Collection Service Procurement Orange County Florida

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Collection Service ProcurementOrange County
Florida

• Caroline Mixon
• Project Manager
• (Now Deputy Director, City of Tampa Solid Waste
  Department)
• 4/30/02

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Presentation Overview

• Background
• Bid Criteria Special Terms
• Evaluation Recommendations
• Summary

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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

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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

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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

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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

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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

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Presentation Overview

• Background
• Bid Criteria Special Terms
• Evaluation Recommendations
• Summary

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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

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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

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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

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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

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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

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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

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Criteria Special Terms
Hauler Door Tags - Notification to Public Required
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Presentation Overview

• Background
• Bid Criteria and Special Terms
• Evaluation Recommendations
• Summary

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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

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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

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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

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Evaluation Recommendations
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Presentation Overview

• Background
• Bid Criteria and Special Terms
• Evaluation Recommendations
• Summary

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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

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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 Chairmans Office
• Solid Waste Hotline open til 700 and on weekend
• Refer to website

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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
• Dont compromise relationship adhering strictly
  to fines, but use them up front to make real
• Establish separate and severe fine for commingling

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More Information

• Susan Ioder, Orange County Purchasing Contracts
  Division Susan.Ioder_at_co.orange.fl.us
  407-836-5898
• Bill Hutchinson, Planning Economics Group
  (PEG) PlanEconGp_at_aol.com 305-858-8708

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More Information

• Caroline Mixon-Klos, City of Tampa Solid Waste
  Department
• Kprecept_at_aol.com (current email) 321-297-8906
  (current phone)
• Caroline.Klos_at_tampagov.net 813-348-1155 or
  813-348-1153

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