3319 Schedule "A" - To authorize an agreement with The County of Oxford for the provision of Solid Waste Disposal for the Town of Tillsonburg.WASTE AND RECYCLING COLLECTION AGREEMENT
This contract made in duplicate this 12th day of June, 2008
BETWEEN:
Town of Tillsonburg
(the Town)
OF THE FIRST PART
-and-
County of Oxford
(the County)
OF THE SECOND PART
Whereas the Town and the County wish to enter into an agreement describing roles and responsibilities
for waste collection services and recycling collection services;
And whereas the Parties agree that the intent of this agreement is to provide high quality waste collection
and recycling collection services to the residents of the Town, delivery of these services must be done in
a sustainable and cost effective manner, reflective of Best Practices as identified by the Province of
Ontario;
And whereas the Parties agree that the County remains the administrator of payments and all overall
global matters such as day of the week scheduling and will notify the Town of changes to those areas and
address contractor performance issues, the Town will provide day to day customer service and
communicate directly to the contractor on matters such as missed pick-ups, customer complaints and
other delivery of service issues within the Town. The contract between the County and its collection
contractor contains language to confirm the day to day customer service to be performed by the Town.
Now therefore this Agreement witnesses that in consideration of the mutual contents contained herein,
the Parties hereto covenant and agree as follows:
BACKGROUND
1. Definitions
1.1. Waste Collection
Waste collection consists of the provision of all labour, materials and equipment to collect and
transport to the County owned landfill site in Salford, waste material (garbage) from residential
properties and small commercial properties as is permitted to be disposed of at the landfill site.
1.2. Recycling Collection
Recycling collection consists of the provision of all labour, materials and equipment to collect and
transport to the Processing Facility contracted by the County, blue box recyclable materials
collected as part of the municipal recycling program.
1.3. Transfer Station
Transfer station consists of a non-hazardous waste material collection depot where material is
stored on a temporary basis until it is trucked to the County owned landfill site in Salford. The
Transfer Station is owned and operated by the Town and funded in part by the County in lieu of
operating an annual large article event for the Town.
GENERAL CONDITIONS
2. Collection Set Out Requirements
Residential and Commercial Waste Materials -Waste material set out for collection will meet the
requirements set forth in County By-Law 4709-2006 Bag Tag Fee Increase or as amended and
County Council approved policy.
Residential and Commercial Recyclable Materials -Recyclable material set out for collection will
meet the requirements of current or future County Council approved policy.
3. Waste Collection Service
Residential Service-Waste collection shall consist of one pick-up per week located at the municipal
curbside.
Commercial Service-Waste collection shall be once per week in the downtown business core of the
Town. Commercial operations outside the core are generally served by private contractors; however,
waste will be collected on the same schedule as residential collection if set out (see Appendix A).
NOTE: Municipal collection services are not generally provided to large commercial, institutional and
industrial properties.
Transfer Station -Refers to the Town of Tillsonburg's Transfer Station where only large articles,
scrap metal and construction and demolition materials are collected. Collected material will be stored
on a temporary basis until it is transported to the County owned landfill site in Salford or at a Ministry
of the Environment (MOE) approved recycling facility. Additional collection programs may be
implemented if mutually agreed upon by the Town and County.
4. Recycling Collection Service
Residential Service -Recyclable shall be collected once every other week. Collection shall be based
on a "two stream" system in accordance with Appendix B or as amended.
Commercial Service -Recycling collection shall be collected once every other week for blue box
materials and weekly cardboard collection for those businesses located in the downtown business
core (see Appendix A).
NOTE: Municipal collection services are not generally provided to large commercial, institutional and
industrial properties.
5. Private Property Waste and Recycling Collection Service
Waste and recycling collection may be carried out on private property in accordance with the criteria
set out in Appendix C.
6. Leaf and Yard Waste Depot
Acceptable Leaf and Yard Waste Depot Material from Residential Activities -Brush; Garden; Hedge
and Tree Trimmings; House and Garden Plants; Leaves; Fruit and Vegetables from the Garden;
Halloween Pumpkins; Christmas Trees; Grass/Sod; and Soil or as amended.
7. Term of the Contract
The term of the contract shall be ten (1 0) years commencing on July 1, 2008 and ending on June 30,
2018.
8. Termination of the Contract
Either Party may terminate the contract at the end of the current term or after -five (5) years have
lapsed (i.e. June 30, 2013) upon the serving of written notice one year prior. Subsequent Contract
termination shall coincide with the term of the County contractor waste and recycling collection
contract with one year written notice.
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9. Contract Amendments
Amendments to this contract may be made to deal with many issues and examples are listed below:
a) To deal with initiatives from Waste Diversion Ontario (WDO) that would change service levels
b) To change the base level of service dictated by the Phase II report of the County Waste
Management Steering Committee or new services as proposed by the County Waste
Management Steering Committee and approved by County Council that would impact the
Town's services provided under this agreement
c) To deal with the Town's request to change service levels under this contract
Proposed contract amendments are to be forwarded in writing to both Parties for review,
quantification of additional costs and/or estimation of reduction in WDO subsidy and County Council
approval prior to formalizing any contract changes. Any major amendments to the contract with the
County collection contractor will be considered for the beginning of year six (6) of this contract
commencing on July 1, 2013. Minor amendments may be considered from time to time but will also
require approval of the contractor
10. The Town covenants and agrees:
1 0.1. That the implementation of additional waste collection services exceeding the County-wide
standard of service performed by County contractor vehicles be at the Town's expense.
1 0.2. To forward new property development site plans to the County Public Works Department for
review. The County will assess whether on-site waste and recycling collection services can
be provided as per the specifications set forth in Appendix C and to require developments
desiring pick-up to meet Appendix C as part of site plan approval. Alternatively, multi-
residential developments can be designed for private sector collection at their cost as long as
such is detailed in the site plan agreement.
10.3. To operate a Customer Service Centre to be used in part to respond to customer service
enquiries related to garbage and recycling collection and associated programs. Customer
calls are to be logged using Appendix D or an alternative format agreed to by both parties.
Monthly electronic reports are to be forwarded to the County.
10.4. To provide quick and efficient responses to general waste management questions such as
(but not limited to):
Collection days
Container requirements
Set out requirements
Special Program Dates and Times
General missed collection complaints
1 0.5. To forward all calls regarding contractor performance issues to the County Waste
Management Division for resolution.
1 0.6. To act as a sales outlet for County Bag Tags.
10.7. To work with the County to maximize grants and subsidies from Stewardship Ontario and/or
any other agency that may, from time to time, support waste and recycling collection, transfer
or diversion programs.
1 0.8. To have regard to service levels provided by the County in other urban settings where the
County operates by its own contract or by agreement with a lower tier jurisdiction.
10.9. To supply all labour materials and equipment to operate a yard waste depot to permit drop off
of leaves, lawn and garden waste and brush. To annually provide budget estimates for the
operation of the leaf and yard waste depot and special event participation for County
Council's approval and for submission to the County for inclusion in its waste management
budget presentation to County Council. Billing to the County for these items shall be semi-
annually. Mid-year billing shall be half of budget estimate specified in Section 10.9 with
second billing consisting of end of year reconciliation. Terms are net 30 days.
10.10. Maintain liability insurance for activities that it carries out under this contract and hold the
County harmless in any claims that may arise out of provision of these services.
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11. The County shall:
11.1. Undertake waste collection services by its own forces or by contractor or by a combination
thereof.
11.2. Undertake residential waste collection service once per week.
11.3. Undertake core area commercial waste collection service once per week.
11.4. Collect recyclables at curbside once every other week on the same day as residential waste
collection for residential and core area commercial properties.
11.5. Undertake core area commercial cardboard recycling collection services once per week as
per specifications outlined in the annual Oxford County Waste Management Calendar.
11.6. Provide a means to collect and/or recycle the following materials:
White goods (appliance drop off)
Household hazardous waste
Electronics waste
And other materials as approved by County Council as recommended by the Waste
Management Steering Committee (WMSC).
These programs are carried out at County expense.
11.7. Undertake waste reduction promotion for all sectors (residential, commercial and industrial).
11.8. Produce annually a waste calendar identifying dates of waste and recycling collection and
special collection dates, promoting waste diversion through various means and identifying
regulations and by-laws which impact the services.
The calendar will identify that special collections are open to all residents of the Town and the
residents of the County of Oxford.
11.9. In addition to the calendar, provide supplemental advertising for all waste events throughout
the year.
11.1 0. Pay all costs for waste collection and recyclables collection services with the exception of
those services exceeding County-wide standard of service.
11.11. The County agrees to provide operational funding for the Town's Leaf and Yard Waste
Depots as outlined in Section 1 0.9.
11.12. Provide partial funding to the Town's transfer station for large article collection in exchange
for the annual large article clean up program adopted by the lower tier municipalities. Yearly
budgetting for the Town's large article collection program will be based on the following:
(W + I + C) I 3 * Y
Where:
W = City of Woodstock cost per household for the previous year
I =Town of Ingersoll cost per household for the previous year
C= Oxford County of Oxford cost per household for the previous year
Y = CPI from Statistic Canada for previous year
Cost per household includes actual collection costs and tipping fee costs for large article
collection perform by the City of Woodstock, the Town of Ingersoll and the County's
Contractor. For 2008, this amount has been calculated to be $12.26 per household. The final
payment from the County to the Town is to be reconciled at year end after the current year
costs have been calculated. In this calculation, the inflectional factor (Y) is removed from the
calculation.
11.13. Contribute to capital works consistent with types of capital works supported (i.e. yard waste
receiving areas) elsewhere in the County consistent with County practices as a one time
payment in the amount of $65,000. Any future financial contributions for upgrades shall be
submitted to the County for approval.
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11.14. Provide reasonable notice of intent for additions to recyclables to be collected or the banning
of specific materials from the County owned landfill site to allow the Town to review its
procedures and amend if necessary.
11.15. Ensure all special collections outside of the Town funded through the County are also open to
Town residents.
11.16. To provide the Town with access to the County's GPS website and data to review the
contractor's vehicles coverage of the routes in Tillsonburg. The County shall provide
customer service and GPS software training to Town employees as needed.
11.17. Reimburse the Town for handling customer service inquiries as per the criteria set out for
reimbursement to area municipalities as approved by County Council through the
recommendations of the Waste Management Steering Committee.
11.18. Maintain liability insurance for activities that it carries out under this contract and hold the
Town harmless in any claims that may arise out of provision of these services.
11.19. Maintain a waste collection by-law.
IN WITNESS WHEREOF, the Parties hereto have caused this agreement to be executed under seal.
Date at Woodstock, Ontario this rJ.fJ.., day of /Jr:am ha ·'
Mayor
David Morris CAO
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APPENDIX A
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APPENDIX B
LIST OF ACCEPTABLE RESIDENTIAL BLUE BOX MATERIALS
Fibers Containers
-Newsprint and flyers -Clear and coloured glass food and beverage
containers (i.e.: bottles and jars)
-Cardboard
-Ferrous cans (food and beverage containers)
-Boxboard
-Aluminum cans
-Fine (office) paper
-All #1 to# 6 plastic containers (i.e.: plastic
-Telephone books bottles, jugs, tubs, lids, etc.).
-Magazines and catalogues -Film wrap (to be added at a later date)
-Soft cover books
-Gable tops and Aseptic packaging (tetra paks)
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APPENDIXC
ENTRY ON TO PRIVATE PROPERTY FOR
WASTE COLLECTION SERVICE PROVISION
The County of Oxford's operating practice for waste collection is that waste collection services are not
provided to or on private property/roadways. However, waste collection services may be provided to
private property/roadways upon review by the County of Oxford and in consultation with the waste
collection contractors.
In order to establish a common approach for providing waste collection to private property throughout the
County of Oxford the following shall apply.
The County of Oxford, or its designated contractors, may enter private property for waste collection
provided that:
1. The County has determined the private roadways to be used by waste collection vehicles are
physically satisfactory; and
2. The owners or occupants of the private property have executed the required Indemnity Agreement.
If it is determined that entry on to private property is not feasible and/or the required Indemnity Agreement
has not been executed, the County may refuse to enter the private property/roadways for the collection of
waste and may, at its own discretion, determine alternate collection arrangements.
Assessment of Eligibility for Entry on Private Property
To determine the eligibility for entry on to private property for waste collection the following criteria shall
apply:
1. The physical ability to provide collection service on the private property (new or existing development)
is based on the County's determination of safety, liability and the collection contractor's ability to
access the proposed location. The roadway shall be assessed by the County and/or its contractor for
the following requirements:
i) The private roadways/properties must be designed to permit access to and egress from
collection locations without reversing and unobstructed access to the waste to be collected.
ii) For developments that do not permit through passage, a turnaround area will be required.
iii) Private roadways/properties must have a minimum width of 6.00 metres.
iv) The overhead clearance must meet or exceed the standards prescribed in the Ontario
Highway Traffic Act.
v) The private roadway/property must be clear of ice and snow.
For safety and liability reasons, the County requires that a private roadway be designed to permit a
waste collection vehicle to service areas without the need to reverse. The County will consider the
use of a turnaround area for the waste collection vehicles. The area must be dedicated specifically
for the turning movements of collection vehicles and shall have appropriate signage indicating that
parking will not be permitted in the area required by the collection vehicles. Repeat obstruction of the
turnaround area will result in loss of curbside collection service.
2. A properly executed Indemnity Agreement must be obtained from all private property owners prior to
commencement or continuation of waste collection services on a private roadway or property.
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CD Waste Management Customer Service Tracking Provided by the Town of Tillson burg via Suite Response •Note: Some columns from the Suite Response report have bean hidden. lti , !;l! D x D '