Transcript MANDATORY REFUSE & RECYCLING COLLECTION IFB # Y1 …

Collection Service
Procurement
Orange County Florida
Caroline Mixon
Project Manager
(Now Deputy Director, City of Tampa Solid
Waste Department)
4/30/02
Presentation Overview
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•
•
•
Background
Bid Criteria & Special Terms
Evaluation & Recommendations
Summary
Background
• 1985 negotiated franchises mandatory collection began
• High performance standard
(less than 8 complaints/1000 hh)
• Four franchise haulers operated
in seven franchise areas
• Smallest area 2400 hh, largest
85,000 households.
• One hauler collected from
120,000 HH
Background
• 2-1-1 Collection Service
• Historical MSTU range from
$138 for collection and disposal
in 1990 to 154.02 in 2001
• Hauler reimbursement rate for
collection $111.00
• Florida 2-1-1 programs range
$90.14 - $114.92
Background
• BCC concerns:
– County citizens pay more for same
level service
– Rate not market based
– Difficulty negotiating lower rate
due to fuel cost escalation
– No change desired in level or
quality of service
– Longer contract term desired
Background
• Staff concerns:
– Disposal fee double handled
– Flexibility to handle performance
– Annual rate adjustment based on
CPI/Fuel Index formula rather than
negotiated
– Longer contract with option to rebid or renew
– Dedicated Fleet (disaster/disposal)
– Equitable service areas, reduce
dependency on single hauler
– More favorable contract language
Background
• Overall desire to use Bid
process, to emphasize low cost;
but incorporate flexibility of
RFP process to allow scrutiny of
qualifications to ensure comfort
with outcome
Presentation Overview
•
•
•
•
Background
Bid Criteria & Special Terms
Evaluation & Recommendations
Summary
Criteria & Special Terms
• Seven year term, with 2 renewal
options
• Five Franchise zones, maximum
award 2 zones
• Equitable size and growth rates
(approximately 31,000 hh/zone)
• County retains disposal MSTU
• Dedicated Fleet
• Quality assurances via
progressive financial penalties
Criteria & Special Terms
• Bids to reflect collection costs
• Disposal credit based on 8
years of annual tonnage data
• Tonnage allocation initially set
at 1.5 tons/hh/year including
1.15 tons for Class I waste and
.35 tons for yard waste
• Dedicated fleet helps assure
tonnage is from county
residents
Criteria & Special Terms
• Service complaint limit equates
to about 11 complaints/1000
customers
• Financial penalties are designed
to be progressive and are
associated with complaints as
well as dedicated fleet issues
• Penalties range from
$100/incident to $50,000
Criteria & Special Terms
• Hauler preparations
included:
– Adhering to post award
schedule
– Submitting company
transition plans
– Attending monthly
meetings
– Participating in
outreach events
– Submitting readiness
confirmation
Criteria & Special Terms
• Submit a Transition Plan to be
added to Countywide Transition
plan:
–
–
–
–
–
Staff preparations
Contract hauler preparations
Customer notification
Customer service readiness
Staff and hauler coordination and
cooperation
Criteria & Special Terms
• Hauler Post Bid Award
Obligations
– Order new vehicles
– Prepare routes and service
days maps
– Affix franchise symbol and
identification number to
collection vehicles
– Hire and train employees
– Notify customers of
collection days
– Hire additional staff for
December 31 start-up
Criteria & Special Terms
Hauler Door Tags - Notification to
Public Required
Presentation Overview
•
•
•
•
Background
Bid Criteria and Special Terms
Evaluation & Recommendations
Summary
Evaluation &
Recommendations
• Lowest qualified and eligible bid
wins
• Bid opening matrix preliminary
based on low bid
• Second Matrix approximately 3
weeks later based on
qualifications/eligibility
Evaluation &
Recommendations
• To qualify for one franchise area
– Two existing or past municipal
solid waste and recyclable
collection contracts with a
minimum of 40,000 households
each and a minimum period of five
years of successful service.
Municipal solid waste collection
and recyclable collection may be
separate contracts, but each must
meet the household minimum
Evaluation &
Recommendations
• To qualify for two areas
– Four existing or past municipal
solid waste and recyclable
collection contracts with a
minimum of 40,000 households
each and a minimum period of five
years of successful service. Two
of the 4 contracts must have been
serviced concurrently or for an
overlapping period of time
Evaluation &
Recommendations
HAULER
Onyx
Republic
Waste
Mgmt.
Zone
1
68.88
LOW BIDS
Zone
Zone
2
3
76.08
101.76
Zone
4
Zone
5
100.44
92.40
QUALIFIED AND ELIGIBLE LOW BIDS
HAULER
Zone
Zone
Zone
Zone
1
2
3
4
68.88
Onyx
101.76
Republic
99.00
92.40
Waste
(tie)
Mgmt.
Zone
5
100.44
Presentation Overview
•
•
•
•
Background
Bid Criteria and Special Terms
Evaluation & Recommendations
Summary
Summary
• One existing hauler did not win
• Another existing hauler wanted
to qualify for two zones, but
only deemed qualified for one
• Performance record and
experiences of other counties
helped prepare BCC
Summary
• Customer calls increased from
5,000 per month to 16,000
– Added temporary customer
service staff
• Commissioners received more
calls
– Staff member assigned to
Chairman’s Office
– Solid Waste Hotline open til 7:00
and on weekend
– Refer to website
Summary
• Reduced customer charge and
hauler reimbursement rate - largely
due to “unknown” competitor
• Specify whether experience needs to
be U.S. based
• Compare personnel/equipment/route
data to standards and evaluate
• Don’t compromise relationship
adhering strictly to fines, but use
them up front to make real
• Establish separate and severe fine
for commingling
More Information
• Susan Ioder, Orange County
Purchasing & Contracts Division
[email protected]
407-836-5898
• Bill Hutchinson, Planning &
Economics Group (PEG)
[email protected]
305-858-8708
More Information
• Caroline Mixon-Klos, City of
Tampa Solid Waste Department
• [email protected] (current email)
321-297-8906 (current phone)
• [email protected]
813-348-1155 or 813-348-1153
The End...