DEP.BAW.RFR.SMRF.FY19.BD.BAW01.34496.Response.to.Bidder.Questions.3.12.19.pdf

Question # Created Date User Created Question Subject Question Answer

02/05/2019 Yit Ling Slayman ***NOTICE***

02/20/2019 Jonathan Murray/Murphy Road Recycling, LLC

Tonnage What is the estimated tonnage of recyclables that could be generated by the 27 communities that are eligible to participate but are not currently participating? For the 27, do they collect dual stream or single stream?

Attached below is a list of 29 communities in the four western MA counties currently not participating. The only data the Department has on those communities not currently participating in the program can be found at https://www.mass.gov/lists/recycling-solid-waste-data-for-massachusetts-cities-towns#municipal-solid-waste-&-recycling-data- Click on 2017 Municipal Solid Waste & Recycling Survey Responses for the most recent data. This data is self-reported, may not be complete and the Department makes no assurances on its accuracy. Bidders are reminded that the contract allows for the vendor to extend a Designated Community Contract, or similar contract agreed to by MassDEP, to other communities in Massachusetts which may include Receiving at locations other than Springfield.

Murray/Murphy Road Recycling, LLC

Electrical Does MADEP or WM own the electrical Switchgear located at the Birnie Ave Facility?

Switchgear is owned by the Commonwealth of Massachusetts.

Murray/Murphy Road Recycling, LLC

Respondents Can you please provide a list of vendors that are qualified to respond to the BID based on being a part of the Mandatory Pre-Bid

A list of vendors that participated in the pre-bid meeting is attached at the end of this document.

https://www.mass.gov/lists/recycling-solid-waste-data-for-massachusetts-cities-towns#municipal-solid-waste-&-recycling-data-https://www.mass.gov/lists/recycling-solid-waste-data-for-massachusetts-cities-towns#municipal-solid-waste-&-recycling-data-https://www.mass.gov/lists/recycling-solid-waste-data-for-massachusetts-cities-towns#municipal-solid-waste-&-recycling-data-https://www.mass.gov/lists/recycling-solid-waste-data-for-massachusetts-cities-towns#municipal-solid-waste-&-recycling-data-

Meeting?

Murray/Murphy Road Recycling, LLC

AMV The sample AMV calculations in Table 1 and Table 2 have n/a for an index and market value for contamination?

Please explain.

Please see #1 and #2 in Exhibit 1 of the RFR.

Murray/Murphy Road Recycling, LLC

Conference Room Does the furniture and AV equipment in the conference belong to MADEP or WM currently?

The furniture and the AV equipment are required to be provided by the selected vendor under the RFR. As for the existing equipment, MassDEP considers this the property of the current vendor.

Murray/Murphy Road Recycling, LLC

Facility Who is responsible for pavement maintenance and replacement at the Birnie Ave Facility?

The vendor is responsible for costs associated with wear and tear on the building and property under Sections 1.9 of Attachment 3 – ‘Contract Provisions for Utilizing the Springfield MRF’ of the RFR.

This would include pavement repair and replacement caused by Contracted Services.

Murray/Murphy Road Recycling, LLC

Designated Hauler Are communities with subscription service able to designate the haulers providing subscription service to dump under their agreement? If so what is in place to prevent the haulers from delivering material from Non- Participating communities mixed in the loads?

All communities are required to sign a Designated Community Contract which requires the Designated Community to designate hauler(s) that may deliver recyclables on its behalf. Delivery of non- Designated Community tonnage under the name of a Designated Community would be considered a violation of the Designated Community Contract.

The draft Designated Community Contract will be amended during contract negotiations to better clarify this arrangement.

02/21/2019 Christine Single Stream Would State No. MassDEP does not have access to any

9 Medaglia/Casella Waste Management of Massachusetts, Inc.

Building consider supplying a building for single stream?

other building that could be incorporated as an asset in the RFR.

02/21/2019 Christine Medaglia/Casella Waste Management of Massachusetts, Inc.

Equipment Would State consider giving grants for the purchase of new equipment?

As a component of this RFR MassDEP does not intend to provide any grants for the purchase of new equipment. MassDEP does have other financial assistance programs (Recycling Business Development Grants, Recycling Loan Fund) which the vendor may be eligible to apply for but through a separate competitive process.

https://www.mass.gov/how-to/apply-for-a-recycling-business-development-grant http://www.bdcnewengland.com/programs/ massachusetts-recycling-loan-fund/

Medaglia/Casella Waste Management of Massachusetts, Inc.

Audits- AMV When was last audit performed that changed the composition of the AMV for the revenue share calculation both single stream and dual stream? What was the sorting process in determining that calculation?

No audit has been performed. The initial AMVs as presented in Tables 1 & 2 of Exhibit 1 of the RFR are primarily based on outgoing dual stream tonnage data and general knowledge of the composition of residential recyclables. It is anticipated that the AMVs will be recalculated every two years at the expense of the Operator through an audit process approved by the MassDEP. The Operator and MassDEP can mutually agree to an alternative schedule.

Medaglia/Casella Waste Management of Massachusetts, Inc.

Infrastructure Would the contractor be able to connect the two buildings with new infrastructure?

Connecting the two buildings and any other potential infrastructure improvements may be proposed but would need to be approved and overseen by the Commonwealth’s Department of Capital Asset Management.

https://www.mass.gov/how-to/apply-for-a-recycling-business-development-grant https://www.mass.gov/how-to/apply-for-a-recycling-business-development-grant http://www.bdcnewengland.com/programs/massachusetts-recycling-loan-fund/ http://www.bdcnewengland.com/programs/massachusetts-recycling-loan-fund/

Medaglia/Casella Waste Management of Massachusetts, Inc.

Property Taxes Who is responsible for paying property taxes? How much are they?

There are no property taxes for the 84 Birnie Avenue location because it is state owned tax exempt.

Medaglia/Casella Waste Management of Massachusetts, Inc.

Alternative Bid Will the State accept an alternative bid?

How do we receive permission to submit an alternate bid?

Vendors must submit a compliant standard bid. Vendors may submit multiple pricing quotes using the Financial Response Form as part of a single compliant standard bid.

MassDEP amended the RFR to allow Vendors to submit alternative bids as long as a compliant standard bid is also submitted Any alternative bid cannot change the RFR requirements regarding the receiving location, receiving of both single stream and dual stream recyclables, the definitions of acceptable recyclables, the provisions requiring a processing fee and revenue share or the provisions of Attachment 3: Contract Provisions for Utilizing the Springfield MRF.

SEE AMENDED RFR LANGUAGE – Section 3.3 and RFR Attachment 1 – Financial Response Form

Medaglia/Casella Waste Management of Massachusetts, Inc.

Current Contract Could we get a copy of the current contract?

Posted on Commbuys

02/21/2019 Amy Uong/Sims Municipal Recycling

Building Height Clearance

RFR Attachment 5 - Springfield MRF Information, Program Tonnage, and Birnie Ave Site Plan, page 5 does not include building

Site and facility drawings are available to view/photograph at MassDEP’s office in Springfield. Please contact Steve Ellis at

(413) 755-2239 to schedule a time to access the drawings. MassDEP makes no specific guarantees about the accuracy of the drawings.

height clearances.

What are the building height clearances within the paper recycling building, canopy storage area, bottles and cans building, and weigh office?

02/21/2019 Amy Uong/Sims Municipal Recycling

Loading Dock Levelers

What is the make and model of the loading dock levelers and when were they installed?

There are four ‘Serco W Series’ dock levelers. Three were replaced in 2018 and the remaining one, while operational, is scheduled for maintenance/replacement in 2019.

02/21/2019 Jonathan Murray/Murphy Road Recycling, LLC

Contamination Is moisture included in the 15% contamination?

Excessive moisture is considered a contaminant and is handled under the same conditions set forth in the Commonwealth Contract and the Designated Community Contract.

19 2/7/19 How is moisture in incoming material dealt with in the Contract?

See response to question 18.

02/22/2019 Christopher Lucarelle/WM Recycle America, L.L.C.

revenue share Is there an opportunity to have a different revenue share percentage for when the revenue is below the Processing fee and above the Processing Fee

This would be considered an alternative bid.

See question 14.

Lucarelle/WM Recycle America, Municipal Contract If a certain percentage of communities don't

No. Communities have until 12/19/19 to sign a Designated Community Contract. The Department and Designated Communities

L.L.C. sign up to supply the vendor with their material, may the vendor exit the DEP Contract?

understand the importance of securing sufficient participation to obtain the most cost effective contract and ensure the success of the regional recycling effort etc.

Lucarelle/WM Recycle America, L.L.C.

Equipment Please define what is meant by "state-of-the-art"

RFR Section 3.2 Technical Specifications – Operations Plan - Operations: The Vendor shall clearly demonstrate that the Receiving and Processing Facility(s) proposed for the Contract has the physical and operational capacity to handle Recyclable Materials from Designated Communities equal to approximately 40,000 tons per year. The Vendor shall provide a narrative description of operations from Receiving Program Recyclables to storage and sale/disposition of Recovered Materials. The Vendor shall describe procedures to ensure compliance with the performance standards of the Contract.

Lucarelle/WM Recycle America, L.L.C.

Streams May a vendor bid on just Dual Stream or just Single Stream?

No. Vendors are required to Receive and Process Program Recyclables from all Designated Communities, regardless of whether the community delivers dual stream recyclables, single stream recyclables, or both.

Lucarelle/WM Recycle America, L.L.C.

Switching Stream The RFQ suggests that the award may go to different bidders for Dual and Single Stream but allows the communities to switch from Dual to Single Stream and the reverse, how is a vendor guaranteed

RFR Section 1.5 -Adding Contractors after Initial Contract Award

MassDEP intends to select and award one Contract only through this solicitation.

However, if MassDEP determines, in its discretion, that additional vendors should be added over the life of the Contract, these vendors may first be drawn from qualified vendors which responded to this Solicitation but were not awarded contracts.

to have volumes to process? Shouldn't it require vendor consent?

This is standard Commonwealth contracting language and allows the Commonwealth to quickly move to the next highest bidder should the initial awarded vendor be unable to meet its commitments.

25 2/7/19 From Pre Bid Is the 7-mile radius for a Receiving Facility from the City of Springfield or 7 miles from the Springfield MRF Facility on Birnie Ave.?

Selected vendor will be required to provide a Receiving Facility for Program Recyclables that is located within the City of Springfield or within a seven-mile radius of the Springfield MRF Facility at 84 Birnie Avenue in Springfield and within the Commonwealth. Vendors may establish additional Receiving and Processing facilities to service Program Recyclables and other Recyclable Materials from other Contact Communities agreed to by the vendor and MassDEP.

26 2/7/19 From Pre Bid Why is the allowable contamination rate of incoming material set at 15%?

In order to be consistent with MassDEP General Permit requirements 310 CMR

16.04 the allowable contamination rate is set at 15%. Historical data consistently shows contamination in inbound materials and outbound residue to be below this level.

27 2/7/19 From Pre Bid If there is a disconnect between the Average Market Value (AMV) and reality; how is this dealt with?

To address potential changes in composition of Program Recyclables, the Contract requires that the composition component of the AMV be recalculated every two years at the expense of the Operator through a

Recycling Composition Study approved by the MassDEP. To address changes in pricing, the price component of the AMV is based on public market indices that are widely used in commodity brokerage and sales agreements.

This component is adjusted each month based on commodity prices posted. See

Exhibit 1 #5, 6 and 8. If an index used in the

AMV is no longer posted or otherwise does not provide the applicable market indices, the Operator and MassDEP shall jointly select an appropriate replacement source for the required information from among the sources recycling industry professionals utilize to obtain reliable Recovered Material pricing information. See Exhibit 1 #8.

28 2/7/19 From Pre Bid Should a new Operator be selected through the procurement how what are the transition planning elements?

Article 10 of the existing Operator Contract with Waste Management Recycle America (Posted on Commbuys) contains provisions to ensure a smooth transition period with no interruption in service.

Also see the provisions of Attachment 3:

Contract Provisions for Utilizing the Springfield MRF, section 1.3 in which the Contractor is required to submit a Transition Plan.

29 2/7/19 From Pre Bid What is the Public

Education total amount per year?

Designated communities commit to paying an annual 5 cents per capita public education fee. This fee is separately billed by the MRF Advisory Board and currently amounts to approximately $36,000 per year.

30 2/7/19 From Pre Bid How often is the The AMV is adjusted monthly. See Exhibit 1

AMV adjusted? #5. The recycling composition is recalculated every two years based on a Recycling Composition Study conducted by a third-party at the expense of the Operator through a process approved by the MassDEP. The Operator and MassDEP can mutually agree to an alternative schedule.

See Exhibit 1 #3.

31 2/7/19 From Pre Bid Are additional facility site (84 Birnie Avenue) visits available?

Yes. They will need to be scheduled with Steve Ellis at (413) 755-2239 and must be conducted prior to 2/21/19 (note that question asked at 2/7/19 pre-bid meeting and the deadline has passed).

32 2/7/19 From Pre Bid Is detailed information available on the 84 Birnie Avenue Building?

Site and facility drawings are available to view/photograph at MassDEP’s office in Springfield. Please contact Steve Ellis at

(413) 755-2239 to schedule a time to access the drawings. MassDEP makes no specific guarantees about the accuracy of the drawings.

33 2/7/19 From Pre Bid Is there information on the equipment in the Building currently?

The equipment is solely owned by the existing Operator and any discussion regarding that equipment should be directed to the existing Operator.

34 2/7/19 From Pre Bid Are there any flow control provisions?

The Designated Community Contract contains language that requires designated communities to have mandatory recycling laws/ordinances and to deliver all Recyclable Material collected on their behalf to the Receiving facility.

35 2/7/19 From Pre Bid Are there any flow control provisions for waste disposal?

There is no flow control for solid waste disposal in Massachusetts.

36 2/7/19 From Pre Bid Can the facility be used to accept and

Yes – conditions concerning the acceptance of non-Program Recyclables are outlined in process commercial recycling volumes?

RFR Attachment 3, sections 1.5.6 and 1.5.8.

37 2/7/19 From Pre Bid Please clarify that the fee for non-designated tonnage is paid to MassDEP

The fees associated with the receiving of non-Program Recyclables are paid to MassDEP.

38 From Pre Bid Is a general description of the Springfield site available? Size, storage space, current sorting equipment used, office space, etc.

Yes – general facility information is provided in the RFR. Site and facility drawings are available to view/photograph at MassDEP’s office in Springfield. Please contact Steve Ellis at (413) 755-2239 to schedule a time to access the drawings. MassDEP makes no specific guarantees about the accuracy of the drawings. The sorting equipment is solely owned by the existing Operator and any discussion regarding that equipment should be directed to the existing Operator.

Western Massachusetts Regional Recycling Program

Mandatory Pre-Bid Meeting

February 7, 2019

MassDEP Western Regional Office

MassDEP:

Greg Cooper

Steven Ellis

In Person Attendees:

Murray Jonathan Murphy Road Recycling

Farese Joe Murphy Road Recycling

Petrone Bill Murphy Road Recycling

DeMaio Tracey Springfield Material Advisory Board

Miller Arlene Springfield Material Advisory Board

Crumrine Mike Casella

Barfield Erin Casella

McKnight Austin Casella

Lucarelle Chris Waste Management

Altobelli Mike Pratt

Superneau Greg City of Springfield

Webinar Attendees:

Casey Kathleen caseydbamap@aol.com

Lawler James james.lawler@simsmm.com

Nash Brooke brooke.nash@mass.gov

RODRIGUEZ ANDREA andrea.rodriguez@fccenvironmental.com

Rea Mark Mark.Rea@gapac.com

Risher Hal hal.risher@westrock.com

Uong Amy amy.uong@simsmm.com

Western MA Communities Not Participating in MRF Program*

COMMUNITY 2010 POPULATION

Adams 8485

Amherst 19065 (not including UMASS)

Brimfield 3609

Chesire 3235

Clarksburg 1702

Florida 752

Hancock 717

Hawley 337

Hinsdale 2032

Holland 2481

Lanesborough 3091

Lee 5943

Lenox 5025

Leyden 711

Monroe 121

Monson 8560

New Ashford 228

New Marlborough 1509

North Adams 13708

Pelham 1321

Peru 847

Richmond 1475

Savoy 692

Sunderland 3684

Tyringham 327

Wales 1838

Ware 9872

Williamstown 7754

Windsor 899

*As of 1/1/19. Eligible counties are Berkshire, Hampden, Hampshire and Franklin.