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HomeMy WebLinkAboutAgenda - 06-08-2004-5tORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 8, 2003 Action Agenda Item No. ~~ SUBJECT: Renewal of Contract for Curbside Recycling DEPARTMENT: Solid Waste Management PUBLIC HEARING: (YIN) No ATTACHMENT(S): Curbside Recycling Contract Addendum INFORMATION CONTACT: Hillsborough Chapel Hill Durham Mebane Gayle Wilson, Solid Waste Director, 968-2885 Pam Jones, Purchasing Director, ext. 2850 TELEPHONE NUMBERS: 732-8181 968-4501 688-7331 336-227-2031 PURPOSE: To approve the contract renewal with Waste Industries, Inc, for urban and rural curbside recycling services, which will enable Orange County to continue to provide urban curbside recycling services over the next fiscal year, and further allow the County to end the contracting of rural curbside recycling services in anticipation of a transition to providing this service as part of County operated recycling program. BACKGROUND: The Urban (or In-Town) Curbside Recycling Program provides weekly collection services to all single-family homes within the Towns of Carrboro, Chapel Hill, and Hillsborough. The Rural Curbside Recycling Program provides biweekly collection services to select areas of Orange County, and currently services approximately 50% of residences in the unincorporated part of the County. The Department of Solid Waste Management has provided contracted curbside recycling services since 1988. The contracts for rural and urban curbside have been awarded by competitive bidding process, and then renewed as needed, provided service was acceptable and funds were appropriated. In .)une of 2001, the Rural and Urban Curbside Contracts were merged into a single Curbside Recycling Contract, and the contract was reissued to Waste Industries for two years with a possible two-year extension beyond that (through June 2005). In June 2003, the BOCC approved an agreement with Waste Industries that provided for service during the fiscal year 2003-2004, and allowed for an additional one year extension. This addendum engages Waste Industries to provide curbside recycling service far the 2004- 2005 fiscal year. It further allows the County to end contracted Rural Curbside recycling services during the course of the fiscal year in anticipation of the transition to the Department of Solid Waste Management providing these services with County vehicles and County staff. No interruption in service is expected during this transition. z Far Fiscal Year 2004-2005, the frequency of service far the various jurisdictions is proposed to remain the same. By the end of fiscal year 2004-2005, it is projected that Urban Curbside will service 17,790 residences and that Rural Curbside will service 11,450 residences. In general, the Urban Curbside program adds new homes built within or annexed into one of the municipalities automatically as these residences are constructed ar annexed. Curbside recycling in the unincorporated areas (Rural Curbside) is expanded incrementally. Homes that are in-fill or in select areas that are contiguous with existing rural service areas are added automatically as part of the annual contract. In comparison, expansion of naval curbside service to homes in areas that would constitute large, distinct, new geographic service areas is considered only as part of an explicit addition to the annually budgeted amount. FINANCIAL IMPACT: The total projected cost of this contract for FY 2004-2005 is $963,500 ($755,000 for Urban Curbside service for the entire fiscal year and $208,500 for Rural Curbside service through March 2005). This amount is included in the proposed Solid Waste Management Departmental Budget. The budgeted amount reflects a 0.65% cost increase per household over last year's costs. The 0.65% increase is based an the rate of inflation as determined by the Federal Bureau of Labor Statistics' Consumer Price Index for Transportation for the South Urban Region. RECOMMENDATION(S): The Manager recommends that the Board approve the renewal of the curbside recycling contract with Waste Industries, Inc. and authorize the Chair to sign the contract subject to final review by Staff and the County Attorney. STATE OF NORTH CAROLINA ADDENDUM TO CURBSIDE THE COUNTY OF ORANGE RECYCLING AGREEMENT Addendum to that certain Agreement effective July 1, 2001, between The County of Orange, on behalf of its Department of Solid Waste Management, (hereinafter "County"), and Waste Industries, Inc. of Durham, North Carolina, (hereinafter "Contractor") for the provision of residential curbside recycling collection services to single family residences, azid adjacent small businesses, schools, churches, and pedestrian recycling stations within residential azeas, located within the Town limits of Cazrboro, Chapel Hill and Hillsborough, NC; and designated azeas outside of Town limits but within unincorporated Orange County. In consideration of the mutual promises and conditions set forth herein, the County and Contractor agree to amend the Agreement as follows: Term of Agreement The term of the contract will be for one (1) year unless otherwise agreed by the parties; the period from July 1, 2004, through .June .30, 2005 (hereafter referred to as initial term) assuming that funds are appropriated annually and the performance of the contractor is satisfactory. The level of performance expected is defined in this contract.. County may, given sixty (60) days written notice, terminate the services provided under this contract to those residences and other serviced entities outside of Town limits but within unincorporated Orange County (commonly Irnown as Rural Curbside recycling services). Cessation of Rural Curbside recycling services shall not impact services provided to those residences and entities within the Town limits of Cazrboro, Chapel Hill, and Hillsborough beyond the specific provisions within this document.. Assruning that neither County nor the Contractor desire to alter the terms of this contract, and the continuation of this contract beyond the initial term is desired by both County and the Contractor, this contract maybe extended beyond the initial team on a month-to-month basis for a length of time not to exceed one year, This contract can only be extended beyond initial term assuming that the County recommends continuing the program and Comity or its successor approves funding of the conk-act tluough their approval of the overall landfill and recycling budget. If County does not notify Contractor in writing of its intent to extend this contract beyond the initial term by May 1, 2005, then the contract will expire at the end of the hitial term. If Couunty and Contractor choose to continue wonting together on a month-to-month basis, County may, given sixty (60) days written notice, teminate tlis agreement. Terms contained herein that have no consequence on the overall outcome or cost of the conh•act may be amended during the course of the extension through negotiation between the Contractor and County. If'substantive changes to terms are desired, an amendment to this agreement maybe executed or a new contract maybe signed. Costs of Service a) In-Town Curbside Program The cost of service for In-Town or Urban Curbside Recycling for July 1, 2004,Iune 30, 2005 (Fiscal Year 2004-2005) shall be $.3..59 per household. Performance Sharing may decrease this cost (see Section 4 of original Ab Bement).. 4 b) Rural Curbside Program The cost of service for Rmal Curbside Recycling for.Tuly 1, 2004-.Tmie .3Q 2005 (Fiscal Year 2004-2005) shall be $1.97 per household.. c) Recycling Service to Non-Households The cost of providing curbside recycling service to small businesses, churches, and other institutions that are adjacent to a curbside recycling route will be determuied as follows: the cost will be equal to the cost of providing service to a household multiplied by the mm~ber of bins assigned to the small business, church, or institution Example 1: During Fiscal Year 2004-2005, to service a preschool which is assigned tluee (.3) curbside recycling bins and located in a residential area within one of the Towns, County will be billed at the rate of.3 x $3.59 per month or $10.77 per month.. Exaniple 2; During Fiscal Year 2004-2005, to service a church in unincorporated Orange County which is assigned two (2) curbside recycling bins and located in a residential area, County will be billed at the rate of 2 x $1.97 per month or $3..94 per month. The cost of providing curbside recycling service to pedestrian recycling stations that are nearby or adjacent to a curbside recycling route will be determined as follows: the cost will be equal to five (5) times the cost of providing service to a household. Exatnple 3: During Fiscal Year 2004-2005 for Contractor to service a pedestrian recycling station located at Catrboro Town Hall, County will be billed at the rate of 5 x $3.59 per month or $17.95 per month. d) Cost of Services for In-town Curbside if Cottnty chooses to end Rural Curbside Recycling If Cotmty chooses to exercise its option to end the contracting of Rural Curbside Recycling Services, upon the cessation ofRural Curbside recycling services the monthly cost of collections for In-Town Curbside (also larown as Urban Curbside) shall increase by $0.20 per household. The new monthly cost shall be $3.79 per household if the cessation takes place during FY 2004-2005. If Rural Curbside services end mid-month, the resultant monthly charge for both In-Town Curbside recycling and for Rural Curbside recycling shall be prorated as mutually agreed to by County and Conh•actor. e) Cost of Services for Furitre Fiscal Years If County and Contractor mutually agree to extend this contract into Fiscal Year 2005-2006 on a month-to-month basis as provided in the Ternr of Agreement clause, the cost of collection per household in FY 2005-2006 shall not exceed the Fiscal Year 2004-2005 cost per household plus the hicreased cost factor provided from the Bureau of Labor Statistics Consmner Price Index for Transportation for the South Urban region as measured in January 2005 and compared to January 2004. The cost for In-Town Curbside shall be reduced $0.06 per home per month for each increment of 5 homes per hour collection efficiency over 50 stops per hour (see Secfion 4 of original Agreement). f) Fxpursion or Reduction in Number of Units Serviced The contract maybe expanded or reduced at the option of County to include additional or fewer residential homes and adjacent small businesses, schools, institutions, chruches, and pedestrian recycling stations.. If legislation or ordinances aze passed which significantly impact the participation in either program (Rural or In-Town), the cost of service for that program maybe renegotiated between the Contractor and Cormty.. County's Representative The County's Representative, for purposes of this Agreement, shall be: Tom Druley Solid Waste Management Orange County PO Box 17177 Chapel Hill, NC 27516-7177 Ph. (919)969-2072 Frequency and Time of Collection a) In-Town Curbside Contractor shall pass each household once each week and collect materials set at the curb (or at other agreed upon location in the case of a Handicap /Disabled citizen), Collection shall take place no earlier thur 7:00 AM urd no later thus 7:00 PM. b) Rural Curbside Contractor shall pass each household once every other week urd collect materials set at the curb, roadside, or at other agreed upon location in the case of a Handicap /Disabled citizen. Collection shall take place no earlier thus 7:00 AM and no later thus 7:00 PM, c) Holiday Schedule i. Holiday Schedule for Fiscal Yeu 2004-2005: Contractor will not provide recycling service on Tharilcsgiving Day, Thursday November 25, 2004., Those recycling services regularly provided on Thursday will be provided on Saturday November 27"'. Friday November 26" will receive collection services as usual. Contractor will provide all recycling service as regularly scheduled for the week of Monday December 20, 2004 tluough Friday December 24, 2004 and the week of December 27, 2004 through December .31, 2004. This (above) is the holiday schedule for the entire 2004-2005 Fiscal Year, other holidays not listed will not be observed, 6 ii. Holiday Schedule for Future Fiscal Years (beyond ?004-?005) Holiday schedules for future years will be negotiated annually and determined by County and Contractor. Holidays with no collection maybe Independence Day, Labor Day, Thanksgiving Day, Cluistmas Day, New Year's Day, Maztin Luther King Jr. Holiday, Good Friday, and Memorial Day. In case of cancellation, Holiday week schedules maybe shifted to have collections a day late following the holiday (i.e., ifholiday falls on Thursday, Thursday's collection will be on Friday, Friday's collection will be on Saturday). No changes will occur if a holiday falls on a weekend. iii. Complaint Calls During a Holiday On days when County offices az-e closed (due to Orange County Government holiday) and Contractor is providing recycling service, County may place the Contractor's office phone number (933-9388 or 596-1.36.3) on its automated telephone system. This will be done in order to allow the citizens of Orange County to contact Contractor directly about issues concerning recycling collection and service. When and if Contractor receives complaint calls, these calls will be logged and handled under flee normal complaint procedure (see Section 12 of original Agreement). IN TESTIMONY WHEREOF, the parties have hereunto set their hands azzd seals the day and year first above written. COUNTY: BY: Barry Jacobs, Chair CONTRACTOR: Signature Printed Name azld Title ATTEST: Dolma S. Baker, Clerk to the Board WITNESS: Signature Printed Narne and Title This instrument has been pre-audited in the mazmer required by the Local Government Budget and Fiscal Control Act. Finance Director 8 STATE OF NORTH CAROLINA ORANGE COUNTY I, , a Notary Public for said County and State, do hereby certify that Dom~a S. Baker personally appeared before me this date and acknowledged that she is the Clerk to the Board of Commissioners of Orange County, and that by authority duly given and as the act of Orange County, the foregoing instrument was signed in its name by Barry .Jacobs, Chair, sealed with its official seal, and attested by herself as its Clerk, WITNESS my hand and official seal, this the day of ?004. Notary Public My Commission expires: STATE OF COUNTY OF I, , a Notaz-y Public, do hereby certify that personally appeared before me this day and acknowledged the due execution of the foregoing Agreement. WITNESS my hand and official seal, this the day of ?004. Notazy Public My Commission expires: