THIS IS NOT AN ORDER!! DATE: April 19, REQUEST FOR QUOTATION Purchasing Department 200 Chesapeake Blvd, Ste 1400 Elkton, MD 21921

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1 THIS IS NOT AN ORDER!! DATE: April 19, 2013 REQUEST FOR QUOTATION Purchasing Department 200 Chesapeake Blvd, Ste 1400 Elkton, MD R.F.Q. NO Return quotes to: Tanya Adams, Recycling Coordinator Phone: REPLY NO LATER THAN: May 15, 2013, close of business. TITLE: Quotes: Cecil County, Maryland, Department of Public Works, Solid Waste Division (This is a formal quote for the price paid to the County for Vinyl Recycling. Do not confuse this quote as a formal contract. An official agreement will be issued as needed to the selected vendor according to the quoted prices and conditions.) Subject: Vinyl Recycling To: Cecil County, Maryland Description Pursuant to your request inviting proposals to be received until Close of Business, May 15, 2013 in the Solid Waste s office for Vinyl Recycling, the Cecil County, Maryland, Department of Public Works, Solid Waste Division on the undersigned hereby submits the following QUOTES: QUOTE PRICE FOR: Vinyl Siding Recycling - Total price paid to County for Vinyl Siding Recycling per ton: (write price numerically & alphabetically ($50.00 per ton; Fifty dollars per ton) $ QUOTE PRICE FOR: Vinyl Fence Recycling - Total price paid to County for Vinyl Fence Recycling per ton: (write price numerically & alphabetically ($50.00 per ton; Fifty dollars per ton) $

2 1. Agreement date: Date final agreement is executed through June 30, An agreement will be made with one contractor for material pick-up. If the selected contractor cannot make pickup within 48 hours the County will have the option to have an alternate contractor provide the service. INTENT SPECIFICATIONS The following specifications are minimal requirements to be met by the contractor submitting proposal proposals. Any changes or additional requirements submitted as part of the contractor s proposals shall be provided on a separate sheet of paper for review for possible acceptance. The County has the right to accept or refuse any change to the requirements list below. It is the intent of this Invitation to Proposal (ITP) for Cecil County, Maryland (hereinafter "the County") to establish a term contract with a qualified and experienced Contractor to provide all labor, material, supervision and equipment necessary to provide Vinyl Recycling services (hereinafter Vinyl Recycling Services on site and to be collected thereafter at the Cecil County Central Landfill (hereinafter "Landfill") located at 758 E. Old Philadelphia Rd., Elkton, MD The Recycling services shall include facilitating transportation from the Landfill, any processing or sorting, and transporting the vinyl siding to appropriate markets for sale. CONTRACT MANAGER CONTRACT ADMINISTRATION The Contract Manager for this Contract shall be the County's Solid Waste Management Division Chief or his or her duly authorized representative. This shall be the Contractor's understanding in all cases throughout this document. Decisions of the Contract Manager: To prevent misunderstanding the Contract Manager shall decide any and all questions which may arise as to the quality and acceptability of work performed and as to the manner of performance and rate of progress of said work, and shall decide all questions which may arise as to the interpretation of any or all conditions relating to the work and of the Specifications, and all questions as to the acceptable fulfillment of the Contract on the part of the Contractor. Current Contract Manager Contact Information: Cecil County Solid Waste Management Division Pete Bieniek, Chief 758 E. Old Philadelphia Rd. Elkton, MD (410) extension 222 Pbieniek@ccgov.org 2

3 Contract Manager Authorized Representative Cecil County Solid Waste Management Division Tanya M. Adams, Recycling Coordinator 758 E. Old Philadelphia Rd. Elkton, MD (410) extension 224 CONTRACT ADMINISTRATOR: To prevent misunderstanding, the Purchasing Office acting as the Contract Administrator may review any decision made or issued by the Contract Manager and may decide any and all questions which may arise as to the acceptable fulfillment of the Contract on the part of the Contractor in cooperation with the Contract Manager. Any doubt as to the meaning of or any obscurity as to the wording of these Specifications and Contract, and all directions and explanations requisite or necessary to complete, explain or make definite any of the provisions of the Specifications or Contract and to give them due effect, will be resolved by the Contract Administrator in consultation with the Contract Manager. The decision of the Contract Administrator shall be final and conclusive and he shall have the authority hereunder to enforce and make effective such decisions and orders if the Contractor fails to respond promptly. Additional specifications and/or instructions to proposers may also be obtained by e- mailing or by calling the Purchasing Department (David Pyle, Purchasing Agent) at All inquiries will be shared with each vendor submitting a proposal. The Purchasing Officer may issue an addendum to the Contract providing the Contract Manager's determination and/or interpretation. DEFINITIONS Unless otherwise indicated, or agreed to in the proposal, the following definitions shall be used: Business Day: Buyer: Normal Operation Hours of Cecil County Central Landfill excluding Saturdays and Holidays listed in specifications. Shall be known as the Contractor. Contract Price: Per ton price for vinyl siding & vinyl materials County: Shall be known as Cecil County, Maryland, Department of Public Works, Solid Waste Management Division 3

4 Landfill: Out-Throws: Seller: Ton: Vinyl Siding: Vinyl Fence: Shall mean the Cecil County Central Landfill located at 758 E. Old Philadelphia Rd. (Rt. 7), Elkton, MD Shall mean non-vinyl items collected with or as part of vinyl siding. Shall be known as the County. Shall mean short ton the weight of 2,000 pounds. All types, colors, and sizes of vinyl siding and soffit materials Any vinyl fencing material, including vinyl lattice Vinyl Materials: Vinyl Siding & Vinyl Fence as defined above Weight Ticket: Shall mean weight tickets or slips generated by a Weighmaster or other County employee operating the scales at the Landfill where goods shall be collected, which ticket shall identify the County, transporter (Contractor), material, and weight. CONTRACTOR RESPONSIBILITIES: WORK TO BE PERFORMED The Contractor shall be responsible for accepting vinyl materials from the Landfill to markets for sale on an as needed or scheduled basis which will be determined by the Contract Manager. The Contractor shall pay a per ton fee for clean, uncontaminated vinyl siding and/or other vinyl materials to the County. This price shall not drop below $0.00 dollars. The Contractor shall provide, at no fee, a forty (40) yard or similar sized container for vinyl collection The Contractor shall pick up the container, when full, no more than seventy-two (72) hours after notification by the Contractor Manger authorized representative. The Contractor's vehicles shall be easily identifiable with Contractor's name and/or license number and the Cecil County Treasurer s Office issued Cecil County Landfill Identification sticker. Contractor shall collect vinyl materials as is. Under no circumstances shall the Contractor shred, sort, or otherwise alter/change the material to be collected at the site. The Contractor's acceptable vinyl materials may expand beyond items listed in this specification. The Contractor may propose adding additional vinyl materials to the list of items during the term of this contract for the duration of the contract term including renewals upon County acceptance. 4

5 The Contractor shall demonstrate prior satisfactory experience in removing, hauling and marketing vinyl materials. County Landfill scales shall be used to weigh all incoming and outgoing vehicles, containers and materials. County generated tickets shall be used to invoice the County at the Contract Price for that material (see Definitions). Contractor's negligent, accidental or intentional failure, to weigh in and out of the Landfill shall result in a payment to the County for that load based upon two times the highest paid amount made by the Contractor during the course of the contract to date. Contractor shall cover loads before leaving the Landfill. Contractor may not separate or sort vinyl materials at the Landfill due to lack of space and safety issues. Contractor may store equipment on site for the express purpose of collecting and storing Vinyl materials. Contractor shall remove Vinyl materials from the Landfill per specifications Monday through Friday between the hours of 7:30 a.m. and 3:30 p.m. while the scale house is staffed and operating. No pickups shall be made at any other times. All material may contain a minimal amount of Out-throws. COUNTY RESPONSIBILITIES Pickup Scheduling The Contract Manager Authorized Representative will schedule pickup of vinyl materials with the Contractor. Weighing Loads The County shall weigh vinyl materials in and out of landfill using certified scales and provide driver with a scale ticket. Collection The County shall collect vinyl materials from residential and commercial sources. The County shall, to the best of its ability, keep Out-throws out of the vinyl materials. At no time will the County be financially or legally responsible for any Out-throws delivered to your facility. PERFORMANCE AND LAWS All work performed shall be of high quality in accordance with good practices, procedures and industry standards. The Contractor shall conform to all Federal, State and Local laws and governmental regulations. 5

6 The Contractor shall assume liability for all applicable local, state and federal laws, including but not limited to transportation of vinyl materials and any applicable laws governing the processing of vinyl materials. TITLE AND RESPONSIBILITY FOR RECYCLABLES The County agrees that title to the vinyl materials shall pass to the Contractor at the time that they are accepted by the Contractor. The County shall assume all responsibility for the vinyl materials until accepted by the Contractor. QUANTITIES Quantities are a guideline and are not guaranteed to be available. The Contractor is obligated to collect all vinyl materials in accordance with the specifications of the contract regardless of quantity. Quantities over the last four years and the average for vinyl materials collected from the Cecil County Central Landfill: Year Tons Collected Average Cecil County, Maryland reserves the right to accept or reject any option for contract renewal. Additionally the Contractor is obligated to perform the services as agreed upon within the bid proposal, which the Cecil County, Maryland requires in its operation. Should an emergency arise and the Contractor cannot perform the required service as outlined within this agreement, the County reserves the right to contract these services from other sources to meet these needs without prejudice of this contract. INSURANCE REQUIREMENTS WORKER S COMPENSATION AND EMPLOYER S LIABILITY INSURANCE The Contractor shall take out and maintain during the life of the Contract the Statutory Worker s Compensation and Employer s Liability Insurance for all of his employees to be engaged in work on the project under the Contract. 6

7 In case any portion of the project is sublet, the Contractor shall require all of the sub-contractors similarly to take out and maintain during the entire life of the Contract the Statutory Worker s Compensation and Employer s Liability Insurance for all of their employees to be engaged in work in the project under the Contract. The Contractor and the sub-contractor shall not begin work until the Contractor has first filed with the County satisfactory evidence that insurance of the above nature is in full force and effect (receipt of Certificate of Insurance naming the Cecil County, Maryland as an additional insured). BODILY INJURY, LIABILITY AND PROPERTY DAMAGE LIABILITY INSURANCE The Contractor shall take out and maintain during the life of the Contract Bodily Injury Liability and Property Damage Liability Insurance to protect him and any sub-contractor performing work covered by the Contract from claims for damages for personal injury, including accidental death, as well as claims for property damage, which may arise from operations under the Contract, whether such operations be by himself or by any sub-contractor or by anyone directly or indirectly employed by either of them and the amount of such insurance shall not be less than amounts shown in the following chart: - General Liability: $2,000,000 Annual Aggregate $1,000,000 Each Occurrence $1,000,000 Products and Completed Operations $1,000,000 Personal Injury and Advertising - Automobile Liability: $1,000,000 Combined Single Limit - Worker s Compensation: -- Statutory - Excess $1,000,000 Each Occurrence - Professional Liability: $1,000,000 (As Required) (Upon award of contract, the Contractor shall provide a copy of a Certificate of Insurance, with the Cecil County, Maryland named as an Additional Insured to liability coverage on the certificate, for the duration of the contract.) NOTICE OF CANCELLATION Commercial General Liability Insurance, Automobile Liability Insurance and Workers Compensation insurance, as described above shall include an endorsement stating the following: "Thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to: Cecil County, Maryland, Attn: Purchasing Department, 200 Chesapeake Blvd., Suite 1400, Elkton, MD " 7

8 Prior to starting performance of the contract and for each extension of the contract, a certificate of insurance shall be furnished to the County. Insurance companies providing insurance shall be acceptable to the County. The contractor shall obtain at its own cost and keep in force and in effect during the term of the contract. The proposer shall provide a Certificate of Insurance prior to award of this contract. TERM and TYPE OF CONTRACT The term of the Contract shall be from date of execution until June 30, 2014, with the option of extending the contract for an additional two (2) years, in one year increments by mutual agreement of the contracting parties without change to specifications. Cecil County, Maryland reserves the right to accept or reject any option for contract renewal. Additionally, the Contractor is obligated to perform the services as agreed upon within the proposal, which the Cecil County, Maryland requires in its operation. Should an emergency arise and the Contractor cannot perform the required service as outlined within this agreement, the County reserves the right to contract these services from other sources to meet these needs without prejudice of this contract. CONTRACT TERM Cecil County, Maryland intends that the contractor awarded a contract, will perform the work commencing upon the date specified in the Notice to Proceed or notification of award and terminate upon expiration or completion of the project or product delivery, unless terminated by the County with the delivery of written notification of contract termination. All contracts extending beyond the County s fiscal year (June 30 th annually) shall be subject to budget appropriation. In the event the on-going contract does not acquire funding to continue, the awarded contractor shall be notified in writing at the earliest possible and contract termination shall be coordinated. TRANSPORTATION Prices quoted shall be net, including transportation and delivery/pickup charges fully pre-paid by the seller, f.o.b. destination (Cecil County Landfill, 758 East Old Philadelphia Rd, North East, MD or designated areas). No additional charges will be allowed for packing, packages or partial delivery/pickup costs. By submitting their quote, all vendors certify and warrant that the price offered for f.o.b. destination includes only the actual freight/delivery rate cost at the lowest and best rate and based upon actual weight of the goods to be shipped. Standard commercial packaging, packing and shipping containers will be used, except as otherwise specified herein. DAMAGES The Contractor shall be responsible for any and all injuries to persons and damages to property resulting from the performance of the work specified, materials applied and/or equipment used. 8

9 3. If you have any questions, please Elizabeth Stanley, Purchasing Assistant, at or call or Tanya Adams, Solid Waste Division at Vendor s Name, address & telephone: Vendor s Printed Name and Signature Cellphone 9

10 THIS IS NOT A PURCHASE ORDER!! Cecil County, Maryland 200 Chesapeake Blvd Elkton, MD Indemnity/Hold Harmless Agreement To the fullest extent permitted by law, the undersigned Organization agrees to indemnify and hold Cecil County, Maryland its elected and appointed officials, employees, and volunteers, and others working on behalf of Cecil County, Maryland harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of the Organization, or anyone acting on its behalf in connection with or incident to RFQ #14-02: Vinyl Recycling except that the Organization shall not be responsible to Cecil County, Maryland on indemnity for damages caused by or resulting from Cecil County, Maryland s sole negligence; and the Organization shall, at it own cost and expense, defend any such claims and any suit, action, or proceeding which may be recovered in any suit, action, or proceeding, and any and all expense including, but not limited to, costs, attorney's fees and settlement expenses, which may be incurred therein. Name of Organization: Authorized Signature: Address of Organization: Phone: Fax: Date: Address: Return this letter with Quote Package 10

11 CERTIFICATION OF VENDOR S QUALIFICATIONS All applicable questions must be answered and included with the RFP. The data given must be clear and comprehensive. A copy of the Vendor s State of Maryland Construction Firm License or required applicable license shall be attached to this form. Information concerning this license can be obtained from Cecil County Clerk of the Court s Office at (410) You can also receive information necessary for corporations to do business in the State of Maryland from the State of Maryland Sales and Use Tax Division. Ask for a Corporation Qualifying Package at (410) All vendors shall ensure they are qualified to do business within the State of Maryland. Businesses established outside the State of Maryland must be qualified as a Foreign Business to be eligible to provide service within the State of Maryland. Questions concerning Foreign Businesses may be referred to (410) Name of Contract: Vinyl Recycling 2. Contract No.: RFQ # Name of Vendor: 4. Vendor s Federal Employee I.D. No.: 5. State of Maryland Construction Firm License No.: 6. State of Maryland Control No.: 7. Business Address: 8. When Organized: 9. Where Incorporated: 10. Foreign Business No.: 11. Has the Vendor paid any sales tax on the equipment to be used on the project? Yes No 12. If so, at what rate was the sales tax paid? Percent to State of 13. How many years has the bidder been engaged in this business under your present firm name? 14. Have you ever refused to sign a contract at your original RFP/Bid? Yes No 15. Have you ever defaulted on a contract? Yes No Remarks: 16. Will you, upon request, furnish any other pertinent information that Cecil County Government may require? Yes No 17. Does your business maintain a regular place of business in the State of Maryland (Resident) or would your business be considered Non-Resident? Dated this day of, Has the vendor or firm ever been disbarred, suspended or otherwise prohibited from doing work with the federal government. Yes No (If yes, explain ) With the submission of this certification, the bidder thereto certifies that the information supplied is, to the best of your knowledge, accurate and correct. (Name of Bidder) By: Title: 11