City of Hoover, Alabama, Invitation to Bid #05-14: Household Hazardous Waste Collection Services

Transcription

1 City of Hoover, Alabama, Invitation to Bid #05-14: Household Hazardous Waste Collection Services City of Hoover Purchasing Department 1/21/2014

2 Section A. General Information and Bid Instructions Bidders are requested to retain these instructions, conditions, and specifications for future reference. This document and its attachments will become your contract with the City of Hoover if you are the successful bidder. I. GENERAL INFORMATION A. Bid Form: All bidders must use our form for submitting their bid. All bid responses must be typed or written LEGIBLY in ink. No faxed responses will be accepted. B. Bid Envelope: All bids must be sealed and the outside of the envelope must be clearly marked with the bid number, Bid # and the words: "BID FOR HOUSEHOLD HAZARDOUS WASTE COLLECTION with. If you are not submitting a bid or proposal and intend to remain on the City s active bidder s list, please also include the following words on the outside of the envelope: NO BID. C. Late Submittals: Late bids will not be opened nor is a late bid eligible for award. D. Sales Taxes: The City is sales tax exempt. Bid prices, therefore, should not include state sales tax or federal excise tax. E. Public Information: Records showing successful bidder and prices quoted will be placed on file and may be examined upon request. If the contract is awarded to someone other than the lowest bidder, a note of explanation will appear in the bid file. F. Basis For Award: The City of Hoover may not award on the basis of the low bid only. Quality, conformity with specifications, purpose for which required, terms of delivery, terms of payment, transportation, dates of delivery, past service, and experience are among the factors that may be considered in determining the responsible bidder. G. Scope: The work included consists of furnishing requested equipment and services as per specifications. H. Terms of Bid: Bids shall be submitted on proposal forms furnished in this specification or copies thereof. Proposal form is to be completed in its entirety. Bidders are to indicate manufacturer and delivery times in the proposal. NOTE: Prices shown must include delivery to the location stipulated. I. Guarantee: The successful bidder shall replace any materials proved to be defective (except when it is clearly shown that the defects are caused by misuse and not by faulty manufacture) immediately upon notification. II. DISQUALIFICATION OF BIDS Bids may be disqualified before the awarding of the contract for any of the following: A. Failure to mark envelope as required. (See Above); B. Failure to sign or notarize the Proposal Form; C. Failure to include requested information or other details about the bid; D. Excessive errors in calculating prices and/or totals. III. METHOD OF AWARD A. The award will be made to the lowest responsible bidder meeting specifications. That bidder will then be responsible for furnishing all materials and/or services requested Page 1

3 by the City of Hoover. B. In the event the low bidder refuses to accept the entire requirements without deviation, his bid will then be considered non-respondent. After refusal by the first bidder, the bid may be awarded to the next lowest bidder. C. Failure to deliver as specified and in accordance with the bid submitted, including promised delivery, will constitute sufficient grounds for cancellation of the contract at the option of the City of Hoover and forfeiture of performance bond, if applicable. D. The City of Hoover may award the bid in any manner that is in the best interest of the City. E. The City of Hoover reserves the right to purchase any item from the Alabama State Bid contract or any other contract authorized by State law. IV. CONTRACT PERIOD This contract is for a period of one (1) year from date of award. The City has the option to renew the contract for two (2) additional years, annually, upon mutual agreement of the City and winning bidder. V. PRICING A. Prices are not to exceed four decimal places (i.e., $1.2525). Prices quoted must remain firm for the entire period of the contract. B. In the event of a delay in awarding the bid, bid price remains firm for thirty (30) days from date of bid opening. VI. QUANTITY AND QUALITY A. It is the City of Hoover s intent to sponsor an annual Household Hazardous Waste Day commencing Spring of 2014 quantities will not be known until the event occurs but have been estimated herein to establish a basis for which the bid may be competitively awarded. B. The City of Hoover reserves the right to make quality inspections by any means determined by the City. VII. DELIVERY Failure to deliver in accordance with the bid specifications and within the specified time allowed will constitute sufficient grounds for cancellation all outstanding orders and/or termination of the contract at the option of the City of Hoover. VIII. SPECIFICATIONS A. Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for the purpose of indicating the quality of materials, products, and service best adapted to the City s intended use. B. List alternate equal and/or specify brand name. C. Products must meet the general standards outlined in attached specification particular to each product. D. Exceptions to specifications should be listed on a separate page entitled EXCEPTIONS TO SPECIFICATIONS. E. ALL VENDORS MUST USE THE ATTACHED BID DOCUMENT(S) TO SUBMIT THEIR BID/PROPOSAL. Page 2

4 IX. TAXES The City of Hoover is tax exempt from all sales tax. This statement in no way is to be construed as relieving a seller or contractor of paying appropriate taxes. X. CONDITIONS A. By submitting a bid, the bidder certifies that he/she is fully aware of the conditions of service and purpose of which item(s) included in this bid are to be purchased, and that his/her offering will meet these requirements of service and purpose to the satisfaction of the City of Hoover. B. The City of Hoover will provide the successful bidder with purchase orders. XI. BONDS A. Performance Bond - A performance bond equal to the total amount of the contract price may be required of the successful bidder as security for the faithful performance and execution of all contractors obligations under the contract documents. B. All bonds shall be executed by such sureties as are licensed to conduct business in the State of Alabama. XII. INDEMNIFICATION To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless the City of Hoover, the Project Manager (architect or engineer), and collectively their agents, elected officials, boards, employees, and consultants (hereinafter collectively referred to as the Indemnitees ) from and against all claims, damages, losses and expenses, including but not limited to attorneys fees, arising out of, related to, or resulting from performance of the Work, provided that such claim, damage, loss or expense is (1) attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use, and (2) is caused in whole or in part by negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts they may be liable, regardless of whether or not it is caused in part, or is alleged but not legally established to have been caused in part, by a party indemnified under this contract. A. This indemnification shall extend to all claims, damages, losses and expenses for injury or damage to adjacent or neighboring property, or persons injured thereon, that arise out of, relate to, or result from performance of the Work. B. This indemnification does not extend to the liability of the Project Manager or their consultants, agents, or employees, arising out of: (1) the preparation or approval of maps, opinions, reports, surveys, field orders, Change Orders, or specifications; or (2) the giving of or the failure to give directions or instructions, provided such giving or failure to give instructions Is the primary cause of the injury or damage. C. This indemnification does not apply to the extent of the sole negligence of the Indemnitees. XIII. INSURANCE REQUIREMENTS A. GENERAL 1. RESPONSIBILITY: The Contractor shall be responsible to the Owner from the time of the signing of the Contract or from the beginning of the first work, whichever shall be earlier, for Page 3

5 all injury or damage of any kind resulting from any negligent act or omission or breach, failure or other default regarding the work by the Contractor, a Subcontractor, anyone directly employed by them or anyone for whose acts they may be liable, regardless of who may be the owner of the property. 2. INSURANCE PROVIDERS: Each of the insurance coverages required below shall be issued by an insurer licensed by the Insurance Commissioner to transact the business of insurance in the state of Alabama for the applicable line of insurance, and such insurer (or, for qualified self-insureds or group self-insureds, a specific excess insurer providing statutory limits) must have a Best Policyholders Rating of A- or better and financial size rating of Class V or larger. 3. NOTIFICATION ENDORSEMENT: Each policy shall be endorsed to provide that the insurance company agrees that the policy shall not be canceled, changed, allowed to lapse or allowed to expire for any reason until thirty (30) days after the Owner has received written notice by certified mail as evidenced by return receipt or until such time as other insurance coverage providing protection equal to protection called for in the Contract Documents shall have been received, accepted and acknowledged by the Owner. Such notice shall be valid only as to the Project as shall have been designated by Project Name in said notice. 4. INSURANCE CERTIFICATES: The Contractor shall procure the insurance coverages identified below, or as otherwise required in the Contract Documents, at the Contractor s own expense, and to evidence that such insurance coverages are in effect, the Contractor shall furnish the Owner an insurance certificate(s) acceptable to the Owner and listing the Owner as the certificate holder. The insurance certificate(s) must be delivered with the Contract and Bonds for final approval and execution of the Contract. Copies of the insurance certificates and attachments should also be sent to: The City Clerk, 100 Municipal Lane, Hoover, AL The Risk and Legal Manager, City of Hoover, 100 Municipal Lane, Hoover, AL 35216; mcfeer@ci.hoover.al.us The insurance certificate must provide the following: a. Name and address of authorized agent of the insurance company b. Name and address of insured c. Name of insurance company or companies d. Description of policies e. Policy Number(s) f. Policy Period(s) g. Limits of liability h. Name and address of Owner as certificate holder i. Project Name and Number, if any j. Signature of authorized agent of the insurance company k. Telephone number of authorized agent of the insurance company l. Mandatory thirty day notice of cancellation / non-renewal / change m. Special attachments or endorsements to meet the requirements of the insurance coverages specified should be attached. 5. DEDUCTIBLES AND SELF-INSURED RETENTIONS: The Contractor will be responsible for deductibles and self-insured retentions for claims made under its policies. 6. ADDITIONAL INSURED and CONTRACTOR S INSURANCE AS PRIMARY: Page 4

6 The Contractor s insurance policies shall name the City of Hoover, and its agents elected officials, boards, and employees, as Additional Insureds; state that this coverage shall be primary insurance for Additional Insureds and shall be Non- Contributory with regard to any insurance carried by the Owner and shall contain no exclusions of the Additional Insured(s) relative to job related injuries or illness. 7. COMBINATION OF COVERAGES: Any combination of primary and umbrella/excess coverage is acceptable as long as it satisfies the combined minimum coverage limits of each line. B. INSURANCE COVERAGES The Contractor shall possess the types of insurance coverages with liability limits not less than as follows: 1. WORKERS COMPENSATION and EMPLOYER LIABILITY INSURANCE: a. Workers Compensation coverage shall be provided in accordance with the statutory coverage required in Alabama. A group insurer must submit a certificate of authority from the Alabama Department of Industrial Relations approving the group insurance plan. A self-insurer must submit a certificate from the Alabama Department of Industrial Relations stating the Contractor qualifies to pay its own workers compensation claims. b. Employer s Liability Insurance limits shall be at least: (1) Each accident - $1,000,000 (2) Disease each employee $1,000,000 (3) Disease policy limit $1,000,000 c. No Proprietor/Partner/Executive Officer/Member of the Contractor shall be excluded. d. The Contractor s worker s compensation policy shall contain a waiver of Subrogation Clause in favor of the Owner. 2. COMMERCIAL GENERAL LIABILITY INSURANCE: Commercial General Liability Insurance, shall be written on an ISO Occurrence Form (current edition as of the date of Advertisement for Bids) or equivalent. The Commercial General Liability Insurance shall provide at minimum the following: a. $1,000,000 per occurrence b. $2,000,000 general aggregate with dedicated limits per project c. Additional insured endorsement d. Blanket contractual liability e. Blasting and explosion, collapse of structure and underground damage (XCU) shall not be excluded f. Bodily Injury and broad form property damage arising from premises operation liability g. Contractor s Liability h. Personal Injury liability i. Products & Completed Operations Liability, maintained for at least two years after completion of project j. Punitive damages shall not be excluded k. Severability of interests 3. COMMERCIAL AUTOMOBILE LIABILITY INSURANCE: a. Commercial Automobile Liability Insurance which shall include coverage for bodily injury and property damage arising from the operation of any owned, non-owned or hired automobile. b. The Commercial Automobile Liability Policy shall provide not less than $1,000,000 Combined Single Limit for each occurrence. 4. COMMERCIAL UMBRELLA OR EXCESS LIABILITY INSURANCE: Page 5

7 a. Commercial Umbrella or Excess Liability Insurance to provide excess coverage above the Commercial General Liability, Commercial Automobile Liability and the Employer s Liability coverage of Workers Compensation. b. Excess/Umbrella Limits of: (1) $4,000,000 per Occurrence (2) $4,000,000 per Aggregate (3) The policy must be on an occurrence basis. 5. BUILDER S RISK INSURANCE (APPLICABLE ONLY IF THIS BOID IS FOR A CONSTRUCTION-RELATED ACTIVITY): a. The Contractor shall effect and maintain builder s all risk insurance upon the entire structure on which the Work of this Contract is to be done and upon all materials, in or adjacent thereto, and intended for use thereon, to the full insurable value thereof. Insurable portions of the Work shall be included on a completed Work, value of Work in progress, and value of stored materials. Fire and Lightning, Extended Coverage, Vandalism and Malicious Mischief shall be named in the policy, and other perils associated with the particular nature and character of the Work. The policy verbiage shall permit partial or beneficial occupancy or use of the Work prior to completion of acceptance of the entire Work. The loss, if any, is to be made adjustable with and payable to the Owner, as trustee for whom it may concern. Policy may be blanket type but with not more than $5,000 deductible clause. b. Substitution of Builder s Risk Insurance for Projects Involving the Public Safety Center, Hoover Public Library, and Hoover Recreation Center. Due to the significant value of the existing structure, if Builder s Risk coverage is not provided on the entire facility, an Installation Floater in the amount of the value of the work to be performed PLUS written confirmation by Contractor s Insurance Agent verifying that Contractor s General Liability Insurance will provide coverage for any damage to the existing structure caused by the Contractor, may be substituted. C. SUBCONTRACTOR S INSURANCE: 1. WORKERS COMPENSATION and EMPLOYER S LIABLITY INSURANCE: The Contractor shall require each Subcontractor to obtain and maintain Workers Compensation and Employer s Liability Insurance coverages or to be covered by the Contractor s Workers Compensation and Employer s Liability Insurance while performing Work under the Contract. 2. LIABILITY INSURANCE: The Contractor shall cover their subcontractor s liabilities using their own judgment to either cover these liabilities as their own or require their Subcontractor to obtain and maintain coverage. However the Contractor chooses to cover the Subcontractor s liability, such coverage shall be in effect at all times that a Subcontractor is performing Work under the Contract. D. TERMINATION of OBLIGATION to INSURE: Unless otherwise expressly provided in the Contract Documents, the obligation to carry insurance coverages shall remain in effect after the Date(s) of Substantial Completion until such time as all Work required by the Contract Documents is completed. Equal or similar insurance coverages shall remain in effect if, after completion of the Work, the Contractor, a Subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, returns to the Project to preform warranty or maintenance work pursuant to the terms of the Contract Documents. Page 6

8 E. WAIVERS of SUBROGATION: The Contractor waives all subrogation rights against the Owner for all claims or actions covered by the Contractor s insurance. F. ENVIRONMENTAL IMPAIRMENT LIABILITY: $10,000,000 each claim/aggregate G. CONTRACTOR S POLLUTION LIABILITY: $10,000,000 each claim/aggregate XIV. CITY OF HOOVER GENERAL CONDITIONS A. Successful bidders shall obtain, if applicable, City of Hoover and all necessary licenses and/or permits required by local and state law prior to issuance of purchase order for said items/services. B. Each item must be quoted, or bid may be disqualified. Brand names are for evaluation purposes only. C. By signing the Request for Bid Form, the bidder certifies that he has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition with this proposal submitted to the City of Hoover. The bidder also agrees to meet all the Conditions and Specifications set forth above. D. Any questions regarding this Bid should be directed to either of the following: Ben Powell - Purchasing Director (205) powellb@ci.hoover.al.us Barbara Janchus - Purchasing Specialist (205) janchusb@ci.hoover.al.us XV. BIDDER QUALIFICATIONS A. License And Permit Requirements: The Bidder must provide copies or other evidence of all necessary State and Federal licenses or permits required for the transportation and disposal of hazardous waste including but not limited to the following: 1. Provide evidence of a valid State (ADEM) Hazardous Transporter s License. 2. Provide evidence of a valid Federal (U.S. EPA) Hazardous Waste Transporter s Permit; 3. Provide evidence of authorization from the Interstate Commerce Commission and the appropriate State Agency to operate as a common carrier. 4. Provide evidence of a valid, satisfactory Federal (USDOT) Motor Carrier Safety Rating. 5. Provide evidence of a valid Federal (USDOT) Hazardous Materials Certificate of Registration. B. Alabama Immigration Law Compliance Requirements 1. Bidder/Vendor agrees that it will fully comply with the Immigration Reform and Control Act of 1986, as amended by the Immigration Act of 1990, and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, as amended, which makes it unlawful for an employer in Alabama to knowingly hire or continue to employ an alien who is or has become unauthorized with respect to such employment or to fail to comply with the I-9 requirements or fails to use E-Verify Page 7

9 to verify the eligibility to legally work in the United States for all of its new hires who are employed to work in the State of Alabama. Without limiting the foregoing, Vendor shall not knowingly employ, hire for employment, or continue to employ an unauthorized alien. 2. Vendor shall also enroll in the E-Verify Program prior to performing any work, or continuing to perform any ongoing work, shall remain enrolled throughout the entire course of its performance hereunder, shall supply to the CITY a copy of its E-Verify Memorandum of Understanding and such other documentation as CITY may require to confirm Vendor s enrollment in the E-Verify Program and shall allow the CITY to inspect its records to confirm such compliance. 3. Vendor agrees that it shall, not knowingly, allow any of its suppliers, or any other party with whom it has a contract, to employ in the State of Alabama any illegal or undocumented aliens to perform any work in connection with the Project, and shall include in all of its contracts a provision substantially similar to this paragraph. If Vendor receives actual knowledge of the unauthorized status of one of its employees in the State of Alabama, it will remove that employee from the project, jobsite or premises of CITY and shall comply with the Immigration Reform and Control Act of 1986, as amended by the Immigration Act of 1990, and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, as amended. Bidder/Vendor shall require each of its suppliers, or other parties with whom it has a contract, to act in a similar fashion. If Vendor violates any term of this provision, this Agreement will be subject to immediate termination by CITY. 4. To the fullest extent permitted by law, Bidder/Vendor shall defend, indemnify and hold harmless CITY from any and all losses, consequential damages, expenses (including, but not limited to, attorneys fees), claims, suits, liabilities, fines, penalties, and any other costs arising out of or in any way related to Vendor s failure to fulfill its obligations contained in this paragraph. 5. The following language is required by (k) Code of Alabama 1975 to be placed in all contracts covered by the Act: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom. If there is no formal written contract between CITY and the Bidder/Vendor, such as where business is conducted by purchase order, this document shall serve as the Alabama Immigration Compliance Contract. If you have received a copy of this Proposal Document and choose to do business with the CITY, it will be deemed that you have accepted the terms even if you fail to sign and return the Agreement. End of General Information and Bid Instructions Section Page 8

10 Section B. Specifications I. INTRODUCTION A. The City of Hoover is requesting bids/proposals from qualified firms for the collection, transportation, recycling, and disposal of household hazardous waste that shall be collected during one or more events to be conducted during B. This award/contract shall include options to renew the awarded contract for events to be held in 2015 and 2016 upon the mutual consent of the City and the winning bidder. C. The specific date(s) for the event(s) shall be established by mutual consent between the City and the winning bidder. D. The hazardous waste collection events will be located at the Hoover Met or an equally suitable site within the Hoover City Limits. E. The event(s) will include hazardous household waste brought to the site on the day of the event by residents of Hoover (approximately 23,000 single-family households). F. At the event(s) the following hazardous materials shall be deemed acceptable: Drain Cleaner Metal Polish Photo Chemicals Dry Cleaning Fluids Rust Preventatives Wood Strippers Paint Thinner Sealant Engine and Radiator Flushes Old Chemistry Sets Herbicides Brake Fluid Pool Chemicals Creosote Moth Balls Ammonia Oven Cleaners Arts & Craft Supplies Floor Cleaners Radiator Cleaners Wood Preservatives Oil Based Paint Solvents Latex Based Paint Antifreeze Transmission Fluid Pesticides Insect Sprays Rodent Killer Muriatic Acid Bleaches Cesspool Cleaner Other Typical Household Hazardous Wastes Not Listed Above Note: The City and its staff will handle disposal of the following items: Oil, Batteries (Automotive), Tires, Explosives (Hoover Bomb Unit). The following items are not required to be accepted by Contractor: Large quantities of unknown materials, pressurized fire extinguishers, substances regulated by the Drug Enforcement Agency, radioactive waste, unstable waste, unknown gas cylinders and Bio-Hazardous Waste. G. Estimated Quantities of Waste Materials to be Collected The following information is provided for planning purposes only quantities of waste materials collected during the most recent Household Hazardous Waste Event (2013): Page 9

11 Quantities of Waste Materials Collected During the Most Recent (2013) Event Ref. # Description Unit of Measure Quantity 1a Paint (bulked) Roll-Off Box 5 1b Paint (bulked) Flex Bin 12 2a Aerosols, flammable 55 gal drum 0 2b Aerosols, flammable Flex Bin 5 3 Flammable Liquids 55 gal drum 0 4 Waste Antifreeze 55 gal drum 0 5a Poison Liquid 55 gal drum 18 5b Poison Liquid 30 gal drum 0 5c Poison Liquid 16 gal drum 0 6a Poison Solid 55 gal drum 0 6b Poison Solid Flex Bin 3 7a Corrosives, to be Incinerated 55 gal drum 9 7b Corrosives, to be Incinerated 30 gal drum 0 7c Corrosives, to be Incinerated 16 gal drum 1 7d Corrosives, to be Incinerated 5 gal drum 0 8a Corrosives, to be Treated 55 gal drum 2 8b Corrosives, to be Treated 30 gal drum 1 8c Corrosives, to be Treated 16 gal drum 0 8d Corrosives, to be Treated 5 gal drum 1 9a Oxidizers 55 gal drum 0 9b Oxidizers 30 gal drum 0 9c Oxidizers 16 gal drum 0 9d Oxidizers 5 gal drum 0 10 Non-regulated material 55 gal drum 6 11a Batteries Alkaline 55 gal drum 1 11b Batteries Alkaline 30 gal drum 3 11c Batteries Alkaline 16 gal drum 1 11d Batteries Alkaline 5 gal drum 4 12a Batteries NiCd 55 gal drum 0 12b Batteries NiCd 30 gal drum 0 12c Batteries NiCd 16 gal drum 0 12d Batteries NiCd 5 gal drum 0 13 Batteries-Lithium 5 gal drum 3 14a Bottles of propane (small) Each 11 14b Bottles of propane (medium) Each 0 14c Bottles of propane (large) Each Items Containing Mercury 5 gal drum 2 Page 10

12 II. CITY RESPONSIBILITIES A. The City of Hoover will manage the event and provide advertising. B. Provide an adequate number of City employees to direct traffic flow, conduct surveys, unload residents vehicles and assist with moving chemicals to appropriate packing stations. The City will provide safety equipment for its employees. C. Provide a suitable location, tent, polyethylene, tables, police officer, fire/rescue personnel D. The City of Hoover will have on site at all times a City Coordinator which has the authority to stop the event if conditions become dangerous or if Coordinator feels the Contractor does not comply with the contract. III. CONTRACTOR RESPONSIBILITIES A. The Contractor will be required to assist the City in the planning and organizing of the event, being available for site visits and the developing of waste profiles. B. The Contractor must provide all properly trained and qualified full-time personnel, equipment, vehicles, supplies and packing materials needed for collection, packing, transport and disposal of the chemicals collected. C. The Contractor will coordinate with the City to develop a site contingency plan (prior to the day of the event) and train all personnel, including volunteers (on the day of the event), in site safety procedures such as signals and evacuation routes. D. The Contractor will provide supervisory oversight to insure that all collected chemicals are properly characterized, packed, documented (packing lists) and labeled. E. The Contractor will provide for the safe treatment and disposal of collected wastes in compliance with all State and Federal regulations, including Department of Transportation requirements, and stay on site until all containers are removed and all paperwork is completed at the end of the collection event. F. The Contractor will be properly bonded, licensed and insured to guarantee responsibility for the wastes and will take title of the wastes at the collection site and indemnify the City of Hoover against any damages that might result from improper management during the transport or disposal. G. The Contractor will supply the name, address, contact, phone number and EPA ID number for all transfer/storage/recycling/disposal sites and identify the method of disposal for all wastes collected. Permits for these facilities should be attached to the proposal with an explanation of normal routing when the waste leaves the collection site. Companies that can internalize all labor, packaging, transportation and disposal services will be highly favored. The preferred method of waste management is recycling or reuse, when feasible, followed by RCRA incineration. Land disposal is least preferred and restricted to licensed hazardous waste landfills. H. The Contractor will provide the City of Hoover with a Certificate of Destruction for all wastes removed from the collection site within ninety (90) days from the event. IV. PROPOSAL FORMAT A. All proposals should contain all the following items, in order, and in detail: 1. Bid Proposal Form Unaltered, completed, and signed by an appropriate company representative. 2. Technical Proposal Supporting Documentation to include: a. Company Background Provide a description of the proposing company Page 11

13 including primary business and experience in hazardous waste management. Include any non-compliance record for proposed facilities for the last three years. b. Related Project Experience Provide at least five (5) household hazardous waste projects that were performed within the last two (2) years in the State of Alabama by the company. Include name and address of the project, the name and telephone number of the contact and a brief description. c. Staffing and Employee Experience Provide a list of personnel, by job type who will be involved with this event, including their training, education, experience and responsibility. Project Manager is required to have a minimum of five (5) years experience in conducting HHWs and each staff/employee required to have a minimum of 24 to 40 hours training. d. Site Plan Submit a diagram of the collection site, including traffic flow, positioning of fire, spill and safety equipment and a detailed description of receipt, segregation, packaging and loading of chemicals. Include a plan describing how unknown chemicals will be handled during the event, including any field testing/characterization. Also, describe any other laboratory analyses that may be necessary after the event to obtain final disposal approval for these unknowns. e. Equipment List Provide a list of all equipment deemed necessary at the collection site, including fire prevention, spill clean-up, personal protection. f. Site Safety Plan Describe procedures to minimize the risk of spill or fire and to protect site workers and participants. g. Contingency Plan Provide a format for contingency plan, including a description of notification procedures for on-site emergencies and the evacuation of participants and site workers if necessary. h. Packaging/ Bulking Procedures Describe on-site packaging and bulking methods, including safety procedures, for collected wastes. i. Volunteer Training Describe the training to be provided to on-site volunteers. j. Transportation and Disposal Facilities Provide a list of all transporters and storage, transfer, treatment, recycling and disposal facilities, which may be used in the performance of this event. Include name, address, contact, phone number, EPA ID number and permits for each transporter or facility. Identify normal routing and disposal for all waste collected. 3. License And Permit Supporting Documentation: a. The Bidder must provide copies or other evidence of all necessary State and Federal licenses or permits required for the transportation and disposal of hazardous waste including but not limited to the following: (1) Provide evidence of a valid State (ADEM) Hazardous Transporter s License. (2) Provide evidence of a valid Federal (U.S. EPA) Hazardous Waste Transporter s Permit; (3) Provide evidence of authorization from the Interstate Commerce Commission and the appropriate State Agency to operate as a common carrier. (4) Provide evidence of a valid, satisfactory Federal (USDOT) Motor Carrier Safety Rating. (5) Provide evidence of a valid Federal (USDOT) Hazardous Materials Certificate of Registration. b. Provide vehicle ID listing for vehicles used to be used to transport waste from the collection site. End of Specifications Section Page 12

14 City of Hoover, Alabama, Bid #05-14 Household Hazardous Waste Collection Services CONTRACT AGREEMENT FORM THIS AGREEMENT ( Agreement ), is made and entered into on this the day of in the year of, by and between: The City of Hoover, Alabama, a municipal corporation (hereinafter called the City ), and, (hereinafter called the Contractor ). WITNESSETH: that the City and Contractor, in consideration of the mutual covenants hereinafter set forth, agree as follows: 1. Scope of Work: This Contract shall include the performance of any and all work, and the furnishing of all labor, materials, supplies, fuels, oils, tools, and equipment to complete the work described in the Bid Specification Documents entitled Household Hazardous Waste Collection Services (the Work ), the total cost of which shall be the full responsibility of the Contractor. The Contractor hereby agrees that all Work shall be completed in accordance with the Specifications, and in adherence with the provisions of the Contract Documents, as defined herein, all of which form this Contract. The Work to be performed under this Contract shall commence on the date or dates mutually agreed upon, in advance, by the City and Contractor and shall be completed no later than the completion date(s) established by mutual agreement. 2. Contract Documents: The Contract Documents shall include Contract Agreement; Bid Proposal Form completed by the Contractor; Notice to Contractors; Invitation to Bid, Advertisement for Bids; Bid Instructions and Information; Bid Bond (if any); General Conditions; Supplemental Conditions, Specifications, Scope of Work, and all Addenda thereto. 3. Prices and Compensation for Services Rendered: Contract Price(s) have been established on a Per Unit basis for various goods and services as submitted by the Contractor in his/her Bid Proposal and have been accepted, thereafter, by appropriate and duly authorized City officials. Compensation shall be paid to the Contractor by the City in an amount calculated based on the actual number of units acquired or consumed by the Contractor during his/her performance of the specified work and upon submittal of detailed invoices and satisfactory evidence of the acquisition and/or consumption of such goods and/or services. The referenced Bid Proposal is bound herewith and made a part hereof to the same extent as if fully contained herein, but subject to such additions and/or deductions as provided for in the Contract Documents. It is understood and agreed by both the City and the Contractor that should the Contract Page 1

15 City of Hoover, Alabama, Bid #05-14 Household Hazardous Waste Collection Services City order any changes in the Work, the Contract price(s) shall be equitably adjusted to compensate for said changes. 4. Contract Period: This agreement shall be effective for one year following the full and complete execution of this contract document by both parties. The Contract may be renewed for up to two (2) additional one-year periods upon mutual agreement of both parties as evidenced by their written consent. The parties hereby agree that the Household Hazardous Waste Collection Events shall be conducted on the following date(s):, 2014;, 2015, if this agreement is extended by mutual consent;, 2016; if this agreement is extended by mutual consent. 5. Immigration Provision Required By State of Alabama Law: By signing this contract, the contracting parties affirm, for the duration of the Agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the Agreement and shall be responsible for all damages resulting therefrom. IN WITNESS HEREOF, the Parties hereto have executed this Agreement on the day and date first above written. BY: CITY OF HOOVER, ALABAMA BY: CONTRACTOR Signature Signature ITS: ITS: DATE: DATE: ATTEST: ATTEST: Contract Page 2

16 SUMMARY OF PROPOSAL BIDDER/COMPANY NAME: ADDRESS: Street City State Zip TELEPHONE ( ) - FAX ( ) - CONTACT PERSON NAME CONTACT PERSON TITLE CONTACT PERSON OFFICE PHONE: ( ) - CONTACT PERSON MOBILE PHONE: ( ) - CONTACT PERSON ADDRESS TOTAL BID SUM OF ALL ITEMS (A thru F) ON THE DETAIL PAGES THAT FOLLOW: $ Note: The Contract will be a UNIT COST Contract The total, above, uses ESTIMATED quantities and establishes a basis for which the bid may be competitively awarded. The amount paid to the winning bidder will be based on ACTUAL quantities. IMPORTANT: Each and Every Page of this Proposal Form MUST be Signed by an Authorized Company Official and this Summary/Total Bid Page MUST also be Notarized! Signature of Authorized Company Official: NOTARY: Signature Date Signed Bid Proposal Page 1

17 PROPOSAL FORM (Continued) A. Planning/Set-up/Assistance (per event): The Contractor will attend planning meetings to review event procedures and train volunteers prior to the event Lump Sum B. Mobilization/Demobilization (per event): Proposal for the cost of set-up and break-down including personnel, equipment, materials, and supplies: Lump Sum C. On-Site Labor, Expertise, and Support (per event): Proposed number of chemist and technician hours required for each event and the proposed costs on a per-person-per-hour basis: Labor Type Estimated # of Man-Hours x Hourly Rate = Extended Cost 1. Chemist(s) x = 2. Technician(s) x = 3. Other: x = TOTAL LABOR, EXPERTISE, SUPPORT.. D. Transportation and Travel Expenses for Contractor Labor/Personnel Proposed Expenses Related to Contractor Labor/Personnel Travel (on a per diem basis): Estimated Quantity (Days) x Cost Per Person/Day = TOTAL COST E. Supplies ESTIMATED Quantities (Note: The City will pay for ACTUAL Quantities): Ref. # Item Description Estimated Quantity Cost (Each) 1 Cubic Yard Box (Flex Bin) 20 X = 2 5-gallon pail 10 X = 3 16-gallon drum - open 2 X = 4 30-gallon drum - open 4 X = 5 55-gallon drum - open 30 X = 6 55-gallon drum - closed 6 X = gallon poly tote 5 X = 8 8-foot fluorescent bulb box 1 X = 9 4-foot fluorescent bulb box 1 X = 10 Vermiculite Bag 14 X = 11 Oil-Dri Bag 20 X = 12 Pallet 20 X = 13 Other X = 14 Other X = 15 Other X = Extended Cost TOTAL SUPPLIES... Bidder/Company Authorized Signature Date Bid Proposal Page 2

18 PROPOSAL FORM (Continued) F. Disposal of Waste Materials ESTIMATED Quantities (Note: The City will pay for ACTUAL Quantities) Ref. # Description Disposal Method Unit of Measure Estimated Quantity 1a Paint (bulk) Incinerated Roll-Off Box 5 1b Paint (bulk) Incinerated Flex Bin 12 2a Aerosols, flammable Incinerated 55 gal drum 1 2b Aerosols, flammable Incinerated Flex Bin 5 3 Flammable Liquids, Fuels Incinerated 55 gal drum 1 4 Waste Antifreeze Recycled 55 gal drum 1 5a Poison Liquid Incinerated 55 gal drum 18 5b Poison Liquid Incinerated 30 gal drum 1 5c Poison Liquid Incinerated 16 gal drum 1 6a Poison Solid Incinerated 55 gal drum 1 6b Poison Solid Incinerated Flex Bin 3 7a Corrosives Incinerated 55 gal drum 9 7b Corrosives Incinerated 30 gal drum 1 7c Corrosives Incinerated 16 gal drum 1 7d Corrosives Incinerated 5 gal drum 1 8a Corrosives Treated 55 gal drum 2 8b Corrosives Treated 30 gal drum 1 8c Corrosives Treated 16 gal drum 1 8d Corrosives Treated 5 gal drum 1 9a Oxidizers Incinerated 55 gal drum 1 9b Oxidizers Incinerated 30 gal drum 1 9c Oxidizers Incinerated 16 gal drum 1 9d Oxidizers Incinerated 5 gal drum 1 10 Non-regulated material Landfill 55 gal drum 6 11a Batteries Alkaline Reclamation 55 gal drum 1 11b Batteries Alkaline Reclamation 30 gal drum 3 11c Batteries Alkaline Reclamation 16 gal drum 1 11d Batteries Alkaline Reclamation 5 gal drum 4 12a Batteries NiCd Reclamation 55 gal drum 1 12b Batteries NiCd Reclamation 30 gal drum 1 12c Batteries NiCd Reclamation 16 gal drum 1 12d Batteries NiCd Reclamation 5 gal drum 1 13 Batteries-Lithium Reclamation 5 gal drum 3 14a Bottles of propane (small) Recycled Each 11 14b Bottles of propane (medium) Recycled Each 1 14c Bottles of propane (large) Recycled Each Items Containing Mercury Recycled 5 gal drum 2 TOTAL ESTIMATED COST OF DISPOSAL OF ALL WASTE MATERIALS Unit Cost Extended Cost (Qty. x Unit Cost) Bidder/Company Authorized Signature Date Bid Proposal Page 3