Acceptance_of_Residential_E-Waste_for_Recycling_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2025-RFP-030-PR

ACCEPTANCE OF RESIDENTIAL E-WASTE FOR RECYCLING

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: June 11, 2025

DEADLINE FOR QUESTIONS: July 16, 2025

RESPONSE DEADLINE: July 23, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Acceptance of Residential E-Waste for Recycling

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Attachments:

A - E-Waste Recycling - 14274E

Request For Proposal #2025-RFP-030-PR Title: Acceptance of Residential E-Waste for Recycling

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated Acceptance of Residential E-Waste for Recycling.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

1.2. Background

Dane County is seeking proposals for recycling of electronics that are collected at the Dane County Clean

Sweep Program which is operated by the Dane County Department of Waste & Renewables. The facility is located at 7020 Maahic Way, Madison, Wisconsin 53718 (within the Dane County Landfill No. 2 -

Rodefeld). The standard hours of operation are Mondays – Fridays from 7:15 a.m. to 3:15 p.m., and

Saturdays from 8:00 a.m. to 10:45 a.m.

1.3. Contact Information

Pete Patten

Purchasing Manager

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Waste & Renewables

1.4. Timeline

Release Project Date June 11, 2025

Question Submission Deadline July 16, 2025, 4:00pm

Question Response Deadline July 18, 2025, 4:00pm

Proposal Submission Deadline July 23, 2025, 2:00pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Wednesday, July 16, 2025.

a. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Pete Patten. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on

Wednesday, July 23, 2025. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

a. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

b. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

c. Once registered, click on the "draft" button to draft your proposal.

d. Provide company information

e. Complete the entire Vendor Questionnaire

f. Where indicated, upload the required documents.

g. The file upload status can be seen for each document uploaded.

h. Confirm all files have been uploaded

i. Review your work and click on "submit" proposal

j. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

a. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

2. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

3. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

4. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

a. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

b. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

5. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

6. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

7. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

a. The award may be granted to the highest scoring responsive and responsible proposer.

b. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services mailto:risk.management@danecounty.gov elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

a. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

b. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

c. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

Anticipated Terms (Calendar Dates)

Term 1: January 1, 2026 - December 31, 2026 (Initial Term)

Term 2: January 1, 2027 - December 31, 2027 (Initial Term)

Term 3: January 1, 2028 - December 31, 2028 (Initial Term)

Term 4: January 1, 2029 - December 31, 2029 (Renewal Term)

Term 5: January 1, 2030 - December 31, 2030 (Renewal Term)

Renewal terms must be agreed upon mutually by Dane County and Contractor with any pricing adjustments being mutually agreed upon a minimum of 120 days prior to contract expiration.

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

• CED: Covered Electronic Devices - category used to determine which manufacturers must register under E-Cycle Wisconsin and how much they must recycle each year. CEDs include:

computers, desktop printers, printer/fax/copier/scanner combinations, video display devices, televisions, computer monitors, e-readers with displays of 7” or more in the longest diagonal direction.

• County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

• EED: Eligible Electronic Devices – broader category of devices that manufacturers can county toward their recycling obligation. Households and schools can recycle electronic devices under the E-Cycle Wisconsin program. EEDs include: televisions, computers, desktop printers, computer monitors, other computer accessories (keyboards, mice, speakers, external hard drives and flash drives), e-readers, DVD players, VCRs and fax machines, video game consoles, video game accessories powered by batteries, cell phones, and cell phone accessories powered by batteries.

• E-Cyle Wisconsin Program: http://dnr.wi.gov/topic/ecycle/wisconsin.html

• Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Scope of Work Overview

1. Contractor will recycle residential electronics and/or refrigerant containing items aggregated and sorted by Dane County staff at Dane County Clean Sweep facility. Dane County staff will collect, sort, and package electronic equipment for shipment in accordance with the State of

Wisconsin’s E-Cycle Wisconsin program.

a. It is preferred that the awarded vendor is able to take residential electronics and refrigerant containing items but the ability to take both is not required. A vendor could bid on residential electronics only, refrigerant containing items only or both,

b. The contractor shall provide all packaging and shipping supplies needed as well as recycling and reporting services in compliance with the program.

2. Electronics are collected from residents into a maximum of eleven categories specified by the

Contractor. Vendors must be able to provide a shipping trailer to be left on site and transportation services as needed.

a. The County will load a trailer used to store collected electronic equipment.

https://www.danepurchasing.com/ http://dnr.wi.gov/topic/ecycle/wisconsin.html

b. Sorted electronics will be either palletized or placed in Gaylord boxes on top of pallets.

c. Contractor will provide pallets, Gaylord boxes, and shrink wrap to the County.

d. Dane County staff will place all equipment except for very large TVs in Gaylord boxes on pallets.

e. Large TVs that do not fit in Gaylord boxes will be palletized. Full sized refrigerators will not be palletized.

3. Proposers must be able to provide a shipping trailer to be left on site and to provide transportation services as needed.

a. Dane County may choose to deliver electronics in County-owned semi-trailers.

4. The County will be responsible for loading the trailer using a County-owned forklift.

a. Typically, 24 to 26 pallet stacks (6 to 7 feet high) will fit in a trailer.

b. It is anticipated that 40-48 pallets of double stacked Gaylord boxes and very large palletized

TVs will fit in a trailer.

c. When the trailer is full Dane County will notify Contractor of its need for transportation services, or its intent to deliver a shipment.

d. Contractor shall accommodate County’s request to transport/receive shipment within 1 week of request being made.

4.2. Reporting

1. Contractor shall provide weight reports to County on a per shipment basis, to be received by the

County by the 15th day after the date of the shipment.

a. At minimum, the reports shall include:

i. Weights of electronics processed.

1. Weights shall be listed for each of the categories sent to Contractor.

ii. Percentage of total material collected that was recycled

iii. Percentage of material refurbished or reused.

iv. Certification that data was properly destroyed

v. Certification that material was properly recycled per R2 and e-Stewards standards.

vi. Certification that refrigerant was properly recovered using approved equipment operated by qualified technicians, in compliance with all state and federal regulations.

2. Contractor shall notify County within 15 days of a change in the downstream vendors that

Contractor uses to recycle electronics.

3. Contractor shall notify County within 15 days of any violations of any laws, ordinances, regulations, R2 requirements, e-Steward requirements, or refrigerant recovery requirements.

4. Contractor shall provide County with evidence that Contractor maintains certifications (R2, e-

Steward, WDNR Refrigerant Recovery and Safe Transport, EPA 608, etc.)

4.3. Insurance Coverage

1. At minimum, the following insurance must be carried at all times by the awarded vendor:

a. $1,000,000 general

b. $1,000,000 auto

c. $1,000,000 pollution

d. Wisconsin Statutory limits for workman’s comp

e. Any other insurance listed in the Dane County Standard Terms and Conditions

4.4. Certifications

1. The awarded vendor must have, at minimum, the following certifications:

a. R2

b. e-Stewards

c. WDNR Refrigerant Recovery and Safe Transport (for refrigerant-containing item recycling only)

d. EPA 608 (for refrigerant-containing item recycling only)

e. Registered recycler with the E-Cycle Wisconsin program.

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing Table if there is one located within the RFP Posting.

• If there is no Pricing Table within the RFP Posting:

o Download and complete the Pricing Section document from the Attachment Section of the

RFP Posting.

o Upload the completed Pricing Section document to Section 1 of the Vendor Questionnaire.

3. Document Formatting - The RFP Response and Cost Proposal (if applicable) documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the

RFP# and name of business submitting proposal.

• Example of how to name the files:

o RFP Response Document: "2023-RFP-025 – Vendor Name" o Cost Proposal Document (if no pricing table): "2023-RFP-025 – Vendor Name - Cost

Proposal"

4. Evaluation Criteria - each section includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organizational Capabilities

1. Has your business ever been in business under a different name? If so, provide the name(s).

2. Provide a list of all insurance policies and coverages that is carried by your business.

3. Describe the firm’s experience and capabilities in providing similar services to those required.

a. Be specific and identify projects, dates, and results

Points Based 10 (9.5% of Total)

2. Staff Qualifications

1. Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.

Points Based 10 (9.5% of Total)

3. Items to be Recycled

1. Please provide a complete list of which items you will take from the

Clean Sweep facility.

2. Is there an option for adding appliances or other electronic devices? If so, please describe which appliances or other electronic devices you will take from the Clean

Sweep facility. Pricing should be provided in the Cost Proposal section.

Points Based 15 (14.3% of Total)

4. Electronics Recycling Certificates

1. What electronics recycling certifications do you have (R2, e-

Stewards, WDNR Refrigerant

Recovery & Safe Transport, EPA 608, etc.)?

2. Are you a registered recycler with the E-Cycle Wisconsin program?

3. Do you have external firms auditing your recycling processes and procedures for compliance with regulations?

Points Based 15 (14.3% of Total)

5. Agg, Demanu, Processing, Refurb, Donation, Recycling

1. List the facilities and companies you will use to aggregate, demanufacture, process, refurbish, donate, and/or recycle the electronic materials.

2. Is the work done in-house or by other vendors?

3. Describe what recycling methods and processes you use for safe and effective recycling of electronics.

4. What steps are taken to ensure worker safety?

5. What steps are taken to ensure materials with hazardous components do not end up in landfills or incinerators, or improperly disposed of in the United

States or overseas?

6. Based on your company’s historic recycling rates, what percentage of collected materials will actually be recycled or reused?

7. Dane County will require a certificate of proper destruction/recycling once material has been processed.

Points Based 5 (4.8% of Total)

6. Glass - Downstream Vendors

1. Who are your downstream vendors for glass and what is the final market place for glass from your facility?

Points Based 5 (4.8% of Total)

7. Destruction & Protection of Personal &

Confidential Information

1. What steps do you use to destroy and protect personal and confidential information?

2. Do you erase all data to Department of Defense standards?

3. Which data destruction standards do you use?

4. Dane County will require a certificate of destruction/recycling once material has been processed -confirm that you are able to provide this certificate upon each destruction and outline the process of providing the certificate of destruction/recycling.

Points Based 5 (4.8% of Total)

8. Size of Collection Accounts

1. What is the largest permanent collection account or collection event that your agency has been involved with?

2. Provide a list of at least 5 projects which demonstrate the firm’s competence to perform work similar to that required on this project.

Include a table listing the name of the facility, the contact person with telephone number, the date of work, a description of the work involved including waste volumes and number of events/pick-ups, and the fees for your work.

9. Plan for Site Clearing

1. What is your plan for clearing the site of all material, trucking, and storage?

a. Dane County has a forklift and pallet jacks at the facility. Dane

County staff will take the electronics from residents and place them in the final shipping containers.

2. Clearly explain how you are going to ask Dane County staff to separate collected materials into separate categories or Gaylord boxes.

a. Dane County has limited space within the building to store materials, so your plan should have County staff sorting collected electronics into no more than eleven separate categories. Dane County has a loading dock that the recycler will be able to park a semi-trailer at for e-waste loading and storage. The truck used for hauling must be compatible with our existing truck restraint system on the building.

b. Dane County reserves the right to provide its own trailer and self-transport materials to the

Proposer’s facility.

c. Proposal plan and pricing should include all trucking, Gaylord boxes, pallets, shrink wrap, or other packaging materials. On an average year, Dane County typically utilizes 500 pallets, 400 gaylord boxes and 30 rolls of shrink wrap. Quantity of supplies utilized is subject to change each year. Proposers shall include pricing associated with leaving a trailer at the facility and providing transportation.

10. Violation of Local, State & Federal Rules, Regs

& Laws

1. Has your business, including under previous names, ever been found to be in violation of local, state, or federal rules, regulations, or laws? If so, please describe.

Points Based 5 (4.8% of Total)

11. Cost Points Based 20 (19% of Total)

12. Local Vendor Preference Points Based 5

6. Pricing Proposal

• Disposal cost or credit shall be inclusive of all insurance, labor, tools, equipment, mobilization, demobilization and other expenses necessary to provide proper collection, packaging, transport and disposition of the specified materials received in accordance with all Local, State and

Federal regulations and with the specifications and terms and conditions of this bid document and your proposal.

• The net weight of each waste category shall be determined by weighing each packed container which includes the container weight and then subtracting the container weight. Each container shall only contain one waste category.

• Estimated annual quantities listed are based on the 2024 fiscal year and are provided for planning purposes only and are not a guarantee. All supplies including but not limited to pallets, Gaylord boxes, and shrink wrap will be provided to Dane County by the vendor and included in the unit pricing costs.

• * Eligible Electronic Devices – per E-Cycle Wisconsin Program

• ** Covered Electronic Devices – per E-Cycle Wisconsin Program

WASTE TRANSPORTATION & ADDITIONAL TRAILER

Write in whether the item is a COST or CREDIT to Dane County and then provide the corresponding unit price for each item. "No Bid" may only be selected if you are providing Refrigerant Item pricing only.

Line Item Description Est.

Quantity COST or

CREDIT to

Dane

County

Unit Price Unit of

Measure Total No Bid

1 Load and deliver empty trailer with specified supplies to Dane County and

Cost to transport and unload full trailer of electronics for recycling

12 Per Round Trip

Transportation

2 Vendor to provide a trailer to be permanently stored at Dane County’s collection location.

1 Per Trailer

3 Dane County delivers a full trailer of electronics using County-owned trailer.

1 Per Trailer

TOTAL

RECYCLING - ELECTRONICS

Write in whether the item is a COST or CREDIT to Dane County and then provide the corresponding unit price for each item. "No Bid" may only be selected if you are providing Refrigerant Item pricing only.

Line Item Description COST or

CREDIT To

Dane County

Est. Annual

Quantity

(LBS.)

Unit Price Unit of

Measure

4 Desktop Computers 20000 Per LB.

5 Laptops/Servers/Tablets 10000 Per LB.

6 CRT televisions/monitors 54000 Per LB.

7 Flat Screen Televisions/monitors 81000 Per LB.

8 Projection Televisions 11000 Per LB.

9 Wood Console Televisions 8000 Per LB.

10 EED’s other than listed above (i.e., printers, computer peripherals, cell phones, cable boxes, routers, VCR’s, etc.)

29000 Per LB.

11 Non-EED’s (i.e., cameras, stereos, speakers, UPS backups, fans, etc.)

31500 Per LB.

12 Microwaves 27500 Per LB.

13 Refrigerant-containing items (i.e., fridge/freezer, dehumidifier, A/C unit, etc.)

28000 Per LB.

14 Solar Panels 1000 Per LB.

RECYCLING - REFRIGERANT CONTAINING ITEMS

Write in whether the item is a COST or CREDIT to Dane County and then provide the corresponding unit price for each item. Select "No Bid" if you are not providing refrigerant recycling services.

Line Item Description COST or

CREDIT To

Dane County

Est. Annual

Quantity

(LBS.)

Unit Price Unit of

Measure No Bid

15 Refrigerant-containing items (i.e., fridge/freezer, dehumidifier, A/C unit, etc.)

28000 Per LB.

RECYCLING - OTHER DEVICES/CATEGORIES, IF APPLICABLE

Provide a description and unit cost for any additional devices, items, categories. For any line item that is unused, you much check "no bid".

Line Item Instruction Description COST or

CREDIT to

Dane County

Unit Price Unit of

Measure No Bid

16 Provide an item description in the next column ---->

Each

17 Provide an item description in the next column ---->

Each

18 Provide an item description in the next column ---->

Each

19 Provide an item description in the next column ---->

Each

20 Provide an item description in the next column ---->

Each

21 Provide an item description in the next column ---->

Each

22 Provide an item description in the next column ---->

Each

Line Item Instruction Description COST or

CREDIT to

Dane County

Unit Price Unit of

Measure No Bid

23 Provide an item description in the next column ---->

Each

24 Provide an item description in the next column ---->

Each

25 Provide an item description in the next column ---->

Each

7. Vendor Questionnaire

7.1. RFP DOCUMENT UPLOADS

7.1.1. Single Proposal Submission*

Only 1 proposal is allowed to be submitted per Vendor Account. This means if you are submitting multiple proposals, you must follow the instructions set forth within the Section 2.2 RFP Guidelines and

Overview - Multiple Proposals & Acceptance.

It is understood that if multiple proposals are uploaded using 1 vendor account, the entire submission will be subject to disqualification.

☐ Please confirm

*Response required

7.1.2. RFP Response Document - Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

7.1.3. RFP Response - Supplemental Document Upload

Upload any additional or required information documents that supplements this solicitation.

7.1.4. RFP Cost Proposal - Supplemental Document Upload

If applicable, upload any documents providing further clarification of the submitted pricing from the

Pricing Table. This is not required.

7.1.5. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

7.2. VENDOR INFORMATION

7.2.1. Local Vendor Preference *

Select a Local Vendor Preference:

Vendors located within Dane County automatically receive five points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

Vendors located outside of Dane County and the 7 counties adjacent to Dane County would choose "No

Preference".

NOTE: A post office box address does not qualify as an established place of business.

☐ No Preference

☐ Yes - Dane County

☐ Yes - Columbia County

☐ Yes - Dodge County

☐ Yes - Green County

☐ Yes - Jefferson County

☐ Yes - Iowa County

☐ Yes - Rock County

☐ Yes - Sauk County

*Response required

7.2.2. Fair Labor Practice Certification *

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yes is answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

☐ No, our company has NOT been found by the NLRB or the WERC to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed.

☐ Yes, our company HAS been found by the NLRB or the WERC to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed.

*Response required

7.2.3. Cooperative Purchasing*

Reference Guidelines - Section F.

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required

7.2.4. Designation of Confidential and Proprietary Information* Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

NOTE: Pricing sections cannot be designated as confidential and proprietary.

If nothing will be designated, simply type "None" in the section below.

*Response required http://www.nlrb.gov/ http://werc.wi.gov/

7.3. RFP ADDENDA

7.3.1. I understand that if any addendum is issued I will have to acknowledge the posted addendum. * ☐ Please confirm

*Response required

7.3.2. If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my proposal response.

Further instructions on addendum(a) postings can be found here.

☐ Please confirm

*R…