Household Hazardous Waste Disposal Services

Invitation to Bid HOUSEHOLD HAZARDOUS WASTE CONTRACTOR BID NO. SW-11-01-2023 PREPARED BY: CITY OF SHERIDAN 55 GRINNELL PLAZA SHERIDAN, WY 82801 BIDS DUE: NOVEMBER 17, 2023 AT 12:00 P.M. (MDT) HOUSEHOLD HAZARDOUS WASTE CONTRACTOR I. BACKGROUND A. PURPOSE. The City of Sheridan Solid Waste Division is soliciting an Invitation to Bid (ITB) from contractors having specific experience and qualifications to submit bids to the City of Sheridan (City) for Household Hazardous Waste (HHW) disposal services. B. OVERVIEW. The City Of Sheridan Landfill serves approximately 18,737 residential customers and 936 commercial customers within the city and county of Sheridan. As part of the Landfill’s HHW Plan the City is seeking a qualified contractor to provide hazardous waste disposal services, including identification, labeling, collection, transportation, and disposal of hazardous wastes in accordance with applicable state and federal laws. By seeking proposals from qualified contractors, the City

does not represent that it will utilize the Contractor’s services any guaranteed number of times over the course of the contract. The proposed term of the contract is three (3) years. The City of Sheridan’s HHW disposal services currently include the remediation, collection, storage, handling, packaging, documentation, transportation, transfer, and disposal of hazardous wastes obtained from the following sources: a. Abandoned hazardous waste discovered in the public right-of-way that is collected and transported to the HHW Facility by City personnel and stored until retrieved by the contractor for proper disposal; b. Hazardous waste generated through daily operations by the Solid Waste Division; c. Household Hazardous Waste collected from residential customers and Conditionally Exempt Small Quantity Generators (CESQG) as described under federal and State of Wyoming regulations pertaining to CESQG exemptions. The City seeks to enter into a comprehensive contract with a qualified hazardous waste contractor. Hazardous wastes typically collected include: latex paint, aerosol paint, Oil based paints, contaminated used motor oil, gasoline, car and commercial truck batteries, 4’ and 8’ fluorescent tubes, compact fluorescent lights and ballasts, adhesives, solvents, pool chemicals, and household cleaners. Page 2 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR II. BID SUBMITTAL Contractors interested in submitting bids shall submit One (1) original bound copy and one (1) electronic copy on or before the submittal deadline in a sealed envelope marked “Solid Waste Division Bid No. SW-11-01-2023. '' Bids may be delivered in person to the City of Sheridan, or submitted via Mail to the following address until November 17, 2023 at 12:00 p.m., Mountain Standard Time (MDT); at which time they will be publicly opened and read aloud: City of Sheridan Attn: Charles Martineau, Solid Waste Superintendent Bid No. SW-11-01-2023 55 Grinnell Plaza Sheridan, WY 82801 The City reserves the right to waive non-substantial irregularities in any bid, to reject any or all responses received as a result of this solicitation, to request additional information for the purposes of clarification, to extend the submission due date, to modify, amend, reissue or rewrite this document, and to procure any or all services by other means. The City may modify, clarify, or interpret the bid request by sending an addendum to each firm that originally received or requested a bid packet. Any such addendum shall become part of the Bid Request and of any contract awarded. At any time prior to the bid request submission deadline, a formally submitted bid may be amended by submitting a written request to withdraw the bid in order to make the modifications. It is the responsibility of the participant to ensure that modified bids are re-submitted in accordance with the bid request submittal deadline. The City will not be liable for any costs incurred by bid participants incidental to the preparation of bids or for developing and carrying out interview presentations, if needed. Submission of a bid indicates acceptance by the firm of the conditions contained in this Request for Bids unless clearly and specifically noted in the bid documents submitted and convened in the contract between the City and the firm selected. Faxed or emailed bids will not be accepted and may disqualify the bidder. III. INCLEMENT WEATHER/CLOSURE OF CITY HALL If City Hall is closed for business at the time scheduled for the formal bid opening, for whatever reason, sealed bids will be accepted and opened on the next scheduled business day, at the originally scheduled time. This solicitation does not commit the City to award a contract, to pay any costs incurred in the preparation of the bids, or to procure or contract for goods or services. It is the Page 3 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR responsibility of each Bidder to see that the City receives bids on, or before, the date and time specified for the bid opening. No bids will be accepted thereafter. The City assumes no responsibility for delivery of bids that are mailed. The City reserves the right to reject any or all bids and to waive any informalities and technicalities in the bidding process. Bids offered directly from manufacturers shall indicate if a local dealer/representative will be involved. IV. SPECIFICATIONS The performance specification listed below represents the Best Management Practices (BMP) of the City Solid Waste Division with respect to HHW operations including but not limited to: collection, operation, disposal and economical/efficiency. The selected contractor accepts the responsibility as “Generator”. Each proposal shall include a statement detailing the contractor’s understanding of, and planned approach to, the services contemplated in the Scope of Services section of this document. This statement shall include the following: a. A description of contractor’s understanding of the Scope of Services and how contractor will approach work; b. A proposed staffing plan/organizational chart indicating anticipated work hours per collection event by classification both on and off-site. This chart should convey how contractor will provide hazardous materials management in the most efficient, cost effective manner; c. The contractor should describe the training and certifications required and its recurring safety assurance program; d. A description of how materials will be processed for transportation and disposal; e. A description of the methodology used for determining which disposal methods will be selected to ensure the best and most cost effective disposal; f. An identification of the methods of disposal or treatment that will be utilized, and a list of processing facilities and disposal sites that will be used for each corresponding hazardous waste material; g. A description of the contractor’s methodology to ensure accuracy of manifests and invoicing; and Page 4 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR h. Any other information that will assist the City in selecting the most qualified contractor. Please answer the specific questions within each category and provide any comments listed below for each category. If more space is needed please include it as an attachment and identify the attachment in the comments category. PERFORMANCE SPECIFICATIONS: The Contractor shall complete the specifications listed below. If a specification cannot be met, a detailed explanation is required. Please provide a separate page using the specification title and line item I.D. as listed in the left column (i.e. Flammables 1(A)). Item No. Waste Category/Service Cost per Gallon Cost per Pound Cost per Unit Disposal Method Approx. Annual Qty Units Total Annual Cost A FLAMMABLES 1 Flammable Liquids 717 gal 2 Flammable Solids 18 lbs 3 Bulked Flammable Liquids 55 gal 4 Oil-Based Paints 21,350 lbs 5 Other Flammables 10 lbs B POISONS (excluding aerosols) 1 Pesticides 250 lbs 2 Toxic Solids (Organic) 5,063 lbs 3 Toxic Liquids (Organic) 13,445 lbs 4 Others 10 lbs C CORROSIVES 1 Inorganic Acids 397 lbs 2 Organic Acids 58 lbs 3 Inorganic Bases 285 lbs 4 Organic Bases 10 lbs D OXIDIZERS 1 Neutral Oxidizers 5 lbs 2 Inorganic Peroxides 10 lbs Page 5 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR 3 Organic Peroxides 10 lbs 4 Oxidizing Acids 5 lbs 5 Oxidizing Bases 5 lbs 6 Solid Oxidizers 150 lbs 7 Others 10 lbs E AEROSOLS 1 Corrosive Aerosols 1 lb 2 Flammable Aerosols 3,650 lbs 3 Poisonous Aerosols 20 lbs 4 Aerosol Cans 250 lbs F OTHER MISCELLANEOUS 1 Lithium Batteries 50 lbs 2 Small Acid Batteries 1,650 lbs 3 Ammunition 10 lbs 4 Mercury Containing Devices 245 lbs 5 Mercury 2 lbs 6 Fertilizers 150 lbs 7 Latex Paint 10 lbs 8 Alkyd Paint 250 lbs 9 Non-Regulated 556 lbs 10 Other HHW 1,336 lbs G Personnel/Other Fees Cost per Event Estimated Number of Collection Events Total Annual Cost DESCRIPTION 1 Mobilization Fees 4 2 Chemists On Site 4 Page 6 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR 3 Other Staff On Site 4 4 Other Fees Not Listed Above: 4 5 4 6 4 7 4 Year % Increase Total Annual Bid Year 1 N/A Year 2 Year 3 Total of 3 Year Bid V. QUESTIONS All questions concerning this bid are to be submitted in writing via email, or via Mail, no later than November 15, 2023. The City reserves the right to determine whether any information should be exempt from disclosure and no legal action may be brought against the City or its agents for its determination in this regard. Please refer all questions to: City of Sheridan Attn: Charles Martineau, Solid Waste Superintendent 55 Grinnell Plaza Sheridan, WY 82801 Phone: (307) 674-8461 E-mail: cmartineau@sheridanwy.gov All inquiries and responses will be distributed to all contractors known to have received the solicitation document. The City will not be responsible for or bound by any oral instructions made by any employee(s) of the City in regard to this ITB. VI. SCOPE OF SERVICES The selected contractor shall have demonstrated expertise in the remediation, collection, identification, storage, handling, packaging, documentation, transportation, transfer, and disposal of hazardous wastes. Furthermore, the selected contractor agrees to become familiar Page 7 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR with and willing to abide by the HHW Facility Emergency Contingency plan. The attached Agreement and Bid Form listed below, must be completed, signed and dated. VII. SCHEDULE The following schedule has been established for conducting the selection process. The City reserves the right, however, to modify this schedule at any time. ACTIVITY DATE Publication Dates November 6, 2023 and November 13, 2023 Submittal of Questions Deadline November 15, 2023 Bids Due November 17, 2023 by 12:00 p.m. (MDT) Recommendation of Bid Award to City Council (Study Session) November 27, 2023 Bid Awarded by City Council (Regular Meeting) December 4, 2023 VIII. ADDENDA This Request for Bids represents the most definite statement the City will make concerning information upon which bids are to be based. Any changes to this ITB will be in the form of a written addendum, which will be furnished to all contractors who are listed with the City as having received a request for bids document. No addenda will be issued later than five (5) working days prior to the date for receipt of bids except an addendum which, if necessary, postpones the date for receipt of bids or cancels this bid. Contractors shall acknowledge receipt of all addenda with their bid. IX. LOCAL PREFERENCE Preference is hereby given to materials, supplies, agricultural products, equipment, machinery and provisions produced, manufactured or grown in Wyoming, or supplied by a Page 8 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR resident of the state, quality being equal to articles offered by the competitors outside of the state. (W.S. § 16-6-106) X. GENERAL INSTRUCTIONS 1. Bids may not be withdrawn for a period of thirty (30) days after the bid opening. Bids may be revised prior to opening in writing, signed by an authorized representative of the company; or fax or email prior to the bid opening and followed with proper written confirmation received by the City within three calendar days thereafter. No bid may be revised after the opening. 2. Award will be made to the qualified, responsible Wyoming resident bidder submitting the lowest responsive bid, if such resident's bid is not more than five percent (5%) higher than that of the lowest qualified nonresident bidder. Bidders are required to indicate their residency status in the space provided on the face of the bid. If the bidder is a resident bidder, they may be asked to provide a copy of the “State of Wyoming Certificate of Residency Status”. The 5% Wyoming resident preference will not be applied for expenditures where federal funds are involved. Basis for award will be on total bid unless stated otherwise, and will include, where applicable, trade-in allowance, discounts, and other factors that may be indicated in the “Invitation to Bid”. 3. Unit prices shall reflect all costs relative to furnishing the item, for if the accepted bid exceeds budgeted funds, the City may decrease or delete items; or if funds are available and additional quantities are needed, the City may increase quantities as necessary. Basis of payment will be for actual quantities ordered and received. 4. If applicable to this Invitation to Bid, a formal contract may not be executed, but rather, a purchase order will be issued to the successful bidder for the goods or service to be purchased as a result of this invitation to bid. 5. The City reserves the right to reject the item(s) delivered, if the item does not meet the specifications provided by the City and the item(s) can’t be fixed. 6. When an item requested in the bid is identified by a brand name, trade name, or catalog number or reference, it is understood that the bidder proposes to furnish the item so identified and does not propose to furnish an "equal" unless his bid proposal so indicates and he has obtained prior approval from the City for the item. The reference to the brand name, trade name, or catalog number is intended to be descriptive but not restrictive and only to indicate to the bidder articles that will be satisfactory. Bid for other brands, makes, etc., will be considered provided the bidder clearly states on their proposal exactly what they are proposing to furnish, and has submitted to the City at least ten (10) days prior to the bid opening date, illustrations, specifications, or other descriptive matter Page 9 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR which clearly indicates the character of the article(s) to be covered by this bid, and has obtained the prior approval of the City for the proposed "equal". The City reserves the right to approve as equal, or to reject as not being equal, any article the bidder proposes which contains major or minor variations from specifications or other requirements, but which may comply substantially therewith. Wyoming materials and products of equal quality and desirability shall have preference over materials and products produced outside the state. 7. All items proposed shall be new and manufacturer's current model unless the City specifically requests or addresses used or demo products in the specifications. The City reserves the right to call for demonstration of products or services at no cost to the City prior to award of the bid. 8. All applicable federal, state, and City laws, ordinance or regulations shall apply to products or services purchased as a result of this bid. The provisions of Wyoming Statute §15-1-113, incorporated herein by reference are an express part of these bidding documents. All bid and contract documents shall be interpreted and construed according to the laws of the state of Wyoming. 9. The bidder shall state warranty on labor and materials in months, years, hours, miles, etc., as applicable. The bidder shall assume costs of all labor, materials, per diem, freight, transportation, and any other item incidental to warranty maintenance or repairs. 10. The bidder shall comply fully with all requirements of the Equal Employment Opportunity Commission (EEOC) and the Americans with Disabilities Act (ADA) in the same manner as is expected from the City of Sheridan. If the bidder or the bidder's employees or subcontractors are found in violation of these requirements, any order placed as a result of this bid may be canceled. 11. All parties to this bid and to any order or agreement resulting from this bid assure that no person shall be excluded from participation in, denied the benefits of, or otherwise discriminated against in connection with the award and performance of the requirements of this bid on the grounds of age, sex, race, creed, color, national origin, ancestry, religion, pregnancy, qualifying disability, sexual orientation, or gender identity. The bidder agrees to include the language of this paragraph in all agreements associated or connected in any way with furnishing of products or services as a result of this bid. 12. In submitting a bid for this project, the bidder agrees if awarded the bid, to defend, hold harmless, and indemnify the City, its officials, employees and authorized volunteers against any and all claims and costs, including attorney's fees, arising during or resulting from the successful bidder's performance of any work or furnishing any product, and shall carry such liability insurance as necessary to achieve this objective. The successful bidder acknowledges its understanding of this paragraph and realizes it may have a Page 10 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR financial responsibility to the City hereunder. The City does not waive any applicable defenses and expressly reserves the right to invoke governmental immunity pursuant to the Wyoming Governmental Claims Act, Wyoming Statute §1-39-101, et seq. for any claim arising out of performance of this work. XI. CONTACT INFORMATION Company Name: Contact Name: Address: Telephone No.: Fax No.: Email: Page 11 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR CONTRACT AGREEMENT This Contract Agreement (Agreement) is made and effective this _____ day of __________________, 2023, by and between the City of Sheridan (City), and _______________________________ (Contractor). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: Article 1. WORK Provide all manpower, equipment and material to include the remediation, collection, storage, handling, packaging, documentation, transportation, transfer, and disposal of hazardous wastes obtained from three separate sources: a. Abandoned hazardous waste discovered in the public right-of-way that is collected and transported to the HHW Facility by City personnel and stored until retrieved by the contractor for proper disposal; b. Hazardous waste generated through daily operations by the Solid Waste Division; c. Household Hazardous Waste collected from residential customers and Conditionally Exempt Small Quantity Generators (CESQG) as described under federal and State of Wyoming regulations pertaining to CESQG exemptions. Article 2. CONTRACT TIME Contractor shall begin disposal operations within thirty (30) calendar days after receiving notice from the City of the need for a scheduled pickup. Work shall proceed in a reasonable manner and be completed within five (5) calendar days of mobilization to the site. Time extensions may be granted in writing for weather delays, equipment failure, etc. at the discretion of the City. Article 3. CONTRACT PRICE The City shall pay the contractor for the Work and services provided, in accordance with the Agreement. Invoices shall be based upon services rendered through the end of the month, and must be submitted within 30 days. The total price may vary due to the actual quantities of HHW being shipped out. Page 12 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR Article 4. PAYMENT PROCEDURES Contractor shall weigh each truckload leaving the landfill at the City’s certified scale house. Contractor shall invoice the City, for each load, the unit price bid for the weight of the various collected materials Article 5. INSURANCE REQUIREMENTS Contractor shall provide insurance certificates if requested by the OWNER. Insurance coverage shall be at a minimum: 1. Workmen’s Compensation - Statutory 2. Employer’s Liability - $1,000,000 on contracts not requiring umbrella coverage 3. Comprehensive General Liability General Aggregate: $1,000,000 Products-Completed Operations Aggregate $1,000,000 Personal Injury & Advertising Injury $ 500,000 Each Occurrence $ 500,000 Fire Damage Limit $ 50,000 Premises Medical Expense $ 5,000 4. Automobile Liability: Combined single limit $1,000,000 Article 6. CONTRACTOR'S REPRESENTATIONS Contractor makes the following representations: 6.1 Contractor has familiarized itself with the nature and extent of the Agreement, work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of the Work. Article 7. CONTRACT DOCUMENTS Those items which together comprise the agreement between the City and the Contractor concerning the Work, consists of the following: 7.1 Contract Agreement 7.2 Bid Form Page 13 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR 7.3 Any Modification, including Change Orders, duly delivered after execution of Contract Agreement There are no other agreements, other than those listed above, in this Article 7. This agreement may only be amended or modified by mutual written agreement between the City and the Contractor. Article 8. MISCELLANEOUS 8.1 No assignment by any party hereto of any rights under, or interests in the Agreement will be binding on another party hereto without the written consent of the party sought to be bound; and specifically, but without limitation, moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Agreement. 8.2 The City and the Contractor acknowledge they are entering into a binding agreement, whereas, both parties, successors, assigns, and legal representatives are bound to all covenants, agreements, and obligations contained in the Agreement. 8.3 The Contractor does not waive their sovereign immunity by entering into this Agreement, and specifically retains all immunities and defenses available to it as a sovereign pursuant to W.S. 1-39-104(a) and all other state laws. 8.4 Pursuant to the laws of the State of Wyoming, reference is hereby made to W.S. 15-1-113 which is made a part of this Agreement. 8.5 Resident Wyoming labor, workmen and mechanics shall be used upon work for the erection, construction, alteration or repair of any public building or other public structure or for making any addition thereto or for any public work or improvement, except other labors may be used when Wyoming labors may not be available for the employment from within the State or are not qualified to perform the work involved. 8.6 Wyoming materials and products of equal quality and desirability shall have preference over materials and products produced outside the State of Wyoming. Page 14 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR Article 9. OTHER PROVISIONS 9.1 Work Schedule: Contractor’s work hours shall be limited to the operating hours of the facility, which are Monday - Saturday, 7:30 AM to 5:30 PM. 9.2 Work Area: Contractor shall limit operations to the area immediately adjacent to the HHW area. Work operations shall not encroach on normal landfill operations and shall be provided an adequate safety buffer for the users and workers at the landfill. 9.3 Sanitary Facilities: Potable water and toilet facilities are available at the Landfill office. 9.4 All work shall be coordinated with the facility Superintendent, Charles Martineau (307) 674-8461. 9.5 Upon completion of the work, this Agreement may be extended to a month to month agreement upon the mutual consent of the City and Contractor. Article 10. COUNTERPARTS AND FACSIMILE SIGNATURES This Agreement may be executed in two or more counterparts, all of which shall be considered one and the same agreement and shall become effective when one or more counterparts have been signed by each party and delivered to the other party, it being understood that all parties need not sign the same counterpart. This Agreement may be executed by facsimile signatures. CITY OF SHERIDAN CONTRACTOR ______________________________ ______________________________ Dan Roberts, Utilities Director BY: Address for giving notices: Address for giving notices: City of Sheridan ________________________________ Solid Waste Division ________________________________ 55 Grinnell Plaza ________________________________ Sheridan, WY 82801 ________________________________ License No.______________________ (If the CONTRACTOR is a corporation, attach evidence of authority to sign) Page 15 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR BID FORM Project Identification: CITY OF SHERIDAN, WYOMING HOUSEHOLD HAZARDOUS WASTE This Bid is submitted to: CITY OF SHERIDAN ATTN: CHARLES MARTINEAU BID NO. SW-11-01-2023 55 GRINNELL PLAZA SHERIDAN, WYOMING 82801 1. The undersigned Contractor proposes and agrees, if this Bid is accepted, to enter into an Agreement with the City, to perform and furnish all Work as specified or indicated in the Agreement for the Contract Price, and within the Contract Time indicated in the Agreement, and in accordance with the other terms and conditions of the Agreement. 2. The Contractor accepts all terms and conditions of the Request for Bids and Contract Documents. 3. In submitting this Bid, the Contractor represents, as more fully set forth in the Agreement, the following: (a) Contractor has examined copies of the Bid Form and Agreement. (b) Contractor has reviewed the nature and extent of the Agreement, Work, site, locality, and all local conditions and Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of the Work. (c) Contractor has given the City written notice of all conflicts, errors, or discrepancies that it has discovered in the Agreement, and the written resolution thereof by the City is acceptable to the Contractor. (d) This Bid is genuine and not made in the interest of, or on behalf of, any undisclosed person, firm, or corporation, and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; the Contractor has not directly or indirectly induced or solicited any Contractor not solicited or induced any person, firm or corporation to refrain from bidding; and Page 16 of 17 HOUSEHOLD HAZARDOUS WASTE CONTRACTOR the Contractor has not sought by collusion, to obtain for itself any advantage over any other Contractor or over the City. 4. The Contractor agrees to perform all the Work described in the Agreement. 5. The Contractor agrees that unit pricing shall govern in the bid. Should a discrepancy exist in the sum of extended pricing and Total Amount of Bid after extensions are checked and corrections made, if any, the sum of extended pricing shall be used in awarding this Contract. 6. The Contractor understands that the City reserves the right to reject any or all bids or to waive any informality or technicality in the interest of the City. CONTRACTOR ______________________________ BY: Page 17 of 17