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Home My WebLink AboutCOM 0130.004 2014-2016Margaret Wille Council Member District 9 - North and South Kohala Hawaii County Building 25 Aupuni Street Nilo, Hawaii 96720 HAWAII COUNTY COUNCIL County of Hawai `i Holomua Center 64-1067 Mamalahoa Highway, Suite C-5 Waimea, Hawaii 96743 TO: Dru Mamo Kanuha, Council Chair And Members of the Hawaii County Counc'1 FROM: Margaret Wille, Council Member DATE: March 30, 2015 SUBJECT: Additional Information for Resolution 87-15, Draft 2 Phone No. Hilo: (808) 961-8027 Phone No. Waimea: (808) 887-2043 Fax No.: (808) 887-2072 E -Mail: mwille@co.hawaii.hi.us West Hawaii Civic Center Bldg. A 74-5044 Ane Keohokalole Hwy. Kailua-Kona, Hawai'i,96740 Please find attached additional information for reference during the Resolution 87-15, Draft 2 discussion on March 31, 2015. Thank you. MW/dh att Serving the Interests of the People of Our Island Hawai `i County Is An Equal Opportunity Provider And Employer Comm. No. 1 ✓ o Ref. To: I EMG lef. Date REQUEST FOR PROPOSALS NO.: 2912 REQUEST FOR PROPOSALS FOR LANDFILL DIVERSION INCENTIVE PROGRAM FORTHE DEPARTMENT OF ENVIRONMENTAL MANAGEMENT, COUNTY Of HAWAI'I HILO. HAWAII a. t AA9rI ro o c r s SEALED PROPOSALS will be received on or before 4:30 P.M., Thursday, May 4 2013 in the office of the Purchasing Division/ Department of Finance, County of Hawaii 25 Aupuni Street, Hilo, Hawai'i,96720 , for the following: REQUEST FOR PROPOSALS NO. 2112: FOR LANDFILL DIVERSIONINCENTIVE PROGRAM FOR THE DEPARTMENT OFENURONMENTAL MANAGEMENT, COUNTYOF HAWAII Upon application, forms of proposal and specifications may be obtained from the above- named office. Questions or requests for clarification regarding any aspects of the above proposal must received and accepted in writing to Mr. Jeffrey Dansdill, Purchasing Agent/ Department of Finance, Purchasing Division, County of Hawai'i, mailing and delivery address: 25 Aupuni Street, Hilo, Hawai'i 96720, email jdansdill@co.hawaii.hi.us no later than Thursday, April 11, 2013. " Director.Directorof Finance ALL COUN1Y OF HAWAri IFBS AND RFPS ARE NOW USTED ON THE WEB AT: http://www2.hawaii.goV/bidapps/ AND http://co.hawaii.hi.us/purr-hasing/bids.htm .# State of Hawai'i.-v Procurement Notice System (PNS) Publication Date: Thursday, March 28,2013 Table of Contents GENERAL--..-... •------------------•--•-------- ... -•----------------------------•-------- - --- -- - ----------2 A. Intent.................................................................................................................................... 2 B. General Terms and Conditions for Goods and Services............................................................2 11. SCOPE OF SERVICES...............................................................................................................2 A. Acronyms............................................................................................................................ 2 B. Definitions................................................................................................................................3 C. Project Description ................................ :.... ......................................... 1, ------------- --------------------- 6 D. Quantities of Recyclable Materials......................................__.............................................. 7 E. Compliance and Permits....................................................................................................... 8 F. Weighing,Fees and County Scale House Procedures.............................................................. 8 G. Funding Levels by (Recyclable Materials)...........................................:................................... 8 H. Scope of Services................................................................................................................. 9 I. Measurement,Invoicing,Payment & Audit............................................................................. 10 J. County Provided Services....................................................................................................... 14 K.Insurance Requirements .......................................................................................................14 L. Implementation Timetrame...................................................................................................15 Ill. INSTRUCTIONSTO PROPOSERS............................:..................................................................15 A. lime Schedule.....................................................................................................................15 B. Ambiguity,Conflict,Discrepancies,Omissions or Other Errors, in the Request for Proposals ....... 16 C. Interpretation of Provisions...................................................................................................17 1V. REQUIREMENTS AND PROCEDURES.........................................................................................17 A. Minimum Qualifications, References& Other Considerations...................................................17 B. Submission of Proposal......................................................................................................... 17 C. Signature/Letter of Transmittal........................................................................................... 20 D. Copies,Costs & Submission Address......................................................................................20 V. INDEMNITY............................................................................................................................. 22 VI. WITHDRAWAL OF PROPOSALS............................................................................:....................22 VII. REJEcriON OF PROPOSALS.....................................................................................................22 VIII. CONTACT FOR INFORMATION............................................................................................ 22 IX. PROPOSAL EVALUATION AND SELECTION................................................................................ 22 X. EVALUATION CRITERIA........................................................................................................... 24 XI. AWARD OF THE CONTRACT..................................................................................................... 25 XII. TIME OF AGREEMENT.............................................................................................................. 25 XIII. TERMS OF THE CONTRACT................................................................................................26 XIV.PROPOSAL COST FORM........................................................................................................... 27 SPECIALPROVISIONS..............................................................................................................29 RFP#2912rvIANDFILL DIVERSION ,..,TABLE OF CONTENTS_ Page 1 of36 SPECIFICATIONS _ L GENERAL A. Intent In 2007, the County passed a resolution to adopt Zero Waste goals. In 2009, the County passed a resolution to develop an ordinance and implement a plan to prohibit food, paper and compostable organics from Hawai'i County Landfills by 2012. The 2009 Integrated Resource and Solid Waste Management Plan recommended that increased convenience for recycling would increase participation. In 2007, the 2 -Bin Recycling program was implemented at nineteen (19) of the County's twenty-one (21) Recycling and Transfer Stations, providing for recycling of glass, paper, plastic and metals. The County of Hawai'i is soliciting proposals to encourage island -wide diversion of recyclable materials from its landfills. ll. General Terms and Conditions for Goods and Services The "General Terms and Conditions for Goods and Services. "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 Request for Proposals (RFP). 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. LL SCOPEOFSERVICES A. Acronvms ADF State of Hawari Glass Recycling Program funded by an Advanced Disposal Fee on non -HI -S glass containers DBC State of Hawai'i Deposit Beverage Container Program and also referred to as the HI -5 Pr ram OEM Count of Hawai'i DeQartment of Environmental Management DOH State of Hawaii Department of Health, Office of Solid Waste Management DOH DOH issued Solid Waste Management Facility Permit Permit RFP#2912..., LANDFILL DIVERSION —SPECIFICATIONS- Page 2of36 HCC Hawai'i County Code HI -5 State of Hawai'i Deoosit Beveraoe Container Program EHRSS East Hawaii Regional Sort Station IRSWMP Integrated Resources and Solid Waste Management Plan MDRM Mandatory Designated Recyclable Materials RFP Reouest for Pr000sal SHSL South Hilo Sanitary landfill SWD County of Hawai'i Solid Waste Division SWF County of Hawai'i Solid Waste FacilitY WHSL West Hawari Sanitary landfill B. Definitions Commercially -Generated: Specifies the source and/or method of delivery of the recyclable materials. Commercially -Generated refers to materials from commercial or non-residential properties. Itis also household -generated recyclable material delivered by anyone, in any type of vehicle that is charging for their services of recycling or the hauling of the recyclable materials. Commercial refers to a place of business, federal or state agency, religious entity or non-profit organization. Contractor: A person or entity, who, as part of an independent business duly selected through the County of Hawaii procurement process, is obligated to provide, for a competitively established contract price, the goods and/or services described in this RFP and/or required in any contract entered into as a result of this RFP (including, but not limited to subcontractors, but only with respect to performance of the work or as otherwise required by law).. County -Generated: Specifies the source and/or method of delivery of the recyclable materials. County -Generated refers to materials delivered in a vehicle with a County Seal on the outside of the vehicle, has County license plates or is a County designated vehicle (example; operated by an approved contractor providing services for the County). May also include . mixed municipal recyclable materials. Deposit Beverage Container (DBC) Redemption Materials: All materials included under Section 342G Part VIII, Hawai'i Revised Statutes {HRS), passed in ,2002, the Beverage Container Deposit Law. It is also referred to as HI -S bottles and cans. Ifthe public deposits DBC containers into the RFP#2912,., LANDFILL DIVERSION "'SPECIFICATIONS"' Page 3 of36 _ mixed or glass recycling bins, these materials shall be accepted. However, the County encourages the public to redeem or donate DBC containers before they are recycled. Glass Container Recovery Program: Refers to the State DOH Glass Container Recovery Program as defined in HRS 342G Part VII. Glass Container Recovery. It is a program for glass recovery and reuse. The current program requires glass importers to pay the State of Hawai'i an advance disposal fee (ADF) of one and one-half cents per glass container that are not glass deposit beverage containers or part of the HI -S program. The State distributes monies from these fees to counties in proportion to the amount of glass imported into each County. A portion of the funding in this RFP is from these funds. Glass Recycling_ For the purpose of this RFP, it includes beverage containers not included in the HI -S program such as wine, milk or hard liquor and containers from items such as baby food, pickles, peanut butter or salad dressings. The majority of the glass generated in .the State and County is redeemable as part of the State DBC program and not eligible for diversion payment under this contract. Glass Recycling collected from County Recycling & Transfers Stations or the EHRSS for the 2 -Bin Recycling Program will not be eligible for diversion payments under this contract. East Hawaii Regional Sort Station: County operated solid waste facility adjacent to the Hilo Sanitary Landfill for the purpose of sorting Recyclable Materials from other solid wastes and for consolidating rubbish for transportation to landfills. Household -Generated: Specifies the source and/or method of delivery of the recyclable materials. Household -generated refers to materials from private households, hauled by the individual residents and in the quantities that are normally generated at a household. Landfill Diversion Incentive Program A program that was established to help the County divert recyclables from its landfills by offering financial incentive for recycling. Mixed Recycling: Refers to the 2 -Bin Recycling Program. One (1) bin is for the collection of mixed recycling materials, separate from the collection of glass recyclables. These primarily consist of RFP#2912,..LANDFILLDIVERSION ,..SPEOFICATIONS-"' Page 4of36 I paper, non -HI -S plastic and non -HI -S metals. Mixed Recycling collected from County Recycling & Transfer Stations or EHRSS as part of the 2 -Bin Recycling Program are not eligible for diversion payments under this contract. Paper Fibers: Includes all types of non -contaminated paper including but not limited to newspapers, corrugated cardboard,office paper, boxboard, mixed paper, magazines, etc. Plastics: Includes all types of non -Hl -5 plastics including but not limited to those with resin codes #1 (PETE),or #2 (HOPE), #3 (PVC) #4 (LOPE), #S (PP) or #6 (PS)- Examples include but are not limited to beverage containers over 64 fluid ounces or non -Hl -5 beverages such as milk or hard liquor, food containers from items such as ketchup, peanut butter, yogurt or salad dressings. It may also include containers from household products such as cleaners, detergents, shampoos, trash bags or mouthwash. Recvclina and Transfer Stations: County operated solid waste facilities for the disposal *and recycling of solid wastes from residents and permitted users. Map and specific locations are available at http://www.hawaiizerowaste.o[g/facilities/. Recycling drop-off facility: Refers to a structure or site designated for collection and small scale (low technology) segregation of recyclable materials permitted by the State DOH. The manned or unmanned site will receive and temporarily store recyclables "dropped -off' and no payment is made to the participants depositing recyclagles. Recycling processing or materials recovery facility: Refers to a DOH permitted facility which collects and bales, shreds, crushes, melts, sorts or otherwise treats, temporarily stores, and brokers, or transports recyclable materials for reuse or re -manufacture. Solid Waste Facility Permit: State of Hawai'i, Department of Health (DOH), Administrative Rules, Title 11, Chapter 58.1-04, "Solid Waste Management Control" states that it shall be unlawful for any person to establish/ modify, or operate any solid waste management facility or a part thereof or any extension or addition hereto without a permit issued by the DOH. Information and applications are available online at: hftp://hawaii.gov/health/environmental/Waste/sw/swpermit.html RFP#2912.rwi.ANDFILL DIVERSION "'SPECIFICAnoNS"' Page 5 of 36 State of Hawaii, Department of Health (DOH). Office of Solid Waste Management: The State agency responsible for permitting solid waste facilities within the State of Hawaii. For more information/ visit http://hawaii.gov/health/environmental/waste/sw/index.htmi C ProjectDescription The County of Hawaii operates two (2) municipal solid waste landfills that received approximately 153,000 tons of solid waste last year from residential and commercial sources. In 1991, the State legislature passed Act .324, codified as Chapter 342G Hawaii Revised Statutes, requiring that each County in the State have a goal to divert 50% of the waste stream from landfill disposal by 2000. The County's Landfill Diversion Incentive Program helps .divert materials to a useful market that otherwise would most likely have ended up in the landfills. The 2009 Integrated Resource and Solid Waste Management Plan (IRSWMP) included recommendations to Continue and expand the Landfill Diversion Incentive Program to increase participation and recycling island -wide. Through this RFP, the County plans to continue providing funding to private recyclers and businesses for the materials that they can prove have been processed, delivered and marketed, either on -island or off -island. Recyclable materials from the County's 2 -Bin Recycling program are compensated under a separate contract and are therefore not eligible for payment under this contract. All other household -generated, commercially -generated or County -generated recyclable materials are covered by this program. Energy recovery via incineration or other waste - to -energy process is not considered an allowable reuse of recyclable commodities under this RFP. The costs of recycling operations are high in the State and County, primarily due to the distance from most recycle markets located in the Mainland and Asia. Due to these higher costs of waste transportation and disposal, financial support is needed to achieve the County's recycling and zero waste goals. The level of funding shall be initially set and may be adjusted down or up on an annual basis if market prices for recyclables rise or fall. The recyclable materials eligible for the Landfill Incentive Diversion Program include: o Glass containers (non -Hl -5) o Paper fibers including newspapers/ corrugated cardboard, boxboard or mixed papers RFP#2912,..LANOFILL DIVERSION ,..SPECIFICATIONS... Page 6 of36 � � y o Plastics (non -HI -S) including #1 (PETE), #2 (HOPE), #3 (PVC) & #4 (LOPE), #5 (PP) and #6 (PS) This Request for Proposals (RFP) is a central part of the County's program to increase landfill diversion and recycling island -wide. The purpose of this RFP is to divert recyclable materials from the South Hilo Sanitary Landfill (SHSL) and the West Hawai'i Sanitary Landfill (WHSL) by offering financial incentives for recycling. The County currently has four (4) companies participating in its Landfill Diversion Incentive Program. Through this RFP process, the County will continue the Landfill Diversion Incentive Program by awarding contract(s) to Proposers as specified herein. Proposers may submit proposals. for any of the recyclable materials. Proposers need not bid on all recyclable materials. The County intends to award contracts to multiple contractors and may award to one or more than one contractor. All such proposals shall be subject to all information contained in this Request for Proposals, including, but not limited to; the Specifications, Special Provisions, and General Terms and Conditions for Goods and Services, all of which are attached hereto and by reference made a part hereof. Term of Aareement: A written agreement shall be entered into between the County and the selected Proposer(s) for a period of one (1) year, effective the date specified in the resultant contract document. The County is anticipating a July 1, 2013 start date for this work. The agreement may, at the sole discretion of the County, be renewed thereafter for two (2) additional one (1) year periods upon execution of a supplemental agreement signed by both parties. Q. Quantities of Recyclab/e Materials Awards under this RFP will enable diversion incentive payments up to approved estimated quantities of recyclable materials, subject to the stated conditions. Contractor's proposals shall include plans to recycle at a minimum two (2) tons of specified recyclable materials on an annual basis in order to qualify for participation in the landfill Diversion Incentive Program. Except as further allowed herein, Contractor's proposed quantities of proposed recyclable materials will be based on the Contractor's documented past quantities. Any Contractor that is seeking increased diversion funds based on increased recyclable material quantities must submit documentation to justify the increased quantities including specific plans for obtaining these materials. Any contractor that cannot provide documented historical recycling quantities may still RFP#2912..... LANDFILL DIVERSION-SPECIFICAnONS"" Page 7 of 36 ., k be eligible under this RFP depending upon the evaluation score of the operations and marketing plan submitted with their proposal. No minimum or maximum quantities will be guaranteed for payment by the County of Hawaii. As this is a price term agreement, any quantity, including NONE may be authorized for payment by DEM. Estimated quantities stated in any contract under this RFP are only estimates providing for upper limits of totalCounty diversion incentive payments,and do not obligate the County to make any minimum amounts of payments. E Compliance and Permits Contractor's operations shall comply with the State of Hawai\ Department of Health DOH solid waste permit and all applicable current and future County of Hawai'i, State of Hawai'i, and federal laws, statutes, ordinances, rules and regulations. The Contractor's proposal must factor in all costs of complying with all current and future permitting, operational, reporting, clean-up and other requirements. Contractor is solely responsible for all due diligence in determining and complying with all laws, statutes, ordinances and regulations relating to the performance of this contract. Contractor will be solely responsible for payment of any and all administrative, civil or criminal penalties or fines imposed as a result of or in any way connected with the Contractor's operations. Contractor will indemnify, defend and hold harmless the County from any and all such penalties or fines and related costs, including but not.limited to attorneys fees and costs. F. Weiahin& Fees and County Scale House Procedures Landfill Diversion Incentive payments are subject to verification that the recyclable materials were properly reused or recycled. Contractors are required to submit a detailed weighing plan in their Operations Plan submitted with their proposal. Contractors are required to provide the County copies of weight receipts from a certified scale. Contractors are permitted to use the County scale for the recyclable materials that are part of this Landfill Diversion Incentive Program. Any other use of the County scale for other materials is prohibited. G. Fundina Levels by LReeve/able Materials) RFP#2912,..LANOFILL DIVERSION "'SPECIFICAllONS"' Page 8 of36 A . ro The price per ton as shown above shall be applicable for the duration of the initial one year period of the contract. The Total Annual Funding in the table above is only an estimate. The actual funding levels will be based on the County's available funds as certified by the County Finance Department for the Landfill Diversion Incentive Program. H. Scope of Services The Contractor shall provide the following Scope of Services for the Landfill Diversion Incentive Program: 1. Assure that all recycling activities are conducted at Contractor's permitted facilities or their subcontractor's permitted facilities, not at any County owned facilities unless specific authorization has been provided in writing by the County. 2. Operate in accordance with the Operations Plan submitted with the proposal and approved by the County. The plan shall describe in specific details the plan for processing the recyclable materials. 3. To be eligible for payment, a Contractor must show proof that recyclable material stipulated within this document has been directly diverted to an on -island or off -island recycle or re -use end market. 4. Dispose of trash from their normal operations at the SHSL or the WHSL subject to the applicable County disposal fees. 5. Assure that all recycled materials claimed for payment under the Landfill Diversion Incentive Program were properly reused and/or recycled and not landfilled or dumped illegally. 6. Assure that all recycled materials claimed for payment under the Landfill Diversion Incentive Program were processed in accordance with the detailed plan for weighing RFP#2912.._,LANDFILLDIVERSION "'SPECIFICAnONS"' Page 9 of36 TotalAnnual Estimated Estimated Recycled Materials Annual *Rate Per Available (Commo itfi Tonnage Ton Funding Paper Fibers 8,600 $20.00 $172,000.00 Plastics (non HI -5) 500 $125.00 $62,500.00 ADF Glass {non -Hl -5) 1,000 $160.00 $160,000.00 TOTAL 10.100 $394.500.00 The price per ton as shown above shall be applicable for the duration of the initial one year period of the contract. The Total Annual Funding in the table above is only an estimate. The actual funding levels will be based on the County's available funds as certified by the County Finance Department for the Landfill Diversion Incentive Program. H. Scope of Services The Contractor shall provide the following Scope of Services for the Landfill Diversion Incentive Program: 1. Assure that all recycling activities are conducted at Contractor's permitted facilities or their subcontractor's permitted facilities, not at any County owned facilities unless specific authorization has been provided in writing by the County. 2. Operate in accordance with the Operations Plan submitted with the proposal and approved by the County. The plan shall describe in specific details the plan for processing the recyclable materials. 3. To be eligible for payment, a Contractor must show proof that recyclable material stipulated within this document has been directly diverted to an on -island or off -island recycle or re -use end market. 4. Dispose of trash from their normal operations at the SHSL or the WHSL subject to the applicable County disposal fees. 5. Assure that all recycled materials claimed for payment under the Landfill Diversion Incentive Program were properly reused and/or recycled and not landfilled or dumped illegally. 6. Assure that all recycled materials claimed for payment under the Landfill Diversion Incentive Program were processed in accordance with the detailed plan for weighing RFP#2912.._,LANDFILLDIVERSION "'SPECIFICAnONS"' Page 9 of36