A report to recommend the award of RFP P for the Loading, Transportation and Recycling/Disposal for Municipal Hazardous or Special Wastes.

Transcription

1 TO: FROM: Members of the Committee of the Whole W. H. Jackson, Director of Utility Services MEETING DATE: September 29, 2008 SUBJECT: and Recycling/Disposal of Municipal Hazardous or Special Wastes PURPOSE A report to recommend the award of RFP P for the Loading, Transportation and Recycling/Disposal for Municipal Hazardous or Special Wastes. RECOMMENDATION That Council approve the recommendation outlined in dated September 29, 2008 of the Director of Utility Services, as follows: That Request for Proposals Document P for the Loading, Transportation and Recycling/Disposal for Municipal Hazardous or Special Wastes be awarded to Clean Harbors Canada Inc., 1831 Allanport Road, Thorold, Ontario L2V 3Y9 per the unit costs as shown in Appendix 1, for the contract period of November 1, 2008 to October 31, 2009, with the option to extend for two additional one-year periods, at the City s discretion. BUDGET AND FINANCIAL IMPLICATIONS The new contract for the loading, transportation and recycling/disposal of municipal household or special wastes will run from November 1, 2008 to October 31, The total estimated cost of $205, (net of the 100% GST rebate) for RFP P can be accommodated within the remaining 2008 Hazardous Waste Contractual Services operating budget line, and the 2009 Hazardous Waste Contractual Services budget line.

2 Page 2 Under Stewardship Ontario s Municipal Hazardous or Special Waste (MHSW) Plan, Stewardship Ontario will pay 100% of the costs to load, transport and recycle/dispose of Phase 1 designated materials, which makes up the majority of materials that the City collects. The City is responsible for full costs associated with the remaining materials that are not approved by Stewardship Ontario. Based on the estimated volume of Phase I designated materials, staff expects that approximately $98,000 will be reimbursed back to the City from Stewardship Ontario over the 12-month term of this contract. In addition, the County of Peterborough typically pays 20% of the contractual costs based on their residents use of the site. These recoveries thereby lower the City s net cost to an estimated $74,000 in 2008, and $66,000 in 2009, as shown in Table 1 below. Table 1: 2008 vs Estimated Costs for MHSW Loading, Transporting and Recycling/Disposal Contractor Costs County Recoveries Stewardship Ontario Recoveries Net City Cost 2008 $113,500 $22,500 $17,000 $74, * $205,000 $41,000 $98,000 $66,000 *This assumes an extension of the contract, which ends Oct 31, 2009, to include Nov/Dec 2009 for a full year account. Appendix 2 lists all of the unit costs and estimated quantities that result in the anticipated annual contract cost. Quantities used to calculate the costs are best estimates, based on historic use of the site. BACKGROUND The City s Household Hazardous Waste (HHW) Depot, located at 400 Pido Road, accepts household hazardous wastes from City and County homeowners and small businesses for safe and environmentally responsible disposal or recycling. As materials are collected at the HHW Depot, it then needs to be picked up by licensed hazardous waste haulers and transported to various licensed recycling or disposal facilities. The current contract for this service terminates on October 31 st, 2008, and the purpose of RFP P is to secure a new contract for this service. Description of Work The Contractor shall load, transport, and process (e.g. de-lab pack, consolidation, reuse, recycling or disposal) the Municipal Hazardous or Special Waste from the City of Peterborough s HHW Depot, at 400 Pido Road.

3 Page 3 RFP P was prepared by City staff, in consultation with Stewardship Ontario, who will be financial partners under the new MHSW Plan that began July 1, The RFP was issued on August 15, 2008, and closed at 3:00 p.m. on September 11, Three addenda were issued, one of which extended the closing date from September 4, 2008 to September 11, RFP P was reviewed and evaluated by the Manager of Waste Management and the Waste Reduction Program Coordinator. Bid Solicitation This solicitation process was a Request For Proposals where a number of criteria were used to evaluate the submissions. The criteria and their relative weighting were clearly set out in the RFP document. Section 15 (3) (ix) of the City s Purchasing By-law states that as price is only one of the criteria evaluated, the award report will show the rating summary for each proponent and the total points. The award report will disclose the price of the recommended supplier but not the price submitted by other proponents. Chart 1 below is a summary of the RFP results. A total of four submissions were received and evaluated based on the criteria listed in the RFP. One submission was ruled to be non-compliant. Chart 1: Bidder Submission Evaluation Chart RFP P for the Loading, Transportation and Recycling/Disposal of Municipal Hazardous or Special Wastes Evaluation Criteria Similar Work Experience Operating Proposal Pricing Rating Total Maximum Score Buckham Clean Harbors Veolia Ranking Based on the submissions received, Clean Harbors Canada Inc. is the preferred firm to be awarded this contract.

4 Page 4 Clean Harbors Canada Inc. has been the City s recycling/disposal contractor for household hazardous wastes since October Their service has met all expectations. They have a broad range of experience with municipal HHW Depots similar to Peterborough s, and offer the following advantages: 95% of waste streams are handled within their own facilities the only company to operate HHW events continuously since of their 12 Canadian facilities have received ISO14001 certification; two more expected to be certified by the end of 2008 a large multi-national company which can easily handle the volume of materials that Peterborough generates a good understanding of Peterborough s needs and the ability to meet them Timelines Under Section 69(1) of the City s Purchasing Bylaw a by-law will be presented to a future Council meeting authorizing the Mayor and Clerk to execute the agreement. The agreement and by-law will be signed prior to work commencing. The Contract will commence on November 1, 2008, terminating after one year, on October 31, The City has the option to extend the contract for two further oneyear periods and staff that administers this contract will decide if the contract is to be extended. SUMMARY RFP P for the Loading, Transportation and Recycling/Disposal of Municipal Hazardous or Special Wastes has been issued in accordance with the City s Purchasing By-law and can be awarded within existing and future budgets as recommended in this report. Submitted by W. H. Jackson, P.Eng. Director of Utility Services Contact Person Virginia A. Swinson Waste Reduction Programs Coordinator Phone X1725 Fax address: vswinson@peterborough.ca Attachments: Appendix 1: Unit Costs by Material, as bid by Clean Harbors Appendix 2: estimated Quantities and Unit Costs

5 Page 5 Appendix 1: Unit Costs by Material, as bid by Clean Harbors Material Types/Service Unit Clean Harbors Measure (Unit cost) Phase 1 Materials Paint Tote $ Flammable Organics Labpack $ Aerosols Labpack $ Batteries Drum $ Small Propane Tanks kgs $ 1.50 Large Propane Tanks kgs $ 2.00 Oxidizers Labpack $ Pesticides Labpack $ Non-Phase 1 Materials Acids Labpack $ Bases Labpack $ Rechargeable Batteries kgs $ 2.00 Auto Batteries kgs $ 0.15 Fuel Litres $ 0.38 Oil Litres $ 0.15 Sharps kgs $ 3.50 Pharmaceuticals Drum $ Tubes units $ 1.50 Compact Fluorescent Lights Drum $ Container Pricing Lab packs N/A $ Drums N/A $ Totes N/A $ Manifesting and Loading N/A $ Tote = 1 m 3 box Labpack = 205 litre specialized drum

6 Page 6 Appendix 2: Estimated Quantities and Unit Costs Materials/Services Estimated Unit Clean Harbors Clean Harbors Quantities Measure (unit cost) (A) (B) (A x B) Phase 1 Items Paint 235 Tote $ $ 75, Flammable Organics 240 Labpack $ $ 18, Aerosols 100 Labpack $ $ 11, Batteries 18 Drum $ $ 2, Small Propane 2900 kgs $ 1.50 $ 4, Large Propane 9250 kgs $ 2.00 $ 1, Oxidizers 30 Labpack $ $ 2, Pesticides 60 Labpack $ $ 5, Non-Phase 1 Acids 12 Labpack $ $ 1, Bases 75 Labpack $ $ 7, Rechargeable Batteries 900 kgs $ 2.00 $ 1, Auto Batteries kgs $ 0.15 $ 3, Fuel 6750 Litres $ 0.38 $ 2, Oil Litres $ 0.15 $ 7, Sharps 1870 kgs $ 3.50 $ 6, Pharmaceuticals 15 Drum $ $ 1, Tubes units $ 1.50 $ 19, Compact Fluorescent Lights 25 Drum $ $ 3, Container Pricing Lab packs 517 N/A $ $ 13, Drums 58 N/A $ $ 1, Totes 235 N/A $ $ 7, Manifest and Load 20 N/A $ $ 5, Estimated Total Cost $ 205, Tote = 1 m 3 box Labpack = 205 litre specialized drum