LAKE OF THE OZARKS SOLID WASTE MANAGEMENT DISTRICT – REGION T
REQUEST FOR PROPOSAL (RFP)
RFP NO.: REGT2013001 CONTACT: Mark Phillips
TITLE: DOCK FOAM DENSIFICATION PHONE NO.: (417) 426-5001 Ext. 12
ISSUE DATE: 08/1/12 E-MAIL:
RETURN PROPOSAL NO LATER THAN: 09/14/12 AT 2:00 PM CENTRAL TIME
PROPOSAL OPENING: 09/17/12 AT 1:00 PM CENTRAL TIME OR THE NEXT SCHEDULED EXECUTIVE BOARD MEETING SHOULD THE 09/17/12 BE CANCELLED
MAILING INSTRUCTIONS: Print or type RFP Number and Return Due Date on the lower left hand corner of the envelope or package. Delivered sealed proposals must be in the District’s office (33924 Olathe Drive, Lebanon, MO 65536) by the return date and time.
(U.S. Mail or Courier Service)
RETURN PROPOSAL TO: Lake of the Ozarks SWMD
c/o WCA
33924 Olathe Drive
Lebanon, MO 65536
CONTRACT PERIOD: Effective Date of Contract through One Year
DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:The offeror hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and the Terms and Conditions Request for Proposal (Dated: 08/01/12). The offeror further agrees that the language of this RFP shall govern in the event of a conflict with his/her proposal. The offeror further agrees that upon receipt of an authorized purchase order from the Lake of the Ozarks Solid Waste Management District – Region T or when a Notice of Award is signed and issued by an authorized official of the Lake of the Ozarks Solid Waste Management District – Region T, a binding contract shall exist between the offeror and the Lake of the Ozarks Solid Waste Management District – Region T..
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REGT2013001 Page 2
1. introduction and general information
1.1 Introduction:
1.1.1 This document constitutes a request for competitive, sealed proposals for the provision of Styrofoam and polystryrene densification and recycling/reuse/recovery
1.1.2 Organization - This document, referred to as a Request for Proposal (RFP), is divided into the following parts:
1) Introduction and General Information
2) Contractual Requirements
3) Proposal Submission Information
4) Pricing Pages
5) Exhibits A - I
6) Terms and Conditions
1.2 Background Information:
1.2.1 The Lake of the Ozarks Solid Waste Management District – Region T working in partnership with the West Central Missouri Solid Waste Management District – Region F and the Missouri Department of Natural Resources have teamed up to fund the removal and reuse/recovery/recycling of Styrofoam and polystyrene from the Lake of the Ozarks with a primary focus on the three county area encompassing Camden, Miller and Morgan Counties. In 1995, Ameren began banning foam not wrapped in some form of liner because it can break apart, endangering boats and cluttering the shoreline. Dock owners were required to remove the foam by January 1, 2010 or risk the loss of their dock permit.
1.2.2 Annually, Ameren has sponsored a shore line cleanup and there have been ongoing efforts to remove and clean-up remaining dock Styrofoam from the environment. However, the remains a large volume of dock foam remaining to be cleaned-up and reused/recovered/recycled. In order to accomplish the task of cleaning-up this dock foam material, the districts and DNR will be identifying locations of dock foam requiring clean-up, selecting sites for dock foam consolidation, and transporting dock foam material to the contractor selected under any awarded agreement(s) resulting from this Request for Proposal.
1.2.3 This is a new contract for the services being obtained via this RFP. A copy of the contract can be viewed and printed from the Lake of the Ozarks SWMD Region T Internet website at http:\\lakegogreen.com. In addition, all proposal and evaluation documentation leading to the award of that contract or contracts may also be viewed and printed from the website. Please reference the Bid number REGT2013001 when searching for the documents on the website.
1.2.4 Although an attempt has been made to provide accurate and up-to-date information, the Lake of the Ozarks SWMD does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this Request for Proposal.
2. CONTRACTUAL REQUIREMENTS
2.1 General Requirements:
2.1.1 The contractor shall provide dock foam material densification and recycle/reuse/recover services for the Lake of the Ozarks SWMD (hereinafter referred to as Region T), in accordance with the provisions and requirements stated herein to the sole satisfaction of Region T. The services shall consist of densification, and ensuring recycling/reuse/recovery of the materials provided by Region T.
2.1.2 The contractor shall provide services on an as needed, if needed basis for the project identified by Region T throughout the year. Region T does not guarantee the amount of usage of the contract whatsoever. However, the Region T anticipates work to be performed within the next twelve months.
2.1.3 The contractor’s services shall include, but not be limited to the following services, as specified by Region T:
a. Provide an area for the dock foam and fastener materials to be unloaded and/or sorted from either a 53’ foot trailer with walking floor or similar vehicle;
b. Provide a storage area for an undetermined, significant volume of dock foam, estimated at not less than 10,000 cubic yards, until processing of dock foam material occurs;
c. Obtain a buyer or buyers for processed materials and agree to transportation arrangements between contractor and buyer(s);
d. Provide tools and labor necessary to remove and recycle or sale metal or other fasteners from dock foam material;
e. Provide the equipment and labor for densification of dock foam material;
f. Prepare densified material and metal fastener materials for recycling/reuse/recovery and sell the resulting materials;
g. Provide an area for the processed material to be stored until sold including handling of materials from processing through sell;
h. Tabulate and report to Region T the volume of both fasteners and dock foam materials sold for recycling/reuse/recovery.
2.1.4 The contractor shall abide by federal, state and local regulations and statutes relevant to the services provided under the agreement.
2.1.5 The contractor shall not dump or illegally dispose of any products and shall not litter on the property on which the contractor will be providing services.
2.1.6 Unless otherwise specified herein, the contractor shall furnish all labor, equipment, and supplies necessary to perform the services required herein.
2.1.7 The contractor shall be responsible for ensuring compliance with all federal, state and local environment requirements.
2.1.8 The contractor shall be responsible for complying with all federal, state and local permitting, licenses, waivers, certifications, exemptions, and zoning that are applicable to services provided under the agreement.
2.2 Project Assignment:
2.2.1 In the event Region T identifies the need for the contractor’s services, Region T shall contact the contractor by phone, fax, or e-mail to request the densification services. Region T shall provide the contractor with at least one week’s notice before the start of a project.
2.2.2 The contractor shall meet with Region T at a location mutually agreed upon with Region T to discuss in detail the scope of the project including any specific instructions, any budget limitations of the project, and a specific time frame for completion of the project. The scheduling of the project will be on dates and times mutually agreed upon between the contractor and Region T.
a. The contractor shall agree and understand that Region T reserves the right to utilize multiple service providers on the project. Therefore, the contractor shall perform services in cooperation or simultaneously with any other service provider as required by Region T.
b. The decision by Region T to assign portion of the project, or parts of the project, shall be final and without recourse.
2.2.3 Following the meeting with Region T, the contractor shall submit a project plan within a timeframe stipulated by Region T. The contractor’s project plan shall identify, but not be limited to, the contractor’s equipment to be used, storage location for material and volume of material that can be stored, identify an adequate market for the volume of end use material produced by the project and identify a purchaser or purchasers of the end use material, and the contractor’s total guaranteed not-to-exceed price for completion of the project using the applicable firm, fixed per cubic yard price stated on the Pricing Page for the specific service required by Region T. The contractor or purchaser of material shall be responsible for any transportation costs associated with delivery of the densified material to the purchaser.
2.2.4 The contractor shall agree and understand that Region T shall have the right to reject the contractor’s project plan, or any portion thereof, for any reason and shall have the right to require modifications, changes, and/or additional elaboration to the project plan as deemed necessary in order to ensure that the contractor’s proposed services are acceptable and will accomplish the desired objectives.
a. Any negotiations regarding the project plan shall be conducted by Region T.
b. The contractor shall make any such changes as requested by Region T and submit a revised project plan within a timeframe stipulated by Region T.
c. The decision by Region T as to the acceptability of the project plan shall be final and without recourse.
2.2.5 Upon acceptance of the project plan by Region T, the contractor shall receive a project number and written authorization to proceed.
2.3 Performance Requirements:
2.3.1 The contractor shall perform the dock foam services required for the project in accordance with the approved written project plan.
a. The contractor shall use the type and size of equipment necessary to accommodate the size and volume of dock foam provided under the contract to ensure material is converted into a marketable material.
b. The contractor shall provide a timeline for the project that clearly sets forth a date by which once material is received, the material will be processed and sold.
c. The contractor shall ensure that dock foam material is processed within one year of receipt or as local regulation or policy requires.
d. The contractor shall ensure that processed dock foam material is sold within a two year timeframe.
e. The contractor shall ensure the area where the dock foam is stored does not create a public nuisance or impact public safety, health or the environment.
2.4 Reporting Requirements:
2.4.1 The contractor shall report to Region T as least monthly on the amount of dock foam material and metal fastener material sold.
2.4.2 The contractor shall provide a narrative quarterly, when services are provided, on the progress of the project.
2.5 Invoicing and Payment Requirements:
2.5.1 Invoicing – The contractor shall submit an itemized invoice to Region T pursuant to the firm, fixed per cubic yard prices stated on the Pricing Page. The contractor’s invoice must include the project number and the actual number of cubic yards processed. The contractor shall submit the invoice to:
Lake of the Ozarks SWMD
c/o WCA
33924 Olathe Drive
Lebanon, MO 65536
2.5.2 Payments - The contractor shall be paid in accordance with the applicable firm, fixed per cubic yard prices for Dock Foam Densification Services as stated on the Pricing Page.
a. In no event shall the contractor be paid in excess of the guaranteed not-to-exceed total price stated in the approved project plan.
b. The contractor shall submit an invoice containing an invoice number, the date invoiced and an original signature.
2.5.3 Other than the payments specified above, no other payments shall be made to the contractor for any reason whatsoever.
2.6 Other Contractual Requirements:
2.6.1 Contract - A binding contract shall consist of: (1) the RFP, amendments thereto, and any Best and Final Offer (BAFO) request(s) with RFP changes/additions, (2) the contractor’s proposal including any contractor BAFO response(s), (3) clarification of the proposal, if any, and (4) Region T’s acceptance of the proposal by “notice of award”. All Exhibits and Attachments included in the RFP shall be incorporated into the contract by reference.
a. A notice of award issued by Region T does not constitute a directive to proceed with services. The contractor must receive a properly authorized purchase order or other form of authorization given to the contractor at the discretion of Region T.
b. The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein.
c. Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the contractor and Region T prior to the effective date of such modification. The contractor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person, shall be used or construed as an amendment or modification to the contract.
2.6.2 Contract Period - The original contract period shall be as stated on page 1 of the Request for Proposal (RFP). The contract shall not bind, nor purport to bind, Region T for any contractual commitment in excess of the original contract period. Region T shall have the right, at its sole option, to renew the contract for three (3) additional one-year periods, or any portion thereof. In the event Region T exercises such right, all terms and conditions, requirements and specifications of the contract shall remain the same and apply during the renewal period, pursuant to applicable option clauses of this document.
2.6.3 Renewal Periods - If the option for renewal is exercised by Region T, the contractor shall agree that the prices for the renewal period shall not exceed the maximum price for the applicable renewal period stated on the Pricing Page of the contract.