Recycle RFP - Attachment 1~1.docx

Attachment 1 Attachment 1

MASSACHUSETTS BAY

TRANSPORTATION AUTHORITY

SPECIFICATION FOR COMPREHENSIVE WASTE MANAGEMENT PROGRAM

RFP # 35-19

COMMBUYS BD# 19-1206-40000-40000-36812

SECTION 1- INTRODUCTION

1.01 GENERAL

The Massachusetts Bay Transportation Authority (MBTA), in an effort to control disposal costs and improve the sustainability of its activities, the MBTA has initiated a Resource Management program. The program is designed to increase the rate of diversion of reusable materials from solid waste landfills to recycling facilities in order to control disposal costs and generate revenue from the value of expended materials.

The MBTA has a goal of reducing waste headed to landfills by 25% by December 31, 2021 through the use of recycling, compost, or other methods.

Bid prices for this contract will be based on the scope of services required for solid waste disposal and recycling of materials. It is anticipated that through increased diversion rates and efficiencies developed through-out the duration of this contract that cost controls will be realized. As an incentive to the contractor, the MBTA is interested in sharing the cost savings related to RFP# 35-19 at the end of each contract year.

SECTION 2 – RFP PROCESS

2.01 GENERAL INSTRUCTIONS

To be selected, bidders must provide extremely competitive pricing that demonstrates “Most Favored Customer” consideration. The proposal should include an appropriate mechanism to ensure that the pricing remains best-in-market over time.

Further it is expected that vendors include a commitment to work with the MBTA to deliver consistent, comprehensive service solutions, providing high quality, cost effectiveness, reliability, safety and regulatory compliance, risk reduction, and a productive working environment.

The selection committee for this RFP will be receptive to vendor suggestions to provide services in a different and more beneficial structure than that specified in the RFP, as long as the recommendations are in addition to the requested proposal, and are provided as a separate response, clearly labelled as an alternative proposal.

Suggestions may include added value services provided at no cost to the MBTA, use of cutting-edge technology, recycling and re-use options, or programs to reduce risk, cost, and/or long-term liability.

SECTION 3 - SCOPE OF WORK

3.01 GENERAL

The Services to be provided under this contract shall consist of providing the following:

1. Comprehensive Solid Waste Management program

2. Industrial Single Stream Recycling Program, which shall service MBTA facilities for the removal of recyclable material as defined in the following sections.

3. Clean Stream Recycling where discrete materials removal as isolated materials.

4. Other - The MBTA may request the contractor to provide disposal and recycling services outside the scope of work described in this specification

The facilities to be serviced currently consist of the following:

1. Ten (10) Bus Maintenance Facilities

2. Eight (8) Rail Vehicle Repair Facilities

3. Fifteen (15) Support Facilities.

Location of all facilities are listed in Recycle RFP – Attachment 1 section 6.03. The MBTA recommends that bidders view each facility via MapQuest or other web based mapping service. If needed, the MBTA will provide tours of at least one facilities upon request.

It is the goal of the MBTA to have all materials be recycled with a goal of “Zero” landfill impact

Duration of Contract

1. The term of this contract shall be for three (3) years, with one (1) two (2) year option at the MBTA’s discretion. The contract will commence on the date upon which the contract was awarded and signed by the MBTA.

2. The MBTA reserves the right to cancel this contract at any time with one month (30 days) notice.

SECTION 4 – SERVICE LEVEL AGREEMENT

4.1 SOLID WASTE DISPOSAL SERVICES

4.1.1 The contractor shall provide complete solid waste management services including adequate containers, set-up, pick-up, transportation, and disposal to meet the requirements of each facility.

4.1.2 The contractor shall provide open top roll-off containers, front load containers, stationary compactors and other vessels as required for the collection of material at each facility. The contractor shall set equipment at locations to be determined by the MBTA. MBTA shall provide pads and electrical service for stationary compactors as required.

4.1.3 The contractor will provide station cleanouts and other property cleanouts upon request that may or may not have simple access or may or may not have adequate space for large receptacle placement.

4.1.4 The contractor shall provide pick-up and transport of containers from each MBTA facility to a licensed solid waste disposal facility. Pick-ups may be scheduled according to a prescribed schedule, subject to change as diversion of land banned material increases, or on demand as may be required at each facility.

4.1.5 The contractor shall perform checks of each container prior to removal to confirm that land banned materials have not been inadvertently placed in the vessel. If an unsuitable material is found, then the contractor shall remove the material and notify MBTA prior to servicing.

4.1.6 For each service, the contractor shall provide the MBTA with the date of service, the number of containers transported and the weight of material removed from each container.

4.1.7 The contractor shall provide a certificate of disposal for each load removed from MBTA property

4.1.8 The Solid Waste tab in the attached excel spreadsheet (Recycle RFP – From C) outlines the Solid Waste component of this Comprehensive Program. The contractor will evaluate level of recyclable material and comprise an alternative plan if necessary for sizing and placing of containers to improve the efficiency of disposal services at any or all locations.

4.2 INDUSTRIAL SINGLE STREAM RECYCLING

4.3 CLEAN STREAM RECYCLING

4.3.9 The following materials are included in the industrial single stream program for this contract: glass, plastic, paper, card board fluorescent and HID lighting tubes, appliance, televisions, monitors, batteries, scrap metal, tires, railroad ties, grade crossing rubber, and wood/sawdust. Waste oil, and hazardous materials are not included in the clean steam recycling program.

4.3.10 Information regarding Clean Steam Materials are provided in the Pricing Sheets provided on the attached spreadsheet (Recycle RFP – Form C) on the Clean (L) tab and CS NC Materials (M) tab. The sheets provide a breakdown of existing quantities of clean steam materials removed from each facility. Tabs “Clean (L)” and “CS NC Material (M)” on the Recycle RFP – Form C spreadsheet have a breakdown of the total combined volume of specific clean steam materials removed from all facilities.

4.4 OTHER SERVICES

4.4.1 The MBTA may request the contractor to provide disposal and recycling services outside the scope of work described in this specification. This would typically involve clean out of operating facilities or removal of construction debris generated during in-house projects. The contractor shall be capable of fulfilling these requests in a timely fashion. Payment for such services shall be provided for through an allowance account carried within this contract. The contractor shall be compensated for labor, pick-up, and disposal expenses in accordance with the standard rates established within the base contract.

4.5 TRAINING

Work described in this section shall be considered incidental to sections on Cost Pricing Sheets to which they pertain

4.6 MONTHLY REPORTS

4.6.1 At the end of each month, the contractor shall provide to the MBTA electronic documentation of disposal and recycling services with all recycle certificates indicating date of service, type and quantity of material removed by facility.

4.6.2 The monthly report shall include a summary in the form of a spread sheet detailing the total quantity of materials removed from MBTA property with all facilities listed on their own page by month/year with auto calculations incorporated. There will be one “all location” page that all individual facility pages auto fill to. The report shall provide breakdown between solid waste and recycled materials with a calculated diversion rate for each facility and the system as a complete entity. If estimates are used, the contractor must document the assumptions used regarding density of materials and estimated volume of material serviced. Contractor will include copies of all scale slips.

4.6.2.1 The data must be presented in a computer-readable format such as .xls, .xlsx, .csv, or other file types. Note: PDFs are not considered computer readable. Waste and recycling data that is presented only in PDF format will fail to meet this requirement. Providing data in a readable format as well as a PDF format meets the requirement.

4.6.2.2 The vendor may be required to provide collection and other data related to its services for the MBTA to the MBTA itself or another contractor that the MBTA chooses to work with for auditing or other purposes as it pertains to the work discussed herein.

4.6.2.3 The contractor may be required to work with the MBTA to install sensors on the various waste receptacles in use in order to optimize pick-up frequencies, ensuring the MBTA is neither over-serviced nor under-serviced.

4.7 SAFETY

4.7.1 The contractor shall insure that all his personnel have been properly trained in the operation of equipment required to remove and transport materials for recycling. Provide training records as such.

4.7.2 The contractor shall provide appropriate containers for the waste and recyclable materials as described in Section 4 of this specifications. The contractor shall provide collection containers that are in good working order, and be able to withstand the designated material. (i.e., size, weight)

4.7.3 In the event that solid waste or recycled materials is spilled while processing a properly loaded container, the contractor shall be responsible for thoroughly cleaning the spillage prior to leaving the property.

4.7.4 Failure of the contractor to follow proper safety procedures when accessing or working on MBTA property and equipment will cause the MBTA to halt work being performed until proper corrective actions are taken. No additional costs incurred as a result of unsafe work practices will be charged to the MBTA for delays caused by improperly equipped or trained employees and/or delays associated with equipment failure.

4.8 CONTRACTOR PERSONNEL

4.8.1 The contractor’s personnel shall check in with MBTA facility personnel (Supervisor/Foreman) upon arrival at the facility.

4.8.2 The contractor’s personnel shall wear company labeled uniforms to clearly identify them when working on or accessing MBTA premises.

4.8.3 The contractor’s personnel shall have proper equipment and safety gear at all times when working on MBTA property. Failure of a contractor’s employee to have proper equipment shall cause the MBTA to request the employee to leave the work site. No extra costs will be charged to the MBTA for delays caused by improperly equipped employees.

4.9 CONTRACTOR REQUIREMENTS

4.9.1 The contractor shall furnish labor that can work in harmony with MBTA personnel and MBTA contractors who may be employed at the site of the work under this contract.

4.9.2 All invoices shall be typed, identifying the facility serviced, including date, location and work performed and will include copies of all scale slips. The signature of the MBTA employee in charge at the facility shall be required, indicating the time arrived and the time leaving the property.

4.9.3 The contractor shall provide his own vehicles and equipment to carry out the work under this contract. The contractor vehicles shall be clearly labeled with contractor’s name, address and telephone number on the outside of the vehicles.

4.9.4 All service personnel accessing the MBTA’s ROW (Right of Way) shall be required to complete ROW training at the contractor’s expense and carry the license with them on MBTA Property.

4.10 SECURITY

4.10.1 The contractor shall comply with all MBTA policies concerning security and protection of MBTA property from unauthorized person(s).

4.10.2 At a minimum, the contractor personnel shall comply with the following requirements:

· Photo identification must be carried and visible at all times.

· Personnel may only enter MBTA property for scheduled pickups only

· No personnel may carry firearms on MBTA property.

· Material Safety Data Sheets (SDS) must be submitted for any chemicals used by contractor personnel.

· If the contractor has his own enhanced security plan this plan should be submitted to the MBTA prior to the start of work.

4.10.3 Failure to comply with the above requirements will result in the contractor’s employees and the contractor being expelled from MBTA property.

4.11 PROTECTION OF PROPERTY

4.11.1 The contractor shall be responsible for protecting all MBTA equipment, materials, furnishings and property located in the work area from any damage. The contractor shall agree to repair or replace any damage caused by the work under this contract at no cost to the MBTA. The MBTA reserves the right to approve any and all repairs or replacement materials the contractor proposes to use in the repair work.

4.12 GUARANTEE

4.12.1 All materials removed from MBTA facilities shall not be repurposed, sold or used for its original purpose without written consent from the MBTA. All such exceptions shall be requested in writing. All material is to be recycled to separate commodities.

4.13 SCHEDULING WORK

4.13.1 The contractor shall be notified by the MBTA representative that servicing is required, with quantities, type of material and location. Service to be completed within 48 hours.

4.13.2 Once the work is completed and accepted, the contractor shall provide (monthly),the MBTA, a detailed recycle certificate for each facility, including the type and quantity of material removed, i.e. cardboard, electronics’, metal, etc. Date of service and location.

4.13.3 All work will be carried out during normal operating hours, unless a specific time is requested due to operational reasons.

4.13.4 Cancellation: In case of last minute cancellation on the part of the Authority, or lack of access to the Right of Way for work, the contractor’s charge will not exceed three (3) hours (standard rate) including travel time.

4.14 BILLING/PAYMENT

4.14.1 Solid Waste – Monthly Billing

· Container rental fee – fixed for the duration of contract

· Container pick-up fee - fixed for the duration of contract

· Disposal costs - fixed for the duration of contract

· Submit monthly invoices based on services provided.

4.13.2 Solid Waste – Other Charges

· One-time set up fee for clean outs and placement of containers at each site.

· Additional containers or change out of existing containers made at the request of the MBTA

· Invoice for this work shall be submitted upon completion.

4.13.3 Single Stream Recycle – Monthly Billing

· Container rental fee – fixed for the duration of contract

· Container pick-up fee - fixed for the duration of contract

· Segregation Fees - fixed for the duration of contract

· Recycled value of materials shall be priced at current market rates using the quantities provided

· Submit monthly invoices based on services provided.

4.13.4 Single Stream Recycle – Other Charges

· Purchase of containers

· Additional containers or change out of existing containers made at the request of the MBTA

· Invoice for this work shall be submitted upon completion

4.13.5 Clean Stream Recycle – Monthly Billing

· Container rental fee – fixed for the duration of contract

· Container pick-up fee - fixed for the duration of contract

· Segregation Fees - fixed for the duration of contract

· Recycled value of materials shall be priced at current market rates using the quantities provided

· Submit monthly invoices based on services provided.

4.14 INCENTIVE PAYMENTS

4.14.1 Incentive payments for cost savings generated through increased diversion and improved operations shall be payable semi- annually. To be eligible for the incentive payment, the contractor shall provide verifiable evidence of the realized savings through submission of a cost saving analysis comparing the quantities of solid waste and recycled materials removed from each facility to the existing quantities detailed in the Appendices. The report should include signed pick up slips, disposal receipts with weight slips, recycled material certificates to verify the quantities used in the cost analysis

SECTION 5 – MATERIALS/EQUIPMENT

5.01 GENERAL

5.01.1 This section provides the general requirements for materials and equipment to be supplied by the contractor to meet the service requirements of this contract. The contractor may supply materials and equipment not specifically identified within this section but deemed to meet the general requirements for the scope of services defined in Section 3.

5.01.2 The contractor shall provide dumpsters, containers, barrels, bins, rolling hoppers, and other vessels as required to store solid waste and recyclable materials as required at all facilities. Provided containers shall be sized sufficiently to accommodate the projected material totals without resulting in overflow during the standard pick-up interval. Containers shall be leak proof and rodent proof to maintain sanitary conditions within each location.

SECTION 6 - EXECUTION

6.01 GENERAL

6.01.1 Initial service, facility identification and container set up.

6.01.1.1 Identify facility and based on estimated amounts of recyclable materials provide adequate number and types of containers required.

6.01.2 Service Program.

6.01.2.1 Service visits shall be required after initial setup and they are to be scheduled at the request of the facility.

6.01.2.2 Work shall include replacement of all required containers and inspection of all other remaining containers, to confirm they are in good working order to withstand the designated material.

6.01.2.3 All expended usable containers shall be replaced or repaired prior to returning to service.

6.01.2.4 Condition of Service Equipment.

· The service contractor shall maintain and/or have access to replacement parts

· Inventory in order to assure that service proceeds uninterrupted.

6.01.2.5 Subcontractor rates and Miscellaneous expenses

6.01.3 Costs incurred by the vendor, not covered by the schedule of prices, including subcontractors and rentals, will be paid through the Contract allowance account. Costs shall be billed at vendor’s cost with no more than a 5% mark up.

6.02 WORK HOURS

6.02.1 Work hours under this contract will be determined by site requirements and working conditions.

6.02.2 Pricing for bidding purposes shall use the work hours of 5am – 5pm, since most work shall be carried out during MBTA’s normal business hours.

6.03 FACILITY LOCATIONS

Facility Name Street City

Cabot Rail Maintenance 275 Dorchester Ave Boston Bus Maintenance Bus Operations

Rail Repair

SECTION 7 – TO BE SUBMITTED WITH PROPOSAL

All proposal need to be submitted on COMMBUYS. It is the sole responsibility of each bidder to confirm that bids have been completely received by COMMBUYS prior to the listed due date.

7.01 TECHNICAL RESPONSE

Bidders must fill out and submit the attached technical response. For Bidder’s technical response please find the attached excel spreadsheet (Recycle RFP – Form B). Make sure to fill out both pages.

Below is a copy of the Form B –it is only a partial copy, please only use the excel version

SECTION 9 - PRICING SCHEDULES

Please find the attached excel spreadsheet (Recycle RFP – Form C) to find the following schedules:

1) Schedule A - Solid Waste Locations – Container type – Estimated quantities. (Solid Waste (A) tab) This schedule lists all of the MBTA facilities that will be included in the recycle program. The schedule list the facility name, address, estimate size of container and estimate weight (in tons) as well as the days of the week for scheduled pickup. Bidders must fill in the highlighted cell (C2) with company name. This will automatically populate the company name in all other Schedules

2) Schedule B – Solid Waste Pricing (SW Pricing (B) tab) This is the pricing schedule for Solid Waste. Included in the pricing is the onetime set up fees as well as pick up fees and disposal fees based on MBTA projected annual pickups. Bidders need to fill-in the cells in the highlighted columns (C7-C11, G7-G11, and K7-K11)

3) Schedule C – Set Up Fees for Single Stream (Set Up (C) tab) This contains the one-time set fees. It includes the type of container, number of locations, number of total units. Vendors must fill in the highlighted cells (F3-F9).

4) Schedule D – Pick Up Fees for Single Stream (Pick Up (D) tab). Bidders need to fill in the highlighted cells (F3-F6) for scheduled pickups. Additionally, in cells F10 and F11, put the hourly rate charged to the MBTA for unscheduled pickups(box truck, driver and helper) for the hours between 5AM and 5PM (F10) and 5PM and 5AM (F11).

5) Schedule E – Sorting Fees for Single Stream (Sorting (E) tab). Bidders need to fill in the highlighted cells (F3-F6)

6) Schedule F – Single Stream (Single (F) tab) list of potential recyclable items and the estimated annual volume. Bidders need to fill in the highlighted cells (E3-E27)

7) Schedule G –Fluorescent bulbs for Single Stream (Fluorescent (G) tab). List of potential fluorescent bulb and the estimated volume per year to be recycled. Bidders need to fill in the highlighted cells (E3-E7)

8) Schedule H – Non-conforming materials for single stream (Non-Conf (H) tab). List of potential non-conforming recyclable items and the estimated annual volume. Bidders need to fill in the highlighted cells (E3-E5).

9) Schedule I – Single Steam Metals (SS-Metals (I) tab). List the potential metals and estimated annual volume. Bidders need to fill in the highlighted cells (H3-H9). This category is a potential revenue producing recycle, bidders are to indicate MBTA’s share of revenue.

10) Schedule K – Container Purchases (Purchase (K) tab). This list the type and estimated number of recyclable containers that the MBTA will need. Bidders must fill in the highlighted cells (E3-E7)

11) Schedule L– Clean Stream (Clean (L) tab) list of potential recyclable items and the estimated annual volume for Clean Stream. Bidders need to fill in the highlighted cells (E3-E20)

12) Schedule M– Non-conforming materials for clean stream (CS-NC Material (M) tab). List of potential non-conforming recyclable items and the estimated annual volume for clean stream recycling. Bidders need to fill in the highlighted cells (E3-E4).

13) Schedule N - Clean Steam Metals (CS-Metals (N) tab). List the potential metals and estimated annual volume for clean stream. Bidders need to fill in the highlighted cells (H3-H9). This category is a potential revenue producing recycle, bidders are to indicate MBTA’s share of revenue.

14) Schedule O – Bid calculation page (Totals (O) tab). Bidders do not need to enter anything on this page, all information is linked to the other schedules on the spreadsheet.

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