Request for Proposals Alberni-Clayoquot Regional District Transfer Station and Recycling Services Closing location 3008 5 th Avenue Port Alberni, BC V9Y 2E3 March 29, 2018 2:00 PM PST Contact Person: Randy Fraser Acting Manager of Environmental Services Alberni Clayoquot Regional District Ph: 250-720-2717 Email: rfaser@acrd.bc.ca
Bamfield Transfer Station and Recycling Services Page 2 TABLE OF CONTENTS A. Intent... 3 B. Definitions and Administrative Requirements... 3 1.0 Definitions... 3 2.0 Terms and Conditions... 4 3.0 Proposals... 4 4.0 Changes to Proposals... 4 5.0 Proponents Expenses... 4 6.0 Proposal Validity... 4 7.0 Firm Pricing... 4 8.0 Currency and Taxes... 4 9.0 Acceptance of Proposals... 4 10.0 Definition of Contract... 5 11.0 Liability for Errors... 5 12.0 Modification of Terms... 5 13.0 Ownership of Proposals and Freedom of Information... 5 14.0 Confidentiality of Information... 6 15.0 Conflict of Interest... 6 16.0 Communication During Procurement Process... 6 C. Proposal Submission Requirements... 7 1.0 Proposal Submission... 7 2.0 Enquiries... 7 3.0 Addenda... 8 4.0 Term... 8 5.0 Disclaimer... 8 6.0 References... 8 7.0 Evaluation and Selection Criteria... 8 D. Scope of Work... 9 E. Contract Conditions... 11 1.0 Compliance With Laws... 11 2.0 Laws of British Columbia... 11 3.0 Code of Conduct... 11 4.0 Indemnity... 12 5.0 Insurance... 12 6.0 Registration with WorkSafeBC... 12 F. Proposal Form... 13 1.0 Equipment Schedule - Vehicles... 13 2.0 Reference Schedule... 13 3.0 Proposed Fee Schedules for Services (Exclusive of GST, inclusive of all fee s).. 14 4.0 Questionnaire... 15
Bamfield Transfer Station and Recycling Services Page 3 A. Intent The Alberni-Clayoquot Regional District (ACRD) provides solid waste and recycling services to the Electoral Area A (Bamfield). Huu-ay-aht First Nation (HFN) provides solid waste management services to Anacla Reserve and the Huu-ay-aht group of Businesses (HGB) located in Bamfield. The Bamfield Marine Science Centre (BMSC) contracts out solid waste management services for their facilities. The goal of this RFP is to find a method of efficient cost control, removing recyclable materials out of the waste stream and educating residents and businesses on waste reduction in their communities. The ACRD, HFN and BMSC are seeking proposals from qualified Contractors for: Efficient management of recycling materials Efficient management of solid waste at the Transfer station Incremental system that encourages zero waste Public education Promotion of creative approaches to waste management within the region Seek to develop economies of scale that will benefit the parties listed in this RFP B. Definitions and Administrative Requirements 1.0 Definitions Throughout this request for proposal, the following definitions apply: Contract means the written agreement resulting from this request for proposal executed by the Alberni-Clayoquot Regional District and the Contractor; Contractor means the successful Proponent to this request for proposal who enters into a written Contract with the ACRD; Must, shall or mandatory means a requirement that must be met in order for the proposal to received consideration; Proponent means an individual or a company that submits, or intents to submit, a proposal in response to this request for proposal; Proposal means a submission in response to this request for proposal; RFP means this request for proposal; Should or desirable means a requirement having a significant degree of importance to the objective of the request for proposal. Stewardship Materials includes beverage containers, electronics, batteries, cell phones, electronic equipment and devices, lamp and lighting equipment, large appliances, outdoor power equipment, small appliances, tools,, smoke and carbon monoxide alarms, thermostats, lead acid batteries, packaging and printed paper, paints, solvents, pesticides and gasoline, pharmaceuticals, tires, used oil and antifreeze.
Bamfield Transfer Station and Recycling Services Page 4 2.0 Terms and Conditions The following terms and conditions will apply to this RFP. Submission of a Proposal in response to this RFP indicates acceptance of all the terms that follow and that are included in any addenda issued by the ACRD. 3.0 Proposals Proponents are asked to offer one or more solutions to the collection of recycling for all communities included in this RFP. 4.0 Changes to Proposals By submission of a written notice, a Proponent may amend or withdraw its Proposal prior to the closing date and time. The Proponent will not change the wording of its Proposal after closing and no words or comments will be added to the Proposal unless requested by the ACRD for clarification. 5.0 Proponents Expenses Proponents are solely responsible for their own expenses in preparing a Proposal. If the ACRD elects to reject all Proposals, the ACRD will not be liable to any Proponent for any claims for costs or damages incurred by the Proponent in preparing the Proposal, loss of anticipated profit in connection with a final Contract, costs for returning unopened Proposals, or any matter whatsoever. 6.0 Proposal Validity Proposals should remain open for acceptance for at least 90 days after the closing to provide the ACRD with sufficient time to evaluate the Proposals and award a contract. 7.0 Firm Pricing Prices will be firm for the entire Contract period unless this RFP states otherwise. 8.0 Currency and Taxes Prices quoted are to be in Canadian dollars and inclusive of duty, delivery charges where applicable, and exclusive of GST, as applicable, which shall be shown separately as applicable in the Proposal. 9.0 Acceptance of Proposals This RFP should not be construed as an agreement to purchase goods or services. The ACRD is not bound to accept the lowest priced or any Proposal of those submitted. Proposals will be assessed in light of the evaluation criteria and the ACRD is under no obligation to receive further information, whether written or oral, from any Proponent. Neither acceptance of a Proposal nor execution of a Contract will constitute approval of any activity or development contemplated in any Proposal that requires any approval, permit or license pursuant to any federal, provincial, regional district or municipal statute, regulation or by-law.
Bamfield Transfer Station and Recycling Services Page 5 Proposals, rather than tenders, have been requested in order to afford Proponents a more flexible opportunity to employ their expertise and innovation, and thereby satisfy the ACRD s needs in a more cost effective manner. The ACRD reserves the right to reject any and all Proposals for any reason or to accept any Proposal in whole or in part on the basis of the Proposals received which the ACRD, in its sole unrestricted discretion, deems to be the best value for the ACRD. The lowest or any Proposal may not necessarily be accepted. Proponents acknowledge the ACRD s rights under this clause and absolutely waive any right of action against the ACRD for the ACRD failure to accept their Proposals whether such right of action arises in contract, negligence, bad faith or any other cause of action. The ACRD reserves the right to cancel this RFP at any time and for any reason, and will not be responsible for any loss, damage, cost or expense incurred or suffered by any Proponent as a result of such cancellation. The ACRD reserves the right to enter into negotiations with one or more Proponents concerning the terms and conditions of the services to be provided, and expressly reserves the right through such negotiations to request changes, alterations, additions or deletions from the terms of any Proposals received. The acceptance of any Proposal is subject to funding and approval by the board of the ACRD. After acceptance by the ACRD, the successful Proponent will be issued a written notice of award. 10.0 Definition of Contract Notice in writing to a Proponent of the acceptance of its Proposal by the ACRD and the subsequent full execution of a written contract will constitute a Contract for the services, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events. 11.0 Liability for Errors While the ACRD has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained in this RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the ACRD, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in this RFP. 12.0 Modification of Terms The ACRD reserves the right to modify the terms of the RFP at any time at its sole discretion. Such modifications will be communicated to all Proponents through formal addenda. 13.0 Ownership of Proposals and Freedom of Information All documents, including Proposals, submitted to the ACRD become the property of the ACRD. Each Proposal should clearly identify any information that is considered to be confidential or proprietary information. However, the ACRD is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result, while section 21 of the Freedom of Information and Protection of Privacy Act
Bamfield Transfer Station and Recycling Services Page 6 does offer some protection for confidential third party business, financial and proprietary information, the ACRD cannot guarantee that any such information provided to the ACRD will remain confidential if a request for access is made under the Freedom of Information and Protection of Privacy Act. 14.0 Confidentiality of Information Information pertaining to the ACRD obtained by the Proponent as a result of participation in this project is confidential and must not be disclosed without written authorization from the ACRD. 15.0 Conflict of Interest Proposals will not be evaluated if the Proponent s current or past corporate or other interests are, in the reasonable opinion of ACRD, deemed to be a conflict of interest in connection with this RFP or the activities or mandate of the ACRD. The ACRD reserves the right to disqualify or reject a proposal in whole or in part where the Proponent or its directors, officers, shareholders or any person associated with the Proponent has a claim or has initiated a claim or legal proceeding against the ACRD with respect to any previous contracts, tenders or business transactions or threatened to do so and where this is seen in the reasonable opinion of the ACRD as creating a conflict of interest between the Proponent and the ACRD. 16.0 Communication During Procurement Process Proponents and their respective employees, consultants, agents, advisors and representatives will not engage in any form of political or other lobbying whatsoever in relation to the RFP or the evaluation process, including for the purpose of influencing the outcome of the evaluation process. Further, no such person (other than as expressly contemplated by this RFP) will attempt to communicate in relation to the RFP, or the evaluation process, directly or indirectly, with any representative of the ACRD, their directors, officer, employee, agents, advisors or consultants of the ACRD for any purpose whatsoever, including for purposes of: (a) (b) (c) (d) of (e) commenting on, or attempting to influence views on, the merits of the Proponent s Proposal, or in relation to Proposals of other Proponents; influencing, or attempting to influence, the evaluation and ranking of Proposals, the selection of the preferred Proponent, or any negotiations with the preferred Proponent; promoting the Proponent or its interests in the services, including in preference to that of other Proponents; commenting on or criticizing aspects of this RFP, the evaluation process or the scope services, including in a manner which may give the Proponent a competitive or other advantage over other Proponents; and criticizing the Proposals of other Proponents. In the event of any lobbying or communication in contravention of this section, the ACRD in its discretion may at any time, but will not be required to, reject any and all Proposals submitted by that Proponent without further consideration.
Bamfield Transfer Station and Recycling Services Page 7 C. Proposal Submission Requirements 1.0 Proposal Submission Two copies signed and dated Proposal Forms provided herein, must be received no later than 2:00 pm, March 29, 2018 at the following location: Alberni-Clayoquot Regional District 3008 5 th Avenue Port Alberni, BC V9Y 2E3 Proposals must be submitted in a sealed package with the name and address of the Proponent and the request for proposal title clearly marked on the outside. Facsimile and electronic submissions will not be considered. Late proposals will not be considered and will be returned to Proponents unopened at the Proponent s expense. Proposals that are unsealed, conditional, illegible, obscure, contain arithmetical errors, erasures, alterations, or irregularities of any kind may, at the discretion of the ACRD, be declared disqualified. The person(s) authorized to sign on behalf of the Proponent and to bind the Proponent to statements made in response to this RFP must sign the proposal form. Unsigned Proposals will not be accepted. Proponents shall be solely responsible for the delivery of their Proposals in the manner and time prescribed. All submissions must be delivered according to the instructions herein, and the ACRD will accept no responsibility for documents delivered to other ACRD facilities and, at the discretion of the ACRD, may be declared disqualified. 2.0 Enquiries All enquiries related to this RFP are to be directed by email, no later than five (5) business days prior to the closing time, to: Randy Fraser, Acting Manager of Environmental Services Alberni-Clayoquot Regional District 250-720-2717 rfraser@acrd.bc.ca Enquiries related to the group site visit may be directed to: Amelia Vos Environmental Technician amelia.v@huuayaht.org Office:: 250.728.3414 ext.119, Cell: 250.266-5335 Huu-ay-aht First Nations Government Offices Mailing Address: 3483-3rd Ave., Port Alberni, BC V9Y 4E4 170 Nookemus Rd., Anacla, BC Information obtained from any other source is not official and should not be relied upon.
Bamfield Transfer Station and Recycling Services Page 8 3.0 Addenda Addenda may be issued during the Proposal period in response to queries received. Addenda will be in written form and sent to all Proponents who have received RFP packages. All addenda become part of the Contract document and must be considered when responding to this RFP. Verbal answers are binding only when confirmed by written addenda. 4.0 Term The term of the agreement will be for two (2) years. 5.0 Disclaimer Each Proponent is responsible to review and understand the terms and conditions of this RFP, and the scope of work being requested. The ACRD makes no representation or warranty as to the accuracy or completeness of the information contained in this RFP and the Proponent is solely responsible to ensure that it has obtained and considered all information necessary to understand the requirements of the RFP, and to prepare and submit its Proposal. The ACRD will not be responsible for any loss, damage or expense incurred by a Proponent as a result of any inaccuracy or incompleteness in this RFP, or as a result of any misunderstanding or misinterpretation of the terms of this RFP on the part of any Proponent. 6.0 References Whereas previous experience with the ACRD is not required and does not in any way confer an advantage, the ACRD s previous experience with the Proponent may also be taken into consideration in its evaluation of Proposals. The ACRD is looking for three references. The ACRD reserves the right to rely upon its records, references and recollection in this regard. The ACRD may also obtain references other than those provided by the Proponent and may use these references in determining the best value. 7.0 Evaluation and Selection Criteria An evaluation will evaluate all Proposals received according to the criteria identified below. Those Proposals passing the mandatory requirements will be further evaluated against the point-rated criteria. During the evaluation process, Proponents may be required to provide clarifications to statements made in their Proposals. Mandatory Criteria Proposal Form completed and signed by a person authorized to bind the Proponent to statements made in the submission. Sealed package containing required copies of the Proposal Proposal must be received at the closing location by the specified Closing date and time. Desirable/Point-rated Criteria Points Assigned Proposed cost for provision of the services 40 Three references/past performance in providing similar services 15 Qualifications, experience and ability of the organization to provide the services as detailed in the Scope of Work 25 Commitment and plan to employ local labor. 20
Bamfield Transfer Station and Recycling Services Page 9 D. Scope of Work ACRD wishes to enter into a two year contract for the collection of recyclables from the locations listed below and the operation and supervision of the Transfer station, including the Recycle BC depot to ensure proper sorting and removing any contamination from In-Scope PPP Recycle BC materials. 1.0 Contractors Responsibilities The Contractor will: 1. Collect Recycle BC materials from West Side Bamfield Dock and haul to the East Side Transfer Station. 2. Collect Recycle BC materials from the Bamfield Marine Science Centre to the East Side Transfer Station. 3. Collect Recycle BC materials from the Huu-ay-aht Government Businesses to the East Side Transfer Station. 4. Collect Recycle BC materials from the Anacla Reserve to the East Side Transfer Station. 5. Supply adequate transport vehicles to complete scope of work. 6. Pick up every two weeks or more (as needed) from all locations listed in this RFP. 7. Operate the East Side Transfer station and supervise the Recycling Depot to ensure proper sorting and removal of any contamination. 8. Ensure that no Stewardship materials and construction or demolition waste are disposed into any of the waste brought to the AV Landfill. 9. Manage and promote share shed. 10. Provide education to residents on proper waste and recycling practices and on bear smart goals and objectives. This will include providing education to the Bamfield school and community organizations. 11. The Contractor will ensure collection containers are kept in a clean and tidy manner including meeting the bear smart goals and objectives. 12. Contractor will maintain the transfer station site, by keeping the site safe, clean and organized, including maintaining the landscaping and facility. 13. Manage and supervise public solid waste and recycling drop off at the site at West Bamfield for 12 hours per week at predetermined days and hours and the East Side Transfer Station for 12 hours per week at predetermined days and hours.
Bamfield Transfer Station and Recycling Services Page 10 14. Contact the Steel Bin hauler when the steel bins need to be emptied. 15. Complete minor repairs to the Transfer Station fencing as needed. 16. Comply will all local government, Provincial and Federal Laws applicable to its duties and responsibilities under this Contract. RFP responses need to provide a 90 day price guarantee. Proponents are required to familiarize themselves with waste and recycling requirements for the communities of West Bamfield, including the Anacla Reserve and the Bamfield Marine Science Centre and HFN group of businesses. Proponents are also required to follow Recycle BC s recycling program and ACRD s Bylaw R1027-1, Solid Waste Disposal and Tipping Fees at the Alberni Valley Landfill. Any proponent interested in responding to this is expected to participate in a group site visit where applicants can see the facilities to be serviced and ask any necessary questions There will be a mandatory site tour on March 15, 2018 commencing at 10:00 AM at the Huu-ay-aht Office 170 Nookemus Road Anacla, BC V0R 1B0. For details of this site tour please contact Amelia Vos. The term of the agreement will be for two (2) years. Proponents, for all or any part, shall base their proposal on furnishing everything including all labour, materials, tools, equipment and all necessary supplies and incidentals required to fulfil the scope of work. The proponent in their proposal must state any deviation from these requirements. 2.0 Collection Vehicles The successful Proponent is required to provide, maintain and operate a sufficient number of collection vehicles to properly maintain the level of service specified in this scope of work. 3.0 Facility Information and locations Table 1 below provides civic addresses for facility locations that will require either collection or drop off of various materials.
Bamfield Transfer Station and Recycling Services Page 11 Table 1: Current facility locations Facility Locations Bamfield Marine Science Centre Anacla Reserve Pickup 1 Anacla Reserve Pickup 2 Anacla Reserve Pickup 3 West Side Transfer Station (dock where bins are stored) East Side Transfer Station Huu-ay-aht group of Businesses Pickup 1 Civic Address 100 Pachena Rd Bamfield BC V0R1B0 Anacla Community 48 47 58 (48.7996 )N 125 7 102 (125.1195 )W 100 Nookemus Road 160 Nookemus Road 65 Bamfield Boardwalk 570 B Bamfield Rd, Bamfield Pachena Bay Campground- 90 Anacla Road Huu-ay-aht group of Businesses Pickup 2 Huu-ay-aht group of Businesses Pickup 3 The Motel/The Pub 226 Frigate Road The Market 242 Frigate Road E. Contract Conditions By submission of a Proposal, the Proponent agrees that should its Proposal be successful, the Proponent will enter into a Contract with the ACRD that subject to negotiation, may include the following selected contract clauses: 1.0 Compliance With Laws The Contractor will give all the notices and obtain all the licenses and permits required to perform the work. The Contractor will comply with all laws applicable to the work or performance of the contract. 2.0 Laws of British Columbia Any Contract resulting from this RFP will be governed by and will be construed and interpreted in accordance with all laws in effect for the province of British Columbia. 3.0 Code of Conduct The Contractor agrees that it and its sub-contractors and employees agree to comply with the following code of conduct: Professionalism Applicable to all employees, volunteers, agents, and contractors who are required to: Carry out their responsibilities in a professional and competent manner. Continue to improve their knowledge, competence, skills, and professional ability. Be aware of and abide by the British Columbia Human Rights Code.
Bamfield Transfer Station and Recycling Services Page 12 4.0 Indemnity Not engage in any action or conduct or make any comment, gesture, or contact which a reasonable person would regard as likely to cause offence or humiliation to anyone, whether in the workplace or any other location. Act, and be perceived by the public to act, in a fair and impartial manner in the performance of their duties or provision of services. Not make any public comments that denigrate, disparage, or are disrespectful of the ACRD, employees, and elected officials, and refrain from making negative comments about the credibility of the ACRD, employees, and elected officials. Conduct themselves in a friendly, courteous, and professional manner when dealing with the public. Refrain from engaging in any other practice that could unfavorably reflect upon the ACRD as identified solely by the ACRD. The Contractor hereby agrees to indemnify and save harmless the ACRD, its officers, employees, elected officials and agents against all claims, demands, losses, costs, damages, actions, suits or proceedings by whomever made, brought or prosecuted and in any manner based upon, arising out, related to, occasioned by or attributable to the negligent acts, errors or omissions of, or breach of this agreement by, the Contractor, its servants, agents, subcontractors or sub-operators, in providing the services and performing the work of the Contract, excepting always liability arising solely out of the negligent act or omission of the ACRD. 5.0 Insurance Any Contract resulting from this RFP will require that the Contractor, without limiting its obligations or liabilities and at its own expense, provide and maintain throughout the Contract term, comprehensive commercial general liability insurance in an amount not less than $2,000,000 inclusive per occurrence, insuring against bodily injury and property damage and including liability assumed under the Contract. The ACRD is to be added as an additional insured and the policy shall contain a cross liability clause. The Contractor will provide the ACRD with evidence of the required insurance in the form of a certificate of insurance, upon execution and delivery of the Contract. The Contractor will provide evidence of automobile liability on all vehicles owned, operated or licensed in the name of the Contractor and used in the performance of the work in an amount not less than $3,000,000. 6.0 Registration with WorkSafeBC The Contractor and any approved sub-contractors must be registered with the WorkSafeBC, in which case WorkSafeBC coverage must be maintained for the duration of the Contract. Prior to receiving any payment, the Contractor may be required to submit a WorkSafeBC Clearance Letter indicating that all assessments have been paid. The Contractor shall abide by all provisions of the Workers Compensation Act of British Columbia and must sign an ACRD safety agreement.
Bamfield Transfer Station and Recycling Services Page 13 F. Proposal Form Bamfield Solid Waste and Recycling Services Closing Date and Time: 2:00 pm Pacific time on March 29, 2018 This form and all sections within must be completed, signed and included with the Proposal unless otherwise stated. The undersigned confirms that their Proposal is in response to the request for proposal for Bamfield Solid Waste and Recycling Services, and the Proponent acknowledges receipt of addenda # through addenda # Name of Firm: Address: Contact Name: Phone: Email: 1.0 Equipment Schedule - Vehicles Vehicle Description Model Year 2.0 Reference Schedule Client name #1 Address (City and Province) Contact Name and Title Telephone Number E-mail Address Length of Relationship Type of Goods and/or Services provided
Bamfield Transfer Station and Recycling Services Page 14 Client name #2 Address (City and Province) Contact Name and Title Telephone Number E-mail Address Length of Relationship Type of Goods and/or Services provided 3.0 Proposed Fee Schedules for Services (Exclusive of GST, inclusive of all fee s) Proposed Fee Schedule 1: Bamfield Marine Science Centre Material and delivery location Year 1 Year 2 Recycling to Transfer Station $ $ Proposed Fee Schedule 2: West Bamfield Transfer Station Material and delivery location Year 1 Year 2 Recycling to Transfer Station $ $ Proposed Fee Schedule 3: East Bamfield Transfer Station Material and delivery location Year 1 Year 2 Recycling to Transfer Station $ $ Proposed Fee Schedule 4: Anacla Reserve Material and delivery location Year 1 Year 2 Recycling to Transfer Station $ $
Bamfield Transfer Station and Recycling Services Page 15 Proposed Fee Schedule 5: Huu-ay-aht Group of Businesses Material and delivery location Year 1 Year 2 Recycling to Transfer Station $ $ Proposed Fee Schedule 6: Other Proposed fee schedule for managing and supervising solid waste and recycling drop off at the site at West Bamfield for 12 hours per week at predetermined days and hours. Proposed fee schedule for managing and supervising public solid waste and recycling drop off at the site at the East Side Transfer Station for 12 hours per week at predetermined days and hours. Proposed Fee schedule for all other anticipated duties. 4.0 Questionnaire Questions may be answered on the form below or separately within the contents of a proponent s proposal. 1. Please provide a brief description of the Proponent s business: 2. Please provide a description of the Proponent s relevant experience and qualifications in performing work similar to the scope of work set out in this RFP:
Bamfield Transfer Station and Recycling Services Page 16 3. Identify key personnel that will be assigned to the contract and outline their intended roles and responsibilities: 4. Please provide the process that you will use to consult with communities to determine preferred open hours for the transfer stations. 5. Please identify the methods you will use to ensure that hazardous and banned materials do not enter the waste and recycling streams. 6. Please identify your plan to employ and track your employment of local labour. Authorized Signature Name and Title Date