REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING

Transcription

1 REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING October 1, 2014 RFP Reference No: 2014-CDW 1.0 PURPOSE The municipalities of the Township of Killaloe, Hagarty, and Richards (TKHR), Township of Greater Madawaska (TGM), and the Township of Madawaska Valley (TMV) have issued this multi-municipal Request for Proposal (RFP) for qualified and experienced service providers (hereafter referred to as the Proponent ) for the processing by size reduction (i.e. shredding, grinding, etc.) of construction and demolition (C&D) and bulky waste materials currently stockpiled at each of the participating municipal waste disposal sites, per Table 1 (below). TKHR, TGM and TMV are located in Renfrew County, in eastern Ontario. The addresses for the relevant municipal waste disposal sites are as follows: Table 1: Waste Disposal Site Locations Municipality Waste Disposal Site Address Township of Killaloe, Hagarty, and Richards Killaloe WDS (A412306) 1049 Mask Road RR#2 Killaloe, ON K0J 2A0 Township of Greater Madawaska Black Donald WDS (A411902) 34 Hydro Dam Road, Calabogie, ON K0J 1H0 Township of Greater Madawaska Mount St. Patrick WDS (A411901) 134 Flat Road Mount St. Patrick, ON K0J 1N0 Township of Madawaska Valley Bark Lake WDS (A413404) Highway 60 Township of Madawaska Valley, ON K0J 1B0 2.0 PROJECT BACKGROUND AND APPROACH TKHR, TGM, and TMV are approved by the Ontario Ministry of the Environment (MOE) for the segregation, storage and processing (size-reduction) of C&D and bulky waste at the Killaloe WDS, Black Donald WDS, Mount St. Patrick WDS, and Bark Lake WDS. Once processed, the size-reduced C&D and bulky waste

2 material is used as alternative cover as part of waste cover requirements in the approved waste disposal area at each site and/or landfilled. Historically, and on an annual basis, TKHR, TGM, and TMV have independently retained the services of a qualified and experienced Proponent to conduct processing activities at their respective waste disposal sites; however, in 2013, TKHR and TMV for the first time participated in a multi-municipal RFP for C&D and bulky waste processing services. Based on the success of last year s RFP, TKHR, TGM, and TMV are pooling their resources and issuing this multi-municipal RFP, with the intent to secure cooperative processing services for all three (3) municipalities from a Proponent at a reduced cost, in comparison to the cost to process C&D and bulky waste independently. The anticipated cost savings to the municipalities are expected based on the economies of scale related to combining the volume of C&D waste to be processed from all three (3) municipalities and savings related to mobilization costs. The advantage to the Proponent is understood to be the ability to secure a contract for fall 2014 from three (3) neighbouring municipalities and a total of four (4) municipal waste disposal sites, in the same geographic area of Renfrew County, in eastern Ontario. The stockpiled C&D and bulky waste materials at the Killaloe WDS, Black Donald WDS, Mount St. Patrick WDS, and Bark Lake WDS are generally in one (1), non-segregated pile, and may consist of any of the following types of materials: Wood debris, including painted and pressure treated materials, wooden beams, railway ties, etc. Shingles and roofing waste. Furniture, including mattresses, couches, chairs, and sofa beds. Drywall and equivalent materials. Concrete (may contain rebar/mesh), brick, concrete block. Tree stumps. Other like materials associated with C&D and bulky waste related activities. The participating municipalities estimate that their existing stockpile volumes of C&D and bulky waste are consistent with Table 2: October 2014 Page 2

3 Table 2: Volumes of C&D and Bulky Waste to be Processed Municipality Waste Disposal Site (ECA#) Approximate Volume (m 3 ) Township of Killaloe, Hagarty, and Richards Killaloe WDS (A412306) 1,500 mᵌ NOTE: Shingles are segregated into a separate pile. Township of Greater Madawaska Township of Greater Madawaska Township of Madawaska Valley Black Donald WDS (A411902) Mount St. Patrick WDS (A411901) Bark Lake WDS (A413404) 2,200 m 3 1,600 m 3 1,500 m 3 TOTAL Approximately 6,800 m 3 The Proponent is responsible to review and determine actual volumes for pricing purposes. The individual municipalities are not responsible for any/all of the Proponent s errors in accurate determination of actual volumes of C&D and bulky waste stockpiled at each municipal waste disposal site for the purposes of submitting a Proposal. All C&D and bulky waste processing services at each municipal waste disposal site required under this RFP are to be completed by the successful Proponent no later than Friday, December 5, SCOPE OF WORK Based on the objective for this project, the Proponent is to complete the appropriate size-reduction work (i.e. shredding, grinding, etc.) of the existing C&D and bulky waste material stockpiles located at the Killaloe WDS, Black Donald WDS, Mount St. Patrick WDS, and Bark Lake WDS, respectively. Processing of all C&D and bulky waste types listed in Section 2.0 of this RFP is required for the work. 1. The Proponent is to provide all necessary labour, tools, and equipment to process all of the stockpiled specified materials into a dedicated, processed stockpile for use by the Municipalities as alternate cover material and/or landfilling. The Proponent must guarantee that all processed material is to be a maximum of 0.15 metres (6 inches) or less in size, per the volumes indicated in Table 2 by the completion date of Friday, December 5, By submitting a Proposal, and signing Form 5 Proposal Declaration, the Proponent acknowledges and guarantees that their proposed services would meet with the maximum size requirements noted herein. The stockpiled material volumes indicated in Table 2 will be clearly delineated by each municipality at both sites (i.e. using wooden stakes and tape [or equivalent]). 2. The Proponent must guarantee that all processed material is to be a maximum of 0.15 metres (6 inches) or less in size, per the volumes indicated in Table 2 by the completion date of Friday, December 5, By submitting a Proposal, and signing Form 5 Proposal Declaration, the Proponent October 2014 Page 3

4 acknowledges and guarantees that their proposed services would meet with the maximum size requirements noted herein. 3. Any additional C&D and bulky waste not included in the volumes indicated in Table 2 will be set aside by the Municipality in a separate, segregated stockpile. Any supplementary cost for processing of this additional material is to be negotiated separately between the Proponent and the Municipality on a per cubic metre (m 3 ) basis, per the Proponent s identified cost per m 3 in Form 2c. Any additional C&D and bulky waste processed in this manner will be invoiced under a separate line item of the final invoice for each municipal waste disposal site. 4. On each working day, the Proponent is required to remain on-site for an additional one (1) hour following completion of the work (i.e. one [1] hour following the stoppage of waste grinding equipment for the purposes of a Fire Watch ). The Proponent is required to have their own fire suppressant equipment on-site for the duration of the work and telecommunications equipment in the event of a fire emergency. In the event of a fire, the Proponent is liable for all costs resultant from the fire incurred by the Municipality. 5. Any steel (of a substantial size and free of non-metal debris) found to be included in the respective C&D and Bulky waste stockpiles at each site shall be removed and placed in each waste disposal site s scrap metal stockpile, rather than processed by the Proponent s equipment. 4.0 ASSUMPTIONS / CONDITIONS In the preparation of your proposal, the following assumptions are to be considered: 1. Per Ontario Ministry of the Environment and Climate Change (MOE) requirements, the Proponent is required under Section 9 of the Environmental Protection Act to have a Mobile Air and Noise Environmental Compliance Approval (ECA) to operate equipment used to process C&D and Bulky waste. The Mobile Air and Noise ECA must identify C&D and Bulky waste as approved waste types for processing. The Proponent must operate in compliance with all conditions outlined in their Mobile Air and Noise ECA and the respective municipal waste disposal site s ECA s. 2. The Proponent is restricted to operate only during times approved in advance, and in writing, with each respective municipality and Municipal Contact Person (as identified in Table 3). 3. The Proponent is responsible for determining the volume of material on-site for pricing purposes. 4. The work detailed in Table 2 Volumes of Waste to be Processed shall be completed no later than Friday, December 5, 2014, as described in Section Proposal submissions shall be irrevocable after 9:00 am (EST), Monday October 13, 2014, and open for acceptance for a period of sixty (60) calendar days following the date of the Proposal Closing. 5.0 INQUIRIES DURING PROPOSAL PREPARATION Interested bidders may visit the Killaloe WDS, Black Donald WDS, Mount St. Patrick WDS, and Bark Lake WDS during regular business hours, with prior coordination and authorization of either TKHR, TGM, or TMV (as applicable). There is no pre-bid site meeting for this RFP. October 2014 Page 4

5 For authorization to visit either the Killaloe WDS, Black Donald WDS, Mount St. Patrick WDS or Bark Lake WDS, please contact the following as indicated in Table 3: Table 3: Municipal Contact Information Municipality Waste Disposal Site Municipal Contact Person Township of Killaloe, Hagarty, and Richards Killaloe WDS (A412306) Mr. Clifford Yantha Works Superintendent Telephone: Cell: Municipal Office: Fax: Township of Greater Madawaska Black Donald WDS (A411902) and Mount St. Patrick WDS (A411901) Mr. Jamie Doering Public Works Manager Telephone: Cell: Municipal Office: Fax: Township of Madawaska Valley Bark Lake WDS (A413404) Mr. Hilary Kutchkoskie Operations Manager Telephone: Cell: Municipal Office: Fax: For any inquiries regarding this RFP, please contact the following as indicated in Table 4: Table 4: Contact for RFP Inquiries Company Contact Person for RFP Inquiries Greenview Environmental Management Limited Mr. Dan Hagan Project Manager Telephone: All inquiries regarding this RFP must be submitted in writing only, to Greenview Environmental Management Limited. Written communications may be submitted in hard copy or electronic form. As deemed appropriate by the participating municipalities, any Addenda to this RFP will be forwarded to each Proponent, as provided in the attached Confirmation of Receipt Form (Form 1). October 2014 Page 5

6 6.0 PROPOSAL REQUIREMENTS 1. The Proponent s proposal must be clearly marked CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING, and must be received in hard copy or fax format no later than 3:00 PM local time, Friday October 10, 2014 to the following: Ms. Lorna Hudder, CMO CAO/Clerk-Treasurer The Corporation of the Township of Killaloe, Hagarty, and Richards 1 John Street, PO Box 39 Killaloe, Ontario, K0J 2A0 Telephone: Fax: Submitted proposals must include completed Form 1, Form 2a, Form 2b, Form 2c, Form 3, Form 4, Form 5, and Form 6 as provided in this RFP. 3. Form 2a and Form 2b shall be completed such that pricing of the work is clearly identified between the costs to complete the work by the Proponent for all participating municipalities if they act independently (Form 2a) and the cost to complete the work by the Proponent for all participating municipalities if they act cooperatively (Form 2b). Form 2c shall be completed such that the cost for processing any additional C&D and bulky waste not included in Table 2 of the RFP is clearly identified in a cost per m 3 basis, per municipality. 4. A list of any Subcontractor names, addresses, contact information and proposed roles for the project shall be submitted on Form With their proposal, Proponents must submit copies of all their Environmental Compliance Approvals (ECA) for the performance of the work in their proposals, as detailed in Section 4.0, inclusive of: a. Air and Noise CofA(s). b. Any/all CofA(s) for the Proponent s equipment required for the work. 6. The Proponent must identify all types of equipment (i.e. name, model number, year, operational details, etc.) to be utilized as part of waste processing services as part of their Proposal. 7. Proof of WSIB clearance for the Proponent (and any Subcontractors) to perform the work. The proof of WSIB clearance shall be valid as of the date of submission of the Proponent s Proposal. 8. Proof that the Proponent is able to obtain a minimum of $5,000,000 commercial general liability insurance coverage (per occurrence) for the work is required, with the following parties included as additional insureds under the Certificate of Insurance: a. Township of Killaloe, Hagarty, and Richards. b. Township of Greater Madawaska. c. Township of Madawaska Valley. d. Greenview Environmental Management Limited. Proof of ability to procure the noted $5,000,000 commercial general liability insurance coverage should come in the form of a letter from the Proponent s insurance provider (or equivalent). Upon project award, a copy of valid insurance (per the minimums noted above) shall be provided to all parties prior to commencement of the work. 9. Proponents must submit a minimum of three (3) references and related contact information from similarly October 2014 Page 6

7 scoped and sized projects. References are to be completed on Form 4. References will be contacted as part of the evaluation of each Proposal received. 7.0 EVALUATION OF PROPOSALS Proposals submitted will be reviewed for completeness and accuracy, as per the requirements identified in this RFP. The participating municipalities in this RFP reserve the right to reject any or all proposals which, in the opinion of any municipality, do not furnish a satisfactorily complete proposal for the provision of the services specified, and do not meet the submission requirements detailed herein. All participating municipalities reserve the right to accept proposals in whole or in part, as they deem appropriate to the objectives of the project. Project award of the work is subject to individual municipal Council approval, anticipated by Wednesday, October 22, The successful Proponent is required to attend a Project Initiation Meeting with all participating municipalities at the Council Chambers of the Township of Killaloe, Hagarty, and Richards on Thursday, October 23, 2014 at 10:00 am. The lowest or any proposal is not necessarily accepted. 8.0 PROJECT SCHEDULE 1. Time is of the essence in completing the work. 2. The Proponent s services shall be completed no later than Friday, December 5, 2014, as described in Section 3.0 of this RFP. 3. In the event of unjustified delays by the Proponent resulting in delays in the project schedule, as noted in Section 3.0 of this RFP, liquidated damages may be imposed upon the Proponent at the value of $ per calendar day. 4. The following Table 5 is a summary of the important milestones of this project: October 2014 Page 7

8 Table 5: Important Project Milestones Milestone Date / Time Issuance of RFP Wednesday, October 1, 2014 Deadline for Submission of Proponent Questions Regarding RFP Deadline for Issuance of any/all Addenda to RFP Wednesday, October 8, 12:00 p.m. (EST) Thursday, October 9, 4:00 p.m. (EST) Deadline for Submission of Proposals Friday, October 10, 3:00 p.m. (EST) Opening of Proposals Friday, October 10, 3:05 p.m. (EST) Municipal Review of Proposals October 13 to October 17, 2014 Anticipated Date of Contract Award Wednesday, October 22, 2014 Construction Initiation Meeting (attendance of successful Proponent mandatory) Thursday, October 23, 10:00 a.m. (EST) Deadline for Completion of Contract (all sites) Friday, December 5, PAYMENT FOR WORK Payments to the awarded Proponent would be within sixty (60) days upon receipt and approval of invoices, with reasonable completion of the work as determined and approved by each individual municipality. Separate invoices for the completed work should be submitted to each municipality for each waste disposal site, in accordance with the cooperative lump sum costs identified in Form 2b of this RFP (i.e. for the Township of Greater Madawaska, separate invoices shall be submitted for the Black Donald WDS and Mount St. Patrick WDS). Payment for the work, as identified in Table 2 - Volumes of C&D and Bulky Waste to be Processed in Section 2.0 of this RFP, is not to exceed the costs indicated in Form 2b. In the event that additional work is completed by the Proponent, as negotiated and approved (in writing) separately between the respective Municipality and Proponent for any additional processing services per Item #2 of Section 3.0 Scope of Work, the cost for the additional work should be clearly and separately itemized from the cost indicated on Form 2b in the Proponent s invoice to the particular municipality for clarity purposes. The additional work completed shall be invoiced on a per unit basis, per the identified prices in Form 2c. October 2014 Page 8

9 10.0 ERRORS OR OMISSIONS It is understood and acknowledged that the Proponent is responsible for a complete review of this RFP, and any items not specified herein, but obviously required, are to be included in the requested proposal, as if they were requested. Any misunderstanding or misinterpretation of proposal requirements are the responsibility of the individual Proponent, and shall not relieve the Proponent of the responsibility of providing the requested scope of work detailed herein. The Township is not responsible for errors or assumptions made by the Proponent based on the Proponent s site visit observations or errors or assumptions made by the Proponent if no site visit is completed prior to the submission of their proposal AGREEMENTS It is understood and acknowledged by the Proponent that the information presented in this RFP will form the conditions of an agreement between the participating municipalities and the Proponent awarded the work. Specific conditions and/or amendments to the information presented in this RFP will be negotiated, as necessary, upon award of the work to the Proponent. In the event that the participating Municipalities and the awarded Proponent are not able to reach an agreement with regard to the conditions of the work within fifteen (15) days of Contract award, the participating Municipalities reserve the right to retain the services of others to complete the work, without penalty, financial or otherwise, to the originally awarded Proponent. The agreement between the participating Municipalities and the Proponent shall be finalized in accordance with a signed, stipulated sum standard Canadian Construction Documents Committee (CCDC) 2 contract, to be signed by all parties following project award and prior to the commencement of the work. October 2014 Page 9

10 Form 1 REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING CONFIRMATION OF RECEIPT Date Received Upon receipt of this Request for Proposals, please complete the Sections below and and/or fax this Form to: Greenview Environmental Management Limited Attention: Dan Hagan, Project Manager dan.hagan@greenview-environmental.ca Fax: (866) Company: Contact Person: Telephone: Fax: Comments: October 2014

11 Form 2a REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING COST FORM INDEPENDENT PRICING COMPANY NAME: AUTHORIZED COMPANY SIGNATURE: Form 2a-1: Independent Pricing (TKHR) Item Municipality and Site Description Unit Estimated Quantity Total Price ($) 2a-1 TKHR Killaloe WDS Process Waste Material Stockpile Lump Sum 1 TOTAL ESTIMATED PRICE (NO HST) Form 2a-2: Independent Pricing (TGM) Item Municipality and Site Description Unit Estimated Quantity Total Price ($) 2a-2 TGM Black Donald WDS Process Waste Material Stockpile Lump Sum 1 2a-3 TGM Mount St. Patrick WDS Process Waste Material Stockpile Lump Sum 1 TOTAL ESTIMATED PRICE (NO HST) Form 2a-3: Independent Pricing (TMV) Item Municipality and Site Description Unit Estimated Quantity Total Price ($) 2a-4 TMV Bark Lake WDS Process Waste Material Stockpile Lump Sum 1 TOTAL ESTIMATED PRICE (NO HST) October 2014

12 Form 2b REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING COST FORM COOPERATIVE PRICING COMPANY NAME: AUTHORIZED COMPANY SIGNATURE: Form 2b-1: Cooperative Pricing (TKHR, TGM, and TMV) Item Municipality and Site Description Unit Estimated Quantity Total Price ($) 2b-1 TKHR Killaloe WDS Process Waste Material Stockpile Lump Sum 1 2b-2 TGM Black Donald WDS Process Waste Material Stockpile Lump Sum 1 2b-3 TGM Mount St. Patrick WDS Process Waste Material Stockpile Lump Sum 1 2b-4 TMV Bark Lake WDS Process Waste Material Stockpile Lump Sum 1 TOTAL ESTIMATED PRICE (NO HST) October 2014

13 Form 2c REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING COST FORM COOPERATIVE PRICING (ADDITIONAL WASTE QUANTITIES) COMPANY NAME: AUTHORIZED COMPANY SIGNATURE: Please indicate below the unit price (per m 3 ) to process any additional quantities of C&D and bulky waste note included in Table 2 of this RFP. Form 2c-1: Additional Waste Quantities - Cooperative Pricing (TKHR, TGM, and TMV) Item Municipality and Site Description Unit Unit Price 2c-1 TKHR Killaloe WDS Process Additional Quantities of Waste (not included in Table 2) m 3 2c-2 TGM Black Donald WDS Process Additional Quantities of Waste (not included in Table 2) m 3 2c-3 TGM Mount St. Patrick WDS Process Additional Quantities of Waste (not included in Table 2) m 3 2c-4 TMV Bark Lake WDS Process Additional Quantities of Waste (not included in Table 2) m 3 October 2014

14 Form 3 REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING LIST OF SUBCONTRACTORS COMPANY NAME: AUTHORIZED COMPANY SIGNATURE: Form 3: List of Subcontractor Information Name of Subcontractor Address Contact Information Proposed Role for the Work October 2014

15 Form 4 REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING PROPONENT REFERENCES AND CONTACT INFORMATION Form 4: List of Proponent References and Contact Information Proponent Reference (i.e. company name, municipality, etc.) Nature of the Work (description) Contact Person(s) Contact Information (address, telephone #, , website, etc.) COMPANY NAME: AUTHORIZED COMPANY SIGNATURE: October 2014

16 Form 5 REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING PROPOSAL DECLARATION This Proposal is submitted by: Company Name: Address: Telephone: Re: (RFP#: 2014-CDW) By signing this document (Form 5 Confirmation Document), 1. I/WE declare that no person, firm or Corporation other than the one who s signature or the signature of whose proper officers and seal is or are attached below, has any interest in this Proposal or in the Contract proposed to be taken. 2. I/WE further declare that this Proposal is made without any connection, knowledge, comparison of figures or arrangements with any other company, firm or person submitting a Proposal for the same work and is in all respects fair and without collusion or fraud. 3. I/WE further declare that no member of any of the participating Municipalities are or will become interested directly or indirectly as a Proponent in the performance of the Contract, or in the supplies, work, or business to which it relates, or in any portion of the profits thereof, or of any such supplies to be used therein, or in any of the monies to be derived there from. 4. I/WE further declare that the several matters stated in the said Proposal are in all respects true. 5. I/WE further declare that I/WE have carefully examined the localities and sites of the proposed Work, as well as all the documents related to said RFP, and hereby acknowledge the same to be part and parcel of any Contract to be let for the Work therein described or defined and do hereby offer to enter into a Contract to do all of the Work, including to provide all of the labour and to provide and furnish any/all materials mentioned and described or implied therein, including in every case freight, duty, exchange and Federal and Provincial sales tax in effect on the date of the acceptance of the Proposal, and all other charges on the terms and conditions and under the October 2014

17 provisions therein set forth and to accept in full payment therefore, the sums calculated per the unit prices set forth in the Proposal herein. 6. I/WE agree that this offer is to continue open to acceptance until the formal Contract is executed by the successful Proponent for the said Work or until sixty (60) calendar days after said opening, whichever event first occurs; and that Owner may, at any time within that period, without notice, accept this Proposal whether any other Proposal had been previously accepted or not. 7. I/WE hereby agree that notification of acceptance of this Proposal shall be in writing, and may be sent by prepaid post, and if sent by prepaid post, acceptance shall be deemed to have been made on the date of the mailing of such notification. 8. I/WE hereby agree that the Work specified in the Contract will be performed in strict accordance of the RFP and related documents, in accordance with application codes, acts, regulations, and standards. 9. I/We hereby certify that I/We have read, understand, and agree to all elements of RFP No: 2014-CDW. Name of Proponent: Witness or Seal: Signature of Proponent: (I have authority to bind the Corporation) Date and Location: October 2014

18 Form 6 REQUEST FOR PROPOSALS CONSTRUCTION, DEMOLITION, AND BULKY WASTE PROCESSING ADDENDA I/We hereby acknowledge receipt of Addendum No to * inclusive and confirm that the Proposal prices provide for the revisions as described in the Addenda. *The Proponent shall insert above the numbers of the Addenda received by them during the RFP period and taken into account by him in preparing their Proposal. Name of Proponent: Authorized Signature: (I have authority to bind the Proponent) October 2014