SOLID WASTE/REFUSE, YARD WASTE, AND RECYCLING COLLECTION AND DISPOSAL RFP

Transcription

1 1 DEPARTMENT OF FINANCE PURCHASING DIVISION MARGARET E. MCEVILLY CITY OF JOLIET ADDENDUM NO. 1 SOLID WASTE/REFUSE, YARD WASTE, AND RECYCLING COLLECTION AND DISPOSAL RFP PLEASE NOTE THAT ALL PROPOSERS MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM ON THE OUTSIDE OF THE BID PACKAGE. THE ATTENTION TO ALL PROSPECTIVE PROPOSERS ON THE ABOVE REFERENCED PROJECT IS CALLED TO THE FOLLOWING ANSWERS TO QUESTION REGARDING THE RFP: 1. Item 8. Can alternative proposals be submitted? If so, what format can they be submitted? Do they need to follow the City s current proposal format? The Request For Proposal (RFP) states, Unless the proposal form states that an alternate proposal is permissible, each vendor may submit only ONE proposal. As such, the vendor shall submit a maximum of one (1) each of the REVISED (see Addendum numbers 30 & 38): Proposal Schedule for seven-year program. Alternate proposal for ten-year program. Supplemental proposal pricing for weekly recycling pickup. Supplemental proposal pricing for alley pickup. Supplemental proposal pricing for electronic recycling. Supplemental proposal pricing for household hazardous waste pickup. Supplemental proposal pricing for wastewater treatment plant refuse disposal. 2. Item 13. of the RFP discusses nine sample criteria that what will be used in determining award of contract. How is the City going to evaluate the nine criteria? Price will be a primary factor; the other eight sample criteria are a sampling of what will be considered. All items submitted by a vendor will be evaluated to determine award of a contract.

2 3. Item 38. Does Joliet consider the solid waste, yard waste and recycling services to be provided under this RFP to be "fixed works and, therefore, do the services fall within the scope of the Illinois Prevailing Wage Act, 820 ILCS 130/1, et seq.? This Contract is subject to the Prevailing Wage Act to the extent required by law. It is the responsibility of the contractor to determine if the Illinois Prevailing Wage Act, 820 ILCS 130/1, et seq. applies. 4. In Section 2 of the specifications, the City has expressed an interest in innovative ideas to be included in the RFP. How will the innovative ideas be evaluated? How much weight will the City give to those concepts if they are presented and are costs savings alone the only criteria for consideration? Innovation will be evaluated using the criteria in Section 13 of the General Terms and Conditions; see answer to number 2 above. 5. In Section 2 of the specifications, the City has indicated that its interested in alternative fuel vehicles and may give special consideration to proposals that include equipment with sustainable features. Can the City expound on what special consideration it may give to proposers with alternative fuel vehicles? Alternative fuel vehicles will be evaluated using the criteria in Section 13 of the General Terms and Conditions; see answer to number 2 above. 6. Section 6 (d) requires a Materials Preparation Card be provided at such other times as deemed necessary by the City, however, Section 12 of the specifications discuss mailers to be distributed on an annual basis. What is intent and frequency expected for the material preparation cards? Are they to be used when new carts are delivered throughout the life or the contract? Please clarify. The intent is stated in Section 12; the publication and distribution to all collection units of printed material, including the materials preparation card, which properly informs residents about the refuse, yard waste and recycling programs and other pertinent information, and provides residents with a calendar for every other week recycling collection dates, shall be provided at least yearly. However, in the past, at the request of the hauler, the City has allowed the distribution of information to occur once every two years. When deemed necessary by the City, Section 6(e), the Materials Preparation Card shall be distributed at such other times (e.g. changes to pick-up schedule; distribution of toters, etc). 7. Section 6 (i) specifies that the City has the authority to redefine the recyclable material list from time to time. Is this unilateral? The definition of Recyclable Material indicated that this definition is mutual as recyclable material should be defined by the market for a given commodity. Said authority under Section 6(l) is unilateral; at the request of the hauler, the City may redefine recyclable material but the ultimate decision to redefine recyclable material is vested with the City. 8. Section 7 (a- g) What kind of documentation is the City requiring to show evidence of landfill access, recycling material facility, landscape waste facility, transfer stations, and a major appliance facility? There are no specific documents sought by the City to show evidence of Contractor Qualifications as set forth in Section 7; it is the Contractor s discretion on what constitutes appropriate written documentation. 9. Section 7 (a) requires bidders to submit a minimum of 5 references of similar size and scope. Can the City clarify or be more specific in what it means by size and scope? See Section 1 of the Request For Proposal. Similar size means a City similar to Joliet; scope means the collection of garbage/refuse, recycling and yard waste. The City will evaluate the similar size and scope information provided by the vendor; see answer to number 2 above. 2

3 10. Section 7.b has required that proposers provide a Transition Plan to the City. What consideration will the City give to those proposals that contain a Transition Plan that will have the least amount of impact to the residents and the City? Transition Plan will be evaluated using the criteria in Section 13 of the General Terms and Conditions; see answer to number 2 above. 11. Section 9 (b) Requires that decals be placed in carts with the City logo during January and February which may be difficult due to low temperatures. Can the decal placement be done during warmer weather periods? This is a consideration that can be requested in the proposal submittal. Please feel free to include this information in your proposal and a detail of when and how it would be accomplished. 12. Section 9 (a and b) Can the City clarify which carts become the property of the City and when? Do they become the property of the City when the City seal/decals are placed on them? If so, when the carts are eventually replaced, what is supposed to happen to the decaled cart if its City property? Does the resident retain both the decaled and the replacement cart? See Section 9 (the Solid Waste/Refuse Toters will become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet). When the replacement ( new ) cart is provided, the old cart may be kept by the hauler. 13. Section 9 (f) Construction Material: This section describes that small amounts of construction debris cannot exceed five 35-gallon containers (175 gallons) per week. The next standard for construction set out is 5 carts (475 gallons) where resident must call for special arrangements. What is the requirement for construction material when the volume over five 35-gallon containers (175 gallons) and under five carts (475 gallons)? Section 9(f) shall be AMENDED to read as follows: CONSTRUCTION MATERIAL: The Contractor will pick up small amounts of construction material that are in proper containers, not to exceed 35 gallons, weighing less than 50 pounds or bundled into 4-foot bundles not exceeding 50 pounds each, and secured on both sides. The debris from small remodeling projects cannot exceed the equivalent of five (5) 35-gallon containers. This material will be picked up at no additional charge to the customer. In the event large amounts of construction materials are placed at the curb, which exceeds five (5) Solid Waste/Refuse Toters 35-gallon containers, the customer shall be responsible to arrange a special pick-up for the removal and disposal of those materials. The Contractor will provide the customer with a cost estimate if requested by the customer, and if the customer so elects, the Contractor shall provide said service. Residents are not required to use the Contractor for the removal of construction materials. 14. Section 9 (g) Can the City describe the process if a hauler determines that a small business is exceeding 1 cubic yard per week for trash volume? The hauler does not need to pick it up and must contact the City to let us know that the business is exceeding the volume that is allowed and in turn, the City will notify the business that they must contract separately to have this refuse removed. 15. Section 11. How much notice will the City provide if it chooses to extend the landscape waste season? In the event the City chooses to extend the landscape waste season (which the City has not done previously), it is anticipated the City would provide not less than two (2) weeks notice. 16. Section 11 (d) Please clarify if the City requires Christmas trees to be composted? 3

4 Section 11(d) shall be AMENDED to read as follows: d) CHRISTMAS TREE COLLECTION: Natural Christmas trees will be collected after Christmas until the end of January. The Contractor agrees to perform this service at no charge to the City. All ornaments, lights, tinsel and other decoration with the exception of flocking must be removed by the resident prior to disposal. If the resident removes all ornaments, lights, tinsel and other decorations, the hauler must recycle the tree. If the tree has ornaments, lights, tinsel and other decorations, the tree can be landfilled. 17. Section 12 Can the City explain the difference between the Public Information Program and the Material Preparation Card? The Public Information Program is more comprehensive (e.g. website information, information videos for the City s website and local television access channel, radio spots notifying residents of changes to their pickup schedules, public information videos, etc). 18. Section 12 (d) Do floods need to be declared or is non-declared flooding such as a flooded basement included in the exclusion? Collection of solid waste placed at the curb or alleyway as a result of fire, flood, or other natural disaster is not provided for by this Contract. However, as indicated in Section 25, Emergencies, upon the Mayor s declaration of a disaster or state of emergency by reason of storm, flood, tornadoes, fire or the like, upon a written request for additional hauling, Contractor shall provide, in a timely manner, all additional services requested by the City for disposal of all additional refuse and yard waste that may be generated as a result of such disaster. 19. Section 13 (a) Tires are defined as Recyclable in the RFP, and the collection requirement is weekly. Currently, tires are currently collected every other week. Please clarify the correct designation and service frequency for tires. Please note that we also made a change to this section regarding the length of carpeting. Tires are defined as Recyclables, Section 6(i). Section 13(a), second full paragraph shall be AMENDED to read as follows: Occupants of residential units as defined in this contract are entitled to the following items being collected on their regular collection day from the normal place of collection: all solid waste/refuse including discarded furniture, appliances, mattresses, beds, bed springs, tables, chairs, washers, dryers, refrigerators, air conditioners, and any other household items. Up to 4 tires (with no rims) every other week on the resident s normal recycling pickup day shall be allowed. per week (with no rims) from residents shall also be part of the items allowed. The Contractor shall furnish suitable equipment and manpower to make collection at no additional cost to the City of Joliet. Refrigerators, freezers, air conditioners, and other appliances containing freon, mercury switches, or other toxic or hazardous materials or chemicals, must be collected by the Contractor and appropriately certified to be free of these materials or chemicals at the Contractor s own expense. The Contractor will also collect from residential dwelling units, small amounts of owner-generated construction/demolition debris, generated from that property. Such debris must be bundled or containered. Bundles must not exceed 50 pounds and containers must be 32 gallons or smaller. The total amount of owner-generated construction/demolition debris shall not exceed ½ yard per week or three, 32 gallon cans. Arrangements for collection of loose construction/demolition debris must be made by the resident independent of this contract. Discarded carpet is to be bundled or rolled and tied and no longer than two four feet in length and weighing no more than 50 pounds. 20. Section 13 (b) If the Joliet Housing Authority requires additional services, will they pay the hauler directly if they require more services? Yes, additional services for the Joliet Housing Authority are the sole responsibility of Joliet Housing Authority. 4

5 21. Section 20 stipulates that the City can deliver materials to use the designated disposal area facilities outside the hours of 8 am- 4 pm weekdays due to an emergency. Doing so may present conflict with permit requirements, etc. This requirement would require mutual agreement and/or a permit change. Thank you for the information. Please advise the City of restrictions you have regarding delivery of materials outside the hours of 8 a.m.- 4 p.m. weekdays in your proposal. 22. Section 20 of the specifications requires the proposer to have a designated disposal area for the City s solid and landscape waste. What consideration will the City give to the distance and convenience of that facility for City vehicles and personnel? Distance and convenience of the designated disposal area for the City s solid waste and landscape waste will be evaluated using the criteria in Section 13 of the General Terms and Conditions; see answer to number 2 above. 23. Section 26 The City can request additional street can collection at no charge. How much notice will the City provide in advance of such request? The City expects to provide at least one week s notice for additional street can collection. However, if there are overflowing cans, it might be a same day call out. Historically, same-day call outs have been very infrequent. 24. Section 27 Place of collection. Please clarify if the alley is the primary point of collection or is the place of collection related to the alternative alley pricing? The current location is either the alley or the street. Current alley point of collection is indicated in green in Attachment A. All other locations are picked up in the street curbside. Alternate alley point of collection (changing from curbside point of collection to alley point of collection) are indicated in red in Attachment A. 25. Section. 28 (c) The specifications require an 8-hour time frame for e-waste or HHW collection. Can the City clarify what this means? Does the City mean collection must occur within 8 hours or must the resident contact the contractor within eight hours or the next work day to schedule a collection? Section 28(c), first full paragraph shall be AMENDED to read as follows: Electronics Recycling and/or Household Hazardous Waste Disposal: The Contractor shall provide front door collection of electronics for recycling and hazardous waste for disposal for all single and multi-family households as listed in paragraph 13. The Contractor will provide a phone number and address for residents to schedule a pickup of Electronics and/or Hazardous Waste within a time frame window which does not to exceed eight hours when the Contractor will pick up the electronics or hazardous waste from the resident. 26. Section. 28 (c) ii This section states that all e-waste generated in in all buildings or properties owned or leased by the city including abandoned electronics be collected. Does the City have any estimates on how much e-waste volume that it would generate from its building and locations? Does the City have any records on previous quantities collected, locations and methods e.g. are they aggregated at one location? The City does not have information relating to the amount of e-waste volume generated from all buildings or properties owned or leased by the City including electronics and recycling abandoned within the city limits. It is anticipated the location of pick-up would be consolidated to three locations: 319 Grover Street, 818 E. Cass Street and 150 W. Jefferson Street. 27. Summary of Documents: What form of evidence is acceptable to show evidence of adequate personnel? How specific does it need to be? There are no specific documents sought by the City to show evidence of adequate personnel; it is the Contractor s discretion on what constitutes appropriate written documentation. 5

6 28. Contractor Qualifications Minimum Experience Will list of Chicago area accounts suffice for references rather than those for a whole state? See Section 7(a) as said section is selfexplanatory. 29. Section 28. d) Can the City provide the historical tonnage for the Waste Water Treatment Plant roll-off loads? No. 30. For the Proposal Pricing Schedule, can the City clarify what number should be placed in the Unit Price Dollars cents column? Is the number placed in the Unit Prices column to be expressed as monthly per unit number or should this be an annual number per unit (i.e. $25.00 per month or annual $25.00 X 12 months = $ per year)? Can the City provide a specific example of how these prices should be represented for each column for each of the base proposals and alternatives for Unit Prices and a Total Amounts? Replace the following with the following ADDENDUM 1 REVISED PROPOSAL PAGES which is a separate document: 6 Proposal Schedule for seven-year program. Alternate proposal for ten-year program. Supplemental proposal pricing for weekly recycling pickup. Supplemental proposal pricing for alley pickup. Supplemental proposal pricing for electronic recycling. Supplemental proposal pricing for household hazardous waste pickup. Supplemental proposal pricing for wastewater treatment plant refuse disposal. 31. Could we get a copy of the latest invoice from the current hauler for residential collection? Yes, it is a separate attachment and is titled ADDENDUM 1 INVOICE ATTACHMENT. 32. What are the current rates charged by the current waste hauler? $24.64 per unit 33. Can we get a list of addresses in GIS format? We do not currently have that but it is something that we may be able to provide in the future. We currently have the listing of addresses that are provided from our billing system. 34. Is bundled carpet included in the items to be collected weekly or is carpeting an extra charge? Bundled carpet is included in the items to be collected weekly and there is no extra charge. See Addendum number What size are the receiver boxes for the compactors for the Federal Housing buildings? We do not currently have that information. 36. Does the City currently get a 1% rebate per month? How does the City currently pay the invoices? The City currently pays by check but was paying via American Express. For us to make that change, our current hauler offered the City a 1% rebate.

7 7 37. Please note these additional changes to the bid documents as set forth below: Section 9(a): Replacement Solid Waste/Refuse Toters shall be the same size, type of materials and thickness of materials and same color as current Solid Waste/Refuse Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. Section 9(a): City of Joliet shall have the final approval for all Solid Waste/Refuse Toters regarding size, type of materials and thickness of materials and color and any artwork. Section 9(a): Replacement Solid Waste/Refuse Toters shall be the same size, type of materials and thickness of materials and same color as current Solid Waste/Refuse Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. 9(b): Replacement Solid Waste/Refuse Toters shall be the same size, type of materials and thickness of materials and same color as current Solid Waste/Refuse Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. 9(b): Replacement Solid Waste/Refuse Toters shall be the same size, type of materials and thickness of materials and same color as current Solid Waste/Refuse Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. 10(a): Replacement Recycling Toters shall be the same size, type of materials and thickness of materials and same color as current Recycling Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. 10(a): Replacement Recycling Toters shall be the same size, type of materials and thickness of materials and same color as current Recycling Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. 10(b): Replacement Recycling Toters shall be the same size, type of materials and thickness of materials and same color as current Recycling Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet. 10(b): Replacement Recycling Toters shall be the same size, type of materials and thickness of materials and same color as current Recycling Toters and shall be imprinted with the City of Joliet seal/decal and shall become the property of the City upon completion/termination of the contract at no additional cost to the City of Joliet.

8 8 38. Please see ADDENDUM 1 REVISED PROPOSAL PAGES The City has revised the proposal pages and done them in an Excel format to make it easier to fill in pricing. The vendor only needs to fill in the unit prices on the 7 and 10 year proposals and the yearly prices will total for you. All proposals MUST be submitted on these forms. PROSPECTIVE PROPOSERS SHALL ACKNOWLEDGE RECEIPT OF THE APPROPRIATE ADDENDUM NUMBER BY STATING THIS ON THE OUTSIDE OF THE SEALED ENVELOPE CONTAINING THE PROPOSAL SUBMISSION FOR THE ABOVE MENTIONED CONTRACT. FURTHER, BID PROPOSALS MAY NOT BE OPENED WITHOUT ACKNOWLEDGEMENT OF RECEIPT OF ALL ADDENDUMS FOR THE GIVEN CONTRACT. April 26, 2017