Bid Detail

20-059 - RFP: Processing Services for Residential Recyclables within the City of Springfield

This Request for Proposals (RFP) is issued by the City of Springfield (City) Office of Procurement on behalf of the Department of Public Works to obtain proposals from qualified vendors for processing of residential recyclables generated within the City.

The work to be performed under this contract will consist of acceptance and processing of recyclables for the City in accordance with the provisions of this RFP and by standards established by DEP.

The City prefers that the services include transfer and transportation from a site in Springfield, MA or within 10 driving miles of the City limits.

This Procurement is exempt from the Uniform Procurement Act pursuant to MGL. Ch. 30B Section 1(b)(30), but will be conducted similar to the Request for Proposal (“RFP”) process. The contract award will be based on a qualitative ranking process with technical and price proposals submitted and considered separately. As this service is exempt, the City reserves the right to deviate from the prescribed RFP process if it is in its best interests to do so.

The City has a population of 155,000 residents and covers an area of about 33 square miles. The City’s Department of Public Works currently operates a single stream recycling program. It includes every other week (EOW) residential curbside services for approximately 41,000 units in the City.

The recycling program is currently a mix of primarily single and some multi-family (2-3 units). Recyclables are collected curbside in 95 gallon wheeled recycling containers. For recycling tonnage- See Appendix D.

The City has a full-time Waste Compliance Specialist. The duties are primarily performed in the field and involve resident education and enforcement with the goal of increasing the amount and quality of recyclables collected under the mandatory recycling ordinance. Primary focus is placed on reducing contamination. A copy is included as Appendix C.

As part of this RFP, pricing is requested for processing of residential recyclables delivered to the Contractor at a transfer or processing facility located ideally within the City of Springfield, or 10 driving miles from City limits.

The City currently delivers it’s recyclables to the Material Recycling Facility on Tremont Street under a contract that expires on June 30, 2020.

SECTION II: General Information and Instruction

The following section contains general information and instructions for the submission of proposals for the processing of City residential recyclables.

A. ISSUING OFFICE

The City of Springfield Office of Procurement, on behalf of the Springfield Department of Public Works, hereby invites the submission of sealed proposals bids from reputable and qualified vendors for processing of residential recyclables generated within the City of Springfield beginning July 1, 2020.

Bid and all specifications may be obtained on Monday, November 4, 2019. Bids are available for download by requesting a copy through the City of Springfield Procurement page at: www.springfieldcityhall.com

B. KEY DATES AND TIMES

RFP Release Date: November 4, 2019
Bidder’s Questions Due: November 22, 2019
Responses to Questions: December 2, 2019
Proposal Submission Deadline: Monday, December 9, 2019 at 2:00p.m. (EST)

C. PRE-PROPOSAL MEETING

A pre-proposal meeting is not planned at this time. The City reserves the right to hold such a meeting should it be determined to be necessary and will make the date, time and location of such a meeting available. If a pre-proposal meeting is held it will not be a mandatory meeting.

D. BID PROCEDURES

Bid Submission

All responses to this Request for Proposals (“RFP”) must be in writing and in the form set forth in this RFP, and must be delivered in a sealed envelope to:
Chief Procurement Officer, Lauren Stabilo
City of Springfield
Office of Procurement
36 Court Street – Room 307
Springfield, MA 01103

Proposals will be received until 2:00 p.m. (EST) on December 9, 2019 at the City’s Office of Procurement. If at any time of the scheduled RFP opening, City Hall or the Office of Procurement is closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, the RFP opening will be postponed until 2:00 p.m. the next business day, and proposals will be accepted until that date and time.
Inquiries
No interpretation of the meaning of the requirement of this RFP will be given out except in response to a written request submitted via facsimile or email to:
Chief Procurement Officer, Lauren Stabilo
City of Springfield
Office of Procurement
36 Court Street – Room 307
Springfield, MA 01103
Email: lstabilo@springfieldcityhall.com
and
Greg Superneau, Deputy Director of Finance DPW
gsuperneau@springfieldcityhall.com
Fax (413) 787-6295

To be given consideration, written questions must be received by close of business on November 22, 2019. In the event it becomes necessary to revise any part of the RFP, addenda will be provided to all parties on record with the Chief of Procurement of the City as having received the RFP from the City. The City, in its sole discretion, may decline to provide the information requested, if it is not deemed relevant to the RFP. Any addenda so issued shall become part of the RFP
Award

The City anticipates choosing the highly advantageous Proposal within ninety (90) days of the bid opening, unless further extended by written notice from the City to all Proposers that have submitted Proposals.
The successful Proposer, if any, will be notified in writing by the City. The City will prepare and forward a contract/s including the minimum contract terms contained in this RFP or addenda to this RFP. Each proposer submitting a proposal in response to this RFP agrees to the minimum contract terms.
The City may cancel this RFP, or reject in whole or in part any and all Proposals, if the City determines that cancellation or rejection serves the best interests of the City.
E. BID BOND
Bidder must furnish, at its own expense and with the Proposal, a bid deposit in the amount of ten percent (10%) of the proposed total annual first year price for the contract.
Deposit must be in the form of bid bond or certified check issued by a responsible bank or
trust by a company duly authorized in the Commonwealth of Massachusetts. Checks and
Bonds shall be made payable to “The City of Springfield, MA”.

F. REVIEW AND AWARD

Proposals will be reviewed by a Selection Committee led by the Springfield Department of Public Works. The City of Springfield will award a contract to the proposer who the Selection Committee determines meets all Minimum and Comparative criteria stated in the RFP and who offers pricing with the greatest overall value.
The City shall award the proposal by written notice to the highly advantageous proposer. The City, in its sole discretion, may condition an award on successful negotiation of revisions to the proposer’s plan of service. However, proposers shall not specify items for negotiation in their proposals or otherwise condition their proposals on negotiation of requirements, including requirements of the agreement. Inclusion of any such condition in a proposal shall be cause for rejection of the proposal.
Following selection, the City of Springfield will provide a written contract for services and a Notice to Proceed. No funds may be dispersed prior to execution of the contract.

The Chief Procurement Officer may, in her sole and absolute discretion, reject any and all, or parts of any and all proposals; may re-advertise this RFP if so inclined; postpone or cancel at any time this RFP process; change, adjust, or modify the anticipated schedule of events, if it in the best interest of the City. The CPO further reserves the right to waive any minor informalities pertaining to any proposals received.

A. SERVICES COVERED BY THIS RFP

The purpose of the RFP is to obtain a qualified Contractor to provide the processing of recyclables generated within the City under the right price/service conditions. The materials may be delivered to a material recovery facility or to a transfer facility.

This Procurement is exempt from the Uniform Procurement Act pursuant to MGL. Ch. 30B Section 1(b)(30), but will be conducted similar to the Request for Proposal (“RFP”) process. The contract award will be based on a qualitative ranking process with technical and price proposals submitted and considered separately. As this service is exempt, the City reserves the right to deviate from the prescribed RFP process if it is in its best interests to do so.

B. CONTRACT TERM

The initial term of this agreement shall be THREE (3) years with an option to renew the agreement for an additional THREE (3) years.

Either party shall offer a minimum of 180 days’ notice if the contract is to be terminated and a satisfactory negotiation cannot be concluded according to the section included in this RFP entitled “Dispute Resolution Process”.

C. WORK TO BE PERFORMED BY CONTRACTOR

The selected Contractor shall, during the term of the Contract, furnish all labor, materials, tools, equipment and services required for the processing of recyclables delivered by the City and the provision of any other services to the City as provided for in the Contractor’s proposal.

D. RECYCLABLES RECEIVING

When providing for the processing of the City recyclables the Contractor must provide a scale and recyclables receiving site with the following minimum hours of operation:

• Weekdays (Tuesday through Friday) 7:00 a.m. to 5:00 p.m. Note: the City collects on a four day work week.

• Saturdays (11 times yearly after holiday weeks) 7:00 a.m. to 5:00 p.m.

• If a major weather event halts regularly scheduled collection, the receiving site would need to be available the Saturday immediately following the weather event 7:00 a.m. to 5:00 p.m.

The scale and recyclables site must:

• Be located in Springfield or within 10 driving miles of the City limits

• Have electronic reporting capabilities for the scale as needed to meet the weekly, monthly and annual electronic format reporting requirements of the Contract;

• Provide paper weight tickets for each delivered load;

• Accommodate receiving of recyclables at a rate such that trucks delivering City recyclables are able to enter, weigh in, tip all materials and depart the site with a turn-around time of less than 30 minutes; and

• Accommodate at least four days storage of material delivered by the City such that Contractor equipment breakdowns will not result in service disruptions.

The Contract will provide for liquidated damages should the Contractor fail to accept City recyclable materials at any time during the term of the Contract.

A site plan showing the scale and receiving area layout as well as supporting features (access roads, gatehouse, security, etc.) is required as part of this RFP response. In lieu of a site plan, photos of the site including access roads, gatehouse, scale and tipping area will be accepted.
The contractor must show documentation that the proposed site is permitted for the required activity and the contractor has approval to use the site for the duration of the contract, including the possible renewal term.

E. TYPE OF INCOMING MATERIALS

The Contractor must provide processing for the following categories of incoming material:
 Single Stream Without Glass
 Dual Stream Without Glass

• Loads of fiber and containers consisting of old newspapers (ONP), old corrugated cardboard (OCC), old magazines (OMG), residential mail, office paper, paper bags, box board cereal boxes, beverage cartons, phone books, computer paper, aluminum, tin/steel cans and lids, tent top cartons, drink boxes, plastic bottles, jars and tubs.
 Single Stream With Glass
 Dual Stream With Glass

• Loads of glass bottles/jars, only clear, green or brown and less than 2 gallons in size. Along with loads of fiber and containers consisting of old newspapers (ONP), old corrugated cardboard (OCC), old magazines (OMG), residential mail, office paper, paper bags, box board cereal boxes, beverage cartons, phone books, computer paper, aluminum, tin/steel cans and lids, tent top cartons, drink boxes, plastic bottles, jars and tubs.

The City will agree to send all recyclables collected and under their control through their residential recycling programs to the Contractor.

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