REQUEST FOR PROPOSAL SCRAP TIRE TRANSPORTATION AND RECYCLING FOR THE CARROLL-COLUMBIANA-HARRISON SOLID WASTE DISTRICT Purpose: To provide opportunities for residents to properly recycle used tires from their vehicles Sealed Proposals for the transportation of roll-offs, trailers or other tire containers ( Tire Containers ) and recycling of scrap tires will be accepted at the office of the Carroll-Columbiana-Harrison Solid Waste District (aka CCH Environmental Group) ( District ) until 11:00 a.m. Monday, February 23, 2015, at 618 Canton Road, Suite B, Carrollton, Ohio 44615. Proposals will be opened publicly at the Carroll County Commissioners meeting room in the Carroll County Courthouse, Carrollton, Ohio at 2:00 p.m. on Tuesday, February 24, 2015. If your company is interested, please deliver a sealed Proposal following the requirements listed under Organization and Submittal of Proposals below. The District may award a three-year contract. Please be sure to provide a proposal for 2015, 2016 and 2017 on the forms provided on Page 7. The District may hold between one and three tire collections in 2015. However, there is no guarantee that the District will hold any tire collections in 2015. The District reserves the right to reject any or all proposals, any part or parts of any proposals, and also reserves the right to waive any informalities or irregularities for any reason. In awarding a contract, the District reserves the right to consider, in addition to price and discount, all elements entering into the question of determining the ability of the company to perform the contract satisfactorily and to determine the proposal that is deemed best for the District. All questions regarding this RFP must be addressed before Midnight on February 16, 2015. No questions or clarifications of either the RFP or the proposals received will be allowed after the proposals are opened on Tuesday, February 24, 2015. Contractors will not be entitled to address the District staff, Bid Committee and/or Board with respect to their proposals after the proposals are opened. DISTRICT INFORMATION AND PAST TIRE COLLECTION EVENTS: Number of Tires Collected Year Salem/Lisbon (Columbiana County) Carrollton (Carroll County) Cadiz (Harrison County) Total 2006 1,567 918 1,107 3,592 2007 687 920 206 1,813 2008 1,268 1,353 972 3,593 2009 797 1,330 1,193 3,320 2010 429 763 652 1,844 2011 446 1,095 1,110 2,651 2012 447 1,268 526 2,241 2013 No Collection 1,149 219 1,368 2014 388 914 316 1,618 (Note: East Liverpool was moved to table below to give a more accurate picture of one-day collection events above.) 1. The purpose of this program is to allow the District s residents opportunities for proper recycling of scrap tires. 2. Passenger car and light truck will be accepted from District residents only. The District may accept tractor and truck tires from townships and municipalities. 1
3. If the District determines that there is a need for tire collection(s), the District is expecting between 500 and 3,000 tires will be collected at the collection(s) in 2015. 4. Townships and municipalities will transport their tires directly to an Ohio EPA licensed Class I or Class II tire recovery facility for recycling. The District will not guarantee the collection of any minimum or maximum number of tires at any location. The following is a history of tires transported directly to an Ohio EPA licensed Class I or Class II tire recovery facility for recycling. Please note that trailers were provided for a one-month period (or longer) in the spring and again in the fall (in some years) for Harrison County and East Liverpool. Year Townships / Municipalities Delivered to Facility (Columbiana County) (Carroll County) (Harrison County) (trailer at Hwy. Garage) East Liverpool (trailer at Street Dept.) Total 2006 2,103 1,373 4,100 2,400 9,976 2007 2,576 667 0 1,500 4,743 2008 2,868 1,903 200 1,479 6,450 2009 4,371 1,667 121 1,037 7,196 2010 9,614 1,152 413 1,067 *12,246 2011 3,973 946 668 347 5,934 2012 6,280 2,476 275 1,200 *10,231 2013 5,617 2,054 1,080 No Collection 8,751 2014 8,856 2,272 1,400 3,700 *16,228 *Program was offered in spring and fall. COLLECTION SITES, DATES AND TIMES*: At a minimum, the District is proposing to hold a tire collection in Cadiz, although there is no guarantee that the District will hold any collections in 2015. The dates below have not been approved by the hosting communities or the District s Board of Directors. They are tentative dates, but will remain within a thirty-day time frame. Harrison County Fairgrounds Saturday, September 26, 2015 550 Grant Street, Cadiz, Ohio 43907 Harrison County Highway Department Dates and time to be determined 1 Service Garage Road (off Toot Road), Cadiz (Possibly one month each - May & October) Columbiana County Fairgrounds Saturday, September 12, 2015 7735 Salem Unity Road, Salem Carroll County Fairgrounds Saturday, October 10, 2015 106 Kensington Rd, NE Carrollton, OH 44615 City of East Liverpool Recycling and Refuse Department 1253 Pennsylvania Avenue, E. Liverpool, OH 43907 Date and time to be determined (Possibly Spring and Fall) Other collection locations and times, if any, will be determined by the District at a later date. 2
*If the District determines that additional tire collections are needed, the Contractor will be notified at least four (4) weeks prior to the event(s). All collection events, except East Liverpool and the Harrison County Highway Garage, will take place between 9:00 a.m. and 12:00 noon. DISTRICT S RESPONSIBILITIES: 1. Promote any and all events through advertising in the local newspapers. 2. Provide at least two District representatives at each collection event, except East Liverpool, to track all incoming tires and collect fees. Provide labor to load tires into Tire Containers, except as outlined below. 3. Secure a safe and accessible location at each collection site so that the collection events can proceed smoothly and without interruption. 4. Provide necessary signs at each collection site, except East Liverpool and the Harrison County Highway Department. 5. The District will pay the contractor within 60 days of invoice receipt, provided there is no billing dispute. The price paid will be based upon services provided and as stated in the contract. GENERAL CONDITIONS: 1) Adequate Tire Containers must be provided at each collection site by the contractor. All tires will be loaded on Tire Containers by laborers supplied by the District, except as noted below. 2) The District will impose monetary penalties for breach of contract. The penalty amount will vary depending upon the type, severity and frequency of occurrence. The total penalty amount will be subtracted from the invoice total. 3) The minimum number of cubic yards of empty space in the form of Tire Containers must be provided as stated below. However, the Contractor must have additional Tire Containers in reserve on collection days and make them available at the collection site(s) in case the District receives more tires than anticipated. Prospective Contractors are encouraged to use larger Tire Containers to reduce transportation cost. The successful contractor must provide a telephone number that will be monitored on each Collection Day in case the need arises for additional containers. a) Should the District need additional Tire Containers and, after notifying the Service Provider, the Service Provider does not deliver the required additional Tire Containers by 11:00 am on the day of the collection, the Service Provider will be required to load all tires remaining on ground after 12:00 noon on the day of the collection using the Service Provider's labor at their own expense. This is in addition to the penalties outlined below. A penalty of $10 will be imposed for each cubic yard of empty space not being delivered or transported by the time and day stated below. The penalty will accumulate for every hour delay in delivery of empty space or delay in removal of full Tire Containers following the scheduled day and time stated below. The penalty also applies for failure to provide reserve containers as needed. 3
b) If the District determines that a tire collection is necessary in Cadiz, a total of 130 cubic yards of empty space in the form of Tire Containers must be provided at the Cadiz site by 8:00 a.m. on the collection day. All containers must be removed from the collection site by 3:00 p.m. on the Monday following the collection day. c) If the District determines that a tire collection is necessary in Lisbon, a minimum of 130 cubic yards of empty space in the form of Tire Containers must be placed at the Salem site by 8:00 a.m. on the collection day. All Tire Containers must be removed from the collection site by 3:00 p.m. on the Monday following the collection day. d) If the District determines that a tire collection is necessary in Carrollton, a minimum of 200 cubic yards of empty space in the form of Tire Containers must be placed at the Carrollton site by 8:00 a.m. on the collection day. All Tire Containers must be removed from the collection site by 3:00 p.m. on the Monday following the collection day. e) A minimum of 130 cubic yards of empty space in the form of Tire Containers must be placed at the Recycling and Refuse Department in East Liverpool. The Contractor will be notified about exact placement dates at a later time. This trailer will remain at this location for up to two (2) months. Additional trailers may be needed during this time frame. f) A minimum of 130 cubic yards of empty space in the form of Tire Containers must be placed at the Harrison County Highway Garage. The Contractor will be notified about exact placement dates at a later time, possibly both in the spring and in the fall. This empty space will be for governmental use only and is to be placed at a location determined by garage employees. This trailer will remain at this location for up to one (1) month. 4) If Tire Containers used for transporting scrap tires are not removed from the collection sites on collection days, they must be stored overnight following Ohio EPA regulations. 5) The Contractor must not damage any infrastructure while placing and removing Tire Containers. Any damage incurred by the Contractor will be repaired at Contractor s expense. 6) Transportation of Tire Containers must be properly manifested. All Ohio EPA two-part Scrap Tire Shipping/Receiving Forms must be signed by a District employee or a District designated person at the collection site before they are removed from the collection site. All Tire Containers must be weighed at state-certified weigh stations to determine tonnage. Original copies of tonnage receipts and two-part Scrap Tire Shipping/Receiving Forms must be provided to the District with the invoice. There will be a $100 penalty for each occurrence of improperly manifested Scrap Tire shipment, improper completion of the Shipping/Receiving Form and/or for each occurrence of not using a state-certified weigh station. 7) All tires collected at the District s events must be transported to an Ohio EPA licensed Class I or Class II tire recovery facility for recycling. The Contractor's proposals must provide documentation indicating which licensed tire recovery facility will be used, including 4
documentation that the proposed facility has the required capacity to process all the tires that are received from the District. 8) If the District awards a contract, the Contractor must sign an agreement that will expire on December 31, 2015, December 31, 2016, or December 31, 2017, depending upon the number of years the District decides to award the contract. 9) All proposals and pricing must be valid through December 31 st in accordance with the year proposed. If the District awards more than a one year contract, pricing must be valid accordingly. ORGANIZATION AND SUBMITTAL OF PROPOSALS: Submit your Proposal to CCH Environmental Group, 618 Canton Road, Suite B, Carrollton, OH 44615 by 11:00 a.m. Monday, February 23, 2015. Companies can either mail the Proposal or bring it to the District office. Please mark Sealed Tire Proposal Enclosed on the proposal. Any questions or inquiries should be directed to the above address or (330) 627-7311 or barb@cchenvironmental.org. The District may award a three-year contract. Please be sure to provide a proposal for 2015, 2016 and 2017 on the forms provided on Page 7. Proposals will be opened publicly at the Carroll County Commissioners meeting room in the Carroll County Courthouse, Carrollton, Ohio at 2:00 p.m. on Tuesday, February 24, 2015. 1) Provide the type and size of Tire Containers your company will provide at each location. Indicate whether tires on rims will be accepted. 2) Provide the cost of removing and transporting the Tire Containers and processing of scrap tires, including the cost for set up, if any, for each location. As mentioned above, all tires collected at the District events must be transported to Ohio EPA licensed Class I or Class II tire recovery facilities for recycling. The Ohio EPA licensed Class I or Class II tire recovery facility(ies) must be documented in your proposal. 3) Relate the experience of your firm in scrap tire collection, transportation and recycling. A minimum of three references is required. 4) Provide a narrative about how your company will handle a situation where equipment failure occurs during a collection event or if a situation arises where there is a need for more Tire Containers than stipulated. 5) Any Proposal narrative that exceeds one page must be double sided. This does not include insurance and other ancillary documents that may be submitted with your Proposal. CONTRACT REQUIREMENTS: 1) The successful Contractor must sign an agreement with the District including all required documents and bonds. 2) A first time Contractor, who has not been awarded a tire collection contract before, must visit the collection sites with a District employee before any scheduled collection days. 5
3) Proof of motor vehicle and general liability insurance must be provided before signing a contract: a) Bodily injury liability: $500,000 for injury to or death of one person - limits of $1,000,000 for each occurrence; b) Property damage liability: $500,000 for each occurrence; and c) General liability insurance in the minimum amount of $500,000 is required for the death of or personal injury to one person and $1,000,000 for the personal injury or death for each occurrence in connection with the use of the location where the tire collection will take place in each county. The evidence of insurance must be provided before signing the contract. 4) The Contractor must maintain adequate motor vehicle and general liability insurance coverage. A satisfactory certificate of insurance shall be filed with the District before starting any work on the contract. The District shall be made an additional insured under such policies. The certificates shall state that ten (10) days written notices will be given to the District before any policy covered thereby is changed or canceled. 5) A performance bond in the amount of $2,000 or a cashier s check for $1,000 in lieu of a performance bond must be provided before signing a contract with the District. Cashier's checks must have the contractor's name typed or written somewhere on the check. 6) The contractor must provide evidence of registration requirements and operational standards that apply to scrap tire transporters in Ohio. 7) The contractor must provide the District with a telephone number that will be monitored on each Collection Day. If additional containers are required at any collection event, the contractor must be able to provide containers within two hours after being notified by the District. If you have not received all eight (8) pages in this Proposal package, please call the District office at (330) 627-7311. 6
Request for Sealed Proposals for Providing Transportation and Recycling of SCRAP TIRES (2015) CCH Environmental Group/Carroll-Columbiana-Harrison Solid Waste District Company Name : Address: Phone: Fax: E-mail Name of company representative: Print Name Signature AMOUNT FOR TRANSPORTATION & RECYCLING OF SCRAP TIRES FROM ITEM DESCRIPTION COLLECTION EVENTS YEAR 1 (2015) Set up Disposal/Recycling Transportation Type/Size of Container 1 Harrison County Highway Garage 2. Harrison County Fairgrounds 3. Carroll County Fairgrounds Carrollton, Ohio $ $ $ 4. Columbiana County Fairgrounds Lisbon, Ohio $ $ $ 5. City of East Liverpool $ $ $ IF APPLICABLE: AMOUNT FOR PROCESSING/RECYCLING TIRES DELIVERED BY US TO YOUR FACILITY YEAR 1 TIRES ON RIMS ACCEPTED: Yes No $ per ton AMOUNT FOR TRANSPORTATION & RECYCLING OF SCRAP TIRES FROM ITEM DESCRIPTION COLLECTION EVENTS YEAR 2 (2016) Set up Disposal/Recycling Transportation Type/Size of Container 1 Harrison County Highway Garage 2. Harrison County Fairgrounds 3. Carroll County Fairgrounds Carrollton, Ohio $ $ $ 4. Columbiana County Fairgrounds Lisbon, Ohio $ $ $ 5. City of East Liverpool $ $ $ 7
IF APPLICABLE: AMOUNT FOR PROCESSING/RECYCLING TIRES DELIVERED BY US TO YOUR FACILITY YEAR 2 TIRES ON RIMS ACCEPTED: Yes No $ per ton AMOUNT FOR TRANSPORTATION & RECYCLING OF SCRAP TIRES FROM ITEM DESCRIPTION COLLECTION EVENTS YEAR 3 (2017) Set up Disposal/Recycling Transportation Type/Size of Container 1 Harrison County Highway Garage 2. Harrison County Fairgrounds 3. Carroll County Fairgrounds Carrollton, Ohio $ $ $ 4. Columbiana County Fairgrounds Lisbon, Ohio $ $ $ 5. City of East Liverpool $ $ $ IF APPLICABLE: AMOUNT FOR PROCESSING/RECYCLING TIRES DELIVERED BY US TO YOUR FACILITY YEAR 3 TIRES ON RIMS ACCEPTED: Yes No $ per ton EXPERIENCE: REFERENCES: 1. 2. 3. Provide a narrative about how your company will handle a situation where equipment failure occurs during a collection event or if a situation arises where there is a need for more Tire Containers than stipulated. Use the back of this form or attach additional pages, if needed. 8