REQUEST FOR PROPOSAL (RFP) FOR: RFP # 18-040-57 LEACHATE HAULING MAR-OCO LANDFILL POSTING DATE: OCTOBER 17, 2018 RESPONSE DEADLINE: DECEMBER 4, 2018 4:00 P.M. CENTRAL STANDARD TIME (CST) TO: PAUL KLOSE MARINETTE COUNTY WASTE FACILITIES MANAGER 1926 HALL AVE MARINETTE, WI 54143
I. BACKGROUND Marinette County and Oconto County dba Mar-Oco Landfill are requesting proposals for leachate hauling. It is the intention of the Mar-Oco Landfill Committee to award the Contract for this work to a vendor with the skill and financial resources which are fully equal to the task of prosecuting the work in a satisfactory manner. If the Vendor s proposal is accepted, the Vendor shall execute the Contract set forth in the Request for Proposals. Notwithstanding any other provisions of the RFP, the Mar-Oco Landfill Committee reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or a combination of items when doing so would be to the advantage of the Mar-Oco Landfill. The Mar-Oco Landfill Committee reserves the right to compare the proposals by summing up any combination of items which it deems the basis of comparison. If the Contract is to be awarded, it will be awarded to the Vendor whose evaluation by the owner indicates that the award will be in the best interest of the Counties and it is the Counties intention to give a Notice of Award prior to January 11, 2019. The Mar-Oco Landfill shall not be liable for any losses incurred by the Vendor making the proposal throughout this process. The cost of preparing a response to this RFP is not reimbursable in part or in whole to the Vendor. Any proposal received will become the property of the Mar-Oco Landfill and a matter of public record. Any proprietary material or information should be marked and submitted as a supplement to the proposal to allow the Mar-Oco Landfill to protect the information as warranted. II. III. TENTATIVE PROJECT TIMELINE RFP posted by 4:00 p.m. Oct. 17, 2018 RFP questions due by 4:00 p.m. Nov. 28, 2018 RFP questions answered by 4:00 p.m. Nov. 30, 2018 RFP responses due at 4:00 p.m. Dec. 4, 2018 Committee Approval Dec. 12, 2018 Signing of Agreement Jan. 11, 2019 or before RFP SUBMISSION REQUIREMENTS Any deviation from these requirements may result in the proposal being considered non-responsive, thus eliminating the vendor from further consideration. Before submitting a proposal, it is recommended that each Vendor (a) examine the Contract documents thoroughly, (b) visit the site to familiarize themselves with local conditions that may in any manner affect cost, progress or performance of the work, (c) familiarize themselves with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work, and (d) to contact and visit the Oconto
Utility Commission wastewater treatment plant to familiarize themselves with the off loading location, off loading procedures and any additional requirements or costs associated with off loading at the facility which are above and beyond the treatment costs or per truck load cost to be paid by the Mar-Oco Landfill. Each proposal must be received by the due date and time set for this RFP. A proposal received after the established deadline will not be considered. The proposal shall be sealed and labeled with the following information: Name of Vendor Address Contact Person Telephone and Facsimile Number E-mail Address Upon award of the contract, the selected vendor will be required to submit a federal W-9 Form (request for taxpayer information) and the address where payments should be sent. Businesses already established with Marinette County as a vendor may have this requirement waived. Proposals should be clearly marked RFP#18-40-57 - Mar-Oco Landfill Leachate Hauling. It is the vendor s responsibility to ensure their proposal is received by the Mar-Oco Landfill Waste Facilities Manager by the due date and time. There will be no exceptions regardless of the circumstance. The proposal must include the Statement of Understanding of Proposal and any other supporting information the vendor chooses to provide. Proposals can be hand delivered or mailed. To facilitate evaluation of proposals, submit one clearly marked original along with two (2) copies. The proposal shall be prepared with a straightforward, concise delineation of the vendor s capabilities to satisfy the requirements of this RFP. All communications concerning this RFP shall be submitted to the Marinette County Land Information Office / Mar-Oco Landfill Waste Facilities Manager via e-mail to pklose@marinettecounty.com, or by phone at 715-732-7782. Withdrawal or modification of proposal: A vendor may withdraw or modify its proposal prior to the proposal due date. Any changes or withdrawals must be made prior to the proposal deadline and requested in writing. Thereafter, a proposal may not be withdrawn or modified during the proposal holding period. IV. RFP DUE DATE Proposals are due to the Mar-Oco Landfill Waste Facilities Manager by no later than 4:00 p.m. CST, Tuesday, December 4, 2018.
Delivery Address for Hand Delivery, USPS, UPS, DHL, Fed X, etc.: Paul Klose Marinette County Mar-Oco Landfill Waste Facilities Manager 1926 Hall Ave Marinette, WI 54143 E-mailed proposals will not be accepted. V. RFP QUESTIONS All questions related to this RFP must be in writing and received by the Mar-Oco Landfill manager by no later than 4:00 p.m., CST, Nov. 28 th, 2018, via e-mail to pklose@marinettecounty.com. Clearly mark the e-mail Questions for Mar-Oco Landfill Leachate Hauling Proposals. Phone call and faxed questions will not be accepted. Answers to all written questions will be re-issued in the form of an addendum and entered on the Marinette County website (http://www.marinettecounty.com) on November 30 th, 2018, no later than 4:00 p.m., CST. It is the responsibility of all interested vendors to access the website for this information. Calls for assistance with the website can be made to (715) 732-7782. VI. PROPOSAL FORMAT All submitted proposals shall include Attachments A, B and any addendum(s) and any other supporting information believed to be pertinent by the proposer. Neither a bid bond nor certified check is required to be submitted with the proposal. Proposals by a corporation must be executed in the corporate name by the president or a vice president (or other corporate officer accompanied by evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. Proposals by partnership must be executed in the partnership name and signed by a partner whose name/title must appear under the signature. VII. SCOPE OF SERVICES Marinette County desires to obtain proposals as identified in the attached agreement for the hauling of leachate from the Mar-Oco landfill to the Oconto Utility Commission wastewater treatment plant in Oconto, Wisconsin. The Vendor's work shall consist of weighing the tanker truck, operating the leachate pump to load the tanker truck, transporting the load of leachate to Oconto Utility Commission wastewater treatment plant, unloading the tanker truck and invoicing Mar-Oco for the loads hauled.
Annual Leachate Quantities - Past 5 Years Year Quantity (gallons) 2013 2.2 Million 2014 2.3 Million 2015 2.2 Million 2016 2.9 Million 2017 3.0 Million VIII. IX. METHOD OF PAYMENT The Mar-Oco Landfill will pay the vendor within 30 days of receiving an accurate invoice for leachate hauled. CONTRACT TERMS Please see the attached contract for project specifics. X. OTHER Taxes: Marinette County and Oconto County and the Mar-Oco Landfill are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes. XI. INSURANCE Insurance: Contractor shall provide satisfactory proof to the Mar-Oco Landfill that it has in effect at least the following insurance coverage. The Mar-Oco Landfill does not represent that these amounts are sufficient and contractor should exercise judgment about the adequacy of insurance coverage. WORKERS COMPENSATION INSURANCE: Contractor shall provide statutory workers compensation insurance coverage for its employees who will not be considered employees of Marinette County in any way. AUTO LIABILITY INSURANCE: Minimum of $300,000 per occurrence to cover bodily injury and property damage arising out of ownership, maintenance, or use of any motor vehicle, including non-owned and hired. GENERAL LIABILITY INSURANCE: Minimum limit of $1,000,000 per occurrence. This shall be broad form coverage. XI. XII. PROJECT CHANGES The Mar-Oco Landfill reserves the right to make changes to the project. Any changes in the scope of services shall be mutually agreed upon by the Vendor and the Mar-Oco Landfill. ATTACHMENTS A. Statement of Understanding/ Proposal Schedule B. Statement of Qualifications C. 2019-2021 Mar-Oco Landfill Leachate Hauling Contract
ATTACHMENT A RFP#18-040-57 LEACHATE HAULING MAR-OCO SANITARY LANDFILL STATEMENT OF UNDERSTANDING/PROPOSAL SCHEDULE The undersigned vendor understand the scope of the work and if awarded the Contract, agree to furnish all labor, materials and equipment to load truck and transport all leachate from the Mar-Oco Landfill to the Oconto Utility Commission wastewater treatment plant, located at 1616 Main Street, Oconto, WI 54153. The vendor is responsible for all costs associated with weighing, loading, transporting, unloading and any license fees. The Mar-Oco Landfill will pay directly to Oconto Utility Commission wastewater treatment plant, the treatment cost and the per load truck charge. Price per Gallon: $ per gallon hauled to Oconto Utility Commission Jan. 23, 2019- Jan. 22, 2020. $ per gallon hauled to Oconto Utility Commission Jan. 23, 2020- Jan. 22, 2021. $ per gallon hauled to Oconto Utility Commission Jan. 23, 2021- Jan. 22, 2022. Dated this day of, 2018 Name (Individual, Partnership or Corporation) By: Name/Title Witnessed by:
ATTACHMENT B RFP#18-040-57 LEACHATE HAULING MAR-OCO SANITARY LANDFILL STATEMENT OF QUALIFICATIONS PAGE 1 This form shall be submitted along with the Proposal Schedule. All questions shall be answered and the information given shall be clear and comprehensive. If necessary, questions may be answered on separate attached sheets. Please submit any additional information you feel is pertinent. 1. Company name (individual, partnership or corporation). 2. Office address. 3. Phone and fax numbers. 4. When organized? 5. If a corporation, where incorporated? 6. How many years have you been engaged in contracting business under your present company name? 7. Outstanding contracts? (Schedule these, showing amount of each contract and the anticipated dates of completion) 8. Type of work your company presently performs?
ATTACHMENT B RFP#18-040-57 LEACHATE HAULING MAR-OCO SANITARY LANDFILL PAGE 2 9. Have you ever failed to complete any work awarded to you? If so, explain. 10. Have you ever defaulted on a contract? If so, explain. 11. List two recent projects completed by your company, stating approximate cost for each and the month and year completed. 12. Specify (manufacturer, model number, year, and any special features) the equipment to be used on this project. 13. List your experience in work similar to this project.
ATTACHMENT B RFP#18-040-57 LEACHATE HAULING MAR-OCO SANITARY LANDFILL PAGE 3 14. List the background and experience of the principle members of your organization, including the officers. 15. Credit available $ 16. Three (one bank, two other) references (name, contact person, address and phone #): The undersigned hereby authorizes and requests any person, firm or corporation to furnish any information requested by Marinette and Oconto Counties in verification of the recitals comprising this Statement of Qualifications. Dated this day of, 2015 Name (Individual, Partnership or Corporation) By: Name/Title Witnessed by:
ATTACHMENT C RFP#18-040-57 LEACHATE HAULING MAR-OCO SANITARY LANDFILL MAR-OCO SANITARY LANDFILL LEACHATE HAULING CONTRACT THIS CONTRACT is made by and between. CONTRACTOR and the Marinette and Oconto County Landfill MAR-OCO, a bi-county landfill operation. MAR-OCO and CONTRACTOR, mutually agree as follows: 1. Definitions A. The terms Contract means: 1. This document 2. Request for Proposals attached and incorporated by reference. 3. Proposal response attached and incorporated by reference. B. MAR-OCO means Marinette County and/or Oconto County duly appointed representatives, agents or employees. C. Department or DNR means the State of Wisconsin Department of Natural Resources, its agents or representatives. D. Landfill means the MAR-OCO Sanitary Landfill located on Shaffer Road, Town of Stephenson, Marinette County, Wisconsin. E. Leachate means water or other liquid that has been contaminated by dissolved or suspended materials due to contact with solid waste or with gases generated by solid waste. F. Leachate Loading Station means the leachate pump, overhead loading apparatus, and concrete loading pad as well as the standpipe and concrete loading pad for the gas condensate. G. Underground Leachate Storage Tank means the 22,000 gallon steel tank located below ground, which is designed to contain leachate and the 3,000 gallon fiberglass tank used for collecting gas condensate. 2. Term of Contract The term of this Contract begins January 23, 2019 and extends for a period of three (3) years, ending January 22, 2022. MAR-OCO shall have the option to renew this Contract for an additional three (3) year period under the same terms and conditions, by giving CONTRACTOR a written notice of renewal at least sixty (60) days prior to January 22, 2022. 3. Billing
Billing shall be submitted to the Marinette County Land Information Department once per month on or before the 5 th day of each month. Bill shall be for each calendar month and shall include the date of each load, gallons hauled of each load, cost per load, and total cost for the month. 4. Payments Payments shall be made within 30 calendar days of receipt of each monthly bill. In the event of a dispute MAR-OCO shall inform CONTRACTOR immediately of the matter and shall work with CONTRACTOR to resolve the matter. 5. Collection and Discharge Leachate shall be collected from the MAR-OCO Sanitary Landfill and discharged at the Oconto Utility Commission wastewater treatment plant. CONTRACTOR shall be provided a set of keys to the landfill to allow for loading when landfill is not open. CONTRACTOR is responsible for weighing and recording the gross and tare weight of the tanker whenever the scale attendant is not present. If landfill is not open when loading, CONTRACTOR must close the gate after entering the site and lock the gate after leaving the site. In the winter months, MAR-OCO will only guarantee the access road is plowed during the hours of operation. CONTRACTOR shall obtain at its own expense any required discharge permit issued by the Oconto Utility Commission wastewater treatment plant. 6. Frequency and Response Requirement The frequency of collection services is sporadic and on an as needed basis. Service shall be provided on request by a telephone call, fax or e-mail to CONTRACTOR s local office. Service must be provided within 8 hours of the request. Time is of the essence in performing the work described in the Contract documents. 7. Sampling Representatives of the MAR-OCO or the treatment plant shall be permitted access to the tanker for purposes of obtaining leachate samples. 8. Equipment CONTRACTOR shall load its own tanker using the MAR-OCO equipment or in the case of the gas condensate CONTRACTOR s equipment. CONTRACTOR shall operate MAR- OCO s equipment as instructed, with caution and shall immediately notify MAR-OCO of any problems. 9. Volume of Leachate Anticipated
CONTRACTOR, at a minimum, must have the capability of hauling 24,000 gallons in a 24- hour period. MAR-OCO does not guarantee a minimum annual amount of leachate. 10. Volume Determination The volume of leachate hauled from MAR-OCO is determined by weighing the vehicle full and empty and converting the net weight to gallons by dividing the weight by a factor of 8.34 gallons/lb. 11. Residues from Other Jobs All residues from jobs other than MAR-OCO shall be drained completely to the extent practical. If residue remains which is toxic or hazardous or could cause damage to the sewage piping system or treatment plant, the tanker must be completely cleaned prior to hauling leachate under this Contract. MAR-OCO shall have the right to inspect the tanker for residue from other projects prior to filling the tanker with MAR-OCO leachate. 12. Treatment Plant Disposal Charge MAR-OCO will pay Oconto Utility Commission wastewater treatment plant directly for treatment cost and truckload charges. 13. Insurance Requirements A. Workers Compensation Insurance - said insurance to cover all employees in the requisite statutory amounts. B. Comprehensive General Liability 1. Bodily Injury $500,000 each occurrence $1,000,000 annual aggregate 2. Property Damage $500,000 each occurrence $1,000,000 annual aggregate C. Comprehensive Automobile Liability 1. Bodily Injury $500,000 each person $1,000,000 each accident 2. Property Damage $1,000,000 each occurrence
D. Insurance may be provided in the form of a base policy together with umbrella or excess policy. If this is done, the excess or umbrella policy shall not be more restrictive than the underlying policy. E. CONTRACTOR shall provide MAR-OCO with certificates of insurance prior to the execution of this Contract. 14. Default by CONTRACTOR MAR-OCO may declare CONTRACTOR in default and terminate this contract at any time and without notice in the event MAR-OCO determines the terms of the Contract and/or its supporting documents have been violated by CONTRACTOR. Such defaults shall include, but are not limited to, CONTRACTOR s failure to haul the minimum amount of leachate required by this contract in a 24 hour period or to dispose of all leachate at the Oconto Utility Commission wastewater treatment plant. 15. Governmental Regulations CONTRACTOR shall comply with all federal, state and local rules, laws and regulations. CONTRACTOR is responsible for obtaining all necessary licenses and permits for hauling of leachate, at its own cost, and shall provide a copy of the same to MAR-OCO. 16. Severability If any portion of this Contract should be found to be invalid, void or unenforceable for any reason, the remainder of this Contract shall nevertheless remain in full force and of full effect. 17. Indemnification CONTRACTOR shall save, keep, hold harmless and indemnify MAR-OCO, Marinette County and Oconto County from any and all claims, demands, or judgments resulting from CONTRACTOR's performance of the work described in this Contract. 18. Cost per Gallon CONTRACTOR shall be paid the following for hauling the leachate as described in the Request for Proposals: $ per gallon hauled to Oconto Utility Commission wastewater treatment plant Jan. 23, 2019- Jan. 22, 2020. $ per gallon hauled to Oconto Utility Commission wastewater treatment plant Jan. 23, 2020- Jan. 22, 2021. $ per gallon hauled to Oconto Utility Commission wastewater treatment plant Jan. 23, 2021- Jan. 22, 2022.
19. Modification This Contract constitutes the entire Contract and understanding between the parties hereto and it shall not be considered modified, altered, changed or amended in any respect unless in writing and signed by the parties hereto. CONTRACTOR shall not assign the Contract without the written consent of MAR-OCO. MAR-OCO Date: By: MAR-OCO Landfill Committee Chairperson By: MAR-OCO Landfill Committee Vice Chairperson CONTRACTOR Date: By: Owner