRIP j
YES [ j
NO
Disengage PTO
Careful While Driving into Yard
Power Divider off c
Fuels Truck
Checked Back -Up Alarm ! I
Checks Oil, Steering Fluid
;
Checked Brakes /Steering j j
Checks General Condition (walks around)
i
Completed Paperwork
Closes Windows and Gets Truck Washed
Properly Parks Truck
j
i
Proper Use of Seat Belts
Turns off Lights.
DRIVING j YES j
NO
Stores Equipment Overnight
Goods Use of Clutch, Transmission j j
Cleans Cab
Selects Gears and Shifts Smoothly. I j
Drains Air Tanks
Observes Traffic Laws j
Shuts off Battery Disconnect
( j
Drives According to Existing Traffic j I
Completes Paperwork
Maintains Safe Following Distance I I
Brakes Early and Smoothly j
I
GENERAL
j YES
NO j
Proper Use of Signals [
Consistently Alert and Attentive
Proper Use of Mirrors j j
Keeps Eyes on the Road at All Times
j
Proper Lane Position j [
Checks Gauges Regularly
I
j
Anticipates Actions of Others j j
Aware of and Follows Company Rules
Adjusts: Highway to Slower Conditions j i
Personal Appearance
Proper Backing j j
Meets Physical Demands
j
1
Comments: j
Evaluatorfrrainer:
Date:
r
r;R
WASTE INDUSTRIES
NEW EMPLOYEE ORIENTATION AND TRAINING PROCEDURE
Establish minimum orientation and training requirements for a new employee.
ROLL -OFF DRIVER - PART 9
Complete all required paperwork (1-9, DQF, etc.)
lnWa! & Date
o Discussed job responsibilities
o Discussion of Customer Service Requirements
o Review the following safety policies and procedures:
- Benefits
- Family Leave Act
- Uniforms and Dress Code
- Sexual Harassment
I i
- Work Rules
- Accidentlinjury Reporting
i
- Branch Specific Safety/ Employee Rules
- Safety Committee /Accident Review Board Procedures
- Safety Meeting Attendance
- Safety Incentives and Award Programs
- Discipline Policy
i
- Drug /Alcohol Policy
- Miscellaneous
i
i
o Tour of the Facility
o Substance Abuse Training
o Hazard Communication - Right to Know Training
o Emergency Response /Fire Extinguisher Training
j
o Personal Protective Equipment - training and issuance
o Mood borne Pathogens
o Hearing Conservation (if applicable)
o Fire Extinguisher Training and Hot Load Procedures
o Lockout/Tag out Training
{
o Confined Space Program (policy)
o View applicable "Be Proud, Be Safe" Videos (3)
!
o Back Safety - video and /or discussion
o Truck/Equipment Familiarization - O.J.T. see attached checklist
j
o Avoiding Rear -end Collisions- video /discussion
0 Proper Backing Procedures - discussion: Hands on training
54
ROLL -OFF DRIVER - PART 2
Initial & Date
• Controlling Front Tire Blow Outs
• Proper completion of paperwork (VCR's, route sheets, time cards)
• Road Observations on a Route
• Orientation of Local Landfill, Transfer Station, etc.
• Practice loading and unloading various types of containers in the yard.
• Have the new employee cover all aspects of the operation including disposal
'
• Have the new employee, under supervision, pull containers on a route.
• Review all paperwork to ensure the new employee is filling it out correctly
• Complete a Driver Training Checklist, for Roll -Off drivers
Meet with the employee each day; document and discuss any issues or concerns.
o Perform the final evaluation with the new employee
ROLL -OFF DRIVER - PART 3
Initial & Date
o Assign the employee to a specific route
F i
o Complete at least one Observation Report per week, for first three weeks
i
o Assess the employees performance weekly; document and discuss any issues
I
o Ride with the employee after 30 days, compete a Driver Training
Checklist for Roll -Off drivers and evaluate the employees overall performance.
o Meet with the employee on the 51 st day; document any issues or concerns.
o Conduct a final evaluation on the 82nd day using performance appraisal forms.
}{
i
€ have received training in the topics listed above on the dates indicated. l have had the opportunity to ask
questions and received answers on the contents of this training presented by the Company. I understand
the training and I have received and agree to abide by the rules and procedures presented.
Employees Name (Print)
Signature Date
55
WASTE INDUSTRIES
ROLL -OFF TRUCK FAMILIARIZATION !
Establish minimum orientation and training requirements for a new employee.
ROLL.. -OFF DRIVER I
initial 8 Date
• Stress high voltage lines when loading /unloading
• Battery switch operation
• Seat belt usage
• Use of grab handles
• Location of control handles and specific use of each
• Proper mount and dismount off truck
• Hydraulic tank, pump and shut off locations
I
• Spill kit location
• Location of emergency equipment
i !
• Blind spot locations
l
• Proper pre -trip procedures
• Location of pinch points
1
• Hazards with hydraulics- locations and potential problem areas
}
• PTO operations
i
• Responsibility of cleanliness of truck - interior, body, etc.
I j
• Proper loading and unloading of containers (securement)
I
• Emergency radio procedures and operation
• Instruction, use, and inspection of the cable and hook
I
• Location and operation of inside cab controls
• Use and operation of tag axles
I
• Location of all required documents which are kept in the truck
• Start up and shut down procedures
i
• Explanation on the various types of containers
• Proper tarping for the various types of containers or Automatic Tarp operations
I
• Brake check
i
!
I have received training in the topics listed above on the dates indicated. I have had the opportunity to
ask questions and received answers on the contents of this training presented by the Company. I
understand the training and I have received and agree to abide by the rules and procedures presented.
i
Employees Name (Print)
Signature Date
56
FRONT -END LOADER OPERATIONS
Driver Training Checklist
Driver:
Date:
PRE -TRIP INSPECTION
i YES NO
OPERATIONAL PROCEDURES
I YES ! I NO
Checked Fire Extinguisher
Observes Proper Lifting Loading
Checked for Fluid Leaks
Properly Leads Hopper
Checked Oil Level
Not Damaging Cans
Checked Water Level
Properly Places Can Back
Checked Windshield Solvent
Properly Cycles the Packer
i
Checked Air Tank Valves
Alert To Pedestrians
Checked All Tires
Checked Rear Trunion Pins
;
I
LANDFILL PROCEDURES
YES € ! NO
Checked Outside Levers
Adjusts to Landfill Driving Conditions
Turned on Battery Disconnect
Obeys Landfill Rules
7
Checked Fuel Level
Understands Use of Power Divider
Checked Inside Levers
Uses Proper Backing Procedures
I
Proper Start Up (Brakes on)
Proper Use of PTO /Solenoid Switch
Proper EnginelPTO Warm -Up
Properly Raise Tailgate
Checked All Gauges
Properly Ejects Trash
Turned on Lights
Properly Cleans Lip
Engaged PTO Properly
Lowers and Secures Tailgate
Checked and Adjusted Mirrors
Moves Away From Face
Checked Hydraulic Fluid
I
Careful Walking in Landfill
Checked All Lights
I
Is Alert to Other Equipment
Cycle Complete System
i
Checks Tires and Drive Shaft
;
Checked All tines for Leaks
Cleans All Lights and Glass if Necessary
!
Cleaned All Glass Inside
!
!
Disengages the PTO
Disengage PTO
i
Power Divider off
i ?
POST TRIP [
YES ! NO
Checked Back -Up Alarm
;
Careful While Driving into Yard
Checked Brakes /Steering
Fuels Track
!
Completed Paperwork
( I
Checks Oil, Steering Fluid
Proper Use of Seat Belts
I
Checks General Condition (walks around)
k
!
Closes Windows and Gets Truck Washed
Properly Parks Truck
Turns off Lights
DRIVING
YES !
NO
Stores Equipment Overnight
Goods Use of Clutch, Transmission
I
Cleans Cab
Selects Gears and Shifts Smoothly.
Drains Air Tanks
Observes Traffic Laws
Shuts off Battery Disconnect
Drives According to Existing Traffic
I I
Completes Paperwork
Maintains Safe Following Distance
I
Brakes Early and Smoothly
GENERAL I
YES i NO
Proper Use of Signals
j
Consistently Alert and Attentive I
€
Proper Use of Mirrors
[
Keeps Eyes on the Road at All Times
I
Proper Lane Position
(
Checks Gauges Regularly
I
Anticipates Actions of Others
i
Aware of and Follows Company Rules
Adjusts: Highway to City Driving
Personal Appearance
Proper Backing
!
Meets Physical Demands
Comments:
EvaluatorPfrainer:
Date:
c
57
WASTE INDUSTRIES
NEW EMPLOYEE ORIENTATION AND TRAINING PROCEDURE
Establish minimum orientation and training requirements for a new employee.
FRONT -END LOADER DRIVER - PART I �
I
Complete all required paperwork (I -9, DQF, etc.) Initial & Date
a
Discussed job responsibilities
o
Discussion of Customer Service Requirements
o
Review the following safety policies and procedures:
- Benefits ;
- Family Leave Act
- Uniforms and Dress Code
- Sexual Harassment
- Work Rules
- Accident/injury Reporting
- Branch Specific Safety/ Employee Rules
- Safety Committee /Accident Review Board Procedures
- Safety Meeting Attendance I
i
- Safety Incentives and Award Programs
- Discipline Policy I
- Drug /Alcohol Policy €
- Miscellaneous i
o
Tour of the Facility I
o
Hazard Communication - Right to Know Training
o
Emergency Response /Fire Extinguisher Training
j
a
Personal Protective Equipment - training and issuance
o
Blood borne Pathogens
o
Hearing Conservation (if applicable)
o
Fire Extinguisher Training and Hot Load Procedures
� 1
j
o
Lockout/Tag out Training
o
Confined Space Program (policy)
i
o
View applicable "Be Proud, Be Safe" Videos (3)
i
o
Back Safety - video and /or discussion
o
Truck/Equipment Familiarization - O.J.T. see attached checklist
o
Avoiding Rear -end Collisions- video /discussion
i
o
Proper Backing Procedures - discussion: Hands on training
o
Safety - Front -End Loader : video /discussion
I
Comments:
FRONT -END LOADERL DRIVER - PART 2 Initial & safe
• Controlling Front Tire Blow Outs
• Proper completion of paperwork (VCR's, route sheets, time cards)
• Complete Observations on a Route ,
• Orientation of Local Landfill, Transfer Station, etc.
• Have the new employee cover all aspects of the operation including disposal
• Complete a Driver Training Checklist, for Front -End drivers by 10th day
• Dump containers in the yard and on a route with a trainer.
• Accompany container delivery to review container placement, problem stops, etc.
Meet with the employee each day; document and discuss any issues or concerns.
l
a Assign the employee to a specific route
o Complete at least one Observation Report per week, for first three weeks
o Perform a 30 day evaluation with the new employee - ready to solo i 1
� � 1
i
FRONT -END LOADER DRIVER - PART 3 Initial & Rafe
• Assess the employees performance weekly; document and discuss any issues I
• Meet with the employee on the 61 st day; document any issues or concerns.
I
• Conduct a final evaluation on the 82nd day using performance appraisal forms.
I have received training in the topics listed above on the dates indicated. I have had the opportunity to ask
questions and received answers on the contents of this training presented by the Company. I understand
the training and I have received and agree to abide by the rules and procedures presented.
Employees flame (Print)
I
Signature Date
59
WASTE INDUSTRIES
FRONT -END LOADER TRUCK FAMILIARIZATION
Establish minimum orientation and training requirements for a new employee.
FRONT -END LOADER
initial & Date
• Fork and arm positioning while traveling on roadways
• Top door explanation and use; Keeping top of the truck clean
• Stress high voltage lines when loading 1 unloading
• Proper loading of truck and packing procedures
• Proper dumping of truck
• Seat belt usage
i
• Lockout/tag out operation
• Fire extinguisher
I
• Use of grab handles
• Location of control handles and specific use of each
j
• Proper mount and dismount off truck (3 points of contact)
j
• Hydraulic tank, pump and shut off locations
• Spill kit location
• Location of emergency equipment
• Blind spot locations
j
• Proper pre -trip procedures
• Location of pinch points
!
• Hazards with hydraulics- locations and potential problem areas
!
• PTO operations
I
• Responsibility of cleanliness of truck - interior, body, etc.
• Proper use of cameras
• Proper dumping and handling of containers
• Emergency radio procedures and operation
! ?
• Blade 1 Tailgate operations and hazards
• Location and operation of inside cab controls
1
• Use and operation of tag axles
I
• Location of all required documents which are kept in the truck
• Start up and shut down procedures
s
• Turn buckles use - explanation and inspection
!
• Explanation on various types of containers
• Brake check
3
I have received training in the topics listed above on the dates indicated. I have had the opportunity to
ask questions and received answers on the contents of this training. I understand the training and I
have received and agree to abide by the rules and procedures presented. i
Employees Name (Print)
Signature Date
.1
Section 2.30 SAFETY MEETINGS
PURPOSE
To provide a consistent forum for the discussion of ideas and continuing safety training, while increasing
the safety awareness of all employee groups.
REQUIREMENT
At least one safety meeting is required, per month for all branches. Excessive losses (accidents and
injuries) will dictate more frequent meetings. It will be each branch's decision as to the organizational
makeup of the meeting group i.e., whether separated by residential, commercial or maintenance, or the
entire branch as one group.
Note: A small group allows instructors to give more individual attention to the employees, thus
increasing the success of the meeting.
ATTENDANCE
Attendance is mandatory. All employees who attend are expected to sign the Safety Meeting Minutes
Attendance Form. The following must also be ensured:
• The employees will sign their name next to their typed or printed name.
• Employees not in attendance, regardless of the reason, will be instructed on all missed material
immediately upon their return to work.
• Makeup sessions will be documented on the sign off sheet by employee signature and the applicable
date in which the training occurred.
• Lack of attendance will be viewed as a non - serious violation and discipline will be administered.
• Meetings should be approximately one (1) hour in length and employees will be paid for time spent.
Safety meeting time shall be included on the employee's total hours worked for that week.
TOPICS
o Safety meeting topics should be limited to safety with other issues scheduled separately.
o Safety meeting topics should include subjects relative to branch activities and their loss history.
• The Home Office will provide periodic recommended outlines, covering annual training, regulatory
updates and statistical information. Ultimately, the branch is responsible for conducting a monthly
meeting even when no Home Office material has been provided.
o New Employee Training Topics
• The annual safety training manual shall be the basis of the initial orientation. The series
"Coaching the Refuse Truck Driver" will also be used as soon after employment as feasible.
V[adl :ie`tFS;. W 1 2= 1"'02 Sec. L30
61
SAFETY MEETING MINUTES
The Safety Meeting Form is to be completed and kept on file at the branch for periodic review by Risk
Management. Logically the minutes are a combination of the agenda and employee feedback. The
employee signatures are essential documentation which verifies attendance. Originals should be scanned
and kept in the Branch Compliance Folder located on the WISER site. Copies of this form can be found in
Section 6.
NOTE: The Senior Manager must review and sign the minutes of each meeting. If a completed form is not in the file, it
will be assumed no meeting occurred. Health, Safety & Risk Management will monitor compliance with this policy, and
non - compliance will be reflected in the manager's overall job performance.
SCHEDULING SAFETY MEETINGS
Whenever possible the next scheduled meeting should be communicated to the HSR Management. This
will enable Home Office staff to occasionally attend. Meeting dates should be at the most convenient
opportunity for the branch. Employee notification should be well in advance of the scheduled date. A
predetermined 12 month schedule is recommended (i.e. 1st Thursday each month).
HOW TO CONDUCT SAFETY MEETINGS
The following steps should be considered by those making a safety presentation:
Prepare
Think safety. Organize and outline your talks. Practice
• Pinpoint
Don't try to cover too much ground. Concentrate on one or two main ideas.
• Personalize C
Establish a common ground. Bring it close to home. Make it meaningful to them.
• Picture
Create clear mental pictures. Use visual aids when practical.
• Prescribe
In closing, tell them what to do. Ask for special action. Give a prescription. Conduct a discussion to
develop group interest and consensus.
ACCIDENT, INJURY AND NEAR -MISS REVIEW
It is very important that we learn from our past mistakes, therefore it is required that past accidents and
injuries are reviewed and discussed at each safety meeting. Detailed discussion shall include preventive
measures or recommendations to prevent reoccurrence.
Equally important is the discussion of near -miss incidents. These are incidents that could have resulted
in an injury or accident but didn't. These types of incidents need to be identified and corrected before an
accident or injury occurs. Form shall be completed and attached to each safety meeting minutes.
Z;0 iii?: S 2,30
Section 3.30 CONTROLLED SUBSTANCE AND ALCOHOL TESTING
PURPOSE
The use of illegal drugs, the unauthorized use of controlled substances and the misuse of alcohol,
represent a problem in society which can easily spill over into the workplace. Waste Industries feels
strongly that the misuse of controlled substances and alcohol in the work environment create a health and
safety risk to employees and all those we come in contact with while performing our jobs. We prescribe to
and work toward the concept of a drug -free work place. A major tool in this effort is the controlled
substance and alcohol- testing program.
APPLICATION
It is the intent of the company to conduct both urinalysis drug testing and breath alcohol testing, of all
applicants, to screen out those shown to be positive for illegal drugs, misusing controlled substances
and/or abusers of alcohol. This requirement is applied similarly to all employees of firms acquired
through purchase or merger. The company will administer drug and alcohol testing under prescribed
post - accident conditions; when there is reasonable suspicion or cause; and, randomly as a condition of
continued employment. Also, conditional return -to -duty and follow -up testing will be conducted for
employees returning from extended periods of inactivity. Specifically, any employees returning to active
status, after being unavailable during a quarterly random selection period, will be subject to testing.
PROCEDURES
The company's drug and alcohol testing program and it's sample collection and analysis, follow guidelines
established by the U.S. Department of Transportation ( "D.O. T. ") in its "Procedures for Transportation
Work -Place Drug and Alcohol Testing Program." *DOT requires testing for opiates, cocaine, marijuana,
amphetamines, phencyclidine, and alcohol. The company also tests in a similar manner, except as noted
through out the procedure, in non -DOT situations.
*The summary requirements within this policy must not be construed as superseding federal
standards, but serve as an adaptive summary. Any exclusions or contradictions, which may
arise during the enforcement of this policy will be solely governed and resolved by the DOT
federal statute (applicable to safety sensitive job functions).
• Selected sites have been chosen for the collection of urine samples and evidential breath testing in
the vicinity of each branch. Each collection site meets DOT guidelines, which guard against any
possible specimen tampering and affords visual and aural privacy to the individual being tested.
• All company drug - testing analysis will be performed by a certified (HHS) laboratory. Gas
Chromatography /Mass Spectrometry will confirm all positive drug test results. A Breath Alcohol
Technician will perform alcohol breath testing with a DOT approved evidential breath - testing device.
• The company retains a Medical Review Officer (MRO) whose primary role is to provide the employee
an opportunity to discuss the test results and to review confirmed positive drug tests with Health,
Safety and Risk.
• All test results are confidential and are accessible only to Health, Safety and Risk and the Branch
Manager on a "need to know" basis. Employees and/or their representatives, can request in writing,
results of all positive test, through the MRO.
■ Written consent from applicants shall be obtained prior to testing and employee will complete
acknowledgement/consent forms during the new hire process. Refusal to grant consent, provide an
adequate sample, or to cooperate with the testing process will be considered grounds for discipline
up to and including immediate dismissal.
Ovc,s - 11D.4 Sec. 3.s0
62
63
RESPONSIBILITY
k Administration of this policy is the responsibility of Health, Safety and Risk, with the assistance of the
Nationwide Testing Association, who will identify qualified laboratory facilities and equipment to
perform tests, establish and monitor procedures for obtaining and shipping samples, and administer
the overall testing procedure.
• Branch Managers are responsible for coordinating the testing process at their respective sites.
• Any employee who refuses to take a drug or an alcohol test is prohibited from working for the
company; cooperation in such tests is a condition of both initial and continued employment.
PROCEDURE FOR CONTROLLED SUBSTANCE AND ALCOHOL TESTING
The following procedure highlights the collection process as defined by Part 40, Subpart B of the DOTS'
regulations and must be followed in all phases of testing to include: Pre - employment, post - accident,
reasonable suspicion, return -to -duty, follow -up and random testing of employees.
Urinalysis Sample for Drug Testing
The following steps illustrate the expected procedure for satisfying approved drug sampling.
■ Remove unnecessary outer garments that might conceal substances that adulterate the specimen.
■ Wash and dry hands prior to urination.
Specimen Collection Procedures:
o Employers subject to DOT rules will use the "split sample" method of collection. The donor will
provide at least 60 ML of urine; 30 ML will be placed into one bottle as the primary specimen and
retain at least 15 ML as the split specimen (only for DOT pool). The minimum amount of urine
needed is approximately two ounces.
o If an individual is unable to provide an adequate quantity of urine, they will be instructed to drink
fluids, not more than 40 ounces over a period of up to three (3) hours, and attempt to provide a
complete sample using a fresh collection container. The original will be discarded. If the employee
is still unable to provide an adequate specimen, you must, after consulting with the MRO, direct
the employee to obtain, within five days, an evaluation from a licensed physician, acceptable to the
MRO, who has expertise in the medical issues raised by the employee's failure to provide a
sufficient specimen.
• The temperature of the sample must be recorded on the container and the sample must be logged
with identifying information and the log signed by the applicant or employee. Temperatures must
read between 90 and 100 degrees. Samples less than temperature are not eligible for retest.
• The collector initiates the chain of custody form, which is signed and dated by all persons handling
the sample and which indicates the purpose of their handling it.
• The urine sample is kept in a secure location by the collector until it is signed over to the testing
laboratory, which will maintain the chain of custody for each sample received.
• The results of all laboratory tests are forwarded to the MRO and to Health, Safety and Risk
following the customary review. The MRO will, in accordance with applicable procedures, contact
the affected employee first and then upon review and confirmation, inform Health, Safety and
Risk.
F.mu� srde
I
M-1
• If Health, Safety and Risk are contacted to locate an employee due to their non - responsiveness
to the MRO, the branch will be notified and the affected employee will be contacted and required
to report immediately after their current shift or prior to their next. The employee will not be
allowed return -to -duty until the MRO has been contacted and their test has been verified.
• The MRO is empowered to order a re- analysis of a test sample or a retest in cases where there is
a reasonable doubt concerning the test result's validity and to determine if any abuse exists.
• When test results indicate a confirmed positive for one of the following drugs; cocaine, opiates,
marijuana or hashish, etc., company policy requires the employee be immediately terminated.
The employee should sign the Post Tests Notice (Form PTN -1), and be informed of or provided
information regarding SAP's in the area. (Utilize the phone book or requesting information from
the MRO). The employee must make contact and secure services themselves.
• Upon request from any non -DOT employee, a re -test of a remaining positive sample can be
completed at the current lab or sent to an alternative site, at the cost of the employee.
Breathe Analysis Sample for Alcohol Testin
Testing will be done in an area affording visual and aural privacy.
The Breath Alcohol Technician (B.A.T.) must be trained and certified in using the alcohol evidential
breathe testing device (E.B.T.) and will explain the testing process to the employee.
Screening test procedures will include:
• The B.A.T. must supervise only one test at a time.
• An individually sealed mouthpiece will be opened in the presence of the employee.
• The BAT will show the employee the results displayed on the E.B.T.
= According to Department of Transportation regulations, E.B.T. screening samples with results greater
than .02 require a confirmation test be performed. If the confirmation test shows a level of .02, but
below .04, DOT standards require the employee to be released from work that day, without pay, and
they may not return for a minimum of twenty -four hours or the next assigned work shift, whichever is
`~ greater. The employee will be afforded and offered transportation home in any confirmed positive
testing situation. The employee must be retested in order to return and have a BAC level below _02.
Waste Industries policy regarding detectible levels of alcohol varies in two ways from the
federal standard. (1) If the employee has been released from duty due to a confirmed positive
test of .02 or below, any properly administered return -to -duty test or subsequent random test,
resulting in a confirmed positive test, at any detectable level, will result in the immediate
termination of employment. (2) Any confirmed positive test greater than .02 will be grounds for
the termination of employment, on the first offense. (Federal standards are at .04)
■ The B.A.T. signs and dates the printed test results form. The test results' form is sent to Health,
Safety and Risk where the test form is placed in a secured file. A copy is given to the employee upon
completion of testing.
■ Failure on the part of an employee to voluntarily supply a proper breath sample (shy breath) will
require the B.A.T. to immediately suspend testing and notify the employees' supervisor. If the
employee alleges physical incapacity to comply with breath testing, a physician will verify their
incapacity or determine the level of sobriety within two (2) hours.
Alcohol Confirm_ ation Testing Procedure
Instruct the employee not to eat, drink or place any substance in their mouth and to the extent
possible, not to belch or vomit.
■ The confirmation test will be conducted in the same standard as the screening test in not less than
fifteen minutes, but within twenty minutes of the screening test. A new mouthpiece will be used.
■ Confirmation test results will be the final results used in determining any disciplinary actions or
compliance issues.
3.3V h
65
Prohibitions and Miscellaneous Information C
• It is the policy of the company that no employees are allowed to perform any safety sensitive
functions within four (4) hours after consuming 2ny alcohol.
• No employee will be on duty or operate a commercial motor vehicle while in possession or under the
influence of alcohol of any type.
■ No driver involved in an accident will use alcohol within eight (8) hours following that accident, or until
he or she undergoes a post accident alcohol test, whichever occurs first.
■ Should an employee personally self - identify to their supervisor, of drug use and/or alcohol abuse well
in advance of any random or post accident selection, the employee will be permitted unpaid time in
order to seek the necessary professional help needed. An employee will only be afforded this
opportunity once. Upon completion of all required treatment and after being deemed medically fit for
duty, the employee will be considered for the next available qualifying position.
■ Employee self - referrals are available through the EAP Program and provide contact with professional
resources that can advise about availably: alternatives for treatment, counseling or other forms of
assistance, all designed to ensure confidentiality. The employee should apply for leave if their
confidential condition creates a disqualification under DOT. Failure to do so could result in disciplinary
actions up to termination.
■ Supervisory referrals to EAP are advised after the observation of continuing or repeated job
performance problems. This requires documentation of such problems as absenteeism, a high
accident rate, difficulty in concentration, confusion, lowered job efficiency, etc.
Remember. All employees exhibit some of these job performance problems occasionally.
A pattern over a period of time is an indication of a possible problem.
When faced with this type of employee problem always:
o Identify the problem(s) and thoroughly document their occurrences;
o Consult EAP and develop a plan of action;
o Confront the employee and make a referral to EAP;
o Make the appropriate assessments and recommendations for solution;
o Follow -up.
PROCEDURE FOR SUSPECTED DRUG AND ALCOHOL ABUSE
Upon observing an employee on the job who appears to be under the influence of drugs or alcohol *, the
supervisor will attempt to obtain another manager to verify the suspicious behavior. They will proceed to
meet with the employee to inquire into the reasons for the employee's behavior.
The supervisor(s) will thoroughly record his/her
observations of the employee's behavior and condition on
a `Behavior Observation" form.
I,Vaza _- fnd'u rres K[rr?fioz
• The supervisor will request that the employee agree to an immediate medical examination including a
drug and /or alcohol screening. If the employee agrees, the supervisor will make arrangements with a
medical facility and /or for an immediate breath analysis.
• Any employee suspected or accused of an illegal or prohibited use of a controlled substance must
willingly assist in the investigation of the claim and participate to the extent that the continued safety
and sound reputation of both the employee and the company are ensured.
■ The employee will be requested to sign all applicable consent forms prior to this procedure. If the
employee refuses to sign the form, the employee will be advised that such refusal will result in
immediate dismissal under company policy.
It Alcohol screening for reasonable suspicion may only be completed during, before or immediately
after performing a safety sensitive function.
■ If the drug and /or alcohol screening confirms the presence of drugs or alcohol, the employee will be
subject to disciplinary action as set forth in this policy.
TRAINING
■ All supervisory personnel should be provided and attend training regarding the company's drug and
alcohol testing policy. Such training will consist of sixty (60) minutes on alcohol misuse and sixty (60)
minutes training on controlled substance use, to include:
■ The identification of controlled substances and paraphernalia;
Symptoms of alcohol and substance abuse;
- Symptoms associated with the worker being unfit for duty, with guidelines for decisions,
documentation, legalities and liabilities.
Removing an unfit employee or suspected offender from his /her job in a non disruptive manner;
and
- Monitoring behavior, documentation and evaluation.
sec z.3Cf
..
SUSPECTED SUBSTANCE ABUSER INTERVIEW
Date:
1) Are you sick? If yes, what are your symptoms?
2) Have you recently seen a doctor? If yes, what are you being treated for?
3) Are you taking any medication? What kind of medicine are you taking?
Did the doctor give you a prescription for this medicine?
If no, did you buy this medicine over the counter?
When was the last time you took this medicine?
Do you have your prescription with you?
Do you have any other medicine with you?
Note: Make sure you document detailed information regarding any medication.
4) Do you have any medical problems?
Diabetes? Requiring Insulin? Low Blood
Sugar?
Epilepsy?
5)
Do you have a cold?
If yes, are you taking cold pills?
Cough Medication?
Antihistamines?
6)
Are you using any drugs?
What kind? When?
Where?
How much did you take?
Was anyone with you?
7)
Would you submit to: a breath analysis test,
a urinalysis test, and /or a physical examination so
that we can make sure you are in good health and able to perform your job safely?
8)
Will you take a simple coordination test?
S)
Have you consumed any alcohol today?
What?
How much?
When did you have the first drink?
When did you have the last drink?
Where?
With whom?
67
C
BEHAVIOR OBSERVATIONS
Employee's Name:
Date of Observation: "time:
1) Under the influence of drugs?
2) Under the influence of alcohol?
3) If not sure, which one do you suspect (if you suspect both, document)
4) Unfit to operate a truck or machinery or to work safely?
5) Unfit for work due to other reason (list: i.e., stress, personal upset, tragedy, etc.)
6)
Recommend for a physical exam?
7)
Recommend for drug testing?
8)
Recommend for an alcohol test?
9)
Remarks:
Signed:
Witnessed by:
Date:
ME;
We
C 0 N F I D E N T I A L
WASTE INDUSTRIES USA
N.C. CONTROLLED SUBSTANCE EXAMINATION REGULATION ACT
POST -TEST NOTICE TO EMPLOYEES/APPLICANTS
The sample you provided on, as required by our company policy and the N.C.
Controlled Substance Examination Regulation Act ( "CSERA "), has tested positive for
We were notified of this positive result on . In accordance with 13 NCAC
20.0402, this Notice explains your rights and responsibilities under the CSERA (Chapter 95,
Article 20 of the N.C. General Statutes) and the corresponding administrative rules (Title 13,
Chapter 20 of the N.C. Administrative Code).
o You must be given written notice of any positive result of a controlled substance
examination within thirty (30) days of employer notification of the positive result.
o You must be given a copy of this Notice or other written notice of your rights and
responsibilities regarding re- testing.
• You may request, in writing, a re -test of the above sample at the same or other approved
laboratory with ninety (90) days of the date you are notified of the result. You must pay all
expenses associated with the re -test.
• Results of controlled substance examinations, medical histories and use of lawful
prescription drugs must be kept confidential by the employer.
o You can file a complaint with the N.C. Department of Labor - - Wage and Hour Bureau at
(919) 807 -2796 or 1- 800 -NC -LABOR if you believe procedural requirements of the CSERA
were violated. The Department has no jurisdiction regarding an employer's requirement for
controlled substance testing or its decisions regarding results of controlled substance
testing.
Employee /Applicant
Employer Representative
Date
Title
Disclaimer: The foregoing information is presented solely for the convenience of the reader and
is not intended to replace any official source. Under no circumstances shall the Department of
Labor be liable for any actions taken or omissions made from reliance on any information
contained herein.
70
Section 4.10 EMERGENCY AND FIRE PREVENTION PLANS ,l
PURPOSE
Emergency and Fire Prevention Plans minimize personal injury, property damage and business
interruption during unplanned events. Our goal is to develop a state of readiness and use specific
procedures to reduce the effects of the emergency.
APPLICATION
To prepare an emergency and fire prevention plan according to Federal guidelines. The objectives are to:
• Provide for effective response to emergency situations.
• Minimize the effect of emergencies on personnel and community.
• Keep property and equipment losses to a minimum.
• Ensure the release of accurate information both internally and publicly.
This plan establishes minimal compliance for all emergency situations: Fire, gas release, spills, power
failures, bomb threats and natural disasters (i.e. storms, hurricanes, tornadoes, etc.). Branch
considerations may vary due to their size, local emergency services, first aid /medical availability, fire
protection or even geographic location.
EMERGENCY ACTION PLAN
While ensuring compliance, flexibility is also necessary in determining the branches specific emergency
needs. Considerations must be made for the type of emergency, number of employees involved and the
protective features.
Emergency Services
Emergency Services in waste handling facilities are limited to minor first aid, fuel spills and detaining
incipient fires until professional assistance can be rendered.
o First aid requirements are met by identifying a primary medical service or response within a three -
mile or three- minute radius of the branch. If that requirement cannot be met, designate supervisory
personnel to maintain first aid /CPR certification;
o Fuel spills must be immediately contained within the spill area to prevent migration to water
conveyances leading off the property. Absorbents, pillows and pads should be readily available in all
branches and waste handling vehicles. Employees must be trained in the proper response techniques
or a reputable vendor must be on call.
o Control of incipient fires should be by trained employees within their own work area. Fires with greater
potential should result in immediate evacuation.
Reporting /Notification
a Employees shall be informed to notify their immediate supervisor or the most senior employee about
any emergency situation or it's potential.
o Branch managers or their designee will notify fire and /or emergency medical services upon
determining the severity of the situation.
o The Home Office should be notified promptly about accidents or other emergencies, Notification
should be within twenty-four hours or immediately in the event of a fatality.
+ The home office must be notified prior to any applicable state or federal notifications in regards to
spills or fuel releases.
Wal-le Uuw ; i s 12/_ J € ?� Sec. 4. "n
71
Evacuation r
Depending on the emergency situation, employees may be required to evacuate their specific work area
or the facility. This should be under the direction of supervisory personnel. The following is
recommended depending on the nature of the emergency.
• Evacuate the affected building or work area in case of fire, gas release, or bomb threats. Gather at
pre - designated safe areas.
• Evacuate to designated shelter areas in the event of natural disasters.
• Evacuate to areas outside the property lines during explosive or flammable situations.
Unless specifically trained and assigned by the branch, all employees must immediately evacuate any
area deemed to be in a state of emergency. Return to duty must be under the instruction of management
personnel.
Alarm Systems
Since the majority of our employees are deployed in company vehicles equipped with two -way radios or
in work group of less than ten, verbal notification is a primary method of alarm. Other acceptable devises
include paging systems, air horns and cellular communication.
The selected method of alarm shall be branch specific, providing:
• Reaction time for safe egress;
• Capable of being perceived above ambient noise or light;
• Be distinctive and recognizable as a signal to evacuate.
Employees must know how to report emergencies and sound the alarm.
o
Testing of Emergency Plan
Emergency action plans and their associated alarm systems should be tested periodically to ensure
they are workable and up -to -date. Test runs should suit the local operation and be made as realistic
as possible. Revise plans as indicated by tests results and changing conditions.
o Communications
The control of emergencies can be aided by establishing some form of communications control
center, equipped to receive and transmit information by phone, radio or other devices. The branch
size will suggest and govern the type of network adopted. The main office, unless non - functional,
shall be presumed the central communications center until otherwise designated by the branch
manager.
FIRE PREVENTION PLAN
Fire Prevention is an integral part of the emergency action plan, established to deter potential ignition
sources, maintain control over flammable /combustible waste materials and assign duties including
inspections and maintenance of equipment.
The fire protection system provides portable multi - purpose extinguishers (ABC) for general use and
halogen type extinguishers for computer and electrical areas. The focus is to extinguish of any incipient
(small) fire before it can increase in intensity. Escalating fire emergencies should result in the initiation of
the evacuation plan.
72
Lr Essential elements of a fire prevention plan include:
Branches perform periodic inspections (documented) of areas known to contain fire hazards:
• Inspections should also include portable extinguishers (documented);
• Annual maintenance check by a qualified vendor;
• Establish and maintain "No Smoking" areas;
• Inform employees of fire hazards in their area, material or processes;
• Develop a list of major workplace fire hazards, their handling and storage procedures, ignition
sources, types of equipment and maintenance responsibilities.
TRAINING
The branch shall designate and train a sufficient number of employees to assist in specific functions
associated with the emergency action plans such as fire and spill response. All employees shall be
familiar with the parts of the emergency plan, which would affect them individually in an emergency
situation. The emergency plan should be reviewed with employees:
• When the plan initially becomes effective;
• Upon employment or transfer into new job assignment;
• When ever their assigned role in the plan is changed or modified;
• When the plan itself is changed.
A copy of the written emergency plan should be kept in a conspicuous location, where it can be made
available to employees for review.
o First Aid /CPR trained employees should be in complete control of handling injured personnel and
assure a smooth transition between mutual aid (ambulance, EMS) and on site personnel.
o All first aid trained employees must be trained in Blood borne Pathogens and offered Hepatitis B
shots immediately prior to assignment of their tasks.
o All employees should be trained to extinguish incipient fires and are responsible for taking immediate
action in these situations to prevent minor incidents from escalating.
73
WASTE INDUSTRIES
I, OUTLINE OF AN EMERGENCY ACTION PLAN
A. Scope of EMfrgencies
1. Internal Types - In -plant fires, gas releases,
spills, power failures and explosions.
2. External Types - Natural causes (floods, tornados,
snow, ice, storms, lightning), bomb threats, etc.
3. Operational Considerations
a. Personnel - total and distribution by shifts.
b. Building - hazards and layout.
C. Operations - types of activity.
d. Fire Hazards and Explosions - flammable, combustible,
corrosive or toxic materials; relation hazards.
e. Bulk storage of oils and fuel and their containment
B. Emergency ystems
1. Local Alarms
r_.
a. Alarm signal device - siren, etc. �-
b. Voice communication - intercom, radios, and telephones.
2. Communications to and from Areas of the Facility
a. Telephone.
b. Radio
3. Emergency lighting, alternate sources of power.
4. Evacuation routes
C. Responsibility for Initiation of Plan
1. Appointment of a person in charge of emergency response.
2. Sounding of alarm.
3. Notification of communications center.
4. Notification of supervisory personnel; emergency telephone list.
D. Management Evacuation of Emergency Situation
1.
Notify supervisor responsible for area.
2.
Effect on other facility operations.
3.
Effect to adjacent community - notification of local
authorities.
E. Evacuation Procedures
1.
Evacuation routes.
2.
Designation of personnel assembly areas.
3.
Accountability for all personnel (headcount ).
F. Return and Start -up
1.
Check of building or emergency area.
2.
Communications of "all clear" signal.
3.
Inspection and report of damage.
4.
Determination of safe start -up (return to work).
G. Testing
of Emergency Systems
1.
Periodic tests of alarms, communications, evacuation
procedures, fire drills, etc.
Sec. 4.1
74
75
EMERGENCY SAFETY PROCEDURES PLAN
FACILITY QUESTIONNAIRE
GENERAL INFORMATION:
1. What is the main business function of the facility?
2. What management levels exist at the facility and the individuals who hold those positions?
3. Do you have any employees that are regularly at that site that are trained in first aid /CPR. List
Names.
4. Is your geographic area prone to:
Floods?
Hurricanes?
Tornados?
Earthquakes?
5. How many floors does your facility have?
WORK ENVIRONMENT:
1. List heavy labor jobs at your facility?
2. Are any hazardous materials used at your facility? This includes chemicals, etc.
3. Does your facility emit any types of gases or exhaust into the air?
4. Does your facility house large quantities of flammable materials? If so, what types?
5. What types of major accidents have occurred since the facility began operations?
FIRE PROTECTION:
1. What type of fire alarm system does your facility have? How are people made aware of a fire?
2. What type(s) of smoke detectors does your facility have?
3. Does your building have windows that may be open on a regular basis? Can they be shut
quickly?
4. What types of fire extinguishers are available and are they identified for their appropriate use?
5. Do you have people designated for extinguishing fires?
6. Do you have procedures for evacuating employees /guests?
7. Do you have any fire -proof rooms in your facility?
8. What numbers need to be called in the event of a fire?
9. Do you have procedures in place to evacuate handicapped people?
=usfu r !d�rsrr._, 9 Sac. 4.90
BOMB THREAT:
1. Who is designated to assist police or arson squad with a search?
2. Who will document the caller information?
• Background sounds
• Accents and voice quality (i.e. stutter, slur, lisp)
• Ethnic characteristics
• Age
• Gender
LOSS OF UTILITIES:
1. What types of utilities are utilized by this facility?
2. Who are the companies who supply those utilities?
3. Does a loss of any particular utility pose a hazard to the environment?
4. Are there back up systems in place for temporary utilities, and if so, how do they work?
COMMUNITY RESPONSE SERVICES:
1.
What telephone number do you tail for a health emergency?
2.
What are the closest medical facilities? Who will act as your facility's?
3.
Where is the closest Trauma Center?
4.
How do you get a hold of medical specialist?
5.
What is the telephone number of the local police department?
6.
Does your town have a HAZMAT team?
7.
Who are the media sources in the area?
8.
Who is designated from the company to respond to media questions?
Sec. 4.10
76
77
Equipment List
Our proposal includes 2 new Autocar compressed natural gas powered chassis, equipped with
Heil fully automated body trucks and 2 new Autocar compressed natural gas powered chassis
equipped with G &S semi- automated body trucks for recycle collection. Also, we will utilize a
2012 Chevrolet pickup equipped with a Perkins 6yd dump bed insert with tipper on the narrow
streets with difficult collection points, areas with on- street parking, and for Southern Village
to accommodate their narrow alleys.
It is our intent to have new CNG trucks in place for the July 1 start date. Depending on the
award date and due to the complexity and extended build time of the compressed natural gas
powered trucks it will take longer to receive than the standard diesel powered equipment. In
the event that the CNG trucks do not arrive by July 1 we will utilize new trucks, which were
designated as replacements throughout the company, to service the contract until we receive
the new trucks.
Our back -up trucks will consist of 2 - 2012 Autocar compressed natural gas powered trucks
with G&S semi - automated bodies, pictured below.
4 MOVIE,
Commitment for Waste Industries on Sideloaders & Recyclers
Mr. Thompson,
Autocar truck will build and deliver up to 10 specified refuse chassis's required by Waste
Industries to their Body manufacturer of choice by May 15th provided Autocar receives the
order on or before February 28th 2014...
Feel free to contact me should any questions arise!
Best Regards,
Cliff Buck
Sales Director —Southern US
Autocar Truck, LLC
155 Summit Cove
Collierville, TN 38017
cbuckCcDautocartruck.com
Cell 219-670-5328
Office 901-861-1966
OW A GVW HoEdings Compony
C
January 1 0, 2014
S. _ --in�glo-
Mr. Josh Thompson
Purchasing Director
'H
Waste Industries
7n.
3301 Benson Drive Suite 601
Raleigh, NC 27609
Commitment for Waste Industries on Sideloaders & Recyclers
Mr. Thompson,
Autocar truck will build and deliver up to 10 specified refuse chassis's required by Waste
Industries to their Body manufacturer of choice by May 15th provided Autocar receives the
order on or before February 28th 2014...
Feel free to contact me should any questions arise!
Best Regards,
Cliff Buck
Sales Director —Southern US
Autocar Truck, LLC
155 Summit Cove
Collierville, TN 38017
cbuckCcDautocartruck.com
Cell 219-670-5328
Office 901-861-1966
79
`o
WHEE. MRS ALWAYS iUFifl114r
+. FOYER co�wrawr
January 13, 2014
Josh Thompson
Waste industries
3301 Benson Drive Suite 601
Raleigh, NC 27609
Dear Mr. Thompson:
We appreciate your business very much. Per your inquiry regarding the two CNG DuraPack
Python automated side loaders for the collection contract that this pertains, we will be able to
deliver these trucks to you in a timely manner due to our on -going partnership with both Waste
Industries and Autocar to streamline both the body production and mounting processes. Provided
a chassis arrives at our factory by June 1, 2014 we can commit to a June 20, 2014 delivery date for
the (2) Two CNG fully automated DuraPack Python sideloaders.
We look forward to delivering to you a quality product that exceeds your expectations.
Best Regards,
Nate Davis
Key Account Manager
Heil Environmental
HEiL ENVIRONMENTAL • 5751 CORNELISON ROAD - CHATTANOOGA, TN 37411 • 866.367.4345 • A UOV6H COMPANY
C
Waste Industries Inc.
Josh Thompson
3301 Benson Drive Suite 501
Raleigh, NC 27604
Josh
80
322 Lavansville Road
Somerset, PA 155fl1
Phone 814.4 45 -SBBS
Fax 814- 443 -4866
www.9- sproducts.com
I am pleased to confirm that GSP Marketing will provide two EdMP8129D Sideloader bodies mounted on
your Autocar chassis. We guarantee completion and ready for pick up by June 15'4 2014 as long as we
receive chassis by June 5h 2014.
Should you have any questions please do not hesitate to contact me at 7174- 608 -8126.
Sincerely
/a, I ��-
Dave Cote
South Atlantic Region Sales Manager
COUNTY OF ORANGE
DEPARTMENT OF FINANCIAL SERVICES
PO BOX 8181
HILLSBOROUGH, NORTH CAROLINA 27278
PROPOSAL FORM (REVISED)
The undersigned declares that they have examined the Notice To Bidders, Instructions To Bidders, and
Specifications and is informed fullywith regard to all terms and conditions pertaining thereto and agrees that if this
proposal is accepted within ninety (90) days, the undersigned will supply and deliver, as ordered, all equipment as
required under these specifications at the prices set forth below:
Option
Description
Qty
unit cost per
Monthly
unitl month
cost
1
Weekly Collection
18,754
93-29
%61'1667.So
2
Bi- Weekly (every other week) Collection
18,754
a. 30
�`f3,la,.ao
ALT 1
Southern Village Back Alley Service
Weekly
Pr a
�cc. �otl�i +5
p;�a
,, 6d't- cg
Incremental increase per unit per month to provide
ai t t�scity�;v�.
w {l Wr a slv
curbside service in the back alleys of 525 units in
AIA
AA
Bi- weekly
the Southern Village neighborhood in Chapel Hill
(Described in Section V Subsection D -2),
N A
NA
Please confirm receipt of addendum
Addendum #1 6 xoll _ Addendum #4
Addendum #2 ihobaN Addendum #5
Addendum #3 Addendum #6
Company hjg:5'i; .�,vdk - ,..��� . t t-c-
Address 336(c,c,sa,��v,
.27
By:
{Above name print���y t2 7 �/
Phone: io
Page 3 of 3
EXECUTION OF PROPOSAL
PROJECT NAME: Urban Curbside Recycling Services
PROPOSAL REQUEST NO. i& 7- 5 t a a
THIS PAGE MUST BE FULLY EXECUTED AND SIGNED FOR THE PROPOSAL TO BE
CONSIDERED.
The person executing the proposal, on behalf of the vendor, being first duly sworn, deposes and says
that:
(1) He or she is fully informed regarding the preparation and contents of the attached Proposal
and of all pertinent circumstances regarding such Proposal;
(2) Neither he/she, nor any official, agent or employee of the vendor has entered Into any
agreement, participated In any collusion, or otherwise taken any action which Is in restraint of
free competition in connection with this proposal; and
SIGNATURE OF PROPOSER
1 :-
(Printfull name of corporation)
01 at C, a7 a
(Address - County- State - 2ip Code)
Attest
(Secretary /A-,, Secr ry)
By: L -
Presiden ce PresiZ Assistant Vice President)
Printed: S�za -j
Title:
CORPORATE SEAL:
Federal ID. or Social Security Number__ -oq 5w4aq
NOTE - AFFIDAVIT MUST BE NOTARIZED
Subscribed and sworn before me
This /tS _ day of 20114
tt !� '94 X . . . ....... . . ....
Title
My Commission Expires
RFP 95199 Page 25 of 26
FW
Orange County
Financial Services Department
ADDENDUM #1
January 6, 2014
RFP 367 -5199
Orange County Urban Curbside Recycling
To all Vendors:
Modifications to bid documents for the above named Request for Proposal are made as follows and shall be
included in the proposed amount.
See page 2 for clarification of issues raised at the pre -bid conference for the above referenced project
All other terms and conditions shall remain the same
By: David E. Cannell, Purchasing Agent; dcannell(a7co.orange.nc.us — (919) 245 -2651
Acknowledgement of receipt of this addendum shall be noted on the Responder's Certification Form
Company Name:
M
Date Received:
P.O. Box 8181 200 South Cameron Street Hillsborough, North Carolina 27278
Telephones: Area Code 919 245 -2651 Fax: 919 644 -3324
Page 1
:I
1. Page 6 paragraph 4 : should read 375 tons per month not tons per household
2. See amended proposal page that includes separate upcharges (if any) for Southern Village
weekly and biweekly
3. Sign in sheet is attached
4. Urban Curbside recycling collection will be provided only to those small
businesses /organizations that are located along an existing (or newly created under new
program) urban residential curbside collection route and only if the entity generates quantities
of recyclables approximating that of a residential household.
5. Is county bidding? No.
6. Do pickups that may be used to collect difficult to access areas need to be new? Do not have
to be new but must be in good working order and be in a condition that represents the
successful bidder and county well when in use within the county.
7. The current recycling collection provider runs 4 frontline trucks (capacity of 25yd) every day
Monday through Friday.
8. The successful provider shall be responsible for all costs associated with C.A.R.T.S.
9. In the event a household is serviced by a pickup, etc the RFID must be read with a handheld
reader
Page 2 of 3
COUNTY OF ORANGE
DEPARTMENT OF FINANCIAL SERVICES
PO BOX 8181
HILLSBOROUGH, NORTH CAROLINA 27278
PROPOSAL FORM (REVISED)
The undersigned declares that they have examined the Notice To Bidders, Instructions To Bidders, and
Specifications and is informed fully with regard to all terms and conditions pertaining thereto and agrees that if this
proposal is accepted within ninety (90) days, the undersigned will supply and deliver, as ordered, all equipment as
required under these specifications at the prices set forth below:
Option
Description
Qty
unit cost per
Monthly
unit/ month
cost
1
Weekly Collection
18,750
2
Bi- Weekly (every other week) Collection
18,750
ALT 1
Southern Village Back Alley Service
Weekly
Incremental increase per unit per month to provide
curbside service in the back alleys of 525 units in
Bi- weekly
the Southern Village neighborhood in Chapel Hill
(Described in Section V Subsection D -2).
Please confirm receipt of addendum
Addendum #1 Addendum #4
Addendum #2 Addendum 95
Addendum #3 Addendum #6
Company
Address
By:
(Above name printed or typed)
Phone:
Page 3 of 3
PRE-BID
URBAN CURBSIDE RECYCLING SERVICES
BID NO. 367 -5199
1--2 -2014; 2:00 pm
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BID NO. 367 -6199
1 -2 -2014; 2.00 pm
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ORANGE
Orange County
Financial Services Department
ADDENDUM #2
January 10, 2014
RFP 367 -5199
Orange County Urban Curbside Recycling
To all Vendors:
Modifications to bid documents for the above named Request for Proposal are made as follows and shall
be included in the proposed amount.
1. Will the hauler or County pay for the citizen education if or when the routes change? Orange County will
handle/fund citizen education efforts related to public communication regarding route changes
2. Regarding the Bid Bond requirements: We are required to provide a Bid Deposit for 5% of the amount of
which option, weekly or bi- weekly? The higher of the h1vo
3. Can the County clarify that the 525 units for Southern Village are already included in the 18,750 total
units. Please confirm that the ALT 1 pricing is just for and incremental increase, not a total price per
unit. The 525 units are already included in the 18,750. Incremental as stated on RFP page 26.
4. Can the County provide the annual recycling tonnage collected per year? FY 12/13 urban Tonnage was
3,578 tons. Average for the first 6 months of FY13 -14 is 390 tons per month from the urban collection
5. Has Rehrig certified that their system will do everything as outlined on page 10 -11 & 18 -19 of the RFP? See
attached. Responses from Rehrig are in parenthesis.
All other terms and conditions shall remain the same
By: David E. Cannell, Purchasing Agent; dcannel10- co. orange. nc.us - (919) 245 -2651
Acknowledgement of receipt of this addendum shall be noted on the Responder's Certification Form
Company Name:
w
Date Received:
P.O. Box 8181 200 South Cameron Street Hillsborough, North Carolina 27278
Telephones: Area Code 919 245 -2651 Fax: 919 644 -3324
Page 1
.
1) Rehrig's response:
Pages 10 -11:
Must be mountable to the collection vehicle. (Yes)
Reader must be compatible with our C.A.R.T.S. system. (Yes)
RFID system must be able to transmit their data to Rehrig's C.A.R.T.S. asset management, service verification and
data management software through cellular (real time data transfer) network. (Yes)
Reader Data Communication to servers should connect through the CDMA GSM Module (for real -time
communications) (Yes)
Pages 15 -14:
- Readers must be compatible with software that is able to deliver the County with a minimum of the following:
• The ability to report cart contamination by address. (Yes, with the use of an Observation Button.)
• Participation rate by route. (Yes)
• Set out rate by route. (Yes, with the use of an Observation Button.)
• Must be secure. Information gathered from RFID must be maintained in confidential manner. (Yes)
• Web based access to real time information. (Yes)
• County will have real -time access through internet- based application to the location of Provider's
collection vehicles and other data that is enabled by the use of RFID and GPS vehicle tracking systems.
(Yes)
- Customizable tiered levels of security access. (Yes)
- Data is the property of the County and shall not be shared, sold or otherwise made available to others without
County authorization. (Yes, we will NOT share or sell this information)
Reports generated in our program must be able to be viewed in Excel or PDF format. (Yes)
- At a minimum the hauler must supply reports:
o Summaries of the tonnages of all Recyclables Materials recovered by route and jurisdiction. (This report
would be generated in the haulers internal system i.e. Tower, Trucks, InfoPro etc...)
o Participation rates in terms of weekly household set- out counts. The set -out counts shall be broken
down by the three Towns. (Yes, these reports can be customized in our system)
o Summaries of the total truck hours required for the collection vehicles to collect, transport, and unload
the recyclable materials. (This information can be partially tracked in our system using the times of first
and last RFID reads. Hauler would need to record total operation hours including route to and from first
and last stop and dump time.)
o Monthly productivity calculation shown in units of homes collected per truck per hour. (Our system can
show time of first and last RFID read to help calculate this figure.)
o A short summary of program highlights, problems and measure taken to resolve misses, untagged carts
and other collection problems, and measures taken to increase efficiency and household participation.
(All responsibility of hauler and not information provided by Rehrig system.)
o Provide access to all information gathered by RFID reader. (Yes)
Page 2 of 2
References
Curbside Recycle Collection Programs
Customer: Orange County, North Carolina (18,400 homes, contract expiration 6/30/12)
Address: 1207 Eubanks Road
Chapel Hill, North Carolina 27516
Contact: Gayle Wilson, Solid Waste Director
(919) 968 -2885, gwilson @co.orange.nc.us
Customer: Apex, North Carolina (11,835 homes, contract expiration 6/30/15)
Address: 73 Hunter Street
Apex, North Carolina 27502
Contact: Bruce Radford, Town Manager
(919) 249 -3400, bruce.radford @apexnc.org
Customer: Northampton County, North Carolina (10,500 homes, contract expiration 6/30/19)
Address: PO Box 808
Jackson, North Carolina 27845
Contact: Wayne Jenkins, County Manager
(252) 534 -2501, wayne.jenkins @nhcnc.net
To
NORTH CAROLINA ARGONAUT INSURANCE COMPANY 91
PROPOSAL BOND 225 w. Washington, Stn Floor, Chicago, IL 60605
KNOW ALL MEN BY THESE PRESENTS, That we,
WASTE INDUSTRIES, LLC
as Principal, and Argonaut Insurance Company, a corporation of the State of Illinois, as Surety, which is duly licensed to
act as Surety in North Carolina, are held firmly bound unto
ORANGE COUNTY, NORTH CAROLINA
as Obligee, in the sum of Five Per Cent (5 %) of Amount Bid --------------------------------- -------------------------------- ( ------------ )
lawful money of the United States of America, for payment of which, well and truly to be made, we bind ourselves, our
heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, the said Principal is herewith submitting proposal for
Urban Curbside Recycling Services
and the Principal desires to file this Bid Bond in lieu of making the cash deposit as required by G.S. 143 -129 as amended
by Chapter 1104 of the Public Laws of 1951.
NOW, THEREFORE, THE CONDITION OF THE ABOVE OBLIGATION is such, that if the Principal shall be awarded the
contract for which the bid is submitted and shall execute the contract and give bond for the faithful performance thereof
within ten days after the award of same to the Principal, then this obligation shall be null and void; but if the Principal fails
to so execute such contract and give performance bond as required by G.S. 143 -129, as amended by Chapter 1104 of the
Public Laws of 1951, the Surety shall, upon demand, forthwith pay to the Obligee the amount set forth in the first
paragraph hereof.
3IGNED, sealed and dated this 16th of January, 2014
S- 2349 -1 (7 -97)
WASTE INDUSTRIES, LLC
By
Vice President
ARGONAUT NSURANCE CO&ANY
By
Attorney -in -Fact
Argonaut Insurance Company A. 2050310
Deliveries Only: 225 W. Washington, 6th FIoor
Chicago, IL 60606
United States Postal Service: P.O. Box 469011, San Antonio, TX 78246
POWER OF ATTORNEY
KNOW ALL MEN BY THESE PRESENTS: That the Argonaut Insurance Company, a Corporation duly organized and existing under the laws of the State
of Illinois and having its principal office in the County of Cook, Illinois does hereby nominate,,constitute and appoint:
.lames W. Poole, David J. Braswell. Robert Salmon
Their true and €awful agent(s) and attomey(s) -in -fact, each in their separate capacity if more than one is named above, to make, execute, seal and deliverfor
and on its behalf as surety, and as its act and deed any and all bonds, contracts, agreements of indemnity and other undertakings in suretyship pfovided,
however, that the penal sum of any one such instrument executed hereunder shal I not exceed the sum of
S25- 000 - 000.00
This Power of Attorney is granted and is signed and sea €ed under and by the authority of the following Resolution adopted .by the Board of Directors of
Argonaut Insurance Company:
"RESOLVED, That the President, Senior Vice President, Vice President, Assistant Vice President, Secretary, Treasurer and each of them hereby is
authorized to execute powers of attorney, and such authority can be executed by use of facsimile signature, which may be attested or acknowledged by any
officer or attorney, of the Company, qualifying the attorney or attorneys named in the given power of attorney, fo execute in behalf of, and acknowledge as
the act and deed of the Argonaut Insurance Company, all bond undertakings and contracts of suretyship, and to affix the corporate seal thereto."
IN WITNESS WHEREOF, Argonaut Insurance Company has caused its official seal to be hereunto affixed and these presents to be signed by its duly
authorized officer on the 15th day of June, 2012. Argonaut Insurance Company
by.
Michael E. Arledge President
STATE OF TEXAS
COUNTY OF HARRIS SS:
On this 15th day of June, 2012 A.D., before me, allotary Public of the State of Texas, in and for the County of Harris, duly commissioned and qualified,
came THE ABOVE OFFICER OF THE COMPANY; to me personally known to be the individual and officer described in, and who executed the preceding
instrument, and he acknowledged the execution of same, and being by me duly sworn, deposed and said that he is the officer of the said Company aforesaid,
and that the seal affixed to the preceding instrument'is the Corporate Seal of said Company, and the said Corporate Seal and his signature as officer were
duly affixed and subscribed to the said instrument by the authority and direction of the said corporation, and that Resolution adopted by the Board of
Directors of said Company, referred to in the preceding instrument is now in force,
IN TESTIMONY WHEREOF I have hereunto set my hand, and affixed my Official Seal at the County of Harris, the day and year first above written.
or
r �lza Sgl `"-0 om
(Notary Public)
1, the undersigned Officer of the Argonaut Insurance Company, Illinois Corporation, do hereby certify that the original POWER OF ATTORNEY of which
the foregoing is a full, true and correct copy is still in full force and effect and has not been revoked.
IN WITNESS WHEREOF, I have hereunto set my hand, and affixed the Seal of said Company, on the 16 th.day of January 2014
/ Joshua C. Betz Vice President
THIS DOCUMENT IS NOT VALID UNLESS PRINTED ON SHADED BACKGROUND WITH BLUE SERIAL DUMBER IN THE UPPER RIGHT
HAND CORNER. IF YOU HAVE QUESTIONS ON AUTHENTICITY OF THIS DOCUMENT CALL (210) 321 - 8400.
93
7 711
County of Orange
Department of Financial Services
REQUEST FOR PROPOSALS
The County of Orange proposes to purchase the following:
Urban Curbside Recycling Services
Pursuant to the General Statutes of North Carolina, Chapter 143 as amended, Orange County will
receive sealed proposals until 3:00 PM (D -EST). Thursday, January 16, 2014, in the office of the
Purchasing Agent, Department of Financial Services, 200 S Cameron Street, Hillsborough, North
Carolina 27278.
A mandatory pre -bid conference will be held in the Orange County Solid Waste Administration
Building, 1207 Eubanks Road, Chapel Hill, NC on Thursday, January 2, 2014 at 2:00 pm.
Specifications are available at the above address Monday through Friday, 8:00 A.M. to 5:00 P.M. or,
by phoning (919) 245 -2651 or on the County's website http: / /orangecountync.gov /purchasing /bids.asp
The Orange County Board of Commissioners reserves the right to reject any and or all proposals and
to accept the lowest and best bid and to waive minor irregularities
DAVID CANNELL
PURCHASING AGENT
P.O. Box 8181 - 200 S Cameron Street Hillsborough, North Carolina 27278
Telephone: 919.245.2651
Fax: 919.644.3324
M,
COUNTY OF ORANGE
DEPARTMENT OF FINANCIAL SERVICES
PO BOX 8181/200 S CAMERON ST
HILLSBOROUGH, NORTH CAROLINA 27278
INSTRUCTIONS TO BIDDERS
1. All proposals shall be for furnishing apparatus, supplies, materials, equipment and /or work and
services in accordance with the applicable plans and specifications prescribed by Orange
County. Plans and /or specifications may be obtained at the Orange County Financial Services
Department, 200 S Cameron Street, Hillsborough, North Carolina 27278.
2. Orange County reserves the right to award the proposal that is in the best interest of Orange
County or to reject any or all proposals and to waive minor irregularities.
3. The successful bidder shall comply fully with the requirements of General Statutes, Section
143 -129, as amended.
4. In the event of default by any Service Provider or vendor Orange County may procure from
other sources whatever service or item is being proposed and holds the Service Provider
responsible for any excess cost occasioned thereby.
5. Payment terms are net 30
6. North Carolina sales and use tax shall not be included in the proposal amount.
7. Proposals submitted via facsimile shall not be accepted.
8. Proposals received after opening date and time shall not be considered.
9. All proposals must contain an authorized original signature.
10. All bids must be returned in a sealed envelope with the proposal number 5199 prominently
displayed.
11. Contract: Attached is a copy of the County's standardized contract (Attachment A). All
insurance requirements are contained therein. Please read the agreement carefully as that
document and this bid shall constitute the agreement. The cost of all insurance shall be
included in the price(s) bid.
The Service Provider shall not commence work until he has obtained all the insurance
required herein. Insurance shall be maintained in full force and effect until the Contract has
been fully and completely performed, as evidenced by final acceptance payment. Service
Provider shall provide Certificate of Insurance reflecting aforementioned coverage as proof of
coverage. Certificate of Insurance shall provide for a thirty (30) day written notice to the Owner
in the event of any modifications, cancellation, or expiration of said policies. Work shall not
commence until the Service Provider has obtained all required insurance and the owner has
approved verifying certificates of insurance in writing.
12. Any and all changes or alterations to this RFP shall be made in the form of written addendum.
13. Please direct any questions concerning this RFP to David Cannell, Purchasing Agent at Email:
DCannellp_orangecountync.gov or 919 - 245 -2651.
RFP #5199 Page 2 of 26
95
14. Please be advised that a mandatory pre -bid conference will be held in the Orange County
Solid Waste Administration Building, 1207 Eubanks Road, Chapel Hill, NC on Thursday,
January 2, 2014 at 2:00 pm.
15. The attached RFP is included to describe the services desired. During the pre -bid conference,
county staff will further describe the services desired and will entertain suggestions, comments
and questions. All interested providers should be prepared to discuss the RFP during the pre -
bid conference. If required, an addendum will be issued to more accurately define the desired
services.
16. Orange County supports a living wage of $10.97 per hour. Please indicate on the bid form
whether any workers on this job will make less than $10.97 per hour.
17. Bidders are required to submit proposals for both Option #1 (Weekly) and Option #2 (Bi-
weekly). Proposals that do not include both Option #1 and Option #2 will not be considered.
18. HB786 imposes E- Verify requirements on contractors who enter into certain contracts with
state agencies and local governments. The legislation specifically prohibits governmental
units from entering into certain contracts "unless the contractor and the contractor's
subcontractors comply with the requirements of Article 2 of Chapter 64 of the General
Statutes." (Article 2 of Chapter 64 establishes North Carolina's E- Verify requirements for
private employers). It is important to note that the verification requirement applies to
subcontractors as well as contractors. The new laws specifically prohibit governmental units
from entering into contracts with contractors who have not (or their subs have not) complied
with E- Verify requirements. Complete the attached affidavit, and include it with your submittal.
RFP #5199 Page 3 of 26
Request for Proposal
To Provide Urban Curbside Recycling Services
Orange County, North Carolina
RFP #5199
Introduction
W
The objective of this RFP is to solicit Proposals that will enable Orange County, North Carolina
( "County ") to determine which municipal curbside recycling collection service provider will best meet
the County's needs. The purpose and intent of this RFP is to establish a Contract with a qualified
Company (hereinafter "Provider ") who shall provide all labor, equipment, materials, tools, insurance,
supervision and all other items necessary to deliver residential curbside recycling service to the
incorporated limits of the Towns of Chapel Hill, Carrboro, and Hillsborough. Maps of each service area
are attached (Attachment B). The projected start date of the contract shall be no later than June 30,
2014.
II. Definitions
Additional Recyclables: Recyclable Material that may be added to the curbside program that are not
currently accepted. This could include non - bottle plastics such as flower pots, cups, five gallon buckets,
clamshell containers, spiral cans and any other material as negotiated by County and Provider.
Bi- Weekly: Refers to every other week
Bottles and Cans: the subset of Recyclable Materials including glass bottles and jars, aluminum
beverage cans, steel food cans, empty aerosol cans and plastic bottles #1, #2, #3, #4, #5, #6, and #7
where a bottle is a container with a neck smaller than the base.
Collection Schedule: Refers to the defined days of Residential Recycling Collection Services as
authorized by the Orange County Department of Solid Waste Management.
County: "County" shall mean Orange County, NC who is the administrator of this recycling program
managed by the Orange County Department of Solid Waste Management.
Designated Non - Residential Location: Refers to a non - residential location specified by the County in
the Contract Area that receives Residential Recycling Collection Services by the Company. Each
Designated Non - residential Location shall be counted as one (1) Unit.
Designated Processing Facility: Refers to the facilities to which all Recyclables collected under the
Contract must be delivered.
Evaluation Committee: Refers to a committee, as appointed by the County, responsible for determining
the best Service Provider for the Services described in this RFP.
Fiber: the subset of Recyclable Materials including newspapers and their inserts, glossy magazines, junk
mail, office paper, paper board, aseptic containers, gable topped cartons, and phonebooks. Fiber also
includes Old Corrugated Cardboard (OCC) and Mixed Paper (OMP).
Fiscal Year (FY): shall refer to the time period beginning July 1St of any year and ending June 30th of the
following year. County budget cycle and curbside recycling program planning shall be based on this time
period.
Handicap / Disabled: shall refer to residents of the Towns who will receive recycling service at their
back door or someplace other than curbside. County staff will make the determination as to which
citizens are eligible for Handicap collection. Said determination will be based upon citizen need, as
judged by County staff, and shall generally be based upon the citizen being eligible to receive a handicap
parking permit from the NC Division of Motor Vehicles. Additionally, Handicap / Disabled services shall
generally not be granted to Residences with able- bodied adults in the household.
RFP #5199 Page 4 of 26
97
Participation Rate: Refers to the percentage of total units in a defined area that place Recyclables at the
curb for collection at least once over a pre- determined period of time. To measure this statistic it is
necessary to distinguish irregular set -out patterns of individual units (or addresses) over the pre-
determined period of time to account for their participation without magnifying the count of Units that set -
out on a regular basis.
Oops tag: Is a small card created by the County and printed by and used by the Service Provider to
leave with the Recycling cart that accurately describes why the Cart contents or Recyclable Materials did
not meet the curbside recycling program specifications and were not collected.
Radio Frequency Identification (RFID) Tag: Technology that uses communications via electromagnetic
waves to exchange data between a reader (placed on collection vehicle) and an object. For this
application the tags will be placed on Recycling Carts to collect recycling services data.
Recycling Bin: A rigid plastic container (fourteen (14), sixteen (16), or eighteen (18) gallon) presently
provided to Residences for the sole purpose of recycling. These will be obsolete for Residential recycling
collection except where County specifies otherwise when the new Services begin as soon as practicable
as but no later than June 30, 2014.
Recycling Container (Cart): Refers to the receptacle identified, designated, and authorized by the
County solely for the purpose of collecting Recyclables.
Recycling Collection Services: Those services to be performed by Service Provider as follows, except
where otherwise noted in this RFP: (a) the collection of Recyclable Materials from residential areas
specifically designated by the parties; (b) keeping accurate and thorough records of the amount of
materials and number of households collected weekly.
Recyclable Materials: (also to be known as "recyclables ") All Fiber and Containers accepted in the
curbside recycling program.
Residence: A single - family home, duplex, triplex, or otherwise adjoined town -home, or an approved
church, school, small business, institution, pedestrian recycling station, small apartment complex, or
other serviceable unit within or near residential sectors of the Towns. The occupant of a Residence shall
be referred to as a Resident.
Service Provider (Provider): Refers to a Company that has an interest and the ability to provide the
Services required by this RFP.
Set Out: A Set Out shall be defined as having occurred when one Residence places one or more
Recycling carts at the curb for collection. When counting Set Outs for measuring participation and
productivity, Service Provider shall count one Set Out for each residence participating in the program.
This count will be based on the number of households or Residences participating, not on the number
of Recycling carts collected. For example one (1) Residence placing two (2) Recycling at the curb
shall be considered one (1) Set Out.
Single Stream Recycling: Refers to collection of all Recyclable Materials co- mingled and does not
require the collection Service Provider or resident to sort any Recyclable Materials.
Towns: Unless otherwise stated, "Towns" shall mean the Towns of Carrboro, Chapel Hill, and
Hillsborough, which are incorporated municipalities within or mostly within Orange County, NC.
Unit: Refers to one (1) single Residence or one (1) eligible location (service point) for curbside
collection.
Urban Curbside or In -Town Curbside: the curbside recycling program intended to provide weekly or
biweekly collection service to Residences located within or adjacent to the municipal boundaries of the
Towns.
Unit Price: Refers to the amount quoted on the Proposal Pricing Worksheet to provide Residential
Recycling Collection Services to one Unit for a month. For bi- weekly service assume 26 collections per
year.
RFP #5199 Page 5 of 26
T;
III. Background
The urban or in -town curbside recycling collection program in Orange County began in 1989 and now
serves approximately 18,752 households within residential areas of the Towns of Chapel Hill (12,058),
Carrboro (4,442), and Hillsborough (2,247). The number of households serviced may grow each
month as new homes are constructed and new areas are incorporated into the Towns through
annexation. The current program provides single stream weekly curbside collection of Recyclable
Materials. Residents are presently directed to place all Recyclable Materials in their Recycling Bins
with the bottles and cans mixed and loose inside along with acceptable paper and fiber recyclables.
Proposers must agree to accept all presently accepted Recyclable Materials and may propose
additional materials for which markets are available. Currently accepted materials include plastic
bottles and jugs, glass bottles and jars, all mixed paper (no tissues), phonebooks, aluminum foil,
empty aerosol cans, newspapers and inserts, catalogs and glossy magazines, metal cans, empty
flattened cardboard so long as it fits loosely in the recycling cart, flat or gable- topped cartons. Caps
can be left on bottles, cans and jars.
Residential Recycling service within the Towns of Chapel Hill, Carrboro, and Hillsborough is one part
of the Orange County Solid Waste Management's comprehensive and integrated recycling program
providing Orange County residents and businesses with robust programs for both the residential and
commercial sectors. In 1997, Orange County and the incorporated municipalities of Chapel Hill,
Carrboro, and Hillsborough each adopted a solid waste reduction goal of 61 % per capita. During FY
12- 131112, Orange County was recognized for the third year in a row as having the highest waste
reduction rate in the state at 59 %.
Current setout rates from the County's historical data shows that the set -out rate in the Urban
Collection Area is about 72 %. Using this set out rate and historical data, we estimate that the
participation rate is between 80 and 85 %. Anecdotally, Chapel Hill and Carrboro have a relatively high
participation rate whereas Hillsborough has a slightly lower participation rate. Some national data
would extrapolate participation at over 90% from this level of set out rate.
The current rate paid to current Service Provider is $3.73 per unit per month. This is for weekly
collection of single- stream recyclables in 18 -20 gallon bins. Typically two bins with an average of
about 32 pounds per month per household collection. Average monthly collection for the three
municipalities combined is 375 tons per household.
The County seeks Proposals for Single- Stream collection of accepted Recyclable Materials only. The
County is moving curbside collection from 18 gallon bins to 95 gallon roll carts and will evaluate two
options for the provision of these services. One option will be that curbside recycling collection by the
service provider occur on a once per week basis (weekly). The second option will be that collection by
the service provider occur on a once every other week basis (bi- weekly). The County will supply and
distribute the 95 gallon roll carts to the residential units to ensure that the carts are in place to coincide
with the start of collection services as determined under this proposal and contract.
The County reserves the right to allocate smaller carts in certain limited circumstances that are still
compatible with standard cart tipping equipment
The County provides and will continue to provide public education about the program including
brochures, mailers, publications and articles, and the County manages complaint and concern calls
from citizens. Where possible, the County may recruit community volunteers to help distribute
information and increase participation in their neighborhoods. The Service Provider is expected to
assist in the provision of public education during the course of business when interactions with
RFP #5199 Page 6 of 26
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Residents occur. The Service Provider is further expected to help educate residents who place
improperly prepared or unacceptable items at the curb by consistently and accurately tagging the
Recycling Carts with `bops" tags - a card explaining why the bin contents could not be collected
(Attachment D). (see Section V, Subsection F)
Communication between County and Service Provider will be expected to occur on a daily basis, and
the County expects prompt and professional responses by the Service Provider to County and /or
citizen concerns. Service Provider will be expected to provide a high level of service, and should plan
to have a supervisor available to respond promptly to County's legitimate concerns. A supervisor will
be available at all times throughout the day while collections may occur, specifically from 7:00 a.m.
through 5:00 p.m. Monday through Friday and on any days and hours that may fall outside of the
regular collection days and hours such as any make -up days that occur due to holidays, inclement
weather or any other conditions that may require the collection of recyclables outside the regular
Monday through Friday 7:00 a.m. through 5:00 p.m.
Schedule
DATE
EVENT
December 18, 2013
Issuance of RFP.
Mandatory Pre - Proposal Conference.
Time: 2:00 PM at the Solid Waste Administration
January 2, 2014
Building, 1207 Eubanks Road, Chapel Hill
Deadline for submittal of questions. Submit
questions via email to
January 9, 2014
dcanneg@orangecountync.gov
January 16, 2014
Proposal Submission. Proposals are due by 3
p.m. on this date, at the County's Purchasing
Department, 200 South Cameron Street — PO
Box 8181, Hillsborough NC 27278. All Proposals
will be held in a secure place until this date.
January 2014
Evaluation of Proposals by Evaluation Committee
February 4, 2014
Anticipated Contract Award by Board of County
Commissioners.
As soon as June 2 but no later
Begin Urban Curbside Recycling Collection
than June 30, 2014
Services.
IV. Accuracy of RFP and County Rights and Options
A. Accuracy of RFP and Related Documents:
The County assumes no responsibility for conclusions or interpretations derived from the
information presented in this RFP, or otherwise distributed or made available during this
procurement process. In addition, the County will not be bound by or be responsible for any
explanation, interpretation or conclusions of this RFP or any documents provided by the County
other than those provided by the County through the issuance of Addenda. In no event may a
Service Provider rely on any oral statement by the County or its agents, advisors or consultants.
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Should a Service Provider find discrepancies or omissions in this RFP or any other documents
provided by the County, the Service Provider should immediately notify the County of such potential
discrepancy in writing and a written addendum will be made available to each Service Provider, via
email or postal mail, if the County determines clarification to be necessary. Each Service Provider
requesting an interpretation will be responsible for delivering such requests to the County's
designated representative as indicated in Section X.
B. County Rights and Options:
The County at its sole discretion reserves the following rights:
To cancel this RFP with or without the substitution of another RFP;
To take any action affecting this RFP, this RFP process, or the Services or facilities
subject to this RFP that would be in the best interests of the County;
To issue additional requests for information;
To require one or more Service Providers to supplement, clarify or provide additional
information in order for the County to evaluate the Proposals submitted;
To conduct investigations with respect to the qualifications and experience of each
Service Provider;
To waive any defect or irregularity in any Proposal received;
To reject any or all Proposals;
To award all, none, or any part of the Services that is in the best interest of the County,
with one or more of the Service Providers responding, which may be done with or
without re- solicitation.
To discuss and negotiate with selected Service Provider any terms and conditions in a
Contract including but not limited to financial terms; and to enter into any Contract
deemed by the County to be in the best interest of the County, with one or more of the
Service Providers responding.
V. Details of Service
A. Contract Agreement
Services provided by Service Provider shall be managed by a Curbside Recycling Agreement.
The term of the Agreement between County and Service Provider will be for an initial five (5)
years. Service Provider, with the approval of the County may commence the new service prior
to June 30, 2014 but no sooner than June 2, 2014 and not later than June 30, 2014. The
initial period of the proposed Agreement will become valid on start date of service through
June 30, 2019. In this case, the initial term of the agreement will reflect the correct number of
weeks or days prior to June 30, 2014 to coincide with date when the new services begin. At
the close of the initial five (5) year term the contract may be extended at the option of the
County and with the agreement of Service Provider to include one (1) additional five (5) year
renewal period.
Any contract agreement entered into by the Department of Solid Waste Management is
contingent upon funds being appropriated annually by the Board of County Commissioners.
Additional terms will only be extended assuming that the performance of the Service Provider is
satisfactory
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The Scope of Services outlined in this RFP is intended to inform Proposers of the level of service
expected by the County. Proposers that cannot provide services as outlined in this RFP must
clearly take exception to specific items in their Proposal.
B. Collection of Recyclable Materials
Service Provider shall collect and remove all properly prepared Recyclable Materials once each
week (regardless of weather conditions, see Adverse Weather Policy) from all single family
homes, and adjacent small businesses, schools, and churches within the residential areas
located within the Town limits of Carrboro, Chapel Hill, and Hillsborough, NC. Service Provider
shall pass each household or other eligible location once per week and collect materials set at the
curb (or agreed upon location in the case of handicapped /disabled citizen). Collection shall take
place no earlier than 7:00 a.m., and no later than 7:00 p.m.
Service is typically provided at curb on public streets, though there are some instances where
Service Provider will be expected to provide service on private streets and in other non - standard
fashions. Typically, if a private street is not accessible to the standard recycling collection vehicle,
the residents are asked to bring their Recycling Carts to a specific collection point such as the
intersection with a public street. In several cases collection services are provided in public and
private alleys. There are many cases, especially in downtown areas, where the recycling
collector is expected to back the collection vehicle into or out of small streets that do not allow for
the vehicle to turn around.
Upon servicing Recycling Carts, Service Provider will place emptied Carts back to their original
location in such a manner as to ensure that emptied Carts do not interfere with the flow of vehicle
or pedestrian traffic, mail delivery, driveway access, or other receptacles at the curb such as
garbage and yard waste carts. Service Provider shall take care not to damage Carts or personal
property of serviced Units.
The curbside recycling program provides service to Handicapped /Disabled citizens. Citizens
interested in this service must request this from the County, and must meet the County's eligibility
requirements. When servicing a Handicap /Disabled Resident, the collector will retrieve the
Recycling Cart/Bin from a designated area, service the receptacle, and return the empty Cart/Bin
to the designated location. Service provision to these citizens may require that Service Provider
walk up steep or long driveways and into back yards. This service is presently provided to
approximately one hundred thirty five (135) Residents throughout the service area. At present
disabled residents are serviced by the regular collection crew on the same day as the other
households on the same street, though Proposers may suggest alternative service arrangements
for these citizens. There is no limit to the number of Residences that are eligible to receive this
service, though County does not anticipate that the number of Residents requesting this service
to drastically increase. County retains responsibility for designating eligibility for this service.
Non - residential facilities such as churches and small businesses located in or adjacent to
residential areas may also be allowed to participate in the curbside recycling program at the
County's discretion. Curbside service is limited to those non - residential facilities that generate
household -like quantities of Recyclable Materials. Typically, curbside recycling collection routes
are limited to residential areas, with a few notable exceptions such as Weaver Street and West
Main Street in Carrboro. County does not anticipate increasing the Curbside Recycling Provider's
role in the provision of services to non - residential / commercial entities.
Route scheduling is a critical part of the ongoing success of the recycling collection program, and
well planned routes are a key aspect of a successful transition from one Service Provider to
another Service Provider. Collection routes and schedules will be prepared by Service Provider
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and approved by the County. See Section V, Subsection I for greater detail of County's
requirements for routing.
Service Provider shall assist in collection effectiveness by ensuring that any materials spilled in
the process of recycling collections, or any overflowing recyclables, are collected and placed in
the truck. Collectors shall carry a broom and dustpan to sweep up any broken glass or litter that
occurs in the process of recycling. Failure to clean up verifiably spilled recyclable materials on
the day of report of said spillage may result in the assessment of penalty fines by County. This
penalty may be assessed at the amount of $25.00 per day for each verifiable occurrence of
spilled recyclable material that is not cleaned up within the following timeframe: if the Service
Provider is notified of spilled materials before 10:00 am of a scheduled collection day, the Service
Provider must have the material cleaned up by 5:00 pm of the same working day. If Service
Provider is notified of the spilled material after 10:00 am of a scheduled collection day, the
material must be cleaned up by 10:00 am the following collection day. Provider's collection
vehicles must also carry a spill kit to manage any spills or leaks of vehicular fluids, such as oil,
hydraulic fluid, transmission fluid, fuel etc. Any spills or leaks will be the responsibility of the
Provider, including the management of subsequent cleanup and abatement and compensation
for damages if necessary.
The Service Provider shall immediately notify County of any and all damage claims, incidents,
accidents or spills that occur during the course of the collection activities that involve the Service
Provider. Any and all accident, incident, damage or spill claims shall be investigated within the
following timeframe: If the Service Provider is notified of any damage claims including spills
before 10:00 am of a scheduled collection day, the Service Provider must start the investigation
by 5:00 pm of the same working day. If Service Provider is notified of the incident after 10:00 am
of a scheduled collection day, the investigation must begin by 10:00 am the following scheduled
collection day. The Service Provider shall provide County with a full explanation of the disposition
of any complaint involving a Customers claim of damage to public or private property as the result
of actions of the Provider's employees, agents, or sub Service Providers prior to the customers
next regularly scheduled service day. Provision of photographic evidence of the damage by the
Service Provider when the damage occurs is highly encouraged.
No uncontaminated recyclable materials collected in this program shall be landfilled. Landfilling
or incinerating recyclables shall result in a penalty of $500 per incident of unauthorized disposal
to a landfill or incinerator.
Service Provider shall, at its own cost and expense, furnish all of the labor, equipment and
associated costs required to perform Urban Curbside Recycling Services as outlined in this RFP.
Municipal service area collection performed by Service Provider may be expanded or contracted
as budget and other constraints permit.
Service Provider is encouraged to use non - petroleum based fuels or blends such as biodiesel or
B -20 that contain a blend of vegetable oil and diesel fuel in an effort to minimize particulate and
sulfur emissions.
C. Recycling Carts, RFID Data Management and Service Verification
After a thorough investigation of several types of recycling containers /carts and associated cart
management programs, service verification programs and data management programs the
County declares its intent to recommend purchase of 95 gallon Rehrig recycling carts (containers)
with imbedded RFID inlay with specifications that includes passive UHF and have an optimal
operating frequency of 860 - 960 MHz and have an operating temperature of -40 °F to +149 °F.
The dry inlay will meet ISO /I EC 18000 -6C and EPC global C1 G2 protocol.
RFP #5199 Page 10 of 26
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The County also intends to utilize Rehrig's Container Asset Recovery Tracking System
(C.A.R.T.S) for cart management and service verification program and will require the Service
Provider to pay for the cost of the service verification portion of the system.
The County intends to require the Service Provider to use an RFID system to be mounted to the
collection vehicles that is equivalent to the Rehrig's All -In -One RFID Reader (RPCAIO- RFID
Reader). The truck - mounted readers must be compatible with the C.A.R.T.S program. The RFID
systems on the Service Provider's collection vehicles must be able to transmit their data to
Rehrig's C.A.R.T.S. asset management, service verification and data management software
through cellular (real time data transfer) network.
The Service Provider must indicate as part of its proposal, its specific experience and familiarity
with RFID systems and its maintenance department's capability to manage and move the
readers' properly.
Service Providers offering a proposal can state their preferred options for readers but the County
requires that the Service Provider's proposed hardware system will easily communicate and
coordinate data collection with the County's use of Rehrig's C.A.R.T.S. program. Reader Data
Communication to servers should connect through the CDMA GSM Module (for real -time
communications).
D. Collection Impediments
Some routes may have a number of collection impediments that may require special effort to
accomplish this level of service.
On Street Parking.
Certain neighborhood streets permit "on- street parking" which may present
impediments to Residential Recycling Collection Services, especially automated
Services.
2. Southern Village (Narrow Alleys)
There is a neighborhood in Chapel Hill that includes about 525 single family and
attached single family residences (See Attachment C) that have private service
alleys in the rear of the unit. These residences currently get their garbage collected
in the service alleys. The service alleys behind the homes do not meet town
standard, thus may be too narrow for a side loading vehicle to collect and the
turning radiuses do not accommodate standard collection vehicles. These
residences currently have their 18 gallon bins collected in the front of each unit on
the street.
It is desired by County that these units are served with carts at the same cost as all
other units, however the County understands that this may not be possible and
requests that the proposers evaluate the possibility of collecting Recycling Carts in
these service alleys, verse the public street, and clearly indicate the additional cost,
if any, of adding this special service to the program.
3. Narrow Streets with difficult collection points
If an area is permanently inaccessible to the standard collection vehicle due to street
configuration, width, topography, or other existing built environmental characteristics,
but said area is not blocked due to construction or some other obstacle, County may
require Service Provider to provide service from an alternative collection vehicle such
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as a pick -up truck. County may only require this of Service Provider when there are
no other reasonable options for provision of recycling collection service.
An example where County may require Service Provider to provide service from a
pick -up truck might be the case of a public street in Chapel Hill that is too narrow to
accommodate safe passage of the standard recycling collection vehicle. Currently the
County has Service Provider service seven (7) streets with a total of 44 units with a
pick -up truck. Use of a pick -up truck by Service Provider for the collection of
recyclable materials shall be negotiated on a case -by -case basis. The following are
streets (with the number of units per street) that may be too narrow to accommodate
safe passage of the standard recycling collection vehicle:
o Bowling Creek (4 Units)
o Carolina Avenue (8 Units)
o Cobb Terrace (13 Units)
o Davie Lane (6 Units)
o Friday Lane (2 Units)
o The Glen (3 Units)
o Yates Alley (8 Units)
4. Infrastructure Renovation /Streets Blocked by Construction
Periodically major renovation is necessary to maintain the infrastructure of the
towns. This includes such activities as replacing gas, water and sewer lines,
surfacing or resurfacing streets, rebuilding storm drainage systems and replacing
wiring for telephone, electricity, or cable television. If the County is notified in
advance of these activities, the department will notify the Service Provider.
However, it is common for work to be initiated without prior notification. Alternate
Residential Recycling Collection Services must be provided during this period of
disruption. The Service Provider should evaluate each circumstance individually to
determine the appropriate alternative. The County shall be promptly notified of the
nature of the disruption, its location, and the alternative employed or proposed to
be employed to provide Service. No additional fees shall be payable to the Service
Provider for Services provided under these conditions.
E. Procedures and Penalties for Missed Pick -Ups / Failure to Collect
Service Provider must provide an office telephone number, email, mobile phone number and fax
number to which County may direct its formal complaint notifications. The office telephone
number shall be physically located at an operational facility staffed by Service Provider personnel
able to convey complaint information to Collection personnel and Project Management as
complaints are received during the hours of 7:00am through 5:00pm, Monday through Friday.
All calls from residents relating to missed pick -ups and other citizen concerns shall be directed to
County rather than the Provider. The County will document all calls, and then notify Service
Provider via email, fax or other written notification. In the case of a missed pick -up reported by
County (late set -outs excluded), Service Provider shall collect the Recyclable Materials within the
following timeframe: If County notifies Service Provider of a missed pick -up before 10:00 am of a
scheduled collection day, the Service Provider must have the missed collection rectified by 5:00
pm of the same working day. If Service Provider is notified of the missed collection after 10:00
a.m. of a scheduled collection day, the missed collection must be rectified by 10:00 a.m. the
following scheduled collection day. The County must be promptly notified when missed
collections and citizen concerns have been resolved. The burden of proof for determining
whether a complaint call was a late setout will be with the Provider. The C.A.R.T.S RFID
RFP #5199 Page 12 of 26
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system is a useful tool to assess claims and that data may be used as evidence by Service
Provider for proof of time of service for each unit that claims to be a missed collection.
If County receives a report of five (5) or more missed collections in one area on a working day
that is followed by a non - working day, Service Provider will provide collection by 5:00 p.m. the
following day, excluding holidays. For example if County receives notification of five (5) or more
missed collections on one street, or in one neighborhood at 4:30 p.m. on a Friday and notifies
Service Provider of the reported misses by close of business on that Friday, will provide collection
by 5:00 p.m. on Saturday (assuming that Saturday is not a recognized holiday).
If Recycling Carts which were recorded by County as not collected by Service Provider are not
collected within the stipulated timeframe outlined above following written notification of Service
Provider by County, County may levy penalties equal to $25 per Unit per day not collected. To
avoid the penalty, Service Provider must provide legitimate explanation for non - collection within
the stipulated collection timeframe outlined above if the Cart was unable to be collected for a
certain reason.
Response to complaints as registered by County does not necessarily mean collection of
recyclables if it can be shown by Service Provider that the recyclables were set out after the
prescribed pick up time (late set - outs), or if it can be demonstrated that the materials were
improperly prepared or that the Recyclable Materials were inaccessible (see Section IV,
subsection F).
Excessive Missed Collections may be considered a default condition. Accordingly, the Service
Provider must pay liquidated damages in accordance with the following:
• The Service Provider shall collect missed collections within the stipulated
timeframe outlined above; and
• Starting with the fifth (5th) unresolved missed collection within the stipulated
timeframe in any thirty (30) day period, liquidated damages in the amount of four
hundred dollars ($400.00) per occurrence will be assessed to the Provider.
Within the past two years the County has assessed at least one penalty to current Urban
Curbside Recycling Service Provider in the amount of $425 for failure to collect within time -frame
listed above after receiving notice of a missed street from the County.
F. Refusal to Pick -up
1. Improperly Prepared Materials
Service Provider shall not refuse to collect any reasonably prepared Recyclable Materials.
When and if Recyclable Materials are not collected due to improper preparation or
unapproved Recycling Cart, a properly executed notice (Oops Tag) must be attached to cart
by Service Provider with the rejected materials and /or rejected Cart. The forms for notification
(Oops Tags) are to be designed and approved by the County but shall be printed by the
Service Provider at the Provider's expense. (A copy of the current Oops tag is included as an
attachment to this RFP.) Current Service provider estimates that 50 -75 oops tags are put out
per month for improperly prepared bins, contamination, unacceptable items, etc. The current
Service Provider notes that due to high student occupancy of units near the University of
North Carolina - Chapel Hill most oops tags are distributed more frequently in and around the
University campus. This notice must accurately describe why the Cart contents or Recyclable
Materials were not collected. The burden of proof for determining whether a properly
completed Oops Tag was left with rejected material will be with the Provider.
RFP #5199 Page 13 of 26
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Service Provider may refuse to collect any material that is not a listed Recyclable Material, or
any Recyclable Material that is contaminated to the extent that it is no longer recyclable.
Failure on the part of Service Provider to leave proper notice (Oops Tag) when refusing to
collect improperly prepared materials may result in County assessing a $50.00 penalty for
each verifiable occurrence.
If a small number of non - recyclables are placed in the Cart with other Recyclable Materials,
Service Provider shall collect Recyclable Materials and reject non - recyclables, leaving an
appropriately completed Oops Tag. If Recyclable Materials are thoroughly intermixed with
non - recyclable materials in the Recycling Container, Service Provider may refuse to collect.
Service Provider shall report to County all oops tags left at the end of the service day using
RFI D reader software or other means approved by County.
If recyclable materials are placed in an unapproved recycling container (i.e. a plastic bag, an
unapproved cart, cardboard box, or 18 gallon bin with exception to those identified by county
as handicap disabled) Service Provider may refuse to collect with an appropriately completed
Oops Tag.
The County, at its discretion, may ask Provider to accept Recyclable Material outside the Cart
under limited, special and reasonable circumstances.
2. Inaccessible Recyclable Materials
In a situation where a street is unexpectedly inaccessible to the Provider's collection
vehicle due to an improperly parked vehicle, utility work, construction work, or any other
obstruction rendering a roadway completely or partially blocked, Service Provider may
attempt to service said street later that same day, either by sending the collection vehicle
back, or by sending someone with a smaller vehicle to collect the materials. If Service
Provider cannot provide service on the scheduled day, Service Provider must report the
exact locations to County on the day that service is scheduled to be provided before 5:00
p.m.
In the case where an area is inaccessible to standard collection vehicle for an extended
period due to utility work, roadwork, construction or some other obstacle, County may require
Service Provider to service from a smaller vehicle until such time as the area is again
accessible to the standard collection vehicle. This does not include the areas that permanent
collection impediments as referenced in Section V subsection D.
G. Cooperation between County and Provider
It is expected that the Service Provider will work closely and meet frequently with County's
designated urban curbside program manager regarding program operation and the County public
awareness program. Regular meetings of this type will be essential to insure the success of the
County curbside recycling program. At these meetings, the details of specific problems and the
success or failure of particular public awareness strategies and activities can be reviewed and
evaluated. At times these meetings may include representatives from the Towns of Carrboro,
Chapel Hill and /or Hillsborough.
H. Supervisor
A high quality of service to the citizens of Orange County is essential to successful Service
Provider performance. In order to ensure that service is maintained at a high level, local
supervision directly responsible for this curbside operation is required. The supervisor must be
within an hour's drive of any of the three municipality limits. This supervision is expected to
RFP #5199 Page 14 of 26
107
provide the critical hands -on direction to the Provider's employees, as well as providing someone
who can respond quickly to complaints or problems. Service Provider shall provide their
Supervisor (and their designated back -up in absence of Supervisor) with a cell phone or other
means to communicate directly, regularly and immediately with County's curbside recycling
program manager.
Proposer is expected to specify in its Proposal this position's responsibilities, including where this
person will be located /based, and provide details on the planned method of communication
between the Supervisor and the County's representative. Proposer must also provide a resume'
for the individual expected to be in this position (or a detailed job description if exact personnel
are not yet known). The Service Provider must also provide information regarding the
Supervisor's back -up and indicate clearly when the backup will be the primary point of
communication during the Supervisor's absences due to vacation, illness etc. Provider shall
always have an available Supervisor to respond to County concerns during operating hours (7:00
a.m. to 5:00 p.m, Monday through Friday).
I. Routing
Collection routes will be prepared by Service Provider in coordination with County and
C.A.R.T.S. representative with final approval by County. Each household must clearly
understand the day of the week that recycling service will be provided so they know when to
place their Recyclable Materials at designated collection point. This will be especially crucial
should the County decide to change from weekly curbside recycling collection to bi- weekly
curbside recycling collection. Once routing is established, the County will inform the
households on each route of their schedule. The County understands that minor adjustments
to routes may be necessary periodically, especially during the beginning of a new contract.
Changes to curbside routes are a major task, operationally and public relations -wise, and must
be kept to a minimum. When and if re -route is initiated by Service Provider for the benefit of
Service Provider, County can ask for Service Provider to pay for reasonable expenses related
to promotion and education of re- route. Unless there is an urgent reason for doing so, Service
Provider will be limited to making no more than one major routing change a year, though
County hopes that the need for major reroutes will be minimal. County expects that thorough
and detailed planning of collection routes will take place by the successful Proposer. County
also understands that route changes may need to take place following a significant increase in
the number of units serviced such as may take place during a large annexation. Any changes
to collection routes must be pre- approved by County.
During the initial scheduling of routes the County will provide the current garbage routes of the
Town of Carrboro and the Town of Chapel Hill and will request that the Service Provider try to
match these routes to the extent possible. Though the County would like the existing garbage
routes to be considered, the County will give precedence to recycling program routing
efficiencies.
Specific Routing Requirement for the Town of Hillsborough: The Town of Hillsborough
must be routed so as to occur on Wednesdays as they are currently scheduled. The
scheduled collection day for Hillsborough must be Wednesday under either the weekly or bi-
weekly collection options.
All routes will be documented on detailed route maps that show all areas to be collected.
Route maps should coordinate with the C.A.R.T.S. software as well as be in a format readable
by ESRI ArcGIS 10.0 or greater. Service Provider must also provide route lists compatible with
excel with address and day of collection. A list of all addresses with associated collection days
is available electronically upon request.
RFP #5199 Page 15 of 26
M
J. Holiday Schedule
Holiday schedules for the curbside recycling program will be based on the County's Fiscal
Year, and are to be negotiated annually and determined by County and Provider. It is
expected that in April of each year, County and Service Provider will meet and jointly determine
the Holiday Schedule for the coming Fiscal Year (July 1 through June 30).
Holidays with no collection may include Thanksgiving Day and New Year's Day. There will be no
consideration of collection on Christmas Day. Other holidays may be entertained. If a holiday falls
on a day not regularly scheduled for services (i.e. on a Saturday or Sunday) no change in
collection schedule will occur.
With County's approval, Service Provider may decide to work on holidays, or may choose to
reschedule collection so as to observe holidays. In case of rescheduling of service due to the
observance of a holiday, the service day may be rescheduled to another day during the week
without impacting the schedule of other days (i.e. Thursday's collection may be rescheduled to
take place on Saturday).
When collection schedules are reorganized to accommodate a holiday, or if Service Provider
chooses to work on a holiday, there will be no additional charge for collection, even if Service
Provider is required to work on a weekend.
K. Title to Material/ Designated Processing Facility
All Recyclables collected under the Contract shall be the property of the County unless
otherwise negotiated. A truck mounted camera that is mounted so as to view hopper
operations working in conjunction with the RFID reader will aid in the identification of location
of contamination. Therefore, Service Provider is encouraged to provide for camera
surveillance of the hopper but at a minimum require collectors to visually observe daily
dumping hopper operations and to document/log gross contamination so that County may
attempt to correct residential use of recycling carts.
The Service Provider shall be required to transport and unload all Recyclables collected as part
of the Contract at the Designated Processing Facility and shall observe the hours of operation
of this facility. The County reserves the right to change or alter the location and /or the hours of
operation of the Facility as needed. Should the County change the hours of operation or
location where material shall be delivered to of greater distance than that previously
designated, and provided such new destination results in documented increased costs to the
Provider, the Service Provider may request additional compensation from the County for its
demonstrated increased costs. Such argument for change in costs must be based on the
increased distance (if any) from the Contract Area and the new Designated Processing
Facility, using 1514 Eubanks Road as a base point. Likewise, if the distance to the new
processing site is decreased, the County and the Service Provider may agree to lower the fee
for collection.
It is the responsibility of the Service Provider to identify contamination while collecting on route.
If there is a recurring issue of contamination the Service Provider must identify the source of
the Contamination and work with County to reduce and eliminate it.
All material that is delivered should be the material collected from contract collection area
unless otherwise agreed upon.
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It is the intention of the County to own the material, however, if the County and Service
Provider find that it is in their mutual interest to change ownership it can be negotiated at any
time. The Designated Processing Facility is:
Orange County Solid Waste Management
1514 Eubanks Road
Chapel Hill, NC 27516
The current Designated Processing Facility is owned and operated by County. No tip fee will
be assessed or charged for loads of recyclables collected by the Service Provider under this
Contract. It is assumed that no tip fee will be charged to the Service Provider for the duration
of the contract term. Should conditions change during the contract term and tip fees will be
assessed then Service Provider may request additional compensation from the County for its
demonstrated increased costs.
L. Public Awareness Program
County shall develop, implement, and maintain a Curbside Recycling Public Awareness Program.
Service Provider agrees to materially assist County with public relations and education efforts by
ensuring that Provider's collection crews maintain a supply of program brochures furnished by
the County to distribute to individuals as needed. Additionally, Provider's employees are to
understand, at least in a generic manner, how materials are collected and processed and must
be able to convey this information to citizen's who inquire about the program.
M. Adverse Weather Policy
In no case will an employee of the County direct a Service Provider to work in conditions that
the Service Provider determines to be unsafe. In no case will an employee of the Department
of Solid Waste Management knowingly allow a Service Provider to operate in conditions that
the employee deems to be unsafe.
To minimize inconvenience to the public when services are cancelled, efforts will be made to
reschedule the missed day. If a weather event necessitates cancellation of services for only
one day, that one day will be rescheduled for the following Saturday. When a weather event
necessitates cancellation for multiple days, only the first cancelled day will be collected on the
following Saturday and the succeeding cancelled days will not receive a make —up day and will
be collected on their next regularly scheduled service day.
If a severe weather event develops after work has begun, the decision to cease collection
operations will be the Provider's unless the County determines that it is in its interest to issue
an early closing. Decisions to cease service shall be communicated between the parties
designated mangers within one hour of the decision. In the event of an early closing, if service
is able to begin the next day, then service shall resume where it left off at the time of early
closing, and then the scheduled collection for the current day will commence and if necessary
will be completed on the following Saturday. If the weather event prevents service from
operating on the following day, the remaining work that went undone on the day of early
closing shall be canceled, not to receive service until the next regularly scheduled day.
During severe weather events, the Service Provider has the right to refuse to service streets or
portions of streets that it deems either unsafe to service, or unserviceable due to some other
obstruction. Service Provider must immediately inform County of any and all locations that are
skipped due to being deemed unserviceable. Contract Reasonable efforts shall be made to
service such areas as soon as possible.
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In the event of severe weather or other event that necessitates the temporary cancellation of
recycling services, if no make -up day is scheduled, County may negotiate with Service
Provider and receive a reduction in the cost of services for services that were not rendered. If
collections are rescheduled, Service Provider shall perform rescheduled collections at no
additional cost to County.
N. Safety
Proposers are required to provide copies of their Safety Plan as part of this RFP. Service
Provider certifies that it will follow the safety policies in effect, and that Service Provider takes all
reasonable and necessary measures to protect Provider's employees and the citizens of Orange
County (i.e. Strobe lights on truck shall be flashing at all times while on route and all employees
must wear professional high visibility uniforms). Additionally, Service Provider certifies that its
employees are fully informed of said safety policies.
Consideration will be given only to Bidders who are experienced in the class of work proposed,
who can refer to projects of similar magnitude and /or character that have been completed by
them, and who can document effective safety management.
O. Tracking, Data Collection, Management and Reporting
The County desires to maximize the accuracy of data reported on the County's residential
recycling program. The Service Provider (at Service Provider's cost) must equip each collection
vehicle with radio frequency identification tag (RFID tag) reader to allow precise data tracking
of units serviced. The RFID tag readers will be at the expense of the Provider. The data
generated will be used to provide tracking reports and maintain a database showing the
number of units serviced. This master database showing cart assignments by RFID may be
used to maintain the billing system for the County and for payment to the Provider.
The reader must be compatible with software that is able to deliver the County with a minimum
of the following information:
• The ability to report cart contamination by address
• Participation rate by route
• Set out rate by route
• Must be secure. Information gathered from RFID must be maintained in confidential
manner.
• Web based access to real time information
• County will have real -time access through internet -based application to the location
of Provider's collection vehicles and other data that is enabled by the use of RFID
and GPS vehicle tracking systems.
Details regarding the RFID tag reader and the reporting system desired by County
shall be finalized after the contract has been awarded.
It is the intent of the County to use the C.A.R.T.S RFID hardware and software to collect
information through web -based tracking software. This software will be available 24/7/365. The
only elements required for access to this software is a web browser and live internet access.
There will be customizable tiered levels of security access. Data is the property of the County
and shall not be shared, sold or otherwise made available to others without County authorization.
The data will be monitored by County daily to ensure accuracy and consistency in reporting.
Service Provider will have the ability to generate reports daily, weekly, or monthly based on
container activity, such as service verification, and any others requested by the County. Reports
should be able to be viewed in PDF format or downloadable in an Excel format.
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Service Provider shall provide monthly project reports to County during the contract period, to be
due on or by the 14th day of the month following the month for which the report is being made.
Invoices will not be paid without submittal of accurate and complete reports. At a minimum, the
reports shall include:
1. Summaries of the tonnages of all Recyclable Materials recovered by route and jurisdiction;
2. Participation rates in terms of weekly household set -out counts. The set -out counts shall be
broken down by the three Towns;
3. Summaries of the total truck hours required for the collection vehicles to collect, transport, and
unload the recyclable materials;
4. Monthly productivity calculation shown in units of homes collected per truck hour; and
5. A short summary of program highlights, problems and measures taken to resolve misses,
untagged carts and other collection problems, and measures taken to increase efficiency and
household participation.
6. Provide access to all information gathered by RFI D reader.
Service Provider is also responsible for providing an Annual Report to County. This Annual
Report shall be due on or by January 31St of each year that the Contract is in effect. At a
minimum the Annual Report shall include a summary of tonnage and participation rates
information from monthly reports by route and jurisdiction.
P. Compensation for Services
Service Provider shall bill County for services on a monthly basis. County agrees to make
payments to Service Provider within thirty (30) days of receipt by County of an accurate invoice
and the required monthly data reports.
Q. Equipment
The Proposal shall include a detailed list of the equipment Service Provider will purchase to
use in the project, including all accessories to be actively used in this project as front -line
equipment or as backup. Equipment maintenance and aesthetics are very important to the
County. The County will require that the Service Provider's front -line equipment be new
equipment for this project. All new equipment to be acquired to accomplish this contract will be
the responsibility of the selected vendor, and will be expected to be in service 110 days from
Board of Orange County Commissioners execution of Contract with accepted vendor.
Proposals must list equipment to be used by type and model, year of manufacture, note the
anticipated delivery date of new equipment and the remaining useful life of existing equipment
as of the date of the inventory. Proposal shall list and provide photographs of the contingency
equipment available in case of new equipment not being available on first date of service, or in
case of equipment failure of the specified equipment. Delivery guarantees by manufacturers
shall be attached to the Proposal. If the new specified equipment is not available at the start
of Contract, other equipment acceptable to the County and the selected vendor may be
substituted until the specified equipment becomes available. This will be based on the
County's acceptance of all interim equipment. County may elect to inspect this equipment. The
Service Provider shall:
RFP #5199 Page 19 of 26
112
1. Provide all equipment necessary for the effective collection and removal of
Recyclables;
2. Keep all equipment clean, neat in appearance, and in good repair for effective
equipment maintenance services;
3. Keep all equipment free of excessive noise, odor, leakage, or emissions;
4. Clearly identify each piece of equipment with the Provider's name and vehicle number;
5. Duplicate vehicle numbers will not be allowed;
6. Provide adequate back up equipment such that uninterrupted Service shall be
maintained at all times to include RFID reader(s) capable of transmitting data to
C.A.R.T.S. software in real -time;
7. Contain Recyclables so that no material is spilled, leaked, or blown from the vehicle
during transit to the Designated Processing Facility, if litter occurs in transit and is
reported to County, Service Provider must collect litter when reported unless verified to
the satisfaction of the County that litter did not occur due to Service Provider action or
inaction.
8. Maintain equipment sufficient to handle the special requirements of adverse weather,
intermittent volume fluctuations, and holiday overloads;
9. Ensure that all parts and systems of the collection equipment are operated and
maintained properly;
10. Be responsible for any property damage claims or environmental cleanups caused by
Provider's vehicles, equipment, and /or employees;
11. Take reasonable care to prevent damage to Recyclable Carts during collection, if carts
are verifiably damaged by Service Provider negligence the County will deduct the cost
of a new cart, assembly and delivery from monthly invoice;
12. Be responsible for locating and providing storage areas, which shall comply with all
local and state ordinances, for all collection equipment at no cost to the County;
13. Supply the County with an updated, comprehensive list of all equipment, including
equipment identification numbers and vehicle tare weights that shall be used in fulfilling
the Contract and notify the County of additions or deletions of the equipment as they
occur (After contract is awarded, County will ask that tare weights be established using
the County's scale);
14. Any vehicle that is not on the daily list may be used under the contract only if: (1) the
vehicle is listed on the Master Equipment List; (2) notification is given to the County;
15. Demonstrate that all equipment will be properly maintained and fully equipped to
include RFID readers and provide a specific plan for operating scheduled collection
routes when front -line equipment is down, and a plan for servicing equipment broken -
down in the County's service area; and
16. All vehicles used in service will be properly be licensed as an approved Orange County
Waste hauler as specified in the County Code of Ordinances.
Please note when specifying equipment for County's curbside recycling program that County
requires all collection vehicles to be equipped with rear - facing body- mounted strobe -
light/flashers, and County further requires that these strobe lights be operated the entire time
these vehicles are operating in Orange County.
RFP #5199 Page 20 of 26
113
R. References
All proposers shall supply with the proposal, a reference list of at least 3 municipalities or local
governments performing a similar service with a minimum of 10,000 household units for a
period of at least five years. Complete and accurate contact names, addresses,
telephone, and e-mail addresses must be provided.
V. Contents of Proposal
Customer Service is a critical element of curbside recycling collection and will be an important factor
in selecting the Provider. It is important that Proposers provide sufficient detail on each of the items
below to properly communicate their understanding of what is expected, and to convey the level of
service that Proposer will provide to Orange County. Brevity, clarity, and responsiveness in proposals
are encouraged. The inclusion of extraneous information not pertinent to the basic purpose of the
RFP is discouraged. Proposals should at a minimum provide the following information in the exact
order in which it is listed:
Statement of Understanding
Provide statement attesting that all Details of Service as listed above are fully understood and
agreed to. Clearly state any exceptions to the Details of Service as described in Section V.
Service Provider Staff / Personnel
• List key members of the proposed management team, include resumes and a description of
the function / responsibilities of each individual and their office location;
• Provide details concerning plan for number of collection staff and back -up personnel, as well
as anticipated job duties;
• Provide Company organization chart illustrating relationship between Project Management and
overall company organization; and
• Provide a list of subcontractors, if any, to be used in the course of performing Urban Curbside
Recycling Services. Include the functions that will be assigned to subcontractors. All
subcontractors must be approved in advance by County.
Program Design
• Describe how service will be performed, must include the specific type of collection service
proposed (i.e. semi - automated, fully automated, combination of both);
• Address operational component for servicing Handicap /Disabled citizens (i.e. will
Handicap /Disabled citizens continue to use 18 gallon bins or use carts), and plan for managing
missed collections;
• Plan for routing;
• Plan for tracking service collection data and provision of reports as described in Section V,
subsection O.
• Proposed method of managing holidays;
• Plan for accommodating program growth, including larger scale annexations; and
• Plan for maintaining communication between Provider's Supervisor(s) and County.
Safety
Provide Past performance of safety management by the Proposer and should include any OSHA
citations issued to the Bidder for the past five years. Overall OSHA incident rates for frequency
and severity for the past five years showing a comparison of Service Provider's record to
standard industry rates. Proposers will provide a written summary of OSHA 200 logs for the past
two years as well as EMR rating for the last three calendar years
Equipment
Provide information as described in Section V, subsection Q above.
RFP #5199 Page 21 of 26
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Cost of Service
The cost of service is to be quoted on a price per unit per month basis. The price shall be
based on the total number of Units eligible to participate during any one month, not the actual
number of Units participating. Proposers may submit alternative pricing schemes, but must at
a minimum include a quote for the cost of service as specified. When estimating monthly
revenue to be paid to Service Provider by County, please consider that the Urban Curbside
Recycling Program currently services approximately 18,750 household units per week, and the
number of households serviced may grow slightly each month. While the County makes no
guarantee as to the number of households to be added to the program over the course of a
year, for the last five years the number of units serviced has grown by an average of
approximately 140 units annually.
Each bidder is required to provide prices under Weekly Collection Option 1 and Bi- Weekly
Collection Option 2.
Cost for Future Years: The cost of collection may be adjusted each Fiscal Year. Actual cost for future
Fiscal Years is to be negotiated annually, and such negotiations shall be dictated by the terms and
conditions of the Curbside Recycling Agreement. Changes in the cost of service must respect County's
budget cycle and must be planned to correspond with County's Fiscal Year. In general, County expects
that costs for future Fiscal Years shall increase or decrease as determined by a mutually agreed upon
inflation factor. Past inflation factors have been based on the Bureau of Labor Statistics Consumer Price
Index for Garbage and Trash for the Average County. County prefers the continued use of this index,
but will entertain alternative indexes. Proposer shall attest that this provision is understood, and may
suggest alternative index for use in determining price change for future fiscal years. County shall not
accept pricing methods that allow for fuel surcharge.
VI. Required Meeting
A mandatory pre - proposal meeting will be held at the Orange County Department of Solid Waste
Management, 1207 Eubanks Road, Chapel Hill, North Carolina. This meeting will take place on
Thursday, January 2, 2014. Firms planning on submitting a Proposal must have a representative at this
meeting. The purpose of this meeting is to provide Proposers with an opportunity to discuss specific
provisions of the Request for Proposals, and ask questions of County Purchasing and Solid Waste staff.
Firms are encouraged to submit questions via email to dcannellp— orangecountync.gov prior to this
mandatory meeting.
VII. Bid Deposit
In order to be considered all Proposals shall be accompanied by a Bid Deposit or Bid Bond in an amount
not less than five (5) percent of the projected annual cost of service to be provided. The projected annual
cost of service shall be determined by multiplying the proposed cost per unit per month by 18,500 and
multiplying that by twelve (12). The Bid Deposit shall take the form of cash, certified check, cashiers
check, or bond executed by a corporate surety licensed under the laws of North Carolina to execute such
bonds. The Bid Deposit shall act as a guarantee that the selected Proposer will enter into a Contract
Agreement with County in good faith to perform Urban Curbside Recycling Services. The Bid Deposit of
selected Proposer will be forfeited to County in the event that selected Proposer fails to enter into a
Contract Agreement to provide the specified services. Bid Deposits of all Proposers, including selected
Proposer, shall be returned upon the execution of Contract Agreement with successful Proposer.
No Performance Bond will be required.
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115
VIII. Process / Basis of Selection /Proposal Evaluation
Based on the Proposals received, the County will select a Service Provider to provide Urban Curbside
Recycling Services for either weekly or bi- weekly service. County and the selected Service Provider will
then begin to finalize the specific terms of the Curbside Recycling Contract Agreement.
The deadline for the receipt of Proposals is 3:00 pm Thursday, January 16, 2014. Proposals
received after this time shall not be considered.
Proposals or any part thereof sent by facsimile or e-mail will not be accepted.
Sealed Proposals are to be submitted to David Cannell, Orange County Purchasing Department,
200 South Cameron Street — PO Box 8181, Hillsborough NC 27278.
Submission of Proposals:
Each Service Provider must submit two (2) original hard copies Proposal (duplex on recycled paper)
signed in ink by a Company official authorized to make a legal and binding offer along with the
corporate seal, and one electronic submittal. The electronic version must be a single pdf file on
either a thumb drive or a CD.
When received, all Proposals and supporting materials, as well as correspondence relating to this
RFP, shall become the property of the County. Proposals or any part thereof, received after that
deadline shall not be considered, nor shall faxed Proposals, whenever received. Please do not arrive
at the Proposal due date for the purposes of reviewing your competitor's Proposals. The Proposals
will not be read aloud or made available to inspect or copy until Contract award.
A Service Provider shall be deemed as having been awarded the bid for this program when formal Notice
of Award and executed contract documents are mailed by County to the Service Provider by certified
mail, return receipt requested.
After negotiations on specific terms have been concluded, County will submit the contract agreement to
the Board of County Commissioners (BOCC). Once approved by the BOCC, the Service Provider to
whom the contract is awarded will be required to execute four (4) copies of the contract agreement.
The County intends to select the firm to perform the Urban Curbside Recycling Services based on the
information provided in Proposals. Proposals will be evaluated based on the following criteria:
A. Provision of Bid Deposit;
B. Completion of Statement of Understanding;
C. Cost of Service;
D. Evaluation of Equipment to be used to perform services;
E. Evaluation of Service Provider Staff / Personnel, including adequacy to provide services including
collection, overall management, daily supervision, program support and back -up;
F. Evaluation of Program Design, including completeness, response to specifics as outlined in
Details of Service (Section V), and how proposed Program Design aligns with County
expectations and demonstrates Proposer's understanding of services sought by County;
G. Experience providing similar type of services /references from others to whom service has been
provided in the past five years.
H. Proposer's historical compliance with Orange County policies and regulations;
I. Post proposal interview as desired by County;
J. References; and
K. Safety /Record as described and documented in Section V subsection N.
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116
IX. Attachments
A. Example of Contract
B. Maps of Areas to be serviced
C. Southern Village Map
D. Copy of Current Oops Tag
X. Questions / Concerns
You may direct questions or concerns to David Cannell at dcannell&orangecountync.gov
(preferred) or 919 - 245 -2651. Additional questions can be posed during the required pre - proposal
meeting. All Firms invited to respond to this Request For Proposals shall be copied on questions and
answers deemed pertinent to all.
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EXECUTION OF PROPOSAL
PROJECT NAME: Urban Curbside Recycling Services
PROPOSAL REQUEST NO.
THIS PAGE MUST BE FULLY EXECUTED AND SIGNED FOR THE PROPOSAL TO BE
CONSIDERED.
The person executing the proposal, on behalf of the vendor, being first duly sworn, deposes and says
that:
(1) He or she is fully informed regarding the preparation and contents of the attached Proposal
and of all pertinent circumstances regarding such Proposal;
(2) Neither he /she, nor any official, agent or employee of the vendor has entered Into any
agreement, participated In any collusion, or otherwise taken any action which Is in restraint of
free competition in connection with this proposal; and
SIGNATURE OF PROPOSER
(Print full name of corporation)
(Address - County- State - Zip Code)
Attest
(Secretary /Assistant Secretary)
By:
President/Vice President/Assistant Vice President)
Printed:
Title:
CORPORATE SEAL:
Federal ID. or Social Security Number
NOTE - AFFIDAVIT MUST BE NOTARIZED
Subscribed and sworn to before me
This day of 12014
Title
My Commission Expires
RFP #5199 Page 25 of 26
118
COUNTY OF ORANGE
DEPARTMENT OF FINANCIAL SERVICES
PO BOX 8181
HILLSBOROUGH, NORTH CAROLINA 27278
PROPOSALFORM
The undersigned declares that they have examined the Notice To Bidders, Instructions To Bidders,
and Specifications and is informed fully with regard to all terms and conditions pertaining thereto and
agrees that if this proposal is accepted within ninety (90) days, the undersigned will supply and
deliver, as ordered, all equipment as required under these specifications at the prices set forth below:
Option
Description
Qty
unit cost per
Monthly
unit/ month
cost
1
Weekly Collection
18,750
2
Bi- Weekly (every other week) Collection
18,750
ALT 1
Southern Village Back Alley Service
Incremental increase per unit per month to
provide curbside service in the back alleys of 525
units in the Southern Village neighborhood in
Chapel Hill (Described in Section V Subsection D-
2).
Please confirm receipt of addendum
Addendum #1 Addendum #4
Addendum #2 Addendum #5
Addendum #3 Addendum #6
Company
Address
0
(Above name printed or typed)
Phone:
RFP #5199 Page 26 of 26
[Departmental Use Only]
TITLE
FY
NORTH CAROLINA
SERVICES AGREEMENT OVER $90,000.00
RFP — NO REIMBURSABLE EXPENSES
ORANGE COUNTY
119
This Services Agreement (hereinafter "Agreement "), made and entered into this day
of , 2014, ( "Effective Date ") by and between Orange County, North Carolina a body
politic and corporate of the State of North Carolina (hereinafter, the "County ") and
(hereinafter, the "Provider ").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Services Agreement ( "Agreement ") is for professional services to be
rendered by Provider to County with respect to (insert type of project): Urban
Curbside Recyclables Collection Services within the three municipalities in
Orange County, North Carolina (Carrboro, Chapel Hill and Hillsborough).
Service will be weekly collection in 95 gallon roll carts for approximately 18,500
units.
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
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i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
with applicable federal, state and local laws and regulations applicable to the
performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and /or submission of all work related to
the Basic Services.
ii) Provider shall be responsible for all errors or omissions, in the performance of the
Agreement. Provider shall correct any and all errors, omissions, discrepancies,
ambiguities, mistakes or conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) Provider agrees that Provider, its employees, agents and its subcontractors, if any,
shall be required to comply with all federal, state and local antidiscrimination
laws, regulations and policies that relate to the performance of Provider's services
under this Agreement.
vi) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it and /or its
employees, agents and subcontractors engaged in such activities possess such
licenses, certifications, or credentials and that such licenses certifications, or
credentials are current, active, and not in a state of suspension or revocation.
3. Basic Services
a. Basic Services.
i) The Provider shall perform as Basic Services the work and services described
herein and as specified in the County's Request for Proposals (the "RFP ") "RFP
Number for "Urban Curbside Recyciing Collection Services" issued
, 20 and the Provider's proposal, which are fully incorporated and
integrated herein by reference together with Attachments A (RFP and associated
addenda) (designate all attachments). In the event a term or condition in any
document or attachment conflicts with a term or condition of this Agreement the
term or condition in this Agreement shall control. Should such conflict arise the
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121
priority of documents shall be as follows: This Agreement, the County's RFP
together with attachments, Provider's Proposal together with attachments.
ii) The Basic Services will be performed by the Provider in accordance with the
following schedule: (Insert task list and milestone dates)
Task
1. n/a
2.
3.
4.
5.
6.
7.
8.
9.
10.
Milestone Date
iii) Should County reasonably determine that Provider has not met the Milestone
Dates established in Section 3(a)(ii), County shall notify Provider of the failure to
meet the Milestone Date. The County, at its discretion may provide the Provider
seven (7) days to cure the breach. County may withhold the accompanying
payment without penalty until such time as Provider cures the breach. In the
alternative, upon Provider's failure to meet any Milestone Date the County may
modify the Milestone Date schedule. Should Provider or its representatives fail to
cure the breach within seven (7) days, or fail to reasonably agree to such modified
schedule, County may immediately terminate this Agreement in writing, without
penalty or incurring further obligation to Provider. This section shall not be
interpreted to limit the definition of breach to the failure to meet Milestone Dates.
4. Duration of Services
a. Term. The original term of this Agreement shall be from June 2, 2014 to June 30, 2019.
The term may be extended for an additional five (5) years by mutual agreement of the
parties. Such an extension shall be made in writing no later than October 1, 2019. All
other terms and conditions, including those of termination, shall continue to apply during
an extended term.
b. Scheduling of Services
i) The Provider shall schedule and perform its activities in a timely manner so as to
meet the Milestone Dates listed in Section 3.
ii) Should the County determine that the Provider is behind schedule, it may require
the Provider to expedite and accelerate its efforts, including providing additional
resources and working overtime, as necessary, to perform its services in
accordance with the approved project schedule at no additional cost to the
County.
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iii) The Commencement Date for the Provider's Basic Services shall be prior to June
30, 2014 bu no sooner than June 2, 2014.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services under this Agreement.
The maximum amount payable for Basic Services is Dollars ($ ). In the
event the amount stated on an invoice is disputed by the County, the County may
withhold payment of all or a portion of the amount stated on an invoice until the parties
resolve the dispute. Payment for Basic Services shall become due and payable in direct
proportion to satisfactory services performed and work accomplished. Payments will be
made as percentages of the whole as Project milestones as set out in Section 3(a)(ii) are
achieved. (For example, if there are 10 Project Tasks with Milestone Dates then
Provider may invoice for the first 10% of the whole upon County's acknowledgement of
the satisfactory completion of Task one. Upon the County's acknowledgement that the
second Task has been satisfactorily completed Provider may invoice for the next 10% of
the whole.)
b. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated the (Recycling Programs
Manager) to act as the County's representative with respect to the Project and shall have
the authority to render decisions within guidelines established by the County Manager
and /or the County Board of Commissioners and shall be available during working hours
as often as may be reasonably required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by Owner's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
htip:Horan eg countync .gov/purchasingZcontracts.asp). If Owner's Risk Manager
determines additional insurance coverage is required such additional insurance shall
consist of (if no additional insurance required mark N/A as being not applicable).
Provider shall not commence work until such insurance is in effect and certification
thereof has been received by the Owner's Risk Manager.
8. Indemnity
a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County
from all loss, liability, claims or expense, including attorney's fees, arising out of or
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related to the Project and arising from bodily injury including death or property damage
to any person or persons caused in whole or in part by the negligence or misconduct of
the Provider except to the extent same are caused by the negligence or willful
misconduct of the County. It is the intent of this provision to require the Provider to
indemnify the County to the fullest extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination. Except as otherwise provided herein, if either party breaches this
Agreement or defaults in the performance of any of the covenants or conditions
contained herein and does not cure said breach or default within fifteen (15) days after
the non - breaching party has given the breaching or defaulting party written notice of
such breach or default, the non - breaching party may: (a) terminate this Agreement as of
any date which the said non - breaching party may select provided said date is at least
thirty (30) days after the fifteen (15) days in which to cure or commence curing; or (b)
cure the breach or default at the expense of the breaching or defaulting party; or (c) have
recourse to any other right or remedy to which it may be entitled by law, including, but
not limited to, the right to all damages or losses suffered as a result of such breach,
default, or termination. In the event either party waives default by the other party, such
waiver shall not be construed or determined to be a continuing waiver of the same or any
subsequent breach or default.
b. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
C. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
11. Additional Provisions
Revised 9/13 5
124
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina.
c. Compliance with Laws. Provider shall at all times remain in compliance with all
applicable local, state, and federal laws, rules, and regulations including but not limited
to all anti - discrimination laws. Pursuant to the terms of North Carolina General Statute
153A- 449(b) no county may enter into a contract with a contractor unless the contractor
and the contractor's subcontractors comply with the requirements of Article 2 of Chapter
64 of the North Carolina General Statutes. Where applicable, failure to maintain
compliance with the requirements of Article 2 of Chapter 64 of the General Statutes
constitutes Provider's breach of this Agreement. By executing this Agreement Provider
affirms Provider is in compliance with Article 2 of Chapter 64 of the North Carolina
General Statutes.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non - performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. The Parties may agree to
nonbinding mediation of any dispute prior to the bringing of such suit or action.
e. Entire Agreement. This Agreement, together with the RFP and its attachments and the
Proposal and its attachments, represents the entire and integrated agreement between the
County and the Provider and supersedes all prior negotiations, representations or
agreements, either written or oral. This Agreement may be amended only by written
instrument signed by both parties. Modifications may be evidenced by facsimile
signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
g. Ownership of Work Product. Should Provider's performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County.
h. Non - Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
Revised 9/13 6
125
In the event that public funds are unavailable and not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability and non - appropriation of public funds. It is expressly agreed that County
shall not activate this non - appropriation provision for its convenience or to circumvent
the requirements of this Agreement, but only as an emergency fiscal measure during a
substantial fiscal crisis.
In the event of a change in the County's statutory authority, mandate and /or mandated
functions, by state and /or federal legislative or regulatory action, which adversely affects
County's authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County's legal authority.
Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Provider's Name & Address
Attention: Recycling Programs Manager
P.O. Box 8181
Hillsborough, NC 27278
[SIGNATURE PAGE TO FOLLOW]
Revised 9/13 7
126
IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder
set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
Barry Jacobs, Chair
Orange County Board of Commissioners
Attest:
Donna Baker, Clerk to the Board
[SEAL]
Printed Name and Title
This instrument has been approved as to technical content.
Gayle Wilson, Department Director
This instrument has been pre- audited in the manner required by the Local Government Budget
and Fiscal Control Act.
Office of the Chief Financial Officer
This instrument has been approved as to form and legal sufficiency.
Office of the County Attorney
Revised 9/13
ATTACHMENT B Q`' " ''•
Maps ofAreas to be Serviced
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ATTACHMENT C �.
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- Dense green address points on South Eastern portion of map are 4,'
businesses and multi - family units that are not collected on urban curbside program. ''_� - ='
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Thank You For
Recycling at Your Curb
Mix the following materials
together in your curbside bin;
Plastic bottles
A bottle has a neck
smaller than the base.
No plastic tubs, cups,
take -out trays or
plastic bags.
Steel, aluminum &
aerosol spray cans
Foil is OK, must be free
of food residue.
Glass bottles and jars
No ceramics, Pyrex, window
or mirror glass.
All Paper Any clean, dry, paper
that tears: Newspaper,
phonebooks, magazines, junk
mail, office and school paper,
cereal, tissue and frozen -food
boxes, paper towel tubes, gable -
top milk/ juice cartons and other
single layer cardboard.
Corrugated cardboard Must be EMPTY, FLAT, and in
pieces no larger than 3 feet by 3 feet. No more than ten pieces
of corrugated cardboard at the curb at a time.
Empty pizza boxes are OK.
Questions? Need another bin or a bungee cord?
Contact Orange County Solid Waste Management
phone: (919) 968 -2788 email: recycling @co.orange.nc.us
Thank You For
Recycling at Your Curb!
Mix the following materials
together in your curbside bins:
Plastic bottles
A bottle has a neck
smaller than the base.
No plastic tubs, cups,
take -out trays or
plastic bags.
Steel, aluminum &
aerosol spray cans
Foil is OK, must be free
of food residue.
Glass bottles and jars
No ceramics, Pyrex, window
or mirror glass.
All Paper Any clean, dry, paper
that tears: Newspaper,
phonebooks, magazines, junk
mail, office and school paper,
cereal, tissue and frozen -food
boxes, paper towel tubes, gable -
top milk/ juice cartons and other
single layer cardboard.
Corrugated cardboard Must be EMPTY, FLAT, and in
pieces no larger than 3 feet by 3 feet. No more than ten pieces
of corrugated cardboard at the curb at a time.
Empty pizza boxes are OK.
Questions? Need another bin or a bungee cord?
Contact Orange County Solid Waste Management
phone: (919) 968 -2788 email: recycling @co.orange.nc.us
Please Take Note of the Following:
❑ Items in your bins are not accepi38 in our
recycling program.
❑ Recyclables were not properly prepared.
❑ Corrugated cardboard exceeds
quantity (10) or size limits (3'x3').
❑ Recyclables were placed in wrong type
of container (see below).
❑ No plastic bags are accepted at the curb.
Recyclables must be out by 7:00 a.m.
to help ensure collection.
Recyclables must be in a recycling bin or in a
rigid plastic similar in size and shape such as a
laundry basket, milk crate or other plastic box.
Do not use plastic bags, garbage cans or
cardboard boxes to hold recyclables.
Excess paper can be placed in a paper bag beside
or on top of bin. Shredded paper MUST be in a
paper bag. There is a 2 bag limit on shredded paper.
Failure to follow these instructions can result
in recyclables NOT being collected.
Please Take Note of the Following:
❑ Items in your bins are not accepted in our
recycling program.
❑ Recyclables were not properly prepared.
❑ Corrugated cardboard exceeds
quantity (10) or size limits (3'x3').
❑ Recyclables were placed in wrong type
of container (see below).
❑ No plastic bags are accepted at the curb.
Recyclables must be out by 7:00 a.m.
to help ensure collection.
Recyclables must be in a recycling bin or in a
rigid plastic similar in size and shape such as a
laundry basket, milk crate or other plastic box.
Do not use plastic bags, garbage cans or
cardboard boxes to hold recyclables.
Excess paper can be placed in a paper bag beside
or on top of bin. Shredded paper MUST be in a
paper bag. There is a 2 bag limit on shredded paper.
Failure to follow these instructions can result
in recyclables NOT being collected.
iGracias por reciclar
al borde de su acera!
No hay necesidad de
separar. Recicle todo
junto:
Botellas de piastico
Una botella tiene el cuello
mas pequeno que la base.
No coloque cubos de
plastico, vasos, bandejas
de comida de restaurante,
ni bolsas de plastico.
Metal, aluminio y
latas de aerosoies
El papel de aluminio se
puede reciclar, pero no
debe tener restos de
comida.
Botellas y tarros
de vidrio
Que no sean de
ceramica, cristal Pirex,
ni tampoco vidrio
proveniente de una
ventana o de un espejo
Todo el papel -- Cualquier papel que
este limpio, seco y pueda ser rasgado:
periodico, guias telefonicas, revistas, correo
publicitario, papel de oficina o de la escuela,
cajas de cereales, panuelos de papel, cajas
de comida congelada, rollos del papel de
cocina, cartones de leche o jugo y cualquier
otro carton de una sola capa.
Por favor, ponga atencion a to siguiente:
❑ No se aceptan en nuestro programa dAciclaje
los articulos que van en el recipiente.
❑ Los articulos reciclables no fueron preparados
correctamente.
❑ Recuerde que no puede poner mas de 10 piezas
de carton corrugado, ni pueden ser mas grandes
del tamano limite (3'x 3 ").
❑ No debe poner los articulos reciclables en
recipientes indebidos (vea a continuacion).
❑ No se permiten bolsas de plastico en la acera.
Debe sacar los articulos a reciclar antes de las 7:00am
para asegurar que se recojan.
Los articulos reciclables deben estar, o en un
recipiente de reciclaje, o en un recipiente de plastico
parecido en tamano y forma, tal como la cesta de la
ropa sucia, una caja de botellas de leche u otra caja
de plastico similar.
El carton corrugado debe estar VACIO, No utiiice bolsas de plastico, cubos de basura o cajas
APLANADO y doblado en trozos que no de carton para poner los articulos reciclables.
sean mas grandes de 3 x 3 pies.
No ponga en la acera mas de 10 piezas El papel que no quepa puede colocarse en una bolsa
de carton corrugado a la vez. de papel, junto o encima del recipiente de reciclaje.
Puede dejar ahi las cajas de pizza vacias.
�Preguntas? �,Necesita otro recipiente de reciclaje o cuerda elastica?
Direccion de Desechos Solidos del Condado de Orange.
Telefono: (919) 968 -2788
E -mail: recycling @co.orange.nc.us
iGracias por reciclar
al borde de su acera!
No hay necesidad de
separar. Recicle todo
junto:
Botellas de piastico
Una botella tiene el cuello
mas pequeno que la base.
No coloque cubos de
plastico, vasos, bandejas
de comida de restaurante,
ni bolsas de plastico.
Metal, aluminio y latas
de aerosoies
El papel de aluminio se
puede reciclar, pero no
debe tener restos de
comida.
Botellas y tarros de
vidrio
Que no sean de
ceramica, cristal Pirex,
ni tampoco vidrio
proveniente de una
ventana o de un espejo
Todo el papel -- Cualquier papel que
este limpio, seco y pueda ser rasgado:
periodico, guias telefonicas, revistas, correo
publicitario, papel de oficina o de la escuela,
cajas de cereales, panuelos de papel, cajas
de comida congelada, rollos del papel de
cocina, cartones de leche o jugo y cualquier
otro carton de una sola capa.
El carton corrugado debe estar VACIO,
APLANADO y doblado en trozos que no
sean mas grandes de 3 x 3 pies.
No ponga en la acera mas de 10 piezas
de carton corrugado a la vez.
Puede dejar ahi las cajas de pizza vacias.
�Preguntas? �,Necesita otro recipiente de reciclaje o cuerda elastica?
Direccion de Desechos Solidos del Condado de Orange.
Telefono: (919) 968 -2788
E -mail: recycling @co.orange.nc.us
El papel triturado debe estar dentro de una bolsa de
papel. Existe un limite de dos bolsas de papel triturado.
Es posible que NO recojan su reciclaje si no sigue
estas intrucciones.
Por favor, ponga atencion a to siguiente:
❑ No se aceptan en nuestro programa de reciclaje
los articulos que van en el recipiente.
❑ Los articulos reciclables no fueron preparados
correctamente.
❑ Recuerde que no puede poner mas de 10 piezas
de carton corrugado, ni pueden ser mas grandes
del tamano limite (3'x 3 ").
❑ No debe poner los articulos reciclables en
recipientes indebidos (vea a continuacion).
❑ No se permiten bolsas de plastico en la acera.
Debe sacar los articulos a reciclar antes de las 7:00am
para asegurar que se recojan.
Los articulos reciclables deben estar, o en un
recipiente de reciclaje, o en un recipiente de plastico
parecido en tamano y forma, tal como la cesta de la
ropa sucia, una caja de botellas de leche u otra caja
de plastico similar.
No utiiice bolsas de plastico, cubos de basura o cajas
de carton para poner los articulos reciclables.
El papel que no quepa puede colocarse en una bolsa
de papel, junto o encima del recipiente de reciclaje.
El papel triturado debe estar dentro de una bolsa de
papel. Existe un limite de dos bolsas de papel triturado.
Es posible que NO recojan su reciclaje si no sigue
estas intrucciones.
131
STATE OF NORTH CAROL) NA
AFFI DAVIT
�.:_ ► r. *— ►
* * * * * * * * * * * * * * * * * * * * * * * * **
I, (the individual attesting below), being duly authorized by and on behalf of
(the entity bidding on project hereinafter "Employer ") after first being duly
sworn hereby swears or affirms as fol lows:
1. Employer understands that E- Verify is the federal E Verify program operated by the United Mates
Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify
the work authorization of newly hired employees pursuant to federal law in accordance with NODS §64 - 25(5).
2. Employer understands that Employers M ust Use E Verify. Each employer, after hiring an employee to work
in the United Mates, shall verify the work authorization of the employee through E Verify in accordance with
NOGS364- 26(a).
3. Employer is a person, business entity, or other organization that transacts business in this Mate and that
employs 25 or more employees in this Mate. (mark Yes or No)
a. YES or
b. NO
4. Employer's subcontractors comply with E Verify, and if Employer is the winning bidder on this project
Employer will ensure compliance with E Verify by any subcontractors subsequently hired by Employer.
This day of 12013.
9gnature of Affiant
Print or Type Name:
State of North Carolina Orange County
D
9gned and sworn to (or affirmed) before me, this the o
0
day of 2013. v
Z
My Commission Expires: v
Un
Notary Public 11 _'
132
411,
4
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sv ..��.�..m
n
Orange County
Financial Services Department
ADDENDUM #1
January 6, 2014
RFP 367 -5199
Orange County Urban Curbside Recycling
To all Vendors:
Modifications to bid documents for the above named Request for Proposal are made as follows and shall be
included in the proposed amount.
See page 2 for clarification of issues raised at the pre -bid conference for the above referenced project
All other terms and conditions shall remain the same
By: David E. Cannell, Purchasing Agent; dcannelIP_co. orange. nc.us - (919) 245 -2651
Acknowledgement of receipt of this addendum shall be noted on the Responder's Certification Form
Company Name:
Date Received:
P.O. Box 8181 200 South Cameron Street Hillsborough, North Carolina 27278
Telephones: Area Code 919 245 -2651 Fax: 919 644 -3324
Page 1
133
1. Page 6 paragraph 4 : should read 375 tons per month not tons per household
2. See amended proposal page that includes separate upcharges (if any) for Southern Village
weekly and biweekly
3. Sign in sheet is attached
4. Urban Curbside recycling collection will be provided only to those small
businesses /organizations that are located along an existing (or newly created under new
program) urban residential curbside collection route and only if the entity generates quantities
of recyclables approximating that of a residential household.
5. Is county bidding? No.
6. Do pickups that maybe used to collect difficult to access areas need to be new? Do not have
to be new but must be in good working order and be in a condition that represents the
successful bidder and county well when in use within the county.
7. The current recycling collection provider runs 4 front -line trucks (capacity of 25yd3) every day
Monday through Friday.
8. The successful provider shall be responsible for all costs associated with C.A.R.T.S.
9. In the event a household is serviced by a pickup, etc the RFID must be read with a handheld
reader
Page 2 of 3
134
COUNTY OF ORANGE
DEPARTMENT OF FINANCIAL SERVICES
PO BOX 8181
HILLSBOROUGH, NORTH CAROLINA 27278
PROPOSAL FORM (REVISED)
The undersigned declares that they have examined the Notice To Bidders, Instructions To Bidders, and
Specifications and is informed fully with regard to all terms and conditions pertaining thereto and agrees that if this
proposal is accepted within ninety (90) days, the undersigned will supply and deliver, as ordered, all equipment as
required under these specifications at the prices set forth below:
Option
Description
Qty
unit cost per
Monthly
unit/ month
cost
1
Weekly Collection
18,750
2
Bi- Weekly (every other week) Collection
18,750
ALT 1
Southern Village Back Alley Service
Weekly
Incremental increase per unit per month to provide
curbside service in the back alleys of 525 units in
Bi- weekly
the Southern Village neighborhood in Chapel Hill
(Described in Section V Subsection D -2).
Please confirm receipt of addendum
Addendum #1 Addendum #4
Addendum #2 Addendum #5
Addendum #3 Addendum #6
Company
Address
By:
(Above name printed or typed)
Phone:
Page 3 of 3
PRE -BID
URBAN CURBSIDE RECYCLING SERVICES
BID NO. 367 -5199
1 -2 -2014; 2:00 pm
NAME
COMPANY
MAILING ADDRESS
PHONE /FAX
EMAIL
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PRE-BID
URBAN CURBSIDE RECYCLING SERVICES
BID NO. 367-5199
1-2-2014; 2:00 pm
NAME
COMPANY
MAILING ADDRESS
PHONE/FAX
EMAIL
Bill
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137
R N ER' BOUNTY
Orange County
Financial Services Department
ADDENDUM #2
January 10, 2014
RFP 367 -5199
Orange County Urban Curbside Recycling
To all Vendors:
Modifications to bid documents for the above named Request for Proposal are made as follows and shall
be included in the proposed amount.
1. Will the hauler or County pay for the citizen education if or when the routes change? Orange County will
handle /fund citizen education efforts related to public communication regarding route changes
2. Regarding the Bid Bond requirements: We are required to provide a Bid Deposit for 5% of the amount of
which option, weekly or bi- weekly? The higher of the two
3. Can the County clarify that the 525 units for Southern Village are already included in the 18,750 total
units. Please confirm that the ALT 1 pricing is just for and incremental increase, not a total price per
unit. The 525 units are already included in the 18,750. Incremental as stated on RFP page 26.
4. Can the County provide the annual recycling tonnage collected per year? FY 12/13 Urban Tonnage was
3,578 tons. Average for the first 6 months of FY13 -14 is 390 tons per month from the urban collection
5. Has Rehrig certified that their system will do everything as outlined on page 10 -11 & 18 -19 of the RFP? See
attached. Responses from Rehrig are in parenthesis.
All other terms and conditions shall remain the same
By: David E. Cannell, Purchasing Agent; dcannell(a-co.orange.nc.us — (919) 245 -2651
Acknowledgement of receipt of this addendum shall be noted on the Responder's Certification Form
Company Name:
0
Date Received:
P.O. Box 8181 200 South Cameron Street Hillsborough, North Carolina 27278
Telephones: Area Code 919 245 -2651 Fax: 919 644 -3324
Page 1
138
1) Rehrig's response:
Pages 10 -11:
- Must be mountable to the collection vehicle. (Yes)
Reader must be compatible with our C.A.R.T.S. system. (Yes)
RFID system must be able to transmit their data to Rehrig's C.A.R.T.S. asset management, service verification and
data management software through cellular (real time data transfer) network. (Yes)
Reader Data Communication to servers should connect through the CDMA GSM Module (for real -time
communications) (Yes)
Pages 18 -19:
Readers must be compatible with software that is able to deliver the County with a minimum of the following:
• The ability to report cart contamination by address. (Yes, with the use of an Observation Button.)
• Participation rate by route. (Yes)
• Set out rate by route. (Yes, with the use of an Observation Button.)
• Must be secure. Information gathered from RFID must be maintained in confidential manner. (Yes)
• Web based access to real time information. (Yes)
• County will have real -time access through internet- based application to the location of Provider's
collection vehicles and other data that is enabled by the use of RFID and GPS vehicle tracking systems.
(Yes)
Customizable tiered levels of security access. (Yes)
Data is the property of the County and shall not be shared, sold or otherwise made available to others without
County authorization. (Yes, we will NOT share or sell this information)
Reports generated in our program must be able to be viewed in Excel or PDF format. (Yes)
- At a minimum the hauler must supply reports:
• Summaries of the tonnages of all Recyclables Materials recovered by route and jurisdiction. (This report
would be generated in the haulers internal system i.e. Tower, Trucks, InfoPro etc...)
• Participation rates in terms of weekly household set- out counts. The set -out counts shall be broken
down by the three Towns. (Yes, these reports can be customized in our system)
• Summaries of the total truck hours required for the collection vehicles to collect, transport, and unload
the recyclable materials. (This information can be partially tracked in our system using the times of first
and last RFID reads. Hauler would need to record total operation hours including route to and from first
and last stop and dump time.)
• Monthly productivity calculation shown in units of homes collected per truck per hour. (Our system can
show time of first and last RFID read to help calculate this figure.)
• A short summary of program highlights, problems and measure taken to resolve misses, untagged carts
and other collection problems, and measures taken to increase efficiency and household participation.
(All responsibility of hauler and not information provided by Rehrig system.)
• Provide access to all information gathered by RFID reader. (Yes)
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