CHESTER COUNTY SOLID WASTE AUTHORITY LANCHESTER LANDFILL 7224 DIVISION HIGHWAY NARVON, PA 17555 PHONE: (610) 273-3771 OR (717) 354-4351 FAX: (610)-273-9870 REQUEST FOR PROPOSALS FOR: Planting, Maintaining, Harvesting and Selling of Christmas Trees RELEASED October 9, 2017 PROPOSERS NAME: CONTACT PERSON: ADDRESS: PHONE: EMAIL FAX: 1
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Christmas Tree Plot Phases 1&2 Overlook Area Maintenance Garage 4
REQUEST FOR PROPOSALS The Chester County Solid Waste Authority (CCSWA) solicits proposals for: Planting, Maintaining, Harvesting and Selling of Christmas Trees Proposals must be submitted in sealed envelopes with the words: Planting, Maintaining, Harvesting and Selling of Christmas Trees clearly printed on the outside. A copy of the proposal must be submitted to the Executive Director, Chester County Solid Waste Authority, Lanchester Facility, 7224 Division Hwy, Narvon, PA 17555. Proposals must be received no later than 2:00 PM prevailing time on December 1, 2017. Proposal documents including technical specifications and proposal forms may be obtained from Chester County Solid Waste Authority, Lanchester Facility, 7224 Division Hwy., Narvon, PA 17555 on or after (date). Questions regarding this request for proposals should be directed to the Executive Director, BWatts@ChesterCSWA.org 484 796-4040. The CCSWA reserves the right to waive technicalities and to reject any or all proposals or items herein in the best interest of the Authority. Signed Robert A. Watts Executive Director 5
INSTRUCTIONS TO PROPOSERS GENERAL CCSWA encourages non-profit organizations, located or having operations within Chester, Lancaster, or Berks Counties are preferred. The non-profit organization deemed most qualified to perform the contract work over the full duration of the proposed contract will be awarded the opportunity. No proposal will be considered which is submitted otherwise than upon the forms furnished or an exact copy thereof. A proposal form is provided and must be used when submitting a proposal. All pages of the form must be completely filled out and the whole signed by a supervisor or officer of the non-profit organization. Each proposal package must be enclosed in a sealed envelope and clearly marked on the outside with the specific request for proposal name. Proposals shall be delivered to: By Mail Chester County Solid Waste Authority 7224 Division Highway Narvon, PA 17555 By Electronic Submission bwatts@chestercswa.org CCSWA has experienced some difficulty regarding next day deliveries. In most cases, they will not arrive until after the time of the proposal opening. CCSWA will not be responsible for next day deliveries arriving after our deadline for proposal submission. It is understood that parties making proposals accept the terms and conditions expressed and contained in the contract documents and specifications attached. Proposals will be considered as conclusive evidence of complete examination of the specifications and a clear understanding of the services and/or equipment to be provided. No rights shall accrue to any person submitting a proposal or proposal until such proposal has been accepted, contract awarded, and such contract or purchase order completely executed in writing by a duly authorized officer of the CCSWA. DEFINITIONS Within this contract document, the words non-profit organization, proposer, and contractor are of equivalent definition to each other. PRE-PROPOSAL MEETING Each proposer should visit the site of the proposed work and become fully acquainted with the existing conditions relating to construction and labor, and should be fully informed as to the facilities involved and, the difficulties and restrictions attending the performance of the contract. The proposer should thoroughly examine the site drawings and all other contract documents. The contractor, by the execution of the contract, will in no way be relieved of any obligation under it due to his/her failure to receive or examine any form or legal instrument or to visit the site to become acquainted with the conditions there existing. The CCSWA will be justified in rejecting any claim based on facts regarding which he/she should have been on notice as a result thereof. 6
TIME FOR RECEIVING PROPOSALS Proposals received prior to the advertised hour of opening will be securely kept sealed. The officer whose duty it is to open the proposals will decide when the specified time has arrived, and no proposals received thereafter will be considered. There will be no exceptions. Proposals received by telegraphic communications are acceptable. Proposals received after the time of the proposal opening will be returned to the proposer unopened. No alternative proposals will be considered other than those alternative proposals specifically requested. CORRECTIONS Erasures or other changes in the proposals must be explained or noted over the signature of the proposer. WITHDRAWAL OF PROPOSALS Proposals may be withdrawn on written or telegraphic request dispatched by the proposer in time for delivery in the normal course of business to the time fixed for proposal opening provided that written confirmation of any telegraphic withdrawal over the signature of the proposer is placed in the mail and postmarked prior to the time set for Proposal opening. The proposal guaranty of any proposer withdrawing his proposal in accordance with the foregoing conditions will be returned promptly. No proposal may be withdrawn later than the fixed time of the proposal opening. No modifications or explanation of any proposal will be allowed after the same is sealed and delivered to Chester County Solid Waste Authority. Proposals may not be withdrawn for a period of five days after the date set for the opening. AWARD OF CONTRACT The contract will be awarded to the proposer submitting the most qualified proposal complying with the conditions of the Request for Proposals. Consideration will be given to past experience with fundraising projects of each proposing organization and demonstration of their plan to perform the CCSWA objectives to maintain a sustainable Christmas tree harvest program. CCSWA reserves the right to negotiate final terms and conditions as part of the award. The proposer to whom the award is made will be notified within one week following the next CCSWA Board meeting that includes this proposal on the Board agenda. The successful proposer will be required to execute a written contract with the CCSWA within 30 days after notice of acceptance of their proposal, or accept in lieu of a contract a purchase order. REJECTION OF PROPOSALS The Chester County Solid Waste Authority reserves the right to accept or reject any or all proposals or parts thereof, as deemed to be in their best interest. 7
A proposal that is incomplete, obscure, conditioned or contains additions not called for, or irregularities of any kind, including erasures, may be rejected. A proposal, which is unsigned, will be rejected. STATEMENT OF PROPOSALDER S QUALIFICATIONS All proposals must be prepared to present suitable evidence about past fundraising projects they have completed and how their organization will perform this project over the contract time period. Use Submittal Form attached. SUBCONTRACTORS In the case that the successful proposer (non-profit organization) deems it necessary to subcontract work outlined by the contract to be performed by an additional non-profit organization(s), the additional organization(s) will be considered to be equivalent to a subcontractor. Example: A local Boy Scout troop is awarded the contract, but later during the contract period the Boy Scout troop desires the help of a local Girl Scout troop to complete the work outlined by the contract. CCSWA will not unduly withhold such approved, but reserves the right to review and approve the addition of a subcontractor to the original contract. 8
GENERAL INFORMATION HOURS OF OPERATION CCSWA hours of operation are as follows: M F Saturday 7:00 a.m. - 4:30 p.m. 7:00 a.m. - 12:00 noon (NO Saturday deliveries unless approved by CCSWA) CCSWA observes the following holidays: New Years Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day *Access to the landfill site at times other than normal operation hours can be arranged with 3 days advanced notice to the CCSWA. SAFETY Prior to beginning of contract work, a safety training session will be conducted on site by the CCSWA and an initial supply of O.S.H.A. safety related equipment will be provided by CCSWA to the contractor s staff. Harmful chemicals and hazardous equipment should be handled only by competent staff on site. Safety equipment includes, but is not limited to, safety vests, work gloves, and rubber gloves. Additional safety equipment may be requested of the CCSWA by the contractor as deemed necessary during the contract time period. RESTROOMS A portable restroom is available beside the access road to the landfill. The contractor must provide portable restroom(s) at the job site if applicable. PERSONNEL All organization personnel must be pre-registered at the scale house and must sign in/out daily. A contractor foreman or supervisor must be on site when contractor personnel are performing work and must report to the CCSWA Superintendent or his designee at the start of each work day. MATERIAL DELIVERIES The organization must identify all deliveries. Deliveries must be made during normal CCSWA operating hours. UPS, Federal Express and U.S.P.S. deliveries to the CCSWA office shall be picked up by the organization the day of delivery. CCSWA will assume no responsibility for such deliveries. 9
STORAGE CCSWA is not responsible for any items or materials lost, stolen or damaged. An on-site area will be designated for storage of supplies and equipment used by the contractor, and CCSWA will select where the storage area is to be located. 10
STATEMENT OF PROPOSERS QUALIFICATIONS ORGANIZATION NAME: LOCATION: DATE: ADDRESS: 1. DESCRIBE PREVIOUS FUNDRAISER PROJECTS THAT YOUR NON-PROFIT ORGANIZATION HAS COMPLETED (USE ADDITIONAL PAGES IF NECESSARY) 2. HOW WILL YOUR ORGANIZATION ACHIEVE CCSWA S GOAL TO CREATE A SUSTAINABLE CHRISTMAS TREE HARVEST PROGRAM? 11
PLANTING, MAINTAINING AND FUTURE HARVESTING OF CHRISTMAS TREES GENERAL CONDITIONS Work to be performed under contract Work to be performed includes the planting, maintaining, harvesting and selling of Christmas trees along the designated Christmas Tree Plot Phases One and Two of the Lanchester Landfill, an area equivalent to 2.68 acres. The contract is designed for a 10-year time period, allowing for a full growth period of Christmas tree seedlings. Once trees are of marketable size, they will be harvested and sold by the selected non-profit organization, and 100% of the profits will be designated to the non-profit organization during the initial 10-year contract time period. General The proposer will comply with all the conditions, provisions, and specifications herein which are hereby made a part of the contract. The submission of the proposal will be considered as prima facie evidence that the proposer has become familiarized with and understands all conditions under which the contract will be awarded. Delivery of Services The services shall be performed for the Chester County Solid Waste Authority, Lanchester Facility, 7224 Division Hwy., Narvon, PA 17555. Contract Time This contract will take effect no earlier than January 1, 2018. The organization, after the receipt of a written notice of award of contract and/or receipt of the purchase order will perform the work outlined in this contract throughout the duration of the contract time period (10 years). The work shall be completed at various times and locations at the site during the contract time period, as scheduled by the contractor supervisor with the approval of the CCSWA. The contract may be extended for up to five years if agreed upon by both parties in writing upon conclusion of the contract time period. Contractor Access to Site All access to the project shall be through gates designated by the CCSWA for the contractor s use. All deliveries to the job site shall be between the hours of 7:00 a.m. and 4:00 p.m., Monday through Friday and 7:00 a.m. to 11:00 a.m. on Saturday. In the event of planned off-hour delivery, arrangements may be made with the CCSWA. All other after hour deliveries not provided for by the contractor will not be accepted. The contractor will determine their own work schedule. In the case that work will need to be performed outside of operational hours, arrangements may be made with the CCSWA. Supervision of Work 12
A. The contractor will supervise and direct the work efficiently and with their best skill and attention. The contractor will be exclusively responsible to see that the finished work complies accurately and completely with the contract documents. B. The contractor shall keep on site at all times during its progress, a competent supervisor, who shall not be replaced without written notice to CCSWA except under extraordinary circumstances. The supervisor will be the contractor s representative at the site and shall have authority to act on behalf of the contractor. All communications given to the supervisor will be as binding as if given to the contractor. C. The contractor supervisor shall provide competent, qualified personnel to perform this work as required by the contract documents. He/She shall maintain good discipline and order at the site. Time Site preparation and planting may commence upon completion of the Lanchester Landfill cap, or as agreed to by CCSWA. Planting shall take place to allow for optimum fertilization conditions, which is specified to be early spring (late March to early April). The length of the contract is ten (10) years, and will end 10 years from the date that the contract was originally signed. Signature is currently planned for early 2018 to allow for a tree harvest in 2028. Protection of Persons and Property The proposer (non-profit organization) agrees that if awarded a contract under these specifications, he/she will indemnify and save harmless CCSWA, their board members, and their employees from all suits and actions of every nature brought against them or any of them growing out of any contract or contracts, written or verbal, entered into between CCSWA and the proposer. List of Materials CCSWA will provide to the contractor an initial supply of safety equipment and supplies necessary for performing the work outlined by the contract. In the case that additional safety equipment or supplies are deemed as necessary by the contractor, they may submit a request to CCSWA to obtain these materials, with the understanding that replacement equipment is at the discretion of CCSWA. Materials The furnishing of materials by each party in the contract will be as follows: A. CCSWA a. Seedlings (species and quantities to be determined by the contractor with the approval by CCSWA) b. Initial supply of suitable fertilizer (preferably organic), pre-emergence herbicide (Atrazine), post-emergence herbicide (Roundup Pro/Ultra), fungicide (Copper Hydroxide) and pesticide (Sniper) to be applied to the Christmas Tree Plot Phases 1 and 2 (as shown on drawings) c. Drawings of Christmas tree plots d. Initial supply of safety equipment (safety vests, work gloves, rubber gloves) e. Initial supply of preparation and maintenance equipment (for planting, shearing, pruning) 13
f. Initial supply of harvesting equipment (saws to cut trees) B. Selected Non-Profit Organization a. Planting equipment including shovels and other digging equipment required to hand plant trees b. Vehicles for transportation of materials and trees Tree Selection and Purchase A. Selection of Trees a. Supplier of seedlings will be determined by the non-profit organization with approval by the CCSWA. Species that are typically recommended for projects such as this include Fraser and Douglas firs, as well as Scotch pine and Blue spruce. CCSWA will not approve more than 40% of one type of Christmas tree species to be planted on either site. Species ordered should be determined to be suitable for growth in the soil in which they will be planted. Consideration should also be given to the individual growth rates for each tree species that will be planted and the targeted harvesting dates compared to the 10-year contract. B. Purchasing of Trees a. Planting in 5 x5 parcels allows for approximately 1500 trees to be planted per acre, so the approximate amount of seedlings that can grow on Christmas Tree Plot Phases One and Two is 4,020. The contractor shall determine the quantity of seedlings to be purchased with approval by the CCSWA, as seedlings between 2 and 3 years old are priced at approximately $0.80 per seedling (subject to species) when sold in bulk quantities. Site Preparation and Installation Grass on the Christmas tree plots will initially be mowed by CCSWA to no greater than 6 prior to the start of contract work. Pre-emergence herbicide should be applied on site before planting commences. Pre-emergence (before weeds have appeared) herbicides should be applied to soil surrounding seedling after initial clearing of vegetation and planting of seedling has occurred. No greater than 1 diameter areas should be spot-killed with herbicide per each tree seedling prior to planting. Excessive clearing of vegetation may warrant erosion and sediment control concerns by CCSWA. Each individual parcel designated to one tree seedling should have dimensions of at least 5 x5, and access roads should be designed along the existing landfill benches (flat plains) where the Christmas tree plots are located. Planting should take place in early spring (between late March to early April), and should be done preferably when conditions are cloudy and cold. Site Maintenance Application of fertilizer to seedlings is not recommended during the first year of planting. The use of organic fertilizer is also recommended for the healthy growth of Christmas trees. Fertilizer should be applied according to the manufacturer s recommendations. Post-emergence (after weeds have appeared) herbicide and pesticide application should be done sparingly, using no more than 1-1.5 quarts per acre of trees, and pesticides should only be applied to the lower-third of the tree and below. 14
Application of post-emergent herbicides and pesticides should be performed at least six to seven times per growing season during dry conditions. Fungicides should be applied from April to August at least three times, during 7-10 day intervals. Upon conclusion of the third growing season, each tree should be sheared annually, and pruned at the base of the tree when the second shearing takes place. No shearing should be conducted after the tree has grown 4 to 5 feet tall. Grass should be mowed or maintained using an approved height control method between two to three times per growing season by CCSWA as requested by contractor. Shearing should take place during summer months (June-August), along with mowing. Following the initial mowing of the Christmas tree plots prior to planting, the non-profit organization may request for the planting area to be mowed by CCSWA, at the discretion of CCSWA. In the case of tree mortality, the CCSWA will be responsible for material expenses related to replanting tree seedlings, and the non-profit organization will be responsible for removing the original tree and replacing it with a new tree seedling. Tree Harvest and Replanting Upon harvesting, which should occur only when trees have grown to at least five feet in height, trees will be made marketable to customers by the contractor. Trees are recommended to be cut (rather than being pulled from the ground with roots still intact) when they are deemed to have attained these marketing requirements, and sold for prices at the discretion of the contractor. Harvesting should take place during winter months when weather conditions are cold and wet. The contractor will decide where the trees will be sold to the customer, at the benefit of the contractor. The contractor will be responsible for transporting the trees to the designated selling area, which is to be located off-site from the Lanchester Landfill. Trees will be sold at prices determined by the contractor, as 100% of the profits will be kept by the contractor. Approximate Christmas tree farm wholesale prices for individual tree species are shown below: Height (ft) Douglas Fir Fraser Fir Blue Spruce Scotch Pine 5-6 $16 $21 $15 $10.65 6-7 $20 $26 $20 $13.60 7-8 $25 $30 $25 $17.90 8-9 $38 $49 $30 $25 The contractor can continue the planting, maintaining, harvesting and selling activities until the 10-year contract period has concluded. Upon expiration of the contract, the intention of the CCSWA is to renew the contract with the participating contractor to continue the planting, maintaining, harvesting and selling of Christmas trees. Following the harvesting of a tree, a new seedling should be replanted in the same location where the previous tree was harvested from. CCSWA will be responsible for material expenses related to planting new seedlings, similarly to the occurrence of tree mortality. 15
REPORTS Contractor will provide to CCSWA a report for each calendar year not later than January 31 following the previous calendar year. The report will contain the following information: Materials supplied by CCSWA Inventory of tools stored on site with ownership Approximate number of hours worked and description of work performed Number of tree mortalities Number of trees harvested Revenues generated by contractor from sale of trees TERMINATION Prior to the end of the contract period, should the contractor prove unable to continue the work outlined by the contract during the contract period, and no other organization is selected to continue the contract work, planted trees will remain property of the CCSWA. A 30-day written or telegraphic notice should be given by contractor to CCSWA in the case that the contractor can no longer perform the work outlined by the contract. If CCSWA awards the contract to another organization, the contract period may be renegotiated at the discretion of the CCSWA. 16
PROPOSAL FORM FOR: TO: Planting, Maintaining, Harvesting and Selling of Christmas Trees CHESTER COUNTY SOLID WASTE AUTHORITY 7224 DIVISION HIGHWAY NARVON, PA 17555 PROPOSAL OF (NAME OF PROPOSALDER) (ADDRESS) (PHONE) (FAX #) (CONTACT) CCSWA Executive Director: In conformity with the specifications as prepared by Chester County Solid Waste Authority, 7224 Division Hwy., Narvon, Pa. 17555 and after an examination of the Proposal Form, the undersigned submits this proposal. The undersigned, having examined the contract documents for planting of Christmas trees across approximately 2.68 acres, and having visited the site and examined the condition affecting the work, hereby agree to furnish supervision and coordination of work, and to perform all operations necessary to complete the entire work required by the contract documents. It is hereby certified that the undersigned is (are) the only person (s) interested in this proposal as supervisor, and that the proposal is made without collusion with any person, firm or corporation. The undersigned further guarantees that, if awarded a contract, (need to specify here what is being provided from both sides) he/she will perform all labor, upholding the requirements of and in accordance with the specified conditions, to the complete satisfaction and acceptance of Chester County Solid Waste Authority. It is understood that Chester County Solid Waste Authority, Narvon, Pa., reserves the right to reject any/or all proposals, or parts thereof, or items therein and to waive technicalities required for their best interest. 17
Organization Name Authorized Signatures Notary Seal Date 18