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RFP) to Provide Appliance Transportation and Waste Management Services for the Appliances Collected by the Dubuque Metropolitan Area Solid Waste Agency (DMASWA)

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RFP) to Provide Appliance Transportation and Waste Management Services for the Appliances Collected by the Dubuque Metropolitan Area Solid Waste Agency (DMASWA) January 21, 2021 Dear Prospective Proposer; Enclosed with this letter you will find a request for proposals (RFP) to provide Appliance Transportation and Waste Management Services for the Appliances collected by the Dubuque Metropolitan Area Solid Waste Agency (DMASWA). Please review all the enclosed materials carefully. SUBMISSION DEADLINE Responses to this RFQ/RFP must be received by 2:00 PM on March 4, 2021 at the Municipal Services Center, via email or uploaded to the FTP site: Municipal Service Center Address DMASWA – Appliance Transportation and Waste Management Services RFP Attn: Agency Administrator or Designee 925 Kerper Court Dubuque, IA 52001 Email Copies [email protected] FTP Upload Location https://cityofdubuque.sharefile.com/r-r324ed546c0aa44deaed77a001f9f77a6 Questions concerning this RFP may be addressed to Kenneth Miller via e-mail [email protected] until 12:00 P.M. February 11, 2021. Thank you for your interest. Sincerely, Kenneth Miller Solid Waste Agency Administrator City of Dubuque Enclosure 925 Kerper Court Dubuque, IA 52001-2405 Phone: 563-589-4250 www.dmaswa.org DUBUQUE METROPOLITAN AREA SOLID WASTE AGENCY REQUEST FOR PROPOSALS FOR CONTRACT SERVICES FOR APPLIANCE RECYCLING AND DISPOSAL BID DATE: Monday, March 4, 2021 2:00 PM – MUNICIPAL SERVICES CENTER TO REDUCE THE SPREAD OF COVID-19, ALL BIDDERS ARE REQUIRED TO MAIL THEIR BIDS. THE BID OPENING WILL BE CONDUCTED VIA CONFERNCE CALL. PLEASE CALL (877) 309-2073, ACCESS CODE 139-702-837 TO PARTICIPATE. BIDS MUST BE RECEVIED BY THE BID DEADLINE. DUBUQUE METROPOLITAN AREA SOLID WASTE AGENCY REQUEST FOR PROPOSALS - APPLIANCE RECYCLING AND DISPOSAL I. INTRODUCTION The Dubuque Metropolitan Area Solid Waste Agency (DMASWA) is issuing this Request for Proposal (RFP) from experienced, responsible, and qualified companies for environmentally sound management of appliances received at the Dubuque Metropolitan Area Solid Waste Agency Facility. Qualified vendors are invited to submit a proposal in the format outlined in this RFP. Appliances include, but not be limited to refrigerators; freezers; air conditioning units; dehumidifiers; clothes washers; clothes dryers; microwave ovens; kitchen ranges; dishwashers; water heaters; furnaces; thermostats; commercial coolers; PCB-containing ballasts and capacitors; and commercial equipment. DMASWA is an inter-governmental agency organized under Iowa Code Chapter 28E and overseen by a three (3) member Board of Directors. Membership consists of the City and County of Dubuque, Iowa. DMASWA’s charge is to manage solid waste generated within its service area, which includes municipality and rural populations within Dubuque County. Contractual agreements are in place to provide services to Delaware County. The service area may expand during the term of the agreement. DMASWA operates a municipal solid waste landfill, household hazardous materials collection center (Regional Collection Center), organics composting facility, and recyclables drop-off stations. DMASWA is self-supported solely through user fees. II. PROJECT DESCRIPTION The intent of this RFP and attached agreement is to provide for the safe removal, recycling, and disposal of hazardous and non-hazardous materials from appliances received from customers by the DMASWA. DMASWA collected 1,325 units in FY 2019 and 1,664 units in FY 2020. The tentative RFP schedule is as follows: January 21, 2021 Request for Proposals released February 11, 2021 12:00 PM Questions due by email to DMASWA February 18, 2021 Responses to questions emailed to RFP list March 4, 2021 2:00 PM RFP response due March 4, 2021 – March 11, 2021 RFP Committee review March 17, 2021 Contract Award consideration by Board of Directors III. SCOPE OF WORK Service Requirements 1. Proposer shall provide all equipment, labor, materials, and supervision necessary to properly collect, transport, process, recycle and dispose of appliances as defined in Section II from the DMASWA Facility (Facility) or designated pickup location. 2. Proposer shall provide all services in accordance with federal, state, and local technical, regulatory, reporting, and record-keeping requirements. 3. Proposer shall provide loading services during normal operating hours of Facility. 4. Proposer shall ensure appliance stockpile area at the Facility is free of debris after every loading/removal service. 5. Proposer shall collect all appliances for off-site processing within five (5) working days following request by phone or email from DMASWA staff. 6. Proposer shall become owner of the appliances and related materials once they are loaded into Proposer’s collection vehicle. Technical and Regulatory Requirements 1. Proposer will remove and recycle, destroy, or properly dispose of: polychlorinated biphenyls (PCBs); chloro-fluorocarbon (CFC) and freon refrigerant gases; free mercury and mercury switch devices; asbestos; sulfur dioxide; and, ammonia refrigerant gases. Proposer will recycle or reuse scrap metal from the appliances. 2. Proposer shall comply with all provisions in the revised Chapter 567-118 “Discarded Appliance Demanufacturing” of the Iowa Administrative Code (IAC) presuming approval and implementation during the initial contract period. Proposer shall obtain an Appliance Demanufacturing Permit in accordance with Subrule 118.2 IAC. 3. As referenced in Chapter 567-118, Proposer shall comply with all applicable and current EPA regulations specified in 40 CFR, Part 761, relative to the removal and disposal of polychlorinated biphenyl’s (PCBs); 40 CFR, Part 82, relative to appliance refrigerant recycling and emissions control; and 40 CFR, Part 273, relative to free mercury and mercury switch devices removal. 4. Under no circumstances shall an appliance be disposed, processed, or baled without first removing and recovering refrigerants, PCB capacitors, ballasts, asbestos, sulfur dioxide, ammonia refrigerant, free mercury, and mercury switch devices. 5. Proposer shall comply with all applicable and current EPA regulations specified in 40 CFR, Parts 260-263 and Iowa Department of Transportation regulations found in 49 CFR, Parts 100-185, relative to the handling and transportation of the materials being managed. Each vehicle used for the collection of appliances must always have valid vehicle registration affixed to it and follow all Iowa Department of Transportation vehicle regulations. 6. Proposer shall comply with all legal and technical requirements regarding the services being provided. Insurance Requirements Proposer must always obtain and maintain in force during the term of the service agreement the insurance specified in Attachment B Insurance Schedule N of the agreement. Certificates of Insurance must be provided to DMASWA by Proposer for itself and any subcontractors Proposer may utilize upon execution of the agreement. Annual Reporting and Record Keeping Requirements Proposer must submit quarterly reports to the Facility identifying the following for all appliances processed: a) Total weight and number of each type of appliance; b) Pounds of refrigerants recovered by type; c) Total weight and number of PCB capacitors and ballasts recovered; d) Pounds of free mercury and number of mercury switch devices removed; e) Total amount of chromates, asbestos, and fluorescent light bulbs removed; f) End use or disposal destination for all hazardous materials; g) Certificates of Recycling and/or Certificates of Destruction received in the preceding quarter; and, h) An updated list of disposal facilities being utilized. IV. TERM OF AGREEMENT The term of the contract will be thirty-six (36) months from July 1, 2021 through June 30, 2024 with the right to cancel the contract by either party with thirty (30) days’ notice. With ninety (90) days’ notice, DMASWA may, at its discretion, renew this agreement annually for a maximum of two years upon completion of the initial Term. Proposer will have the opportunity to propose a modified fee schedule within 30 days of receipt of notice. V. PROPOSAL SUBMISSION REQUIREMENTS All requests for clarification relating to this RFP must be in writing by e-mail to [email protected] by 12:00 PM CT Thursday, February 11, 2021. Questions and responses will be provided in the form of an addendum issued before February 18, 2021 to Proposers who have declared their intent to submit a proposal by March 4, 2021 and posted at DMASWA.org. Responses to this RFQ/RFP must be received by 2:00 PM on March 4, 2021 at the Municipal Services Center, via email or uploaded to the FTP site: Municipal Service Center Address DMASWA – Appliance Transportation and Waste Management Services RFP Attn: Agency Administrator or Designee 925 Kerper Court Dubuque, IA 52001 Email Copies [email protected] FTP Upload Location https://cityofdubuque.sharefile.com/r-r324ed546c0aa44deaed77a001f9f77a6 Late submittals will not be evaluated. Responses will be distributed for review and subsequent recommendation. Formal action by the DMASWA Board of Directors is anticipated to occur at its March business meeting. Responses must contain the following information: 1. The official name, address, phone number, fax number, and email address of the company and its general manager. 2. Types and sizes of appliances accepted and not accepted. 3. Detailed explanation of the Proposer’s appliance processing and recycling programs, including the following: location; handling and dismantling procedure; description of the equipment; qualifications of the personnel; and examples of report documentation. 4. Identify the
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