REQUEST FOR PROPOSALS EAGLE COUNTY RECYCLE DROP-OFF COLLECTION CONTAINER HAULING INTRODUCTION August 27, 2010 Eagle County is soliciting proposals from qualified service providers to haul collected recyclable material from si (6) drop-off collection centers located within Eagle County to the Eagle County Recycled Materials Recovery Facility located north of Wolcott, CO. Drop-off collection centers are located in: Avon along East Beaver Creek Boulevard west of the Wal-Mart roundabout Edwards CDOT Rest Area near I-70 Eit 163 Eagle Eagle County Fairgrounds parking lot Gypsum Northwest corner of the Columbine Market parking lot Red Cliff Community Center, 400 Pine Street Vail West side of the Community Development building at 75 South Frontage Road The Eagle County Recycled Materials Recovery Facility is located at: 605 Ute Creek Road Wolcott, CO 81655 (just outside of the landfill gate) SCOPE OF WORK Eagle County desires to establish a regular hauling arrangement that meets the usage needs of each individual site. Based upon past history the table presented on Page 2 sets forth a proposed fied collection frequency for all sites. However, Eagle County also desires to consider an optional arrangement where the service provider would provide collection services on an as-needed basis in order to maimize hauling efficiency. Eagle County owns and will provide roll-off containers for the collection of co-mingled containers and newspaper. There are eight (8) roll-offs; two each for sites in Avon, Eagle, Edwards and Gypsum. The Town of Vail has two (2) roll-offs for the collection of co-mingled containers and newspaper. The town also has a 40 cy cardboard compactor roll-off. The roll-off cans will need to be direct hauled and returned to their original site in a timely manner since no swap containers are available at this time. The successful bidder will be responsible for providing cardboard collection containers at the four (4) sites. Each site requires three (3) to five (5) cardboard containers. Generally, these are si (6) to eight (8) cubic yard front with lids. Bidder may
substitute a different size of front load dumpster than that specified in the collection frequency schedule presented below as long as the minimum volume is si (6) cubic yards. Dumpsters are required to be in good condition with operable lids. On cardboard collection days (ecluding Saturdays) the drop-site cardboard will need to be collected separate from any commercial or non-drop-site cardboard and delivered to the Eagle County MRF to reduce/eliminate contamination. Initial signage for the roll off cans will be supplied by Eagle County. These signs will be magnetic and placed on the front of the roll-off cans (commingle and paper). When hauling, the signs will need to be removed to prevent loss during transit. When the cans are placed back at the original site the signs will need to be placed in their original area. Lost signage due to not removing during transit will be the haulers responsibility to replace. Fied hauling schedule. Proposed fied collection frequency and container types are as follows: Site Location Avon Eagle Edwards Gypsum Container Type & # 5 6 cy front 5 6 cy front 4 6 cy front 3 6 cy front 1-6cy front load dumpster Material Hauling Frequency Mon Tues Wed Thurs Fri Sat Red Cliff (every other week only) Vail 40 cy compactor Note: The Town of Vail cardboard compactor may only need to be hauled once (1) every three weeks.
Variable hauling schedule. Under this arrangement haulers would be notified when containers are full or nearly full and would be ready to be collected. Submitters should provide information about their ability to perform on short notice and the degree of confidence Eagle County can epect in the performance of this task. With this type of system a per-haul cost should be provided in the response. ADDITIONAL HAULS During periods of heavy usage, e.g., the Christmas holiday season, additional hauls may be necessary to prevent overflowing and unsightly conditions. Please provide information regarding availability and pricing for additional hauls outside of the regular or variable schedule. ADDING/REMOVING SITES As the county-wide recycling program evolves new sites may be added or eisting sites may be moved or eliminated. In either event the agreement will be re-negotiated and the pricing adjusted accordingly to the satisfaction of both parties. OTHER 1. All collected material is required to be hauled to the Eagle County Recycle MRF. There will be no tipping fees assessed to the hauler. 2. Container signage will be provided by Eagle County (unless lost signage is due to not removing during transit). 3. Site cleanup will be provided by Eagle County. 4. Overhead dumpster maintenance will be the responsibility of the successful bidder (container owner). 5. All collected containers and/or material (co-mingled roll-offs; news roll-offs; cardboard) must be delivered to the Eagle County Recycle MRF no later than 4:00 p.m. on the collection day. 6. The Eagle County Recycle MRF is closed on Saturday, Sunday and certain holidays. PROPOSAL TERMS A. Eagle County reserves the right to reject any and all proposals received as a result of this RFP. The selected proposal will be the one considered the most advantageous regarding price, quality of service, contractor s qualifications and capabilities to provide the specified service and any other factors the County may consider. B. Eagle County reserves the right to reject any or all bids, to waive or not waive informalities or irregularities in bids or bidding procedures, and to accept or further negotiate cost, terms or conditions of any bid determined by the County to be in the best interests of the County even though not the lowest bid.
C. Any question, interpretation or clarification regarding this RFP is required prior to the due date for proposals. D. Proposals must by signed by an official authorized to bind the contractor to its provisions for at least a 90 day period. E. If it becomes necessary to revise any part of the RFP, addenda will be provided. The submission deadline may be adjusted to allow for revisions. F. Proposal should be straight-forward and the service description clearly defined. G. All proposals will become the property of Eagle County. QUALIFICATIONS AND REFERENCES 1. Qualifications. Briefly eplain your company s qualifications to provide the services requested, e.g., years in business, staffing, vehicles to be utilized and eperience. 2. References. Please provide three (3) references from current customers receiving the same or similar service(s). Include name of entity, contact name and telephone number. 3. The successful proposer must demonstrate they are not in default of any other contracts or agreements for similar services with third parties. EVALUATION OF BIDS 1. Bids will be evaluated upon the completeness of the response, qualifications, service availability and price. 2. Eagle County reserves the right for causes deemed relevant by it to reject any and all proposals. Further, Eagle County may in its sole discretion deem proposals not submitted in accordance with this RFP to be non-responsive and may reject non-responsive proposals. Eagle County reserves the right to reject all or portions of any proposals to waive irregularities and technicalities, to reissue this RFP or to proceed to provide services otherwise in the best interests of Eagle County. County may seek additional information or perform investigations it deems necessary. Eagle County may at its sole discretion modify or amend this RFP. CONTRACT 1. After negotiations, it is anticipated the Eagle County will enter into a formal agreement incorporating the Scope of Work with the successful bidder with renewable terms. 2. Instructions and this RFP are not intended to completely define the contractual relationship to be entered into by Eagle County and successful proposer. 3. The successful proposer must meet insurance requirements acceptable to Eagle County.
BIDDER RESPONSES Written responses are due September 17, 2010. Responses may be mailed to: Eagle County Solid Waste & Recycling Attn: Ron Rasnic, Solid Waste & Recycling Manager P.O. Bo 473 Wolcott, CO 81655 Or delivered electronically to: ron.rasnic@eaglecounty.us and jesse.masten@eaglecounty.us CONTACT INFORMATION Questions and queries may be directed to: Or to: Ron Rasnic Eagle County Solid Waste & Recycling Manager T: 970.328.3465 F: 970.328.3466 E: ron.rasnic@eaglecounty.us Jesse Masten Eagle County MRF Manager T: 970.328.3472 F: 970.328.3559 E: jesse.masten@eaglecounty.us