Okaloosa County BOCC — April 5, 2016 — 2016 Solid Waste Procurement - FINAL — reading text

issues. 3.9.9.3. Contractor shall have installed and shall operate RFID readers on all vehicles performing Residential Collection Service and sufficient handheld scanners for asset management purposes. 3.9.9.4. Contractor shall purchase and/or lease, maintain, and repair all of the vehicles and equipment necessary to comply with the requirements of this Agreement. Contractor’s vehicles and equipment shall be compatible (in size and weight) with, and appropriate for, the areas where such vehicles and equipment are utilized. If Contractor must use a substandard road (as determined by the County) to obtain access to a customer, Contractor shall use lightweight and/or smaller vehicles and equipment when providing service on such roads. 3.9.9.5. All of Contractor’s collection vehicles shall have waterproof seals and shall be watertight to a depth sufficient to prevent the discharge or leaking of liquids that have accumulated in the vehicle's cargo area during loading and transport operations. 3.9.9.6. All vehicles used to provide Collection Service under this Agreement shall be equipped at all times with: (a) all safety supplies, equipment, and first aid supplies required by Applicable Laws; (b) a fire extinguisher; (c) a heavy‐duty broom, a rake, and a large dustpan; (d) a spill response kit; (e) an audible back‐up warning device; and (f) back‐up cameras. The spill response kit shall be suitable and adequate for cleaning up any leaks or spills of oil, hydraulic fluid, or other liquids from Contractor’s collection vehicles. 3.9.9.7. All vehicles used for collection of White Goods under this Agreement shall be equipped with appropriate ancillary equipment so as to avoid breakage of Freon lines during collection. 3.9.9.8. Contractor shall have sufficient reserve vehicles and equipment available to complete daily routes. The use of reserve vehicles and equipment shall include, but not be limited to, occasions when frontline vehicles and equipment are out of service, or when unanticipated delays will prevent frontline vehicles and equipment from completing the collection route(s) within the established hours of collection. The reserve vehicles and equipment shall be in service within two (2) hours of any breakdown or delay of the frontline collection vehicle. The reserve vehicles and equipment shall be similar in size and capacity to the vehicles and equipment being replaced. 3.9.9.9. The County reserves the right to conduct periodic inspections of operations, vehicles, and equipment to ensure compliance with federal and state commercial motor vehicle statues, as well as requirements of this Agreement. Page 15 Note: Final Agreement terms and conditions will be modified based upon the residential service level selected by the Board and final negotiations with the Successful Proposer upon Board approval. Okaloosa County Solid Waste and Recyclables Collection, Transfer, and Processing/Disposal Agreement Attachment A: Draft Agreement 3.9.10. Maintenance and Cleaning 3.9.10.1. Contractor shall monitor, maintain and repair its collection vehicles and equipment, at a minimum, in compliance with the manufacturer’s recommendations and Applicable Law. Oil/hydraulic systems and waterproof seals/enclosures shall be kept in good condition at all times to prevent spills and leaks. 3.9.10.2. Contractor shall keep all collection vehicles and equipment cleaned. All collection vehicles used for the collection of Solid Waste shall be washed thoroughly and sanitized with a suitable disinfectant and deodorant at least once each week, unless the Contract Manager approves an alternate cleaning schedule. Other collection vehicles shall be cleaned and washed, as necessary, to minimize the potential for odors and nuisance conditions. 3.9.11. Vehicle Identification 3.9.11.1. All collection vehicles shall be painted a uniform color. 3.9.11.2. Contractor’s vehicles shall clearly display Contractor’s logo, name, and telephone number printed in letters not less than four inches (4”) on each side of the vehicle. 3.9.11.3. Contractor vehicles shall be numbered with numbers not less than three inches (3”) high on each side of the vehicle and on the front passenger‐side bumper. Contractor shall keep a record of the vehicle to which each number is assigned. 3.9.11.4. Contractor shall display the County logo on the sides and rear of the dedicated frontline vehicles used to collect Solid Waste or Recyclables from Residential Customers in the Service Area. The Contract Manager shall be notified immediately if an unmarked spare vehicle is used to collect Residential Solid Waste or Recyclables. The signs shall be appropriately sized, as mutually agreed. The County will provide the approved artwork for the Contractor’s vehicles. 3.9.12. Service Verification and Asset Management System 3.9.12.1. Contractor shall provide and maintain a service verification system with web‐based access for the Contract Manager and designated County staff. The service verification system shall be capable of providing reports online that can be downloaded in PDF and Excel formats. The system shall be free of any requirements for the County to install and support software for the collection and delivery of such information. Contractor is responsible for all associated system costs and maintenance. 3.9.12.2. The service verification system shall be capable of providing map‐based location visibility of frontline and reserve collection vehicles operated in real time. 3.9.12.3. The service verification system shall be able to generate reports as needed based on Roll Cart service activity, including, but not limited to, collection and non‐collection events and set‐out rates. Variables and fields used to supply and manage this information shall include, but not be limited to:  Roll Cart type (Solid Waste or Recyclables)  Generator type (Residential or Multi‐Family Customer)  Customer ID and address  Collection event date, time, and latitude/longitude coordinates  RFID tag number  Serial number  Roll Cart size  Route and truck information Page 16 Note: Final Agreement terms and conditions will be modified based upon the residential service level selected by the Board and final negotiations with the Successful Proposer upon Board approval. Okaloosa County Solid Waste and Recyclables Collection, Transfer, and Processing/Disposal Agreement Attachment A: Draft Agreement 3.9.12.4. Contractor shall be responsible for asset management including reporting and tracking the movement of all Roll Carts (e.g., deliveries, removals, exchanges, repairs, warranty recovery, etc.). All database adjustments must be made within forty‐eight (48) hours of physical inventory exchange and completion of work order. The asset management system must integrate with the service verification system and shall have the ability to generate reports that can be converted to Excel or PDF based on Roll Cart activity. Data fields shall include, but not be limited to:  Work order number, date, and status  Roll Cart type (Solid Waste or Recyclables)  Customer ID and address  Container serial numbers, new and old if replacement is required  RFID tag numbers, new and old if replacement is required  Serial number  Cart size  Recovery and delivery latitude/longitude coordinates  Route information Public Education The Contractor shall work with the County to maximize recycling. Contractor and County shall jointly implement a promotional and public education program to inform and encourage residents and business owners to maximize recycling. All Contractor‐developed promotional materials and forms of communication regarding the County’s programs including, but not limited to, electronic, printed, audio, video, graphics, logos, etc., shall be reviewed and approved by the Contract Manager prior to disseminating or presenting publically. Contractor shall provide a monthly report of public education activities pursuant to Article 8.4. 3.10.1. Residential Customers Prior to the Commencement Date and annually thereafter, Contractor shall provide customers with County‐approved recycling information at least three (3) times per year. Such information shall include at least one (1) billing insert “how to guide” and one (1) newspaper advertisement. Contractor shall be responsible for the development, printing, and distribution of all required recycling information; design and content are subject to approval by the Contract Manager prior to distribution. 3.10.2. Multi‐Family Customers Prior to the Commencement Date and at least annually thereafter, Contractor shall provide Multi‐ Family Customers with a brochure summarizing available recycling services. Brochure design and content are subject to approval by the Contract Manager prior to distribution. Storms and Hurricanes In case of a storm or hurricane, the Contract Manager may