H2Ohio_RFP _BeaverLSD_TiresTrash.pdf

Needed Service or Supply: H2Ohio Little Beaver Creek Scrap Tire and Household Trash Removal and Disposal

Ordering Location: Department of Natural Resources, H2Ohio Program 2045 Morse Road, Bld. D-2

Columbus, OH Proposals Submission: All proposals must be received by 4:00pm on April 26, 2024, in Ohio Buys SRC0000018267.

Proposals must be submitted using Ohio Buys.

Each Offeror must submit a Technical Proposal and a Cost Proposal as part of its Proposal package. Proposals must be submitted as two (2) separate components (Technical Proposal and Cost Proposal) in separate electronic envelopes.

Technical Proposal: The technical Proposal is to be submitted as a single searchable PDF document indexed as required in Attachment Two.

Cost Proposal: The offeror must submit a separate cost section of its Proposal in the required format described in Attachment Three.

Each section must be submitted in its own separate, electronic submission as indicated by the solicitation questionnaire. The submission with the technical section of the Proposal will be electronically sealed and contain a signed technical section, and the submission with the cost section also will be electronically sealed.

Inquiries: All inquiries must be submitted in Ohio Buys by April 17, 2024, at 4:00pm.

Background Information: ODNR’s H2Ohio Rivers Program is dedicated to promoting the health of Ohio’s rivers and streams. The program invests in current best-practices to improve water quality and natural function of freshwater ecosystems in Ohio through litter and trash removal, habitat restoration, enhanced aquatics monitoring and surveying, riparian preservation, and low-head dams’ removal. This project will positively impact the health of the State Scenic Little Beaver Creek and the wildlife found near it by removing hundreds of tires and trash from its floodplain. The trash would otherwise eventually enter the river negatively impacting water quality and wildlife. The forested riparian area in the floodplain and bluffs above the creek prevent sediment from entering the creek – which is home to one of few remaining state endangered Hellbender Salamander populations.

These creatures require rivers and streams with low sediment loading to allow for crevices under the large rocks under which they reside.

Overview: The Department of Natural Resources is soliciting bids for the removal of surface debris (household trash, empty steel drums, and approximately 300 scrap tires) from an illegal dumping activity located in Columbiana County near Beaver Local High School Football Field (40.71042, -80.63928; parcel 40-50009.000). The site is down a steep grade and in an ecologically sensitive area where heavy equipment is not permitted access.

Roads may not be cut to gain access to the site. All tire hauling must be completed by a registered scrap tire transporter and delivered to a registered scrap tire licensed facility.

Scope of Work.

1. The Contractor will hold a current valid Ohio scrap tire transporter registration certificate, issued in accordance with OAC Rule 3745-580-103, or utilize the services of a registered scrap tire transporter to transport scrap tires during the performance of this contract.

2. The Contractor will transport the scrap tires removed from the property only to the following locations in accordance with OAC Rule 3745-580-110(1)(a), (b), (e), and (f). Specifically:

A. A scrap tire collection, scrap tire storage, scrap tire monocell, scrap tire monofill, or scrap tire recovery facility licensed in accordance with Chapter 3745-501 of the Administrative Code.

B. A solid waste incinerator or energy recovery facility licensed in accordance with Chapter 3745-501 of the Administrative Code.

C. Another registered scrap tire transporter.

D. A facility in another state in compliance with the laws of that state.

3. The Contractor will maintain compliance with Ohio Administrative Code Chapter 3745.

4. Site Description: Trash and tires are located on Beaver Local Schools property in the Little Beaver Creek floodplain at the bottom of a steep hill (40.710417, -80.639278). The hill presents challenges for removal.

Scrap tires comprise about 75% of the waste, the remainder being primarily empty plastic drums, scrap metal, and household large trash. Some tires and trash are covered with vegetation and debris, but can be lifted with hand tools (pick, shovel), or cabled/winched up with no disturbance to the soils and vegetation (i.e., cable will need to be routed above ground level). See photos.

5. Project description: All illegally dumped items and other litter within about a 1-acre area along about 800 linear feet of river should be removed. Provider may not cut a road and may not cut trees >3 inches diameter at breast height (dbh) to access the site. Any cleared vegetation should be cut at ground level and piled for wildlife habitat in the forest (not in parking or grass areas). All scrap tires and trash must be disposed of properly at a licensed facility, and provider should recycle all glass, plastics, tires, and metals that are recyclable.

The Contractor must work with the school district to determine a feasible timeframe for this project to be completed in conjunction with school activities. This is largely to ensure buses are not blocked nor prevent buses from entering and leaving the facility if school is in session. In addition, the school is doing some construction in the parking area between the football stadium and Rt. 7, which may require additional coordination with the school and contractor. The Contractor must make the ODNR contact aware of scheduled cleanup day and time >4 business days in advance, and provide before and after photos, number of tires removed, and pounds of trash removed when complete.

6. Remediation: Restoration of site is not expected but may be required if using ATV or light equipment in wet conditions. If ruts or other disturbances to grassy areas occur, the Contractor is required to remove ruts and replant grasses. Disturbance to forested areas should be restored to pre-work grade (i.e., ruts removed).

7. Photographs of Site:

Figure1. Approximate location of trash (red pin) is approx. 180 ft. elevation below the stadium (likely staging area).

Budget: The estimated budget available for this project is $35,000.00.

Delivery: Bidders must provide the name and address of the facility that will receive the tires.

Contact: Matthew Smith (matthew.smith@dnr.ohio.gov; 440-225-5582)

Project Completion Date: The project must be completed by June 15, 2024 mailto:matthew.smith@dnr.ohio.gov

Site Visit & Point of Contact

Mandatory Site Visit. April 11, 2024, at 1:00pm at 13093 OH-7, Lisbon OH 44432. Point of Contact: Matthew Smith (330-298-9195)

Technical Proposal Should Address the Following:

1. Company history and years of relevant experience.

2. Provide examples of projects of similar scope completed by Offeror. Should include photos and a description of the project.

3. Provide a proposed timeline to demonstrate how the project will be accomplished within the given timeframe and explain how your company's capacity can handle the addition of this project to your workload.

4. Demonstrate plan to minimize site disturbance.

5. Bidders should include a concise but complete description of how they will complete the project including:

a. a list of equipment to be used to extract the trash.

b. a description of where and how materials, equipment, and trash will be staged.

c. who will transport and receive (recycle) scrap tires.

SCORING BREAKDOWN

Evaluation Scoring

The scale below (0-5) will be used to rate each proposal on the criteria listed in the Technical Proposal Evaluation table.

DOES NOT MEET

0 POINTS

WEAK

1 POINT

WEAK TO MEETS

2 POINTS

MEETS

3 POINTS

MEETS TO

STRONG

4 POINTS

STRONG

5 POINTS

DNR will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s Total Technical Score in Table 3. Representative numerical values are defined as follows:

Criteria

Maximum

Available Points

Proposal Technical Requirements

500 Points

Proposal Cost

100 Points

Maximum Available Points

600 Points

DOES NOT MEET (0 pts.): Response does not comply substantially with requirements or is not provided.

WEAK (1 pt.): Response was poor related to meeting the objectives.

WEAK TO MEETS (2 pts.): Response indicates the objectives will not be completely met or at a level that will be below average.

MEETS (3 pts.): Response generally meets the objectives (or expectations).

MEETS TO STRONG (4 pts.): Response indicates the objectives will be exceeded.

STRONG (5 pts.): Response significantly exceeds objectives (or expectations) in ways that provide tangible benefits or meets objectives (or expectations) and contains at least one enhancing feature that provides significant benefits.

Evaluation criteria:

Criterion Weight Rating (0-5) Extended Score Offeror Profile

1. Company history, and years of relevant experience. 10

Offeror Prior Experience

1. Provide examples of projects of similar scope 10

Scope of Work (Work Plan)

1. Provide a proposed timeline 10

2. Demonstrate plan to minimize site disturbance. 30

3. Complete description of project plan including:

• a list of equipment to be used to extract the trash.

• a description of where and how materials, equipment, and trash will be staged.

• who will transport and receive (recycle) scrap tires.

Project cost allowable points 100

COST PROPOSAL POINTS. to calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are determined, using the following method:

Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Available Cost Points as indicated in the “Scoring Breakdown” table. The value is provided in the Scoring Breakdown table. “Cost” = Total Not to Exceed Cost identified in the Cost Summary section of Offeror Proposals. In this method, the lowest cost proposed will receive the Maximum Available Cost Points.

The number of points assigned to the cost evaluation will be prorated, with the lowest accepted cost proposal given the maximum available points possible for this criterion. Other acceptable cost proposals will be scored as the ratio of the lowest price proposal to the proposal being scored, multiplied by the maximum available points possible for this criterion.

An example for calculating cost points, where Maximum Available Cost Points Value = 60 points, is the scenario where Offeror X has proposed a cost of $100.00. Offeror Y has proposed a cost of $110.00 and Offeror Z has proposed a cost of $120.00. Offeror X, having the lowest cost, would get the maximum available 60 cost points.

Offeror Y’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $110.00 (Offeror Y’s cost) equals 0.909 times 60 maximum points, or a total of 54.5 points. Offeror Z’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $120.00 (Offeror Z’s cost) equals 0.833 times 60 maximum available points, or a total of 50 points.

Invoices Origin-DNR-457

All invoices must be submitted DIRECTLY to Ohio Shared Services (OSS).

There are three options available to submit invoices to OSS:

• EMAIL the invoice to: invoices@ohio.gov

• FAX the invoice to: 1-614-485-1039

• MAIL the invoice to: Ohio Shared Services, PO Box 182880, Columbus, Ohio 43218-2880

In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to OSS or they will be returned for not being a proper invoice.

1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

2. Supplier full name as it appears on your PO.

3. The Ship to and/or service facility name and full address

4. Unique invoice number

5. Date of service or date work was completed.

6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

7. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

8. No State of Ohio sales tax

9. Remit to address must match our records for payment

10. This PO is only valid for the goods and/or services received through June 30, 2024.

11. Any goods/services received after June 30, 2024 will require a new PO.

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

Contract Negotiations. Negotiations will be scheduled at the convenience of DNR. The selected Offeror(s) are expected to negotiate in good faith.

General. Negotiations may be conducted with any Offeror who submits a competitive Proposal, but DAS may limit discussions to specific aspects of the RFP. Any clarifications, corrections, or negotiated revisions that may occur during the negotiations phase will be reduced to writing and incorporated in the RFP, or the Offeror’s Proposal, as appropriate. Negotiated changes that are reduced to writing will become a part of the Contract file open to inspection to the public upon award of the Contract. Any Offeror whose response continues to be competitive will be accorded fair and equal treatment with respect to any clarification, correction, or revision of the RFP and will be given the opportunity to negotiate revisions to its Proposal based on the amended RFP.

Top-ranked Offeror. Should the evaluation process have resulted in a top-ranked Proposal, DNR may limit negotiations to only that Offeror and not hold negotiations with any lower-ranking Offeror. If mailto:invoices@ohio.gov negotiations are unsuccessful with the top-ranked Offeror, DNR may then go down the line of remaining Offerors, according to rank, and negotiate with the next highest-ranking Offeror. Lower-ranking Offerors do not have a right to participate in negotiations conducted in such a manner.

CONTRACT AWARD. DNR plans to award the Contract based on the schedule in the RFP, if DNR decides the Project is in the best interests of the State and has not changed the award date.

CONTRACT. If this RFP results in a Contract award, the Contract will consist of this RFP including all attachments, written addenda to this RFP, the Contractor’s accepted Proposal and written authorized addenda to the Contractor’s Proposal. It will also include any materials incorporated by reference in the above documents and any purchase orders and change orders issued under the Contract. The general terms and conditions for the Contract are contained in Attachment Three of this RFP. If there are conflicting provisions between the documents that make up the Contract, the order of precedence for the documents is as follows:

1. This RFP, as amended;

2. The documents and materials incorporated by reference in the RFP;

3. The Offeror’s proposal, as amended, clarified, and accepted by DNR; and

4. The documents and materials incorporated by reference in the Offeror’s Proposal.

Notwithstanding the order listed above, change orders and amendments issued after the Contract is executed may expressly change the provisions of the Contract. If they do so expressly, then the most recent of them will take precedence over anything else that is part of the Contract.

Apparent awardee will be required to sign a contract with the Ohio Department of Natural Resources.

STATE OF OHIO

INSTRUCTIONS, TERMS AND

CONDITIONS FOR INVITATION FOR BID

1. A copy of the Terms & Conditions is available in Ohio Buys

2. The awarded Offeror is required to sign a contract and a Standard Affirmation and Disclosure Form. A copy of the Standard Affirmation and Disclosure Form and a sample contract is attached in Ohio Buys