Household Hazardous Waste Contractor

1 | P a g e REQUEST FOR PROPOSALS Household Hazardous Waste Contractor ISSUED BY: Emmet County 200 Division Street Petoskey, MI 49770 RFP # EC-11-2022#20 Release Date: November 2, 2022 2 | P a g e Emmet County Finance Department Suite G74 200 Division Street Petoskey, Michigan 49770 A. PROPOSAL REQUESTED Emmet County is soliciting proposals from qualified firms to provide the County with managing hazardous waste collections from residents and CESQGs in our area at scheduled collection events each year. B. PROJECT BACKGROUND This program will provide residents and conditionally exempt small quantity generators a convenient opportunity to dispose of/recycle hazardous wastes in an environmentally responsible manner. ESTIMATED TIMELINE – RFP Released November 2, 2022 Deadline to Submit Written Questions November 14, 2022 @ 3:00 PM EST Response to Questions November 17, 2022 @ 3:00 PM EST Proposal Due Date & Public Bid Opening – Admin Conf. Room December 1, 2022 @ 3:00 PM EST Project

Review and Award Date Pending BOC Approval December 12, 2022 (tentative) *BOC = Board of Commissioners Contact DPW Director Andi Tolzdorf with any questions. She can be reached at atolzdorf@emmetcounty.org C. SCOPE OF WORK The purpose of this request for proposal is to invite prospective vendors to submit a proposal to supply HHW Services to Emmet County. The Vendor shall provide the following related to this particular RFP: BACKGROUND Emmet County’s population (according to the 2010 U.S. Census results) was 32,694 people, comprising of 13,948 households. The Emmet County Department of Public Works owns and operates a solid waste transfer station and recycling center. The facility is located at 7363 Pleasantview Road, Harbor Springs, MI 49740. The DPW has offered household hazardous waste collection events 3 days per year, one each in the spring, summer, and fall, outdoors at the transfer station site. NOTE: We accept batteries, motor oil, antifreeze, and fluorescent lamps on an ongoing basis during regular recycling center hours (8-4 weekdays, 8-3 Saturdays). Motor oil is stored in two 500-gallon tanks, antifreeze in 55- gallon drums, automotive batteries on skids, household batteries in 55-gallon drums, and fluorescent light bulbs in boxes. All these items are received in our small, 3-compartment hazardous waste storage unit located at the Transfer Station. Emmet County DPW receives these items year-round, and they will not be included in the collection. Also not included: latex paint, e-waste, and potentially oil paint. 3 | P a g e The Household Chemical Drop-Off Program began in 1993. Volumes for recent years were as follows: Year Drop-Off Days Pounds Total* Loads** Avg. #/Load 2019 3 57,474 459 125 2020 2 36,148 519 69 2021 3 49,091 597 82 2022 3 46,552 485 95 *These totals do not include motor oil, antifreeze, batteries or fluorescent lamps, latex paint or e-waste, which are accepted for recycling anytime the Transfer Station is open. Some motor oil, antifreeze, batteries, and fluorescent lamps may be received during these collection days and may add up to 15% to the quantities shown. Materials given away for reuse are also excluded. ** Carloads. A handful of loads contain materials from more than one household. Our Hazardous Waste Collection Program currently operates as follows: Three Household Chemical Drop-off Days per year are scheduled in the early spring for Saturdays occurring during the late spring, summer, and early fall. Based on budget restraints, we may need to reduce to two events per year depending on pricing. Choice of dates takes into account when holidays fall, availability of our staff and volunteers, and avoiding peak Transfer Station/Recycling Center traffic. Emmet County DPW relies on staff and volunteers for traffic and customer questions, and contractor for unloading, sorting, packaging, and loading, at the scheduled drop-off days. Collections generally run from 8:30 a.m. to 12:00 p.m., with the earliest appointments being by far the most in demand. To accommodate growing demand, Emmet County DPW may want to extend each collection to run from 8:30 a.m. to 1:00 p.m. As each Drop-Off Day approaches, it is promoted through social media, press releases and advertisements in local newspapers. Residents also frequently learn of the HHW collection program through the staff at our Transfer Station. Those wishing to use the service call to make an appointment for a Drop-Off Day. CESQG’s are encouraged to fill out paperwork in advance. At the time the appointment is set, office staff ask participants about the quantity and type of material they plan to bring, inform participants of unacceptable materials (currently only, explosives, and radioactive materials), ascertain whether the participant represents a household or business, determine what county they are coming from, and ensure that they know where the Station is located. Emmet County DPW staff set up the collection site before the first appointment on a collection day (facility gate opens at 7:00 a.m.), including, safety equipment, directional signs, and traffic cones. During this same timeframe contractor staff set up tables, containers, weigh scale, including any unmentioned tasks necessary to perform collection and inventory duties. During the drop-off events, our personnel and volunteers greet and survey participants, gather information about unmarked materials from participants if possible, and separate a small amount of select materials to be given away through our exchange program from those to be removed by the Contractor. Motor oil, antifreeze, batteries, fluorescent lamps, and electronics are handled by other companies at this time, these are generally set aside separately. At the end of the collection day, Contractor removes all materials from the drop-off site. The Contractor prepares any required container labeling and manifest(s), and assumes generator status. 4 | P a g e A site plan of the Emmet County Transfer Station and Recycling Center is included in this RFP. Please note that the collection is held behind the Recycle Tip Building, at the top of the site plan. There is plenty of space for sorting tables, aggregating materials, and staging a semi-trailer for loading. Any use by Contractor of ECDPW facilities, resources, or personnel must be clearly stated in the proposal. The Contractor is responsible for marketing materials as possible for reuse and recycling and disposing of non- recyclable materials in the most environmentally sound manner available. The Contractor submits copies of the manifests and detailed invoices listing quantities of each type of waste received and corresponding charges, including a separate detailed invoice for clean sweep materials. PROGRAM SPECIFICATIONS The successful bidder(s) will (see Collection Package on Bid Form): Provide supplies and equipment, including safety equipment. • Set up facilities, equipment, and supplies for traffic control and receiving, handling, sorting, and packing materials. • Unload, receive, handle, sort, and pack materials in preparation for transportation, including labeling and manifesting. • Assume generator status and transport materials on the day of HW drop-off. • Market materials as much as possible for reuse and recycle, and dispose of non-recyclable materials in the most environmentally sound manner available. • Prepare and submit all necessary paperwork to national, state, and local regulatory agencies. • Make a report to the ECDPW, within 30 days of removing materials from ECDPW facility, of the types and quantities (specifying gross or net weight) of material collected. Types must be broken out at a minimum into the following categories: liquid and solid flammables (i.e. oil based paints, solvents, etc.), flammable gases (aerosol cans, propane cylinders, etc.), poisons (i.e. pesticides, heavy metals, reactive/oxidizers, etc.), corrosives (i.e. acids and bases), light ballasts (PCB’s), fluorescent and HID lamps automotive products (i.e. transmission fluid, brake fluid, etc.), household batteries, lead acid batteries, and any other not identified above. • Provide facilities, supplies, materials, vehicles, and equipment (including safety equipment) for the above tasks. • Provide all packing material including containers • Specify approach for accepting CESQG waste and indicate willingness to accept it directly from generator. • Take down facilities, equipment, and supplies for above tasks. • Inventory and enter all Clean Sweep materials into the MDARD Clean Sweep reporting website (if required) in a timely manner. Note: Unless specifically identified as items, facilities, or labor to be provided by the County, the service provider shall furnish all professional services, supervision, labor, and training, and all facilities, equipment, supplies, and materials necessary to complete this work in a safe manner consistent with all national, state, and local regulations. INFORMATION REQUIRED FROM BIDDERS Contract proposals must provide sufficient information to permit a determination that project requirements can be met and that the project plan will be successfully implemented. Specific objectives, general work tasks, and special project organization and management requirements have been developed and are detailed in this RFP. The successful bidder must describe in sufficient detail how its plan and tasks will be implemented, the resources, materials and equipment which will be utilized, and how the necessary project management interactions will be carried out. Contract proposals must be submitted in the format outlined below: 5 | P a g e BUSINESS ORGANIZATION State the full name and address of your organization and, if applicable, the branch office or other subordinate element that will perform, or assist in performing, the work hereunder. Indicate whether you operate as an individual, partnership, or corporation; if as a corporation, include the state in which you are incorporated. If appropriate, state whether you are licensed to operate in the State of Michigan. State the same for any subcontractors performing tasks as a part of this project. MANAGEMENT SUMMARY Describe in narrative form the management structure, methods, and procedures selected by your organization to complete the project as described in the RFP. Include any evaluative and/or quality assurance measures you utilize. WORK PLAN Describe your technical plan for accomplishing the work. Section A: List materials which you will not accept. Section B: Describe your plan for transporting materials including any pre-sorting as well as containment, necessary labeling and manifesting, loading, and hauling arrangements. Section C: Include your plans for storing, handling, and transporting any amounts greater than anticipated over a given period. Section D: Describe how and where you ultimately reuse, recycle, treat, store, and/or dispose of all materials you propose to accept and any byproducts of these processes. Section E: Describe all necessary reporting to national, state, and local regulatory agencies and how your company processes this. Section F: Describe any facilities, supplies, materials, vehicles, and equipment required but not mentioned in other sections of this work plan. Section G: Include samples of proposed format of invoices or reports specifying volumes and types of material. Section H: Describe your business closure plan. Section I: Describe how you would conduct the collection events, including set up (Gate opens at 7:00 a.m. for set up, unless prior arrangements are made.), receiving, handling, sorting, and packing of materials, storage of collected materials (if necessary), and clean-up after the event. Section J: If proposing to use DPW personnel, describe your requirements for handling and sorting of materials, and plans for training our staff and volunteers. Section K: Describe your plan for pumping/loading the material at our facility, any necessary pre-transport preparations, labeling, and manifesting for hauling the material. Section N: Describe how and where you ultimately reuse, recycle, treat, store, and/or dispose of all materials you propose to accept and any by-products of these processes. Section O: Describe all necessary reporting to national, state, and local regulatory agencies and how your company processes this. 6 | P a g e Section P: Describe any facilities, supplies, materials, vehicles, and equipment required but not mentioned in other sections of this work plan. Section Q: Include samples of proposed format of invoices or reports specifying volumes and types of material. Note: Unless specifically identified as items, facilities, or work to be provided by the County, the service provider shall furnish all professional services, supervision, labor, and training, and all facilities, equipment, supplies, and materials necessary to complete this work in a safe manner consistent with all national, state, and local regulations. AUTHORIZED NEGOTIATORS Include the names and phone numbers of personnel of your organization authorized to negotiate the proposed contract with the County. PRIOR EXPERIENCE DISCLOSURE Given the project objectives, the contractor should demonstrate an established competence with respect to management of hazardous waste in the manner described above. Proposals submitted should include in this section a listing of qualifying experience, including at least three household hazardous waste collection programs served in Michigan. Include the name, address, and phone number of the responsible official of the client organization who may be contacted. COST AND PRICE ANALYSIS The information requested in this section is required to support the reasonableness of your quotation. Provide prices on the enclosed bid form. ADDITIONAL INFORMATION Include any other information that is believed to be pertinent, even if not specifically requested. 7 | P a g e EMMET COUNTY DEPARTMENT OF PUBLIC WORKS Hazardous Waste Management 2022 BID FORM Company Name ____________________________________________ Contact Name* ____________________________________________ Address ____________________________________________ City, State, Zip ____________________________________________ Phone ____________________________________________ Fax ____________________________________________ E-mail ____________________________________________ Bid Checklist: _____ Collection Package _____ Management Summary _____ Work Plan _____ Authorized Negotiator(s) _____ Prior Experience Disclosure _____ Cost and Price Analysis _____ Three Michigan Reference Collections & Contact Info _____ Additional Information The undersigned proposes to furnish transportation, reporting, processing, marketing, and record keeping services and optional services for Emmet County as outlined in Emmet County’s Request for Proposals and the attached Company Proposal for the following costs: *Party authorized to negotiate a contract for the services described herein. 8 | P a g e COLLECTION PACKAGE Company Name ____________________________________________ Flat/Per Event Charges: Description Charge ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ Volume-Based Charges: Description Charge/Lb. or Gl.** ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ ___________________________________ __________________ Signed* ___________________________________________________ *Party authorized to negotiate a contract for the services described herein. **Specify whether net or gross weight (i.e. whether costs include shipping container weight, etc.), also if a minimum container fee is applicable and how rate is determined (by weight or volume). NOTE: We have a forklift scale and a truck scale. 9 | P a g e The Vendor shall also provide the following as requested for all County RFPs: A. If applicable, provide continual or annual costs such as warranties or service contracts. B. Description of its invoicing process. Invoices should itemize line items by building location. C. An opportunity for Emmet County to complete a final inspection before acceptance of the work/ product. The Vendor will arrange for the return of all damaged or miss-shipped items. There will be no restocking fee for the return of items damaged or shipped by the vendor in error. All items returned will be credited to invoice within 14 days of receipt. D. Available financing options and terms. E. If applicable, no less than three (3) days of training to ensure adequate education of all personnel at the expense of the company providing the equipment to Emmet County. D. SUBMITTALS In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Emmet County as necessary to gain such understanding. The County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Emmet County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Emmet County. All information provided by Emmet County in this RFP is offered in good faith. Individual items are subject to change at any time. Emmet County makes no certification that any item is without error. Emmet County is not responsible or liable for any use of the information or for any claims asserted there from. The County intends to select a vendor in December 2022. Submittals will be evaluated and ranked based on the following criteria: A. Team Experience (they must be available and participating in the project). 25% of the evaluation; B. Costs for the HHW Hauling and Collection Services . 35% of the evaluation; C. Approach to project to accomplish the County’s goals. 25% of the evaluation; D. Warranty, service contracts, industry standards and references and history of similar projects carried out and completed on-time with no cost over runs or increases incurred. 15% of the evaluation. Bidders are required to submit their proposals in the format and order of the above listed evaluation criteria. Submittals should be on double-sided sheets with text no smaller than size 11 font on 8-1⁄2” x 11” paper. Proposals will be reviewed by an internal committee where quotes will be evaluated and ranked. Proposing bidders may be asked to participate in an interview to further discuss qualifications and to answer questions from the committee. The contract will be awarded to the responsible, responsive vendor whose proposal, conforming to this solicitation, will be most advantageous to Emmet County, price and any other factors considered. Emmet County reserves the right in its sole discretion to accept or reject any or all proposals, in whole or in part, without incurring any cost of liability whatsoever, and to waive informalities and minor irregularities in bids received. The County shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in any archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. 10 | P a g e E. REPRESENTATIONS AND CERTIFICATIONS Full name and address of the business with a short description of the business. Include a description of the following: A. Business organization B. Year established C. Federal ID number D. Michigan tax ID number E. The business’ legal formation (e.g. corporation, sole proprietor, etc.) F. State of incorporation, if applicable. G. List the business’ officers (up to three). H. List the location and address of the business’ office in Michigan that will provide the services requested. I. Provide a list of business’ primary services. Provide a list of similar projects completed by the firm. F. REFERENCES RFP reviewers may solicit references from some or all client contacts provided with previous experience examples above. Please include three (3) references. G. COMPENSATION / FEES Identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The respondent is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Costs for subcontractors are to be broken out separately. H. CONFLICT OF INTEREST Disclose any conflicts or perceived conflicts of interest. Identify what procedures your firm utilizes to identify and resolve conflicts of interest. I. COPIES OF THE FOLLOWING ITEMS: A. Comprehensive General Liability and Property Damage coverage. (see below requirements) B. Professional Liability (Errors and Omissions) coverage. C. Worker’s Compensation coverage. (see below requirements) D. Automobile Liability (see below requirements) E. Any and all relevant license/registration numbers. J. INSURANCE REQUIREMENTS (as applicable) The successful bidder must meet the following minimum insurance requirements and provide proof of coverage on a Certificate of Liability Insurance form submitted with proposal: A. If Quote is awarded, Certificate of insurance must name Emmet County as a certificate holder. 11 | P a g e B. Certificate of insurance must name as an additional insured Emmet County, its agents, officers, officials, employees are hereby named as additional insureds, as their interest may appear. C. General Liability Coverage: a. $500,000 Each Occurrence b. $500,000 Property Damage c. $5,000 Medical Expense d. $500,000 Personal & Advertising Injury e. $1,000,000 General Aggregate f. $1,000,000 Products & Completed Operations D. Automobile Liability a. $1,000,000 Combined Single Limit; or b. $1,000,000 Bodily Injury c. $500,000 Property Damage E. Workman’s Compensation insurance as required State statutory limits. If any proprietor, partner, executive, officer, member, or employee is excluded from worker’s compensation or if the Workers Compensation policy is for certificate purpose only, it must be stated on the certificate. K. INSTRUCTIONS FOR FIRMS: For your bid to qualify, you must submit three (3) hard copies in your SEALED BID no later than 3:00 p.m. on December 1, 2022 to: EMMET COUNTY FINANCE DEPARTMENT ATTN: Priscilla Meyer, Civil Counsel Office 200 DIVISION STREET, SUITE G70 PETOSKEY, MI 49770 1. Response to this RFP MUST be clearly marked RFP# EC-11-2022#20 – Household Hazardous Waste Contractor. 2. Questions shall be submitted in writing to Andi Tolzdorf at atolzdorf@emmetcounty.org no later than 3:00 p.m. on November 14, 2022: 3. This RFP, any addendums, and any potential questions and answers will be posted on the Emmet County website at https://www.emmetcounty.org/open-bids-rfps/. 4. The County reserves the right, in its sole discretion, to reject any and all proposals, or parts of any proposal, for any reason whatsoever and waive technicalities. 5. The County will only accept proposals that are responsive to the RFP and are prepared and submitted in compliance with the requirements set forth in this RFP. 6. Emmet County will not award any proposal to an individual or business having any outstanding amounts due from a prior Contract or business relationship with the County or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and licenses. No late submissions will be accepted. https://www.emmetcounty.org/open-bids-rfps/ 12 | P a g e IRAN LINKED BUSINESS CLAUSE The Respondent who is selected as Consultant shall certify to the County that neither it nor any of its successors, parent companies, subsidiaries, or companies under common ownership or control of the Consultant, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. It is expressly understood and agreed that the Consultant shall not become an “Iran linked business” during the term of this Agreement. NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS OF INVESTIGATION AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012. CERTIFICATION I hereby state that I have read, understand, and become thoroughly familiar with and understand the terms and scope of work contained in the RFP. I hereby state that all of the information I have provided is true, accurate and complete. I hereby state that I have authority to submit this RFP which will become the basis for a binding contract if accepted by the Emmet County. I hereby state that this quote will remain valid for six (6) months from this certification date. Signature: _____________________________________________________________________________ Print Name: ___________________________________________________________________________ Title: _______________________________________________ Date: _____________________________ Company Name: _______________________________________________________________________ Address: ______________________________________________________________________________ ______________________________________________________________________________ Contact Name: _________________________________________________________________________ Office: ________________________________________ Cell: _____________________________