EASTERN KENTUCKY UNIVERSITY DIVISION OF PURCHASES & STORES RICHMOND, KENTUCKY. Waste Disposal Services RFP-55-17

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1 EASTERN KENTUCKY UNIVERSITY DIVISION OF PURCHASES & STORES RICHMOND, KENTUCKY Waste Disposal Services RFP PLEASE NOTE THE FOLLOWING: DATE: 12/15/16 ADDENDUM NO: Three (3) Please make note of the following questions answered in red: 1. Please list all EKU events and service requirements: Major services are: Move in/out, Graduation, Footballhomecoming and, Special Olympics. Move in begins the last 3 days before classes begin. Move out begins the last week of finals. Graduation is the Saturday after finals. Football schedules 5-6 games every other season. Games usually begin in September and end in October. Homecoming is often the 3-4 week of October. Special Olympics is the first week of June. Rear load trucks are needed for 98 gallon waste cans. 2. Please list container sizes, days of service per container, frequency of service per container location of container, current charges per container: See addendum 2017 MSW/Recycle Route Sheet. EKU pays a monthly, fixed rate for the tons of waste generated. This fixed rate per ton is determined by contract. EKU requests that all bid submissions be calculated by all waste generated from the university municipal waste stream. Rather than, relying on the tips of each cart, can or dumpster that reside at the stops of each building. 3. Are any containers customer owned? EKU owns all MSW carts/cans and recycle bins. The 6 yard front load dumpsters are a monthly lease from Advanced Disposal 4. Please provide current monthly tonnage: tonnage is unknown due to comingled waste MSW pickup from the City of Richmond is included in the city s garbage packer route before the EKU route begins. The Average from actual weights (see addendum) was 1,296 tons per year with an average of 108 tons every month. Slow months are the last two weeks of December, spring and fall break. 5. Please provide hours involved per football game in addition to how many containers, what size are containers, and current tonnage for this service: Currently this service is provided in-house. 1-flatbed with rails. The average amount of waste generated each game is one ton. 6. Contractor is required to pick up all trash on the ground around the containers, compactors, etc at no additional charge?: Yes 7. What recycling services are currently being provided? Please include container sizes, frequency of service, charges, tonnage etc.? All recycle is performed in-house except for rental properties that are serviced by the City of Richmond. Recycle containers consist of 3 yard blue, tip carts, (cardboard) blue, 98 gallon Toters,

2 (mixed paper) blue 90 Gallon Brutes (mixed paper) and 35 Gallon Rosies (bottles and cans). Charges do not apply. (See addendum 2017 MSW/Recycle Route Sheet. 8. Will price increases be considered for the renewal terms? Fair market increases will be considered. 9. Please provide a list of all service locations, including the following information for each: See addendum 2017 MSW/Recycle Route Sheet 10. Number of containers on site: See addendum 2017 MSW/Recycle Route Sheet 11. Purpose of each container (e.g. solid waste, single-stream recycling, cardboard, metal, etc.): All MSW requiring a rear load truck is collected in black/maroon 98 Gallon cans. Top load dumpsters are MSW and may service multiple buildings. EKU is a multi-stream recycle generator and all blue containers are recycle only. Metal recycling is contracted and EKU is provided with six, 1 yard plastic Gaylord s and 1, 40 yard roll off container 12. Type of each container (e.g. front load, rear load, cart, roll-off, and compactor) EKU does not have compactor service 13. Size of each container: 98 gallon MSW cans, 98,90, 35 gallon recycle cans, 3 yard tip carts 14. Service frequency (e.g. weekly, twice weekly, on-call): See addendum 2017 MSW/Recycle Route Sheet 15. Days of service for each (e.g. Monday, Wednesday): See addendum 2017 MSW/Recycle Route Sheet 16. Location address and building/site name: See addendum 2017 MSW/Recycle Route Sheet 17. Ownership of each container (e.g. EKU, rental, etc.) EKU leases all 6 yard, top load dumpsters. 18. Bill payer for each location (e.g. EKU, other entity). See question Please provide a map showing the location of each container. All rentals and off campus properties are part of downtown Richmond. Physical addresses are provided in addendum 2017 MSW/Recycle Route Sheet. See Addendum: Campus Map for buildings and residence halls Do service levels adjust during the year (e.g. summer break, winter break)? Service may discontinue only during winter break. Break lasts an average of 10 days. Approximate dates range December 21 st to January 3 rd. 21. Please describe the current recycling program: Single-stream, source separated (e.g. cardboard only, metal only), combination: EKU is a multi-stream, institutional recycle generator that collects cardboard, mixed paper, plastic (hard and soft), aluminum beverage cans, mixed metals, universal battery waste, waste oil, tires, wood pallets, ink toner cartridges, electronic scrap and more. (See addendum for the materials recycled from ). The recycle program is serviced in-house and becomes a secondary operation during snow and extreme weather events. 22. Where are materials currently taken? All MSW is transported to the Advanced Disposal Landfill in Estill County, Kentucky. The City of Richmond accepts cardboard and plastic bottles. Kentucky Recycling accepts

3 paper, hard plastic, mixed metals and electronic scrap. Aluminum beverage cans are donated through a partnership with Novelis of Berea that matches the spot of aluminum beverage cans market commodity. The money generated through the program is donated to Habitat for Humanity of Madison/Clark Counties. Universal Waste Services provides waste oil recovery. 23. Who receives the proceeds from the sale of recyclables? EKU Facilities Services receives the income recovered from mixed metals. All other recycle income recovered is returned to the EKU general fund. 24. What is the expectation of the service provider?: Report actual monthly weights generated from the EKU municipal waste stream, provide excellent customer service in route pick-ups and a reasonable/realistic monthly rate that provides a reduction/savings in landfill and hauling costs when compared to EKU servicing their own MSW in-house. 25. Section 3.2 (pg. 7) states that the awarded bidder must provide waste management services to University buildings and University rental properties that may or may not require service on-line or off-line will be at no expense to the University. What is on-line service? Off-line? On-line service is campus and off campus buildings that require daily or weekly service. Off-line service is campus and off campus buildings that are under construction or not occupied. Off-line is most common with off campus residential buildings and will require EKU to communicate to the vendor information to start/stop service. 26. Who is responsible for paying for these services? EKU Facilities Services 27. Please provide the current rates and fees for all service container types, sizes, and frequencies. All cans and carts are owned and serviced by EKU. 28. Please provide a copy of the current contract. See addendum provided by purchases and stores 29. Please provide the following data for the previous 12 months (or 12 month period): Number of hauls per container type: See addendum 2017 MSW/Recycle Route Sheet 30. Total invoiced amount by site or location (invoice copies are acceptable): This information is unavailable. EKU Facilities Services pays a monthly rate for all buildings and does not inter-account buildings for waste generated. See addendum 31. Total tons of solid waste: The total MSW average mean from is 1,306 tons with a mean cost of $ 47,864 for landfill and tipping fees. EKU serviced the haul route until Total tons of recycling by material type (single-stream, cardboard, metal, etc.): The average mean of recyclables generated by EKU from was 330 tons. (See addendum 2017 MSW/Recycle Route Schedule) 33. How does EKU intend to pay invoices (e.g. check, electronic transfer, credit card, autopay): EKU will create a purchase order and submit monthly, direct pay requests as an electronic transfer. 34. Will alternate proposals be accepted? Alternate proposals will be considered. 35. Is the proposed transfer station intended to only service EKU, or would tons from outside the university be accepted? The transfer station will accept outside MSW if EKU Council determines that EKU is not

4 encroaching on waste hauling services provided to the county/city through vendors other than the successful bidder for EKU s MSW. These vendors may provide MSW services that are under contract with the City of Richmond and Madison County. The successful bidder of the transfer station must have at least one of the local government s approval to accept outside waste. For example, the City of Richmond may continue with the services currently provided by their vendor and not participate in the services provided by the transfer station. Whereas, Madison or Rockcastle Counties may want to have their waste serviced through the EKU transfer station. All permits, regulations and conditions with municipalities must be vetted by EKU Council before the transfer station construction begins. These issues must be addressed through EKU Council before the acceptance of any external waste. 36. With regard to Attachment 1: Can you please provide clarification as to the sizes/volume of the containers mentioned in the Cans, Carts and Dumpsters column? Are the cans and carts 90 gallons, per the language in Section 3.1? How large are the dumpsters? Also please confirm that the number following the container type is the number of containers that need to be serviced at that given location. A. Clarification: For buildings that have their wheeled containers on ground level, EKU provides plastic rotational mold containers that are 98 gallon wheeled carts. For containers that reside on loading docks, EKU provides 1 yard tilt trucks. Our current waste vendor provides 4, 6 and 8 yard front load dumpsters. All recycle containers are blue, tip carts/tilt trucks that vary in sizes from 98 gallon Toters, 90 gallon Brutes, 35 gallon Rosies and 1 yard blue tilt trucks B. Section 3.1 states; supply and empty 90 gallon containers. The vendor may state within the bid that they will provide the containers of their choice. In most cases, the plastic injected mold containers typically hold 90 gallons. If feasible, the vendor may quote their services with and without the rental/lease of all the containers they may provide. C. The waste container inventory is an estimate only. The flow of MSW varies during the semester. However, the waste generated each year remains a reliable constant due to a fixed number of students, faculty and staff. EKU provides a 5 year baseline of a mean average of MSW generated. Containers are often moved by housekeeping to help mitigate the purges of MSW during the beginning and end of each semester. Sometimes, leaving unused containers that remain empty during the course of the average waste generated by each office, classroom building and residence hall. There is no data recorded that helps determine the amount of waste generated from each building. 37. With regard to Attachment 1: On page 2, there are multiple fields in the Day(s) column that do not contain specification. Can you please tell us what service frequency you would like for these buildings? A. Attachment 1: Page 2. Specifications are not listed because these buildings are on a once-a-week pick up schedule and the route should be determined by the successful offeror. These properties are in residential neighborhoods and considered state owned and are exempt from the waste regulations set forth by the City of Richmond and Advanced Disposal. B. FYI-The largest waste generators buildings on campus are: Powell Cafeteria which needs to be serviced twice a day, 6 days a week. Followed by Model lab cafeteria and Stratton Cafeteria once a day, 5 days a week. Currently, there are 13 residence halls that need to be serviced once a day, 6 days a week. 38. What type of recycled materials, cardboard, cans, plastic bottles, paper etc. What type of service is required? What type of truck for pick-up of recycling materials? A. See attachment: EKU Recycle B. EKU is a multi-stream recycle generator with in house sorting services that separates plastic bottles and aluminum cans, from the wet stream. Cardboard and mixed paper is source separated at the point of origin and transported to the recycle hub to have any bin contamination hand-picked from the dry stream. Hard plastics, unusable surplus, mixed metals, are serviced by our local recycle vendor with their labor and transportation. Our vendor also accepts various novelty recyclables (waste batteries, ink cartridges). The EKU

5 recycle program requires a 5 days a week schedule and the labor to respond immediately to on-demand requests of surplus and inventory pick-ups. C. EKU operates a rear-load garbage packer for cardboard. EKU operates a flat-bed truck with a lift and rails to service the remainder of recyclables. 39. Will the successful bidder of the transfer station be able to accept trash from private haulers, construction contractors, general public? See Attachment EKU Responds to Waste FAQ. Question Where is the transfer station going to be sited? Within campus boundaries 41. What will be the term of the transfer station contract? The successful bidder will not enter a contract less than 10 years and no more than 15 years. 42. Can you list the cu. yd. size of the frontload containers it will make it easier to bid? There are 4, 6, and 8 yard dumpsters. Each dumpster is used as a receptacle convenient to run an efficient route. Rather than, having the dumpster s appropriate size for the amount of trash generated by the specific building. 43. How many if any Sunday pick- ups after football games? What type of service is required? Sunday pick-ups will be determined by the season. (Usually 5 games). Only rear load packers will be acceptable. EKU provides 98 gallon wheeled carts to collect trash during and after tailgating. 44. How many rental units will need to be picked up at no expense to the university? What type of service and quantity? See attachment EKU Responds to Waste FAQ. Question 25. This only applies to buildings and rental properties that are unoccupied and require no service during the times of construction, repair or, rental agreement. Occupied rental properties require a once a week pick-up. Calculate your bid as one flat, yearly rate, including all properties, occupied or not. 45. Instead of dumping out truck before hauling EKU trash, can on board truck scales be used to weigh EKU trash? If onboard scales are provided, EKU requests that weights are reported for each EKU stop the operator makes. 46. On page 7 Resetting a dumpster due to movement when emptying will be at no expense to the university? What type of dumpster and how many? Resetting a dumpster due to movement when emptying will be at no expense to the University. EKU requests that the driver keep the container assigned to a particular building inside its specific area and not have the dumpster encroach on parking spaces, parking zones or disrupt the normal flow of traffic.

6 Offeror must acknowledge receipt of this and any addenda either with bid, via to or by separate letter. Acknowledgement must be received in the Office of the Division of Purchases, Commonwealth 14 th Floor # 1411, Richmond, KY no later than January 18 th, 2017, 2:00 PM (ET) if by separate letter, the following information must be placed in the lower left hand corner of the envelope. BID NUMBER: RFP DUE DATE: January 18 th, 2017 DUE TIME: 2:00 PM (ET) Receipt Acknowledged (Firm Name) (Signature)