Sustainable Materials Management: Waste Minimization, Recycling and Disposal

Sustainable Materials Management: Waste Minimization, Recycling and Disposal

To: Prospective Bidders

Subject: Request for Proposals (RFP): Sustainable Materials Management Services for [CLIENT]

[CLIENT] requests interested and qualified firms to submit offers in response to this RFP seeking Sustainable Materials Management(SMM) - Waste Minimization, Recycling and Disposalservices for its facilities.

[CLIENT]believes there is opportunity to improve the environmental impact of its operations by increasing resource-use efficiency through practices that reduce waste generation, encourage reuseof materials, and increase recycling of materials that are currently disposed of as waste. [CLIENT] wishes to enterinto partnership with the right provider(s) to drive, implement, and manage these practices. The purpose ofthis RFP, therefore, is to obtain the expert management services of an SMM contractor (henceforth “Contractor”) to provide services that eliminate, reduce, re-use and recycle materials that would otherwise be disposed of, as well as (as a last resort), dispose of any residual wastes that are generated at our property(henceforth “Facility”).

This RFP seeks bidders who are committed to proactively partnering with [CLIENT] to ensure the implementation ofbest practices to increase overall resource-use efficiency at our facility. We seek a proven, high-performing Contractor with management and technical staff and significant corporate commitment to achieve the SMM objectivesdetailed in Section 1 of this RFP.

This letter provides a summary of the salient elements of the RFP. Bidders are cautioned to carefully examine theentire RFP and the requirements contained therein before responding.

The following are key milestones for this solicitation:

•A pre-bid meeting will take place on ______at ______.

•A Property (s) tour has been scheduled commencing ______. See Attachment A for locations, times and directions.

•Questions and clarifications to the RFP must be submitted by______.

•Proposals are due on______at the address of the [CLIENT] c/o Primary Contact.

•The contract is expected to be awarded by ______.

Bidders are encouraged to submit questions and clarifications pertaining to the RFP (by e-mail to the primary contact)as soon after its release as possible to allow us time to respond as fully as possible.

Proposals will be evaluated on the basis of the evaluation criteria listed in Section 2.5 of the RFP. The bidders may be required to make presentations to [CLIENT] for clarificationor expansion on specific portions of their proposals. [CLIENT] will subsequently select the firm that offersthe best overall value to [CLIENT] considering their response to the SMM requirements and evaluated approach tooptimizing total system-wide resource efficiency to achieve environmental gains and cost-savings. [CLIENT] reserves the right to award each property individually to separate contractors.

[CLIENT] reserves the right to hold discussions with bidders that are the most competitive, or to reject any or all bids. Awarding of services will not be solely based on price. The contractwill be on [CLIENT]’s current standard form, for a base period of three years with two one year extension options contingent upon [CLIENT]’s satisfaction with the chosen contractor’s SMM program.

[CLIENT] has provided bidders the opportunity to propose their own approach to certain elements of contract compensation,including sharing of documented cost savings from diversion and waste reduction initiatives. Theobjective is to provide bidders the flexibility to innovate and distinguish themselves while meeting our requirements.

The RFP contains the following sections:

•Section 1: Introduction - Organizational background, goals/objectives for the SMM program

•Section 2: Bid Instructions - Provides required content and format for proposals, schedule, evaluationcriteria, and other ground rules for the solicitation process

•Section 3: Scope of Services - General requirements and terms for the contract

•Section 4: SMM Requirements - Provides requirements for SMM services and provides the format “template” that must be followed in preparing their narrative responses.

•Section 5: Pricing - Gives instructions on how to provide bids for the base financial proposal andguidelines for proposals on the required sustainable materials management compensation structure. (Attachment B provides the template and further instructions for pricing.)

•Attachment A: Property Address(es) and Tour Schedule

•Attachment B: Base Financial Bid Response Form

•Attachment C: Bid Form

•Attachment D: Current Waste and Recycling Information

Submit any questions, proposal correction or withdrawal prior to the closing date via e-mail to:

Name:

E-mail:

Fax:

Address:

We hope you will choose to submit a proposal to provide SMM services at [CLIENT]’s facilities, and look forward toseeing you at the pre-bid meeting!

Sincerely,

[CLIENT]

REQUEST FOR PROPOSALS (RFP):

SUSTAINABLE MATERIALS MANAGEMENT:Waste Minimization, Recycling and Disposal Services

Issued by:[CLIENT]

Date Issued:

Response Deadline:

In agreeing to participate in the Request for Proposals, it will be necessary that you become privy to information regarding [CLIENT] and its business affairsand/or its current or future projects. Given the sensitive and competitive nature of our business, it is essential that any matters that we discuss with you or advice that you provide to us, and any information, documents, plans and other materials that you prepare or review for us be treated in the strictest of confidence.

You will not, at any time, including after the expiration of this Request for Proposals, discuss any information with external parties pertaining to [CLIENT] or your engagement without our prior written approval.

CONTENTS

1.0 INTRODUCTION

1.1 Background

1.2 Sustainable Materials Management Program Purpose

1.3 Sustainable Materials Management Program Objectives

2.0 BID INSTRUCTIONS

2.1 Pre-bid Meeting and Property Tours

2.2 Queries and Contact Person

2.3 Proposal Required Contents and Format

2.4 Proposal Schedule

2.5 Response Evaluation Criteria

2.6 Proposal Correction or Withdrawal of Proposal Prior to Closing Date

2.7 Additional Information, Investigation and Inspection

2.8 Confidentiality of [CLIENT] Information

2.9 Confidentiality of Proposals

2.10 Responsibility for Costs

2.11 Non-Standard Proposal Submissions

2.12 Reservations and Limitations

3.0 SCOPE OF SERVICES

3.1 General

3.2 Period of Performance

3.3 Supplier Capabilities

3.4 Additional Services

4.0 SUSTAINABLE MATERIALS MANAGEMENT PROGRAM REQUIREMENTS

4.1 Sustainable Materials Management Program, Management, and Business Systems

4.2 Environment and Safety Issues

4.3 Operations Plan

4.3.1 Reduce Waste Generation

4.3.2 Reuse/Return/Donate

4.3.3 Recycle/Compost

4.3.4 Waste Disposal

4.3.5 Process for Continual Improvement

4.4 Waste Composition

4.5 Billing

4.6 Reporting and Performance Review

4.7 Bidder’s References

5.0 PRICING

5.1 General

5.2 Base Financial Proposal

5.2.1 Disposal

5.2.2 Recycling

5.2.3 Regulation 102/94 and 103/94 compliance or successor regulation compliance

5.3 Proposals for Sustainable Materials Management Compensation

ATTACHMENT A: PROPERTY ADDRESS(ES) AND TOUR SCHEDULE

ATTACHMENT B: BASE FINANCIAL BID RESPONSE FORM

ATTACHMENT C: BID FORM

ATTACHMENT D: CURRENT WASTE AND RECYCLING INFORMATION

1.0 INTRODUCTION

“[CLIENT] is committed to developing and implementing a sustainable materials management strategy for our properties consisting of best practices and based upon the principles of continual improvement, environmental sustainability and social and economic responsibility.”

[CLIENT] has prepared this Request for Proposals (RFP) for a select group of service providers in the resource conservation/waste management industry, to develop and provide a Sustainable Materials Management Program (SMM Program) to the [CLIENT]. [CLIENT]believes there is opportunity to improve its resource efficiency by reducing waste generation, beneficiallyreusing materials, and increasing the recycling of materials that are currently disposed of as waste. [CLIENT] is pleased to invite your firm to provide a Proposal outlining how you would approach the provision of resource conservation and waste management services at our facility(s) and the benefits that would accrue as a result of your involvement.

1.1 Background

[CLIENT to insert statement about their business]

Our “SustainabilityStrategy”is:

Some of ourgoalsof our SMM strategy are to:

Maximize recycling and the use of recycled materials, while reducing the consumption of allmaterials wherever possible
Provide information and liaise with our customers and suppliers to promote the best possible environmental practices
Implement waste minimization and management programs with the aim of becoming a zero waste facility

Our Sustainable Materials Management objectivesare to:

Audit waste streamsand effectively track, manage and report the amount of waste and recycling generated from the property (s).
Implement suitable programs to encourage reusing, reducing and recycling to minimize waste generation and maximize thediversion of waste to recycling opportunities.
Encourage the participation of tenants, vendors and suppliers in the resource conservation and waste management program.
Develop and maintain an inventory of the wastes generated, diverted, and disposed with the ultimate goal of reporting the GHG emissions (generated and avoided) that are associated with the property’s sustainable materials management practices.
Achieve continual improvement by implementingbest practices and participate in new government / industry sustainable materials management initiatives.
Achieve environmental certification / recognition of our sustainable materials management programs and initiatives (e.g. Recycling Council of Ontario’s 3R Certified, BOMA BESt)

1.2 Sustainable Materials Management Program Purpose

The purpose of [CLIENT]’s SMM program is to obtain the expert management services of theContractor to eliminate, reduce, re-use and recycle materials as well as, as a last resort, dispose of all wastes generated at [CLIENT]’s property (s). The program may include economic incentives for theContractor to divert materials currently being disposed of in landfills, or otherwise reduce waste generation. This RFP reflects our desire to develop a strategic sourcing partnership in which [CLIENT] wishes to collaborate closely with the selectedContractor(s) to meet [CLIENT]’s goals, while creating value for both parties through savings from improvedresource efficiency. It is intended that the successful bidder(s) will be the driving force behind increased diversion,working in partnership with [CLIENT]’s employees, tenants and contractors.

1.3 Sustainable Materials Management Program Objectives

The Contractor’s program shall meet the following objectives:

Pursue continual improvement in resource efficiency (waste prevention, reuse,recycling and composting), by taking a lead role in identifying,designing, and implementing innovative, cost-effective [CLIENT] approved means to reduce waste generationand increase diversion at the property (s).
Optimize current hauling, garbage disposal, and recycling operations and services to reduceoverall waste management costs.
Maintain a detailed tracking, reporting, and billing/invoicing system to support [CLIENT]’s goal setting, performance tracking, and decision-making ability. ([CLIENT] to provide format of reports.) This includes providing “proof of the final disposition of all of the wastes that leave the property”, whether those materials are disposed, recycled or composted.
Collaborate with [CLIENT]’s staff, tenants and contractors to implement the SMM program. This includes conducting educational training and outreach on aspects of the SMM program, including but not limited to, recycling procedures and waste minimization.
Ensure the waste management practices at the property(s) comply with Regulations 102/94 and 103/94 of the Environmental Protection Act, including any successor regulations or Acts, and any other regulations / Acts that govern waste management or recycling in the Province of Ontario.

2.0 BID INSTRUCTIONS

The following section provides mandatory instructions for preparation of bid materials. Bidders that do not adhere to the following will not be considered. The information in this section should be considered the “ground rules” for thesolicitation process and is intended to assist in the preparation of proposals.

2.1 Pre-bid Meeting and Property Tours

A pre-bid meeting will be held at [CLIENT]’s offices, ______. A tour of the property (s) has been scheduled as per Attachment A on ______. Bidders must attend the pre-bid meetingand tour.

The preliminary agenda includes:

•Presentation by [CLIENT] explaining the purpose of the SMMprogram, their goals and providing an operational overview.

•Q&A by bidders

•Property (s) Tour

2.2 Queries and Contact Person

Any inquiries about this RFP must be made in written form, via e-mail or fax, to:

Name
Email
Fax

In the interest of fairness and achieving the best possible proposals, questions and responses will be distributed via email to all prospective bidders who have indicated their intent to submit a proposal. However, the identity of those who have submitted questions will be kept confidential. All questions must be received by ______. Responses to all questions will be issued to all prospective bidders by [CLIENT]on ______.

2.3 Proposal Required Contents and Format

At a minimum, each proposal should address all of [CLIENT]’s requirements through:

A description of a preliminary operations plan for an SMM program that addresses the services requested in Section 3 - Scope of Services and Section 4 - Sustainable Materials Management Requirements (Please note: proposals must follow the same headings provided in Section 4).
A proposal for SMM compensation in accordance with Section 5 (Pricing) using the Base Financial Bid Response Formprovided as Attachment B.
A completed Bid Form provided as Attachment C.
A list of references

Please consider the proposal evaluation criteria outlined in Section 2.5when preparing your proposal.

Proposals must be received 1) electronically via e-mail and 2) in hard copy delivered to the Client’s address no later than ______and addressed c/o the contact noted in Section 2.2. Proposals received after the time and datespecified will be declined. The hard copy submission must include two (2) hard copies that are printedon 100% post-consumer recycled paper and are printed double-sided. The electronic copy must be in Microsoft Word or PDF format.

Bidders should aim to respond to the points raised as directly as possible. Proposals that are incomplete, not properlyendorsed, do not follow the requested format, or otherwise are contrary to the guidelines of this RFP may be declined.

2.4 Proposal Schedule

The following timeline will be used for the selection process.

DATE / ACTION

RFP released to prospective bidders

[CLIENT] receives bidder’s Intent to Submit a Proposal by 4:00 pm (EST/EDT)

Pre-bid meeting, 10:00 am (EST/EDT), at ______.

Property (s) tour.

Submission deadline for any questions on the RFP by 4:00 pm (EST/EDT)

Summary of responses e-mailed to all potential bidders by 4:00 pm(EST/EDT).

Proposals received by 4:00 pm (EST/EDT)

The finalist (winning bidder) is notified.

Contract negotiations begin to define definitive terms and conditions, including deciding transition start date.

Program implementation/start date (s). (Start dates may vary by property.)

2.5 Response Evaluation Criteria

The evaluation criteria for proposal SMM include:

1. Proposal Requirements(Required)

•Attend pre bid meeting and property (s) tour

•Proposal is submitted by the deadline

•References are provided

2. Bidder’s Qualifications – XX%

Overall social, environmental and financial performance.
Overall continuity of management and ability to support indemnification and performance guarantees.
Corporate experience and performance in waste reduction and the management of contracts of similar size and nature.
The quality of the program that is offered, including customer-focused processes.
Legal infractions in the last 5 years.

3. Technical/Service – XX%

•The ability to providethe Scope of Services requested as per Section 3.0.

•The ability to providethe SMM Program requirements as per Section 4.0.

4. Financial Benefit

•Demonstrated price and cost reductions for a total sustainable material management system. A lowest price bid will not be the sole determiningfactor in awarding the contract. Rather [CLIENT] may award the contract to the bidder whose proposal, in ouropinion, represents the lowest and best value bid. The winning bidder will demonstrate how it can providethe best level of service in relation to cost, including:

meeting the SMMprogram requirements,
having a reputation of providing exceptional service,
being in good financial condition,
having a reputation for management excellence, in comparable operations,
having a goodsafety record,
provides services that are compliant with all relevant regulations, and
has a track record of implementing programs that achieve excellence in preventing, recycling, and composting waste.

2.6 Proposal Correction orWithdrawal of Proposal Prior to Closing Date

A proposal may be withdrawn or modified by the written request of the bidder, provided the request is emailedto [CLIENT] by the deadline stipulated in Section 2.3. Modifications received after the due date will not beallowed. Modifications must be clearly marked and initialed by the bidder. [CLIENT] reserves the right to request clarification from any or all bidders on proposals that are submitted.

2.7 Additional Information, Investigation and Inspection

[CLIENT] reserves the right to request site visits to one or more of the bidder’s existing customers’ facilities,to speak directly to a provider’s references, and to make independent investigations as to the qualification ofany bidder at anytime during the process. Performance information may be solicited from any available source.

[CLIENT] may request additional information from bidders to clarify elements of their proposals. [CLIENT] will notify companies after all bids are received on whether a presentation is required.

2.8 Confidentiality of [CLIENT] Information

The terms of this RFP, and all other information provided, are to be treated by your company as strictly confidentialand proprietary. All data and business information is to be used solely for the purpose of responding tothis inquiry. Access to this information shall not be granted to third parties except upon prior written consent of [CLIENT] and upon the written agreement of the intended recipient to treat the same as confidential. Nonews releases, public announcements or any other references to this proposal shall be made without the priorwritten consent of [CLIENT]. We may request at any time that any of our material be returned.Should there be a breach of this request for confidentiality or other restrictions identified in this RFP, the bidderwill be eliminated from consideration for this RFP.

2.9 Confidentiality of Proposals

All proposals shall become the property of [CLIENT] and will be held confidential. Any copies of the proposals will be provided only to [CLIENT] employees and consultants on a need-to-know basis. Noproposals or associated documentation will be returned.

2.10 Responsibility for Costs