Central Virginia Waste Management Authority Invitation to Bid

Central Virginia Waste Management Authority Invitation to Bid Sale of Recycled Mixed Paper and Old Corrugated Containers CVWMA Bid 14-62 Issue Date: May 9th, 2014 Background: The Central Virginia Waste Management Authority (CVWMA) is a regional public service authority created pursuant to the provisions of the Virginia Waste and Water Authorities Act 15.2-5100, et seq., to assist its thirteen member jurisdictions in developing and implementing effective solid waste management, waste diversion and recycling programs through contracts with the private sector. Member jurisdictions include: the Counties of Charles City, Chesterfield, Goochland, Hanover, Henrico, New Kent, Powhatan, Prince George, the Town of Ashland, and the Cities of Colonial Heights, Hopewell, Petersburg and Richmond. The members that elect to participate in CVWMA programs execute a Special Project Service Agreement that authorizes the CVWMA to direct the contractor to provide the covered services to the Participating Local Jurisdiction (PLJ). Through this procurement the CVWMA seeks bidders to purchase recycled paper and Old Corrugated Containers (OCC) delivered by the various jurisdictions located throughout the Region. Delivery locations shall be determined to be in the best interest of the generating jurisdiction using travel distance, unloading time in combination with the rebate. Baled OCC picked up at two locations and transported by the bidder for recycling is also included in this procurement Scope of Services: Pursuant to 2.2-4300 et seq., Va. Code, the CVWMA is soliciting bids from entities to purchase delivered recycled mixed paper and OCC as well as pick up and transport baled OCC, through the invitation for bid process. The intent of this Bid Invitation is to establish a term contract for the sale of surplus recycled paper and OCC on a scheduled and as needed basis. The resultant contract will provide the Jurisdiction deliveries and / or Contractor pick-up materials as specified. The CVWMA makes no guarantee as to the Mixed Paper, OCC or Baled OCC conditions or to available quantities. GENERAL INFORMATION 1. Surplus material sold last year (FY 2013, per PLJs) was: 1.1 Mixed paper 1,200 tons 1.2 OCC 450 tons 1.3 Baled OCC 270 tons 2. Deliveries: 2.1 The PLJs will deliver the mixed paper and OCC to the Contractor in roll-off containers that are gravity dumped. Bid 14-62: SALE OF MIXED PAPER and OCC Page 1

2.2 Baled OCC will be picked-up and transported by the Contractor from the following locations: Hanover County Transfer Station 7301 Courtland Farm Road, Hanover, VA 23069 Powhatan Convenience Center 2405 Mitchell Road, Powhatan, VA 3. Recycling: 3.1 The Contractor shall recycle paper and OCC in accordance with Virginia Solid Waste Management Regulations, Environmental Protection Agency Regulations, and all other applicable federal, state, and local laws and regulations to include both City and County zoning laws and regulations. 4. Receiving Report (Ticket): 4.1 The Contractor shall provide the driver(s) delivering mixed paper or OCC with a ticket that includes, quantity (tons) of recycled material by classification, price, date and time and originating CVWMA site. These tickets will be used to verify that rebate checks are accurate. 4.2 On a monthly basis the Contractor shall provide CVWMA with payment for the recycled paper delivered by the 10 th business day of the month following delivery along with a report that lists deliveries (date, tonnage) by CVWMA Site. 5. Scope of Services Changes: 5.1 CVWMA may add to the Scope of Services or make changes in the Scope of Services for services of a similar nature to those specified in the Scope of Services of this Invitation to Bid as mutually agreed to at a price mutually agreed upon by the CVWMA and Contractor. SPECIAL TERMS AND CONDITIONS 1. Special Instructions to Bidders 1.1 Any exception to the SPECIFICATIONS / SCOPE OF WORK must be noted on the BID FORM or as an attachment to the BID FORM. 1.2 Bid prices must be quoted as indicated in the BID FORM. Bid pricing shall be based upon a percentage of the OFFICIAL BOARD MARKETS (OBM), YELLOW SHEET, SOUTHEAST HIGHEST PRICE. Bids will be evaluated based upon the most recent published OFFICIAL BOARD MARKETS (OBM), YELLOW SHEET, Southeast, for the highest price in the range. Bidders are required to fill in this price in the space provided. Bid 14-62: SALE OF MIXED PAPER and OCC Page 2

1.3 Failure to bid on one or more items may be reason to deem the bid nonresponsive. 2. Payment to CVWMA 2.1 The Contractor shall provide with each payment, quantity of material delivered by classification, OFFICIAL BOARD MARKETS (OBM), YELLOW SHEET, SOUTHEAST HIGHEST PRICE pricing on which payment is based, percentage paid and any other pertinent information as well as the delivery date and the CVWMA site of origin. 3. Term of Contract 2.1.1 Transacted paper stock prices listed in the OFFICIAL BOARD MARKETS (OBM), YELLOW SHEET, SOUTHEAST HIGHEST PRICE change in the first issue of each month and payment will be based on that SOUTHEAST HIGHEST PRICE listing. 2.1.2 Payment shall be received by the CVWMA within 10 business days of the end of the month in which the material was delivered. 2.1.3 Payments shall be sent to: CVWMA, 2100 West Laburnum Ave, Suite 105, Richmond, VA 23227 3.1 The term of the contract(s) resulting from this procurement will be for an initial period of three (3) years starting July 1, 2014, and ending June 30, 2017, with two (2) additional two (2) year renewal options at the discretion of the CVWMA. By the mutual consent of the parties, each expressed in writing and received ninety (90) days prior to the expiration of the current term, the contract may be extended. 4. Insurance 4.1 Any contract resulting from this Invitation for Bid shall be governed, controlled and interpreted under the laws of the Commonwealth of Virginia. The successful Bidder shall at all times observe and comply with all laws, ordinances, and regulations of the Federal, state and local governments which affect the performance of the requested services. Bid 14-62: SALE OF MIXED PAPER and OCC Page 3

5. Submittal Requirements 5.1 Bids must be addressed to: Kimberley A. Hynes, Executive Director Central Virginia Waste Management Authority 2100 W. Laburnum Avenue, Suite 105 Richmond, VA 23227-4357 Telephone: 804/359-8413, fax: 804/359-8421 Khynes@cvwma.com 5.2 A completed Bid Form must be sealed and received by the CVWMA no later than June 2, 2014 at 2:00 p.m. eastern daylight time. Facsimiles, emails and similar digital transmissions will not be accepted. 6. Job Award 6.1 Job award will be done after consideration of the distance from the bidder s location and the PLJs generating location. Additional factors that will be also be considered include accessibility and traffic concerns. Bid results will be forwarded to those entities that submitted bids by the June 2, 2014 deadline. The CVWMA reserves the right to reject any and all bids if it is deemed to be in the best interest of the CVWMA. CVWMA makes no guarantee of any volume to be sold or amount of work to be performed under the resulting contract(s). CVWMA reserves the right to award the contract to one or more Bidders. CVWMA reserves the right to increase or decrease the quantity of material and to add or delete the types of paper to be delivered. 6.2 The PLJ(s) will be taking the distance to the bidder s location into consideration when evaluating the bid responses. The lowest bid price may not be the best overall price for a PLJ(s) because of distance and/or location. 7. Questions: 7.1 Questions regarding this Invitation for Bid should be addressed to Rich Nolan at e- mail: rnolan@cvwma.com and received no later than close of business May 23, 2014. 7.2 Any interpretation to potential bidders should be made in writing only by addendum. A copy of such addendum will be posted, mailed or delivered to entities that received the original Invitation to Bid from the CVWMA. 8. Acceptance/Rejection of Submittals: Bid 14-62: SALE OF MIXED PAPER and OCC Page 4

8.1 The CVWMA reserves the right to waive irregularities or to accept submittals in whole or portions thereof, in accordance with Va. Code 2.24300 et seq. 9. Non-Warranty of Specifications: 9.1 Due care and diligence have been used in preparing this Invitation to Bid. The CVWMA shall not be responsible for any error or omission in specifications, nor for the failure on the bidder s part to ensure that they have all information necessary for their submittal. Bid 14-62: SALE OF MIXED PAPER and OCC Page 5

BID FORM Title: SALE OF SURPLUS RECYCLED PAPER AND OCC Invitation to Bid No. 14-61 Due Prior to, 2:00 P.M., June 2, 2014 SUBMIT ALL PAGES OF THE BID FORM AS YOUR BID RESPONSE. ALL BIDS MUST BE IN UNITED STATES DOLLARS (USD). The Bidder proposes and agrees, if this bid is accepted within 60 days after the bid opening date, to furnish any and all of the items upon which the prices are quoted, at the price set opposite each item, delivered at the point(s) specified and as scheduled. The Bidder is required to note any and all exceptions to the bid requirements on the BID FORM or by an attachment to the BID FORM. CVWMA intends to award a contract to all responsive and responsible Bidders. The CVWMA will contact the Contractor with the highest rate for sale of mixed paper, OCC and baled OCC. If that Contractor is unable to accept delivery, the CVWMA will proceed to go to the next highest Contractor(s) until delivery can be made of that particular load. Part A. Bid Pricing and Bid Evaluation My bid to furnish all labor and equipment and materials necessary to complete the work described in this Bid Invitation for the following: 1. Mixed Paper Estimated Annual Tonnage delivered: 1,200 tons (but not guaranteed) Price for mixed paper delivered by jurisdiction: Where A equals tonnage of Material, B equals per ton price, C equals percentage of B, and D equals final price to CVWMA. _A_ X _B_ per ton X _C_% = $ D % quoted shall be based upon Southeast, Mixed Paper, (#2), highest price in range. Complete the formula below for mixed paper only: X per ton X % = $ A B C D Bid 14-62: SALE OF MIXED PAPER and OCC Page 6

2. Old Corrugated Container (OCC) Estimated Annual Tonnage delivered: 450 tons (but not guaranteed) Price for mixed paper delivered by jurisdiction: Where A equals tonnage of Material, B equals per ton price, C equals percentage of B, and D equals final price to CVWMA. _A_ X _B_ per ton X _C_% = $ D % quoted shall be based upon Southeast, OCC, (#11), highest price in range. Complete the formula below for OCC only: X per ton X % = $ A B C D 3. Baled Old Corrugated Container (OCC) Estimated Annual Tonnage produced: 270 tons (but not guaranteed) Commented [RN1]: Price for baled OCC collected at locations: Where A equals tonnage of Material, B equals per ton price, C equals percentage of B, and D equals final price to CVWMA. _A_ X _B_ per ton X _C_% = $ D % quoted shall be based upon Southeast, OCC, (#11), highest price in range. Complete the formula below for baled OCC only: X per ton X % = $ A B C D Bid 14-62: SALE OF MIXED PAPER and OCC Page 7

B. REFERENCES a. Firm/Municipality: Address: Contact Person: Telephone No.: Dates of Service Fax No.: b. Firm/Municipality: Address: Contact Person: Telephone No.: Dates of Service: Fax No.: c. Firm/Municipality: Address: Contact Person: Telephone No.: Dates of Service: Fax No.: C. PAYMENT TO CVWMA Payment shall be received by CVWMA within 10 business days of the end of the month which the material was delivered. D. ADDENDA Receipt of Addenda listed below is acknowledged and the bid incorporates all requirements of these Addenda: No. Date No. Date No. Date The Bidder certifies that he has not combined, conspired or agreed to intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or otherwise manipulated this bid for the purpose of allocating purchases or sales to or among persons, raising or otherwise fixing the prices of the goods or services, or Bid 14-62: SALE OF MIXED PAPER and OCC Page 8

excluding other persons from dealing with CVWMA. The bidder hereby certifies that he will comply with all provisions of the Virginia Public Procurement Act and with all applicable laws and regulations. My signature certifies that this firm or individual has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to the CVWMA or its member jurisdiction, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or person that could be considered as a conflict of interest or a potential conflict of interest to CVWMA, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with CVWMA. In compliance with Virginia Code Section 2.2-4343.1, CVWMA does not discriminate against faith-based organizations. Indicate by placing a check here if a Faith-Based Organization as described in VA Code 2.2-4343.1B. A Contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law. Any business entity described in this subsection that enters into a contract with a public body pursuant to Virginia Code 2.2-4311.2 shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. (See full text in General Terms and Conditions) Bidders or Offerors possessing an identification number issued to it by the State Corporation Commission shall provide the identification number below. Virginia State Corporation Commission Number: OR Check here if authorization is not required, and explanation is included. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Please indicate the type of business: Individual Trading Under Trade Name (List Individual and Trade Name in Full Legal Name of Bidder below) Individual Trading in Own Name Partnership Corporation Bid 14-62: SALE OF MIXED PAPER and OCC Page 9

Full Legal Name of Bidder: Mailing Address: Remittance Address (if different): Signature: contractual matters) Printed or Typed Name: (Person signing must be authorized to bind the bidder in Date: Title: Email Address: Phone: ( ) Fax: ( ) CONTACT INFORMATION (if different from above) Printed or Typed Name: Title: Mailing Address: Email Address: Phone: ( ) Fax: ( ) Bid 14-62: SALE OF MIXED PAPER and OCC Page 10

PUBLIC NOTICE CENTRAL VIRGINIA WASTE MANAGEMENT AUTHORITY 2100 W. Laburnum Ave., Suite 105 Richmond, VA 23227 Sale of Recycled Mixed Paper and Old Corrugated Containers CVWMA Bid 14-62 Issue Date: May 9th, 2014 The Central Virginia Waste Management Authority (CVWMA) is the soliciting bids from entities to purchase delivered recycled mixed paper and OCC as well as pick up and transport baled OCC, through the invitation for bid process. The intent of this Bid Invitation is to establish a term contract for the sale of surplus recycled paper and OCC on a scheduled and as needed basis. The resultant contract will provide the Jurisdiction deliveries and / or Contractor pick-up materials as specified. The CVWMA makes no guarantee as to the Mixed Paper, OCC or Baled OCC conditions or to available quantities. The Contract(s) resulting from this Invitation to Bid will be for a three-year period beginning on or about July 1, 2014. Written responses must be addressed to the CVWMA and received no later than 2:00 p.m., Monday, June 2, 2014. A copy of the full Invitation to Bid is available at www.cvwma.com or from the CVWMA, 2100 West Laburnum Avenue, Suite 105, Richmond, VA 23227; (804) 359-8413. Additional information regarding this Invitation to Bid may be obtained by calling Richard Nolan, Director of Operations, (804) 359-8413. Bid 14-62: SALE OF MIXED PAPER and OCC Page 11