HomeMy WebLinkAboutCOM 0431.001 2002-2004REQUEST FOR PROPOSALS NO. 2036:
REQUEST FOR PROPOSALS
FOR
FURNISHING AND IMPLEMENTING AN ORGANICS DIVERSION
AND COMPOSTING PROGRAM
FOR THE DEPARTMENT OF ENVIRONMENTAL MANAGEMENT
COUNTY OF HAWAII
HILO, HAWAII
SULNITTED by BldF ARA ELLL
Comm. No.
Ref. To.. E!
Ref. Date
SEALED PROPOSALS will be received on or before 4:30 P.M,,
WEDNESDAY, APRIL 30, 1003, in the office of the Purchasing Division,
Department of Finance, County of Hawaii, 25 Aupuni Street, Hilo, Hawaii, for the
following:
REQUEST FOR PROPOSAL NO. 2036:
FURNISHING AND IMPLEMENTING AN ORGANICS
DIVERSION AND COMPOSTING PROGRAM FOR THE
DEPARTMENT OF ENVIRONMENTAL MANAGEMENT
COUNTY OF HAWAI 'I
Upon application, forms of proposal and specifications may be obtained from the
above-named office.
Written questions or requests for clarification regarding any aspects of the above
proposal must be submitted to Ms. Barbara Bell, Director of Environmental
Management, County of Hawai' i, 25 Aupuni Street, Room 208, Hilo, Hawai' i 96720, no
later than Friday, April 4, 2003. There will be a pre -proposal conference on Thursday,
April 10, 2003 at 11:00 a.m. in the County Council Chambers, 25Aupuni Street, Hilo, HI
96720. Attendance is not mandatory, but strongly recommended.
WILLIAM T. T KABA
Director of Finance
Hawaii Tribune Herald
West Hawai 'i Today
Honolulu Star Bulletin
Publication Date: March 16, 2003
ry SPECIFICATIONS N
I. GENERAL
A. Intent
The County of Hawaii is soliciting proposals to efficiently keep green waste, and
other organics, out of the East and west Hawaii landfills. All such proposals
shall be subject to this Request for Proposals, Specifications and Special
Provisions, all of which are attached hereto and by reference made a part hereof.
B. General Terms and Conditions for Goods and Services
The "Genera/ Terms and Conditions for Goods and Ser ces," including exhibits of
appropriate Contract and bond documents, dated July 1, 1994, shall be a part of
any Contract 'entered into as a result of this proposal. All proposers are
responsible to be familiar with these general terms and conditions, a copy of
which is on file at the Purchasing Division and will be made available to any
interested person upon request at no charge. where any conflict might appear,
the Special Provisions shall have precedence over the General Terms and
Conditions and the Specifications of this proposal shall have precedence over
either.
II. SCOPE OF SERVICES
A. Definitions
Animals
and/or Animal Parts.
Includes
whole animal carcasses and parts of
animal
carcasses, including
fish and
fish parts resulting from processing
operations.
Compos . A stabilized (humified) and sanitized product which generates no
heat, produces no noxious or unpleasant odors, and which is beneficial to plant
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 1 OF 23
a
growth, resulting from the conversion of organic materials by a controlled
aerobic biodegradation process.
Fats. Oils. and Grease (FOGS). Includes used and outdated cooking oil,
vegetable shortening, animal fat, grease from grease traps, and similar products
intended for human consumption in their original form.
Food and Food Scraps. Outdated food products and food materials left over
from meals or from food preparation.
Greenwaste. Untreated lumber and plant materials, including tree trunks and
branches, leaves, stumps, brush, hedge trimmings, and grass clippings, of any
size.
Organic Materials or Organics. In East Hawaii, includes greenwaste and
biosolids resulting from waste water treatment. In West Hawail, includes
greenwaste. In both East Hawail and West Hawail, shall also include paper
fiber; unpainted gypsum wallboard, food and food scraps; animals and/or
animal parts; renderings, and/or fats, oils and grease (EOGs), at the discretion
of the Contractor. Any of the foregoing optional materials included in a
Contractor's proposal shall be considered organic materials and shall be
accepted, processed, and managed in accordance with the contract.
Paper Fiber. May include old newspaper (ONP), old corrugated cardboard
(OCC), office paper, kraft paper, and paper food wrappers.
Project Description
The County of Hawai'i intends to divert as much organic material as possible
from the Hilo Landfill and the West Hawail Landfill by offering to residents and
commercial businesses an alternative to disposing of their organic materials. The
RFP2036 - ORGANICS DIVERSION I SPECIFICATIONS PAGE 2 OF 23
County's Contractor(s) will be responsible for accepting organic materials at the
Hilo Transfer Station and Landfill and at the Kailua-Kona Transfer Station, and
processing the organics
into chips,
compost, and/or
other
soil amendments or
landscaping products, or
into fuel
(EOGs only). It
is the
County's intent that
organic materials be processed into products with economic value, and that said
products be sold by the Contractor(s), to the greatest extent feasible.
All compost produced by the Contractor(s) shall be certified by the U. S.
Composting Council as meeting its Seal of Testing Assurance (STA) standards.
All compost product sold by the Contractor(s) shall bear the U. S. Composting
Council's STA certified compost seal.
The end product(s) shall become the property of the Contractor(s). The
Contractor(s) shall have the right to further process, market, and sell end
product(s).
The East Hawai'i site in Hilo is a parcel of approximately 5-10 acres, included in
the Hilo Transfer Station and Landfill complex. The West Hawaii site in Kailua-
Kona is approximately 2 acres in size. The Department is actively searching for
additional acreage, approximately 5-10 acres in the vicinity of Kealakehe or
Kailua-Kona (Proposals should be based on working within present area and
moving to a larger area when and if it becomes available, unless the site is
being provided by the proposer. An additional area of approximately 1 acre,
across the road and adjacent to the County police station, is also available for
short-term use. Both the East Hawaii and West Hawai'i sites are currently used
for greenwaste diversion. One or both sites may contain unprocessed
greenwaste left over from a previous contract that expires on June 30, 2003.
The Contractor(s) selected for this organics diversion project will be expected to
process any such greenwaste in accordance with the contract price schedule.
RFP2036 - ORGANICS DIVERSION I SPECIFICATIONS PAGE 3 OF 23
The County of Hawaii owns and operates a waste water treatment facility in
Hilo and is authorized to discharge treated waste under the U. S. Environmental
Protection Agency's National Pollutant Discharge Elimination System permit
program. It is the County's intent to haul dewatered biosolids from the
treatment facility to the East Hawaii organics diversion site and to unload the
biosolids at the site. At that point, the Contractor shall have sole responsibility
for management, processing, treatment, and final disposition of the biosolids.
THE CONTRACTOR AGREES TO DEFEND, INDEMNIFY, AND HOLD
HARMLESS, THE COUNTY, ITS' OFFICERS, EMPLOYEES, AND AGENTS
FROM ANY AND ALL CLAIMS, ACTIONS, DEMANDS, SUITS OR OTHER
DEMANDS THAT MAY ARISE FROM, OR IN ANY WAY BE CONNECTED
WITH CONTRACTOR'S ACTIVITIES UNDER THIS AGREEMENT. THIS
SPECIFICALLY INCLUDES ATTORNEYS FEES AND COSTS OF ANY
ACTION AGAINST THE COUNTY AS WELL AS PROTECTION OF THE
COUNTY FROM ANY FINES, OR OBLIGATIONS THAT THE COUNTY MAY
BE SUBJECT TO UNDER THE NATIONAL POLLUTANT DISCHARGE
ELIMINATION SYSTEM PERMIT PROGRAM.
The County's Hilo wastewater treatment facility is a secondary treatment
trickling filter -solids contact (TFSC) plant. Both primary and secondary biosolids
are stabilized in a primary and secondary anaerobic digester. The County is
presently utilizing a centrifuge for dewatering the digested biosolids. The
average solids concentration of the digested biosolids is approximately 20% and
the three wastewater treatment plants in East Hawaii produce approximately 16
dry tons per week on a consistent basis.
Annual sludge reports which sets out selected nutrient and metal concentration
data based upon testing conducted on the digested biosolids for the Hilo
wastewater treatment facility are available for review at the Wastewater Division
Office, 108 Railroad Ave., Hilo, HI.
RFP2036 N ORGANICS DIVERSION SPECIFICATIONS PAGE 4 OF 23
The County's Kealakehe Wastewater Treatment Plant is a secondary treatment,
aerated lagoon plant. Biosolids accumulate over time primarily in the first
lagoon. Currently, it is estimated that approximately 100-200 dry tons of
biosolids have accumulated in the ten years that the plant has been in
operation. These solids could be removed over time using mechanical devices.
C. Technology
The proposal must be based upon one or more established, proven technologies.
The Proposer must possess all rights to use or be licensed to use all proposed
technologies.
The proposed operating plan must provide backup systems, methodologies,
and/or facilities for storage, processing, and disposition of waste water biosolids
in the event the primary methodology cannot be used due to equipment failure
or other reasons.
D. Quantities of Organic Materials
Projected quantities listed in Table 1, the Proposal Price Form, are estimates
only. Proposed operations plans must be flexible in their ability to accept,
process, and dispose of varying and increasing amounts of organic materials. No
minimum quantities will be guaranteed by the County of Hawaii.
E. Contractor's operations shall comply with all applicable current and future County
of Hawaii, State of Hawaii, and federal laws, statutes, ordinances, and
regulations, and the proposal must factor in all costs of complying with all
current
permitting, operational,
reporting, and other requirements.
These
include,
but are not limited to,
40 CFR Part 503 which establishes
general
requirements, pollutant limits, operational standards, management practices,
monitoring, record keeping, reporting and other requirements with respect to
biosolids.
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 5 OF 23
F. Scope of Work and Services
Proposers may submit proposals for operations at East Hawaii only (Item A),
West Hawaii only (Item B), or at both East and West Hawaii (Item Q.
The Contractor(s) shall provide all necessary equipment, materials and labor to:
1. Receive organic materials from County residents and commercial
businesses.
2. Screen all incoming loads to ensure to the greatest extent practicable that
loads contain only organic materials as defined in the contract.
3. Process all organics into compost, chips, and/or other soil amendments or
landscaping products, or into fuel (FOGs only) according to the operations
plan.
4. Submit a written plan, before commencement of operations, to remove
end product(s) from the collection site. The Contractor(s) shall be
responsible for all end product being accounted for and leaving the East
and West Hawai' i sites.
5. All organics must be weighed at a certified commercial scale, with a plan
of operations approved by the Solid Waste Division, County of Hawai' i.
See the Measurement and Payment section G. below.
6. Conduct all contracted work activities only during regular Transfer Station
operating hours, currently 6:30 a.m. to 4:30 p.m. in Kona and 7:00 a.m.
to 5 p.m. in Hilo. Proposals should include hours of operation to provide
maximum benefit to the public.
7. Be prepared to staff the site(s) with Contractor's personnel during all
Transfer Station operating hours. In the future, it is anticipated that there
will be a need for personnel to verify weight tickets, probably for all
operating hours. Proposals should provide a cost for this eventuality.
8. Provide on-site office facilities from which to oversee and manage
operations.
RFP2036 - ORGANICS DIVERSION I SPECIFICATIONS PAGE 6 OF 23
9. Provide telephone service to respond to public inquiries in a timely
fashion.
10. Provide ongoing maintenance of work site to ensure orderly and safe
operations.
11. Regularly remove trash and contaminants sorted from organic materials
from the sites. Contractor may dispose of trash from normal operations at
the Hilo (or it's replacement facility) and Pu'uanahulu Landfills at no
charge. Under no circumstances will rubbish or trash be allowed at any
County Solid Waste Transfer Station.
12. Obtain all required County of Hawaii, State of Hawaii, and federal permits
and approvals, including a Department of Health operating permit, prior to
the start of operations and submit copies to the Department of
Environmental Management, County of Hawai' i. In the case of the
Department of Health, evidence of a properly completed application for
operations must be submitted within ten days; additional time for State of
Hawaii processing will be permitted. At present, it is the County's
understanding that a general excise tax license and a State of Hawaii
Department of Heath permit for each processing or storage site are the
only necessary licenses and/or permits, with the obvious addition of such
items as appropriate vehicle operators' licenses, etc. However, should
there be current requirements the County is unaware of or should future
legislation at any level mandate additional requirements, it shall remain
solely the Contractor's responsibility to obtain all necessary permits at its
own expense.
13. Provide a Site Emergency Action and Evacuation Plan before
commencement of operations.
14. Provide a Site Safety and Hazard Mitigation Plan before commencement of
operations.
RFP2036 - ORGANICS DIVERSION I SPECIFICATIONS I PAGE 7 OF 23
G.
15. Ensure that all Contractor personnel have proper training, and that all
safety and other facilities and equipment required to meet State OSHA
and other State regulations are present on site in good working order.
16. Provide toilet facilities at site for Contractor's personnel. It is expected
the Hilo landfill alternative will have public toilets on site in the future.
Provide the amount to be deducted when facility -provided toilets are
available on the Proposal Price Form.
17. Contractor(s) shall use the last ninety (90) days of the final contract
period to demobilize and clean both sites. All equipment, structures, and
facilities not existing on the sites at the beginning of the contract period
shall be removed by the Contractor(s), unless otherwise agreed by County
in writing. All organic materials existing on the sites at the beginning of
the contract period and all organic materials accepted by the Contractor(s)
shall be processed and distributed in accordance with the operations plan.
The sites shall be graded to the approximate contours existing at the
beginning of the contract period, or other mutually agreed upon contours.
All trash shall be removed from the sites and disposed of in accordance
with contract provisions.
Measurement and Payment
All work performed by the Contractor(s) shall be compensated as follows:
1. All greenwaste processed through a grinder or chipper shall be weighed
by the Contractor after processing.
2. Proposal will provide a detailed plan for weighing or accounting for all
organics processed, to be negotiated during contract formation to insure
that adequate controls are in place.
3. Biosolids shall be weighed prior to delivery to the Contractor's site. A
copy of the weight ticket shall be provided to the Contractor with each
load.
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 8 OF 23
H.
4. The Contractor(s) shall take reasonable measures to ensure that organics
are not excessively wet when they are weighed. Reasonable measures
shall include, but need not be limited to, covering material storage
containers to exclude rain, allowing materials to drain or dry after grinding
if sprayed for dust control during grinding, and avoiding weighing
materials during or immediately after heavy rain.
5. Contractor(s) shall implement measures to prevent weighing of the same
materials more than once.
6. Contractor(s) shall submit invoices to the Solid Waste Division,
Department of Environmental Management. Each invoice shall be
accompanied by the contractor's copy of the weight ticket for each load
billed on the invoice. Each invoice must show the total tons processed
for that billing.
7. Mobilization and site preparation may be billed to the County upon
completion of those activities and certification by the County Solid Waste
Division that the site is ready for operations.
8. Demobilization and site cleanup may be billed to the County upon
completion of those activities and certification by the County Solid Waste
Division that the site meets contract standards.
9. The County of Hawai'i reserves the right to inspect contractor activities
and site conditions at any time during normal hours of operation to ensure
compliance with contract provisions.
County Provided Services
During the course of the contract, the County shall:
1. Make available for contractor's use one East Hawaii site and one West
Hawai'i site,
cleared and
grubbed,
as is; see
Attachments
"A" and
"B-1"
and "13-2".
Proposers
shall visit
the sites
and become
familiar
with
existing conditions. Any improvements shall be detailed in the operations
plan and be at the sole expense of the contractor.
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 9 OF 23
2. Compensate contractor for organics that are processed into end
product(s), in accordance with the contract price schedule.
I. Insurance
The Contractor will be required to provide proof of insurance coverage naming
the County as additional insured, for the duration of the agreement, in the
following coverages and amounts:
1. Automobile Liability Insurance, with minimum limits of not less than Three
Hundred Thousand Dollars ($300,000) for bodily injury or death per
person and not less than Fifty Thousand Dollars ($50,000) per occurrence
for property damage (Combined Single Limit Acceptable).
2. General Liability Insurance, with minimum limits of not less than Three
Hundred Thousand Dollars ($300,000) for bodily injury or death per
person and not less than Fifty Thousand Dollars ($50,000) per occurrence
for property damage (Combined Single Limit Acceptable).
III. INSTRUCTIONS TO PROPOSERS
A. Time Schedule
The following schedule consists of major events leading up to the selection of
the Contractor(s):
1. March 16, 2003: Date of Advertisement in the Hawai'i Tribune Herald,
West Hawaii Today and Honolulu Star Bulletin.
2. Thursday, April 4, 2003: Deadline to submit written questions or request
for clarification.
3. April 10, 2003: Pre -proposal conference. Attendance is not
mandatory but strongly recommended.
4. Wednesday, April 30, 2003: Deadline for receipt of proposals.
RFP2036 N ORGANICS DIVERSION SPECIFICATIONS I PAGE 10 OF 23
1
5. Award will be made, if acceptable response received, as soon as possible
after the proposal deadline. It is anticipated that award will be confirmed
on or before June 1, 2003.
6. September 1, 2003 (or sooner): Selected Contractor(s) should be
prepared to begin mobilization and site preparation.
7. October 1, 2003 (or sooner): Contractor(s) begin receiving materials from
the public and commence site operations.
Ambiguity, Conflict, Discrepancies, Omissions or Other Errors in the Request for
Proposals
Any interested party who discovers any ambiguity, conflict, discrepancy,
omission or other error in the Request for Proposals shall notify the following in
writing on or before April 4, 2003:
Ms. Barbara Bell, Director
Department of Environmental Management
25 Aupuni Street, Suite 208
Hilo, Hawai'i 96720
Modifications or clarification will be made by issuing an addendum by April 20,
2003, and will be given by written notice to all parties who have been furnished
the REQUEST FOR PROPOSALS, without divulging the source of the request.
If any proposer fails to notify the County prior to the date and time fixed for
submission of proposals of an error in the REQUEST FOR PROPOSALS known to
him, he shall submit the proposal at his own risk; and if he is selected by the
County, he shall not be entitled to additional compensation or time by reason of
the error or its later correction. The County may also modify the REQUEST FOR
PROPOSALS prior to the date and time fixed for submission of proposals by
issuance of an addendum to all parties who have received the REQUEST FOR
RFP2036 - ORGANICS DIVERSION I SPECIFICATIONS PAGE 11 OF 23
PROPOSALS, or may issue addenda after negotiations have begun with all
proposers whose proposals remain under consideration. All addenda will be
numbered consecutively beginning with the number 'T" It shall be the
responsibility of the proposer to assure all addenda have been received at all
times prior to the opening date and time.
C. Interpretation of Provisions
Notwithstanding any other provisions, if there is any doubt as to the
interpretation of any of the provisions herein, the proposer shall submit an
inquiry in writing as in Section B above.
An addendum will be issued as indicated above. Any question regarding the
interpretation of any provision after proposals have been opened and/or a
contract awarded will be subject to a ruling of the Director of Finance, County of
Hawaii, whose decision will be final. In addition, the parties hereto agree that
the Director shall have the sole power to decide and resolve matters which may
arise in the future and which are not covered in this proposal.
IV. REQUIREMENTS AND PROCEDURES
A. In responding to the "REQUEST FOR PROPOSALS" the following shall be included
as a minimum:
1. Qualifications, References, and Other Considerations
a. The qualifications of proposer's firm to undertake the scope of work
as specified herein.
b. A listing of at least two similar organics diversion and/or
composting projects undertaken within the past ten years and
references for those projects. The listing of clients must include at
least three references of persons in authority who were or are
RFP2036 N ORGANICS DIVERSION I SPECIFICATIONS PAGE 12 OF 23
substantively involved in overseeing or managing the proposer's
work and/or another business or professional relationship, and
must include the following:
• Name of client (Company or other entity).
• Address of client.
• Telephone number of client.
• Name of principal contact person.
• E-mail address of principal contact person.
The proposer shall provide a detailed narrative describing similar
projects in which the company has been involved as the primary
Contractor or owner. The narrative shall describe:
• Successes
• Problems encountered (such as odors, fires, or complaints from
neighbors), solutions applied, and positive and negative
outcomes
• All compliance actions by regulatory agencies
• Lessons learned and their application to this County of Hawai'i
project
C. The Proposer must have a capable and experienced staff which it
intends to commit to the project. The Proposer shall submit with
the proposal a list of key staff members available for the project,
including their resumes and a list of projects in which they have
participated. If any key staff member to be committed to this
project is a Certified Composting Program Manager per the U. S.
Composting Council and the Solid Waste Association of North
America, such qualification should be noted in the resume.
RFP2036 - ORGANICS DIVERSION I SPECIFICATIONS PAGE 13 OF 23
d. The Contractor must know and understand State of Hawaii and
federal regulations governing composting, biosolids composting (for
Proposal Items A and C), management of municipal solid waste,
and establishment and operation of composting and recycling
facilities. All previous experience with organics collection and
processing should be described in response to this Request for
Proposals. Lack of experience should be so noted.
e. All proposers having an Accounts Receivable account with the
County of Hawai' i, Department of Environmental Management,
shall be in good standing on that account.
2. Proposal Contents: The required format and contents of the proposal
shall include but not be limited to the following:
a. Proposal: Each Proposal should include sufficient information to
enable the Department to evaluate the capability of the proposer to
provide the desired services.
1) Operations Plan
The Proposer shall present a detailed written plan for the
overall operation. The Operations Plan shall describe the
following:
• Processing operations for the estimated annual tonnage
of organic materials at each site, including all primary
and backup methodologies, technologies, systems,
equipment, and/or facilities to be utilized.
• Proposed bulking agent mix ratios, proposed sources of
bulking agents, proposed operational periods and
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 14 OF 23
procedures for composting and curing, and all process
monitoring, including temperature and moisture.
Site improvements to be furnished by Contractor, such as
grading, operations, facilities, landscaping, etc.
On-site and off-site equipment to be used.
Methods of collecting materials delivered by the public.
Maximum amount of time each class of organics may
reside on site before processing, and/or maximum
volume of each class of organics that may accumulate on
site before processing.
For Proposal Price Form Item A (East Hawaii Only) and
Proposal Item C (East and West Hawaii Combined),
procedures to be implemented to ensure compliance with
all applicable County of Hawaii, State of Hawaii, and
federal laws and regulations governing the handling,
processing, and composting of biosolids from waste
water treatment.
Materials flow on the sites, specifically including
measures to prevent mixing of weighed and non -weighed
materials, excessive wetting of materials, and duplicate
weighing of materials.
Measures to be implemented to prevent or avoid
hazardous, potentially dangerous, and nuisance
situations inherent in managing large volumes of
processed and unprocessed organics, including fires,
odors, noise, dust, and vermin.
Screening criteria and procedures for incoming loads.
RFP2036 N ORGANICS DIVERSION I SPECIFICATIONS PAGE 15 OF 23
C.
21
2) Marketing and Distribution Plan
The Contractor shall present a written plan for the marketing
and distribution of any end product(s). The plan shall
describe in general terms:
• End products to be produced by the Contractor.
• Target markets for end products.
• How and where the end products will be marketed.
• Distribution of end products from the project site(s).
Cost of Services: The Proposer shall complete and submit the
attached Proposal Price Form with the proposal. The County of
Hawaii reserves the right to award Items A and B separately, or to
award Item C. Respondents who propose on Item C are
encouraged to also propose on Items A and/or B.
Estimated annual quantities of materials are shown on the Proposal
Price Form. Additional information about the County's waste
stream may be found on the County's web site at
htti)://co.Hawaipi.hi.us/directo[y/dir envmng htm. In the Update to
the Integrated Solid Waste Management Plan, Appendix C, there is
a comprehensive Waste Composition Study for the East Hawai' i
Landfill. Please refer to it for specifics on individual waste streams.
All prices shall include all applicable taxes, postage, freight,
transportation and any actual or implied expense and shall be
based on F.O.B. place of destination, the East Hawai'i or West
Hawaii organics diversion site, as applicable.
Signature/Letter
of Transmittal:
The
proposal shall
be
accompanied by a
letter of transmittal
which
should include
as a
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS I PAGE 16 OF 23
91
minimum, the name of the individual designated as the authorized
representative of the firm and a summary of key points of the
proposal. The letter should be signed by an authorized individual.
If the Proposer is a corporation, the legal name should appear on
the letter and the letter should be signed by an officer or officers
authorized by the corporation. If the Proposer is a partnership, the
true name of the firm is required on the letter, and the letter
should be signed by a partner or partners authorized to sign such
documents. If an agent is used, a power of attorney or equivalent
must accompany the proposal. The name and title of the individual
signing must be typed below the signature. A company signature
is not acceptable.
Submission of Proposal. The proposal shall be submitted as follows:
1. Number of copies: One (1) original and three (3) copies of the proposal,
typed, and double spaced.
2. Proposal Preparation Cost: Cost for developing the proposals are entirely
the responsibility of the Proposer and shall not be charged to the County.
3. Submission Address: The proposal, along with any required submittals
and transmittal letter, shall be submitted NO LATER THAN 4:30 PM,
WEDNESDAY, APRIL 30, 2003 to:
Director of Finance, County of Hawai'i
25 Aupuni Street, Room 118, Hilo, Hawai'i 96720
Proposals should be mailed or delivered in person to the above address, in either
the envelope provided with this proposal or packaging of Proposer's preference,
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 17 OF 23
provided that the Request for Proposals number, name, and Proposer's name is
clearly printed on the outside.
All proposals received will be time -stamped and deposited in the locked bid box
of the Purchasing Division until the deadline. Proposals that are mailed in must
arrive in the Purchasing Division before the time deadline; proposals received
after the deadline will be returned unopened to the sender.
The Proposer shall be solely responsible for the timely arrival of its proposal.
Proposals will not be publicly opened, nor will the names of the individuals or
firms who have submitted proposals be made public, until such time as an award
is made or all proposals rejected. After award, all proposals shall be public
information except proposal sections containing proprietary information or other
information not appropriate for public perusal which shall be sealed by the
Proposer in a separate envelope marked "PROPRIETARY INFORMATION."
V. INDEMNITY
The Proposer shall conduct its activities as not to endanger any person; and shall
indemnify, save and hold harmless the County and all of its officers, agents, and
employees, from any and all claims for losses, injuries, damages, and liabilities to
persons or property occasioned wholly or in part by acts or omissions of the
Proposer, its agents, officers, employees, or any persons under the control of the
Proposer. Proposals that do not provide indemnification to the County as
required by this section shall not be considered.
VI. WITHDRAWAL OF PROPOSALS
A Proposer may withdraw his proposal by submitting a written request to the
Director of Finance any time prior to proposal deadline.
RFP2036 N ORGANICS DIVERSION SPECIFICATIONS PAGE 18 OF 23
VII. REJECTION OF PROPOSALS
The Director of Finance reserves the right to accept or reject any or all proposals
and to waive any defects in said REQUEST FOR PROPOSALS if deemed to be in
the best interest of the County.
VIII. CONTACT FOR INFORMATION
If the Proposer requires additional information from the County, arrangements
shall be made through Ms. Barbara Bell, Director, Department of Environmental
Management, 25 Aupuni Street, Suite 208, Hilo, Hawaii 96720; telephone
number: (808) 961-8083.
However all
proposers
are
cautioned that no verba/ information may be
considered in
providing a
proposal.
Only written addenda in response to written
questions or
comments
will
be considered as alteration to this request for
proposal.
IX. EVALUATION AND SELECTION
The County may award a Contract on the basis of initial proposals received.
Therefore, each proposal should contain the Proposer's best terms from a cost
and performance standpoint.
Only those proposals that substantially meet all of the terms, conditions, and
requirements specified in this RFP shall be considered. These proposals will
become Priority Listed Offerors. All other proposals shall be considered to be
non-responsive and shall be eliminated from the evaluation and selection
process.
Entirely at the County's option, oral or written discussions may be conducted
with any Priority Listed Offeror concerning clarification of the technical and cost
aspects of the Proposer's proposal.
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS I PAGE 19 OF 23
Entirely at the County's option, Proposers who submit proposals that qualify for
evaluation and selection may be afforded the opportunity to revise their
proposals, including compensation, so as to present their best and final offers;
provided no Proposer's proposal or information regarding the negotiation with
the County shall be public information or shared with any other Proposer until
after an award is made.
Evaluation will be conducted by persons selected by the Director of
Environmental Management. Evaluators will be asked to participate in this
process based on their individual expertise, familiarity with greenwaste,
composting and biosolids, or for any reason deemed appropriate by the Director
of Environmental Management. The Evaluators shall review the proposals and
submit a recommendation to the Director of Environmental Management.
In evaluating proposals, any pages marked "PROPRIETARY," "CONFIDENTIAL,"
or otherwise clearly intended not to be made public WILL NOT be considered,
except those dealing with financial resources and condition or references,
existing customers and the like. Thus, if all pages of a proposal are marked as
not public information, the proposal may be rejected.
Upon selection as either the vendor of choice or as a Priority Listed Offeror, the
proprietary information shall then be considered only to verify the status of the
proposal.
All written proposals shall be reviewed to insure compliance with these
specifications. Any proposal without sufficient information or documentation
shall be deemed unresponsive and will not be considered. It is understood and
agreed that the Director of Environmental Management reserves the right to
RFP2036 N ORGANICS DIVERSION I SPECIFICATIONS PAGE 20 OF 23
accept or reject any proposal and waive all defects and informalities as may be
deemed best for the interest of the County of Hawai ' i.
All responsive proposals will be reviewed by a review committee, determined by
the Director of Environmental Management. From all responsive proposals, the
review committee shall select a priority list of the top three Offerors to enter into
further discussions as to the exact scope of services and the nature of what is
required
for the project.
Based on these discussions, the
Director of
Environmental Management
may revise the Proposal Requirements
and/or the
Proposal
Evaluation Criteria
for all Offerors to make their best and
final offer.
The priority list of Offerors shall submit a best and final offer to the County at a
time and place determined by the Director of Environmental Management. The
review committee will then rate the best and final offers based on either the
original proposal evaluation criteria or as may have been modified by the
Director of Environmental Management after clarification of the nature and scope
of services of the project and issuance of an addendum changing any evaluation
criteria prior to the deadline for best and final offers.
RFP2036 N ORGANICS DIVERSION SPECIFICATIONS PAGE 21 OF 23
Evaluation criteria:
ITEM
VALUE
A. Technical Criteria Maximum Score: 30
1. Operations Plan
2. Marketing and/or Distribution Plan
3. Proposer's understanding of scope of work and services
4. Optional materials included in operations plan, based on the
projected amount of landfill diversion.
B. Management Criteria Maximum Score: 30
1. Proposer's experience
2. Staffing Plan
3. References
C. Cost Maximum Score 40
Total Maximum Score: 100
The Director of Environmental Management shall be the sole judge in the
selection of the Proposer whose proposal will best accomplish the needs of the
County. In doing the selection, the Director of Environmental Management will
consider the recommendation of the Evaluators and availability of funds.
X. AWARD OF THE PROJECT
Award of the project, if any, shall be made to the Offeror with the highest
evaluation score of the Review Committee, based on the initial offer, or, if
requested, submissions of the best and final offers from the priority list of
Offerors. The County may at its discretion award a single contract for a proposal
that includes both East and West Hawaii operations, or separate contracts for
the two sites. The County may also reject all proposals and re -advertise the
Request for Proposals.
RFP2036 - ORGANICS DIVERSION SPECIFICATIONS PAGE 22 OF 23
XI. TIME OF AGREEMENT
A written agreement shall be entered into between the County and the selected
Proposer for a period of five years beginning with the Notice to Proceed. This
shall be a price agreement and at all times subject to the availability of funds.
The agreement may, at the sole discretion of the County, be renewed thereafter
for one additional five year period. Contract prices for any such additional five-
year period shall be negotiated by the County and the Contractor, and shall be
based on initial prices, with allowance for increases not exceeding the Consumer
Price Index. Agreement renewals shall be subject to the availability and
appropriation of funds by the County Council. If at anytime there is a significant
change in law that may affect either prices or other terms of the agreement, the
County and the Contractor may negotiate such items as necessary.
Proposals should include terms and conditions for withdrawal or termination from
the contract by either party (which will be negotiated during contract formation)
should it become necessary due to unforeseen circumstances.
XII. TERMS OF THE CONTRACT
The terms and conditions shall be set forth in the award. If the terms are not
agreeable to the successful Proposer and if no agreement can be reached by
both parties, the award may be dissolved without penalty to either party.
RFP2036 N ORGANICS DIVERSION SPECIFICATIONS PAGE 23 OF 23
C
East and West Hawaii Combined
C1
Mobilization and Site Preparation
Mandatory
Lump Sum
1
C2
Greenwaste
Mandatory
Tons
12,000
C3
Bioso ids
Mandato
ons
1,028$
,C4
Demobilization an Site Cleanup
Mandatory
Lump Sum
1
CS
Animal Carcasses & Scraps
0 tiona
Tons
1,0_90 $
$
C6
Fats, Oils Grease FOGS
Optional
Tons
120
$
C7
Food Scraps
Optional
Tons no scale data
$
C8
JGypsum
Optional
Tons no -scale a ata
C9
C10
Paper Fiber
Extra Charge -staffing to verify weight
tickets
Optional
Mandatory
Tons no scale data
Monty
37230
$
$
C11
Discount for w en toilet facilities are
available from County.
Mandatory
Monthly
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�r�RIs
Important Note: The County of Hawaii reserves the right to award Items A and 1B separately, or to award Item C. proposers who propose on Ite;;
C are encouraged to also propose on Items A and S.
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N SPECIAL PROVISIONS N
1. PROPOSAL ACCEPTANCE/REYMON.' The County reserves the right to reject any and
all proposals and to accept the proposals in whole or in part as best suited in the interest
of the County, giving due consideration to price, quality of product and proven
dependability and ability of each proposer with respect to ability to serve the County.
2. DIJR47ION OF CONTRACT.' Contract shall be effective upon the notice to proceed
for a period of five years, renewable for an additional five year period solely at the
option of the County. Contract unit prices will be negotiated prior to any renewal.
3. DEVIATIONS.' The Director of Finance reserves the right to waive and/or accept any
minor deviations from the specifications, if in his opinion, such waiver will be in the best
interest of the County and that such waiver shall not affect in any way the standards of
performance, operations, capacities or quality of the equipment offered.
4. PROP05AL RECEIPT.' All proposals received will be time -stamped and deposited in the
locked bid box of the Purchasing Division until the deadline for receipt. Proposals that are
mailed in must arrive in the Purchasing Division before the date and time of deadline;
proposals received after the deadline may be returned unopened to the sender or
accepted if no unfairness to any proposer will result. The proposer shall be solely
responsible for the timely arrival of its proposal. Phooosa/s wi//nothe ooenedpub/ic/yand
will become public information only upon completion of contract(s) or rejection of all
proposals._
5. TAXCLEAR4NCE.' All successful proposers, including out-of-state proposers, must apply
to the Hawaii State Tax Office and the Internal Revenue Service in conformance with
HRS, 103-53, for a tax clearance prior to a Contract being issued and again with the final
payment. In the event an apparent successful proposer is unable to furnish appropriate
certificates within ten (10) calendar days of being requested to do so, the County may
proceed to award to the next most attractive proposer who shall furnish said certificates.
It is not regu/red but strono/v suggested that omposers furnish tax clearances with their
proposa/s
6. PAYMENT Payment will be made as soon as practical in the normal course of business
upon proper invoicing and satisfactory documentation of amounts of materials processed.
Invoices should be mailed or delivered to the Department of Environmental Management
at 25 Aupuni Street, Room 208, Hilo, Hawaii 96720, or at such other location as may be
required.
7. PROTESTS AND FORUM SELECTION.• Any protest regarding procurement law or
procedure shall strictly follow the procedure described in Chapter 126, Hawaii
Administrative Rules, Department of Accounting and General Services, Subtitle 11,
Procurement Policy Board. All protests must be filed in writing to Mr. William Takaba,
Chief Procurement officer, County of Hawai'i. It shall be the responsibility of any protester
to review all public documents relating to this IFB or RFP and his or any other vendor's
Contract award WITHINFIVE(5) DAK5of the date the information or action, which is the
basis of the protest, became available for public inspection and file all protests within that
period. Any protest regarding the content of this solicitation must be properly filed prior
to the date set for the receipt of offers. While the County may make efforts to notify all
RFP 2036 ORGANICS DIVERSION N SPECIAL PROVISIONS PAGE 1 OF 7
participants of awards, failure to receive such notification shall not relieve any aggrieved
bidder of their responsibility of reviewing public records on a timely basis, and filing their
protest WITHINFIVE (5) DAYSof the date a "Notice of Award" is posted on the bulletin
board in the Purchasing Division lobby area, Room 118, 25 Aupuni Street, Hilo, Hawaii.
No other action or proceeding involving this Contract shall be commenced by either party
except in the Circuit or District Courts of the Third Circuit, County of Hawaii, State of
Hawaii; nor shall any action commenced in such court be removed or transferred to any
other State or Federal Court.
8. INDEPENDENT CONTRACTOR.- The Contractor shall perform the Contract as an
independent Contractor and shall indemnify and save the County and its officers and
employees harmless from any and all deaths, injuries, losses and damages, suits, action
and liability therefor, caused by error, omissions or negligence in the performance of the
Contract by the Contractor or his subcontractors, agents and/or employees, until such
time as action against the Contractor for death, injuries, losses and damages is barred by
the provisions of Chapter 657, HRS, as amended, relating to limitations of actions.
9. LAWSAND REGULA770NS.• The Contractor shall keep himself fully informed of all laws,
ordinances, codes, rules and regulations, governmental general and development plans,
setback limitations, rights-of-way, and all changes thereto, which in any manner affect the
contract and the performance thereof, including but not limited to:
A. All Sections of the Hawaii County Charter and Hawai i County Code.
B. Chapters 103 and 103D, HRS, as amended, relating to expenditure of public
money and procurement.
C. Chapter 321, HRS, as amended. Relating to Health Department.
D. Chapter 376, HRS, as amended, relating to industrial safety.
E. Chapter 378, HRS, as amended, relating to fair employment practices.
F. Chapter 386, HRS, as amended, relating to worker's compensation.
The Contractor shall comply with all such present laws, ordinances, codes, rules and
regulations, including the giving of all notices necessary and incident to the proper and
lawful prosecution of the work, and all changes thereto. If any discrepancy or
inconsistency is discovered between the Contract and any such law, ordinance, code, rule
or regulation, the Contractor shall forthwith report the same in writing to the Director
and/or Officer -in -Charge.
10. 77MEOFPERFORMANCE OFCON 7P.4CT Time is of the essence. Performance of the
services under the Contract shall be commenced on the commencement date designated
in the Notice to Proceed and the services as required shall be completed within the
number of calendar days specified.
11. DELAY IN PERFORMANCE OF CON7R4CT.• If any delay in the performance of the
services under the Contract occurs as a result of unforeseeable causes beyond the control
and without the fault or negligence of the Contractor, including but not limited to, acts of
RFP 2036 ORGANICS DIVERSION N SPECIAL PROVISIONS PAGE 2 OF 7
God, acts of the public enemy, acts of the County with respect to the Contract, acts of
another Contractor in the performance of a Contract with the County, fires, floods,
epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather,
or delays of subcontractors or suppliers arising from unforeseeable causes beyond the
control and without the fault or negligence of both the Contractor and such subcontractors
or suppliers, then the Contractor shall be granted an extension of the time for
performance corresponding to the delay. If as a result of the delay completion of
performance within the extended time would cause undue hardship to the Contractor, the
Director may, in his discretion, grant a further extension of the time for performance. No
extension of time, however, shall be granted unless a written application therefor stating
in detail the cause or causes of delay is filed by the Contractor with the Director or Officer -
in -Charge WITHIN 7FN (10) CALENDAR DAYSafter the commencement of the delay. The
number of days of each extension of time shall be determined by the Director upon the
recommendation of the Officer -in -Charge. No such extension shall be deemed a waiver of
the right of the County to require the completion of the services under the Contract within
the time required herein as so extended by the specific terms of such extension or
extensions, nor a waiver of the right to terminate the Contract for any other or additional
delay not covered by the specific terms of such extension or extensions.
12. PROSECU770N OF THE WORK.• The Contractor shall be available upon reasonable
demand to discuss the progress of the services being performed under Contract. All
questions arising during the performance of the Contract which must be resolved by the
Director or Officer -in -Charge shall be brought to their immediate attention.
13. AUTHORITY OF THE OFFICER IN-CHARGEAND DIRECTOR. Any question or dispute
concerning any provision of the Contract which may arise during its performance shall be
decided by the Director and/or Officer -in -Charge. The decisions of the Director and/or
Officer -in -Charge shall be final and binding upon all parties unless the same is fraudulent
or capricious or arbitrary or so grossly erroneous as necessarily to imply bad faith or is not
supported by substantial evidence, provided that decisions on questions or disputes
relating to acceptance of the services performed under the Contract, suspension or
termination of the Contract, extension of time, reduction or increase in the compensation
of the Contractor and payment shall become final and binding upon all parties only upon
approval of the Director, and provided further that nothing herein shall be construed as
making final and binding any decision of the Officer -in -Charge and/or Director on a
question of law. Pending final decision of any dispute or question, the Contractor shall
proceed diligently with the performance of services under the Contract in accordance with
the decision of the Officer -in -Charge and/or Director.
14. COOPERATION BY 777E COU11/77: The County shall, without cost to the Contractor,
through the Director and/or Officer -in -Charge, cooperate fully with the Contractor and will
promptly place at the disposal of the Contractor all available pertinent information which
the County may have in its possession. The County will certify to the accuracy of certain
information in writing whenever it is possible to do so. The County does not represent
that other information not certified as accurate is so and takes no responsibility therefor
and the Contractor shall rely on such information at his own risk.
15. REMIEW BY THE COUNTY- The County shall review all submittals and other work and
data required to be made by the Contractor and reject or approve such submittals in their
entirety or approve the same subject to such deletions, additions and revisions as the
County may deem necessary and proper. In submittals specified in the special provisions,
RFP 2036 ORGANICS DIVERSION SPECIAL PROVISIONS I PAGE 3 OF 7
all items not required by the County to be deleted, added or revised after review by the
County and not defective by reason or error, omission or negligence on the part of the
Contractor, his subcontractor, agents or employees shall be deemed to have been
approved.
16. COMPENSATION.• The Contractor shall be paid the amount stated in the written
agreement or the same determined in accordance with the special provisions, whichever is
lower, less any reduction in compensation and plus any increase in compensation
pursuant to paragraph 19 of these Special Provisions, as full compensation for the
performance of the services under the Contract.
17. ABANDONMENT OF THE PROJECT; DEATH OR DISABILITY OF CONTRACTOR.- In
the event the County terminates the Contract because it wishes to abandon, defer,
restudy or revise the project, or in the event the Contractor, in the case of an individual,
dies or becomes physically or mentally disabled, the Contractor or his estate shall be
compensated in the same proportion of the compensation under the Contract as the
services performed bear to the services to be performed under the Contract.
18. PROGRESS PAYMENTS.• The Contractor's compensation shall be paid in periodic
progress payments only if specifically called for by a separate schedule in the Contract or
Agreement. In the event there is no specific schedule, payment shall be in the normal
course of business following the proper completion of all work, terms and conditions of
the Contract.
19. REDUCTION OR INCREASE IN COMPENSA770N.• The compensation of the Contractor
shall be reduced whenever modification of the Contract or designs and plans pursuant to
paragraph 20 of Special Provisions reduce the services to be performed by the Contractor.
The compensation of the Contractor shall be increased to reimburse him for increased
costs to perform the services under Contract if performance of the services is delayed for
more than six (6) months by an act or omission of the County. No such reimbursement,
however, shall be made unless he files a written application therefor with the Director
and/or Officer -in -Charge within thirty (30) calendar days after termination of the delay. In
addition, the compensation of the Contractor shall be increased whenever modification of
the Contract pursuant to paragraph 20 of Special Provisions requires the Contractor to
perform services not required under the Contract and whenever modification of designs
and plans or studies is required pursuant to paragraph 20 of Special Provisions after the
designs and plans or studies have been approved by the County. For each such
modification and each modification reducing the services to be performed by the
Contractor, the compensation of the Contractor shall be increased or reduced in
accordance with the supplemental agreement or if no supplemental agreement has been
entered into, by an amount equal to the sum total of the following:
(a) Wages of employees actually engaged in the services required by the modification
and the salary cost of principals when actually engaged in such services in the case
of an increase in compensation or the wages of employees and the salary cost of
principals who would have been so engaged in the case of a reduction in
compensation;
RFP 2036 ORGANICS DIVERSION I SPECIAL PROVISIONS PAGE 4 OF 7
(b) One hundred fifty percent (150%) of (a) for all other overhead, including bonus
allowances, cost of supplies used, cost of transportation within the County of
Hawai9 required for the project and profit; and
(c) Other direct costs, including the cost of transportation to and from destinations
outside of the County of Hawaii and long distance telephone calls and/or data
transmission costs; and
(d) The State of Hawaii General Excise Tax payable by the Contractor on (a), (b), and
(c).
20. MODIFIC47ION5 OF CONTRACT- The County may at any time make such
modifications in the contract as it deems necessary and advisable. Such modifications
shall be made by a supplemental agreement in writing or by written order of the Director;
provided that modifications by such a written order shall be limited to modifications in the
scope of services; and provided further that modifications involving no reduction or
increase in compensation of the Contractor may be made by written order of the Director
and/or Officer -in -Charge.
Upon receipt of a written order, the Contractor shall proceed with the modification as
ordered. If the Contractor does not agree with any of the terms or conditions of or with
the amount of the reduction or increase in compensation provided for in the order, he
shall file with the Director and/or Officer -in -Charge a written protest setting forth his
reasons in detail within ten (10) calendar days after receipt of the order. The protest shall
be disposed of pursuant to the provisions of paragraph 13, A07HORITYOF7HEOFFMER-
1114-CHARGEAND DIRECTOR. Failure to file such protest within the time specified shall
constitute agreement on the part of the Contractor with the terms, conditions and amount
in the order.
In the event the Contractor for reasons related to safety does not agree with and refuses
to proceed with the modifications required by the County in the written order, the Director
may allow the Contractor to withdraw from the Contract without breach, provided the
Contractor files with the Director a written protest setting forth his reasons in detail within
ten (10) calendar days after receipt of the order. If withdrawal is allowed, the Contractor
shall be compensated in the same proportion of the compensation services to be
performed under the Contract.
21. ASSIGNMENT OF MONEY DUE OR PAYABLE- Assignments of money due or to
become payable to the Contractor under the Contract shall not be valid without the prior
written consent of the Director. The rights of the assignee to moneys due or to become
due to the Contractor shall be subject to paragraph 25 of Special Provisions.
22. ACCEPTANCE AND FINAL PAYMENT Final payment will be made only after the
issuance of a notice of final approval and acceptance by the Director advising the
Contractor of the satisfactory fulfillment of the terms of the Contract. This being a price
agreement, no certificate from the Director of Taxation, as provided in Section 103-53,
HRS, will be required. Acceptance by the Contractor of the final payment shall constitute
payment in full for all services performed under the Contract.
23. RIGHT OF THE COUNTY TO TERMINATE.• The County shall have the right to suspend
performance of the services under the Contract or terminate the Contract in whole or in
RFP 2036 ORGANICS DIVERSION N SPECIAL PROVISIONS PAGE 5 OF 7
part at any time by written notice to the Contractor. Upon termination, all data, plans,
specifications, reports, estimates, summaries, completed work and work in progress and
such other information and materials as may have been accumulated by the Contractor in
the performance of his services shall, in the manner and to the extent determined by the
Director and/or Officer -in -Charge, become the property of and be delivered to the County.
If the termination is for reasons other than default of the Contractor as provided in
paragraph 24, the Contractor shall be compensated in accordance with paragraph 19.
24. TERMINATION BECAUSE OF CONTRACTORS ,DEFAULT.' The County shall have the
right to enter into a new Contract with another Contractor and pay a reasonable
compensation for such services as may be necessary to properly complete the services
under the Contract if it terminates the same because the Contractor:
A. Fails to begin work under the Contract at the time required; or
B. Is unnecessarily delaying the performance of the Contract or any part thereof; or
C. Is failing to perform the Contract with sufficient or adequate personnel, equipment
or materials or is not making sufficient progress to ensure the completion of the
Contract within the time specified; or
D. Fails to perform the Contract in accordance with direction of the Director and/or
Officer -in -Charge; or
E. Discontinues performance of the Contract; or
F. Fails to re -commence performance of the Contract within a reasonable time after
service of a written order to do so if the performance had been suspended; or
G. Becomes insolvent or is declared bankrupt or commits any act of bankruptcy or
insolvency; or
H. Allows any final judgment to stand against him unsatisfied for a period of ten (10)
calendar days; or
I. Makes an assignment for the benefit of creditors; or
J. Fails to pay for all labor, tools, materials and equipment; or
K. Has abandoned the Contract; or
L. Violates or fails to comply with any of the terms, covenants and conditions of the
Contract.
The fee of such other Contractor shall be paid from any unexpended amount of the
compensation under the contract. Should the compensation of such other Contractor
exceed such unexpended amount, then the Contractor shall reimburse the County for the
difference as part of the damages caused by Contractor's default. After payment of the
compensation of such other consultant, any remaining unexpended amount of the
compensation payable under the Contract shall be paid to the original Contractor.
RFP 2036 ORGANICS DIVERSION N SPECIAL PROVISIONS ^' PAGE 6 OF 7
The provisions of this subsection shall not apply if the Contractor is an individual and the
default is due to his death or mental or physical disability.
25. AUTHORITY TO WITHHOLD MONEY DUE OR PAYABLE: The County may withhold
such amounts from the money due or to become payable under the Contract to the
Contractor, or any assignee under paragraph 21, as may be necessary to protect the
County against liability or to satisfy obligations of the Contractor to the County and to
employees, subcontractors and material men who have performed labor or furnished
material and equipment under the Contract and may make such payments from such
amount as may be necessary to discharge such obligations and protect the County.
26. REMEDIES NOT EXCLUSIVE The express provision herein of certain measures which
may be exercised by the County for its protection shall not be construed to preclude the
County from exercising any other or further legal or equitable right to protect its interests.
27. SERVICES: It is understood and agreed that any services to be provided in accordance
with the terms of this Contract may be terminated immediately, in whole or in part, upon
a finding by the County that these services must be provided by public employees,
pursuant to Civil Service Laws or that such services will be discontinued. It is further
understood, that should such a finding be made, the County will not be liable under this
Contract for any resulting damages, and such a termination will not be considered a
breach of this Agreement.
28. CONSTRUCTION OF CONTRACT The masculine shall be deemed to embrace and
include the feminine and the singular shall be deemed to embrace and include the plural,
whenever required in the context of the Contract.
RFP 2036 ORGANICS DIVERSION
N
Harry Kim
William Takaba
Mayor
Director
County of Hawaii
Nancy Crawford
PURCHASING DIVISION
Deputy
DEPARTMENT OF FINANCE
Bill Gray
25 Aupuni Street, Room 118 • Hilo, Hawaii 967204252
Purchasing Agent
(808)961-8231 • Fax (808)961-8248
April 25, 2003
TO: All Prospective Proposers
FROM: Director of Finance
SUBJECT: REQUEST FOR PROPOSAL NO. 2036: FURNISHING AND
IMPLEMENTING AN ORGANICS DIVERSION AND COMPOSTING
PROGRAM FOR THE DEPARTMENT OF ENVIRONMENTAL
MANAGEMENT, COUNTY OF HAWAI'I
ADDENDUM NO. 1
The following questions were received and answered at the pre -proposal
conference held on April 10, 2003. Questions are numbered and are
identified by italics. Answers are not italicized and are in bold. The
answers may have been altered or augmented after the pre -proposal
conference. The following constitute the only official information, which
should now be considered included in the specifications.
Proposers are also reminded that any exceptions or requested revisions to
specifications should be documented in the offeror's proposal.
What is the present program costing you right now?
For this year, and the next fiscal year, we have $600,000 per year in the
budget.
2. How much per ton?
The present contract is based on a minimum tonnage of 500 tons for Kona,
500 tons for Hilo, 1000 tons total. The amount per ton varies with the total
processed. The range is from $17-$49/ton.
3. How much do you pay to dispose of the bio -solids?
For blosolids, we pay ourselves $35 per ton at the landfill.
RFP 2036 - Organics Diversion
Addendum No.1
April 25, 2003
Page 2 of 8
4. What are you envisioning in terms of what you would like to see in terms of structure? Is it
going to be a straight contracting? Is it going to be a joint venture?
It is a joint venture only because the County must facilitate and be
supportive of any program to ensure success. The Department and the
Mayor are supportive. If we need a greenwaste ban at the landfills, or to
charge a tip fee for greenwaste, it requires County Council action. The
Department is willing to work for any legislative changes in a timely manner.
There will be a detailed contract between the County and the vendor. The
vendor will own the end -product. The County does not expect to share in
any revenue generated from the end -product.
5. Can you guarantee the contract for five years for a set amount of money into the future?
The County cannot guarantee funding in a future fiscal year because the
County Council has the "power of the purse -strings". We cannot assure
anyone what a future Council may, or may not, do. The anticipated contract
will be for five years, renewable at our option for an additional five-year
period. Before we enter into the contract we will present the proposed
contract to the Council for a resolution authorizing a multi-year agreement,
to gain concurrence of the concept of a financial obligation in a future fiscal
year. If the Council approves the resolution, we are at least morally but not
legally obligating the present Council members to approve funds in future
years.
The problems are, a) there may be different council members in the future
who don't agree with the previous commitment; b) finances may require
reductions in programs; and c) technology may change, rendering the
program unnecessary.
For a) we have found that the Council Resolution helps everyone recognize
the County commitment to a program. For b) we have found that good and
efficient programs retain their funding levels from year to year. This program
is designed around time-honored principles of organic waste becoming a
soil amendment. For c) we do not expect unusual or new technologies
based on organics grinding or composting.
6. The Request For Proposals provides estimated annual amounts; is there any limit? If the
county decided they wanted to bring 10 times the amount of greenwaste, can they do that?
Since this is an RFP and since the contract we have now is not based on a
unit price, you can propose minimums or maximums.
7. Could it ever be more than 6000 tons?
Yes. Please note the changes to the Proposal Price Form. Our estimated
tonnage for East and West Hawaii is now 10,000 tons each, or 20,000 tons
annually for the whole island. This is based on tonnages received at the
existing greenwaste drop site for the months of January, February and
March, 2003.
RFP 2036 - Organics Diversion
Addendum No. 1
April 25, 2003
Page 3 of 8
8. Can the county afford it, or afford not to do it, when the volume of greenwaste increases?
We have a good idea of our costs at the landfills and our other operations.
We believe composting will be more cost effective than other methods.
9. What's the landfill tipping fee here now?
$35/ton. The Department has a proposal before the County Council to raise
the landfill tipping fee by $10 per year for the next 5 years. It passed from
Finance Committee on April 15.
10. Does that cover your landfill operation costs or do you have to bring from the general fund?
The General Fund covers about 70% of the Solid Waste Division's expenses.
Last fiscal year, our best cost estimates are around $55 ton at the landfills
and $751ton at the transfer stations. We expect these costs to increase when
the Hilo landfill closes, around Fall, 2004.
11. We understand you are requiring the 503 40 DFR regulations be adhered to. Is the US
Composting Council Seal of Approval required for all material, bulk as well as bagged?
Yes.
12. What can you tell me about the Hilo site? Is the site the current site where the greenwaste is
right now?
(A conceptual map of Sort Station was distributed and is attached hereto.)
The composting site is planned for the parcel next to our existing transfer
station and greenwaste grinding site. The present operation, which includes
drop-off from residential and commercial, as well as grinding, is located on
the Hilo Solid Waste Transfer Station site, TMK 3-2-1-13:150. The
composting site is intended for the next parcel, TMK 3-2-1-13:167, following
acceptance of the EIS for the Sort Station.
Present Site: Approximately 2 acres. Scale is located within 1/2mile, at the
entrance to the Hilo landfill. There are no utilities at the site.
Future Site: Approximately 10 acres. Scale will be located within 1 mile, in
conjunction with the proposed Sort Station. Water and electric planned for
site. If you need 3-phase, let us know.
Timing: We are now in the process of designing the Sort station. There will
be an EIS for the entire project. A full design is planned to be completed by
September, 2003 with construction of the facility to begin by December, 2003.
The organics diversion area could be the first operational component of the
Sort Station. Composting operations could start after the EIS is approved
and required permits are secured. The Hilo landfill is expected to close in
late 2004.
RFP 2036 - Organics Diversion
Addendum No. 1
April 25, 2003
Page 4 of 8
13. So if the contractor's supposed to begin receiving greenwaste in October, where would they
receive it?
We are expecting proposals to include a two-part process. To continue
collecting, and grinding at the existing greenwaste site and moving to a
composting operation as soon as possible.
14. How should we apply for DOH Solid Waste permits?
We have asked DOH how they would prefer the permit application, with both
Tax Map Key numbers or not. The County will help with the application
process as may be appropriate but cannot guarantee that a permit will be
issued.
15. What can you tell me about the Kona site? /s the site the current site where the greenwaste is
right now?
This is a similar situation to Hilo. The scrap metal yard shares the site in
Kona with the present greenwaste operation. The County is in the process of
reducing the backlog of scrap metal. We find there is enough physical space
to do a greenwaste collection and chipping operation at the present location.
There is not enough room to do a composting operation.
Present Site: Approximately 2 acres. West Hawaii Concrete has a scale that
is located about 2 miles away, at their Kona yard. There is water at the site.
There is no electricity at the site. There is also a scale at Pu'uanahulu
landfill, approximately 15 miles away. The site TMK# is 3-7-4-08:058.
Possible Future Site: Approximately 10 acres, across the highway from the
present greenwaste site, adjacent to the Kealakehe wastewater treatment
plant. The County is not planning on providing a scale at the new site. There
is more than enough R-2 water generated from the wastewater treatment
plant. TMK 3-7-4-008:058 and 3-7-4-008:073.
Timing: The property adjacent to the wastewater treatment plant is
undeveloped. It is owned and controlled by the County, through the
Wastewater Division of the Department. Any proposals will need to consider
that the facility is not presently a public facility. It is presently used only by
Wastewater personnel. Security of the wastewater plant needs to be
addressed.
16. If 1 want to set up a site there, and get all my equipment in place, I come up with my plan. 1
figure these are my expenses. 1 may bid $150,000 to do that. When, in fact I do incur those
costs, I give you the bills and you pay me back for mobilizing and setting up the facility. If it's
more than that, it's my loss. If it's less than that, you only pay me back for what I put in.
No. This is not a cost-plus contract. You are expected to recover your up-
front costs within the context of unit prices for greenwaste and/or biosolids.
Use the adjusted Proposal Price Form attached to this addendum.
RFP 2036 - Organics Diversion
Addendum No.1
April 25, 2003
Page 5 of 8
17. If we spend $100,000 to setup the area, charging it in our per ton pricing, I would assume that
stuff then belongs to you.
Yes, all the permanent improvements such as scales, slabs, water lines,
ponds, etc. You would own the mobile equipment.
18. Do you prefer the bid for bio -solids to be based on wet tons or dry tons?
The way we measure our biosolids is based on dry tons, at an average of
20% moisture content. You may bid wet and/or dry tons.
19. 1 believe the law requires a paint screen test before biosolids go into a landfill.
Yes.
20. How difficult was the bulldozing and site preparation when the wastewater treatment plant in
Kona was built?
Depends on how much excavating you need to do. If it's just rough grading,
that's already a pretty good site. There's lava rock, but if you have to go
down at all, you're blasting. Kiewit did go in with a D-11 with a hydraulic
rock ripper. They actually ripped it rather quickly but I don't know if there's a
D-11 in the state anymore. We have topo maps. The rock crushing operation
was already on that side. That's why I proposed that site for this composting
operation. It's all pretty well graded, at least an acre.
21. Can we visit the site today?
Yes. (Site visits were arranged for that afternoon with Peter Boucher,
Wastewater Division Chief.).
22. Is there a possibility a site at the landfill at Pu'uanahulu?
It is a possibility. The biggest problem is there's not much water. It's
unbulldozed lava at this point. We have not decided between the two
possible sites at this time.
23. What is the size of the potential site on your property and what are the parameters that are
inclusive of that one potential site?
The composting site area is at least 10 acres (about 300' by 2400'). The
wastewater treatment plant is approximately 20 acres. It's comprised of
large aerated lagoons and there is about a 100 -foot swath that's outside our
existing fence right now that's still our property, that's covered by this flat
area that was the crushing area and so forth, by about 2400 feet. That's our
existing plant site. We also have an additional 200 feet around the whole
plant.
RFP 2036 - Organics Diversion
Addendum No. 1
24. And 100 feet wide of that is already rough graded?
On a portion of it, it's fine graded. It's nice. We have topographical maps of
all of it if anybody wants to look at them.
25. Is it R 1 ?
No, it's R2. It's a wastewater treatment plant. It comes in as raw sewage and
it goes through 5 aerated lagoons. When it exits from the last lagoon, it goes
into an effluent pump station where we add chlorine, and then pump it out.
26. That's the water that would be used for the composting?
The water is available anywhere along the line. Also, what might be of more
interest to someone who is doing composting — the first lagoon the raw
sewage goes into is the largest one, maybe about 4 acres, and that's the
most heavily aerated, and over time the sludge does settle in there. We have
about 3 feet of fluffy sludge that may be condensed to about one foot that
has been generated over the last ten years. At some time, that has to be
removed. If somebody wanted to use this sludge, you can set up a vacuum
rig — the Waikoloa Land Company has one set up right now in the lagoon.
You can set a guide wire across the lagoon and the machine crawls across,
vacuuming and pumping out the sludge. It would be wet but you'd get the
organics and all with it and if you need to add water, that would seem to be a
good source. It would also be beneficial to us over the long term. About
every 20 years we need to be looking at cleaning out those lagoons, so that
would be an ongoing process.
April 25, 2003
Page 6 of 8
27. Does the county have an area somewhere else — maybe one central location where a
composting facility can be done and then bring the materials from the 2 sides of the island to
one central location where you already know, yes, we've got 30 acres here and there's water
available?
If you are looking for one central location, we would propose the Hilo site.
That's where we have the land. You may also propose on a location based
on your own site.
28. Does the county have any analysis of wind direction at the Hilo or Kona site?
No. An EIS is being done for the Sort Station site in Hilo. An EIS was done
for the Kealakehe Wastewater Treatment Facility in Kona.
29. Would an air quality study be required, as part of our proposal?
No. If DOH requires it for your permit then you would need it.
RFP 2036 - Organics Diversion
Addendum No. 1
April 25, 2003
Page 7 of 8
30. In the specifications, there's a reference to the fact that a properly completed application of
operations must be submitted within 10 days — 10 days of what?
After a contractor has been selected and a contract document is negotiated,
the County makes a final draft of the contract and mails it to the selected
Contractor for execution. The ten days begins when the proposed
Contractor receives the documents for his/her execution. After the contracts
and all required submittals are returned in proper order, the County then
executes (signs them) and the final step is a "Notice to Proceed," which is
issued to the Contractor with a copy of the completely executed contract.
31. What do you know about pathogens in the bio -solids?
Biosolids taken from the lagoons are untreated and as such should be
expected to contain significant amounts of pathogens. We shouldn't have
many pathogens in our effluent water. When we test before we chlorinate,
typically we have very low levels of fecal chloroforms. Our plant is oversized
and the suspended solids are for the most part algae. We have very high
water
In attendance at the pre -proposal conference were the following companies
and their representatives. Since the pre -proposal conference was not
mandatory, the list should not be considered a complete list of all potential
proposers.
Company
Hawaii Rainbow Soil Blending
Maui Earth Compost
Duane Elliott
Hawaiian Earth Products
Eco Compost
USDA Extension Service
Big Island Recycling
Special People Hawaii
Representative(s)
John Voycek (sp), Eric Morrison, Mike Miyashiro
Tim Benter
Duane Elliott
Alan Gottlieb, Andrea Furuli
Mike Hegedus, Rubens Fonseca
Debbie Ward
John Ross
Robert Burgess
In addition to the foregoing, please consider the following three general
information items as additional specifications:
A. The Department's goal is to keep all greenwaste out of the landfill. By adding in
other organics, and biosolids, we have an opportunity to achieve other goals by
significantly increasing diversion from the landfills.
B. Please note that biosolids in East Hawaii are now listed as OPTIONAL on the
Proposal Price Form. The County goal of using biosolids in compost remains the
same. We are concerned that the annual rainfall at the Hilo site may make biosolids
composting unfeasible at this time. If you are able to propose the use of biosolids
for composting, please do so. It is still our preference.
RFP 2036 - Organics Diversion
Addendum No. 1
April 25, 2003
Page 8 of 8
C. Please note that because the County has not yet identified a suitable composting
site in West Hawaii. We are asking for proposals to extend the existing West
Hawaii greenwaste diversion program. This includes collecting residential and
commercial greenwaste and grinding that greenwaste into mulch. The contractor
would still own the end product. If you are able to propose a composting operation
in West Hawaii, please do so. It is still our preference.
Due to the length of questions, an addition time being is being provided for
additional questions and the deadline for receipt of proposals is being extended.
Additional questions must be received in writing, submitted to Ms Barbara Bell
Director of Environmental Management County of Hawaii 25 Aupuni Street Room
208, Hilo, Hawaii 96720, no later than May 15, 2003. Answers to those questions
will also be in the form of a formal addendum, issued no later than June 1 2003
The deadline for receipt of proposals is hereby extended until Monday. June 30. 2003.
at 4:30 p.m. Proposals already submitted may be revised by written notice, which must be
delivered to the above office or post -marked prior to the deadline for receipt of proposals.
Proposals that do not acknowledge this addendum will be accepted and the addendum
included in any ensuing contracts.
WILLIAM TA BA
Director of Finance
Attachments:
New Table 1 Proposal Price Form
Conceptual Design of East Hawaii Sort Station
Important Notes: The County of Hawaii reserves the right to award Items A and B separately, or to award Item C. Proposers who
propose on Item C are encouraged to also propose on Items A and B. Any mobilization and/or site preparation costs to be included in
greenwaste and/or biosolids unit cost. Demobilization and site clean-up is considered to be a one-time cost.
A.l.I..nd,,m M1 - Anil 7i %nni
Table 1: Proposal Price Form
Proposal for Furnishing and Implementing an Organics Diversion and Composting Program
Item #
Item
Condition
I Unit of Measure
I Estimated Annual
QuantityUnit Price
Total Price
A
East Hawaii Only
Al
Greenwaste
Mandatory
Tons
10 000
A2
Biosolids
Optional
Wet Tons
1 300
A3
Biosolids
Optional
Dry Tons
260
A4
Demobilization and Site Cleanup
Mandatory
Lump Sum
1
AS
Animal Carcasses & scraps
Optional
Tons
722
66
Fats OilsGrease 1OGs1
Optional
Tons
no scale data
A7
Food Saa s
Optional
Tons
no scale data
AB
lGypsunn
Optional lTons
no scale data
A9
Pa er Fiber
Optional
Tons
no scale data
15330
A10
Fxtra Charge -staffing to verify weight
tickets
Mandatory
Monthly
All
Discount for when toilet facilities are
available from County.
Mandatory
Monthly
Total Item A: East Hawaii Only-='
BWest
Hawaii Only
BI
Greenwaste
Mandatory ITons
10,000
82
I Biosolids
Optional jWet
Tons
B3
113iosolids
Optional I
Dry Tons
10-20
B4
Demobilization and Site Cleanup
Mandatory jLumpSum
1
B5
Animal Carcasses & Scraps
Optional ITons
368
B6
Fats Oils Grease FOGS
Optional ITons
120
B7
Food Scraps
Optional
Tons
no sole data
B8
Gypsum
Optional
Tons
no scale data
B9
Fiber
0 tional
Tons
no sole data
21900
B10
ra arge -staffing to verifFweignt
;ger
tickets
Mandato
Monthly
Total Item B:,West Hawaii Onl 1 �,�;;;` .,.
- "�sr� � ��
�Is
CEast
and West Hawaii Combined
C1
Greenwaste
Mandatory
Tons
20,000
C2
Biosolids
Optional
Wet Tons
1,300$
C3
Biosolids
Optional
Dry Tons
270-280
C4
Demobilization and Site Cleanup
Mandatory
Lump Sum
1
C5
Animal Carcasses & Scraps
Optional
Tons
1,090$
C6
Fats Oils Grease FOGS
Optional
Tons
120
C7
Food Scraps
Optional
Tons
no scale data
C8
Gypsum
Optional
Tons
no sole data
C9
Fiber
Optional
Tons
no sole data
37230
C10
;ger
Extra Charge -staffing to verify weight
tickets
Mandatory
Monthly
Cil
Discount for w en toiet facilities are
available from County.
Mandato
Monthl
Total Item C• East and West Hawaii Combined
Important Notes: The County of Hawaii reserves the right to award Items A and B separately, or to award Item C. Proposers who
propose on Item C are encouraged to also propose on Items A and B. Any mobilization and/or site preparation costs to be included in
greenwaste and/or biosolids unit cost. Demobilization and site clean-up is considered to be a one-time cost.
A.l.I..nd,,m M1 - Anil 7i %nni
iIj
CoNC�PTuA2 �r�iGnl
RFP 2036 - ORGANICS DIVERSION
PRELIEIINARISITE LAI' OUT
EAST HAWAII RE.GIONA 1. S, IRT STATION
HAWAII COUNTY
11I
.4PItIL 3001 L0. HAWAII
FIGURE J
ADDENDUM #1
Harry Kim
Mayor
TO:
FROM
County of Hawaii
PURCHASING DIVISION
DEPARTMENT OF FINANCE
25 Aupuni Street, Room 118 • Hilo, Hawaii 96720-4252
(808) 961-8231 • Fax (808) 961-8248
June 10, 2003
All Prospective Proposers
Director of Finance
SUBJECT: REQUEST FOR PROPOSAL NO. 2036: FURNISHING AND
IMPLEMENTING AN ORGANICS DIVERSION AND COMPOSTING
PROGRAM FOR THE DEPARTMENT OF ENVIRONMENTAL
MANAGEMENT, COUNTY OF HAWAII
ADDENDUM NO. 2
Please add the following information item to the specifications:
Proposers should note that subsequent to December, 2004 the
carcasses & scraps. FOGs food scraps, and any form of special waste
William Takaba
Director
Nancy Crawforc
Deputy
Bill Gray
PurchasinRA,gen(
The deadline for receipt of proposals remains Monday, June 30. 2003 at 4.30 p.m.
Proposals already submitted may be revised by written notice, which must be delivered to
the above office or post -marked prior to the deadline for receipt of proposals. Proposals
that do not acknowledge this addendum will be accepted and the addendum included in
any ensuing contracts.
WILLIAM TAKABA
Director of Finance