AGENDA REQUEST

Sponsor:

Board of Supervisors Meeting Date: 

Raymond E. Graham, Chairman, Cedar Run District Supervisor

October 13, 2005

Staff Lead:

Department: 

Anthony I. Hooper, Deputy County Administrator

County Administration

Topic: 

A Resolution Authorizing the Award a Contract for Solid Waste and Recycling Hauling Services with Potomac Disposal Services of Virginia, LLC

Topic Description:

Hauling Contract

The County contract with ERO expires on Novemeber 15, 2005.  A detailed request for proposals was prepared to provide waste and recyclable material hauling services from the convenience sites, the School system and other County buildings.  In addition, offerors were requested to provide equipment prices for the County to consider renting, lease purchase, or outright purchase. The request for proposals was released on August 31, 2005, a mandatory pre-proposal meeting held on September 8th, a tour of the sites offered on September 14th, and proposals received on September 29th.  A committee of County and School staff interviewed all four firms that responded to the request and negotiations were conducted with the top offerors.

 

The proposed service provides a number of changes from the current agreement including:

▪ comprehensive equipment pricing to allow the County option to purchase or rent containers

   from the hauler or directly from an equipment distributor

▪ procuring recycling processing services (purchasing of recyclable materials) in a separate

   procurement to maximize County revenue

▪ County staff hauling from Corral Farm convenience center to increase collection capacity

▪ replacing open top (loose) containers with compactors to add collection capacity, minimize the

   total number of hauls, minimize hauling during public hours, and to reduce/eliminate site closures

▪ standardizing public access to containers at 48 inches for compactors, and 5 feet for open-top and

  closed-top containers

▪ standardizing recycling services at all sites including newspaper, cardboard, plastic, glass, cans,

   mixed paper and metal

▪ standardizing bulk waste collection services at all convenience centers

 

Upon completing interviews and negotiations with the top firms, the selection committee determined that Potomac Disposal Services was the top-ranked firm to provide services to both the County and the School System.  The recommended service includes providing 5 roll-off trucks and 2 front-end loaders which will allow most hauling during non-public service hours.  After evaluating equipment rental versus purchase pricing, it was determined that the County would benefit financially to purchase equipment directly from an equipment distributor through a separate procurement.

 

 

 

The approximate annual price of the recommended agreement is $600,000, as shown below:

 

Convenience Centers (excludes waste hauling at Corral Farm) - $500,000

 ▪ 2,000 waste pulls x $200/pull = $400,000

▪    300 recycling pulls to processor x $210/pull = $63,000

▪    200 recycling pulls to Corral Farm x $175/pull = $35,000

 

School System - $65,000

▪ Waste hauling (front-load & compactor service) = $35,000

▪ Recycling hauling = $30,000

 

Other County Locations (General Services, Parks & Recreation, Hospital Hill, Jail) - $35,000

▪ Waste hauling = $30,000

▪ Recycling hauling = $5,000

 

Requested Action of the Board of Supervisors: 

Consider adoption of the attached resolution.

Financial Impacts Analysis:

The current contract began in 2000, and expenses are approximately $400,000 for equipment rental, hauling and recycling processing.  Significant increases have occurred in the past 5 years for labor, fuel and equipment, as well as convenience center tonnage (23,000 tons in 2000 compared to 29,000 in 2005).  Offsetting these factors, the use of additional compaction equipment at the convenience sites will reduce the total number of pulls required, and the County’s purchase of collection equipment will significantly reduce collection equipment expenses.  Funds are available within the Landfill Enterprise budget.

Identify any other Departments, Organizations or Individuals that would be affected by this request:

All County departments and the School System will be served by this contract.

 

 

 


 

RESOLUTION

 

A RESOLUTION AUTHORIZING THE AWARD OF A CONTRACT FOR SOLID WASTE AND RECYCLING HAULING SERVICES WITH POTOMAC DISPOSAL SERVICES OF VIRGINIA, LLC  

 

            WHEREAS, on November 15, 2005, the current solid waste and collection hauling contract ends; and

           

            WHEREAS, on August 31, 2005, a Request for Proposals for hauling services and equipment prices was advertised, and in response four firms submitted proposals offering the requested services and equipment; and

 

            WHEREAS, a selection committee composed of County and School staff interviewed all four firms and conducted negotiations with the three top-ranked firms, and based on those negotiations Potomac Disposal Services of Virginia, LLC, was determined to be the most suitable contractor to provide hauling services at a rate of $200 per roll-off container for solid waste, $210 per recycling roll-off container for deliveries to the County’s selected processor, $175 per recycling roll-off container to Corral Farm, and $18.50 per pull for front-loading service; and

 

WHEREAS, it was determined that Fauquier County benefits financially by purchasing solid waste equipment directly from an equipment distributor; now, therefore, be it

 

            RESOLVED by the Fauquier County Board of Supervisors on this 13th day of October 2005, That the County Administrator be, and is hereby, authorized to execute a contract with Potomac Disposal Services of Virginia, LLC, for hauling services at the above rates.