Item F3
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 15, 2001
Division:
PUBLIC WORKS
Bulk Item: Yes No X Department: PUBLIC WORKS
AGENDA ITEM WORDING:
Conceptual approval of an amended haul out agreement with Waste Management.
ITEM BACKGROUND:
The Board of County Commissioners has been interested in reducing haul out costs of the County's
garbage over the long term. The Administration has been in discussions with Waste Management and
offers the attached proposal as a way of stabilizing and saving funds in the Waste Management
function.
PREVIOUS RELEVANT BOCC ACTION:
Discussion concerning a possible new contract.
CONTRACT/AGREEMENT CHANGES:
As provided in attached document.
ST AFF RECOMMENDATIONS:
Conceptual approval and instructions to prepare a contract for submission to the Board of County
Commissioners at its September, 2001 meeting.
TOTAL COST:$O additional (savings as per attached review) BUDGETED: Yes No
COST TO COUNTY:
$0 additional (savings as per attached review)
REVENUE PRODUCING: Yes
No X
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_
DIVISION DIRECTOR APPROVAL:
----.-/--~~~
James L. Roberts
DOCUMENTATION:
Included X
To Follow
Not Required_
AGENDA ITEM #H3
DISPOSITION:
Revised 2/27/01
PROPOSAL FOR EXTENDED CONTRACT FOR HAUL OUT SERVICES
The Board of County Commissioners has been concerned about potential costs of
the solid waste program. Through privatization of services and close monitoring of the
system, there has not been a residential rate increase in five years. The fund is sound and
should remain so in to the future, barring any major hurricane events. Waste
Management, Inc., the haul out contractor, has been interested in extending its contract
for another ten years. There is a provision in the contract which would allow the Board
of County Commissioners and Waste Management to do so. The question has always
been what kinds of savings could be attained for the County in exchange for the
guaranteed contract for an additional ten years past fiscal year 2006.
Attached is a bullet point summary of the major issues negotiated. If the BOCC
approves the preparation of a contract, there will still be some additional details to be
worked out. There is then an analysis of the proposal and how the County can benefit. It
would probably be helpful to review that briefly.
In the middle of the page, based upon a representative number of tons to be
hauled out of the County, there is an analysis of the current contract and the proposed
contract. By operation of the current contract in fiscal year 2002, the rate would be
$72.53 per ton. In 2003 through 2006, that rate rises by a conservative estimate until the
per tonnage fee is $84.44. This equates to $28,200,000 in cost for the five years.
The proposal is to set the rate for five years at $73 per ton. This then equates to
about $26,300,000 or approximately a $2,000,000 savings. The average annual savings
then is about $387,000.
In additio~, there is an analysis of the other aspects of the proposal. Waste
Management will take over the purchase and maintenance of equipment that is now
necessary for the County to undertake. This would save about $150,000. There is a part
of the current contract for the County to pay for equipment and facility improvements
through an annual payment to Waste Management. The amount of $259,200 per year ~
would be eliminated.
Waste Management will buy back equipment currently in use so that they can
operate the transfer stations. The figure is being set as identified in item 4.
There will be a $3 per ton fee paid to the County for all tonnage above 67,000
which equates to about $15,000 at today's tonnage figures. Item 6A identifies cost
avoidance agreements in reference to the existing incinerators and scales. Item 7 shows a
loss of revenue and Waste Management moves its facility from the County's Key Largo
property to the transfer station.
387,000
150,000
259,000
15,000
(6,000)
805,000
150,000
300,000-700,000
Summary
(#"s rounded)
Annual savings on haul out contract
Waste Management assuming purchase and maintenance of equipment
Elimination of payments to Waste Management under current contract
for debt on equipment and facility improvements
Estimated revenue from host fee of $3.00 per ton
Loss of rental income in Key Largo
Estimated savings and revenue increases per year for five (5) years
Estimated savings for Waste Management to remove and dispose of
incinerators and/or old scales
Range of purchase price for County to sell equipment to Waste
Management
WASTE MANAGEMENT AGREEMENT
· Waste Management will take over the responsibility of buying the equipment and the
maintenance and refurbishing of the transfer stations. -
. Waste Management will relieve the County of its current put or pay obligations.
. The new haul-out rate will be set at $73 per ton and be held for five (5) years.
· Waste Management will have the ability to set the gate rate at the transfer stations for
C&D, Dendine further details.
. Waste Management will forgive the current debt the County owes them on the buy back
of the equipment and modifications made to the transfer stations at the rate of $50,000 per
year over the life of the contract.
. Waste Management will purchase back from the County all the present equipment being
used at the transfer stations at an appraised value reached by a third party appraiser.
. Waste Management will pay the County, on a yearly basis, a royalty of $3.00 per ton for all
tonnage received at the transfer stations in excess of 67,000 tons per year.
. Waste Management will receive a ten (10) year extension on the present contract with a five
(5) year renewal option.
. On the sixth year of the new agreement, Waste Management will be eligible for a price
increase, which would be the lower of the CPI or RRI and capped at 4%.
. Waste Management agrees to remove the present incinerators at the transfer stations but
not be responsible for removing any soil or other material. This would be at the County's
direction. (This should include the old scales.)
. Waste Management will cancel the lease at Magnolia Street in Key Largo and move the
recycling operation to the Key Largo Transfer station to an area provided by the County.
. Waste Management will guarantee disposal capacity for the life of the contract at a Waste
Management facility in the State of Florida.
CAC 7/23/2001
WASTE MANAGEMENT PROPOSAL ANALYSIS
FACTS:
1. 96,133.39 tons were delivered and hauled out during Fiscal Year 2000
2. The eight year (1994 - 2001) historical average for the RRI inert
current RRI for the Franchise contracts is 5.52% based on the r;
December to December. The Waste Management contract specifit
from .July to .July. The two rates are considered close enough to
Franchise RRI for these calculations, as the difference between tht
0.01 %.)
ASSUMPTIONS:
1. Marathon represents 25% of the total tons or 24,000 tons.
2. Unincorporated Monroe County represents 72,000 tons.
ANALYSIS:
From a base rate of $68.74 for Fiscal Year 2001 and assuming 72,000 tons:
v-~
~TO:ftL\ ~]
From: D~~
Return 0
Keep or Toss ~
( Post-r 7668 C3M 1993
)
FISCAL CURRENT RRI HAUL-OUT PROPOSED HAUL-OUT SAVINGS TO
YEAR CONTRACT COST CONTRACT COST COUNTY
2002 72.53 5.52% 5,222,160 73.00 5,256,000 -33,840 *
2003 75.34 3.87% 5,424,480 73.00 5,256,000 168,480
2004 78.26 3.87% 5,634,720 73.00 5,256,000 378,720
2005 81.29 3.87% 5,852,880 73.00 5,256,000 596,880
2006 84.44 3.87% 6,079,680 73.00 5,256,000 823,680
Totals 28,213,920 26,280,000 1,933,920
:t
386,784
Annual Average Savings Haul-Out O-nly
*negligible impact on FY 2002 budget
Fiscal Year 2002 Budget Impacts:
1.a. Waste Management takes over purchase and maintenance of equipment.
b. Close cost center 41500.
Budgetary Savings:
2.a. Waste Management sets the C&D gate rate.
b. Not enough information to analyze.
150,000
3.a. Waste Management forgives current debt on equipment and facilities improvements.
b. Eliminate principal and interest payments in cost centers 42001,2,3.
BUdgetary Savings:
259,203
4.a. Waste Management buys back equipment currently in use.
b. This figure hasn't yet been determined. Appraisals are scheduled for 7/23 .;. 7/24/2001.
It is anticipated this will result in revenue between $300,000 . $700,000.
5.a. Waste Management will pay a $3.00 per ton host fee for all tons above 67,000
b. The County can expect revenue of approximately $15,000.
6.a. Waste Management agrees to remove incinerators and/or old scales.
b. This isn't included in the upcoming budget, but the cost savings is estimated to be
approximately $150,000.
7.a. Waste Management gives up its lease at Magnolia Street in Key Largo.
b. The County looses revenue of $6.000 per year.
~.-
RECAP:
Total budgetary savings:
(no allowance for minor adjustment due to rate increase)
Total cost avoidance:
Total revenue anticipated:
409,203
150,000
309,000 - 709,000
CAC 7/13/2001
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