HomeMy WebLinkAboutAgenda - 06-04-2002 - 8l ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 4,2002
Action Agenpna I
Item No.
SUBJECT: RFP Award: Household Hazardous Waste Collection for Solid Waste
DEPARTMENT: Purchasing/Solid Waste PUBLIC HEARING: (YIN) No
Management -
ATTACHMENT(S): INFORMATION CONTACT:
Pam Janes, 245-2052
Bid Tabulation Gavle Wilson 90 8-2885
TELEPHONE NUMBERS:
Hillsborough 7328181
Chapel Hill 9684501
Durham 688-7331
Mebane 336-2272031
PURPOSE: To consider awarding a bid for the provision of Household Hazardous Waste collection
services at the Orange County Landfill.
BACKGROUND: The Household Hazardous Waste(HHW) collection program was established in
1994 as a cooperative program between local governments to collect hazardous waste from resident
of Chatham, Durham, Orange, and Wake counties. Orange County holds HHW collection events on
the first Saturday of the months of March through November at the Orange County Landfill on
Eubanks Road.
In March, 2000, with the help of the Triangle J Council of Governments,the local governments of
Chatham, Durham, Orange, and Wake Counted, and the City of Durham, requested statements of
qualifications from responsible firma capable of providing staffing, training, collection, transportation,
and disposal services for Household Hazardous Waste(HHW)and Conditionally Exempt Small
Quantity Generator(CESOG)waste collection programs in each of the following four counties:
Chatham, Durham, Orange, and Wake.
The purpose of the request was to allow the local governments to conduct a preliminary review of the
qualifications of interested responsible firms in order to pre-qualify them to receive the Request For
Preposals (RFP)without the Local Governments simultaneously evaluating qualifications along with
the actual proposals. Six contractors submitted qualification statements to the group.
Following the issuance of the request for statements of qualification, the various local governments
decided that each local government would contract individually with the service provider of their
choosing for HHW services. Early in 2002, County staff conducted an inAspth evaluation of the six
qualification statements. It was determined that five firms would participate in the REP process for
Orange County. The detailed RFP Created by Orange County allowed vendors to propose alternate
services to potentially be provided, The RFP was sent to all five vendors, and all five attended a pre-
- z
bid conference. Four vendors submitted proposals in response to the RFP. Each of the four
proposals was evaluated by staff on the following criteria:
• Understanding and Familiarity with Services Sought
Project Personnel, Personnel Experience, and use of subcontractors
• Contractors Experience, operation record, and provision of similar services
• Technical Expertise, understanding of laws, miss, and regulations
• Pooled approach, including CESOG Approach
• Waste Facilities
Cost
Financial Capachyto handle project, including insurance and Indemnity for HHW and CESOG
• (Safety, Violations etc...)
References
A tabulation of this evaluation Is attached. The two highest ranked proposals were submitted by
Safety-Kleen (the Countys current HHW service provider)of Reidsville. NC and Ecoflo of
Greensboro, NC. As stated above, citizens are only able to dispose of household hazardous waste
on a one-day per month basis. Both Safety-Kleen and Emflo offered alternate proposals that provide
far the Orange County HHW collection site to be open four days per week, every week. Two other
communities in North Carolina, Charlotte!Mecklenburg and Greensboro/Guilford, are offering HHW
services In this fashion. Data from these programs indicate that offering citizens the opportunity to
manage HHW several days every week increases participation, and cost comparisons show that
collecting HHW In this way can be more cost effective on a cost per pound basis than the traditional
one Saturday per month collection system. Operating the Orange County's HHW collection center In
this fashion would increase the number of days par year that citzens may drop off HHW from 9 days
peryear(FY 01/02)0 more than 200 days per year. Although a move to four days per week would
not occur immediately, and would require education of citizens, staff feels it is an option that will be
pursued.
Staff evaluated the two alternate proposals based on mat. Below are the projected annual costs for
the firms to provide a qualified staff person for eight hours a day for four days a week (Wednesday-
SetuMey). The projected costs are based on the phase submitted by the firths and the total amount
of waste and supplies projected to be used at the facility during this fiscal year.
Ecofio - $]8,000,00 per year.
Safety-Keen-$109,]45.00 per year
Based on the prices submlttetl by the firma to continue operating the HHW program in the same
fashion it has been con since the program began, an estimate of nine Saturday collection events per
year with operations from 9 AM until 3 PM (present level of service), the two company s costs are as
follows:
Ecoflo-$77,850.00peryear.
• Safety-Klaen- $BBp80A0 per year
The above analysis was based on current level of servim (9 events per year)for comparison
purposes. The proposed budget submitted for FY 02-03 funds 11 events per year, with collection
hours from 8 AM until 4 PM, at an estimated cost of$120,000. Ecofio, Inc. bid prices are lower for
either level of service.
The Department of Solid Waste Management recommends Econo, Inc. of Greensboro, North Carclii
be selected as the County's vendor for HHW services.
FINANCIAL IMPACT: Total cost of this action for F 2002-03, if approved by the Boarc,would bee
estimated $120,000 Sufficient funds are allocatetl in the proposed Solid Waste/Landfill Operations
FY 2002-03 operating budget.
RECOMMENDATION(S): The Manager recommends that the Board:
1.) Award RFP number 236 and approve a contract reflective of the tare of the RFP and contingen
upon Attorney and Staff review to Ecoflo. Inc. of Greensboro, North Carolina at an estimated
annual cost of$120,000; and
2.) Authorize the Chair to sign it on behalf of the Board.
a`
RFP TABULATION
RFP M 436
BID FOR: HH Waste Collection
CLOSING DATE: 5-10-2002
CLOSING TIME'. 5:00 PM
,Qmpany Scene
lean Harbors Environmental Service
Ici h,NC 81.5
lean Venture l Cycle Chem
a1mi mn NO BID
ca-Flo Inc.
evsbmo NC 85]
nyx EnAronmeMel Services
m NC 63.3
of rty-Kleen TS Inc.
amsvule,NC 86.3