Collection Service Procurement Orange County Florida

1. Collection Service ProcurementOrange County Florida Caroline Mixon Project Manager (Now Deputy Director, City of Tampa Solid Waste Department) 4/30/02

2. Presentation Overview • Background • Bid Criteria & Special Terms • Evaluation & Recommendations • Summary

3. 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

4. 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

5. 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

6. 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 re-bid or renew • Dedicated Fleet (disaster/disposal) • Equitable service areas, reduce dependency on single hauler • More favorable contract language

7. 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

8. Presentation Overview • Background • Bid Criteria & Special Terms • Evaluation & Recommendations • Summary

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. Criteria & Special Terms Hauler Door Tags - Notification to Public Required

16. Presentation Overview • Background • Bid Criteria and Special Terms • Evaluation & Recommendations • Summary

17. 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

18. 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

19. 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

20. Evaluation & Recommendations

21. Presentation Overview • Background • Bid Criteria and Special Terms • Evaluation & Recommendations • Summary

22. 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

23. 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

24. 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

25. More Information • Susan Ioder, Orange County Purchasing & Contracts Division Susan.Ioder@co.orange.fl.us 407-836-5898 • Bill Hutchinson, Planning & Economics Group (PEG) PlanEconGp@aol.com 305-858-8708

26. More Information • Caroline Mixon-Klos, City of Tampa Solid Waste Department • Kprecept@aol.com (current email) 321-297-8906 (current phone) • Caroline.Klos@tampagov.net 813-348-1155 or 813-348-1153

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