HomeMy WebLinkAboutAgenda - 06-27-2002 - 5c ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 27, 2002
Action Agenda
Item No.
SUBJECT: Resolution of Intent to Perform Hillsborough Commercial Waste Collections
DEPARTMENT: Solid Waste Management PUBLIC HEARING: (YIN) No
ATTACHMENT(S): INFORMATION CONTACT:
Resolution of Intent Gayle Wilson, 968-2885
Solid Waste Dept Bid Proposal
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider adoption of a Resolution of Intent to provide commercial solid waste
services for the Town of Hillsborough, subject to award of a collection franchise.
BACKGROUND: During budget deliberations in June 2001, the Hillsborough Board of
Commissioners made a decision to discontinue the provision of solid waste collection services
to commercial enterprises within the Town as of July 2002. On May 3, 2002 the County Solid
Waste Management Department submitted a proposal to the Town of Hillsborough in response
to a Request for Proposals to perform, under an exclusive franchise agreement, commercial
waste collection services within the Town. The Town ultimately decided to not make an award,
due at least in part, to unrealistic price quotes from one of the bidders. The Town has now
solicited proposals again, with a due date of June 21, 2002. It is the Town's intention to make
an award at their July 8, 2002 meeting, following review and recommendation by a citizens'
committee formed to make recommendations to the Hillsborough Board of Commissioners.
Staff reported to the BOCC on several occasions during recent months concerning the Solid
Waste Department's intent to submit the attached proposal. Staff believe that integrating
recycling and solid waste collections can maximize waste reduction opportunities while
generating additional revenue for the Solid Waste Enterprise Fund. By providing these services
on behalf of the Town, the Solid Waste Management Department would ensure that the waste
in question would continue to flow to the Orange County Landfill. As has been discussed
recently, the continued flow of basic County and Town waste streams to the landfill is critical to
the financial viability of the County's Solid Waste Enterprise Fund. Staff believe that the fund
should begin diversifying the source of its revenues, given that its future reliance on tipping fee
revenue is tenuous and that additional sources of revenue are required to underwrite the cost of
the County's highly successful recycling programs. To provide this service would require one
new position, one new front-loading refuse truck (debt financed), and miscellaneous
supplies/equipment. An agreement with the Town would be for a period of three years, with 2
one-year renewals.
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Should the Town determine that it wishes to award the collection franchise to the County, and
given that the next County meeting at which the franchise agreement can be formally
authorized is August 20, 2002, some expression of the County's intention to provide the service
would be necessary for the Town Board of Commissioners to rely on. The accompanying
Resolution of Intent would (on August 20) presumably be followed by a formal authorization to
execute the franchise agreement, authorize the creation of one new Solid Waste Collector
position, and a budget amendment to incorporate the associated expenditures and revenues
into the FY 2002-03 Solid Waste budget.
FINANCIAL IMPACT: Providing the collection service for the Town will generate additional
revenue for the Solid Waste Enterprise Fund that can then be directed for use in recycling and
waste reduction programs which generate only minimal levels of revenue to offset program
expenditures. It is estimated that the annual revenue generated by this service, net of
expenditures, would be $30,000-$35,000 minimum. Assuming that in the first year this
commercial solid waste collection service would be in place for only 10 months, FY 2002-03 net
revenue is anticipated to be about $26,000, based on projected receipts of$226,000 against
$200,000 in program expenditures.
RECOMMENDATION(S): The Manager recommends that the Board adopt the proposed
Resolution of Intent.
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ORANGE COUNTY BOARD OF COMMISSIONERS
RESOLUTION OF INTENT TO PERFORM TOWN OF HILLSBOROUGH
COMMERCIAL WASTE COLLECTIONS
WHEREAS, the Town of Hillsborough has decided to discontinue providing commercial solid
waste collection services within its jurisdiction as of July 2002; and
WHEREAS, the Town of Hillsborough has solicited proposals from entities capable of providing
this service to the commercial sector instead of the Town under terms of a franchise agreement
with the Town; and
WHEREAS, the Orange County Solid Waste Department has submitted a proposal under the
terms of which it would provide such service to commercial establishments within the Town of
Hillsborough; and
WHEREAS, Orange County staff has estimated that provision of this service could provide net
annual additions to Solid Waste Enterprise Fund revenue of approximately $30,000; and
WHEREAS, such additional net revenue could help underwrite the cost of various successful
County recycling programs; and
WHEREAS, by providing these services on behalf of the Town, the Solid Waste Management
Department would ensure that the waste in question would continue to flow to the Orange
County Landfill, a factor that is critical to the financial viability of the County's Solid Waste
Enterprise Fund;
NOW, THEREFORE BE IT RESOLVED THAT the Orange County Board of Commissioners
does hereby signal its intent to authorize the Solid Waste Management Department to carry out
this service if the County's proposal is selected by the Hillsborough Board of Commissioners,
and to approve a budget amendment and an agreement with the Town at the August 20, 2002
Orange County Commissioners meeting that would provide for the necessary personnel,
equipment, and operating expenses (with appropriate offsetting revenue) to implement this
service.
This, the 27th day of June, 2002.
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ALTERNATIVE PROPOSAL # 1
PROPOSAL FOR COMMERCIAL DUMPSTER COLLECTION PROGRAM
Orange County is pleased to have the opportunity to respond to the Town of Hillsborough's"Request for
Proposals"for commercial dumpsfe collection. The County believes it is uniquely qualified to provide
dependable,cost-effective collection services that will result in a high degree of customer satisfaction.
Orange County solid waste programs have been the recipients of numerous awards and are recognized
across the state for its innovation and waste management successes.
We are submitting this proposal as an alternative because certain deviations from the base request are
taken,however,we are able to meet or exceed the requirement/requests. We will highlight in M.below
where we request alternative considerations.
Section I
A.Describe the commercial dumpster collection program to be provided by you firm for the Town of
Hillsborough for businesses. This description should address all components set forth in Section 5.0
System Description and Performance Requirements of this Request for Proposal(e.g.collection method
and plan, customer service, record keeping, etc).
General
The County understands that the normal expected level of service is twice weekly,however,we are able to
provide collection 'services at a frequency necessary to serve the needs of all commercial customers,
including providing extra service as requested and expanding services to all new customers Or to newly
annexed areas. It is anticipated that primary service days would be some combination of Mondays,
Wednesdays,and Fridays.
The County has the capability to collect from 2,4,6,and 8 cubic yard front-loading containers,including
vertical compacting containers and roll-off type containers. The County will install,at its own expense,the
necessary hook-lift type attachment to all existing roll-off containers(estimated cost$400-500 each)in
order for these containers to perfectly accommodate the County's roll-off type container equipment. New
roll-off containers must be fitted with the proper attachment to initiate service. A hook-lift truck is simply
a slightly different(and we believe more efficient)type of roll-off collection vehicle. Existing roll-off
trucks will be utilized for servicing roll-off containers. ..
The County will purchase a new front-loading truck and hire an employee dedicated solely to the
Hillsborough collection program. Given that the truck and driver will not be fully occupied with waste
collection in any given week,the County proposes to provide,at no additional charge,free cardboard
collection from front-loading containers to commercial establishments and multi-family complexes
within the Town. This extra benefit will enable those businesses currently paying for cardboard collection
services to only have to pay for cardboard container rental and further encourage recycling and waste
reduction in the community.
The annual value of the free cardboard collection is estimated at 530,000 minimum,calculated as
follows:
• 50 cardboard dumpsters assumed(150 total garbage dumpsters). We have conservatively assumed 50
cardboard dumpsters,although we believe the actual number to be closer to 75.
• The service currently costs a minimum of$50/month. The private sector cost for monthly collection
ranges between$50-$70(not including container rental).
• Users will continue to pay the rental fee for the cardboard recycling container.
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Holiday collections will be coordinated with the Town as required. The County is accustomed to
communicating holiday schedules to Hillsborough citizens through its provision of recycling services.
It is anticipated that there would be no regularly scheduled collection of commercial waste on Saturdays
and Saturday collections would be discouraged by offering Monday and Friday service,however,
special/extra collections could occur as necessary. There would be no Sunday collection available. Per the
Town's requirement,collection would take place between the hours of 2:30 am and 3:00 pm.
All local ordinances will be respected and enforced i.e. landfill bans,mandatory recycling,etc. If
dumpsters contain a prohibited material,the customer will be notified as to the non-collection and the
reason and it was not collected. The container will be collected on the next scheduled collection day,
unless the problem material is removed while the truck is still on route and the Solid Waste office notified,
whereby the truck can be notified by radio and can return for collection that same day. If the dumpster
cannot wait until the next regularly scheduled collection day,an extra service charge will be assessed.
Roll-off containers-will be assessed landfill surcharges as necessary based on ordinance violations.
Customer Service
If awarded the bid,collection schedules for each customer would be developed following a personal visit
by our staff,signing up customers(obtaining billing addresses,determining frequency of service required,
identifying size of container,providing customer with necessary contact information,etc.)and also
-notifying them of County recycling services available to them,including the new free cardboard collection
service. Following the customer signup process,each customer will again be personally contacted
regarding their assigned collection schedule and confirming its suitability to his or her needs.
The County would be available by phone(local phone numbers only)at our offices in Chapel Hill and(we
believe)will be the only local proposal submitted from a service provider located within Orange County.
Our phone number will be provided to each customer on a customer service card,that will also include
instructions on how to obtain extra service,change to a different sized container,report a missed pickup or
other complaint,etc.
The customer service function will be incorporated with our recycling customer service function,
guaranteeing a high level of responsiveness,local contacts,and personal attention. During regular hours
callers will speak to our trained reception staff who will assist them on a wide range of solid waste related
issues and never have to do business with a recording or messaging service. After hours messaging,
however,will be provided. Complaints will be recorded on a form approved by the Town and available for
inspection anytime. It is a standing policy for existing recycling service complaints to be resolved within
24-hours.
Date Service to Begin
The County is prepared to initiate service on September 3,2002. The County expects to hire a person
who will be assigned full time to serving Hillsborough's waste collection needs.This date also assumes the
Town will provide(donate)it's front-loading truck to the County so that service can begin promptly.
As you may know,the Board of County Commissioners must approve any agreement between the Town
and the County,should the franchise be awarded to the County. Since the Town is not scheduled to make
the franchise award until July 8 and the County's last meeting prior to the summer break is June 27,the
County Manager,in an effort to assure the Town of the County's intentions,is submitting for
Commissioner consideration a"Resolution of Intent to Perform Commercial Collection Services"at their
June 27 meeting. This resolution,if approved by the Board of Commissioners,would represent an
assurance to the Town(should the Town select the County's proposal)that the County will take all
necessary formal actions at its August 20 meeting to finalize the franchise agreement,authorize the new
position and adopt the enabling budgetary measures.
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b
Reporting/Record Keeoine
The County will be able to maintain records of all data required by the Town and to provide a Monthly
Project Report that includes:
• Monthly Weights—Actuil weights will be provided that does not contain estimates,
projections,or calculations,because this truck will collect only Hillsborough commercial
waste. The truck will be dedicated to only Town collection services with no commingling of
other non-Town wastes. Weights will be accurate and reliable.
• List of customer complaints that include requested data, including how resolved.
• List of extra collections or other substantive changes in services.
• Full month reporting(1"-end).
The County proposes to submit an annual summary of monthly billings for all services rendered,however,
we will provide more frequent information or information relative to specific accounts as requested by the
Town.
B.Describe the firm's experience in the collection of commercial dumpsters and list a minimum of three
(3)references with telephone numbers.
The Solid Waste Management Department(and its predecessor governmental sub-unit)has been
responsible for governmental commercial refuse and recycling collections for many years(at least the early
1900's). Until about 1996 Solid Waste Management Department collected(as a division within the Town
of Chapel Hill Public Works Department)virtually all residential and commercial wastes within the Town
of Chapel Hill. The Department also has extensive commercial recycling experience throughout all of the
incorporated and unincorporated areas of the County since 1988.
References:
Cal Horton,Chapel Hill Town Manager 968-2743
Bob Morgan,Carrboro Town Manager 918-7315
Bruce Heflin,Chapel Hill Public Works Director 968-2796
C.List collection equipment and all accessories by type, model,and year of manufacture to be used in this
proposal. Manufacturer delivery guarantees shall be attached to the submitted bid If the selected
equipment is not available at any time during the tenure of the contract, the Contractor must provide
alternate equipment to perform the work on the specified schedule. The Contractor shall list the
contingency equipment available in case of equipmentfailure of the specified equipment.
Currently available equipment:
Roll-off Service(both trucks willbe available for orimary or contingency as neeessarv)
• 2002 Freightliner Model FKD 120645/Swap Loader Model 655 Roll-off Truck
• 1999 Mack Model RD 6885/Swap Loader Model 655 Roll-off Truck
Front-Loader Service
• 1997 Mack Model MR 6905/McNeilus Model 4020 Front Loader(will revert to contingency status
when replaced,as scheduled,by new 2003 Front-Loader in FY 2002/03 Budget)
• 2nd New Front Loader to be purchased in FY 2002/03 Budget if county awarded Hillsborough Bid.
Truck cannot be order until bid award made so no delivery guarantee is possible at this time.
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• If awarded bid County will request transfer of Hillsborough's existing front loader truck(1993
White-CMC with Heil Model 612-2418 body)to the Solid Waste Management Department for
use until the new Hillsborough truck arrives and is placed into service. Following the receipt of
the new truck, Hillsborough's old truck will be placed in a backup status.
Note: Orange County Solid Waste Management has a full service maintenance facility with two full time
heavy equipment mechanics located at our Eubanks Road facility. We are capable of responding quickly to
any maintenance need.
D.Submit evidence that the bidder has a license to do business under the laws of the State of North
Carolina and that the firm is in good standing in the State of North Carolina. If the bidder is a
corporation, it shall submit a copy of certification by the Secretary of State ofNorth Carolina that its
Charter has.beenftled. Alternatively, the bidder shall certify that it is able and willing to meet all
requirement of the State of North Carolina for doing business in the state.
Orange County was established in 1752 and has been conducting business since that time. The County has
broad powers granted by the state constitution,statutes,and administrative code regarding ability to
conduct governmental business,including solid waste management functions. We trust that evidence to
this effect will not be necessary,however,should the Town require additional information in this regard,
we will request that the County Attorney provide whatever is necessary to satisfy the Town.
E.Submit supporting evidence, to the Town's satisfaction inform and substance, that the bidder(or
bidder's subsidiaries or affiliates) has been in existence as a going concern in excess of there(3)years and
possesses not less than there(3)year's actual operating experience as a going concern in solid waste
management.
Please see B.and D.above.
F. Submit supporting evidence that the Contractor's experience in municipal services or private business
was derived from operations ofcomparable size or larger to that contemplated by this proposal. Details
shall include length of other contracts, name and size of municipality(tes), subdivision(s)or businesses
serviced, nature of services provided, and the name of the contract person at the municipality(ies),
subdivision(s) or businesses in question.
The County(and as the Town of Chapel Hill before it)has provided municipal recycling services in
Carrboro,Chapel Hill and Hillsborough for over ten years. Prior to 1996 the Department also provided
residential and commercial solid waste collection services for the Town of Chapel Hill as well. Current
recycling services include curbside collections,staffed and unstaffed drop-off sites,multi-family
collections,commercial glass/can recycling at various bars and restaurants,governmental building
recycling,institutional/restaurant food waste recycling,and numerous other municipal services. The
County is already heavily involved in successful curbside and drop-off recycling services in Hillsborough.
While it is common knowledge these services have been provided,we are unsure what would constitute
satisfactory evidence to the Town. We could provide copies of Departmental budgets and programmatic
tonnagelmanagement reports if necessary.
The 1999 Interlocal Agreement is the only contract for which the County is obligated to provide collection
services and this obligation refers only to recycling collections,not waste collections,which have been left
to the discretion of individual municipalities. The Interlocal Agreement does not preclude,however,the
County from entering into agreement with municipalities for additional collection services.
O.List all key personnel to be involved in the passible operation and implementing of this project Include
an organization chart and a description of each person's function(s)and experience.
The following personnel will be in some way responsible for operation and implementation of this project
and are all located in Orange County:
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John Link, County Manager—John will bear ultimate responsibility to the Board of Commissioners for the
performance of the Solid Waste Management Department. John has been County Manager for about 15
years.
Gayle Wilson, Director, Solid Waste Management Department—Gayle will provide ongoing management
and oversight of the collection services in Hillsborough and ensure that operational staff are held
accountable for providing a high level of collection services,adherence to collection schedules,fulfilling
all requirements of the agreement between the Town and County,and prompt resolution of
problems/complaints. Gayle has 23 years of solid waste management experience,which includes 17 years
of municipal commercial collection operations.
Paul Spire, Solid Waste Operations Manager—Paul will be responsible for successful performance of the
collection operations, including the performance of personnel,availability of and maintenance of
equipment,and ensuring that contingencies are in place as necessary. Paul has 15 years of solid waste
management and waste equipment maintenance experience.
Joe Clayton, Recycling Operations Manager—Joe will have day-to-day supervision of the collection
operations. The driver will report directly to him. He will develop the collection routes,sign up customers,
respond to requests for extra/new service,personally respond to complaints/problems,collect and maintain
necessary management/billing data,employee training,prepare monthly reports,assign back-up drivers and
trucks,ensure trucks are properly maintained,and be the primary contact and customer service
representative for the County. Joe has 12 years experience in waste management and customer service.
NEW POSITION,Solid Waste Collector—The County will hire a new position specifically for
assignment to Hillsborough waste and recycling services/operations. The two existing Solid Waste
Collectors will provide backup support as required(Mahlon Monroe and Phil Copelan)and two Recycling
Materials Handlers(Clarence Webb and Robert Carrington)will provide backup support as required.
Rebecca Holdway,Administration Officer li—Rebecca will be responsible for billings and collections,
including following up with problem accounts and establishing new accountstchanges to accounts in the
account management software system. Rebecca has 13 years experience in accountinglaccount
management and customer service.
Wanda McCain,Administrative Assistant 11—Wanda is responsible for managing reception and customer
services for the department,including telephone coverage and after hours messaging,providing prompt and
accurate general information regarding waste and recycling services and schedules,and forwarding
complaints to the proper supervisor for follow-up. Wanda has 10 years experience is solid waste related
reception,customer service,and cleriralladministrative support.
Jo-Anne Roy,Office Assistant I—Jo Anne answers telephones,provides information on
services/schedules,records complaints and requests for service,forwards complaintstservice requests to the
proper personal as necessary. 10 Anne has 5 years experience in staffing the front desk and providing
reception duties for the department.
Tony Garrard&Lanny Watkins,Heavy Equipment Mechanics—Tony and Lanny are responsible for
vehicle and equipment maintenance.
See attached Organization Chart with above positions highlighted.
H.List all proposed sub-canractors. The Town reserves the right to disapprove arty proposed sub-
contractor. The successful bidder shall advise the Town in writing ofany proposed change in any sub-
contractor. The successful bidder shall perform a minimum of 51%of the total value of the contract with
the successful bidder's own forces.
No sub-contractors will be utilized.
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01
1. Disclose any legal judgements or pending claims against the owner, operator,parent firm, and
wholly or partly owned subsidiary, in connection with the operation or performance of any
contract.
The Department has previously provided a copy of the audit report included within the County's
Comprehensive Annual Financial Report Year Ended June 30,2001,per the County Attorney's
instructions. Due to the size of the above mentioned Annual Report,we will refer you to the copy
previously provided and only provide as an attachment to this proposal a copy of the Auditors' Report. Our
understanding is that there are no legal judgements or claims pending and that the County is in very sound
financial condition.
J.Attach insurance certificatesfor.,a) Worker's Compensation, b)Commercial General Liability, c)
Business Auto Liability, and d) Umbrella/Excess Liability.
The County can comply with all insurance provisions outlined in 6.6 of the Request for Proposals and will
provide certification upon notice that we are the successful bidder.
K.Submit a letter from a corporate surely satisfactory to the town stating that the Performance Bond will
be furnished by it to the person submitting the Bid in the event he/she is the successful Bidder. Such letter
is to he signed by an authorized representative of the surety together with a certified and effectively dated
copy ofhis/her power ofattorney attached thereto. The successful Bidder shall be required to fernish a
performance bond as surety for the faithful performance of this contract at least ten(10)days prior to the
execution of the Contract. All bonds shall be in conformance with the requirements ofNorth Carolina
General Statute 44A-33. The Town reserves the right to waive bond requirements upon bidder's request
and for good cause shown.
The County requests that the Performance Bond requirement be waived. There are legal difficulties in a
local government providing such a bond. We believe that Orange County Board of Commissioners
approval of the agreement between Hillsborough and the County will provide sufficient
protection/assurance for the Town.
L.Provide any additional information in order to document the firms ability to help establish and
implement the Town's commercial dumpster collection program, such as additional services required, but
which are not included in these specifications.
As a county governmental unit the Solid Waste Management Department will be accountable to the citizens
of Hillsborough by more than just a contractual agreement. The Board of County Commissioners,as the
ultimate authority over county departments and the services and programs they provide,are also directly
accountable to the citizens of Hillsborough by periodically standing for election. These elected officials are
also easily accessible to Hillsborough's citizens by their living and meeting monthly within Hillsborough
itself. This dual level of accountability and accessibility is not possible from a private company.
All surplus revenue(profit)that the County receives as a result of the franchise's collection fees will be
returned to the citizens of Orange County in the form of solid waste and/or recycling services. The citizens
are the stockholders and directly benefit.
M.Bidder's are welcomed to include alternative proposals for providing the commercial dumpster
collection servieefor the businesses in the Town of Hillsborough. Alternatives shall be identfed as
Alternatives One, Two, and Three etc. The Town reserves the right to exercise or reject any or all
alternative proposals.
This section is where the County will try to highlight perceived deviations or differences from what is
understood as the base bid proposal.
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• Should the County be deemed the successful bidder, it will be necessary for the Board of County
Commissioners(BOCC)to approve the agreement between the Town and the County. Staff has
briefed the BOCC and has received no indication of opposition or concern to our submitting this
proposal and entering into a service agreement with the Town.
• The County will be ordering a new front loading truck if awarded the bid,however,the truck will not
be bid until August and ordered until September 2002. Therefore,we are unable to provide a
manufacturer guarantee of delivery. The County, if awarded the bid, is formally requesting that the
Town provide it's existing front loading truck to the County at no cost so that the collection service
may be begin most expeditiously.
• Re: Bid Proposal form,Section l: D.—It is unclear what certification could be provided as evidence
that the County is certified for doing business in the state other than the statement in Section 1: D.
above. Should the Town need additional evidence we will make such a request of the County
Attorney.
• Re:Bid Proposal form, Section 1:E.—It is unclear what evidence would be necessary to satisfy the
Town beyond what has already been stated in Section 1: E.above. Should the Town need additional
evidence we will make such a request of the County Attorney.
• Re: Bid Proposal form,Section I:K,,The County requests waiver of the Performance Bond
requirement.
• Indemnification—To the extent permitted by law and to the extent of insurance coverage maintained
by Orange County,Orange County will agree to indemnify the Town of Hillsborough per Request for
Proposal page 14,6.12.
• The County wishes to either request that the Town require dumpster enclosure gates to be open in
order to receive service,or,that the County be authorized to charge a$1 per service visit fee to
compensate for the additional time and driver effort.
• Our proposal uses the collection schedule provided as an attachment to the RFP packet as the basis for
its pricing,given that 66 of the 105 current Town customers are once/weekly and have assumed this as
the base level of service. We believe that since 620/9 of the customers receive once/weekly collection
that your base level of service is actually once/weekly collection. We think that assuming the base
level of twice/weekly will result in lower costs for those who receive twice/weekly collection,but
proportionally more for those who receive only once/weekly collection. As you can ace from our
proposed prices,there is no penalty or differentially higher cost for a higher(more frequent)service
level
• Insurance certificates will be submitted when/if the County is awarded the bid. They are not included
with the County's bid proposal,
Attachments: Bid Proposal Form
Service Level Pricing Form
Organizational Chart
Independent Auditors' Report
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BID PROPOSAL FORM
BID NO. 02-480
COMMERCIAL DUMPSTER COLLECTION PROGRAM
TOWN OF HILLSBOROUGH
PUBLIC WORKS DEPARTMENT
P.O. BOX 429
HILLSBOROUGH,NORTH CAROLINA 27278
SECTION I:
Please attach the following required information:
A. Describe in detail the commercial dumpster collection program to be provided by your
firm for the businesses in the Town of Hillsborough. This description should address all
components set forth in Section 5.0 System Description and Performance Requirements
of this Request for Proposals (e.g. collection method and plan, customer service, record
keeping,etc.).
B. Describe the firm's experience in the collection of commercial dumpsters and list a
minimum of three(3) references with telephone numbers. Contractor shall also provide a
minimum of three written endorsements from the list of references.
C. List collection equipment and all accessories by type, model, and year of manufacture to
be used in this proposal. Manufacturer delivery guarantees shall be attached to the
submitted bid. If the selected equipment is not available at any time during the tenure of
the contract, the Contractor must provide alternate equipment to perform the work on the
specified schedule. The Contractor shall list the contingency equipment available in case
of equipment failure of the specified equipment.
D. Submit evidence that the bidder has a license to do business under the laws of the State of
North Carolina and that the firm is in good standing in the State of North Carolina. If the
bidder is a corporation, it shall submit a copy of certification by the Secretary of State of
North Carolina that its Charter has been filed. Alternatively, the bidder shall certify that
it is able and willing to meet all requirements of the State of North Carolina for doing
business within the state.
E. Submit supporting evidence, to the Town's satisfaction in form and substance, that the
bidder(or bidder's subsidiaries or affiliates) has been in existence as a going concern in
excess of three (3) years and possesses not less that three (3) year's actual operating
experience as a going concern in solid waste management.
F. Submit supporting evidence that the Contractor's experience in municipal services or
private business was derivgd from operations of comparable size or larger to that
contemplated by this proposal. Details shall include length of other contracts, name and
size of municipality (ies), subdivision (s) or businesses served, nature of services
provided, and the name of the contact person at the municipality(ies), subdivision (s) or
businesses in question.
CommercialCollectionUP 15
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G. List all key personnel to be involved in the possible operating and implementing of this
project. Include an organizational chart and a description of each person's functions (s)
and experience.
H. List all proposed sub-contractor's. The Town reserves the right to disapprove any
proposed sub-contractor. The successful bidder shall advise the Town in writing of any
proposed change in any sub-contractor. The successful bidder shall perform a minimum
of 51% of the total value of the contract with the successful bidder's own forces.
I. Disclose any legal judgments or pending claims against the owner, operator, parent firm,
and wholly or partly owned subsidiary, in connection with the operation or performance
of any contract.
J. Attach insurance certificates for: a) Worker's Compensation, b) Commercial General
Liability, c) Business Auto Liability, and d) Umbrella/Excess Liability.
K. Submit a letter from a corporate surety satisfactory to the Town stating that the
Performance Bond will be furnished by it to the person submitting the Bid in the event
he/she is the successful Bidder. Such letter is to be signed by an authorized
representative of the surety together with a certified and effectively dated copy of his/her
power of attorney attached thereto. The successful Bidder shall be required to famish a
performance bond as surety for the faithful performance of this contract at least ten (10)
days prior to the execution of the Contract. All bonds shall be in conformance with the
requirements of North Carolina General Statute 44A-33. The Town reserves the right to
waive bond requirements upon bidder's written request and for good cause shown.
L. Provide any additional information in order to document the firm's ability to help
establish and implement the Town's commercial dumpster collection program, such as
additional services required,but which are not included in these specifications.
M. Bidder's are welcomed to include alternative proposals for providing the commercial
'dumpster collection service for the businesses in the Town of Hillsborough. Alternatives
shall be identified as Alternatives One.Two, and Three etc. The Town reserves the right
to exercise or reject any or all alternative proposals.
SECTION II:
The undersigned hereby declares that he/she has carefully examined the specifications contained
herein and will provide the services in accordance with those specifications and the requirements
under them for the following sum to wit:
The bidder shall provide a proposed schedule of commercial dumpster collection fees that will
accommodate the collection of two (2) cubic yard, four(4) cubic yard, six (6) cubic yard, and
eight(8)cubic yard containers.
The undersigned, by its signature, certifies that this proposal is made in good faith and written
without collusion with any person bidding on this contract or with any officer or employee of the
Town of Hillsborough.
The undersigned agree, in connection with the performance of this contract, not to discriminate
against any employee or applicant for employment because of race,religion,color,sex,handicap,
political affiliation or national origin.
ComtnercialCollectionUP 16
13
The undersigned certifies that it has not been charged in any indictment or information will) nor
convicted of any conspiracy, combination or other unlawful acts in restraint of trade, involving a
governmental agency, in any court or jurisdiction whatsoever. The undersigned understands and
agree that any misrepresentation in this certification shall be cause for immediate termination of
the contract should the undersigned be awarded the contract.
The Town reserves the righ{to reject any and all bids and to accept that bid or proposal which, in
the judgment of the Town Board of Commissioners, best serves the interest of the Town of
Hillsborough.
Orange County $olid Waste
COMPANY ( 1 l
W '
AUTHORIZ SIGNATURE
Gayle Wilson, Director
TYPE NAME AND TITLE
PO Box 17177
MAILING ADDRESS,(P.O. Box or street)
Chapel Hill, NC 27516
CITY, STATE AND ZIP CODE
CommercialCollectionM 17
Service Level Pricing Form
Service Level
Container Ty 1 Pickup Per Week 2 Pickups Per Week 3 Picku ■ Per Week
2 Cubic Yard $12.00 $24.00 $36.00
4 Cubic Yard $16.00 $32.00 $48.00
6 Cubic Yard $19.00 $38,00 $57400
8 Cubic Yard $23.00 $46.00. $69200
Roll-Off Containers 82.50 per pull lus actual tip fee 165.00 lus actual tip fee 247.50 (plus actual tip fee
8 Cubic Yard Vertical Compactor 1 $ 71.5011 $ 143,001 $ 214950
Service bevel / Additional Picks s
Container TyBL. Once per week extra pickup Twice per extra pickup Thrice per week extra pickup
2 Cubic Yard $12.00 $24.00 $36.00
4 Cubic Yard $16.00 $32.00 $48.00
6 Cubic Yard $19.00 $38.00 $5740
8 Cubic Yard $23.00 $46.00 $6940
Roll-Off Containers 11$85.00 lus actual tip $170.00 lus actual ti fee $255.00 (plus actual ti fee
8 Cubic Yard Vertical Compactor s 71.50 $ 143,001 $ 214.50
Orange County Proposal
Notes: Estimated annual mm* u' num value of cardboard collection service to be provided by Orange County is $30,000: Compactor price provided
represents only cost of service; tipping fee price will be additive and will be actual cost as weighed at landfill (not estimated).
Solid Waste Management Department
Organizational Chart (FY 02-03)
Solid Waste Management Director (11
Solid Waste Operations
General Administration
Landfill Manager 1
�. g ( )
Recycling Programs Administrative Administrative Officer (Solid Waste O iciations Manager).
Manager(l) Assis _6I(1) E (1) ,
(Solid Waste Planner) Office51ssistant I (1) Landfill Engineer (1)
Recycling Specialist(1) 1
(Education Specialist) Disposal Operations Perinitting/Enforcement Recycling Operations
Disposal Operations Supervisor (1)
Recycling Specialist (L)
(Disposal Operatic Manager) Recycling Operations Supervisor(1)
(Solid waste
(Recycling Opemtion)S Manager)
Enforcement -
MaNds a ing Heavy Equipmeit Landfill Equipment Wei Supervisor) Solid Waste Recycling Recycling Specialist(1)
Materials E9 P gtunaster (2 Landfil
�tianaru Handlers ecLanic IT operator (6) laspectors{3J Recycling specialist (1) Collector(3) Materials (Special wasted
operamr
(Code Enforcement Handler (3) Contracts
., officer) Coordinator
vy Eqt ipmA )
Mechanic P(1) 2/07/2002
lu
INDEPENDENT AUDITORS' REPORT
Board of County Commissioners
Orange County,North Carolina
Hillsborough,North Carolina
We have audited the accompanying general purpose financial statements of Orange County,North Carolina,
as of June 30,2001, and for the year then ended,as listed in the foregoing table ofcontents. These general
purpose financial statements are the responsibility of the management of Orange County,North Carolina.
Our responsibility is to express an opinion on these general purpose financial statements based on our audit.
We did not audit the financial statements of the Orange County ABC Board, a discretely presented
component unit of Orange County. Those financial statements were audited by other auditors whose reports
thereon have been furnished to us, and our opinion, insofar as it relates to the amounts included for the
Orange-County ABC Board is based solely on the reports of other auditors. The general purpose financial
statements of Orange County, as of June 30, 2000 were audited by other auditors, whose report dated
September 22,2000, expressed an unqualified opinion on those statements.
We conducted our audit in accordance with auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards,
issued by the Comptroller General of the United States. Those standards require that we plan and perform
the audit to obtain reasonable assurance about whether the general purpose financial statements are free of
material misstatement. An audit includes examining,on a test basis,evidence supporting the amounts and
disclosures in the general purpose financial statements. An audit also includes assessing the accounting
principles used and significant estimates made by management, as well as evaluating the overall general
purpose financial statement presentation. We believe that our audit and the report of the other auditors
provide a reasonable basis for our opinion.
In our opinion,based on our audit and the reports of other auditors the general purpose financial statements
referred to above present fairly, in all material respects, the financial position of Orange County, North
Carolina as of June 30,2001,and the results of its operations and the cash flows of its proprietary fund types
and discretely presented component unit for the year then ended in conformity with accounting principles
generally accepted in the United States of America.
Our audit was performed for the purpose of forming an opinion on the general purpose financial statements
taken as a whole. The combining and individual fund financial statements and schedules listed in the
foregoing table of contents, for the year ended June 30, 2001, are presented for purposes of additional
analysis and are not a required part of the general purpose financial statements of Orange County, North
Carolina Such information has been subjected to the auditing procedures applied in the audit ofthe general
purpose financial statements and, in our opinion, is fairly stated in all material respects, in relation to the
general purpose financial statements taken as a whole. The combining and individual fund statements and
schedules,as listed in foregoing table of contents,for the year ended June 30,2000 were audited by other
auditors,whose report dated September 22,2000,expressed an unqualified opinion on those statements and
schedules.
3