LANDFILL GAS TO RENEWABLE NATURAL GAS RNG-RFP 9-4-25.PDF

REQUEST FOR PROPOSAL

The Board of Clark County Commissioners Clark County, Indiana Center 300 Corporate Drive Jeffersonville, Indiana 47130

LANDFILL GAS TO RENEWABLE NATURAL GAS

RNG-RFP 9-4-25

PROJECT AT: Clark / Floyd Landfill

14304 State Road 60, Borden, IN 47106

RFP Release Date: September 4, 2025 Mandatory Pre-Bid Meeting: September 18, 2025 Last Day for Questions: October 20, 2025 Submission Date: November 3, 2025 https://www.bing.com/ck/a?!&&p=2ec2c0d27e688c367f08c1523ecc5bd4cf57235280878c7e3137d45d1e378d7bJmltdHM9MTczOTY2NDAwMA&ptn=3&ver=2&hsh=4&fclid=0d583e3d-93dc-6930-0905-2b1292b068cb&u=a1L21hcHM_Jm1lcGk9MTI3fn5Vbmtub3dufkFkZHJlc3NfTGluayZ0eT0xOCZxPUNsYXJrLUZsb3lkJTIwTGFuZGZpbGwlMkMlMjBMTEMmc3M9eXBpZC5ZTjMwN3gyMzA2MDA1NDAmcHBvaXM9MzguNDQ0NzQwMjk1NDEwMTU2Xy04NS44NDIxMDk2ODAxNzU3OF9DbGFyay1GbG95ZCUyMExhbmRmaWxsJTJDJTIwTExDX1lOMzA3eDIzMDYwMDU0MH4mY3A9MzguNDQ0NzR-LTg1Ljg0MjExJnY9MiZzVj0xJkZPUk09TVBTUlBM&ntb=1

LANDFILL GAS TO RENEWABLE NATURAL GAS PROJECT

Table of Contents Section Description Page

1 Introduction 3

1.1 Purpose 3

1.2 Key dates 4

2 Background Information 5

2.1 Landfill Information 5

3 Project 5

3.1 Objective 5

3.2 Agreements 6

3.3 Permit 6

3.4 Professional Standards 6

3.5 Insurance Requirements 6

4 Organization of the Proposal 7

4.1 Cover Letter 7

4.2 Table of Contents 7

4.3 Executive Summary 7

4.4 Company Overview 7

4.5 Project Team 7

4.6 Project Experience 7

4.7 Financial Health / Financial

Capabilities 8

4.8 Project Approach / Proposed Solution 8

4.9 Schedule 9

4.10 Facility Operation 9

4.11 Interconnection Strategy 9

4.12 Gas Marketing Strategy 9

4.13 Financial Offer Overview 9

4.14 Financial Proposal Form 10

5 Contract Terms 11

6 Appendix 11

7 Evaluation Criteria 12

8 Attachments 12

1. Introduction

1.1 Purpose

The Board of Clark County Commissioners (“County”), is inviting qualified firms (“Respondents”) to submit a written response (“Proposal) to a Request for Proposals (“RFP”) to develop a landfill gas (“LFG”) to renewable natural gas (“RNG”) project (“Project”) at Clark Floyd Landfill 14304 State Road 60, Borden, IN 47106 (“Landfill”).

Respondents are required to provide a Proposal in accordance with the requirements of this RFP. Proposals that are not complete or that do not conform to the requirements within this RFP, may be rejected. The County will consider all Proposals to purchase and handle the LFG in an environmentally responsible and safe manner that will provide consistent, long-term revenue stream(s) to the County.

All Questions shall be sent to the Counties representative and contact with the County and or the Counties designees shall be limited to e-mail only @ clarkfloydlandfillrfp2025@gmail.com, and at the Mandatory Pre-Bid Meeting

If your firm is interested in submitting a proposal, please e-mail your interest to clarkfloydlandfillrfp2025@gmail.com

Please confirm your attendance at the Mandatory Pre-Bid Meeting and Site Visit including the names and titles of people attending on your firm’s behalf. The attachments referenced in this RFP due to their size will be sent to you via a drop box link to the contact information that you provide.

There will be a sign-in list at the Pre-Bid Meeting (both locations), questions will be addressed in at the Pre-Bid Meetings and a Post Pre-Bid Amendment will be issued. Any questions not addressed in the Pre-Bid Amendment must be requested in an e-mail to the County. All Questions and responses will be sent to all respondents via amendment (s).

This Proposal is Due November 3, 2025, by 4:00 PM, EST with one hard copy and three electronic copies delivered to the Clark County Purchasing, Clark County Government Center 300 Corporate Drive Jeffersonville, IN 47130, Reference: RNG-RFP 9-3-25.

The County will create a shortlist of Respondents, which are deemed to have the most beneficial solution for the project. The most beneficial solution includes factors other than financial offer, such as viability, continuity of ownership, technological efficiency, community, and environmental benefits. The selected Respondents will be invited for an interview, to present their proposal in further detail.

The County reserves the absolute right to reject any and all proposals at its sole discretion.

https://www.bing.com/ck/a?!&&p=2ec2c0d27e688c367f08c1523ecc5bd4cf57235280878c7e3137d45d1e378d7bJmltdHM9MTczOTY2NDAwMA&ptn=3&ver=2&hsh=4&fclid=0d583e3d-93dc-6930-0905-2b1292b068cb&u=a1L21hcHM_Jm1lcGk9MTI3fn5Vbmtub3dufkFkZHJlc3NfTGluayZ0eT0xOCZxPUNsYXJrLUZsb3lkJTIwTGFuZGZpbGwlMkMlMjBMTEMmc3M9eXBpZC5ZTjMwN3gyMzA2MDA1NDAmcHBvaXM9MzguNDQ0NzQwMjk1NDEwMTU2Xy04NS44NDIxMDk2ODAxNzU3OF9DbGFyay1GbG95ZCUyMExhbmRmaWxsJTJDJTIwTExDX1lOMzA3eDIzMDYwMDU0MH4mY3A9MzguNDQ0NzR-LTg1Ljg0MjExJnY9MiZzVj0xJkZPUk09TVBTUlBM&ntb=1 https://www.bing.com/ck/a?!&&p=2ec2c0d27e688c367f08c1523ecc5bd4cf57235280878c7e3137d45d1e378d7bJmltdHM9MTczOTY2NDAwMA&ptn=3&ver=2&hsh=4&fclid=0d583e3d-93dc-6930-0905-2b1292b068cb&u=a1L21hcHM_Jm1lcGk9MTI3fn5Vbmtub3dufkFkZHJlc3NfTGluayZ0eT0xOCZxPUNsYXJrLUZsb3lkJTIwTGFuZGZpbGwlMkMlMjBMTEMmc3M9eXBpZC5ZTjMwN3gyMzA2MDA1NDAmcHBvaXM9MzguNDQ0NzQwMjk1NDEwMTU2Xy04NS44NDIxMDk2ODAxNzU3OF9DbGFyay1GbG95ZCUyMExhbmRmaWxsJTJDJTIwTExDX1lOMzA3eDIzMDYwMDU0MH4mY3A9MzguNDQ0NzR-LTg1Ljg0MjExJnY9MiZzVj0xJkZPUk09TVBTUlBM&ntb=1 mailto:clarkfloydlandfillrfp2025@gmail.com

1.2 Key dates

DATE EVENT COMMENTS

September 4, 2025 RFP Release Posted on Demand Star and other publications

September 18, 2025

1) 1:00 PM EST

2) 3:30 PM EST

Mandatory Meeting and Site Visit

1) Clark County Government Center 300 Corporate Drive Jeffersonville, IN 47130.

2) Clark Floyd Landfill 14304 State Road 60 Borden, IN 47106

October 20, 2025 Last day to submit e-mail questions

Clark County, IN Reference: RNG-RFP 9-3-25 Email:

clarkfloydlandfillrfp2025@gmail.com

October 27, 2025, Last day the County will provide answers to questions and provide an addendum to all that attended the Mandatory Pre Bid

Sent Via email @ clarkfloydlandfillrfp2025@gmail.com

November 3, 2025, 4:00 PM EST

Proposal submission deadline

Clark County Purchasing Clark County Government Center 300 Corporate Drive Jeffersonville, IN 47130

Reference: RNG-RFP 9-3-25

November 2025 Interview with shortlisted Respondents

Respondents will be notified 10 days in advance about the dates of their interview, method (remote or in person), location, and questions to be answered (if any).

November 2025 Negotiations with finalist

TBD Adward of Contract

2. Background Information

2.1 Landfill Information

The landfill was opened in 1990 and is currently receiving approximately 1,350 tons per day.

The landfill operation has received an average of 366,530 tons per year over the last five years including 422,371 tons in 2024. The most recent waste-in-place figures are 7,675,474 tons. The estimated useful life remaining of the facility is approximately 15 years. The landfill has just completed a slurry wall surrounding the current waste footprint of approximately 185 acres. This construction and permitting will provide for the vertical expansion of the landfill. By permit, the landfill accepts non-hazardous municipal waste, construction and demolition debris, sewage sludge, asbestos and industrial waste from Indiana and the greater Louisville KY Metropolitan area. A horizontal expansion is being studied that could extend the landfill to 2052 or beyond.

The landfill is in Clark County owned by Clark and Floyd Counties and operated by Clark Floyd Landfill LLC. (Operator) via a franchise agreement with the Counties. The Operator is responsible for the landfill gas system operations and maintenance, and the Counties have exclusive rights to the landfill gas revenues.

Additional public information is available at The Indiana Department of Environmental Management “IDEM” IDEM: Virtual File Cabinet and IDEM: Managing Waste: Solid Waste Reporting.

LFG is currently managed through a system of vertical and horizontal wells located throughout the landfill. The collected LFG is currently flared.

The Operator explored the development of a third party RNG facility to the last year. This proposal was never finalized. It is our understanding that the Operators third party had identified a virtual pipeline connection on the Clark Regional Airport Property 6003 Propeller Ln, Sellersburg, IN 47172 and had correspondence with the airport, the gas pipeline company and the local power utility. Additionally, an actual pipeline may be possible along an abandoned railway line that is slated as a future county trailway. The firm of Jacobi, Toombs and Lanz, attention Mark Lacy at 812-945-9585 may be able to help with railway right away information.

The County provides this information to assist the Respondent in conducting their independent due diligence and makes no representation that the information is accurate, the Respondent should undertake their own assessments of options and vendors. Additional information may be available at the Mandatory Pre-Bid meeting.

3. PROJECT

3.1 Objective

The objective of this RFP is to identify and select a developer that will finance, build, own, operate and maintain an LFG to RNG facility at the Landfill site, and market the RNG produced while sharing royalties with the County.

https://www.in.gov/idem/legal/public-records/virtual-file-cabinet/ https://www.in.gov/idem/waste/resources/solid-waste-reporting/ https://www.in.gov/idem/waste/resources/solid-waste-reporting/

The County intends to enter into an Agreement to supply LFG to the selected developer that offers the most attractive project for the Landfill and its community, taking into consideration commercial, financial, and technical factors in addition to local economic benefits, greenhouse gas reduction, sustainability, long-term commitment to the community, environmental compliance, and other factors as deemed appropriate.

3.2 Agreements

The County intends to enter into a gas rights agreement as well as a site lease agreement with the selected Respondent. The initial term of the agreement is intended to be 20 years with the possibility of 5-year extensions, subject to negotiation between the parties.

The Respondent shall provide a contract / performance bond of an amount to be determined by the County.

The schedule provided by the respondent will state the anticipated start of facility construction, the fully operational start-up date and the first month that the county will receive revenue. If the start-up date is not met the Counties will receive 25% of the projected revenue for the first 6 months of delay as punitive damages. If the delay exceeds 6 months the second 6 months will result in a 50% punitive payment to the county until the facility is fully operational. Should the facility not be completed, the county will cancel the contract, and the Respondent will pay the County a cancelation penalty of contract / performance bond to be determined.

3.3 Permit

The respondent is responsible for conducting and bearing all costs of permits required for the project and operation of the facility. The County and the Operator shall be involved without financial responsibilities in the Solid Waste modification permit process and Title V Air permit.

3.4 Professional Standards

The successful developer will be required to meet all applicable local, state and federal requirements regarding procurement, and applicable employment and professional standards for equal employment. Design, engineering, inspections, and other work on Landfill property must be performed by individuals properly licensed in the State of Indiana. The County reserves the right to conduct independent inspections paid for by the developer of work performed on the Landfill and to review any design and engineering documentation and records before and during construction to verify the soundness of the plan and functional characteristics.

3.5 Insurance Requirements

The Respondent shall guarantee to the County that it will meet all applicable, local, state, and federal requirements regarding employment and professional standards including the provision of equal employment or subcontracting opportunities. Specific insurance and bonding requirements are to be presented and will be subject to the Counties’ approval.

4 ORGANIZATION OF THE PROPOSAL

The proposal shall be delivered via electronic submission in PDF format.

The proposal must be constructed in a clean and organized manner, following the sections provided as follows.

4.1 Cover Letter

4.2 Table of contents

4.3 Executive Summary

4.4 Company Overview

• Company overview.

• If more than one company is part of the project as a joint organization, add history of both and keep this standard for all sections to follow.

4.5 Project Team

• Organizational chart

• Resumes of key personnel

4.6 Project Experience

• Provide a minimum of 5 (five) selected current operational facilities, outlining how these projects are comparable to the proposed solution, and the involvement of the Respondent in each one of these projects.

• Include the uptime average for each operational facility referenced; if uptime is less than 95%, include reasoning. Describe the projects in narrative form: include photos and drawings and include pertinent information on the construction and operation of each project.

• Outline the Commercial Operating Date for the facilities and outline the project status of all references provided (under construction, operational, shut down).

• Provide contact references, including name, title, email and phone number, and must be provided for at least 5 (five) selected current operational facilities.

• Reference must be relevant regarding size of processing and typical operating conditions. Commons sizes are associated requirements are as follows:

o For landfills over 5,000 SCFM of landfill gas:

References must be provided for landfills between 2,500-5,000

SCFM.

Please provide both reference and associated technology selection for each site.

o For landfills between 2,500 -5,000 SCFM of landfill gas:

References must be provided for landfills between 2,500 - 5,000 SCFM of LFG

Please provide both reference and associated technology selection for each site.

o For landfills less than 2,500 SCFM References must be provided for the successful operation of a system upgrading less than 2,500 SCFM of landfill gas.

Please provide both reference and associated technology selection for each site.

Specify the minimum gas concentrations at which the project is no longer viable for the developer.

4.7 Financial Health / Financial Capabilities

• Provide financial statements, or explanation if classified. Describe the respondent’s financial health.

• Provide a detailed description of your strategy for financing the project.

4.8 Project Approach / Proposed Solution

• Include but not limited to:

• Detailed description of proposed technology.

• Define expected performance (LFG collection, availability, methane recovery.

execution timeline…).

• Describe utilities required and associated consumption.

• Description, approximate dimensions (length, width and height) and required area for the facility and easements.

• A conceptual site layout showing the proposed location of the facility at the

Landfill and including any proposed pipeline easement (if applicable).

• Amount of LFG utilized by the Project. The LFG volume must be reflected in the

Financial Offer).

• Provide proposed contract definition of processable landfill gas including but not limited to minimum methane content and maximum nitrogen level. Detail the impact on methane recovery when the LFG quality varies from the proposed processable landfill gas definition.

• Provide the expected noise level and mitigation strategies.

• Detail the impact of technology selection on gas collection system operations as financial contribution proposed by the Respondent. Note that the Operator will be responsible for the gas collection system operations, maintenance and expansion.

• Detail how the respondent will connect to the existing well field collection system and how additional well tuning as needed will be performed in concert with the operator.

4.9 Schedule

• Provide a detailed schedule outlining date estimates, milestones and responsibilities for each part involved, including Landfill and/or County.

• Detail potential utility/stakeholder interactions and the impact on schedule such as the pipeline interconnect and permitting pathway.

4.10 Facility Operation

• Describe how daily operations will work and their impact on the landfill.

• Expected lifespan of equipment, including notes on required short-term and long-term maintenance plan.

• Provide a plan for managing equipment at the end of its operational life, including decommissioning and removal of equipment.

• Describe details necessary to operate and maintain the facility, systems and/or methodologies applicable to operating the facility.

• Describe safety procedures implemented by the Respondent.

4.11 Interconnection Strategy

• Describe proposed gas interconnection plan, including possible interconnection partner(s), tentative lateral pipeline layout, and anticipated conditions for tapping and injecting into distribution or transmission pipeline operator.

• Detail the cost assumptions for the interconnect whether these costs have been confirmed by the interconnection partner.

• Provide the interconnection gas specification (if available) and a detailed explanation on how the respondent will meet the specification.

• Describe proposed electrical interconnection plan.

4.12 Gas Marketing Strategy

• Detail the Respondents plan to market the RNG:

- Brown gas.

- Environmental attributes (fixed %, variable %).

• Share potential buyers if known or sample industries if unknown.

• Share number of offtake agreements, associated volumes and strategy contracted in the past 3 years

4.13 Financial Offer Overview

• Identify if there will be any costs incurred by the County.

• Proposed structure for calculating the amount of royalties to be paid to the

County.

• Outline all financial benefits offered by the Respondent to the County.

• Proposed performance and financial guarantees provided by the Respondent.

• Based on the definition of processable landfill gas proposed in Section 3, detail the technology’s impact/relation with the projected levels of LFG collection and RNG production, and its connection with the Financial Offer.

• Identify all assumptions made.

• Describe other community benefits of the Project.

Note: Offers may include potential definitions of revenue, gross revenue, project gross revenue, escalation/no escalation, billing periods, what is included or not included in each element of the formula, etc. It is the Counties’ expectation that any of the aforementioned definitions will be clearly defined with the offer.

4.14 Financial Proposal Form

Respondents must provide a Financial Offer form based on the LFG model and the historical gas quality data. The LFG model provided has been included to standardize responses to the price proposal. Complete the following table based on the proposed Financial Offer:

LFG collected scfm 2,500

Methane content assumed % 50%

Nitrogen content assumed %

RNG produced annually MMBtu/year

RIN price assumed $/RIN

Fixed offtake % %

Fixed offtake value $/MMBtu

RNG Price total $/MMBtu

Total annual project gross revenues $/year

Total annual royalties $/year

• Respondents are allowed to add other pertinent data to the table but should not omit any of the data required.

• Respondent may provide more than one table, if needed, to outline different scenarios.

• The Respondent’s price proposal form must be based on the landfill gas model and the historical gas quality data. The price proposal must include, among other elements, the annual assumed future value of natural gas sales, Renewable Identification Numbers (RINs) or other environmental attributes, and other sources through the project period based on the landfill gas model values provided. The landfill gas model provided has been included to standardize responses to the price proposal.

5 Contract Terms Contract Terms: County is interested in ensuring that Respondents’ proposals and commitments are accurately reflected in an eventual agreement between the County and the Respondent. As such, County requests Respondents to include a description of the following provisions to be included in the negotiations of an eventual final agreement. The County has provided a proposed sample contract for the Respondents’ review; however, this contract is subject to negotiation with the selected Respondent. The County will evaluate the consistency of the proposal with the proposed contractual terms.

Sample Agreement attached for example.

- Provisions or definitions addressing “Guaranteed Availability Rate” with a discussion or proposed formula explaining the percentage of time the project will be able to operate.

- Provisions or definitions addressing “Commercial Operations,” “Commercial Operations Date,” “Commercial Operations Deadline,” “Commercial Operations Target Date,” and/or “Guarantee Start Date.” A discussion of remedies proposed in the event of failure to achieve key contractual commitments.

- Proposed provisions or definitions addressing what is considered processable landfill gas or processable gas and associated impact on methane recovery. Respondents must include a detailed discussion of the relationship between the proposed processable gas standards and the proposed technology to achieve such processable gas, including minimum methane concentrations, maximum nitrogen concentrations, and the associated impact on methane recovery performances.

- Proposed representations and warranties, which must include, but are not limited to, technical capacity to perform the project, and accuracy of the proposed technical approach as applied to the project.

- Proposed contractual provisions addressing the financial structure of the agreement and the project (Section 4).

- Proposed start date, associated milestones and contractual obligations associated with project start date.

6. Appendix The respondent shall add at the end of the proposal any appendix deemed necessary.

While the County encourages respondents to add any content that will further the Proposal and benefit the County, Respondents shall refrain from adding marketing content and/or content that does not relate directly to the proposed solution.

7. Evaluation Criteria

The County will rank Respondents based on the following initial scoring

Scoring

• Project experience – 20%

• Financial health/financial capabilities of the Developer – 20%

• Proposed solution – 20%

• Facility Operation – 20%

• Financial Offer – 20%

The County will require the top two or three respondents to present and answer questions on their proposed contract with the County. This presentation will be in person at the Clark County Government Center 300 Corporate Drive Jeffersonville, IN 47130. Additional meetings in person or virtual may be required at the County’s option.

Following the conclusion of presentations the County will re-rank the firms and begin Contract negotiations with the number one ranked Respondent. If an agreement is not reached with the number one ranked Respondent the County may begin negotiations with the number two Respondent, if an agreement is not reached with the number two ranked Respondent the County may begin negotiations with the number three Respondent. The County reserves the right to cancel the RFP at any time.

All Respondents will assume all the costs of developing their proposals, presentations and negotiations at their sole expense.

Any contract shall be subject to the approval of the Clark County Board of Commissioners and the Floyd County Board of Commissioners.

8 Attachments

1) Clark-Floyd Landfill – 2022 GCCS Certification 2-28-23

2) Clark-Floyd Landfill Minor Modification Application 8-14-23

3) Clark-Floyd Landfill Tonnages & Gas Projections

4) Sample Agreement for example