TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT 494 MAIN STREET PO BOX 191 MANCHESTER, CONNECTICUT 06045-0191 (860) 647-3031 FAX (860) 647-5206 REQUEST FOR PROPOSAL FOR ELECTRONICS RECYCLING RFP NO. 17/18-91 REQUEST FOR PROPOSAL DUE: JUNE 14, 2018 @ 4:00 P.M.
REQUEST FOR PROPOSAL FOR RECYCLING OF ELECTRONICS 1. INTRODUCTION The Town of Manchester operates a Municipal Transfer Station (MTS) facility located at 311 Olcott St. and its services include e-waste recycling in compliance with the State of Connecticut s Electronics Recycling Law and in accordance with sections 22a-629 through 22a-640 of the Connecticut General Statutes. In the past several years, the town received the following volumes of electronic recyclables: YEAR # PODs CED- TV CED- Monitor CED Computer CED - Printer Non CEDs Total Weight lbs. 2011 38 130,992 28,532 12,991 10,626 17,501 200,642 2012 49 149,325 30,016 14,862 10,084 24,994 229,281 2013 37 117,139 15,147 6,304 5,275 30,630 174,495 2014 38 130,992 28,532 12,991 10,626 17,501 200,642 2015 37 159,580 9,176 9,071 7,777 39,125 224,729 2016 51 182,327 13,183 11,874 11,183 43,982 262,549 2017 32 169,590 10,948 11,148 11,459 46,832 249,977 CED = Covered Electronic Device The Town of Manchester is seeking proposals from qualified electronics recycling companies approved by the Connecticut Department of Energy and Environmental Protection to serve as the exclusive provider of electronics recycling services for a period of not less than two (2) years. 2. INTENT The Town of Manchester is seeking proposals to provide for the collection, storage, transportation and processing of all electronic devices that are covered under the 2007 State of Connecticut Electronics Recycling Law. All relevant information pertaining to this law, including the covered electronic devices acceptable for collection under the approved regulations can be accessed at the Connecticut Department of Energy & Environmental Protection s (CTDEP) website: http://www.ct.gov/deep/cwp/view.asp?a=2714&q=397482 Additionally, the Town of Manchester is seeking any and all proposals that would provide enhanced services to all Town residents, the Town of Manchester, and Board of Education. Such services can include, but are not limited to: a) Collection and recycling of additional electronic devices not covered under the state s electronics recycling law b) Collection and recycling of electronics generated by the Town of Manchester and Manchester Board of Education 1
c) Any additional services and enhancements provided for that are above and beyond the standard services which are allowable under the state s electronics recycling law The Town is interested in proposals which provide the most cost effective method to maximize the number and quantity of electronic devices recycled and potentially minimizes Town involvement in labor and processing of the electronic devices. The Town s Municipal Transfer Station (MTS) is registered as under DEEP s General Permit to operate as such and all proposals shall be in compliance with conditions outlined in the General Permit. Additionally, the Town is securing the most costeffective method to recycle Town and potentially the Board of Education s disposed electronics. The Town will provide a suitable location within the MTS area located at 311 Olcott Street. All materials collected by the successful contractor will be weighed over the landfill scale at the time they are hauled off-site. The Town of Manchester will review all proposals received from electronics recycling Companies that have submitted an application to the CTDEP to become a Covered Electronics Recyclers (CERs) in accordance with Section 22a-638(b)(2)(A) of the state regulations. 3. SUBMISSION DEADLINE All proposals must be received no later than 4:00 p.m. on June 14, 2018. Three copies of the proposal shall be submitted to: HAND DELIVERY U.S. POSTAL MAIL DELIVERY Town of Manchester, Connecticut Town of Manchester, Connecticut Adam B. Tulin Adam B. Tulin Director of General Services Director of General Services Lincoln Center Lincoln Center 494 Main Street P.O. Box 191 Manchester, CT 06040 Manchester, CT 06045-0191 Proposal may not be withdrawn for a period of ninety (90) days. Proposals received later than the deadline shall not be considered. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto will not become public information until selection of the successful respondent. 4. CONTENT OF PROPOSAL All submissions shall include the following information: A. Submittal Letter Respondents shall submit a cover letter, addressed to the Director of General Services, signed by contractor which provides an overview of the respondent s proposal, as well 2
as the name, title and phone number of the person to whom the Town may direct questions concerning the proposal. B. Proposal Details All respondents are required to complete and submit a detailed proposal and work plan outlining how they propose to provide the services outlined in their proposal. At a minimum, Proposal shall address the following items: How Electronic Wastes are to be collected in the MTS Timeframe for emptying/removing Electronic Waste from the MTS How reporting data on the Electronic Waste collected will be managed What, if any, payment there would be for Electronic Waste collected The proposal shall include the statement that the respondent hereby certifies to comply with all the provisions and regulations of Chapter 446n of the Connecticut General Statutes, Covered Electronics Devices, and further certify that all of these services will be provided at no cost to the Town of Manchester. The proposal shall then address any enhancements the company is willing to offer, provide a detailed description of these enhancements, and identify all costs, if any, to the Town associated with these enhancements. Additionally, any potential payments to the Town, desired volumes of electronics, acceptable electronic devices not covered by the State s program, types of storage options, frequencies of collection, and any other elements should be identified and described. C. Facilities and Methods All respondents are required to submit a detailed listing of any and all facilities where the storage, disassembly, processing and recycling of the electronic devices takes place, including an address and capacity for processing. Additionally, the respondent should describe the recycling process utilized to: identify suitable items for reuse, reclaim the components of the electronic devices, security of user data, and provide a listing of a) current end users/markets for these devices and/or their raw components, and b) their domestic and/or international locations. D. Logistics and Scheduling All respondents are required to submit a detailed description of the containers to be used, transport methods and scheduling for the drop off of empty containers and removal of full containers from the transfer station. 3
E. Certifications All respondents are required to disclose any and all certification that have been obtained which document and support the responsibility of the company and its reuse/recycling practices. Include the name, certification number, date obtained and expiration of each certification. If the company is in the process of obtaining one or more certifications, please elaborate on the certification process and expected completion date. F. References and Experience 5. INQUIRIES Respondents must demonstrate sufficient experience in the field to perform work proposed. The customer references must include the name of the organization, address and telephone number, individual contact person, where similar services were performed and a description of the services provided. All questions pertaining to this Request for Proposal shall be faxed to Adam Tulin, Director of General Services, at fax number (860) 647-5206 or emailed to gensvcs@manchesterct.gov not later than five (5) days prior to the date proposals are due. A summary of all questions and answers will be made to all prospective respondents via an addendum if they might influence the project. This Request for Proposal and any addendum shall only be issued on the Town web page http://generalservices1.townofmanchester.org/index.cfm/bids/. It shall be the responsibility of all interested firms to check the website for addenda prior to submitting a response to this Request for Proposal. No addendum shall be issued less than 2 calendar days before the due date unless it is to postpone the due date. 6. SITE VISIT Interested parties may contact Brooks Parker, Environmental Services Manager at (860) 647-5279 or by email at bparker@manchesterct.gov to schedule a time to view the proposed collection site and operations. 7. SELECTION PROCESS The Town of Manchester is very interested in ensuring that the recycling of the electronic devices collected under this program by the selected respondent are recycled in an environmentally safe and effective manner. The proposals will be evaluated by the Town based upon the following factors: 1. History of the company and references from customers 2. Documented safe and environmentally sound reuse and recycling practices 3. Listing of additional non-covered electronics that the respondent is willing to accept at nocharge from Town residents 4
4. Enhanced services that offer the most economically advantageous provisions for the Town of Manchester and potentially the Board of Education The Town of Manchester shall select the proposal(s) that is responsible and responsive and determined to be the best suited, most advantageous, and provides the greatest overall benefit to the Town. The Town expressly reserves the right to negotiate with the selected Proposer(s) prior to an award of any contract pursuant to this Request for Proposal. The Town reserves the right to reject any and all proposals and to waive any informalities or technical defects in a proposal. 8. TERM OF CONTRACT The initial term of this contract shall be for two years. Upon mutual agreement of the Town and the contractor, this contract may be extended for additional one year periods at the same terms and conditions, not to exceed three additional years. The Town intends to begin the contract on Monday, July 2, 2018. If an earlier time frame can be negotiated in the best interests of both parties, then the potential exists to start earlier than July 2, 2018. If during the term of the contract the Contractor is not performing the contract to the satisfaction of the Town, the Contractor shall be notified in writing by the Town to take corrective action within 30 days. If corrective action is not taken or the Contract continues to perform in an unsatisfactory manner, the Town reserves the right to immediately terminate the contract. 9. GENERAL PROVISIONS A. The Town of Manchester is an equal opportunity employer, and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order 11246. By submitting a Proposal for this Request for Proposal, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. B. Any act or acts of misrepresentation of collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. C. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. D. The Town reserves the right to reject any and all proposals and to waive any informalities or technical defects in any proposal or discontinue this process at any time. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Town of Manchester or that no proposal was accepted. 5
E. The Town will not be liable for any costs incurred in the preparation of the response for this Request for Proposal. All proposal submissions and materials become property of the Town and will not be returned. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act after award decision has been made. F. These specifications in their entirety are the property of the Town of Manchester. The Proposer shall not copy or disseminate any portion of these specifications without express written authorization from the Town of Manchester, except as necessary in the preparation of a proposal. Any authorized copies of these specifications or portions thereof shall include a similar paragraph prohibiting further copying or dissemination. G. Assignment by the successful respondent to a third party of any contract based on the Request for Proposal or any monies due is prohibited and will not be recognized by the Town of Manchester unless approved by the Town in writing. 10. INSURANCE REQUIREMENTS The awarded vendor is required to submit a current certificate of insurance. A copy of the Town s insurance requirements is attached. 6
STANDARD INSURANCE AND INDEMNIFICATION REQUIREMENTS FOR BIDS, PERMITS AND THE USE OF TOWN FACILITIES I. GENERAL CONDITIONS: Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and affect the insurance outlined here for coverage s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ insured s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees. A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage s required here are in effect and specifying that the liability coverage s are written on an occurrence form and that the coverage s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees. B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner. C. Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers compensation, will defend and include the owner and owner s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract. D. Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the Work until date of final payment and then extended for an additional three (3) years from date of final payment. If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal. E. Subcontractors Insurance: The contractor/insured will require each subcontractor hired by and/or employed by contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor. 7
F. Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section. G. Hold Harmless: The contractor/insured shall defend, indemnify and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder. II. INSURANCE LIMITS AND COVERAGE: A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and coverage s of Insurance Services Office (ISO) policies, forms, and endorsements. B. If the contractor/insured has self-insured retention s or deductibles under any of the following minimum required coverage s, the contractor/insured must identify on the certificate of insurance the nature and amount of such self-insured retention s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retention s or deductibles will be the contractor/insured s sole responsibility. C. Workers Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Workers Compensation insurance as required by the laws of the State of Connecticut. Employer s Liability insurance shall be provided in amounts not less than: $500,000 per accident for bodily injury by accident; $500,000 policy limit by disease; and $500,000 per employee for bodily injury by disease D. Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors. See chart below for applicable minimum coverage amounts. Contract Amount Minimum Single Occurrence Amount Minimum Annual Aggregate Amount 0-2,000,000 1,000,000 2,000,000 2,000,001-10,000,000 2,000,000 4,000,000 > 10,000,000 4,000,000 8,000,000 8
Notes: If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for Explosion, Collapse and Underground ( XCU ). Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor/insured or insured from the Fire Marshall. E. Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property; in any one accident or occurrence. This policy shall not be subject to an annual aggregate limitation. See chart above for applicable minimum coverage amounts. F. Owner s and Contractor s Protective Liability Insurance for and in the Name of the Town and/or State: With respect to the Contractor s Project operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property. See chart below for applicable minimum coverage amounts. Contract Amount Minimum Single Occurrence Amount Minimum Annual Aggregate Amount 0 20,000,000 1,000,000 2,000,000 20,000,001 50,000,000 2,000,000 4,000,000 > 50,000,000 4,000,000 8,000,000 G. Excess Coverage: Contractor shall purchase and maintain excess or umbrella liability insurance with a limit of not less than $5,000,000, covering all lines of insurance required by this contract. 9