2626 Courtland Street Duluth, MN 55806-1894 phone 218.722.3336 fax 218.727.7471 www.wlssd.com Western Lake Superior Sanitary District REQUEST FOR PROPOSALS SOLID WASTE AND RECYCLING SERVICES WLSSD RFP #1382 Request for proposals for Solid Waste and Recycling services will be received by the Western Lake Superior Sanitary District (WLSSD) until the CLOSING time of 2 PM, November 9, 2018. Proposals received after that time will be returned unopened. Proposals must be sealed and clearly marked: Solid Waste and Recycling Services-WLSSD RFP # 1382 and addressed to: Betsy Woller, Buyer Western Lake Superior Sanitary District 2626 Courtland Street Duluth, MN 55806 Copies of this proposal may be obtained by either calling 218-740-4794 or through the District s website at www.wlssd.com. Questions pertaining to the content of this proposal should be directed to Heidi Ringhofer, SWS Director 218-740-4817, or e-mail heidi.ringhofer@wlssd.com. WLSSD reserves the right to reject any and all proposals, to waive any irregularities and to accept the proposal deemed in the best interest of Western Lake Superior Sanitary District. 1.0 Important Project Dates 1.1 Important Project Dates Proposals Issued: Tuesday, October 23, 2018 Questions Received by: Thursday, November 1, 2018 by 2PM Responses Posted on: Tuesday, November 6, 2018 Proposals Due: Friday, November 9, 2018 by 2PM Start Date: Tuesday, January 1, 2019 1.2 Questions Questions regarding this proposal will be accepted until Thursday, November 1, 2018 at 2 PM. Questions must be emailed to Betsy Woller at betsy.woller@wlssd.com. Responses will be posted at www.wlssd.com on Tuesday, November 6, 2018. 1382 RFP Solid Waste & Recycling Services 1
2.0 WLSSD Background Information The Western Lake Superior Sanitary District (WLSSD) provides solid waste management and wastewater treatment services for an approximately 500 square mile region around Duluth, including parts of Carlton and St. Louis counties. It is governed by a nine-member citizen Board of Directors. WLSSD currently has a staff of 100 employees. 3.0 RFP Intent The WLSSD desires to contract with a hauler to provide containers and collection services for Municipal Solid Waste (MSW),, Corrugated Cardboard (OCC), and Organics. 3.1 Locations The WLSSD is looking for services to be performed at three locations, bin locations are outlined on the 2 attached maps. 1. WLSSD Main Plant, 2626 Courtland Street, Duluth, MN A. Building 8 B. Building 9 C. Building 10 D. Household Hazardous Waste Facility (HHW) E. Yard Waste/Compost Site (YW/Compost) 2. Scanlon Pump Station - 3209 Highway 61, Scanlon, MN 3. Materials Recovery Center 4587 Ridgeview Rd, Duluth, MN 3.2 Container Size The WLSSD is requesting the hauler provide the following container types and sizes: 2 Yard Dumpster for recycling 6 Yard Dumpster for solid waste & recycling 8 Yard Dumpster for solid waste 32 Gallon Bin with Wheels for organics 96 Gallon Bin with Wheels for recycling 1382 RFP Solid Waste & Recycling Services 2
4.0 Proposal Form WLSSD is seeking proposals for this project and may be subject to further negotiation once all proposals are submitted and reviewed. WLSSD reserves the right to negotiate the proposals, and to accept the proposal deemed to be in the best interest of the organization. 4.1 Proposals Due Proposals for Solid Waste and Recycling Services will be received until closing time of 2 PM, November 9, 2018. Proposals received after this time will be returned unopened. Each proposal must be in a sealed envelope and clearly marked, Solid Waste and Recycling Services - RFP #1382 and addressed to: Betsy Woller, Buyer Western Lake Superior Sanitary District 2626 Courtland Street Duluth, MN 55806 In addition to the above mentioned sealed copy WLSSD requires a pdf digital copy of pages 3-6 emailed to betsy.woller@wlssd.com by the closing time of 2 PM, November 9, 2018. There will not be a formal opening of the proposals. The award will consist of execution of an agreement between the successful contractor and WLSSD. Feel free to contact Betsy Woller at 218-740-4794 or betsy.woller@wlssd.com if you have questions or comments. 4.2 Proposal Form Part A Tip The below tables outline the services needed at each service area, and correspond with the 2 attached maps. The WLSSD is looking for Tip. This cost is to reflect all cost associated with providing and servicing each bin. Additional pickups may be needed based on volumes generated by The WLSSD. List the cost for additional requested pickups in the column. The WLSSD agrees to pay all State of Minnesota Solid Waste Tax(es) and the WLSSD Service Fee on MSW. The WLSSD understands that these fees will be a separate line item on each invoice. Invoices must include tip fee, any additional requested tips, State of Minnesota Solid Waste Tax and WLSSD Service Fee, any additional invoiced items will not be paid. The WLSSD is requiring that all like kind tips for the Courtland Street facility happen on the same day, this is to reduce truck traffic. This includes the building 8, building 9, building 10, HHW and YW/Compost service areas. An example of this would be the hauler emptying both the 32 gallon organics bins on the same day, at roughly the same time and with the same truck. Hauler selected day must include the day of the week (Monday thru Friday), and frequency. 1382 RFP Solid Waste & Recycling Services 3
Holidays/Schedule The WLSSD recognizes the following holidays: New Year s, President s, Memorial, July 4 th, Labor, Veterans, Thanksgiving, Friday following Thanksgiving and Christmas. The WLSSD understands that tip days may be impacted due to holidays. Tips may be pushed out, up to 24 hours, if the tip falls on or after a holiday within the same week. The WLSSD will provide the selected hauler with a tip schedule using the provided hauler selected day and taking holidays into consideration. The hauler must agree too, abided by, and sign off on the WLSSD provided schedule. The WLSSD reserves the right to negotiate the hauler selected day to insure the schedule meets the needs of the District. Building 8: QTY Size Material Schedule Tip 1 1 32 Gallon 96 Gallon 1 6 Yard Organics 1 6 Yard OCC 1 6 Yard MSW Building 9: QTY Size 1 1 32 Gallon 96 Gallon 1 2 Yard Once a week On Call One a Month One a Month Once every other week Material Schedule Tip Organics 1 6 Yard OCC 1 6 Yard MSW Once a week On Call Once a week Once a week Once a week On Call, include a monthly fee if applicable $ On Call, include a monthly fee if applicable $ 1382 RFP Solid Waste & Recycling Services 4
Building 10: QTY Size Material Schedule Tip 1 6 Yard OCC 1 6 Yard MSW One a Month One a Month HHW: HHW service area requires quantity (3) 8 yard MSW dumpsters. The schedule will be impacted based on season. April 1 st thru October 31 st the dumpsters will need to be emptied once a week. From November 1 st thru March 31 st the dumpsters will need to be emptied once every other week. QTY Size Material Schedule Tip 1 6 Yard Once a week 2 6 Yard OCC Once a week 3 8 Yard MSW 3 8 Yard MSW Once a week April 1 st thru October 31st Once every other week November 1 st thru March 31st YW/Compost: Cantilever YW/Compost service area requires quantity (2) 6 yard MSW dumpsters for part of the year. The schedule will be impacted based on season. May 1 st thru October 31 st (2) dumpsters will need to be emptied once a week. From November 1 st thru April 30 th the WLSSD only requires (1) 6 yard MSW dumpster and it will be on call. Due to high winds in this area the WLSSD is requiring the 6 yard dumpsters to have cantilever covers. QTY Size Material Schedule Tip 2 1 6 Yard w/ Cantilever Cover 6 Yard w/ Cantilever Cover MSW MSW Once a week May 1 st thru October 31st On Call November 1 st thru Aprl 30 th Materials Recover Center (MRC): QTY Size Material Schedule Tip 1 6 Yard MSW On Call On Call, include a monthly fee if applicable $ On Call, include a monthly fee if applicable $ 1382 RFP Solid Waste & Recycling Services 5
Scanlon Pump Station: QTY Size Material Schedule Tip 1 6 Yard 1 6 Yard OCC 1 6 Yard MSW 4.3 Proposal Form Part B One day a month One day a month Once every other week The undersigned Prosper has read and understands the nature of this request and can provide the requested services per the specifications and general conditions stated herein. Note any exceptions or alternatives. Name of Company Street Address City/Zip Phone fax Email Name and Title Authorized Signature Date Contact Info for Additional Pickups Phone Email Name and Title Additional comments 1382 RFP Solid Waste & Recycling Services 6
5.0 Sample Agreement SOLID WASTE & RECYCLING SERVICE AGREEMENT This AGREEMENT ( Agreement ) is made as of (01/01/2019) by and between Western Lake Superior Sanitary District ( District ) and Contractor ( Contractor ), which agree as follows: Agreement Name: Solid Waste & Recycling Service Agreement The scope of the work: Defined in RFP 1382 providing containers and collection services for Municipal Solid Waste (MSW),, Corrugated Cardboard (OCC), and Organics. Schedule Start: Agreement Commencing on January 1, 2019 Term of Agreement: 3 years with (2) optional 1 year extensions Purchase Order: Purchase orders will be provided each year. No work shall commence prior to receipt of a purchase order number. All services shall be performed in accordance with the WLSSD General Terms and Conditions, which is attached and made part of this Agreement. Any attachments or exhibits referenced in this Agreement are made part of this Agreement. Attachments: Attached submitted Proposal Form A and B held firm for one year pages 3 thru 6 of RFP 1382. Signed schedules per service area. In witness whereof, District and Contractor have hereunto set their hands as of the day and year first above written. Western Lake Superior Sanitary District By: ( Contractor ) By: 2626 Courtland Street Duluth, MN 55806 Date: Date: 1382 RFP Solid Waste & Recycling Services 7
GENERAL TERMS AND CONDITIONS The following terms and conditions will apply to the Agreement: 1. Definitions. As used in this herein, Agreement means the written instrument which is evidence of the agreement between the District and the Contractor covering the Work. "District" means the Sanitary Board of the Western Lake Superior Sanitary District. "Contractor" means the individual, company, or organization from whom the services are ordered. "Work" means the provision of the services ordered under the Agreement, including furnishing necessary parts, materials, machinery, tools, and equipment. Documents means the Agreement including the provisions of any drawings, prints, plans, descriptions, specifications, samples, data and other documents specifically listed in the Agreement (approved shop drawings or other submittals by the Contractor are not Documents unless listed in the Agreement). 2. Agreement Authority; Applicable Terms. The Agreement, when properly signed, is recognized by the District as authority for commencing performance of the Work, supersedes all previous communications and negotiations except as specifically incorporated, and constitutes the entire agreement between the parties. No terms stated by the Contractor in accepting or acknowledging the Agreement shall be binding on the District unless accepted in writing by the District. In particular, commencement of performance of the Work by the Contractor in the absence of the District's agreement to the Contractor s proposed terms will constitute the Contractor s acceptance of the terms of the Agreement and any terms or Documents incorporated in the Agreement by reference. 3. Length of Agreement. The term of the Agreement will be three years. With the possibility of (2) optional 1 year extensions. Contract commences with signed agreement. 4. CPI Price Adjustment. The cost per tip will remain firm for the first year of the Agreement. For the remaining two years, the price for this service may be adjusted by the same percentage of the Consumer Price Index (CPI) for the Upper Midwest as determined by the Federal Reserve Bank of Minneapolis for that particular year on the anniversary of the contract start date. 5. Invoicing. All invoices must reference a WLSSD purchase order. Payments will be made by the WLSSD within 30 days after receipt of invoice. Invoices can be sent electronically to apinvoices@wlssd.com. The WLSSD agrees to pay all State of Minnesota Solid Waste Tax(es) and the WLSSD Service Fee on MSW. The WLSSD understands that these fees will be a separate line item on each invoice. Invoices must include tip fee, State of Minnesota Solid Waste Tax and WLSSD Service Fee, any additional invoiced items will not be paid. Statements must indicate service area, date of service, container size, number of containers serviced and material serviced at the rates specified in the Agreement. Any unscheduled stops approved by the WLSSD and made by the hauler must also be indicated. 6. Indemnity; Insurance. The Contractor agrees to defend, indemnify, and save the District harmless from any expenses, damages, or claims arising from the performance under the Agreement by the Contractor, its agents or employees. The Contractor shall procure and maintain insurance sufficient to protect the District against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the Work by the Contractor or its employees, subcontractors, representatives or agents. 1382 RFP Solid Waste & Recycling Services 8
Before commencing the Work, the Contractor shall provide to the District evidence of insurance showing compliance with any insurance requirements attached to the Agreement. Absent such specific insurance requirements, the Contractor shall provide to the District evidence of the following minimum limits of insurance: Commercial General Liability - $1,000,000 bodily injury, property damage (combined single limit) Commercial Automobile Liability - $1,000,000 bodily injury, property damage (combined single limit) Workers' Compensation Statutory and Employers liability - $1,000,000 Commercial excess or umbrella liability - $1,000,000 Contractor shall require Contractor s commercial general liability insurer, Contractor s commercial automobile liability insurer, and, Contractor s commercial umbrella liability insurer to name the District as additional insureds with respect to liability arising out of Contractor s Work under this Agreement. The coverage shall be primary and noncontributory. 7. Applicable Law; Compliance with Law. The laws of the state of Minnesota shall govern the Agreement. Contractor irrevocably consents to the exclusive jurisdiction and venue of the state and federal courts located in Duluth, Minnesota, in any legal action concerning or relating to this Agreement. In the performance of its obligations pursuant to the Agreement, the Contractor agrees to comply with all applicable provisions of federal, state, and local laws, regulations, and directives, and agrees that the most recent of such provisions will govern the Agreement at any particular time. 8. Non-Discrimination. The Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual orientation, marital status, status with regard to public assistance, membership or activity in a local civil rights commission, disability, or age. Contractor agrees to be bound by the provisions of Minnesota Statutes, section 181.59, which prohibits certain discriminatory practices and the terms of said section are incorporated into the Agreement. 9. Conflict of Interest. The Contractor certifies that to the best of its knowledge no officer or employee of the District has any pecuniary interest in the business of the Contractor and that no person associated with the Contractor has any interest that would conflict in any manner or degree with the provision of services under the Agreement. 10. Termination. The District may terminate the Agreement at any time and for any reason by giving Contractor thirty days written notice of the termination. In such event, all Work completed by Contractor shall become the property of District, and Contractor shall be entitled to compensation for all authorized services satisfactorily completed under the Agreement prior to the date of termination. 11. Assignment and Subcontracting. Contractor will not assign its rights or obligations under this Agreement, either in whole or in part, without the prior written consent of District. Contractor shall obtain prior written approval from District before subcontracting any of the services delivered under this Agreement. Contractor remains legally obligated for the performance of all Agreement terms including work performed by third parties under subcontracts and shall be held responsible by District for the performance of any subcontractor whether approved by District or not. All subcontracted services shall be subject to all applicable provisions of this Agreement. 1382 RFP Solid Waste & Recycling Services 9
12. District s Smoking Policy. The Contractor shall notify all its employees that no smoking is permitted in any District building or on District property. This policy will be strictly enforced. 13. Safety. The Contractor shall maintain compliance with all District Safety Policies. The Contractor and its employees must at all times, wear basic personal protection equipment (PPE) while on District premises. Basic PPE consists of at minimum: hardhat, safety shoes, safety glasses or goggles and reflective vest. 14. Container Requirements. Containers are to be cleaned a minimum of every six months. Labeling consistent with the WLSSD solid waste ordinance must be provided on each container, describing acceptable products for each container. 15. Inclement Weather. It is the Contractors responsibility to be proactive in regards to Inclement Weather. If the Contractor is unable to service a service area on a scheduled day for any reason the contractor must notify the District immediately. Notifications must be sent to Heidi Ringhofer Heidi.Ringhofer@wlssd.com; Tim Lundell Tim.Lundell@wlssd.com and Betsy Woller Betsy.Woller@wlssd.com. 1382 RFP Solid Waste & Recycling Services 10