Waste Hauling Transfer - Department of Public Works

Page 1 of 9 PURCHASING DIVISION Calvin Brinks, Manager (616) 632-7720 purchasing@kentcountymi.gov SOLICITATION Solicitation Type Bid Solicitation Number 5333 Description Waste Hauling Transfer Department of Public Works Date of Issuance 8/14/2023 Inquiries Deadline Date & Time (local) 8/30/2023, 2 PM Due Date & Time (local) 9/8/2023, 2 PM Pre-Submission Conference No Buyer Name Brinks INTRODUCTION The Kent County Department of Public Works and the Kent County Purchasing Division are soliciting bids for the hauling of materials from the Kent County Waste-To-Energy (WTE) Facility, the Kent County North Kent Transfer and Recycling (NKT) Facility, and the Kent County Recycling and Education Center (REC). The successful Respondent will enter a three (3) year contract beginning January 1, 2024 and running through December 31, 2026 with (2) additional (1) year mutually agreeable options to renew. BID OPENING The sealed

submissions will be publicly opened and read aloud by the Kent County Purchasing Division. Kent County Purchasing Division will conduct public openings via teleconference. Click here to join the public opening. SCOPE Material Transportation The materials to be hauled will be recycled materials or nonhazardous, non-liquid, garbage or refuse resulting from a municipal, commercial, or industrial waste source as well as construction & demolition debris. Some material may consist of bulky non-processable refuse such as tires, large furniture, wallboard, etc. All materials are to be transported during operational hours. Disposal or processing of material hauled from the WTE Facility, the NKT Facility or REC facility will be at one or more of the following six (8) locations (Sites A through H). Site A: South Kent Landfill (SKL) located at 10300 South Kent Dr. SW, Byron Center, Michigan. Revised 8/16/23 Kent 4 County https://kentcountymi.zoom.us/j/89707522267?pwd=Nmgrbi9WQ0liZ0NORG4vcytQanpMUT09; bmpitche Sticky Note Addendum 1 bmpitche Highlight Page 2 of 9 Site B: Ottawa County Farms Landfill (OCF) located at 15550 68th Avenue, Coopersville, Michigan. Site C: Autumn Hills Recycling & Disposal Facility (AH) located at 700 56th Avenue, Zeeland, Michigan. Site D: Central Sanitary Landfill (CSL) located at 21545 W Cannonsville Road, Pierson, Michigan. Site E: Kent County Recycling & Education Center (REC) located at 977 Wealthy SW, Grand Rapids, Michigan. Site F: Kent County Waste-To-Energy (WTE) Facility located at 950 Market Ave. SW, Grand Rapids, Michigan. Site G: Kent County North Kent Transfer Station and Recycling Center (NKT) located at 2908 10- Mile Road, Rockford, Michigan. Site H: Kent County Sustainable Business Park (SBP), Dorr Township, Michigan Estimated Annual Tonnage WTE Facility Approximately 63,000 tons per year of transfer waste and all Reject Waste (approximately 5000 tons per year) will be delivered from the WTE Facility (Site F) to Site A and Reject Waste consists of Unacceptable Waste pulled from incoming loads usually in WTE Facility tipping bays 7, 8 and 9. Unacceptable Waste is defined in Appendix A of the WTE Haulers Rules and Regulations. The above transfer tonnage allocations are approximations based on estimates prepared by the County. Actual transfer amounts will depend upon the total waste tonnage delivered to and, processed by, the WTE Facility. Total tons transferred could change substantially during the term of the Contract. Estimated Annual Tonnage - NKT Facility Approximately 124,000 tons per year of municipal solid waste and construction & demolition debris material is transported from the North Kent Transfer (NKT) Facility (Site G) for disposal at the sole discretion of the County. In addition, approximately 1200 tons of source separated recycling materials may be transported from NKT to the Kent County Recycling & Education Center (Site E). The tons of recyclables transported may increase, decrease, or be eliminated over the term of the contract. During the Contract term it may become necessary to transport loads of processable waste from NKT to the WTE Facility or the proposed Sustainable Business Park. The above transfer tonnage allocations are approximations based on estimates prepared by the County. Actual transfer amounts will depend upon the total waste tonnage delivered to and processed at the NKT Facility. Total tons transferred could change substantially during the term of the Contract. Page 3 of 9 Qualification of Respondent Respondent qualification will be determined by the Director of the Department of Public Works (DPW) and the Kent County Purchasing Division. The Respondent shall show capability to regularly haul 600 tons per day from each (WTE/NKT) site and 700 tons per day if bidding on hauling from both sites. Respondents must have the capacity to haul amounts received daily to avoid a backlog of refuse at the sites. All Respondents must be current and remain current on any financial obligations with the County DPW. Payments Payments will be made based on a fixed amount per each transfer round trip for all trailers for each year of the contract term. Trailer pickup and drop-off mileage charges will be paid based on one-way mileage. To document each trip, Respondent will be required to furnish weigh ticket receipts generated by the weigh-in and weigh-out of the Respondents hauling vehicle(s) at the various disposal sites. Award of Contract The contract will be awarded within 60 days of the bid opening. The contractor shall not commence work until they have been issued a written notice to proceed by the Department. A contract will not be awarded to any Respondent who is not current in payment of all its financial obligations to the County. The County reserves the right to award by line item if applicable, and to accept or reject any or all parts of this request. Haul Routes Haul routes between the NKT Facility, the WTE Facility and the four (4) landfills are fully paved. Access roads are presently all-season truck routes. Approximate distance to sites: Round trip distance between the WTE Facility (Site F) and the South Kent Landfill (Site A) is approximately 28 miles. Round trip distance between the NKT Facility (Site G) and the South Kent Landfill (Site A) is approximately 50 miles Round trip distance between the NKT Facility (Site G) and the Central Landfill (Site D) is approximately 30 miles. Round trip between the NKT Facility (Site G) and the Materials Recovery Facility (Site E) is approximately 28 miles. Round trip between the NKT Facility (Site G) and the WTE Facility (Site F) is approximately 28 Round trip between the NKT Facility (Site G) and Ottawa County Farms Landfill (Site B) is approximately 52 miles. Round trip between the NKT Facility (Site G) and Autumn Hills RDF Landfill (Site C) is approximately 70 miles. Page 4 of 9 Round trip distance between the WTE Facility (Site F) and the Ottawa County Farms Landfill (Site B) is approximately 41 miles. Round trip distance between the WTE Facility (Site F) and the Autumn Hills Landfill (Site C) is approximately 41 miles. Round trip distance from the WTE Facility (Site F) and the Central Landfill (Site D) is approximately 61 miles. Round trip distance between the Ken County Sustainable Business Park (proposed) (Site H) and Ottawa County Farms Landfill (Site B) is approximately 66 miles. Round trip distance between the Sustainable Business Park (proposed) (Site H) and central Landfill (Site D) is 84 miles Round trip distance between the Sustainable Business Park (proposed) (Site H) and the Autumn Hills Landfill (Site C) is approximately 29 miles. It will be the Respondent's responsibility to confirm distances, obtain any information regarding weight law restrictions and to abide by all state and local laws. Compactor Specifications The WTE Facility transfer compactor is a 13 cubic yard, Model ITS-1372 built by 4B Fabrication & Equipment of Zeeland, Michigan. It is designed to displace 772 cubic yards of refuse per hour. The two NKT Facility transfer compactors are an 8 cubic yard, Model CP-8002 built by SP Industries of Hopkins, Michigan. Each is designed to displace 554 cubic yards of refuse per hour. The new North Kent Transfer Station facility, expected to commence operations in 2nd Q 2024, will be serviced by live floor, open top transfer trailers of 115 120 cubic yard capacity. Transfer Trailers NKT Facility: The County will provide and be responsible for maintenance, except for tire repair and replacement, on a minimum of ten (10) live floor, compactor transfer trailers of 115 -120 cubic yards capacity for use by the Respondent. WTE Facility: The County will provide and be responsible for maintenance, except for tire repair and replacement, on six (6) live floor, compactor transfer trailers of 115 - 120 cubic yards capacity for use by the Respondent. The County will also provide and be responsible for maintenance, except for tire repair and replacement, four (4) live floor, open top transfer trailers of 115 - 120 cubic yard capacity for use by the Respondent. Page 5 of 9 Respondents Obligations The Respondents obligations are as listed below. The Respondent shall transport the refuse generated at the WTE Facility and dispose of the refuse at the South Kent Landfill (Site A) and one of the three (3) other participating landfills in accordance with the annual allocated tonnage in the sections above Estimated Annual Tonnage WTE Facility and Estimated Annual Tonnage - NKT Facility. Scheduling of transfer loads to the various landfill sites will be at the direction of the Departments WTE Operations Manager or his designated representative. The County will provide and maintain, except for tire repair, four (4) open top and six (6) compactor trailers at the WTE Facility (Site F) and minimum of ten (10) compactor trailers at the NKT Facility (Site G). The Respondent will be responsible for tire maintenance and replacement on all County trailers. The equipment and manpower requirement for a winning bid to serve either the WTE or the NKT facility will be three (3) drivers and three (3) semi tractors during normal operating hours (Section 13) fifty-two (52) weeks per year excluding all major Holidays. The equipment and manpower requirement for a winning bid to serve both the WTE and NKT facilities will be six (6) drivers and six (6) semi tractors for service during normal operating hours (Section 13) fifty-two (52) weeks per year excluding all major Holidays. All drivers shall be properly trained and CDL licensed to operate the equipment used. The Respondent will be permitted to subcontract for one driver and/or for one semi-tractor for up to 30 days per year in the event of a temporary labor or equipment shortage or to meet higher than anticipated hauling demands. This provision may be extended upon request at the Countys discretion. The Respondent will be responsible for all modifications and/or adaptions to his equipment to ensure the proper operation of the trailers. It will be the responsibility of the Respondent to transport and deliver only the recyclables or refuse, as loaded from the compactor and/or the front end loader at the WTE Facility or the NKT Facility to the designated landfills, the Recycling & Education Center, or to the WTE Facility. A standard 5th wheel switch tractor owned and operated by the DPW is used at both the WTE and NKT Facility sites. It will be the Respondent's responsibility to inspect each trailer before it leaves the Facility site. Any damage to the trailer caused by the County switching the equipment or maintenance required from the County must be acknowledged in writing at this time. The Respondent shall transport the refuse in a timely manner so that any accumulation of non- transported refuse does not interfere with the normal operation of either Facility. In any event, the Respondent shall not allow an accumulation of loaded trailers at either Facility Site. The Respondent shall inspect each trailer before departing from the Facility Site to determine that the load is secured and free from any leakage. The Respondent shall be solely liable for any spillage or leakage thereafter. Page 6 of 9 The Respondent shall perform its obligations that does not interfere with normal operations of the Facility. The Respondent shall comply with all rules and regulations established by the Kent County Department of Public Works concerning use of the Facilities and Facility Sites, including rules and regulations relating to traffic and parking. At all times during the term of this agreement, the Respondent shall (1) at its own expense, be duly licensed by all applicable licensing authorities to transport and dispose of refuse and (2) comply with all applicable statutes, ordinances, codes, laws, rules and regulations from time to time enacted, adopted or promulgated by any federal, state, or local governmental authority or agency. Operating Hours The operating hours of the South Kent Landfill (Site A) are from 7:30 a.m. until 5:00 p.m. Monday through Friday and 7:30 a.m. until 3:30 p.m. on Saturdays. The landfill will be closed on Sundays and on the following major Holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. The receiving hours of the WTE Facility (Site F) are 5:00 a.m. to 5:00 p.m. Monday through Friday, and following certain holidays, from 6:00 a.m. to 12:00 p.m. on Saturdays. The WTE does not regularly schedule transfer on Saturdays. The operating hours of the NKT Facility (Site G) are 7:30 a.m. to 5:00 p.m. Monday through Saturday. The operating hours of the Kent County Recycling and Education Center (Site E) are 7:00 a.m. to 5:00 p.m. Monday through Friday. The WTE, NKT and Recycling and Education Center are also closed on Sundays and on the major Holidays listed above. The County Department of Public Works reserves the right to modify operating hours as necessary. Refuse hauling will usually be restricted to the operating hours of the site unless special arrangements are made with the Kent County Department of Public Works or unforeseen emergency conditions arise. Under such conditions, landfill receiving hours may be extended to accommodate all parties involved. In general, no hauling may be conducted unless there is Kent County DPW staff present to operate the truck scales and to verify the quantities hauled unless otherwise approved by the DPW. It is the Respondents responsibility to acquaint himself with, and track any changes to, the posted operating hours of landfill Sites B, C, and D. Normal Response Time County personnel will be on duty at the WTE and NKT Facility sites during transfer hours to assist the Respondent during compactor connect/disconnect. Typical compactor loading times are as follows at the WTE Facility site: In Trailer connected to compactor and ready to load. Full Full light on in crane pulpit and Compactor Full radio message from crane operator. Out Trailer disconnected, and rear door closed. Page 7 of 9 In to Full typically takes 40-45 minutes. In to Out typically takes 50 to 60 minutes. WTE open top area loading times have typically averaged about 30 minutes. County personnel will log the loading time for all trailers and the time the transfer load leaves the site. In the event compactor loading time exceeds one hour as logged by County personnel, the Respondent's equipment must remain on site for up to an additional 1.5 hours unless instructed otherwise by County personnel. Subject to the availability of equipment, County personnel may load trailers late in the day and on Saturdays at the WTE Facility and at the NKT Facility late in the day after normal transfer has been completed for the next days service. Emergency Response Time In the event of a mechanical shut down at either the NKT or WTE Facility (or other such emergency situations) the Respondent shall respond to such situations within a 24-hour period. The Respondent must be able to haul 40 cubic yard open top containers (or larger) in emergency situations. Said containers will be supplied and loaded by the County, or its agent, off the tipping floor areas at either site. A separate bid price is included on the proposal sheet for such work. Invoices The contractor must submit their invoice for the month by the tenth of the following month. Invoices must include copies of all weigh tickets. Billings received before the deadline are usually paid by the 25th day of the following month. Evaluation The Bid Sheet shows the estimated number of pulls for Bid Item Numbers 1 through 6. Pulls were calculated based on average loads of 32 tons for the WTE (including open top trailers) and 25.5 tons for NKT. Bids will be evaluated by multiplying the Per Pull Price times the number of estimated pulls for Bid Item Numbers 1 through 6, adding the calculated pickup and drop off cost based on 900 annual miles (Item 7). A yearly and a five-year dollar total will be compiled for Item Numbers 1 through 6. Respondents will have the option of separately bidding on one, several, or all the Bid Items. FUEL INCREASE/DECREASE ALLOWANCE A fuel surcharge adjustment will be allowed on the 2nd through 5th year base bid price should a significant change in fuel prices occur. The fuel surcharge increase or decrease will be established on the first business day of January of each contractual year and will hold for the entire 12 months of that year contract. The diesel price will be based on the average diesel price determined by the DPW using the following website: http://www.grandrapidsgasprices.com/. The fuel surcharge adjustment will be applied by the vendor to all invoices for the entire contract year. If fuel prices exceed the chart, the County reserves the right to renegotiate or re-bid the contract at that time. Diesel Price % of Monthly Base Increase Diesel Price % of Monthly Base $4.01-$4.25 +.50% $3.99-$3.75 -.50% $4.26-$4.50 +1.00% $3.74-$3.50 -1.00% http://www.grandrapidsgasprices.com/ Page 8 of 9 $4.51-$4.75 +1.50% $3.49-$3.25 -1.50% $4.76-$5.00 +2.00% $3.24-$3.00 -2.00% $5.01-$5.25 +2.50% $2.99-$2.75 -2.50% $5.26-$5.50 +3.00% $2.74-$2.50 -3.00% $5.51-$5.75 +3.50% $2.49-$2.25 -3.50% Payment Terms: Net 30 days for undisputed invoices Dimensions and distances are for general reference only and should be verified by Respondent. Kent County will award and contract for the goods and services in this Solicitation in an efficient and timely manner. In no event will notification of award be more than 60 days from the date of submission. The Kent County Standard Submission Terms posted on the Bid Opportunities page of the Kent County Purchasing Division website are incorporated by reference and shall be deemed to have the same force and effect as if fully set forth herein. INQUIRIES Any and all communication regarding this Solicitation shall be on the Kent County Purchasing Division Inquiry Blog via the Bid Opportunities page or during pre-proposal meetings. Kent County reserves the right to determine the response format or not respond, at its sole discretion. ALTERNATE BIDS Respondent must submit separate and individual responses for Bid 5333 and/or Bid 5334. Respondent may submit a second alternate bid response merging its response to both Kent County Bid 5333 and Bid 5334. The combined response must be clearly marked Alternate. In evaluating the Bid responses, the County will use the same criteria for all responses and examine whether the alternate response complies with all the material terms and conditions of both Solicitations. The County shall award to the responsible bidder(s) whose bid is most advantageous to the County with price, including life cycle costs, and other factors considered. INVITATION FOR BID/RFQ SUBMISSION Complete submissions must be received in the Kent County Purchasing Division on or before the due date/time specified by the designated clock (local time). Late, faxed, or emailed responses will NOT be considered. Submissions may be submitted electronically on the Bid Opportunities page of the Kent County Purchasing Division's website. Respondent must include a complete submission as 1 non-password protected PDF document. Respondent shall submit the Submission Form (Bid Form Response Form) posted on the Bids Opportunities page of the Kent County Purchasing Divisions website. Click the Submit Online icon to submit electronically or to print the Submission Form. Respondent must submit the Bid Bond with Submission Form. https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action Page 9 of 9 The time required to upload a submission may vary. Respondent assumes all risks associated with electronic submission, including all technological difficulties, and deems the County and its service provider harmless and without fault. Successful electronic submissions are confirmed via Respondent's email. Respondent shall view the link in the confirmation email to determine accuracy prior to due date/time. Submissions that deviate from the Solicitation specifications will only be considered if the deviations are clearly detailed and noted within the submission. In case of a dispute regarding the true intent and meaning of the specifications, the Countys interpretation will prevail. When a Solicitation states no alternates, no deviations are permitted. Kent County is not liable for cost incurred prior to award. A submission shall constitute an irrevocable offer for a period of 45 days from the due date/time. In the event the notification of award is not made within 45 days from the due date/time, the Respondent may withdraw or provide a written extension of their submission. Submissions may only be withdrawn by written request if the request is received before the due date/time. Withdrawals after opening shall be subject to Kent County Fiscal Policy Centralized Purchasing 5(i)(2). NO BID Please provide feedback if you are electing not to participate in this Solicitation. https://www.accesskent.com/Departments/Purchasing/vendor.htm https://www.accesskent.com/Departments/Purchasing/vendor.htm https://forms.office.com/g/PSALYQZm1Z 5333 BID FORM Bid form should be uploaded as one PDF attachment to the solicitation form posted at https://www.accesskent.com/RFPWorkbench/LoadPublicTableAction.action. Click Submit Online icon next to the bid, complete the form, and attach this bid. 2024 2025 2026 Quanity Price Per Price Per Price Per Item # Description (tons/yr) Pulls Pull Pull Pull 1). Refuse hauling from WTE to Site A (SKL) 68,000 2,685 2). Refuse hauling from WTE to: b). Site B (OCF) 68,000 2,685 c). Site C (AH) 68,000 2,685 d). Site D (CSL) 68,000 2,685 e). Site F (WTE) 68,000 2,685 3). Refuse hauling from NKT to Site A (SKL) 124,000 3,872 4). Refuse hauling from NKT to: b). Site B (OCF) 124,000 3,872 c). Site C (AH) 124,000 3,872 d). Site D (CSL) 124,000 3,872 e). Site F (WTE) 124,000 3,872 5). Refuse Hauling from SBP to Site A (SKL) 82,996 2,766 Refuse Hauling from SBP to: b). Site B (OCF) 82,996 2,766 c). Site C (AH) 82,996 2,766 d). Site D (CSL) 82,996 2,766 6). Recyclables hauling from NKT to Site G (REC) 1,200 99 7). Refuse hauling from NKT to Site F (WTE) 1,000 37 8). Pickup and dropoff charge per mile Please provide in the space below a price per round trip for emergency loose hauling in 40 cubic yard containers supplied by the County or its agent. 2024 2025 2026 WTE to Site A (SKL) price/round trip NKT to Site A (SKL) price/round trip NKT to Site D (CSL) price/round trip The above quantities are estimated and will be used to solicit bids. Therefore, payment will be made only for actual quantities of work completed. In the line provided below, list each proposed transport vehicle that will be provided for work under this contract along with its legal rated capacity in tons. Attach additional sheets if necessary. Legal Rated Capacity In Model Make Year Tons Signature Date Company