INVITATION FOR BID
SPECIFICATIONS
PENNSYLVANIA DEP
CHAMBERSBURG TIRE RECYCLING WASTE TIRE PROCESSING PROJECT
I. SCOPE OF WORK:
The Pennsylvania Department of Environmental Protection (DEP), Bureau of Waste
Management is seeking professional services for the removal of all tires, tire-derived wastes, and other rubber wastes from the former Chambersburg Tire Recycling, LLC, site (“CTR”) located in Franklin County in DEP’s Southcentral Region.
Questions regarding the technical information contained in the Specifications should be addressed to Mark Houser at (717) 705-4944. Questions regarding the bidding or contracting procedures should be directed to Anne Krasevic (717)705-4729.
Note: There will be a mandatory pre-bid site visit meeting at 2196 Letterkenny Road, Chambersburg, PA on September 23 at 10AM. Contractors must attend this meeting to be considered responsive. There will be no exception to this requirement.
Remediation requirements for this project shall include the removal, transportation, processing, and/or disposal of waste tires and all related materials in an environmentally-sound manner in accordance with all applicable laws, including the DEP’s Residual Waste Regulations; Act 90 of 2002, the Waste Transportation Safety Act; Act 190 of 1996, Act 111 of 2002 and the Waste Tire Recycling Act.
The Contractor shall make any whole used waste tires or processed tires available to an appropriate facility for reuse, recycling or energy recovery, including resource recovery. If any tires or tire-derived wastes are acceptable for recycling, reuse or energy recovery, the Contractor shall not dispose of these materials in landfills. Acceptable uses include shredding tires into tire-derived fuel, shredding into chips for use in approved civil engineering applications, conversion into crumb rubber and/or rubber-related products, and other methods approved by DEP. Prior to commencing work on the Contract, the Contractor must provide DEP with a list of all potential disposal/processing facilities they intend to use during the Contract term.
The Contractor shall provide all necessary labor and equipment to remove and/or process the tires and related wastes from the piles and transport the materials to a permitted storage/processing/reuse location or facility, operating in compliance with existing permits and prevailing environmental regulations. The site is listed on Attachment A, Name and Location of Waste Site.
II. CONTRACT TASKS:
Waste tires, waste rubber and wire mixed with dirt, tire beads and various other materials shall be removed from the former CTR site. The site, including a drainage box with underground piping and a small associated wetland, shall be remediated.
Upon notification from DEP, the Contractor shall provide a written Cleanup Plan (as described below) within two (2) weeks to DEP, and shall be mobilized and prepared to begin work on the site within thirty (30) calendar days of this notification.
The Contractor will provide and maintain adequate fire and spill control equipment on-site and in the immediate working area. Additional equipment and controls may be required due to specific site conditions or DEP recommendations.
A. CLEANUP PLAN:
For the site to be cleaned-up, the Contractor shall provide and maintain a written Cleanup Plan at the site. The written Cleanup Plan shall be submitted to DEP prior to the start of remediation, and shall include a description of the following:
1. Anticipated start date of project;
2. Projected operating days and hours;
3. The remediation and processing operations;
4. Temporary storage or staging of tires or processed tires;
5. Tire/Waste loading process;
6. The names and addresses of the end-use facility that will receive tires and/or tire material. Note: All tire related materials must be removed from the site;
7. The process to be used to obtain a weight slip from a certified weigh master for every load of tires or tire material removed. Every load removed is required to be documented with a weight slip and original weight slips shall be made available for inspection upon request;
8. An emergency response plan;
9. The erosion and sedimentation control measures to be used on-site during operation shall account for stream crossings and stream bank/riparian zone protection, if applicable to the site. It is the Contractor’s responsibility to secure the required approvals and permits;
10. Storage of any large equipment that may be used during remediation;
11. The storage and disposal of any by-products of the processing operation;
12. Final grading and re-vegetation plan, to include seeding and mulching efforts, after cessation of operation.
B. CONTRACTOR RESPONSIBILITIES:
The processing, removal and transportation of tires and tire-derived wastes, as well as delivery and acceptance by a permitted storage, processing, reuse and/or disposal facility shall commence within thirty (30) days of execution of the purchase order. Work must be completed by June 30, 2015.
DEP must approve the end-use facility that will receive tires and/or material resulting from the remediation efforts. Contractor shall ensure that any facility receiving tire material possess permits to handle, store and/or receive such tire material. The Contractor must receive written approval from DEP prior to transport of processed tire material or products off-site, in accordance with this Contract. The Contractor must provide written documentation to DEP, upon request, detailing purchase orders, contracts and/or agreements with the permitted storage, processing, reuse and/or disposal facility where the tires or processed tire material will ultimately be processed or disposed. Contractor must secure all necessary permits prior to beginning on-site work.
The Contractor must commence on-site operations within thirty (30) calendar days of receiving the purchase order award, unless otherwise approved by DEP.
The Contractor must comply with PA Chapter 102 regulatory requirements as related to storm water, erosion and sedimentation control. Storm water runoff shall be managed in accordance with The Clean Streams Law and regulations promulgated thereunder. Prior to commencing operations at the site, the Contractor must obtain all necessary storm water management permits, if applicable.
Contractor shall have a formal wetland delineation performed to determine the extent of the on-site wetlands. A copy of the wetland delineation report shall be submitted to the Department for review and concurrence. All wetlands within the project area shall be accurately field-definable prior to the start of construction activities and up to the time that earth disturbance activities are completed and the site has been stabilized. An acceptable means of field-identification is the use of an orange construction safety fence. Remediation within the wetlands shall take place to ensure removal of the waste material. Material removed from the wetlands shall be replaced with a topsoil/leaf compost mix. Elevations within the wetland area shall be restored back to original grades. Wetlands shall be stabilized with a temporary seed mixture covered with straw mulch and as well as seeded with an approved wetland seed mixture. All slopes surrounding the wetlands shall be smoothed to a 3:1 slope or flatter.
The Contractor must achieve consistent and continued progress in removing tires and tire-derived wastes, as determined by DEP, or the contract may be cancelled.
Progress Report: The Contractor shall submit a monthly progress report, if necessary, of processing activities to DEP. The monthly report must identify the number of tons of materials removed from the site on a month-by-month basis. All monthly reports shall be provided on paper or in an electronic format that is compatible with Microsoft Office software. The Contractor shall provide a final report at the end of the Contract and at the end of any subsequent renewals. Digital photographs of the original conditions at the site, as well as photos of final site conditions, must be submitted to DEP.
III. CONTRACTOR QUALIFICATIONS:
The Contractor shall provide the DEP with all qualifications required in these Specifications, as follows:
A. EXPERIENCE:
The Contractor shall possess a minimum of three (3) years’ experience in remediation of large tire piles and earthmoving/grading work. After bid opening and prior to award of the Contract, DEP shall request the apparent responsive and responsible low bidder to demonstrate its qualifications. The Contractor shall also provide the DEP with a minimum of three (3) references for which the same services, as outlined in these Specifications, were performed.
DEP will evaluate all Contractors based on their past experience of conducting waste tire cleanups. Therefore, prior to award, DEP shall contact the apparent low responsive and responsible bidder and obtain the following information:
1. The number of years your organization has worked in the waste tire management business.
2. The waste tire sites/cleanups completed by your organization; provide information on the number of tires removed, if the tires were shredded/chipped, and how the tires were disposed. Provide total number of tons cleaned-up over the past three (3) years.
4. List other related project experience that you feel will qualify you for this work.
B. PERSONNEL:
Contractor must also clearly identify the staff/individuals who will manage the tire removal operations. Include names, a short summary of each individual’s career experience, and contact information, including e-mail and telephone numbers.
C. COMPLIANCE HISTORY/BACKGROUND:
DEP will conduct a background/compliance status review for the purpose of determining compliance status with respect to applicable environmental regulations. Contractor must demonstrate a history of environmental compliance, having an absence of significant and/or egregious noncompliance or enforcement actions on record. Each Contractor is required to provide information related to past and current compliance and instances of noncompliance, including Notices of Violation, penalties and enforcement actions.
DEP reserves the right to reject bids from any contractor, determined by DEP, to be in violation of applicable environmental regulations. DEP also reserves the right to terminate the contract at time as a result of noncompliance with any federal, state or local law, regulation or ordinance.
IV. CONTRACT REQUIREMENTS:
Contractor shall submit their bid electronically at www.emarketplace.state.pa.us.
Attachment B shall be submitted upon request prior to contract award.
V. INSURANCE REQUIREMENTS:
The Contractor shall purchase and maintain, at its expense, the following types of insurance, issued by companies acceptable to the Commonwealth:
A. Workmen’s Compensation Insurance sufficient to cover all employees of the Contractor working to fulfill the obligations of this Contract.
B. Comprehensive General Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the Contractor from claims arising out of the performance of the Contract. The amount of public bodily injury insurance shall not be less than $1,000,000 per occurrence. The amount of property damage insurance shall not be less than $1,000,000 per occurrence. If the policy is issued for bodily injury and property damage combined, the amount shall not be less than $2,000,000 per occurrence.
C. Automotive Liability Insurance, including bodily injury and property damage insurance, to protect the Commonwealth and the Contractor from claims arising out of the performance of the Contract. The amount of automobile bodily insurance shall not be less than $500,000 per person and $1,000,000 per occurrence. The amount of automobile property damage insurance shall not be less than $500,000 per occurrence. If the policy is issued for bodily injury and property damage combined, the amount shall not be less than $1,500,000 per occurrence.
Such policy shall name the Commonwealth and each property/land owner as an additional insured. Prior to the commencement of work under this Contract, the Contractor must provide the Commonwealth with current Certificates of Insurance. These Certificates shall contain a provision that coverage afforded under the policy shall not be cancelled or changed until at least thirty (30) days’ written notice has been provided to DEP.
VI. CONTRACT TERM:
The Contractor shall commence work within thirty (30) days of receipt of purchase order and terminate on June 30, 2015.
In addition, if conditions were present that restricted access to worksites that were outside the control of the Contractor, and the work cannot be completed before the termination date, the Contract may be renewed for two (2) additional annual terms. The DEP will assess the situation and determine if renewals are necessary. If it is determined that renewals are necessary, all terms and conditions of the original Contract will be in effect through the final contract termination date, June 30,2017.
VII. BID AWARD:
The Contract will be awarded to the lowest responsible and responsive bidder. Unit prices shall include all costs, as determined on a per ton basis, necessary to perform the tasks identified in Section II. Contract Tasks.
Estimated Quantities: The contract quantities herein are estimated only and may increase or decrease, depending on the needs of the DEP.
VIII. PAYMENT TERMS:
The Contractor shall submit invoices monthly and shall be reimbursed at the unit price bid for actual services performed. In addition, Contractor shall submit legible weight slips to support expenditures.
Note: Due to regulatory requirements, DEP will not provide reimbursement for whole tires taken to a landfill, and accepted by that landfill, as a waste.
No part of the payments or disbursement from this fund may be allocated towards the purchase of equipment.
Reimbursement requests shall be made to coincide with the expenditures of tire removal and/or processed tire material from the property along with submittal of monthly progress reports. Weight of all trailer loads transported from the property to the permitted storage, reuse and/or disposal facility shall be documented on weight slips obtained from a certified weigh master. These records shall be used when seeking reimbursement.
Written documentation providing proof of acceptance and offsite processing of whole tires or tire material must be provided to DEP. In addition, written documentation must be provided to DEP from the end-use location and/or facility owner, showing proof of receipt of tires and/or tire material for reuse.
Invoices shall be provided to:
PA DEP, Southcentral Regional Office
909 Elmerton Avenue
Harrisburg, PA 17110
Attn: Administrative Officer, and
Compliance Specialist, Waste Management Program
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ATTACHMENT A
NAME & LOCATION OF WASTE SITE
Site Name / Municipality / County / Tons of Waste (est.)CTR / Hamilton Township / Franklin / 400
ATTACHMENT B
Bid Award Information
The bid to provide for the tire processing, removal, transportation and reuse or disposal services as provided in the specifications shall be inclusive of the bidder’s cost for labor, processing, removal, transportation and disposition of the tires for reuse or disposal, equipment, travel expenses, subcontractor costs and any other costs necessary to perform and complete the task. The contract price may be subject to amendment should the tonnage exceed estimate. All bids shall be scoped in terms of tons, providing a