Title
Resolution Approving Bid in the Amount of $3,500,000 and Authorizing Contract with Ecoflo, Inc. for Household Hazardous Waste Disposal
Body
Department: Field Operations
Council District: All
Public Hearing: N/A
Advertising Date/By: N/A
Contact 1 and Phone: Dale Wyrick, Department Director 336-373-2783
Contact 2 and Phone: Chris Marriott, Deputy Department Director 336-373-7612
PURPOSE:
The Field Operations Department oversees a contracted Household Hazardous Waste Program to assure disposal of hazardous substances found in household consumer products. Over the past three years, the cost of these services has averaged $644,270 annually. The proposed three year contract has a two potential one-year renewal options for an estimated contract value of $3.5 million over the maximum five year contract period. In accordance with the City’s current service contract policy, City Council authorization is requested for service contracts costing greater than $100,000.
BACKGROUND:
The Household Hazardous Waste program has provided Guilford County residents with a safe, economical, and environmentally sound disposal option for hazardous materials since 1995. The current Household Hazardous Waste Collection center is operated at 2750 Patterson Street on Wednesdays through Fridays from 10 am to 6 pm and on Saturdays from 8 am to 2 pm. Business, medical, and radioactive wastes are not accepted. An average of approximately 1,654,019 million pounds has been handled annually over the past three years. The facility has serviced an average of 21,770 citizens annually over the past three years.
The current contract for household Hazardous waste disposal services expires on August 31, 2017. The new contract is scheduled to begin on September 1, 2017. The Field Operations Department conducted a Request for Proposals solicitation from May 18, 2017 - June 13, 2017 at 4:00 p.m.
To comply with the City’s MWBE Program Plan, the Field Operations Department included M/WBE’s in the solicitation. One HUB firm was found and received an outreach email inviting the firm to participate in the solicitation.
Only one firm submitted a qualified response. No HUB certified firms responded, however; the recommended firm currently utilizes a HUB firm for subcontracted program services and plan to continue this utilization for approximately 9% of the contracted amount.
The contract requires the program operator to have a facility that meets requirements for this work. The firm, EcoFlo, Inc. who currently contracts with the City to manage the City’s Household Hazardous Waste program, was the firm who submitted a qualified response. Their facility meets City requirements. The submittal rate for EcoFlo, Inc. is attached.
BUDGET IMPACT:
The initial contract term is for three years with two potential one- year renewals. The total potential five year amount is estimated at $3,500,000, equivalent to $700,000 annually. Guilford County pays for 25% of the cost of the Household Hazardous Waste program so that County residents may use the facility. City residents are charged a fee for this service on their water bill based on water meter size. The fee ranges from $0.40 per month for 5/8” meter size, which is typical, to $46.00 per month for a 10” meter size. Funding for this contract is available in the General Fund in account number 101-4305-02.5429. Funding in future years is contingent upon City Council appropriations through the annual budget.
RECOMMENDATION / ACTION REQUESTED:
It is recommended by the Field Operations Department that City Council approve the bid and contract award to EcoFlo, Inc. for Household Hazardous Waste Disposal.