14010-0-2025-BP Metal Recycling.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 14010-0-2025-BP

Title: Metal and Appliances Recycling

City Agency: Streets

Due Date: June 5, 2025 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 14010-0-2025-BP

Page i

1 OPPORTUNITY AND WELCOME

Thank you for your interest in bidding on a City of Madison contract opportunity. The City’s mission is to provide the highest quality service for the common good of our residents and visitors.

The City of Madison Streets is seeking proposals from qualified vendors for Metal and Appliances Recycling.

Thank you for considering this opportunity to work with the City and further our mission!

2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: June 5, 2025 at 2:00 PM Central Time.

The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.

RFP NAME: Metal and Appliances Recycling

DEADLINE FOR

QUESTIONS:

The deadline for questions is May 19, 2025 at 2:00 PM Central Time.

Questions and/or inquiries must be submitted by email.

CITY’S ANSWERS

POSTED BY:

The City’s answers to your questions will be posted as an addendum by May 22, 2025. You must check the bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

June 5, 2025 2:00 PM Central Time

BID DISTRIBUTION

WEBSITES:

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/

CONTACT

INFORMATION:

Brian Pittelli Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

Phone: (608) 267-4969 Email: bpittelli@cityofmadison.com https://www.cityofmadison.com/vision-awards https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ mailto:bpittelli@cityofmadison.com

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Table of Contents

1 OPPORTUNITY AND WELCOME .................................................................................................... i 2 IMPORTANT INFORMATION ........................................................................................................... i

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT Contact Information

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy Equity in Contracting Equitable Hiring & Affirmative Action Plan Limitations on Nuclear Weapons Producers Sweatfree Purchasing

5 SCOPE OF WORK AND REQUIRED INFORMATION

Purpose Term Background Operations Details Drop-Off Sites and Offices Details New Facility Information and Service Area Changes Collection Vehicle Information Project Description Other Metal Items

Generation Estimate Service Requirements Technical and Regulatory Requirements Reporting Requirements Proposal Options Required Information and Content of Proposals [65%] Cost Proposal [30%] Local Preference [5%] Basis for Selection

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist Submit your Proposal by the Deadline Format Questions Addendum (Changes or Clarifications to this RFP) Multiple Proposals Changing or Withdrawing your Proposal Correcting Errors in your Proposal after the Due Date No Exceptions from Bidders

You are Responsible for all of your Costs in Making a Proposal Public Records and Trade Secrets

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample Contract Form A: Price Proposal and Signature Affidavit

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Form B: References Form C: Vendor Profile

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT

The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of Madison bids.

These two websites are the only places to get the official RFP and updates to the RFP.

Updates and addendums will only be posted on these websites. It is your responsibility to check the websites for updates and “addendums.” An addendum is a document that answers questions from bidders. It could make important changes to the RFP. If the addendum requires a response, and you fail to respond to it, you could be disqualified.

State of Wisconsin VendorNet System

State of Wisconsin and local government bid network. Registration is free. Search for City of Madison in the Agency search field.

VendorNet link https://vendornet.wi.gov/Bids.aspx

DemandStar by Onvia National bid network. Free subscription is available. Sign up for the free “Basic Plan” and select Wisconsin Association for Public Procurement (WAPP) as the agency to access City of Madison RFPs.

DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75- 86ec-401cd5abf736/

Register on DemandStar www.demandstar.com/app/registration

Contact Information

City of Madison Purchasing Contact (Buyer)

Brian Pittelli Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

PH: (608) 267-4969

bpittelli@cityofmadison.com

Questions about Affirmative Action Plans

Contract Compliance, Department of Civil Rights 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

Email note Some email to the City gets lost in “spam.”

If you send the City an email and you do not hear back within 3 days, please call the Buyer at (608) 267-4969.

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/registration mailto:dcr@cityofmadison.com

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy

The City of Madison gives preference to local vendors and suppliers. You must be registered with the City as a local vendor by the RFP due date to get preference points. Learn more and register at the City of Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

If you are a local vendor, be sure to complete the Local Vendor section on Form C.

Equity in Contracting

The mission of the City of Madison is to provide the highest quality service for the common good of our residents and visitors. The City’s values include

• Equity - fairness, justice and equal outcomes for all, and

• Shared prosperity - where all are able to achieve economic success and social mobility.

It is our goal to spend money equitably, including among businesses owned by women, people of color, and small businesses. Our contractors should reflect shared dedication to equity in their work and employment practices, and we invite you to become part of this mission!

Equitable Hiring & Affirmative Action Plan

Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual contracts with the City (each calendar year) must submit an Affirmative Action Plan.

Information about the Affirmative Action Plan and how to comply is found here:

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Or call the Affirmative Action Division at (608) 266-4910.

See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.

Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin if you have 15 or more employees. You must agree to interview candidates that we refer to you through our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:

http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The job posting requirement is found in Section 13 A. of the Sample Contract.

Limitations on Nuclear Weapons Producers

It is the City’s policy not to make purchases from companies that produce nuclear weapons, or their subsidiaries. See Common Council Resolution 79719 for more information.

Sweatfree Purchasing

It is the City’s policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors who source their materials from sweatshops, where labor practices are inconsistent with international standards of human rights. See Madison General Ordinances Section 4.25 (https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1-- 10_CH4FI_4.25PRITAP) for more information.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/vision-awards https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://madison.legistar.com/ViewReport.ashx?M=R&N=Text&GID=205&ID=5490426&GUID=A7280DE2-DFCB-40F2-8200-E9C3EA95902B&Title=Legislation+Text https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP

5 SCOPE OF WORK AND REQUIRED INFORMATION

Purpose

The City of Madison is seeking proposals from experienced, responsible, and qualified companies to provide processing, recovery, and disposal services for appliances and scrap metal collected by the City of Madison, Streets and Urban Forestry Division.

The resulting contract will also be made available to all City of Madison agencies, as needed.

Term

The contract will begin on January 1, 2026. It will last for five years. There will be two optional one-year extensions.

Background

The City of Madison Streets and Urban Forestry Division has been collecting scrap metal and appliances for recycling since 1976.

Operations Details

The Streets and Urban Forestry Division collects scrap metal and appliances from the curb as part of the large item collection process. For curbside pickup, residents of properties that have 8 units and fewer submit a large item work order to request that City of Madison crew will come and collect items they have included in their work order.

Residents who receive recycling collection from the City of Madison pay a monthly charge called a Resource Recovery Special Charge (RRSC). Residents who pay this monthly charge do not pay any additional fee for the recycling charges related to handling appliances. Residents who do not pay the RRSC are required to pay a fee to help cover any costs related to recycling charges for the handling of appliances.

All residents of the City of Madison, regardless of what kind of property they live within, can bring scrap metal items and appliances to one of the Streets and Urban Forestry Division drop-off sites.

During normal operations, crews work from 7:00am to 3:00pm. During certain circumstances, such as during the annual student move out in August, and during any severe weather events, crews will work different hours to assist with cleanup response.

Drop-Off Sites and Offices Details

Streets and Urban Forestry Division’s collection operations are currently divided in half. Areas to the east of South Park Street are considered “Streets East” and collected by crews dispatched from 4602 Sycamore Ave. Areas to the west of South Park Street are considered to be “Streets West” and collected by crews dispatched from 1501 W. Badger Rd.

There are three drop-off site locations, two that operate year-round and a third one that currently operates from the spring through the winter (depending on budget allocations). The west side drop-off site is located at 402 South Point Rd. The east side drop-off site is located at 4602 Sycamore Ave. The seasonal drop-off site is located at 121 E. Olin Ave.

New Facility Information and Service Area Changes

During the course of this contract, it is expected that a third Streets and Urban Forestry office will be built at 402 South Point Rd, and our services will be divided into thirds. This is expected to occur in late 2027 or 2028. West side operations will move to the South Point Rd facility. Services for the central areas of Madison will be dispatched from 1501 W. Badger Rd, and the east side services will continue to be serviced from the Sycamore Ave. location.

The exact boundaries of these new service areas have yet to be determined. However, the most likely scenario is that trucks dispatched from 402 South Point Rd will be responsible for areas west of S.

Midvale Blvd to the western boundary of the city. The Central boundary lines are likely to be areas between S. Midvale Blvd. and the Yahara River. And the new eastern boundary lines are likely to be from the Yahara River to the eastern boundary of the city.

Also, during the course of this contract, it is anticipated that the Olin Avenue drop-off facility could change to a year-round facility following eventual improvements at this location. However, the additional hours here would be budget dependent.

Collection Vehicle Information

Scrap metal and appliances collected from the curb are also most often collected by a clam truck. In some instances, these items are placed into a five-ton follow truck.

Scrap metal items from the drop-off sites are hauled in roll-off containers.

Appliances from the drop-off sites are collected and hauled used a truck-mounted crane, or clam. At times, appliances may be placed into a different five-ton truck to haul it. Some appliances may also be placed into the roll-off as well. The clam delivers the appliances itself, too.

Project Description

Appliance and scrap metal recycling is to provide safe removal, management processing, and recovery/disposal of hazardous and non-hazardous materials from appliances and scrap metal collected by the Streets and Urban Forestry Division, and other City of Madison agencies, as needed.

Appliance Definition:

Appliances as described under this proposal includes, but are not limited to:

• refrigerators,

• freezers,

• air conditioners,

• dehumidifiers,

• clothes washers,

• clothes dryers,

• conventional ovens,

• microwave ovens,

• ranges,

• stoves,

• hot water heaters,

• dishwashers,

• residential furnaces,

• garbage disposals,

• trash compactors,

• heat pumps,

• humidifiers,

• fluorescent light fixtures (excluding bulbs),

• PCB containing ballasts & capacitors,

• Ballasts & capacitors not containing PCBs,

• tanning beds,

• commercial & research equipment,

• modern smart appliances (for example, white goods with wifi enabled capabilities or monitors/screens embedded into them like certain refrigerators)

• and other similar items.

Other Metal Items

Any and all predominantly metal items may be placed into the scrap metal recycling area at the drop-off sites.

Metal items not appropriate for the curbside recycling carts are also part of this program. The items we accept in the metals bin at our drop-off sites that would go to the contractor are because they because they are too large for the recycling cart (i.e., metal sinks, filing cabinets, bed frames, exercise equipment etc.), too small for the cart, (i.e., metal screws, etc.), or too heavy for the cart (i.e., car parts).

Residents are also allowed to drop off completely empty pressurized tanks, up to around 20 pounds in size, so what would be typical for a gas grill. We do not accept partially filled pressurized containers of any size from residents and instead direct them to go to Dane County Clean Sweep; this is most commonly encountered from residents with camp stove cannisters. We also direct individuals with any camp stove cannister to go to Dane County Clean Sweep as they are more difficult to verify if they are empty.

Certain mechanical items containing oil, fuel, or electronic components, like lawnmowers, snow blowers, motorized wheelchairs, weed trimmers, and so on will be included with the scrap metal items.

Generation Estimate

In 2024, the Streets and Urban Forestry Division collected approximately 959.4 tons of metal and appliances combined from the curb and the drop-off sites.

From 2020 to 2024, the Streets and Urban Forestry Division has averaged 761.7 tons of this material.

However, since 2023 we have seen an uptick in the amount of weight we have received from our metals and appliance collection. In 2023, we received 832.81 tons. In 2022, the total was 640.01 totals.

The increase over the past two years is likely driven by a policy change where we stopped charging a recycling fee for appliances to residents who also pay the monthly Resource Recovery Special Charge.

The change in policy, which has been very popular with residents and will likely stay in place so long as the Common Council continues to fund it, is best illustrated with the number of CFCs and potential PCB containing items we received.

From 2020 through 2023, we averaged 4,276 total items a year that either container CFCs (such as air conditioners or dehumidifiers) or potentially PCB containing capacitors (mostly microwaves and fluorescent light fixtures).

In 2024, we received 6,720 items that contained CFCs, or potential PCBs.

Service Requirements

The contractor shall provide any and all equipment, labor, materials, and supervision necessary to properly process, transport, recycle, and/or dispose of the appliances and scrap metal while adhering to state and local regulations for handling these materials.

All processing of materials under this contract shall be done at the contractor’s site.

The contractor must be able to provide a location within the City of Madison, or within close proximity, where the City can unload materials collected as part of this program.

The contractor shall provide priority unloading privileges to City crews so they will spend no more than 15 minutes waiting to unload materials.

The contractor shall provide all services in accordance with all relevant technical and regulatory requirements and provide all necessary reporting and recordkeeping requirements.

The contractor shall become the owner and generator of the appliances, white goods, and scrap metal delivered to the contractor’s processing site.

The contractor’s facility must be open to accept material from the Streets and Urban Forestry Division between the hours of 7:00am and 3:30pm Monday to Friday with the exception of City-observed holidays.

The contractor shall provide the above-described services to the City of Madison Streets and Urban Forestry Division and other City of Madison agencies as needed pursuant to a written contract.

If subcontractors are utilized in the execution of this contract, then notice must be provided to the City if the subcontractors change during the course of this contractor, along with all appropriate paperwork showing correct licensure, registration, etc. for the subcontractor in relation to the work they will be doing in execution of this contract.

Technical and Regulatory Requirements

The contractor will recycle or reuse the scrap metal from appliances collected and delivered to the contractor by the City of Madison.

The contractor will remove, recycle, capture, destroy, or properly dispose of polychlorinated biphenyls (PCBs); chloro-fluorocarbon (CFC)/Freon gases; free mercury and mercury switch devices; sulfur dioxide and ammonia refrigerant gases in accordance with federal and state regulations.

The contractor shall comply with all applicable and current federal, state, and local laws related to processing, handling, transporting, and/or recycling of appliances and scrap metal. As will any and all subcontractors used in execution of these services for the City of Madison.

All capacitor and PCB inspection, removal, storage, and management activities shall be conducted in strict compliance with all applicable and current EPA and State regulations.

The contractor shall comply with all applicable and current EPA and State regulations relative to appliance refrigerant recycling and emission control, and free mercury and mercury switch devices removal.

Under no circumstances shall appliances be disposed, processed, baled without refrigerants, mercury-containing, and mercury switch devices removed and recovered.

All mercury and mercury switch devices shall be managed as hazardous waste in accordance with EPA and State regulations.

Each vehicle used in relation to this work, including subcontractors, must have a current valid registration affixed and be in compliance with all Wisconsin Department of Transportation requirements for vehicles engaged in this work.

The contractor shall comply with any and all legal and technical requirements regarding the services being provided.

The contractor will also remain current and compliant with new regulations and emerging technologies should they change cover the course of this contract. For example, should new regulations regarding insulation within certain white goods need to be followed, or a new refrigerant comes on the market with its own disposal requirements, the contractor will be expected to stay abreast of these developments and take the appropriate steps to stay compliant with the local, state, and federal regulations about these newly identified hazardous items.

Reporting Requirements

The contractor must submit reports to the City of Madison Streets and Urban Forestry Division’s Recycling Coordinator, or their designee, identifying the following:

• Weight of materials delivered by the City of Madison

• Number of units delivered to the contractor that contain refrigerants and the amount of

CFCs/refrigerants recovered and by type.

• Number of units that must be treated as if they have PCBs in their capacitors (i.e., fluorescent light fixtures, microwaves, etc.) and the amount of PCBs and other hazardous wastes removed and properly disposed.

• Number of units that contain mercury, and the amount of free mercury as well as the number of mercury switch devices properly disposed.

• The end use or disposal destination for all hazardous materials.

• The Certificate of Recycling or the Certificate of Destruction

Proposal Options

There are three possible proposal options.

Please indicate which of the three below options you are intending to pursue when you submit your bid.

You only need to choose one. You do not need to choose multiple options.

Option 1 – Full City, Appliances & Scrap Metal (preferred option) Proposers pursuing this option are bidding on receiving both the scrap metal and appliances (as defined above in the Project Description section). The material would come from the east and west Streets and Urban Forestry collections from residents currently. When operations are divided into thirds, the central office will also send appliances and metals collected from the public to the selected contractor.

Option 2 – Partial City, Appliances & Scrap Metal In an effort to improve the efficiency of the City of Madison collection operations and provide improvements in service delivery and cost savings to residents, proposers can submit a bid for just part of the collection operation based on the area serviced by the Streets and Urban Forestry Division office.

For example, if a bidder’s facility that will receive the scrap metal and appliances is located conveniently to the west side of Madison, a bidder could, if they so choose, submit a proposal to receive only materials from the west and future central city operations.

Keep in mind that the City if pursuing a contract to handle these services for the entirety of the Streets and Urban Forestry collection operations.

In the event that separate bidders are chosen to recycle the scrap metal and appliances, the services these vendors provide must be symmetrical. Meaning both vendors must accept the same materials.

Option 3 – Full City, Certain Appliances Only While it is preferred that appliances and scrap metal go to the same bidder, or bidders if Option 2 is selected, the City of Madison recognizes that there are other recyclers able to process CFC containing devices (refrigerators, dehumidifiers, etc) and units with capacitors (fluorescent light fixtures and microwaves) while not being able to process much of the other bulk metal items (wire fencing, bed frame supports, etc.).

Recycling common appliances that can contain hazardous materials is of great importance to the City of Madison.

With that in mind, the City of Madison is willing to entertain proposals to recycle just certain appliances from qualified recyclers who can process these materials safely and in accordance with all appropriate regulations.

For this option, the bidders must identify specifically which “appliances” they would be able to recycle safely.

Also, for this option to be viable for the City of Madison, the City must also secure a recycling option for the scrap metal and appliances that bidders of this option do not accept.

Required Information and Content of Proposals [65%]

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). Please limit responses in this section to not more than fifteen

(15) pages. Resumes will not count towards the page limit. The percentage of the total score that each question is worth is listed as [x%] in each question.

1. Indicate types and sizes of appliances and scrap metal accepted at your facility, and any special conditions related to any specific material type likely to result from collection of scrap metal and appliance recycling. [10%]

a. Also supply a list of material not accepted at this facility

2. Describe your company’s background/experience in the scrap metal and appliance recycling business. Provide information about the size (local, regional, national, or international) and history of successfully providing the services described in this RFP to your customers. [5%]

a. Including with this statement regarding experience, describe this firm’s primary function (recycling center, scrap metal dealer, waste hauler, etc.)

3. The Streets and Urban Forestry Division values an efficient and convenient process for the recycling of collected metals and appliances.

Describe where the Streets and Urban Forestry Division will deliver scrap metal and appliances from our collection operations. Also, explain the process or entering, dumping, and leaving the facility. [15%]

In this response, be sure to include:

a. The location of where City of Madison vehicles will be unloading scrap metal and appliances

b. Detailed information regarding the scaling and unloading process that will ensure an efficient process for City staff

c. Information on how items potentially containing CFCs and PCBs (like air conditioners or fluorescent light fixtures) will be unloaded so it is done safely and efficiently.

d. And, if applicable, if certain materials must be packaged and labeled in certain ways, such as loaded into gaylords, please specify this within this answer.

Option for Alternative This question assumes the City of Madison Streets & Urban Forestry Division will deliver metals and appliances collected to the recycling facility.

However, when answering this question, the proposer can choose to detail an alternative delivery method (for example, collecting hook lift containers provided by the contractor from our sites) if they believe an alternative method would provide efficiency to the overall process.

4. Describe how you will be able to comply with the reporting requirements. For example, will this information be captured on monthly invoices to the City of Madison? Daily weight tickets plus annotations for number of units that require special handling? [7%]

5. Provide evidence of compliance with all applicable environmental regulatory requirements established by federal, state, and local government authorities. [15%]

a. Include proof of registration with the appropriate Wisconsin Department of Natural

Resources programs, such as the Refrigerant Recovery Program

6. Describe your company’s commitment environmental performance and sustainability. Include any membership to any relevant organizations that speak to commitment to sustainability. [5%]

7. Detail the appliance processing and recycling program at your facility. Include location, handling/dismantling procedures, description of equipment, and qualifications of personnel dedicated to these tasks. [5%]

a. If applicable to your bid, list of affiliates, partners, sub-contractors who would be involved in the execution of this contract, if awarded, and their role.

i. For any subcontractor, include evidence of appropriate licensure to handle or transport materials, if applicable

8. Identify the disposition, end markets, and management facilities for the hazardous and non-hazardous materials recovered from the white goods, appliances, or mechanical metal items.

[3%]

Cost Proposal [30%]

The City of Madison is open to innovative cost proposals that allows Madison residents to receive benefits from the value of scrap metal materials recycled while also keeping costs low for the professional and environmentally sound recycling of appliances that require special handling, such as air conditioners or other appliances containing hazardous materials.

For example, a proposer could, if they so choose, apply the value of the scrap metal toward the cost of recycling appliances to keep overall costs to the city low. In the example cost proposal option, the bidder would also need to provide a way to calculate the cost for the appliance recycling (a price per unit, for example.)

Local Preference [5%]

To be identified as a local business, the Vendor must have a physical address within Dane County and meet the criteria listed here: https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/. Please note that the prime/lead contractor must be local to be considered local. If a subcontractor is local, and the prime/lead contractor is not, the points will not be awarded.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

Basis for Selection

After determining that a proposal satisfies the mandatory requirements stated in the RFP, the evaluators shall use both objective and subjective analysis to award the contract to the best and lowest proposal. An interview may be conducted with any vendor.

Required Information and Content of Proposals 65% Cost Proposal 30% Local Vendor 5%

Total 100%

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by June 5, 2025 at 2:00 PM Central Time.

• Make sure your proposal is complete (see checklist above) and readable.

• Include RFP 14010-0-2025-BP in the email subject line.

• Email proposals to: bids@cityofmadison.com

• Do not send your proposal to any other City email or agency

• If you cannot send your proposal by email, please contact the Buyer at (608) 267-4969

You must include RFP 14010-0-2025-BP on your proposal and all other communication to the City. For email, include RFP 14010-0-2025-BP in the subject line.

For example, an email subject line could read: RFP 14010-0-2025-BP Metal and Appliances Recycling Questions

Format

• Electronic – proposals are submitted electronically. Exceptions can be made for paper submittals but you must contact the Buyer ahead of time to make those arrangements.

Required Documents to Submit:

Your Technical Proposal

Required Forms to Submit:

RFP ADDENDUM

Check the bid websites for any addendum. See Section 3.1.

• You can use the area below to track addendums.

• An addendum might require you to submit additional documents. Make sure to read it carefully and send any additional documents.

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______ mailto:bids@cityofmadison.com

• Legible and readable – if not the City might reject it.

• Simple – not necessary to include elaborate/ high tech/ expensive graphics or similar features.

• Complete – your proposal must include all required sections and forms. See checklist.

Questions

You can ask questions about the RFP until the deadline for questions of May 19, 2025 at 2:00 PM Central Time.

Email questions to Brian Pittelli at bpittelli@cityofmadison.com. Remember to include RFP 14010-0- 2025-BP in the subject line.

Any questions that are asked in person, over the phone, or on-site visits, and subsequently answered by City staff are considered "off the record" and "unofficial". The only official answers must be submitted through email and answered on the addendum(s).

We post answers to bidder questions as an addendum on the bid websites. Check the websites regularly.

Addendum (Changes or Clarifications to this RFP)

RFP addendums make clarifications, answer bidder questions, make changes to RFP timeline, and provide other important information. Addendums are posted on the bid websites listed in Section 3.1.

IMPORTANT: It is your responsibility to check for addendums. An addendum might require you to submit additional information. Your proposal could be disqualified if you do not:

• Check the bid websites regularly during the posting period

• Read all addendum

• Follow the instructions in the addendum

Multiple Proposals

You may submit more than one proposal if you are proposing more than one way to fulfill the scope requested by this RFP. If so, each proposal must meet the requirements of the RFP. Clearly label each proposal by number (Proposal #1, Proposal #2) and submit each separately.

Changing or Withdrawing your Proposal

You may make changes to your proposal before the due date of [Enter RFP due date] at 2:00 PM Central Time.

You may withdraw your proposal before the due date. After the due date, no proposals may be withdrawn for 90 days or as otherwise provided by law.

Correcting Errors in your Proposal after the Due Date

The City will notify you if we believe you made an error in your proposal and may allow you to correct the error. The City will decide if correcting the error is in the City’s best interest, is fair to the other bidders, and preserves competition. The City will decide whether an error can be corrected and will notify you.

No Exceptions from Bidders

Exceptions to this RFP are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFP. If you ask to change the requirements, specifications, sample contract, or legal terms, that is considered an “exception.” A statement that you will not or cannot comply with any part of this RFP or the sample contract will also be considered an “exception.” (If this RFP allows substitutions or alternate solutions, the Scope of Services (Section 5) will make this clear, and that is not considered an “exception.”)

You are Responsible for all of your Costs in Making a Proposal

You participate in this RFP at your own expense. You may be asked to attend virtual or in-person meetings, make presentations, give demonstrations, inspect City locations, or make your facilities available for a site inspection. The City will not pay any costs incurred in your preparation of bids, even if this RFP is changed or cancelled.

Public Records and Trade Secrets

Your response to this RFP is a public record. Wisconsin and other public records laws may require the City to share your proposal or the resulting contract if someone makes a public records request. If a public records request is made, the City’s Records Custodian applies the law to decide whether the record must be disclosed, or if any part of the record can be redacted or not disclosed. There are very few exceptions to disclosure under Wisconsin law. One exception is for “trade secrets” as defined by sec.

134.90(1)(c) of the Wisconsin Statutes. It is your responsibility to research trade secrets as defined by Wisconsin law if you think any part of your proposal might be a “trade secret.” The City cannot give private legal advice to you. Most things will NOT meet this exception.

You may label items you believe meet this definition as a “trade secret” and submit them separately from the rest of your proposal, but the City cannot guarantee that information will be treated as a trade secret or confidential.

Things that are not considered confidential: your proposal or bid in its entirety, price proposal, pricing information, references, or the resulting contract. This is not a complete list.

Preserving competition: To the extent permitted by law, the City intends to withhold proposals under this RFP from public view until competitive or bargaining reasons no longer require it, in the City’s opinion. At that time, all proposals will be available for review in accordance with public records laws.

The City will not provide advance notice to bidders prior to releasing any requested public record.

7 RULES FOR THE SELECTION PROCESS

This RFP does not commit the City to award a contract. The City can cancel this RFP at any time. There is no guarantee that the City will award any contract as a result of this RFP. While the City considers this procurement important to City operations, the circumstances could change.

The City might make a partial award. By submitting a proposal you are willing to accept an order for all or part of the items/services. Note in your proposal if you do not agree to accept a partial award.

The City reserves the right to make changes to this RFP. Any changes will be made with an Addendum. Changes could impact due dates or specifications, or could require additional information from all bidders.

The City reserves the right to reject any proposal. We can reject all or part of a proposal without explaining the reason. Proposals could be rejected if they are missing information (non-responsive) or fail to demonstrate that the bidder is responsible and capable of doing the work (not responsible.)

The City may negotiate with finalists or the selected vendor. One or more bidders may need to submit additional technical proposals, best and final price proposals, or other changes to their bids.

Federal or State Laws may apply to this RFP (such as federal regulations or procurement policies that apply to grant funding). Those laws will apply over any conflicting procedure in this RFP.

Responsible and Responsive Bidders You should read the Scope of Work (Section 5) carefully to determine your ability to perform and complete the work required. This contract will only be awarded to a bidder who is “responsible” and “responsive” and whose bid is most advantageous to the City, with price and other factors considered. This RFP is designed to help the City select responsive and responsible bidders.

“Responsive” means that your proposal responds to all parts of this RFP – it is complete, not missing any information, and addresses all of the required work. Failure to provide all of the information requested in this RFP could result in being considered “not responsive.”

A “Responsible” bidder has demonstrated the ability to perform successfully under the terms of the proposed contract. This includes having adequate financial resources or the ability to obtain them; can perform and deliver on time, delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills. A bidder that cannot demonstrate these things may be considered “not responsible.”

Contractors with past problems with the City The City reserves the right to refuse to accept any bid from any person, firm or corporation who

• owes the City money

• is in default to the City

• has been debarred through an official process such as through the Department of Civil Rights

• has had performance or other problems on past contracts with the City

Such bidders may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

You must review the Sample Contract attached to the end of this RFP. This contract* will be used for the work resulting from this RFP.

By submitting a proposal, you are willing to enter into a contract with the terms found in the Sample Contract. Exceptions to the legal terms are not allowed and may result in your proposal being rejected. The City does not negotiate legal terms prior to award.

*While the City strives to provide the most appropriate sample contracts, the City reserves the right to modify the form for any contract resulting from this RFP.

Affirmative Action Requirements for Contractors

City contractors must show they hire and promote employees equitably and make their best efforts to have a diverse workforce.

Affirmative Action Plan: Bidders with 15 or more employees that will earn $50,000 or more in total contracts with the City in the calendar year must file an Affirmative Action Plan (AA plan) with the City.

Submit your AA plan online using the form provided by the City. See the sample AA plan for “vendors and suppliers” at: https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Exemptions: Bidders who have fewer than 15 employees or will earn less than $50,000 in total contracts with the City in the calendar year will be exempt from filing a full AA plan. You will need to fill out a request for exemption form. If you have 15 or more employees, you must complete an exemption form, provide some workforce statistics, and participate in the “RaISE” program.

Release of Payment: The City cannot make any payments under a contract until the Affirmative Action plan or request for exemption form are completed.

Referrals and Interviews for Sustainable Employment (RaISE) Program: The RaISE program is designed to match qualified people to employment. If you have 15 or more employees and are awarded the contract, you must let the City know about all external job openings in Dane County, Wisconsin. You must also agree to interview candidates the City refers to you. See this link for information and instructions: https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The City has a Small Business Enterprise program described here:

https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs.

You will be encouraged to provide opportunities for small business enterprises (SBE) to compete for any subcontracts allowed in the contract.

See the Sample Contract, section 13, for all requirements for the City’s Affirmative Action program for contractors. Call the Contract Compliance Specialist at (608) 266-4910 with questions.

Insurance

All City contractors must provide a Certificate of Insurance. You must carry the insurance policies required by section 27 of the Sample Contract. This includes general liability insurance, workers compensation, and could include automobile and professional liability insurance. Please see the instructions and section 27 of the Sample Contract for the insurance requirements.

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs

Rev. 08/12/2024-POS 4.8.25.docx

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

1. PARTIES.

This is a Contract between the City of Madison, Wisconsin, hereafter referred to as the "City" and hereafter referred to as "Contractor."

The Contractor is a: Corporation Limited Liability Company General Partnership LLP (to be completed by contractor) Sole Proprietor Unincorporated Association Other: .

2. PURPOSE.

The purpose of this Contract is as set forth in Section 3.

3. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS.

Contractor will perform the following services and be paid according to the following schedule(s) or attachment(s):

Order of Precedence: In the event of a conflict between the terms of this Contract for Purchase of Services and the terms of any document attached or incorporated herein, the terms of this Contract for Purchase of Services shall control and supersede any such conflicting term.

4. TERM AND EFFECTIVE DATE.

This Contract shall become effective upon execution by the Mayor, (or the Purchasing Agent, if authorized) on behalf of the City of Madison, unless another effective date is specified in the Attachment(s) incorporated in Section 3, however in no case shall work commence before execution by the City of Madison. The term of this Contract shall be insert dates or reference attachments as needed.

5. ENTIRE AGREEMENT.

This Contract for Purchase of Services, including any and all attachments, exhibits and other documents referenced in Section 3 (hereafter, “Agreement” or “Contract”) is the entire Agreement of the parties and supersedes any and all oral contracts and negotiations between the parties. If any document referenced in Section 3 includes a statement that expressly or implicitly disclaims the applicability of this Contract for Purchase of Services, or a statement that such other document is the “entire agreement,” such statement shall be deemed rejected and shall not apply to this Contract.

6. ASSIGNABILITY/SUBCONTRACTING.

Contractor shall not assign or subcontract any interest or obligation under this Contract without the City's prior written approval. All of the services required hereunder will be performed by Contractor and employees of Contractor.

7. DESIGNATED REPRESENTATIVE.

Contractor designates as Contract Agent with primary responsibility for the performance of this Contract. If the Contract Agent resigns, is replaced, or is no longer acting as Contract Agent for any reason, Contractor will notify the City in writing of the change, and propose a replacement Contract Agent within seven (7) calendar days. The City may accept another person as the Contract Agent or may terminate this Contract under Section 25, at its option.

8. PROSECUTION AND PROGRESS.

A. Services under this Agreement shall commence upon written order from the City to the Contractor, which order will constitute authorization to proceed; unless another date for commencement is specified elsewhere in this Contract including documents incorporated in Section 3.

B. The Contractor shall complete the services under this Agreement within the time for completion specified in Section 3, the Scope of Services, including any amendments. The Contractor's services are completed when the City notifies the Contractor in writing that the services are complete and are acceptable. The time for completion shall not be extended because of any delay attributable to the Contractor, but it may be extended by the City in the event of a delay attributable to the City, or in the event of unavoidable delay caused by war, insurrection, natural disaster, or other unexpected event beyond the control of the Contractor. If at any time the Contractor believes that the time for completion of the work should be extended because of unavoidable delay caused by an unexpected event, or because of a delay attributable to the City, the Contractor shall notify the City as soon as possible, but not later than seven (7) calendar days after such an event.

Such notice shall include any justification for an extension of time and shall identify the amount of time claimed to be necessary to complete the work.

C. Services by the Contractor shall proceed continuously and expeditiously through completion of each phase of the work.

D. Progress reports documenting the extent of completed services shall be prepared by the Contractor and submitted to the

City with each invoice under Section 24 of this Agreement, and at such other times as the City may specify, unless another procedure is specified in Section 3.

E. The Contractor shall notify the City in writing when the Contractor has determined that the services under this Agreement have been completed. When the City determines that the services are complete and are acceptable, the City will provide written notification to the Contractor, acknowledging formal acceptance of the completed services.

9. AMENDMENT.

This Contract shall be binding on the parties hereto, their respective heirs, devisees, and successors, and cannot be varied or waived by any oral representations or promise of any agent or other person of the parties hereto. Any other change in any provision of this Contract may only be made by a written amendment, signed by the duly authorized agent or agents who executed this Contract.

10. EXTRA SERVICES.

The City may require the Contractor to perform extra services or decreased services, according to the procedure set forth in Section

24. Extra services or decreased services means services which are not different in kind or nature from the services called for in the Scope of Services, Section 3, but which may increase or decrease the quantity and kind of labor or materials or expense of performing the services. Extra services may not increase the total Contract price, as set forth in Section 23, unless the Contract is amended as provided in Section 9 above.

11. NO WAIVER.

No failure to exercise, and no delay in exercising,…