Hazardous_Waste_Management_and_Emergency_Response_Services_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSALS

FURNISH AND DELIVER

HAZARDOUS WASTE MANAGEMENT AND EMERGENCY

RESPONSE SERVICES

FOR THE

WATER & POWER DEPARTMENT, POWER SUPPLY

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Hazardous Waste Management and Emergency Response Services Release Date: Thursday, April 13, 2023

Attachments:

A - Master Services Contract B - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION (27)

C - DISQUALIFICATION_DISCLOSURE (4)

D - CONFLICT_OF_INTEREST (5)

E - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) G - DESIGNATED REPRESENTATIVESdocx

H - RELEVANT EXPERIENCE FORM

1. INTRODUCTION

1. Summary

The City of Pasadena Water and Power Department (“PWP” or “City”) is seeking professional services from qualified firms to manage hazardous and non-hazardous regulated wastes and provide spill cleanup and emergency response services as outlined in this Request for Proposal

(RFP).

2. Background

Pasadena is an ethnically diverse community that is home to approximately 138,000 people making it the 44th largest city in California and the 9th largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre.

The City owns and operates the power plants, maintenance yard, and other PWP facilities. The facility locations are listed as below, but not limited to:

• Broadway and Glenarm Power Plants located at 85 and 45 East State Street, Pasadena, CA 91105

• Azusa Hydroelectric Power Plant located at 1850 Ranch Road, Azusa, CA 91702

• City Yard located at 311 W. Mountain Street, Pasadena, CA 91103

• Other City of Pasadena facilities located throughout the city areas

Hazardous and non-hazardous regulated wastes are routinely generated at these plants during the normal course of operations. These routinely generated wastes include, but not limited to, used/unused/expired chemicals, empty oil/chemical drums, wastes containing asbestos, wastes containing lead including paint/primer, lubricant/solvent wastes, hydraulic fluids, aqueous ammonia wastes, spent non-hazardous powdered resin, cooling towerank sludges, industrial wastewater sludges, oily/soapy water, oily rags/absorbents, oil filters, waste batteries, and animal biowastes. Oil in the electrical equipment may contain varied concentrations of polychlorinated biphenyls (“PCBs”). This oil may need to be drained from the unit or the entire unit needs to be transported to an authorized salvage/recycling facility.

3. Contact Information

Project Contact:

Christian Chang Engineer Email: cchang@cityofpasadena.net Phone: (626) 744-3926 mailto:cchang@cityofpasadena.net tel:(626)744-3926

Procurement Contact:

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 Department:

Water & Power Department, Power Supply

4. Timeline

Release Project Date April 13, 2023

Pre-Proposal Meeting (Mandatory) May 1, 2023, 9:00am Broadway Power Plant, 85 E. State Street, Pasadena, CA. Enter through Gate 7 and assemble at the parking lot in front of the Engineering Office Trailer

Question Submission Deadline May 8, 2023, 12:00pm

Proposal Submission Deadline May 22, 2023, 12:00pm mailto:awatson@cityofpasadena.net tel:(626)744-8382

2. GENERAL INSTRUCTIONS

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Eligibility Requirement

Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:

A – General Engineering and HAZ – Hazardous Substance Removal Certification

3. Funding Source

This procurement is funded by City of Pasadena. Vendors must submit all required document with their proposal.

4. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 12:00 pm on Monday, May 22, 2023. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/40365?section=329377

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

Proposals received after the Proposal Deadline may not be accepted by the City.

5. Separation of Technical, and Price Proposals

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

6. PRICE PROPOSAL: PRICE Proposal Submittal

Parties interested in responding are required to submit their Price Proposal separate from their Technical proposal through the City's eProcurement Portal as a "Cost File."

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The Price Proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Price shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

7. PRICE PROPOSAL: Price Proposal Submittal

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

https://procurement.opengov.com/portal/pasadena/projects/40365?section=329380 https://procurement.opengov.com/portal/pasadena/projects/40365?section=329377 https://procurement.opengov.com/portal/pasadena/projects/40365?section=329377 https://procurement.opengov.com/portal/pasadena/projects/40365?section=329380 https://procurement.opengov.com/portal/pasadena/projects/40365?section=329377

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

8. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

9. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

10. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

https://procurement.opengov.com/portal/pasadena/projects/40365?section=329383

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project ,Hazardous Waste Management and Emergency Response Services, to insure they receive all RFP documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

3. SCOPE OF WORK

1. OBJECTIVE

The City of Pasadena is seeking the services of hazardous waste management Contractor(s) to provide a “Turn-Key” service on as needed basis. This service shall include all labor, supervision, equipment, transportation, and associated documentation needed for the disposal of hazardous and non-hazardous wastes to permitted Treatment, Storage, and Disposal facilities (“TSDF”) in compliance with applicable Federal and State of California Laws and Regulations such as the Resource Conservation and Recovery Act, the Code of Federal Regulations (“CFR”) Title 49 parts 105-110 and 171-180 and the California Code of Regulations (“CCR”) Title 22 Division 4.5.

2. SCOPE OF WORK

The services under this agreement will include sampling, characterizing, packaging, profiling, manifesting, labeling, loading, and/or transporting of waste to an approved facility that is properly licensed to treat, recycle, incinerate and/or dispose of the waste, small scale site remediation, and emergency response. Contractor shall carry out interactions with the California Department of Toxic Substances Control (“DTSC”) to satisfy that department’s requirements for permits, variances, agreements or registrations in order to carry out the tasks set forth in the proposal. The work to be provided by the Contractor under this RFP shall include, but is not limited to, the following:

ACCEPTANCE:

Contractor shall be responsible for recommending appropriate Treatment, Storage, and Disposal facilities (TSDFs). Contractor shall recommend laboratory analyses required for waste profile acceptance. Based on laboratory analyses provided by the City, Contractor shall provide profile acceptance at an appropriate TSDF. Contractor shall identify, in writing, the criteria for each waste prior to disposal.

Before any hazardous waste is transported, Contractor shall provide the City with a photocopy of the accepting facility’s certifications, permits, and/or licenses. The photocopies are to include, but are not limited to, the facility’s permit number, EPA identification number, facility telephone number and contact person, last two inspection reports and any appropriate information the City may request to verify that the facility is permitted to accept and treat/ dispose of the specific waste.

BIOLOGICAL WASTE:

Contractor shall provide the required State of California Department of Health Services registrations to handle and transport biohazard waste for disposal. The Contractor’s bid will not be disqualified if they cannot provide this service. Response is requested on the Proposal Sheets.

DISPOSAL FEES:

Disposal and dump fees will be reimbursed on an actual cost basis plus Contractor administrator cost.

EMERGENCY RESPONSE:

Contractor shall provide emergency response services as directed by the City. Contractor shall be available on a 24-hour basis to provide labor and equipment to assist the City in containing and cleaning up the emergency hazardous material spills. Provide personnel and equipment, as needed, to mitigate releases of hazardous materials, treat materials to render them neutral or safe for collection and recovery prior to transferring them for safe shipment and final disposal, in accordance with all applicable laws and regulations.

EQUIPMENT AND MATERIALS:

Contractor shall be responsible for furnishing all equipment and materials required to complete the work under this contract. All disposable materials furnished by the Contractor shall be new and unused and must be approved by the City before use. Contractor shall provide all equipment and materials required for waste characterization, handling, treating, storing, packaging, labeling, transporting and disposing all materials.

FINAL DISPOSITION OF WASTE:

Contractor shall be responsible for transporting the waste to a facility recommended by the Contractor and approved by the City. Contractor will prepare hazardous waste manifests accurately and completely as specified in California Code of Regulations, Title 22, Section

66262.23 and other applicable regulations. Land Disposal Restriction Forms shall be prepared completely and accurately by the Contractor and accompany the manifests. A representative from the City will be responsible for signing the hazardous waste manifest. The Contractor will be responsible for payment of any fees or penalties incurred by the City for any improperly completed manifests as stated in the California Health and Safety Code, Section 25160.5 and 22 CCR Division 4.5, Chapter 13, Article 2.

Within 30 days of removal from City property, the Contractor shall assure that a signed original of the Hazardous Waste Manifest indicating delivery to the designated Treatment, Storage and Disposal Facility (TSDF), is returned to the City by the disposal facility. Contractor shall maintain a copy of the manifest and submit another copy to the City.

Hazardous waste disposal will be provided in accordance with the applicable federal, state, and local regulations. The accepting TSDF will provide the City certificates of destructionsreatment within 60 days of the date of the certification acceptance signature for the waste streams that are incinerated, recycled, or treated.

Contractor will supply the City with the documentation of final disposition of all waste (example:

Landfilled, incinerated, recycled, treated, etc.)

ONLINE MANIFEST TRACKING APPLICATION:

Contractor shall provide an online manifest tracking application where the City can access its manifests and also be able to generate summary reports for regulatory reporting purposes.

PERSONNEL:

Contractor shall provide personnel (chemists, technicians, drivers, etc.) trained to the satisfaction of the DTSC in accordance with the 22 CCR Division 4.5. Successful Contractor will submit documents of 40-hour Hazardous Waste Operations and Emergency Response (HAZWOPER) training of employees for review by City Safety Officer. Include the resume or minimum qualifications of all personnel.

RESPONSE TIME:

Contractor shall remove waste from the City’s property within three (3) calendar days following a call, from the Power Plant Manager, Arturo Silva, or his designee, for pickup.

Contractor must have equipment, materials, and personnel onsite to handle emergency response within four hours.

SITE REMEDIATION & CLEANUP:

Occasionally, the City will require Contractor to remediate and clean up electrical vaults and hazardous materials sites in City properties and public right-of-way. Contractor shall provide these services as directed by the City.

SPILLS:

Contractor shall clean up any hazardous waste spill at the occurring at the project site during the course of the program set forth in this proposal. Contractor will also maintain cleanliness of two storage areas, or other sites, each time a pickup is made.

TRANSPORTATION AND DISPOSAL:

The Contractor shall provide appropriate transportation vehicles and shall load waste onto those vehicles, using their own equipment. Trucks shall have provision for containment of spills and sides strong enough to restrain drums and equipment.

The Contractor shall label and mark each container to prepare for transportation and disposal and properly placard all transportation vehicles in accordance with DOT requirements

Contractor shall be responsible for preparing Uniform Hazardous Waste Manifests and/or bill of lading to the satisfaction of the California DTSC, the United States Department of Transportation and the licensed facility receiving the waste.

In the event that a transporter other than the Contractor is to transport the hazardous waste, Contractor shall provide the City with a photocopy of the additional transporter’s permit and/or licenses. The photocopies are to include, but are not limited to, the transporter’s registration, EPA identification number, proof of insurance, telephone number and contact person, and any other information the City may request to verify that the additional transporter is permitted to transport the specific waste. No waste will be transported by a transporter other than the Contractor without City approval.

WASTE PREPARATION:

Contractor shall be responsible for field screening, correctly packaging and labeling all waste in accordance with federal, state, and local regulations.

WASTE STREAMS:

Contractor shall expect the following waste streams. In proposing management alternatives, Contractor shall recognize the City’s desire to adhere to the waste management hierarchy:

recycle, treat, incinerate with land disposal as the least desirable alternative:

-Soils contaminated with hydrocarbons, metals, PCB’s, halogenated organics, aqueous ammonia (19-29%) or combination thereof.

-Water contaminated with hydrocarbons, metals, PCBs, halogenated organics, detergents, or combination thereof.

-Debris (rags, absorbent, etc.) contaminated with hydrocarbons, metals, PCBs, halogenated organics, aqueous ammonia (19-29%) or combination thereof.

-Sludge contaminated with hydrocarbons, metals, PCBs, halogenated organics, or combination thereof.

-Drained oil that contains water or solvents, or combination thereof.

-Turbine lubricating oil

-Dielectric Oil, may be contaminated with PCBs

-Citric cleaning fluids that contains oil or solvents. or combination thereof.

-Used oil filters

-Paints (lead based included), epoxies, and resins.

-Liquids – Flammable, corrosive, oxidizers.

-Asbestos and asbestos containing materials.

-Creosote and arsenical compound treated wood (power poles)

-Empty drums

-Lead acid and alkaline batteries

-Spent powdered resin used in water treatment ion exchange polishers

-Aerosol cans

Waste streams may contain one contaminant or a combination of contaminants. This list is not all-inclusive. Additional waste streams may be encountered.

3. SPECIAL REQUIREMENTS

STANDARDS:

A. All applicable regulations shall apply, including but not limited to the following: Federal (40 CFR RCRA & CERCLA and US DOT 49 CFR), State (CCR Title 22 Division 4.5, Environmental Health Standards for the Management of Hazardous Waste) and local laws and regulations.

B. All waste treatment, storage, recycling and/or disposal facilities shall be licensed and permitted, in accordance with all applicable laws and regulations, to handle the wastes designated for delivery to the facility.

C. All applicable standards of the California Highway Patrol, U. S. Environmental Protection Agency and the U. S. Department of Transportation (DOT) shall apply, including drug and alcohol testing for Class "A" Drivers.

D. Contractor shall assure that all work performed under this contract is in accordance with the laws of each and every state in which work is to be performed.

E. Safe completion of all work is of paramount importance to the City. The Contractor shall do all work in a safe manner to satisfactorily complete the job, shall comply with the Codes and Standards of the Occupational Safety and Health Act (OSHA), and shall meet the all required training standards including 40CFR, 49CFR, 22CCR and applicable local requirements.

F. Trucks and Equipment: Vehicles including vacuum trucks must be constructed inspected and maintained to meet D.O.T. specifications and requirements.

PROPOSER’S QUALIFICATIONS:

Only Contractors of established reputation, or their duly authorized dealers or agents, having proper facilities, proven expertise, equipment and personnel for servicing and proper execution of the work called for in the Scope of Work, will be considered in making the award.

The Contractors must have valid permits, licenses, registrations, and certificates required by all governmental agencies to perform hazardous material / waste handling / packaging / transportation and disposal services, as well as hazardous materials emergency response clean up / site restoration services in the State of California and other states as applicable.

CONTRACTOR'S LICENSE CLASSIFICATION:

The Proposer shall possess a valid class “A – General Engineering”, and a “HAZ – Hazardous Substance Removal Certification” license at the time that the Contractor submits proposal.

Failure to possess the specified license shall render the proposal non-responsive and shall act as a bar to award of the Contract to any Firm not possessing said license at the time of bid.

Contractor and all subcontractors must maintain current licensing throughout the life of the project. License required: HAZ - Hazardous Substance Removal Certification - Division 3, Chapter

9. Contractors, Article 4. Classifications 7058.7

-No contractor shall engage in a removal or remedial action, as defined in subdivision (d), unless the qualifier for the license has passed an approved hazardous substance certification examination.

-The Contractors' State License Board, the Division of Occupational Safety and Health of the Department of Industrial Relations, and the Department of Toxic Substances Control shall jointly select an advisory committee, which shall be composed of two representatives of hazardous substance removal workers in California, two general engineering contractors in California, and two representatives of insurance companies in California who shall be selected by the Insurance Commissioner.

-The Contractors' State License Board shall develop a written test for the certification of contractors engaged in hazardous substance removal or remedial action, in consultation with the Division of Occupational Safety and Health, the State Water Resources Control Board, the Department of Toxic Substances Control, and the advisory committee.

-The Contractors' State License Board may require additional updated approved hazardous substance certification examinations of licensees currently certified based on new public or occupational health and safety information. The Contractors' State License Board, in consultation with the Department of Toxic Substances Control and the State Water Resources Control Board, shall approve other initial and updated hazardous substance certification examinations and determine whether to require an updated certification examination of all current certificate holders.

-For purposes of this section "removal or remedial action" has the same meaning as found in Chapter 6.8 (commencing with Section 25300) of Division 20 of the Health and Safety Code, if the action requires the contractor to dig into the surface of the earth and remove the dug material and the action is at a site listed pursuant to Section 25356 of the Health and Safety Code or any other site listed as a hazardous waste site by the Department of Toxic Substances Control or a site listed on the National Priorities List compiled pursuant to the Comprehensive Environmental Response, Compensation, and Liability Act of 1980 (42 U.S.C. Sec. 9601 et seq.).

"Removal or remedial action" does not include asbestos-related work, as defined in Section

6501.8 of the Labor Code, or work related to a hazardous substance spill on a highway.

-A contractor shall not install or remove an underground storage tank, unless the contractor has passed the hazardous substance certification examination developed pursuant to this section.

-A contractor who is not certified may bid on or contract for the installation or removal of an underground tank, as long as the work is performed by a contractor who is certified pursuant to this section.

-For purposes of this subdivision, "underground storage tank" has the same meaning as defined in subdivision (x) of Section 25281 of the Health and Safety Code.

If the Contractor chooses to submit the proposal as a team with the other company in order to supplement the areas of expertise, the subcontractor’s experience, qualifications and references have to be described in a proposal as required (see item no. 4 of Proposer’s checklist and attached Subcontractor’s Form).

SITE RELATED RESPONSIBILTIES OF THE CONTRACTOR:

Supervision by General Manager

The services shall be done under the General direction of the General Manager of the Water and Power Department or his/her authorized representatives. Contractor shall immediately comply with any orders and instructions of the General Manager or his/her authorized representatives given in accordance with this RFP. However, nothing in this Section or elsewhere in this RFP shall relieve the Contractor of any of his obligations or liabilities under the Contract or otherwise alter the Contractor’s status as an independent contractor.

SAFETY MEASURES:

Contractor shall provide adequate safety measures and devices to prevent accidents, injury, or loss of live to the public and to workers, inspectors, and any persons whose duties bring them to work at the power plant. Contractor shall comply with all orders and requirements of the California Division of Industrial Safety.

COOPERATION:

Contractor shall cooperate at all times of the performance of the services so as to cause the least interference with the work of other contractors or the City. Where appropriate, Contractor shall coordinate its services with the work of the other contractors and the City.

DAMAGE TO EXISTING STRUCTURES AND IMPROVEMENTS:

Contractor shall familiarize itself with all existing surface installation at each location where response is required and shall provide adequate safeguards to prevent damage to existing structures and improvements. Any damage caused by the Contractor shall be repaired at Contractor’s sole cost and expense.

INSPECTION REQUIREMENTS:

-The City reserves the right to order an interruption of all work where Contractor's procedure or practices do not comply with City or any regulatory agency requirements. Time lost or expenses incurred by the Contractor shall not be recoverable from the City.

-Prior to award of the contract, and at other times deemed necessary by the City, the City may inspect on-site all relevant records, documentation, operating procedures and operating practices of the Contractor and any TSDF.

-The Contractor and any TSDF he/she uses shall provide, in a timely fashion, copies of any relevant documentation requested by the City

4. SAMPLE PRICE PROPOSAL

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The table(s) below is intended to be a sample. Proposers may add necessary line items provided they are in compliance with instructions in this RFP for "Cost Proposals." The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for materials and supplies.

INSTRUCTIONS:

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price and/or unit price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s price shall include, without limitation:

A. all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

B. performance of each and every portion of the work

C. all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

D. all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

E. all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

F. payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

G. compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

H. all other costs needed or incurred to complete the Project.

PERSONNEL

Schedule of Hourly Billing Rates for Hazardous Waste Trained Personnel. Notes: 1. Fill-out the straight time billing rates for applicable classifications in your firm and the overtime rates on classification entitled for overtime pay. 2. The Schedule of Hourly Billing Rates shall include benefits and overhead. 3. Include the resume or minimum qualifications of Chemist and Industrial Hygienist positions

Line Item Job Titles/Classification Unit of Measure

Unit Price (Straight

Time)

Overtime (M- F After 5pm)

Weekends Holidays

1 Hazmat Project Manager

Hours

2 Hazmat Supervisor Hours

3 Health & Safety Manager

Hours

4 Chemist Hours

5 Equipment Operator/Driver

Hours

6 Hazmat Technician Hours

7 Hazmat Hygienist Hours

8 Hazmat Foreman Hours

9 Industrial Laborer Hours

EQUIPMENT

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Vacuum Truck with Operator.

Contractor shall bill vehicle cost for actual hours performed. Include the latest fuel surcharge.

8 Hours a 100 – 120 BBL (Mild Steel) 8 Hours b 50 – 70 BBL (Mild Steel) 8 Hours c 100 – 140 BBL (Stainless Steel) 8 Hours d Vacuum Truck (holding charge beyond 24 hours)

8 Hours

2 Stakebed Truck with Liftgate 8 Hours

3 Roll off Truck with Operator, 20 YD 8 Hours

4 Bin Delivery Fee 1 Hours

5 Bin Rental 1 Hours

6 Backhoe 8 Hours

7 Skid steer Loader/Bobcat 8 Hours

8 Loader, 3 yard Bucket 8 Hours

9 Emergency Response Trailer 2 Day

10 Heavy Equipment Delivery/Pickup 2 Hours

11 120 Barrel Vacuum Truck w/Operator 8 Hours

12 Roll-Off Truck with Operator 8 Hours

13 Vactor/Jetter Combo Unit 8 Hours

14 Mini Guzzler, Trailer Mounted 8 Hours

15 Gear Truck, <1 Ton 2 Day

16 Gear Truck, 1 Ton to 3 Ton 2 Day

17 Pressure Washer, Single Unit 8 Hours

18 Pressure Washer, Double Unit 8 Hours

19 Generator, 4 to 7.5 KW 2 Day

20 Portable Light Tower 2 Day

Line Item Description Quantity Unit of Measure

Unit Cost Total

21 Roll-Off Bin, 10-40 Cubic Yard 4 Day

22 Drum Mounted Vacuum 2 Day

23 Personnel Decon Station 2 Day

24 HazCat Kit 1 Day

25 HazCat Kit Test 1 Each

26 Chest Waders 4 Day

27 Emergency Egress Bottle/5 Minute Escape Pack

4 Day

28 Full Face Respirator 4 Day

29 Harness/Lanyard 2 Each

30 LEL/O2/H2S/CO Meter 2 Day

31 PID/HNU/OVA Meter 2 Day

32 SCBA 2 Day

33 Mercury Meter-(J505,Lumex or comparable)

1 Day

34 Mercury Vacuum, Including Filter 1 Day

35 Hepa Vacuum, Including Filter Set 1 Day

36 Tripod and Winch 2 Day

37 Chemical Suit/ Acid Suit 2 Each

38 Saranex Tyvek Suit 4 Each

39 Disposable White Tyvek Suit 4 Each

40 Poly Coated Yellow Tyvek 4 Each

41 Steel Toe PVC/Nitrile Boot 4 Each

42 Disposable Overboot 4 Each

43 HD Black Rubber Gloves 4 Each

44 Leather Gloves 4 Each

45 Level A Protective Gear 2 Each

Line Item Description Quantity Unit of Measure

Unit Cost Total

46 Respirator Cartridges, Combo 4 Set

47 Plastic Sheeting, 20'x100', 10 mil 1 Roll

48 Plastic Sheeting, 20'x100', 6 mil 1 Roll

49 Plastic Bags, 20"x30", 50/box 1 Box

50 Roll-Off Box Liner 4 Each

51 5 gallon Pail, UN Rated 2 Each

52 55 Gallon Closed Top 2 Each

53 55 Gallon Poly 2 Each

54 85 Gallon Steel Overpack 2 Each

55 95 Gallon Poly Overpack 2 Each

56 Floor Dry Absorbent 10 Bag

57 Chemical Stabilizer Absorbent, 35 lb. 2 Bag

58 Oil Snare on Rope, 50 ft. per Bag 1 Bag

59 Sorbent Pads, 100 per Bale 1 Bale

60 Mercury Amalgam 5 LB

TOTAL

MATERIAL

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Bleach 2 Gallon

2 Kerosene 2 Gallon

3 Hand Cleaner 1 Gallon

4 Marine Cleaner 2 Gallon

5 Simple Green 2 Gallon

6 Carbon Canister 1 Each

7 5 gallon pail 5 Each

8 55 gal. (empty) open top Steel drums with lids & rings

10 Each

9 Tri-Wall Cubic Yard Boxes, include liner and pallet, UN Rated

50 Cubic Yard Box

10 30 Gallon Open Top Steel Drums, UN Rated

4 Each

11 16 Gallon Open Top Steel Drums, UN Rated

4 Each

12 55 Gallon Open Top Poly Drum, UN Rated

4 Each

13 30 Gallon Open Top Poly Drum, UN Rated

4 Each

14 15 Gallon, Open Top Poly Drum, UN Rated

4 Each

TOTAL

EMERGENCY RESPONSE (PERSONNEL)

Line Item Job Title/Classification Estimated Annual Hours

Unit of Measure

Unit Price (Premium)

Total

1 Hazmat Project Manager 10 Hours

2 Hazmat Supervisor 10 Hours

3 Health & Safety Manager 10 Hours

4 Equipment Operator/Driver 10 Hours

5 Hazmat Technician 10 Hours

6 Hazmat Hygienist 10 Hours

7 Hazmat Foreman 10 Hours

8 Industrial Laborer 10 Hours

5. EVALUATION CRITERIA

Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in the Scope of Services, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection. A minimum of five (5) years of experience providing similar services is required.

This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation of a prospective consultant’s qualifications.

The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will grade and score responsive proposals with the following criteria and weights: The competitive selection evaluation criteria are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, capabilities, relevant experience and safety record This criterion will be used to assign points based on how well the contractor’s proposal demonstrates their ability to safely, legally and responsibly manage the power plant’s wastes, spill and emergency response needs. The contractor will be evaluated on the location and compliance records of disposal, treatment and recycling facilities used, number and range of qualified directly employed personnel, including the range of skillsets needed to manage this project, the types and numbers of company-owned equipment, recent relevant experience and safety. The use of subcontracted personnel and equipment will be scored less favorably than directly employed personnel and owned equipment. Resources located further from the City will also be scored less favorably.

Points Based 50 (50% of Total)

2. Cost Proposal Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

Lowest Price / Evaluated Price X maximum points available = Awarded Points

Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.

( $100,000 / $125,000 ) X 30 = 24 points

Reward Low Cost 30 (30% of Total)

3. References This criterion will be used to assign points based on a company’s local and recent references for managing waste spill and emergency response. Because many of the regulations are California or local agency-specific, maximum point value will be awarded to PROPOSERS that have worked with 2 or more local (i.e. located in Los Angeles Riverside or Orange County) cities /municipalities on similar scope projects within the last 2 years.

Points Based 10 (10% of Total)

4. Local Pasadena Business To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.

Pass / Fail 5 (5% of Total)

5. Small or Micro-Business To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business.

Refer to the State of California Department of General Services Division for further information.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Pass / Fail 5 (5% of Total) https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

6. REVIEW AND AWARD RECOMMENDATION PROCESS

1. Review and Award

A screening committee will determine which proposals are responsive to City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the City. The selection may be based solely on the written proposals submitted.

PROPOSERS may be invited to a meeting to provide additional clarification of the content of their proposal. The City reserves the right to invite all of the PROPOSERS for an oral clarification OR only the top three (3) ranked firms based on the initial written proposal review. The meeting will not alter the selection criteria but will be used to clarify content of the proposal. The final scoring and ranking will be made after the meetings. Proposals shall consist of the sections named in the “Contents of Proposal” outlined below.

Once an agreement is reached with a Proposer, staff will recommend award of a contract. The City reserves the right to select the firm which, in its sole judgment, best meets the needs of the City.

Any contract resulting from this RFP, if $25,000 or more, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if $75,000 or more, shall not be effective until approved by the City Council.

2. Separate Review of Technical, and Price Proposals

The Technical Proposal and the Price Proposal will be evaluated separately. First will be all non-price qualifications including but not limited approach, experience, all Required Forms, litigation history, responsiveness, and all elements related to the non-price evaluation factors in the Evaluation Criteria (#Evaluation Criteria). The City may utilize separate evaluation committees to review the Technical and Price elements.

https://procurement.opengov.com/portal/pasadena/projects/40365?section=329373

7. PUBLIC CONTRACT CLAIMS PROCEDURE

PUBLIC CONTRACT CODE SEC. 9204 PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.

If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.

Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.

Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.

After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).

The full text of this new legislation is set forth below:

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:

SECTION 1.

Section 9204 is added to the Public Contract Code, to read:

9204.

(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.

(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.

(c) For purposes of this section:

(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:

(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.

(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.

(C) Payment of an amount that is disputed by the public entity.

(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.

(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.

(B) “Public entity” shall not include the following:

The Department of Water Resources as to any project under the jurisdiction of that department.

The Department of Transportation as to any project under the jurisdiction of that department.

The Department of Parks and Recreation as to any project under the jurisdiction of that department.

The Department of Corrections and Rehabilitation with respect to any project under its jurisdiction pursuant to Chapter 11 (commencing with Section 7000) of Title 7 of Part 3 of the Penal Code.

The Military Department as to any project under the jurisdiction of that department.

The Department of General Services as to all other projects.

The High-Speed Rail Authority.

(4) “Public works project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.

(5) “Subcontractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who either is in direct contract with a contractor or is a lower tier subcontractor.

(d) (1) (A) Upon receipt of a claim pursuant to this section, the public entity to which the claim applies shall conduct a reasonable review of the claim and, within a period not to exceed 45 days, shall provide the claimant a written statement identifying what portion of the claim is disputed and what portion is undisputed. Upon receipt of a claim, a public entity and a contractor may, by mutual agreement, extend the time period provided in this subdivision.

(B) The claimant shall furnish reasonable documentation to support the claim.

(C) If the public entity needs approval from its governing body to provide the claimant a written statement identifying the disputed portion and the undisputed portion of the claim, and the governing body does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a claim sent by registered mail or certified mail, return receipt requested, the public entity shall have up to three days following the next duly publicly noticed meeting of the governing body after the 45-day period, or extension, expires to provide the claimant a written statement identifying the disputed portion and the undisputed portion.

(D) Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement.