HomeMy WebLinkAboutAgenda - 12-09-2014 - 7c
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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date:
December 9, 2014
Action Agenda
Item No.
7-c
SUBJECT: Approval of Purchase of Roll Carts for Rural Roadside Recycling Program
DEPARTMENT:Solid Waste ManagementPUBLIC HEARING: (Y/N)No
ATTACHMENT(S):INFORMATION CONTACT:
Bid Sheet
BOCC Information Item – September 4, Gayle Wilson, 919-968-2885
2014Clarence Grier, 919-245-2453
PURPOSE:
To authorize thepurchase of 7,600 95-gallon roll carts for the rural roadside
recycling collection program.
BACKGROUND:
Orange County has been discussing the implementation of roll carts in the
rural roadside program for several years, but hasexperienced continuing delays to proceeding
dueat least in partto recycling program funding uncertainty. The Board ofCounty
Commissioners (BOCC) ultimately appropriated funds in the Fiscal 2014/15 budget for the
purchase of approximately 7,000 roll cartswith the intention of implementing the carts in the fall
of 2014.
The BOCC directed staff to determine in advancehow many rural program service area
residents wished to receive a roll cart prior to finalizing a purchase recommendation for the
Board’s consideration. The BOCC further indicated that should the number of affirmative
resident responses in the current service area not utilize the budgeted quantity of roll carts,staff
could consider surveying the previously proposed service expansion area tosolicit interest in roll
carts up to the authorized quantity.
In September2014 Solid Waste staff provided an information itemupdate (attached) of the
proposed implementation plan for rural roll carts that outlined the process by which the current
service area would be surveyed for interest in receiving a roll cart. Staff also provided a timeline
by which a recommendation would be brought to the BOCC for purchase authorization and
ultimately, distribution of the carts to residents.
In September 2014 a mailing was distributed to all residents (approx. 14,500) in the existing
rural roadside service area. A second mailing was distributed to all of the non-respondents to
the first mailing. As of November 14, 2014, staff had received 7,541 responses by mail, phone,
email or answers via the on-line survey to order carts(6,841); or alternatively to indicate that
they did not want a cart (700).Responses continue to trickle in.
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Based on the 6,841 responses to date, plus an estimated 10% additional residents who did not
respond to date for whatever reason that staff anticipates will desire a cart, staffbelieves the
Countycan expect at least 7,525 carts will be requested by the time of delivery or soon
thereafter, once the carts become visible alongthe roadways. Additionally, staffbelievesa
small stock (75) should be on hand in the event of new construction or to replace lost, stolen or
damaged carts. Additional carts will not be available unless or until they are approved in the
FY-2015/16 budget. Thereforestaff isproposing the purchase of 7,600 roll cartsat this time.
The95-gallon rural roll cartswill be virtually identical to theroll carts previously distributed in the
Towns with the exception that they will have black lids rather than blue lids. Those who did not
opt for carts may continue to use their bins roadside or carry recycling to the convenience
centers or drop-off sites.
If the proposed cart purchase is approved, the carts will be orderedwith delivery to residents
expected during the month ofFebruary and residents may start usingthe cartsupon delivery.
The distribution schedule will be partly weather dependent, but should be completed byearly
March. Residents may keep the orange bins for personal use or recycle them at any Solid
Waste Convenience Center. Members of the publicwho have not yet ordered a cart but are
eligible (located in the existing service area) and interested can contact the Solid Waste
Department, 919-968-2788 or recycling@orangecountync.gov.
Staffanticipates that the carts will result in increased recycling, greater collection efficiency and
fewer worker injuries with more automated collection and less manual stooping to collect from
bins. The first three months of in-Town recycling using the blue roll carts resulted in a 29
percent increase in tons of recyclables collected at the curb.
FINANCIAL IMPACT:
The BOCC appropriated $378,000 for 7,000 roll carts in the FY-2014/15
budget based on an estimated cost of $54/each, including distribution. These funds were to be
borrowed from the solid waste enterprise fund reserve at a 2.5% rate over five years.A $75,000
grant (reimbursable) from North Carolina Department of Environment & Natural Resourcesis
still expected to fund a portion of the rural cart cost.
The current cost of the carts is $58.44 or $444,144 total, including distribution and a mold label
on the lid. The increase is a result of an increase in the cost of resin;the purchase of fewer
carts than for the urban program and obtaining less of a volume discount;higher costs for cart
distribution in rural areas as opposed to in-town’ and the mold label on the lid as opposed to
decals used for the urban roll carts.
North Carolina General Statute (NCGS) 143-129(e) (3) allows local governments to make
purchases through a competitive bidding group purchasing program, which is a formally
organized program that offers competitively obtained purchasing services at discount prices to
two or more public agencies. The HGACBuyis a cooperative purchasing group that meets the
requirements of NCGS 143-129(e)(3). The specific contract number is HGACBuyContract
#GC01-13.
The $66,144 budget increase is proposed to be funded by increasing the amount borrowed from
the solid waste enterprise fund reserve.
RECOMMENDATION(S):
The Manager recommends that the Board authorized the purchase
of 7,600 95-gallon roll carts from Rerhig Pacific at a total cost of $444,144, to be borrowed from
the solid waste enterprise fund reserve over five year period at a 2.5% interest rate.
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Contract
CONTRACT PRICING WORKSHEET
Date
GC01-13
11/20/2014
Prepared:
No.:
For Catalog & Price Sheet Type Purchases
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both the PO and
the Worksheet MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly.
Buying
Orange County, North CarolinaRehrig Pacific Company
Contractor:
Agency:
ContactPrepared
Eric GerringerFaith Zydowsky
Person:By:
919-968-2788404-771-7005
Phone:Phone:
919-932-2900
Fax:Fax:
egerringer@orangecountync.govfzydowsky@rehrigpacific.com
Email:Email:
Catalog / Price Sheet
Supply of Recycling Containers
Name:
General Description
Production of 95 gallon roll out carts for Rural Recycling Program
of Product:
A. Catalog / Price Sheet Items being purchased - Itemize Below - Attach Additional Sheet If Necessary
Description
QuanUnit PrTotal
RC787 – ROC 95EV - 95 Gallon Evolution Roll Out Cart - Recycle (Pepsi Blue Body/ Black Lid)
7,600$50.23381748
0
0
*All Pricing includes cart branding on body.0
*Pricing includes HGAC Fees and does not include any applicable taxes.0
*Pricing includes freight per cart.
0
*Pricing includes RFID tag.0
0
0
0
0
0
Total From Other Sheets, If Any:
Subtotal A:
381748
B. Unpublished Options, Accessory or Service items - Itemize Below - Attach Additional Sheet If Necessary
(Note: Unpublished Items are any which were not submitted and priced in contractor's bid.)
Description
QuanUnit PrTotal
Assembly & Distribution
7,600$753200
In Mold Label in Lid
7,600$1.219196
RFID Tags (included in cart unit rate in section A)
7,600$0.000
0
Total From Other Sheets, If Any:
Subtotal B:
62396
Check:
Total cost of Unpublished Options (B) cannot exceed 25% of the total of
For this transaction the percentage is:
16%
the Base Unit Price plus Published Options (A+B).
C. Trade-Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges
Subtotal C:
0
Delivery Date: 1/23/2015D. Total Purchase Price (A+B+C):
444144
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