Request for Proposals

Transcription

1 Request for Proposals Study on the Operations and Effectiveness of the British Columbia End-of-Life Major Appliance Collection and Recycling System Issued by: The Major Appliance Recycling Roundtable Response Deadline: October 14, :00 pm PST Inquiries and Submission:

2 1. INTRODUCTION 1.1. MARR Background Major household appliances have been regulated under British Columbia s Recycling Regulation. Under that regulation the Producers of the regulated products (i.e. manufacturers, retailers & first importers) are obligated to develop, implement and operate a product stewardship program that manages the recycling of the regulated products at their end-of-life (EoL). The regulation further requires that Producers set performance targets for their stewardship program and periodically report on the performance of their program against those targets. The Association of Home Appliance Manufacturers (Canada) and the Retail Council of Canada have developed a stewardship plan for major residential appliances (see Appendix A). This plan received the approval of the BC Ministry of Environment on June 29, To manage the implementation and operation of the stewardship plan, AHAM Canada and RCC have incorporated a not-for-profit stewardship agency known as the Major Appliance Recycling Roundtable (MARR). MARR is governed by a Board of Directors comprised of major appliance manufacturers and retailers. Since receiving plan approval MARR has been working on implementing its approved stewardship plan Study Background Under the MARR stewardship plan, one of the key deliverables in the first year of plan operation was the completion of a study on the operation and performance of the existing market driven collection and recycling system for major household appliances in BC ( 2014 System Study ). Unlike many other EoL products, major household appliances have a financial value at end-of-life, largely due to the significant metal component in the products. The value of these metals means that recyclers can and do profitably collect and recycle the products without receiving the financial subsidies or incentives seen in many other traditional stewardship programs, such as those for consumer electronics. As a result of the inherent value in EoL major appliances a market driven system of product collection and recycling has evolved and operated for decades. This system is comprised of a variety of collectors, including retailers, municipalities and private waste management companies that collect EoL major appliances and then channel those products into scrap metal consolidators and processors, who then process the products in preparation for sale to North American steel mills. The purpose of this study is to update the 2014 System Study prior to the program plan s five year expiry date so as to provide the necessary insight to inform the development of a new 5 year plan. Specifically, the completion of a detailed study specific to British Columbia on the province s collection and recycling system for EoL major household appliances to: 1.) Define the specific operating characteristics and material flows within the British Columbia system; 2.) Summarize the processing practices and technologies used within the system; and, 3.) Quantify its overall collection and diversion performance. 2 P a g e

3 A copy of the 2014 System Study is available at Once completed and approved, this study will also be made publicly available on the MARR website Product Details The program includes major household appliances powered either by 120 volt or 240 volt input power that have been designed for use in residential homes, including those that use natural gas or propane for heating purposes. Appliances used in or sold for industrial, commercial and/or institutional (IC&I) applications that have the same essential design characteristics as major household appliances, as defined above, are also included. Major product types include: Refrigerators, wine coolers and beverage centers Freezers Portable, room and window air conditioners Portable Dehumidifiers Clothes washers and dryers Ranges, built-in ovens and surface cooking units Built-in and over the range microwave ovens Dishwashers Food waste disposers and trash compactors Electric water dispensers Refer to Appendix B for a detailed list of included and excluded products as well as relevant definitions. 2. PROJECT SCOPE OF WORK The purpose of this is to obtain proposals from qualified and experienced organization(s) to complete the MARR Study on the Operations and Effectiveness of the British Columbia End-of-Life Major Appliance Collection and Recycling System (hereafter referred to as 2016 System Study ). The scope of work and major objectives for the 2016 System Study can be divided into the following categories, further outlined below Collection and Consolidation System The 2016 System Study will follow the framework of the 2014 System Study, providing a detailed description of the collection and consolidation system for end-of-life major household appliances in British Columbia. Key aspects include: Overview of the collection methods and channels used to collect and consolidate EoL major household appliances (retailers, municipalities, scavengers etc.) Determination of the percentage of total major household appliance EoL tonnage that moves through each channel 3 P a g e

4 Reasonably detailed list of the different collectors and consolidators of EoL major household appliances operating in each of the province s geographic areas in each channel, including information on: o Collection methods used (drop-off, pick-up etc.) o Description of typical clientele o Drop-off location(s), where relevant o Major household appliance types accepted, in reference to each of the product categories outlined in Appendix B o Applicable fee rates charged for collection/consolidation services (or absence of fees), including those charged for refrigerant extraction, in reference to each of the product categories outlined in Appendix B Determination of the percentage of total EoL tonnage that is subject to a collection fee and the percentage collected for free Determination of the current level of access of British Columbians to EoL major household appliance collection services across the province, broken down by channel type (retailers, municipalities, private metal recyclers, etc.) 2.2. Processing System The 2016 System Study will provide information on the methods used to process and recycle EoL major household appliances collected in British Columbia. Key aspects include: Overview of the processing system, including: o Decommissioning practices o Technologies used to extract component materials o Practices to extract and dispose of refrigerants/mercury switches o End markets to which processors are selling component materials, including location o Breakdown and proportion of material types extracted from major household appliances With reference to the collectors/consolidators outlined in Section 2.1, information on: o What the collectors do with collected EoL major household appliances and the processors/recyclers to whom they provide collected materials o Information on whether collectors use a contracted third party to extract refrigerants contained in cooling appliances (e.g. refrigerators, freezers, air conditioners) or whether products are provided without refrigerants extracted o Description of process used to extract and dispose of refrigerants and mercury switches, if applicable o Description of coarse material separation performed, if applicable Reasonably detailed list of the different processors/recyclers of EoL major household appliances, including information on the following: o Location(s) o Major household appliance types accepted, in reference to each of the product categories outlined in Appendix B 4 P a g e

5 o o o o o Processing system and relevant technologies used to decommission products and extract component materials Description of component materials extracted Any fee rates or penalties applied for products received without refrigerants extracted Description of process used to extract and dispose of refrigerants and mercurycontaining switches, if applicable Description of end markets to which the processor is selling and where those endmarkets are located Note that some companies, including scrap metal brokers, consolidators and recyclers/processors may perform both a collection and processing function. The study will address these companies in accordance with both Sections 2.1 and 2.2, as applicable System Performance and Capture Rate The study will provide information on the overall collection and diversion performance of BC s major household appliance collection and recycling system. Key aspects include: Estimate of the quantity of major household appliances covered by the MARR plan collected and diverted from landfills on an annual basis in BC Estimate of the capture rate achieved (weight collected/weight available to collect) Estimate of the recycling rate achieved (weight recycled/ weight collected) 3. PROJECT DELIVERABLES The proponent retained to perform this project will be expected to provide the following deliverables over the course of the project Research Methodology The proponent retained to perform the project will confirm the research methodology employed in the 2014 System Study, and recommend suggested improvements to the methodology. The research methodology will be reviewed and approved by MARR prior to the commencement of the applicable research Research and Report The proponent retained to perform the project will conduct all required research and draft a final report outlining the research methodology used and the findings of the study. The report will provide an overview of each of the subjects outlined in the scope of work (refer to Section 2 above), organized in a logical and organized manner using the outline from the 2014 System Study as a starting point, the structure of which will be reviewed and approved by MARR in advance. MARR representatives will also provide input on draft versions of the final report in accordance with an agreed upon timeline. 5 P a g e

6 3.3. Supplementary Materials The following supplementary materials will also be provided to MARR, either independently or as addendums to the final report (as agreed upon by MARR): All survey instruments used to gather information to support the study in a form that MARR could utilize them again in the future A detailed ledger listing the contact details for all individuals or entities/corporations contacted or surveyed during the performance of the study and the relevant information acquired from each A detailed bibliography for all external information sources used during the preparation of the study Copies of all spreadsheets and computer models used to complete the study in a format that could be used by MARR in the future Copies of all data and databases used to complete the study Note: Sections 2.1 and 2.2 may involve the collection of company-specific information from collectors, consolidators, processors and recyclers. Some of this information may be considered confidential by the companies in question and the research methodology and resulting reports will need to be designed in a manner that respects this confidentiality, such that participating companies will feel comfortable in participating. In particular, it is expected that the report described in Section 3.2 will be designed in a manner that does NOT disclose specific company information or business practices that are deemed confidential. Where applicable, this may involve aggregating information by different classes or types of businesses operating in the system or other similar approaches that will enable the report to convey the relevant information and messages without disclosing proprietary information. That said, MARR itself would like to be provided as much detailed information for each of the collectors, consolidators, processors and recyclers surveyed as can be reasonably shared. At a minimum, MARR should be provided with the names and addresses of the collectors, consolidators, processors and recyclers, including a summary of the types of appliances they accept for recycling, any publicly available drop-off or recycling fees they may charge. In the case of processors, MARR would also like to obtain information on the processing systems used by each processor, provided such information would not be deemed confidential by the processor. 4. SUBMISSION CONTENT Submissions should include the following information, organized in the order and format outlined below. MARR may request further clarification of a submission from any proponent Proponent Overview Submissions should include a brief overview of the proponent and a summary of related experience, including any experience working on environmental product stewardship and/or waste management research products. 6 P a g e

7 4.2. Proposed Methodology and Experience Submissions should include a description of the proposed methodology to conduct the research required to fulfill the objectives outlined in Section 2 and to provide the deliverables outlined in Section 3. Details should be provided on the proponent s relevant experience, including but not limited to conducting research, completing studies and developing reports Proposed Team and Resources Submissions should articulate the proposed roles and responsibilities of the proposed project team, clearly detailing (preferably in tabular format): Name and title Roles and responsibilities on proposed team Brief overview of related qualifications and expertise Expected level of involvement Submissions should also include an overview of other resources or support infrastructure required to successfully provide the project s deliverables Proposed Timeline Submissions should include a proposed timeline to complete the project, including a schedule of anticipated activities and significant milestones. MARR requires the project to be completed no later than March 1, References Submissions should include a minimum of three references where the proponent has provided comparable services within the past five years. Reference contacts must be available to be contacted by MARR during the evaluation period. The reference documentation shall include: Name of client organization Name, title, telephone number and of client contact(s) Description, including size, scope and duration of the engagement and how it is comparable to this work Any metrics that describe the success of the proponent in achieving the desired outcomes of the reference client 4.6. Completed Reports Submissions should include a minimum of two reference reports or summary documents completed by the proponent for a client on comparable projects. These reports should be referenced and explained in the body of the submission but should be attached separately in the proponent s submission. An applicable URL may be provided in the body of the submission if the report is publically available online. 7 P a g e

8 4.7. Pricing Details Submissions should include a total fixed price for the entire engagement to be charged to MARR, together with an estimate of the total hours required and hourly rate(s). Pricing should encompass all of the objectives outlined in Section 2 and the deliverables outlined in Section 3. Submissions may include any additional pricing arrangements that the proponent wishes to bring forward to MARR for consideration. 5. SUBMISSION & CLARIFICATION REQUIREMENTS 5.1. Deadline and Address for Submission Proponents should deliver their submission to MARR no later than October 14, 2016 via with the subject heading MARR System Study Submission. Submissions should be submitted to Candy Saga at the following address: candy.saga@mcmillan.ca Submissions received after the closing date and time will not be considered. Submissions received via facsimile or delivered to an address other than as specified will not be considered Submission Format All submissions must either be in Microsoft Word or PDF format. The submission shall be signed by an authorized signing officer of the proponent. The full legal name and address of the proponent shall be included on the cover page of the submission as well as the contact information for the person responsible for submitting the bid. Submissions should include all supporting and reference documents, which should be directly referenced in the body of the submission. Submissions should address all requirements in relevant sections detailed in the in a concise format. Failure to comply with the terms and conditions specified in the could result in the submission being rejected Clarification Proponents shall direct all inquiries regarding the in writing by with the subject heading: MARR System Study Clarification. Inquiries should be submitted to candy.saga@mcmillan.ca 8 P a g e

9 MARR will post the questions received and relevant answers online at for the benefit of all proponents as they are processed. While MARR will aim to inform proponents that have submitted an inquiry when the relevant answer(s) has been posted online, MARR will not be contacting potential proponents each time additional questions/answers are posted. It is the responsibility of interested parties to check the website on a regular basis for any updates and recently posted questions/answers. Inquiries received less than 3 business days prior to the closing date cannot be guaranteed a response. 6. EVALUATION PROCESS The following criteria will be considered in the evaluation of all proposals: Depth and breadth of experience and expertise of the proponent and the proposed staff in completing comparable engagements Quality of reference reports completed by the proponent and references provided Competitive pricing MARR reserves the right to interview some or all of the proponents in order to make a final decision on award of the contract. 7. BID AWARD & TIME FRAME MARR intends to award the bid to the proponent whose submission is considered by MARR to be most acceptable. MARR reserves the right to not enter into any contracts and to reject any or all bids in accordance with Section 8.4 below. MARR reserves the right to award the contract as a whole to one proponent or in individual parts to various proponents. Award of a contract may be made to as many proponents as deemed necessary by MARR to fulfill the anticipated requirements of MARR. Joint-submissions or proposals between two or more organizations will be considered as well as submissions by individual proponents. Date: Milestone: October 14, :00 pm PST Release of Submission due date and time It is anticipated that the contract will be awarded towards the end of October MARR reserves the right in its sole discretion to extend any of the dates provided above. 9 P a g e

10 8. CONDITIONS OF RESPONSE SUBMISSION 8.1. No Liability for Expenses MARR shall not be liable for any expenses incurred in the preparation and submission of a proposal Irrevocable Bid A submission, once submitted, is open to be accepted by MARR, in whole or in part, for a period of 90 days from the closing time of this and is irrevocable during that period. Proponents may not amend their proposals after the closing time, however MARR reserves the right to negotiate with any proponent after the closing time such changes to the submissions as it determines advisable Right to Disqualify MARR reserves the right, in its sole discretion, to disqualify submissions that are not submitted in strict compliance with the requirements of the documents Right Not to Proceed and Right to Waive Compliance MARR reserves the right not to proceed with the negotiation of a contract pursuant to this and to reject any or all submissions. If MARR decides, in its sole discretion, to accept any of the proposals, the proponent proposing the lowest price will not necessarily be accepted and MARR may, in its sole discretion, consider any other factors it deems appropriate in awarding the contract. MARR reserves the right to contract with service providers who do not submit submissions. While MARR is not obligated to consider submissions that do not strictly comply with its requirements, it nevertheless reserves the right to do so. MARR reserves the right to waive, in its sole discretion, strict compliance with the requirement of the documents Limitations This document does not constitute an offer, nor promise to offer to enter into any business agreement or relationship, nor should any intent to enter into a contract, agreement or relationship be construed. This document is meant as a guideline to be used in the creation of submissions to be presented to MARR for the services outlined in this document Requirement to Sign a Contract An executed contract will be required by MARR prior to any work being performed. A form contract is attached as Appendix C. 10 P a g e

11 9. CONFIDENTIALITY MARR shall not be obligated to disclose any information about any successful proposal, or to justify the outcome to any unsuccessful proponent. MARR will require the successful proponent to enter into a confidentiality agreement that protects all information provided by MARR to the proponent in the delivery of the work or any information obtained by a proponent in the delivery of its duties to MARR. 10. REFERENCE DOCUMENTS Appendix A MARR Stewardship Plan Appendix B MARR Product List and Definitions Appendix C Form of Contract 11 P a g e