4352 FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL PW2-962-4352

SOLICITATION TITLE: Transportation of Bulk Waste and

Operation of Recycling Solid Waste Collection Center

SOLICITATION NO.: PW2-962-4352

PROPOSAL DUE DATE: August 17, 2021

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

christina.pryor@chandleraz.gov Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: July 28, 2021 11:00 am local Arizona time

CONFERENCE ATTENDANCE: Conference dial in: 415-655-0001

Meeting number: 145 916 4783

CONTACT: Christina Pryor, CPPO, CPPB Procurement Officer Phone: (480) 782-2403 Email: christina.pryor@chandleraz.gov

ISSUE DATE: July 14, 2021

Proposals for the commodity or service specified will be received by the Purchasing Division, City of Chandler, via email to christina.pryor@chandleraz.gov, until the time and date cited above.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with bulk waste transportation and operation of the recycling solid waste collection center pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as https://www.chandleraz.gov/business/vendor-services/purchasing https://www.chandleraz.gov/business/vendor-services/purchasing soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

14. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for Proposal; and will be the sole judge of the merits of the proposals received.

15. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

16. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

17. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

18. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

19. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time;

agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

20. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

21. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

22. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net

30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

23. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

24. Protests. A protest must be in writing and be filed with the Purchasing Division. To be considered filed, a protest must be submitted via email to the Procurement Officer identified on the Notice Page.

A protest of a solicitation must be received not less than five days before the solicitation opening date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation. Award recommendations are posted on the Purchasing web site at www.chandleraz.gov/purchasing and/or the City Clerk web site at http://www.chandleraz.gov/default.aspx?pageid=1007 If the protest due date occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval (less than $50,000 or $30,000 for Consultants) must be submitted within ten calendar days of the date the protester knows or should have known the basis of the protest.

A protest must include:

• The name, address and telephone number of the protester;

• The signature of the protester or its representative;

• Identification of the project and the solicitation or agreement number;

• A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and the form of relief requested.

The City will review the protest and may issue a written response.

25. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

26. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

27. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer. Requests must be made as early as possible to allow time to arrange the accommodation.

http://www.chandleraz.gov/purchasing http://www.chandleraz.gov/default.aspx?pageid=1007

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer. The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible, provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT) No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card (MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse (ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1 Acknowledged/Received

Date Addendum #2 Acknowledged/Received

Date Addendum #3 Acknowledged/Received

SCOPE OF WORK

BACKGROUND

The City of Chandler is seeking proposals from qualified offerors to provide bulk waste transportation services at multiple City facilities. These facilities will constitute Group 1 and include the Water Treatment Plant (WTP), Wastewater Plants, Street Sweeping Operations, and Water Distribution Operations.

The City of Chandler is seeking proposals from qualified offerors to operate the City Owned Recycling-Solid Waste Collection Center (RSWCC) located at 955 E. Queen Creek Rd. This facility constitutes Group 2.

Interested offerors may submit proposals for Group 1 or Group 2, as best aligns with the offeror’s qualifications. Offerors may also submit proposals for both Group 1 and Group 2.

CONTRACTOR RESPONSIBILITIES

Group 1

1. Facility Locations

a. Surface Water Treatment Plant (SWTP), 1475 E. Pecos Road

b. Ocotillo Water Reclamation Facility (OWRF), 3333 S. Old Price Road

c. Airport Water Reclamation Facility (AWRF), 905 E. Queen Creek Road

d. Ocotillo Brine Reduction Facility (OBRF), 3737 S. Old Price Road

e. Street Sweeper Waste Locations 975 E. Armstrong Way, Roosevelt, Dobson, and RO ponds

f. Water Distribution Waste, 975 E. Armstrong Way and 1475 E. Pecos Road

2. Annual Estimated Quantities

a. SWTP 8,500 tons

b. OWRF 20,000 tons sludge and screenings

c. AWRF 20,000 tons, 375 tons screenings/grit

d. OBRF 20,000 tons sludge

e. Streets 3,500 tons

f. Water Distribution 1,500 tons

3. Disposal

a. The Contractor will transport all waste directly to Waste Management Butterfield Station

Landfill, located at 40404 South 99th Ave., Mobile, AZ 85239, for disposal under separate contract. As a backup, and only with permission from the City, AWRF OWRF and OBRF sludge can be disposed of at Waste Management Northwest Regional Landfill, located at 19401 W. Deer Valley Rd,., Surprise, AZ 85387.

b. The Contractor will have all loads weighed at the landfill receiving the waste material.

c. The Contractor will unload all waste at either Butterfield or Northwest Regional Landfill.

d. The Contractor will follow all rules at Butterfield Landfill/Northwest Regional Landfill.

4. Equipment

All equipment provided by the Contractor will be operable and roadworthy.

5. Payment Payment for RSWCC will be based on the weight measured at by the RSWCC scales and the City shall submit to the Contractor, after completion of the task or combination of tasks listed in the Agreement, a statement of charges for the work completed under that Agreement, in conformance with the pricing schedule set for in Exhibit C. Payment for all other facilities serviced under this agreement will be based on the weight measured at the Butterfield Landfill Scale.

6. Facility Requirements

a. Surface Water Treatment Plant (SWTP), Sludge generated by the SWTP is held in 10 sludge drying beds. The Contractor will provide equipment and labor required to remove sludge from the drying beds and transport sludge to Butterfield Landfill. The Contractor will monitor beds and empty them as needed. Once a bed clearing operation has been initiated, the Contractor will continue hauling sludge until such time as the bed has been completely emptied. If, at any time, the City determines beds require emptying, the Contractor shall respond and complete loading and transportation from the drying beds within 10 days from notification by SWTP staff.

Liquidated Damages Performance under this agreement is subject to the following liquidated damages.

Event Damage Failure to complete loading and transportation from drying beds within 10 days of notification $500 per day

The Contractor will cleanup any sludge which has spilled on the ramps into the drying beds and the street in front of the drying beds after the beds have been emptied. The Contractor shall also monitor their hauling truck’s path to ensure track-out sludge has been cleared from all roadways which are a part of, or are directly adjacent to, SWTP property. Spills shall be cleaned up immediately by the Contractor’s personnel. The City anticipates the Contractor will be required to clear the drying beds 4 on average 10 times per year. However, the frequency may increase or decrease due to treatment process influence.

b. OWRF Water Reclamation Facility (OWRF)

Sludge generated by OWRF is loaded directly into the Contractor’s vehicles from the plant sludge hopper. The Contractor will provide equipment and labor required to load and transport sludge to Butterfield Station or Northwest Regional Landfill. The Contractor will provide an adequate number of vehicles to maintain continuous operation.

The Contractor will be responsible for verifying legal weight limits. If it is determined that vehicles are overloaded, OWRF staff will assist in removal of material in containers if requested by the Contractor.

OWRF staff and the Contractor will develop a schedule, which allows continuous operation of the plant while minimizing the standby time of the Contractor. The current collection schedule is Monday through Friday, and may include Saturday. Schedules are subject to change based on production schedules.

c. Airport Water Reclamation Facility (AWRF)

Sludge generated by AWRF is loaded directly into Contractors vehicles from the plant belt presses. Up to Three trucks can be loaded simultaneously. The Contractor will provide equipment and labor required to transport sludge to Butterfield Station or Northwest Regional Landfill. The Contractor will provide an adequate number of vehicles to maintain continuous operation. A minimum of two trucks will be provided.

Trucks may make use of the AWRF axle scale to verify weights. The Contractor will be responsible for verifying legal weight limits. If it is determined that vehicles are overloaded, AWRF staff can assist in the removal of sludge from vehicles if requested by the Contractor.

AWRF staff and the Contractor will develop a schedule, which allows continuous operation of the plant while minimizing the standby time of the Contractor. The current collection schedule is Monday through Friday, and may include Saturday. Schedules are subject to change based on production schedules.

Screenings and grit generated by AWRF will be loaded by the City into a roll-off container provided by the City. The Contractor shall transport the containers when full. The current schedule for transporting the screening/grit container is approximately thrice per month.

d. Ocotillo Brine Reduction Facility (OBRF) Sludge generated by the OBRF is loaded directly into Contractor’s vehicles from the plant. The Contractor is responsible for providing all equipment and labor required to transport sludge.

The Contractor is responsible for verifying legal weight limits. The Contractor will transport sludge generated by the OBRF to the Waste Management Butterfield Landfill or Northwest Regional when Butterfield is not an option and unload sludge at the landfill.

The Contractor will provide 2 additional yard trucks in good working order and at least 5 end dump trailers for the purpose of continuous loading of sludge. The equipment provided must be roadworthy and certified annually to meet DOT requirements. Additional trailers will be needed to maintain operations during holidays when landfills are closed as requested by the City. The Contractor will coordinate with the City to make sure necessary equipment is available on site to provide continuous loading and operation. When yard trucks or trailers need repair, for whatever reasons, replacement equipment will be brought out if it will be longer than a 24 hour period.

Liquidated Damages

Event Damages Failure to provide necessary equipment on site to provide continuous loading and operation $500 per day Failure to repair or replace equipment within 24 hours $200 per day

e. Street Sweeper Waste Waste generated by the City street sweeping operation is dumped in a holding area at 975 East Armstrong Way and loaded directly into roll-off containers. The Contractor will load the waste located in the holding area at Armstrong Way and transport to Butterfield Landfill for disposal. Currently, there are 3 locations for the Streets Division:

The Contractor will load the containers at other locations listed below and transport to Butterfield Landfill for disposal. The Contractor will provide required number of roll-off containers to maintain operation. These locations are the Roosevelt Site (1 container) and the Dobson Well Site (1 container).

All containers are 20-yard roll-offs. The Contractor shall monitor containers and empty and return them as needed. If the City determines containers require emptying, the Contractor will empty and return containers within 24 hours of the call for service. The Contractor will be responsible for verifying legal weight limits and loading containers onto transporter. The Contractor may use the RSWCC scale if necessary to verify weights.

There are currently approximately 5 pulls per week at 975 E Armstrong Way and the other sites are pulled about 3-4 times per month.

f. Water Distribution

Waste generated by the City Water Distribution operation is contained in a segregated waste storage area at the City Yard located at 975 E. Armstrong Way and at 1475 E. Pecos Rd. The Contractor will load and transport the waste to Butterfield Landfill for disposal.

The Contractor will monitor the waste storage area and remove waste as needed. If the City determines waste requires removal, the Contractor will remove waste within 24 hours of the call for service. The Contractor will be responsible for verifying legal weight limits. The Contractor may use the RSWCC scale if necessary to verify weights.

Group 2

1. Facility Location

a. Recycling-Solid Waste Collection Center (RSWCC) 955 E. Queen Creek Rd.

2. Annual Estimated Quantities

a. RSWCC 15,000 tons

3. Disposal

a. The Contractor will transport all waste directly to Waste Management Butterfield Station

Landfill, located at 40404 South 99th Ave., Mobile, AZ 85239, for disposal under separate contract.

b. The Contractor will have all loads weighed at Butterfield Landfill.

c. The Contractor will unload all waste at Butterfield Landfill.

d. Butterfield Station Landfill hours of operation are Monday through Friday 6 a.m. to 4 p.m.

and Saturday 6 a.m. to 12 p.m.

e. The Contractor will follow all rules at Butterfield Landfill.

4. Payment

a. Payment for RSWCC will be based on the weight measured at by the RSWCC scales.

b. The City will submit to the Contractor, after completion of the task or combination of tasks listed in the Agreement, a statement of charges for the work completed under that Agreement, in conformance with the pricing schedule set for in Exhibit C.

5. Facility Requirements

a. General The City of Chandler RSWCC accepts Municipal Solid Waste (MSW) and selected recyclable materials.

Current days and hours of operation are Thursday through Monday, including Saturday and Sunday.

Hours of operation are from 8:00 a.m. to 4:00 p.m. The City of Chandler observes nine

(9) holidays, whereby the transfer facility is either closed on the holiday and/or the date for which the City will observe the holiday. These holidays include: New Year’s Day, Civil Rights/Martin Luther King Day, Presidents’ Day, Memorial Day, July 4th, Labor Day, Veterans’ Day, Thanksgiving Day, the day after Thanksgiving and Christmas Day.

Additionally, the RSWCC is closed on Easter Sunday.

Days and hours of transfer facility operation are subject to change with 30-days advanced notice to the Contractor.

Restroom and break room facilities will be available to the Contractor. The break room shall be kept clean, safe and organized by the Contractor.

b. Litter Control The Contractor shall not spill or scatter any MSW during loading, transfer or transportation operation.

The Contractor shall cover or enclose all loads immediately upon loading, and transport in a manner approved by the City.

If any MSW is spilled or scattered during the Contractor’s operation, the Contractor shall immediately clean up to the satisfaction of the City.

The Contractor is required to clean the entire transfer area of all litter, oil spills, dust and dirt at the end of each day that any Contractor activity takes place.

If any liquid (oil, hydraulic fluid, etc.) leaks or sprays during the Contractor’s operation, the Contractor shall immediately, and no later than 5:30p.m. that day, clean up to the satisfaction of the City, utilizing their own drying agent to complete the clean up.

The entire area must be “broom clean” at the end of each day. The transfer area includes, but is not limited to, the dumping area, the upper scale area, the lower scales area, trailer movement and storage areas, and tractor semi-trailer ingress and egress lanes.

The lower scale areas must be especially cleaned to prevent dirt and debris buildup underneath the scale platforms to ensure proper and continually accurate operation.

The Contractor shall at a minimum power wash the lower scales, including underneath the grates, once every calendar month.

c. Equipment and Personnel Requirements

The Contractor will maintain a sufficient number of trucks and transfer trailers to load and contain all MSW deposited at the Chandler transfer facility at the time of its deposition, including a minimum of 8 trailers on site every Saturday and Sunday.

The Contractor will be allowed to park up to 25 transfer trailers and tractors at the Chandler transfer facility and up to 5 trailers at Butterfield Station Landfill.

The Contractor will transport as much MSW as possible during the Butterfield Station Landfill’s hours of operation to minimize the amount of MSW that will be stored at the City of Chandler’s transfer facility site.

The Contractor shall provide sufficient back up equipment to handle any volume peaks and equipment problems.

The Contractor will have equipment capable of unloading MSW or make arrangements with Waste Management to use the tipper located at Butterfield Station Landfill.

The Contractor will provide sufficient equipment to move and shuttle empty and full trailers in the daily operation of loading and covering the MSW deposited at the City of Chandler transfer facility.

The Contractor will provide sufficient equipment for pushing scrap metal at the end of the day or as needed during the day at the City of Chandler transfer facility.

All equipment will have a scheduled maintenance program keeping the equipment to factory specifications. Any cleaning and repair activities required to maintain the Contractor’s equipment shall be done off site, unless emergency repairs are required.

Any on-site emergency repairs must be approved by the City of Chandler.

d. Operational Requirements The Contractor will be responsible for all operational aspects of the transfer facility except checking customer residency and providing the initial directions to customers to direct customers where to place the material brought to the transfer facility.

The Contractor will provide sufficient personnel to spot and direct the loading of the MSW, walk the tipping floor and spot check loads while customers are unloading, operate loading equipment, cover transporters, shuttle transporters and operate transporters. Sufficient personnel is a minimum of three personnel on site and more if required at peak times.

The Contractor will provide sufficient personnel to proficiently communicate instructions to customers for disposing waste and diverting recyclable materials accepted for recycling at the transfer facility and to direct placement of these recyclable materials in their proper areas.

The Contractor’s spotters must be trained to identify unacceptable waste (including Hazardous Waste) as defined by City of Chandler Code 44-1. At a minimum, spotter training shall include certification through 40-hour HazWoper training as specified in the code of federal regulations 29 CFR 1910.120 (e) (1, 2, and 3) and the Solid Waste Association of North America’s waste screening program.

The Contractor will notify the City of any unacceptable waste including Hazardous Waste. The City will determine if the waste should be accepted or rejected.

The Contractor will be responsible for unacceptable waste including Hazardous Waste that is allowed to be loaded into their transfer vehicles without notification to the City.

The City will operate the RSWCC scales and record the weights of the transport vehicles, to include the tare (empty) full weights, and net weights of each transport trailer that is loaded.

The Contractor must treat all customers of the transfer facility with courtesy and respect.

e. Liquidated Damages

Event Damages Failure to limit equipment fluid leaks to 1 per month. A leak is considered more than 1 gallon of fluid. $200 per leak in excess of 1 Failure to complete power washing of lower scales (section 5b) on a monthly basis. $300 per day

EVALUATION CRITERIA

OFFERORS RESPONDING TO GROUP 1, GROUP 2 OR BOTH GROUPS MUST SUBMIT RESPONSES

TO THE EVALUATION CRITERIA BELOW.

Qualifications and Experience 25%

1. Provide a brief history of the company including number of years in business, primary business focus and number of years providing the services described in the Scope of Work.

2. Provide resumes or statements of qualifications for all proposed key personnel. Identify the role of each individual and describe the reporting structure for oversight ensuring quality services. Provide a list of certifications and special training for personnel who will perform services, if any.

3. Provide evidence of the company’s financial capacity to perform the services described in the Scope of Work.

4. Provide a list of any proposed subcontractors.

5. State whether the company or any person submitting this offer has been or is currently involved in litigation related to the services described in the Scope of Work. If so, fully explain the circumstances of the past, current and/or pending litigation.

6. State whether the company has had contracts terminated for cause. For each, provide the name of the agency, the contract Scope of Work and the reason for termination. State whether the company has been involved in contract disputes. For each, provide the name of the agency, the contract Scope of Work and describe the nature of the dispute and the resolution.

7. Provide at least three client references for substantially similar contracts. Include name, telephone and email address for contact person and a description of the services provided that clearly demonstrates the similarities of scope.

Method of Approach 45%

1. Provide a narrative that describes the approach to the Scope of Work.

2. Provide information about equipment that will be used to fulfill the obligations of the Scope of

Work. Explain how the proposed equipment will be sufficient to meet the needs of the City. If additional equipment will need to be acquired, describe how this will be accomplished.

3. Provide information about the staffing plan to fulfill the obligations of the Scope of Work.

Explain how the proposed staffing plan will be sufficient to meet the needs of the City. If additional staff will be needed, describe the approach to hiring and on-boarding.

4. Provide a proposed transition plan from the current contract that ensures minimal disruption.

5. Propose a process for ongoing service evaluation to maximize the efficiency of the City’s operations.

Price Proposal 30%

1. Complete the Price Proposal Page.

2. Propose a method to adjust pricing and a schedule upon which price adjustments will occur.

Include a proposed cap to any adjustment.

OFFERORS RESPONDING TO GROUP 2 OR BOTH GROUPS MUST SUBMIT RESPONSES TO THE

ADDITIONAL EVALUATION CRITERIA BELOW.

Method of Approach

1. Describe the proposed approach to operating the RWSCC as described in the Scope of Work.

2. Describe additional training for staff proposed to be assigned to the RWSCC.

3. Provide information about the maintenance program for the equipment that will be used at the RWSCC. Describe the process for notifying the City when equipment maintenance will take place.

PRICE PROPOSAL PAGE

Offerors will propose pricing that is all-inclusive of the requirements of the Scope of Work.

If submitting an offer for Group 1 only, complete the following table.

Facility Estimated Annual

Tons Unit Cost per

Ton Extended Cost

SWTP 8,500

OWRF 20,000

AWRF 20,000

AWRF

Screenings/Grit

Streets 3,500 Water Distribution 1,500

OBRF 20,000

Facility Unit Cost per Month Quantity Cost per Year OBRF Yard Truck 2 OBRF End Dump At least 5 Subtotal

Group 1 Total $

If submitting an offer for Group 2 only, complete the following table.

Tons Unit Cost per Ton Extended Cost

RWSCC 15,000

Group 2 Total $

If submitting an offer for both Group 1 and Group 2, complete the following table.

Tons Unit Cost per Ton Extended Cost

SWTP 8,500

OWRF 20,000

AWRF 20,000

AWRF Screenings/Grit 375 Streets 3,500 Water Distribution 1,500

OBRF 20,000

RWSCC 15,000

Subtotal $

Facility Unit Cost per Month Quantity Cost per Year

OBRF Yard Truck 2 OBRF End Dump At least 5 Subtotal $

Groups 1 and 2 Total $

City Clerk Document No.

City Council Meeting Date:

CITY OF CHANDLER SAMPLE SERVICES AGREEMENT

TRANSPORTATION OF BULK WASTE AND OPERATION OF RECYCLING SOLID WASTE

COLLECTION CENTER

CITY OF CHANDLER AGREEMENT NO. PW2-962-4352

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an Arizona municipal corporation (City), and (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made , 2021 (Effective Date).

RECITALS

A. City proposes to contract for transportation of bulk waste and operation of recycling solid waste collection center as more fully described in Exhibit A, which is attached to and made a part of this Agreement by this reference.

B. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

C. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor City means the City of Chandler, Arizona Contractor means the individual, partnership, or corporation named in the Agreement Days means calendar days May, Should means something that is not mandatory but permissible Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner. Unless authorized by the City in writing, all fixtures, furnishings, and equipment furnished by Contractor as part of the work or services under this Agreement must be new, or the latest model, and of the most suitable grade and quality for the intended purpose of the work or service.

SECTION III: PERIOD OF SERVICE

Contractor must perform the services described in Exhibit A for the term of this Agreement.

The term of the Agreement is five years and begins on October 1, 2022 and ends on September 30, 2027 unless sooner terminated in accordance with the provisions of this Agreement. The City and the Contractor may mutually agree to extend the Agreement for up to three additional terms of one year each, or portions thereof. The City reserves the right, at its sole discretion, to extend the Agreement for up to 60 days beyond the expiration of any extension term.

SECTION lV: PAYMENT OF COMPENSATION AND FEES

Unless amended in writing by the Parties, Contractor's compensation and fees as more fully described in Exhibit B for performance of the services approved and accepted by the City under this Agreement must not exceed $ . Contractor must submit requests for payment for services approved and accepted during the previous billing period and must include, as applicable, detailed invoices and receipts, a narrative description of the tasks accomplished during the billing period, a list of any deliverables submitted, and any subcontractor’s or supplier’s actual requests for payment plus similar narrative and listing of their work. Payment for those services negotiated as a lump sum will be made in accordance with the percentage of the work completed during the preceding billing period. Services negotiated as a not-to-exceed fee will be paid in accordance with the work completed on the service during the preceding month. All requests for payment must be submitted to the City for review and approval. The City will make payment for approved and accepted services within 30 days of the City’s receipt of the request for payment. Contractor bears all responsibility and liability for any and all tax obligations that result from Contractor’s performance under this Agreement.

SECTION V: GENERAL CONDITIONS

5.1 Records/Audit. Records of the Contractor's direct personnel payroll, reimbursable expenses pertaining to this Agreement and records of accounts between the City and Contractor must be kept on the basis of generally accepted accounting principles and must be made available to the City and its auditors for up to three years following the City’s final acceptance of the services under this Agreement. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments. The City reserves the right to decrease the total amount of Agreement price or payments made under this Agreement or request reimbursement from the Contractor following final contract payment on this Agreement if, upon audit of the Contractor's records, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data. The Contractor will include a similar provision in all of its contracts with subcontractors providing services under the Agreement Documents to ensure that the City, its authorized representative, or the appropriate federal agency, has access to the subcontractors’ records to verify the accuracy of all cost and pricing data. The City reserves the right to decrease Contract price or payments made on this Agreement or request reimbursement from the Contractor following final payment on this Agreement if the above provision is not included in subcontractor agreements, and one or more subcontractors refuse to allow the City to audit their records to verify the accuracy and appropriateness of all cost and pricing data. If, following an audit of this Agreement, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data, and the cost discrepancies exceed 1% of the total Agreement billings, the Contractor will be liable for reimbursement of the reasonable, actual cost of the audit.

5.2 Alteration in Character of Work. Whenever an alteration in the character of work results in a substantial change in this Agreement, thereby materially increasing or decreasing the scope of services, cost of performance, or Project schedule, the work will be performed as directed by the City. However, before any modified work is started, a written amendment must be approved and executed by the City and the Contractor. Such amendment must not be effective until approved by the City. Additions to, modifications, or deletions from this Agreement as provided herein may be made, and the compensation to be paid to the Contractor may accordingly be adjusted by mutual agreement of the Parties. It is distinctly understood and agreed that no claim for extra work done or materials furnished by the Contractor will be allowed by the City except as provided herein, nor must the Contractor do any work or furnish any materials not covered by this Agreement unless such work is first authorized in writing. Any such work or materials furnished by the Contractor without prior written authorization will be at Contractor's own risk, cost, and expense, and Contractor hereby agrees that without written authorization Contractor will make no claim for compensation for such work or materials furnished.

5.3 Termination for Convenience. The City and the Contractor hereby agree to the full performance of the covenants contained herein, except that the City reserves the right, at its discretion and without cause, to terminate or abandon any service provided for in this Agreement, or abandon any portion of the Project for which services have been performed by the Contractor. In the event the City abandons or suspends the services, or any part of the services as provided in this Agreement, the City will notify the Contractor in writing and immediately after receiving such notice, the Contractor must discontinue advancing the work specified under this Agreement. Upon such termination, abandonment, or suspension, the Contractor must deliver to the City all drawings, plans, specifications, special provisions, estimates and other work entirely or partially completed, together with all unused materials supplied by the City. The Contractor must appraise the work Contractor has completed and submit Contractor's appraisal to the City for evaluation. The City may inspect the Contractor's work to appraise the work completed. The Contractor will receive compensation in full for services performed to the date of such termination. The fee shall be paid in accordance with Section IV of this Agreement, and as mutually agreed upon by the Contractor and the City. If there is no mutual agreement on payment, the final determination will be made in accordance with the Disputes provision in this Agreement. However, in no event may the payment exceed the payment set forth in this Agreement nor as amended in accordance with Alteration in Character of Work. The City will make the final payment within 60 days after the Contractor has delivered the last of the partially completed items and the Parties agree on the final payment. If the City is found to have improperly terminated the Agreement for cause or default, the termination will be converted to a termination for convenience in accordance with the provisions of this Agreement.

5.4 Termination for Cause. The City may terminate this Agreement for Cause upon the occurrence of any one or more of the following events: in the event that (a) the Contractor fails to perform pursuant to the terms of this Agreement, (b) the Contractor is adjudged a bankrupt or insolvent,

(c) the Contractor makes a general assignment for the benefit of creditors, (d) a trustee or receiver is appointed for Contractor or for any of Contractor’s property (e) the Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar laws, (f) the Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction, or (g) the Contractor fails to cure default within the time requested. Where Agreement has been so terminated by City, the termination will not affect any rights of City against Contractor then existing or which may thereafter accrue.

5.5 Indemnification. The Contractor (lndemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents and employees (lndemnitee) from any and all claims, actions, liabilities, damages, losses or expenses (including court costs, attorneys' fees and costs of claim processing, investigation and litigation) (Claims) caused or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of the Contractor or any of its owners, officers, directors, agents, employees, or subcontractors in connection with this Agreement. This indemnity includes any claim or amount arising out of or recovered under workers' compensation law or on account of the failure of the Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. The Contractor must indemnify lndemnitee from and against any and all Claims, except those arising solely from lndemnitee's own negligent or willful acts or omissions.