Recycling, Waste Hauling, and Disposal Services Request for Proposals Issue Date: June 26, 2017 Response Due Date: July 25, 2017 Table of Contents Advertisement... ii Registration Requirement... ii Introduction... 1 Performance Requirements of Successful Contractor(s)... 2 Submittal Requirements... 2 Disclaimers and Disclosures... 4 Supplemental Information... 5 Proposal Form... A
Advertisement REQUEST FOR PROPOSALS Lorain County Community College will be accepting submittals for Recycling, Waste Hauling and Disposal Services. Complete submittal information may be obtained from the LCCC web site, www.lorainccc.edu/purchasing, or requested from Becky George of the Purchasing Office: rwulfhoo@lorainccc.edu, 440-366-4048, or 1005 North Abbe Road, P.C. Campana Building, Room 209, Elyria, Ohio (44035). Vendor registration is required to be notified of any addendum. By order of Lorain County Community College, Elyria, Ohio (44035) DAVID CUMMINS VICE PRESIDENT FOR ADMINISTRATIVE SERVICES/TREASURER LORAIN COUNTY COMMUNITY COLLEGE ADVERTISEMENT DATES: June 26, 2017 July 3, 2017 July 10, 2017 *** Media: Send affidavit with invoice to Becky George, Lorain County Community College Registration Requirement In order to receive any Addenda or supplemental information, you MUST register with the Lorain County Community College Purchasing Office, either by mail, at 1005 Abbe Road North, Elyria, Ohio 44035-1691, by telephone at 440-366-7520, by fax at 440-366-4648, or by email to Becky George at rwulfhoo@lorainccc.edu. The following information is required: Name of Firm Contact Name Street Address City, State Zip Telephone Fax Phone Email address Thank you! Page ii
Introduction The College is seeking proposals for recycling, trash hauling and disposal services for 3 unique sites: 1. Main Campus 2. Wellington 3. North Ridgeville 1005 North Abbe Road 151 Commerce Drive 32151 Lorain Road Elyria, OH 44035 Wellington, OH 44090 N. Ridgeville, OH 44039 The Contractor may submit a proposal covering all three groups, OR submit a proposal for only one of the groups, OR submit a proposal covering a combination of two (2) groups. The College reserves the right to award based on the best overall value, as determined by the College, which may mean multiple awards. The College intends to engage in a two-year contract, with the ability to renew for up to five (5) years. Evergreen renewal clauses will not be accepted by the College. It is anticipated contracts would be completed in early August and commence September 1, 2017. All Terms and Conditions of the College will apply to this project, as are standard with the issuance of a College Purchase Order/Contract, and are not modifiable. To review, go to: http://www.lorainccc.edu/about+us/purchasing/, and click on Terms & Conditions. The current College Recycling Program entails a single stream process where the bulk of the waste is sent offsite (Oberlin) to be sorted and recycled; construction and bulk waste goes directly to the landfill. Recycling materials collected from designated recycling bins is bagged in clear bags. Unrecyclable waste is collected into black bags. Both clear and black bags are currently co-mingled in the same dumpster/compactor; clear and black bags are separated at the Oberlin sorting facility where black bags are diverted to the landfill. Currently the College averages 61% recycled : 39% un-recycled. The College seeks to maintain and work to increase its success with recycling, to divert additional waste from the landfill. It is expected that the contracted waste hauler(s) would provide their expertise to support this initiative and help continually improve the Colleges processes. The college recognizes that the specific methodology for accomplishing recycling and waste diversion may vary by prospective provider. The College also supports other waste diversion and recycling programs (Royal Oak Recycling paper collection bin in Parking Lot 7 open to the public) and it is required that the trash hauling contractor will support those initiatives as well or provide equivalent service. Interested parties are encouraged to visit all three (3) locations to become familiar with the College environment. A map of the current container locations is provided in the Supplemental Information. Failure to register for and receive addenda, or become familiar with the College environment will be considered as basis for additional compensation, after determination of award. Page 1
Performance Requirements of Successful Contractor(s) a. Provide necessary containers, as required by the College, as well as utilizing existing College owned containers. b. Ensure that the immediate areas around the containers are free of any trash/debris that escaped the container during emptying. c. Ability to modify waste hauling contract to negotiate downward or upward service to reflect changes in waste streams. d. Ability to modify frequencies of pickup and removal of containers and to add additional containers. e. s provided shall be cleaned and sanitized frequently and OSHA compliant. f. Waste to be disposed of compliant with any local, state or regulatory requirements. g. Provide monthly metrics of waste and recycling weights generated by container type. h. Provide a semi-annual, or other interval as determined by the College, waste audit with a College representative. i. Coordinate repairs to containers and compactors with College representative. j. Accept responsibility for any damage to buildings, equipment or other property resulting from the performance of the work Submittal Requirements a. Inquiries and Information Requests Prior to Submission The LCCC Purchasing Office will act as the clearinghouse for all inquiries and information requests. All inquiries and information requests must be submitted via email to Becky George, Procurement Manager, rwulfhoo@lorainccc.edu and/or Laura Carissimi, Director of Purchasing, lcarissi@lorainccc.edu. The answers to all inquiries will be provided to all registered parties and invitees by Purchasing in email format. Addendums will also be posted on the College website with the original Proposal document. Any other responses to questions, not via the Purchasing Office, are considered casual and not binding. Page 2
b. Timeline DAY DATE TIME LOCATION Monday June 26, 2017 RFP Available - First Ad (Website & Print) Monday July 3, 2017 RFP - Second Ad Monday July 10, 2017 RFP - Third Ad Friday July 14, 2017 Last day for question submittal Tuesday July 18, 2017 Issuance of final addenda Tuesday July 25, 2017 4:00 PM EDT Purchasing Ofc Response Deadline Tuesday August 1, 2017 Anticipated Notification of award Key dates may be altered by the College; registered/invited parties will be updated via Addendum should any alteration occur. c. Proposal Document must include Sections 1-4: Section 1: Process Description; describe the process for supporting college recycling initiatives. Include: The types of materials included in the recycle category Any requirements for the collection of recycle materials, i.e. is sorting required, minimum quantities etc. Section 2: Current Client list; identify accounts in this region and provide a name and contact number for each account listed Section 3: Evidence of Insurance; provide an ACCORD Statement and a letter from the insurer stating the ability to list the College as an additional insured Section 4: LCCC Forms; include the completed proposal forms Section 5: Supplemental Information; submit any additional information pertaining to programs offered by your firm or any other pertinent information. This section is optional. Page 3
d. Complete Submittals: email is preferred for submittal. Send to Becky George at rwulfhoo@lorainccc.edu. For submittal of hard copy proposals, deliver to the Purchasing Office at Lorain County Community College, 1005 N Abbe Rd, PC Campana Building, Room PC209, Elyria, OH 44035. All submittals, regardless of format, are due by Tuesday, July 25, 2017, 4:00 P.M., Local Time. Late responses may be deemed unresponsive. At its sole discretion, the College reserves the right to reject any proposal not deemed satisfactory and to waive any and all irregularities in the procedure. Omission, inaccuracy, or misstatement may be sufficient cause for a proposal to be deemed unresponsive and/or irresponsible. There will be NO public opening; submittals may be viewed by appointment with Purchasing. Disclaimers and Disclosures In its sole discretion, the College may withdraw the RFP either before or after receiving submissions, may accept or reject submissions, and may accept submissions which deviate from the RFP as it deems appropriate and in the College s best interest. In its sole discretion, the College may determine the qualifications and acceptability of any party or parties submitting in response to this RFP. Following submission of a RFP, the respondent agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the response and/or the respondent, including the respondent s affiliates, officers, directors, shareholders, partners and employees, as requested by the College in its discretion. The College and its advisors shall have no obligation or liability with respect to this RFP, the selection and award process contemplated hereunder, or whether any award or recommendation will be made. All costs incurred by a respondent in preparing and responding to this RFP are the sole responsibility of the respondent. Any recipient of this RFP who responds hereto, fully acknowledges all the provisions of this disclosure and disclaimer and agrees to be bound by the terms hereof. Any response submitted pursuant to this RFP is at the sole risk and responsibility of the party submitting such response. The College is governed by the Ohio Open Records Law and all responses and supporting data shall be subject to disclosure as required by the law. Note: there are a total of eight pages (8) in this document, including two (2) Proposal Form pages. Page 4
Supplemental Information Current Map: Page 5
Current and Compactor Data: # on Main Campus Map Main Campus Location Description Material Current Ownership 1 CC 36 yd compactor Recycled College Current Service Frequency 2016 Annual #/yd on call service 46.79 2 CC 4 yd compactor Unrecycled College 5 days/week 78 6 yd Compactor 3 Spitzer - front load Recycled Contractor T, F weekly 88.81 4 Spitzer/Culinary 6 yd Open top Unrecycled Contractor T, F weekly 15.6 5 MS/PP Temp 8 yd Open top Unrecycled Contractor on call service 8.06 6 PP 40 yd roll off (wood only) Wood recycling Contractor on call service 8.5 7 MS 30 yd compactor Recycled, unrecycled & cardboard College on call service 71.42 # Outreach Center Location Description Material Bagged Recycled & unrecycled 8 Wellington 8 yd 9 UPRC 8 yd trash Current Ownership Current Service Frequency Estimated Annual #/yd Tues, 1 x month 5 Contractor Bagged Recycled & unrecycled Contractor T, F weekly 18 Page 6
Proposal Form Annual Proposed Costs: # on Main Campus Map Main Campus Location Description Current Service Frequency # Calls Annually* Your unit cost for each service call Annual Cost per 1 CC 36 yd compactor on call service 12 $ - $ - 2 CC 4 yd compactor daily 260 $ - $ - 3 Spitzer 6 yd Compactor - front load T, F weekly 104 $ - $ - 4 Spitzer/ Culinary 6 yd Open top T, F weekly 104 $ - $ - 5 6 PP MS/PP Temp 8 yd Open top Tues, 2 x month 24 $ - $ - 40 yd roll off (wood only) on call service 6 $ - $ - 7 MS 30 yd compactor on call service 25 $ - $ - * # based on schedule over 52 weeks or based on historic data for on call service $ - Total Annual Cost - Main Campus s # Outreach Center Location Description 8 Wellington 8 yd trash Current Service Frequency # Calls Annually** Your unit cost for each service call Annual Cost per Tues, 1 x month 12 $ - $ - 9 UPRC 8 yd trash T, F weekly 104 $ - $ - Page A
Proposed Process: provide a brief description of the methods you propose Company Information: Federal I.D. or TIN Number: Company Name: Company Website: Primary Contact Name: Primary Contact Title: Business Address: Phone: Fax: Email: Billing inquiry phone: Respondent s Authorized Signature: Please print or type the following: Name of Respondent s Authorized Signatory Title: Supplemental Information: any additional information about your firm (not required) Page B