REQUEST FOR PROPOSAL FOR OPERATION OF COMMUNITY RECYCLING DROP-OFF SITES ALLEN COUNTY/ FORT WAYNE, INDIANA. July 12, 2016

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1 REQUEST FOR PROPOSAL FOR OPERATION OF COMMUNITY RECYCLING DROP-OFF SITES ALLEN COUNTY/ FORT WAYNE, INDIANA July 12, 2016 Introduction The Allen County Solid Waste Management District ( The District, or ACSWMD) includes the cities of Fort Wayne, New Haven and Woodburn and five (5) towns: Grabill, Huntertown, Leo- Cedarville, Monroeville and a portion of Zanesville. The general population of Allen County is about 370,000 residents. The Allen County Solid Waste Management District was established on April 2, 1991, as prescribed by Indiana Code creating Solid Waste Management Districts. All Districts were charged with the responsibility of developing waste management/reduction plans to decrease Indiana s dependency on landfills. Mission Statement To develop and implement a comprehensive solid waste plan that reflects the needs of the district, protects the environment, and fulfills and exceeds the regulatory and legislative objectives. This will be accomplished through education, source reduction, recycling, composting, and final disposal alternatives in a joint partnership with the community, government, and the private sector. Objectives The Allen County Solid Waste Management District is accepting proposals for the operation of at least six (6), and no more than ten (10) Community Recycling Drop-off Sites. These sites will be either manned or unmanned, or a combination of both, and located throughout Allen County. Sites will be managed for safety, user-friendliness, aesthetics, and security. Materials collected will be transported, processed, and recycled according to the terms of the contract specifications.

2 Bids will be reviewed based on the following criteria (Attachment A): a) Responsiveness to Proposal/ Approach to Scope b) Cost c) Type and Location of Drop-Off Recycling Sites d) Site Maintenance Procedure e) Similar Past Experience f) Number of Materials Accepted g) References h) Proximity of Vendor s Processing Facility to Allen County Boundaries i) Company History Including Number of Employees and Qualifications of Key Staff Instruction to Bidders 1. PREPARATION AND SUBMISSION OF PROPOSAL Questions pertaining to this RFP shall be directed to Anthony Burrus, District Director, Allen County Solid Waste Management District, tony.burrus@co.allen.in.us. Questions regarding technical information shall be ed to District Director. Such questions and their responses shall be shared, via , with all parties and vendors through the issuance of addendum. In order to assure our ability to respond in writing and issue an addendum in a timely manner, technical questions should be received no later than July 19, All addenda issued shall be considered as a part of the RFP specifications. Each proposal shall consist of one (1) original and two (2) copies. Please also provide business contact name, address, phone and . Proposals shall be sent in a sealed envelope clearly marked on the outside as Drop-off Sites RFP and delivered to: Allen County Solid Waste Management District 1 E Main Street, Suite 755 Fort Wayne, Indiana Proposals must be received no later than 2:00 p.m. July 26,

3 2. RECEIPT AND OPENING OF PROPOSALS Proposals will be opened so as to avoid disclosure of contents to competing bidders during the process of negotiation. All proposals shall become public information subsequent to the awarding of the contract. All information submitted by the vendor shall be considered public information unless the vendor specifically demonstrates, in writing, that it considers being proprietary. Proprietary information is information, which, if made public, would put the vendor at a disadvantage in the marketplace and trade of which the vendor is a part. Proprietary information will be protected from disclosure to the allowable extent of the Indiana law. Any assertion of propriety information must be clearly identified and the basis for the assertion must be included. It is not adequate for the vendor to state that disclosure of the information will put it at a disadvantage in the marketplace. The issuers of this RFP will make the determination as to whether the vendor has adequately demonstrated that the information is proprietary. 3. SCOPE OF WORK The District intends to continue the operations of six (6) conveniently located sites for the roughly 370,000 residents of Allen County. The sites are meant to augment municipal and curbside recycling programs and serve those who miss their regular curbside collection. The number of sites may be increased as a result of growth of the program or to better serve the community. The sites will be monitored and emptied to prevent dumping and blowing of materials and must be operated in accordance with all federal, state, and local regulatory, zoning and any other applicable requirements. 2. TERMS OF CONTRACT All sites must be operational by February 1, The terms of this contract will be for three (3) years with the potential to extend the contract for a two (2) year renewal period if both parties are mutually agreed. The contract will begin February 1, 2017 and if mutually agreed upon by both parties the renewal period will begin January 31, Ninety (90) days prior to the termination date, if mutually agreed by both parties the contract may be extended for an additional (2) twoyear period. Execution of any contract is conditioned upon final approval of the Allen County Solid Waste Management District Board. 3. INSURANCE PROVISION Supplier shall maintain in full force and effect during the duration of the contract the following insurance coverage; provided, however, that if a High Risk Insurance Attachment is attached hereto, the requirements of the High Risk Insurance Attachment shall be substituted in lieu of the following requirements: 3

4 A. Workers' Compensation Insurance: $500,000 E.L. each accident, $500,000 Disease- Each employee $500,000 Disease- Policy limit B. General liability Insurance: $1,000,000 per occurrence bodily injury or property damage $300,000 Damage to Rented Property $5,000 Medical Expense per person $2,000,000 Annual aggregate. $1,000,000 Personal & Adv. Injury $1,000,000 Products- Comp/OP/ Agg. C. C. Automobile $1,000,000 Hired/Non-Owned The Certificate of Insurance must show the The Allen County Solid Waste Management District as an Additional Insured and a Certificate Holder, with 30 days notification of cancellation or non-renewal. All Certificates of Insurance should be sent to the following address: Allen County Solid Waste Management District 1 E Main Street, Suite 755 Fort Wayne, IN BASIS OF PROPOSAL Proposals with respect to the collection, processing and transportation of recyclable materials are solicited as follows: A. Approach A detailed description of the approach to be taken in order to complete the scope of work shall be attached to each bid. Please indicate the sites to be used, whether sites are to be manned or unmanned, types of containers, methods for collection, sorting, and recycling; as well as all other pertinent details regarding the plan for undertaking the operation of the drop-off sites. Include a description, any pertinent diagrams, and photos of the equipment that will be used at the sites. List the frequency of service, including the procedure for monitoring sites. A list of end users or qualified processors or brokers that will receive the recyclables collected from the drop-off sites must be included in the proposal. Contractors shall be responsible for transporting and marketing materials. Contractors awarded this job will be solely responsible for the entirety of the services included, without subcontracting any part. 4

5 B. Collection Sites and Operating Hours Recycling drop-off sites will maintain a minimum of six (6) sites, and maximum of ten (10) sites. The hours of operation at all sites will be a minimum of forty (40) hours per week, with preference given to expanded hours. Operating hours and locations should be as convenient as possible to the majority of residents of the District (Allen County). The contractor and the District must mutually agree on the locations of drop-off sites, to be spaced throughout Allen County in a manner that allows equal access for all residents. The contractor may potentially have the option of utilizing some of the District s current agreements with partners which furnish permission for use of staging areas for drop-off site locations, with the exception of the United Refuse Site at 5000 Smith Rd (unless the contract is awarded to the owner of that site). Currently, five sites are manned, with a staff person present during all open hours to assist users and sort material. The Stellhorn Village site on Maplecrest must remain manned according to the District s agreement with the owner. The unmanned Monroeville site is monitored on a regular basis by the contractor. Locations of existing sites and amounts of material collected from the previous three years (in pounds) are noted for reference below: Yearly Total of Pounds Recovered Per Site from Location Monroeville (*unmanned) 110 ½ South St 114, , ,360 United Refuse 5000 Smith Rd. 252, , ,988 Sam's Club 6736 Lima Rd. 413, , ,256 Stellhorn Village 4522 Maplecrest Rd. 248, , ,922 Leo-Cedarville Schwartz Rd. 197, , ,974 Southgate Plaza 281 Petit Ave. 116, , ,393 Total Pounds: 1,343,821 1,272,398 1,153,893 *Monroeville contains a 20yd container, unmanned site. 5

6 The contractor will provide, and maintain, a drop-off center equipped with an appropriately sized depository, container or vehicle to permit ready access by residents within the District, at each of the locations used. The container at each center will be serviced at a frequency sufficient to maintain the drop-off site in a clean, professional and safe manner. The contractor will consider litter minimization in determining the service frequency and container size at each location. It is imperative that sites be free from trash or the perception of being unclean or unsightly to the public. Change in Contracted Site / Addition and/or Deletion: The District reserves the right to add additional drop-off sites as determined necessary and reserves the right to eliminate any site for any reason. The contractor will be notified in writing of such change. The contractor shall provide the District with a collection schedule for each recycling site. In the event of a change in the collection schedule due to holidays or other special events, the contractor shall notify the District at least two weeks prior. In the event a scheduled collection is missed or inappropriate waste is dumped, a special collection will be required from the contractor within eight (8) hours from notification by the District, at no extra charge. Any changes to the normal operations of the sites due to emergency or unforeseen circumstances must be communicated to the District as soon as possible for purposes of alerting the public. It is the goal of the District to offer recycling drop-off sites to as many residents in as convenient a manner as possible. Expansion of services is encouraged under the terms of the contact. The mutually agreed upon opening of additional sites or increase in operating hours or materials collected is encouraged to better serve the public. Recycling sites shall be consistent in size, scope, and use. C. Recycling Materials and Methods It will be the responsibility of the contractor to describe the methods for collection, maintenance, monitoring, and operations of the recycling drop-off facilities. Whether in the form of manned or unmanned sites, provisions must be made for a level, secure, safe, convenient, and accessible location at each of the six (6) to ten (10) sites in Allen County. Sites must collect, at minimum: corrugated cardboard, paperboard, mixed paper (formerly OMG, ONP, SOP, etc.) glass (clear), steel food cans, aluminum cans, and plastics (#1&#2). Preference will be given to expanded collection including green and brown glass and plastics #3-#7. The bidders should indicate position regarding expanding collection of materials with favorable markets. The contractor will provide the District with monthly reports of tonnages of each 6

7 category of recyclables collected by the 15 th of the month for the previous month s collection. Any planned changes to the materials collected must be discussed with the District, and if agreed, properly communicated to the public. The contamination rate, if any, should also be documented in each monthly report. D. Standard of Conduct for Staff of Manned Trailers Manned drop-off location standard of conduct and appearance for staff is as follows: 1. Attendants will be knowledgeable about recycling procedures including those beyond what services are available at the drop-off location. Using the Waste Watcher publication provided by ACSWMD, attendants will provide information on reuse or recycling options for a variety of materials. ACSWMD will provide initial training and a continuing supply of Waste Watchers for each attendant at each site. 2. Staff at recycling sites will be courteous, helpful, and reasonably neat in appearance with good hygiene. 3. The majority of items may be self-deposited by the public with the attendant s guidance; but those with larger quantities, bulky items, who are new to the system, or require assistance due to physical limitations, must be promptly assisted. Handicapped users will be given designated parking areas and priority assistance from staff; and the elderly or anyone with limited capabilities will be assisted to the furthest extent possible, including removing materials from vehicle and sorting/depositing it. 4. All visitors should be promptly and cheerfully greeted and offered assistance. 5. As some members of the public are new to the process of recycling at the drop-off sites, and accepted materials or procedures may change, the attendant is responsible for patient and polite instruction on the proper use of the facility. Drop-off site staff will be provided with up-to-date information pertaining to above, as well as further information for proper disposal of materials not collected on site. ACSWMD would like the staff of these sites to serve as an extension of the outreach and education efforts pertaining to our mission. As such, attendants should be exemplary representatives of the District and contracted recycler. E. Signage Signage detailing permissible material for drop-off will be prominently and simply displayed at each site in conjunction with the District s logo. Signage must promptly change to reflect any 7

8 changes made to the types of materials collected. Operating hours will also be clearly displayed. If attendants are not to be present at drop-off sites, signs should indicate instructions for residents on how to properly sort and deposit material. Signs using simple descriptive pictures are preferred. Signs will also indicate that dropping off outside of operating hours will be considered illegal dumping and indicate penalties for such. There should be designated parking for handicapped residents in close proximity to the receptacles for depositing materials. If sites are manned, signs should indicate for those needing assistance to honk. F. Unmanned Drop-off Unmanned sites do not have staff present during operating hours, but are closely monitored for correct use and safety. If contractor elects to provide unmanned drop-off sites, the contractor will provide, and maintain each drop-off site with an appropriately sized container(s) to permit ready access by residents of the District. The unmanned containers should be aesthetically pleasing to reflect a good corporate image of the Bidder, District and location that they are located. Site containers shall be properly maintained on an ongoing basis. Signage with clear instructions should be prominently displayed so that users may easily deposit material appropriately. The contractor is expected to clean up and sweep the recycling sites as needed. Collection of any litter, solid waste inadvertently dumped, and general housekeeping is the responsibility of the contractor. Occurrences of problems such as vandalism, dumping of bulky items etc, shall be reported to the District immediately. Some currently operating sites (such as Stellhorn Village) may not qualify for unmanned operation under the agreements held with the District. 5. DIVERSION CREDIT PROGRAM/ RECYCLING COMMODITY If the contractor wishes to be enrolled in the Diversion Credit Program, in order to receive partial reimbursement on processing of certain materials, there is a separate application process (see District for application).the Diversion Credit Program should not be included in bidders calculation of proposals. Funding of the Diversion Credit Program/ Recycling Commodities is not guaranteed year to year. A contractor may be enrolled in the Diversion Credit Program but is not guaranteed acceptance if granted the Community Recycling Drop-off Site contract. 6. E-VERIFY AFFIFAVIT (ATTACHMENT B) The vendor must agree to enroll in and participate in the E-Verify Program. The vendor must agree to require its subcontractors, who may perform work under the services agreement, to 8

9 certify to vendor that the subcontractor does not knowingly employ or contract with unauthorized alien and that the subcontractor has enrolled and is participating in the E-Verify Program. The vendor must agree to maintain this certification throughout the duration of the term of a contract with a subcontractor. The District may terminate a resulting services agreement for default if the vendor fails to cure a breach of these E-Verify provisions no later than thirty (30) days after being notified by the District of such breach. As a condition to entering into a services agreement, the vendor must execute the E-Verify Affidavit, which shall be an exhibit to the services agreement. Such affidavit shall be in the form attached to this RFP as Attachment B. 7. BID SUBMISSION Proposals will be reviewed by the District Director and the Allen County Solid Waste Management District Board. All bids submitted will be considered valid for a period of sixty (60) days. Bidders not bidding according to the guidelines outlined in this RFP may be considered non-responsive and may be rejected. The Allen County Solid Waste Management District Board reserves the right to waive informalities, award the contract to the most responsive and responsible bidder or to reject all proposals. The successful bidder will be required to furnish proof of insurance prior to execution of the contract and execution by an incorporated surety company in good standing and qualified to do business in the State of Indiana. The issuers of this RFP are not liable for any cost incurred by vendors in responding to this RFP or for conducting any other activities before an agreement is issued. The awarded bidder will be required to sign a contract agreeing to the above terms and responsibilities. 9

10 ATTACHMENT A- GRADING CRITERIA Vendor Name 1. Very Poor 2. Poor 3. Fair 4. Good 5. Excellent CRITERIA RATINGS VALUE SCORE COMMENTS Vendor Meets Legal Requirements of Proposal YES/NO Any vendor not meeting this requirement will be disqualified Responsiveness to Proposal / Approach to Scope x 10 Cost x 8 Financial Conditions of the Bidder x 8 Type and Location of Drop-Off Sites x 8 Site Maintenance Procedure x 6 Similar Past Experience x 6 Number of Materials Accepted x 6 References x 4 Proximity of Vendor's Processing Facility to Allen County Boundaries Company History, Including Number of Employees and Qualifications of Key Staff MAXIMUM SCORE POSSIBLE SCORE x x 4 TOTAL SCORE 10

11 ATTACHMENT B- VERIFY AFFIDAVIT INDIANA LEGAL EMPLOYMENT DECLARATION The State of Indiana has enacted a law (I.C ) requiring all state agencies and political subdivisions request verification from their contractors that their employees are legally eligible to work in the United States. This Declaration serves as notice that all Contractors doing business with the Board of Commissioners of the County of Allen must, as a term of their contract: 1. Enroll in and verify the work eligibility status of newly hired employees of the contractor through the E-Verify programs (but is not required to do this if the E-Verify program no longer exists); and 2. Submit, before work begins on a public work project, the E-Verify case verification number for each individual who is required to be verified under I.C An individual who is required to be verified under I.C whose final case result is final nonconfirmation may not be employed on the public works project, and 3. Verify, by signature below, that the Contractor does not knowingly employ unauthorized aliens. I,, a duly authorized agent of (name of Company), declare under penalties of perjury that (name of Company) does not employ unauthorized aliens to the best of its knowledge and belief. (Name of Company) By: (Authorized Representative of Company) PLEASE SEE FOR INSTRUCTIONS AND ELECTRONIC REGISTRATION FOR E-VERIFY. 11

12 ATTACHMENT C IRAN CERTIFICATION IRAN CERTIFICATION The undersigned entity or person hereby certifies in accordance with I.C et seq. to The Board of Commissioners of the County of Allen that the undersigned is not engaged in investment activities in Iran as defined in the above cited statute. Signature Name Printed