Addendum 1 Landfill Operations Bid.pdf

Smiths Creek Landfill 6779 Smiths Creek Road Smiths Creek, MI 48074 (810) 989-6981 scclandfill@stclaircounty.org

A Government of Service

May 8, 2025

Subject: County of St. Clair, Michigan

Smiths Creek Landfill

Landfill Operations

Addendum #1 to RFP-LF-4925-543

Dear Prospective Bidders:

The County of St. Clair, Michigan presents this letter to serve as Addendum 1 to the Landfill Operations

Bid at the Smiths Creek Landfill (Landfill).

The following revisions are being made. Sections that have revisions are being reissued as part of Addendum

1 and are attached.

Invitation to Bid

• A revision number and date has been added to the title

• Section 18 (Bid Security and Bonds) has been updated as follows:

o References to Sections 8 and 9 of the Bid Proposal Form in Attachment H have been added to provide additional clarification regarding the amount of bid security required and the bonding amount and frequency of issuance for this project o A statement has been added to indicate the bonding company shall be subject to approval of the County

• The information at the bottom of page 7 has been updated to provide the name, number, and email of the County’s current Purchasing Manager, Abby Terhune

Attachment H – Bid Proposal Form

• The revision number and date has been updated in the footnote

• The language in Section 9 has been updated to:

o Reference the Invitation to Bid for the timeframe required to provide the initial Performance and Payment Bonds

Smiths Creek Landfill 6779 Smiths Creek Road Smiths Creek, MI 48074 (810) 989-6981 scclandfill@stclaircounty.org

A Government of Service o Stipulate that bidders only need to provide Performance and Payment bonds for the estimated annual value of the contract o Specify how the bonding requirement will be calculated for the first year of the contract and subsequent years of the contract

Please acknowledge receipt of this Addendum (1) in the space indicated on page 7 of the Invitation to Bid.

Matthew B. Williams

Director

Smiths Creek Landfill

Cc: Abby Terhune, SCC Purchasing Manager

Attachments: Invitation to Bid, Rev. 1

Bid Proposal Form, Rev. 1

Invitation to Bid, Rev 1

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 1 of 7

PORT HURON, MI 48060

INVITATION TO BID

REVISION 1, 05/08/2025

BID: RFP-LF-4925-543

ITEM: Smiths Creek Landfill: Landfill Operations

RFP AVAILABLE: Tuesday, May 6, 2025

MANDATORY SITE INSPECTION: Thursday, May 15, 2025 @ 10 a.m.

DEADLINE: Questions Due - Tuesday, May 20, 2025 at 2:00 p.m.

BID OPENING: Wednesday, May 28, 2025 at 2:00 p.m.

1. SUBMISSION AND RECEIPT OF BIDS

Bids to receive consideration shall be received prior to the specified deadline as designated on the bid form. The County reserves the right to postpone the bid opening for its own convenience. Bidders shall use the bid documents furnished as none other may be accepted. Bids are considered received when in the possession of the St. Clair County

Purchasing Division. All Bids shall be labeled with the Bid # RFP-LF-4925-543 and Item

Description as well as the aforementioned bid opening date/time on the outside of the envelope. The envelope shall contain one (1) electronic and three (3) complete hard copies of the Bid and required bid information. Bids shall be sealed when submitted. Separate bids shall be submitted on each bid number and bids shall be typewritten in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by the bidder. If you are submitting a “No bid”, do not follow the above directions but send a letter to the Purchasing Division. Bids shall be mailed or delivered to St. Clair County, Purchasing Division, 200 Grand River, Suite 203, Port

Huron, Michigan 48060 before the stated deadline. Faxed and electronic bids will not be accepted.

2. RESPONSIVE BIDS

All pages and the information requested herein shall be furnished completely in compliance with instructions. The manner and format of submission is essential to permit prompt evaluation of all bids on a fair and uniform basis. Unless otherwise specified, the County reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. Accordingly, the

County reserves the right to declare as non-responsive and reject any incomplete bid if material information requested is not furnished, or where indirect or incomplete answers or information is provided. Alterations to the written requirements will negate any response.

3. OFFICIAL DOCUMENTS

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 2 of 7

PORT HURON, MI 48060

The County shall accept NO CHANGES to the bid document made by the Vendor unless those changes are set out in the “Exceptions” provision of the Authorized Version of the bid document. It is the Vendor’s responsibility to acquire knowledge of any change, modifications or additions to the Authorized Version of the bid document. Any Vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the County to the Authorized Version of the bid document, shall be bound by the bid, including any changes, modifications or additions made by the County to the Authorized Version of the bid, and if that Vendor fails to accept the bid award, the

County may pursue costs and expenses to re-bid the item from that Vendor.

The County officially distributes bid documents from the St. Clair County Purchasing

Division via the www.MITN.info website. Copies of bid documents obtained from any other source are not considered authorized copies. Only those vendors who obtain bid documents from the MITN website are guaranteed access to receive addendum information, if such information is issued.

4. INSPECTION OF SITE

A mandatory site inspection is required, as indicated in the Invitation to Bid. The site inspection will be held at the Smiths Creek Landfill, 6779 Smiths Creek Road, Smiths

Creek, Michigan, 48074. A mandatory site inspection is required for Bidders to fully familiarize themselves with the existing Site conditions. Bids will not be accepted unless the Bidder or authorized representative of said Bidder attends the site inspection.

5. INTERPRETATION OF BID AND/OR CONTRACT DOCUMENTS

Any interpretation to a bidder regarding the Bid and/or Contract Documents or any part thereof is valid only if given by the Purchasing Division staff. Any information given by departmental contacts is unofficial. Interpretations may or may not be given orally (may be written) dependent upon the nature of the inquiry. Interpretations that could affect other bidders will be in writing and issued by the Purchasing Division. All inquiries shall be made within reasonable time prior to the stated question deadline (as applicable if shown in deadlines above) in order that a written response in the form of an addendum, if required, can be processed before bids are opened. Inquiries received that are not made in a timely fashion may or may not be considered. All inquiries shall be issued to the Director of the

Smiths Creek Landfill, Matt Williams in writing at the time of the site inspection or by email at mwilliams@stclaircounty.org

6. CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addendum issued in relation to this bid will be on file in the Purchasing

Division and posted on the MITN website. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become part of the contract and all bidders shall be bound by such changes or addenda. Bidders should acknowledge receipt of addenda in the space indicated on page 7.

7. SPECIFICATIONS

Unless otherwise stated by bidder, the bids will be considered as being in strict accordance with the County’s applicable standard specifications, and any special specifications outlined in the bid document. Reference to a particular trade name, manufacturer’s http://www.mitn.info/ mailto:mwilliams@stclaircounty.org

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 3 of 7

PORT HURON, MI 48060

catalogue, or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the County and should not be construed as excluding bids on other types or materials, equipment and supplies unless otherwise stated. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid. The County reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

8. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the County, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive, and at the opinion of the

County, may result in rejection of the bid.

9. PRICING

Prices shall be stated in units of quantity specified in the Bid Document. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

10. QUANTITIES

All quantities stated, unless indicated otherwise are estimates and the County reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

11. DELIVERY (if applicable)

Bids shall include all charges for delivery, packing, crating, installation, etc., unless otherwise stated in the bid document. All deliveries will be FOB: Delivered. General delivery hours are 8:00 a.m. to 4:00 p.m. Monday-Friday.

12. TAXES, TERMS AND CONDITIONS

The County of St. Clair is exempt from Federal Excise, State Sales Tax, and Personal

Property Tax. Please review The State of Michigan’s REVENUE ADMINISTRATIVE

BULLETIN 1999 – 2 for clarification:

http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm.

The County’s tax number is 38-6006420. Payment terms are Net 30 days upon receipt and acceptance.

13. AWARD

The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the County, price and other factors considered. The County reserves the right to accept or reject any or all bids, in part or whole and to waive informalities and minor irregularities in bids received. Unless otherwise specified in the bid document the County reserves the right to accept any item in the bid on an individual basis. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating Bidder’s intent.

The County reserves the right to not award a contract for subject bid request.

http://www.treas.state.mi.us/lawrules/rabs/1999/rab9902.htm

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 4 of 7

PORT HURON, MI 48060

14. WITHDRAWAL OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening except the successful company whose prices shall remain firm for the entire contract period. In case of error by the bidder in making up a bid, the Purchasing Division staff may, by discretion, reject such a bid upon presentation of a letter by the Bidder which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.

15. DEFAULT CONDITIONS

In case of default by the contractor, the County may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Purchasing Division may, by discretion, upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder; such error may be subject to default conditions.

16. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend and save the County of St.

Clair, Michigan and herein, its officials, employees, departments and agents harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgements and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

17. INSURANCE (REQUIRED FOR WORK ON OR WITHIN COUNTY

PROPERTY/FACILITIES)

The awarded bidder furnishing labor in/on County or City’s/public premises agrees to hold the County of St. Clair harmless from liability loss and will maintain minimum coverage outlined below. An Acord form outlining coverage will be returned with the bid documents.

See Attachment A for a copy of the CONTRACTOR INSURANCE REQUIREMENTS document required for this project.

Also, the County of St. Clair, Michigan will be named as additionally insured. Thirty days written notice of cancellation/reduction material change will be provided. All documents will be forward to the County of St. Clair, Purchasing Division, 200 Grand River, Suite

203, Port Huron, Michigan 48060.

18. BID SECURITY AND BONDS

Bid Security shall be made payable to the County of St. Clair, Michigan in an amount specified in Section 8 of the Bid Proposal Form (Attachment H) and in the form of a certified or bank check or a Bid Bond issued by a Surety. The Bid Security of the Successful

Bidder will be retained until such Bidder has executed the Agreement and furnished the

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 5 of 7

PORT HURON, MI 48060

required Contract Security, whereupon it will be returned. Bid Security of other Bidders will be returned within seven days of the Bid Award.

The successful bidder shall provide bonds annually (as indicated in Section 9 of the Bid

Proposal Form, Attachment H) covering the faithful performance of the Contract and the payment of all obligations arising there under, in the specified form and amount and with such sureties, secured through Bidder's usual sources, as may be agreeable to the parties.

Premium for such bonds shall be included in the Bid.

Bidder shall deliver Performance and Payment Bonds to the Owner not later than the date of the execution of the Agreement. The bonds shall include the name, legal status and address of the Contractor, the name, legal status and principal place of business of the

Surety, state the Owner as the County of St. Clair, Michigan, the bond amount, and the project. The bonds shall be written in the form of AIA Document A312, Performance

Bond and Payment Bond, with the amount shown for each part equal to 100 percent of the total amount payable by the terms of the Contract. Bidder shall require the attorney-in-fact that executes the required bonds on behalf of the surety to affix thereto a certified and current copy of the attorney's power of attorney indicating the monetary limit of such power.

The bonding company shall be subject to approval of the County.

19. GENERAL INFORMATION

The County of St. Clair is accepting bids for the Smiths Creek Landfill: Landfill Operations by the County of St. Clair, MI.

a) Public Act 517 of 2012

Public Act 517 of 2012 states that all public entities must require all companies submitting a bid on an RFP to certify that the company is not an Iran-linked business. Iran-linked businesses may not bid on the contract and each proposer must provide certification that they are not an Iran-linked business.

See Attachment B for a copy of the Certification of Compliance – Iran Economic Sanctions

Act and Certificate of Compliance – Suspension and Debarment documents required for this project

20. INSTALLATION (if applicable)

All items will be shipped via the bidder’s delivery system. No items will be drop shipped to the County. The bidder will provide complete installation. The work site will be maintained in a clean and safe manner during installation. The bidder will remove all shipping containers and packaging. All installation will be scheduled through the Director of the Smiths Creek Landfill, Matt Williams at 810.989.6979 or by email at mwilliams@stclaircounty.org.

21. SPECIFICATIONS AND PRICING

Vendor will provide assistance in all re-design and if possible value add to best suit the needs of the department. Note – ALL DESIGN, DELIVERY AND INSTALLATION mailto:mwilliams@stclaircounty.org?subject=RFP%20-%20South%20Borrow%20Area%20Stream%20Relocation%20

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 6 of 7

PORT HURON, MI 48060

WILL BE DONE BY THE SUCCESSFUL BIDDER AT ZERO (0) ADDITIONAL

COST TO THE COLLABORATIVE.

Bid Requirements

St. Clair County is seeking proposals from qualified contractors to operate and maintain the County's Type II Solid Waste Landfill, the Smiths Creek Landfill, located at 6779

Smiths Creek Road, Smiths Creek, MI 48074.

See Attachment A for a copy of the Contractor Insurance Requirements

See Attachment B for copies of the Certification of Compliance – Iran Economic Sanctions

Act and Certificate of Compliance – Suspension and Debarment

See Attachment C - Scope of Work

See Attachment D – Proposal Requirements

See Attachment E - Operations Plan

See Attachment F- Site Plan

See Attachment G – 2020 - 2024 Incoming Waste Volumes

See Attachment H - Bid Proposal Form

See Attachment I – Contractor Safety & Health Plan

See Attachment J – Sample Agreement

22. FIRM PRICE GUARANTEE

All pricing will remain firm for ninety (90) days or bid award, whichever comes first.

23. GUARANTEE

All labor and materials are fully guaranteed for a period in conformance with the bid specifications. This period will not be less than 1 year from the date of substantial completion.

24. REFERENCES (Provide at least 3)

Company Contact Person Phone #

COUNTY OF ST. CLAIR, MICHIGAN PHONE 810-989-6374

ADMINISTRATION FAX 810-985-3463

PURCHASING DIVISION

200 GRAND RIVER, SUITE 203 Pg. 7 of 7

PORT HURON, MI 48060

25. CONTRACT TERMINATION

The County reserves the right, upon thirty days written notice, to terminate the contract for failure of vendor to comply with terms and conditions set forth herein. Non-performance on the part of the vendor shall constitute breach of contract and shall nullify any and all contractual obligations between the seller and the purchaser.

26. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS

The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the contract, with the County of St. Clair Board of Commissioners in accordance with the contract documents. In submitting this completed and signed proposal, it is understood that the right is reserved by the County to reject any or all bids and to make such award that, in the opinion of the County, is in the best interest of the County of St.

Clair, Michigan.

NAME OF BIDDER: ______________________________________________________

BUSINESS ADDRESS OF BIDDER: _________________________________________

BUSINESS TELEPHONE # OF BIDDER: ____________________________________

AUTHORIZED SIGNATURE: ______________________________________________

TITLE OF SIGNER: ______________________________________________________

DATE OF SIGNATURE: ____/____/____ FAX # ______________________________

EMAIL: ________________________________________________________________

Initial to acknowledgement receipt of Addendum ___, dated: ______________________

Initial to acknowledgement receipt of Addendum ___, dated: ______________________

Initial to acknowledgement receipt of Addendum ___, dated: ______________________

Please contact Abby Terhune with any questions regarding this document at aterhune@stclaircounty.org or by phone at 810-989-6375.

mailto:aterhune@stclaircounty.org

Attachment H - Bid Proposal Form, Rev 1.

Rev. 1, 05/08/25 Bid Proposal Form

SMITHS CREEK LANDFILL: LANDFILL OPERATIONS BID

ATTACHMENT H –BID PROPOSAL FORM

BIDDER INFORMATION

Company Name: ___________________________________________________

Address: _______________________________________________________

City, State, Zip: _______________________________________________

Contact Person: ________________________________________________

Phone: ________________________ Email: _______________________

SECTION 1: BASE SOLID WASTE OPERATIONS

1.1 Description

Bidders shall provide pricing in this section for all labor, equipment, materials, supplies, and incidentals necessary to operate and maintain the solid waste disposal operations of the County's Type II Solid Waste Landfill in accordance with the Scope of Work identified in Attachment C. Prices should be provided assuming the contract will be awarded for a base period of three (3) years with two (2) optional one-year extensions. For the purposes of base term bidding, Bidders are asked to provide:

• A one-time transition and mobilization fee to cover transition costs, equipment mobilization, and startup expenses (applicable to new contractors only)

• A fixed monthly base compensation fee

• A per ton fee that will apply to incoming waste received and placed

• Any volume discounts that are proposed

• The proposed mark-up for materials and subcontractors

• The base compensation rate (BCR) that has been assumed for fuel

• Time and materials rates for equipment, materials, labor, and other fees for miscellaneous projects

1.2. Base Bid Form

Bidders should use the following table to complete the information requested for the base bid.

Unit Description

Unit

Unit Price

One-time transition and mobilization fee

LS

Fixed monthly base compensation fee

Per Month

Additional fee for each ton received/placed

Per Ton

1.3 Volume Discount Structure

While not required, Bidders who offer a volume discounted rate for tonnage exceeding a certain threshold, should provide the proposed discount below.

Monthly Tonnage Threshold Rate (per ton)

> _____________ tons $________________

> ____________ tons $________________

SECTION 2: ANNUAL PRICE ADJUSTMENTS

Consumer Price Index (CPI) Adjustment

The County uses the CPI-U for the purposes of annual escalation for contracts.

Specifically, annual rate increases are limited to 2% or the rate stipulated in the CPI-U for US City Average, whichever is less. Bidders are advised to take this into consideration when proposing rates.

SECTION 3: FUEL SURCHARGE CALCULATION

Bidders must provide the Base Compensation Rate (BCR) proposed in the space indicated below.

The Owner and Contractor shall agree to a BCR per gallon for fuel. The Owner will reimburse the Contractor for actual fuel consumption based on the average monthly rate in excess of the BCR. The average monthly rate shall be based on actual receipts from the fuel supplier for SCL operations. For any month in which the average fuel per gallon rate exceeds the BCR, the Contractor shall provide the Owner with documentation acceptable to the Owner verifying the actual fuel consumption. Such documentation must reflect only the fuel consumed providing the base services set forth in the SOW.

Proposed Base Compensation Rate (BCR) for fuel: $__________________ per gallon

SECTION 4: MATERIALS AND SUBCONTRACTOR MARK-UP

Proposed mark-up percentage on materials: _______%

Proposed mark-up percentage on subcontractors: _______%

SECTION 5: TIME AND MATERIALS RATES

Bidders should provide time and material rates for work to be completed outside of the standard Scope of Work. Rates provided should include fully-loaded equipment rates (equipment, fuel and operator costs) and hourly personnel rates (for work not requiring equipment). Bidders should also provide costs for any other fees anticipated for miscellaneous projects.

SECTION 6: DIG OUTS/PULL OFFS

In accordance with the Scope of Work in Attachment C, dig outs/pull outs are to be arranged between the Contractor and hauling vehicles requesting assistance. While the cost for this service is required to be included here for record purposes, payment must be made directly to the Contractor by the hauling company with no involvement from the Owner.

$__________________ per occurrence

SECTION 7: ALTERNATE BID (OPTIONAL)

Bidders are encouraged to submit alternate bids in addition to their base bid using additional sheets. These bids may include innovative approaches, alternative methodologies, or value-added services and how these alternatives will change base bid pricing. Section 4.2 of Attachment D includes the format requirements for these bids.

SECTION 8: BID SECURITY

For the purposes of bid deposit calculation, the Bidder shall assume a price equal to 12 months of the fixed monthly base compensation fee. Bid Security in the amount of 5% of that price is attached in the form of: □ Certified Check □ Bank Check □ Bid Bond

Amount of Bid Security: $__________________

SECTION 9: PERFORMANCE AND PAYMENT BONDS

If awarded the contract, we will provide Performance and Payment Bonds in the amount equivalent to one year of the estimated contract price within the timeframe specified in the Invitation to Bid as certified by signature below. For the purposes of the first year, the required bonding will be calculated using the proposed pricing structure provided on this Bid Proposal Form (or that provided in an Alternate Bid) assuming the incoming monthly tonnage rates received during calendar year 2024 (Attachment G) and no fuel surcharge costs. For each subsequent year of the contract, Performance and Payment Bonds will be provided based on the completed value of the contract for the prior year.

SECTION 10: SIGNATURE

The undersigned certifies that they are authorized to submit this bid on behalf of the bidding company and that the company will comply with all terms and conditions set forth in the Request for Proposal and attachments if awarded the contract.

Signature: ___________________________________________________

Printed Name and Title: ________________________________________

Date: _______________________________________________________