Q and A 1 for B-48177~1.docx

Questions & Answers D2-D9 Pickup & Disposal of Tires and Scrap Rubber B-48177

Q1: “Could you please explain on Page 2 (Section 1.3.2) what is meant by the term “Cost Estimates” that is used in the 3rd paragraph sentence: “this unique identification number shall be utilized for all waste pickup related correspondence (e.g. COST ESTIMATES, weight tickets, manifests, invoices, etc)…”? Does this mean the bid pricing is estimates and not firm pricing?”

A1: No, we want firm pricing in the contract. Pricer per ton of scrap and other categories identified. We also want firm pricing for items that are “per item” i.e., tires on rim. Tires on rim is “each” pricing.

The “cost estimates” discussed in this section are totally different and only pertain to pick up requests in the “Department’s preferred web-based waste pickup application.” When a pickup request is created in the web-based application, it is auto-assigned a unique pickup identification number. This number should be utilized when referencing a single site pickup. Currently we do not have our web-based application ready for waste pickup requests for scrap tires yet. Our team of web developers are currently working on that. Once it is up and running, the web-based application for a single site request for scrap tire pickup will send an email notification to the vendor. The vendor will then upload to this web-based application a “cost estimate” for that single site’s pickup based off the estimated tonnage provided by the site requestor. There is a section in the web-based application for this. This is the “cost estimate” this section is talking about. A weight ticket is typically what is provided. The information on a weight ticket can sometimes be provided as a “shipping manifest,” or “bill of lading.” It just depends on what that particular vendor uses. Any of which is perfectly fine.

Q2: “Also on Page 2, (Section 1.3.3.2) in regard to “the cost estimate” that is to be uploaded in the Department’s web-based application, how is a vendor to know how to calculate a cost estimate without knowing the weight of the material at the site? Is the Department going to keep track of the weight of the material in the containers? Is there a scale on site at each location for the material to be weighed by the Department so the data may be used to calculate the cost estimate?”

A2: Yes, the vendor will upload their cost estimate for that single pickup to the web-based application. They will receive training on how to do this.

The vendor calculates the cost estimate based off of the estimated tonnage the requestor will provide in the request. For example, if vendor provides a firm price of $10/ ton in the contract. The requestor at a single site will create a pickup request that includes the requestor’s estimated amount (weight, total tires, etc.) of scrap tires to be picked up. Say a requestor creates a pickup request and estimates the weight of scrap tires to be picked up is roughly 10 tons. The vendor provided a firm price of $10/ton in the contract. The vendor will provide a cost estimate stating the price is $10/ ton for 10 tons, the cost estimate is $100.00 plus labor, transport, etc.

There are no weigh scales onsite. The vendor transports the truckload of scrap tires picked up to a disposal/ recycling facility that has a scale. The driver receives a weight ticket stating gross load (truck trailer plus load of scrap tires) – known weight of truck trailer = total weight of load of scrap tires. This weight ticket will be uploaded to the web-based application for that particular request once received by the vendor’s home office. Later the vendor will provide an “actual cost” invoice to the web-based application for that request. This is how all paperwork (cost estimate, weight ticket, and actual cost invoice) is tracked.

The vendor will receive training on this process prior to the web-based application going live.

Q3: “Assuming the Department provides the weight of their material so the vendor can create a cost estimate, what happens if the weight is not correct and therefore the cost estimate was higher or lower than the correct weight to be invoiced? In addition, what is the Department’s criteria that would require a site visit?”

A3: Cost estimate provided for a particular request is just something that we go by to start the tracking process. It is the “actual cost” invoice that is vouchered and warranted by the Department. The “actual cost” invoice is the actual price of the amount of tires picked up once the actual weight is determined. Typically, estimate vs. actual are different but most of the time within the ballpark assuming the requestor estimates the amount of scrap tires to be picked up is close to accurate. So, it is expected the estimate and actual will not always match.

The Department does not require any site visits, this is if the awarded vendor wants a site visit prior to pick up to verify information. The vendor has that capability, and the facility should provide them access.

Q4: “Can the facility contact be contacted by the proposed vendor to help determine each location's approximate time frame to fill the tire container?”

A4: No, there should be no correspondence between the potential vendors and facility contacts until after contract execution.

Q5:” Does the State of Illinois offer any minimum quantity guarantees?”

A5: No. Being a road-side generated waste, minimum quantities cannot be guaranteed at any point during a calendar year. Additionally, there are state regulatory requirements for accumulations of scrap tires. Due to this, certain facilities in certain locations can only accumulate so much to meet regulation requirements. For example, state regulation requires scrap tires to be covered and stored on impervious surfaces. Some facilities have smaller accumulation areas meeting these requirements and when the amount of scrap tires exceeds the coverage or impervious area, the tires need to be picked up. This quantity of tires can vary widely depending on size and weight of the scrap tires themselves at any given time.