RECYCLING_OF_ELECTRONICS_AND_REFRIGERANTS.pdf

REQUEST FOR PROPOSAL

22/23-16

RECYCLING OF ELECTRONICS AND REFRIGERANTS

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: November 2, 2022

DEADLINE FOR QUESTIONS: November 14, 2022

RESPONSE DEADLINE: November 17, 2022, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

REQUEST FOR PROPOSAL

22/23-16

RECYCLING OF ELECTRONICS AND REFRIGERANTS

I. Introduction

II. INSTRUCTIONS TO BIDDERS

III. STANDARD INSTRUCTIONS TO BIDDERS

IV. Project Details

V. STANDARD INSURANCE AND INDEMNIFICATION REQMNTS

VI. Living Wage Ordinance VII. Evaluation Criteria

VIII. Vendor Submissions

Attachments:

T - Manchester living wage certification

Request For Proposal #22/23-16 Title: RECYCLING OF ELECTRONICS AND REFRIGERANTS

1. INTRODUCTION

1.1. Summary

The Town of Manchester operates a Municipal Transfer Station (MTS) facility located at 311 Olcott

Street. Waste services include e-waste (including refrigerant) recycling in compliance with the State of

Connecticut’s Electronics Recycling Law and in accordance with sections 22a-629 through 22a-640 of the

Connecticut General Statutes.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Department

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3031

Department:

Sanitation

Department Head:

Courtney Lindberg

Manager

1.3. Timeline

Release Project Date November 2, 2022

Pre-Bid Meeting (Non-Mandatory) November 9, 2022, 10:00am

311 Olcott Street, Manchester, CT

Question Submission Deadline November 14, 2022, 4:30pm

Submission Deadline November 17, 2022, 11:00am mailto:cnarracci@manchesterct.gov tel:(860)647-3031

2. INSTRUCTIONS TO BIDDERS

2.1. ELECTRONIC BIDDING INFORMATION

Submitting Proposals

Specifications and proposal forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain proposal packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Proposals may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com)

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this RFP via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-

Procurement Portal. Bidders may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.2. BID OPENING INFORMATION

Proposals must be received by the date and time indicated in the bid documents.

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Director of Purchasing may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Director of

Purchasing may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this proposal.

3. The town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting proposal documents.

4.This proposal and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER

WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of proposals received later than the time and date set for submission deadline will not be considered.

7. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

8. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

9. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

10. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

11. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov Portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

11A. The Town reserves the right to reject any and all proposals, to waive technical defects, and to make such awards including accepting a proposal, although not the lowest cost, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any proposal if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

11B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

12. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any proposal if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the proposal is conditional in nature.

13. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Request for Proposal, Specifications, Plans, Proposal, and Acceptance by the Town and these

Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

14. All Requests for Proposal shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

15. The Request for Proposal shall be made available on the Town of Manchester Purchasing Web Site via the OpenGov Portal.

16. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

17. In the event that any bidder wishes to protest the potential award of a proposal, the bidder must make it’s protest in writing, identify the protesting party, the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

18. A conference with respect to said protest shall be scheduled by the Director of Purchasing and shall be attended by the Director or their designee and such other persons as the Director and the General

Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

19. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Director of Purchasing pursuant to paragraph 1 herein.

20.Except for special instructions inserted in special contracts by the Director of Purchasing pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

21. All Awards shall be made by the Purchasing Department designee.

22. The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal

Order 11246. By signing the Proposal form for this proposal, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.5. Important Instructions for Electronic Submittal

Bidders shall create a FREE account with Open Gov Procurement by signing up at https://secure.opengov.com/portal/townofmanchester. Once you have completed account registration, browse back to this page, https://procurement.opengov.com/portal/townofmanchester and click on

"Submit Response", and follow the instructions to submit the electronic bid.

2.6. Instructions to Bidders

In accordance with the provisions of the Town Charter, sealed proposals will be received through the

OpenGov Portal, not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

3. STANDARD INSTRUCTIONS TO BIDDERS

TOWN OF MANCHESTER

PURCHASING DEPARTMENT

494 MAIN STREET

P.O. BOX 191

MANCHESTER, CONNECTICUT 06045-0191

3.1. STANDARD INSTRUCTIONS TO BIDDERS – SUPPLIES, MATERIALS &

EQUIPMENT

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item or total as may be in the best interest of the

Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

3.2. Overview:

The Town of Manchester (Town) desires to engage a contractor to provide the services in support of the

RECYCLING OF ELECTRONICS AND REFRIGERANTS.

Incorporated as part of the RFP are the #Attachments, #Scope of Work . The Project includes, but is not limited to, Invitation to RFQ/RFP, Instructions to Bidders, Supplementary Instructions to Bidders, RFQ/RFP Form, Standard Form of Agreement Between Owner and Contractor , General Conditions of the Contract for Construction , and Supplementary General Conditions of the Contract for Construction.

3.3. Description of Project:

Recycling of Electronics and Refrigerants

3.4. Services Required:

The Town is seeking to engage a contractor to provide RECYCLING OF ELECTRONICS AND REFRIGERANTS

The contract will be a modified AIA 101-2017 Standard Form of Agreement Between Owner and

Contractor Stipulated Sum and a modified AIA A201-2017 General Conditions of the Contract for

Construction. The Town reserves the right to modify or amend these documents in such manner as is acceptable to the Town.

The Contractor to be engaged in this Project shall become part of the Project team working with the

Town representatives, the NO VALUE.

The Town reserves the right to award the contract to the contractor deemed to be in the best interests of the Town for the Project after review of the submissions received, not based solely on cost or any other specific factors.

The duties and responsibilities of the contractor will include the outlined scope and will include but not be limited to the following:

No

3.5. Minimum Requirements:

Firms shall provide appropriate credentials and documentation as follows:

The Town of Manchester will review all proposals received from electronics recycling companies that have submitted an application to the CT DEEP to become a Covered Electronics Recyclers (CERs) in accordance with Section 22a-638(b)(2)(A) of the state regulations.

3.6. Qualification Requirements:

1. Firm Description – Provide a description and brief history of the firm. Name firms, location of principal and branch offices; length of time in business; and firm ownership structure.

2. Related Experience – Please provide a list of all projects at secure facilities (police stations, prisons, defense contractors, etc.) currently in progress and completed over the last five years. The description should at a minimum provide the project name, location, year of completion, type of contract, renovation cost, size, owner name and reference with telephone number.

3. Organization and Staffing – Provide an organization chart for staff proposed for this project which https://procurement.opengov.com/portal/townofmanchester/projects/29790?section=undefined https://procurement.opengov.com/portal/townofmanchester/projects/29790?section=undefined clearly identifies your proposed management staff for the project (Project Executive, Project Manager, Project Superintendent, etc.). Also include detailed resumes for each person identified.

4. Typical Project Approach – Provide description of services your firm will utilize during each phase of the project to ensure the project is completed on schedule and within budget.

5. Litigation/Arbitration – List information on (a) any involvement in litigation or arbitration with municipal clients; and (b) all clients that have terminated your services prior to completion of any project within the past ten (10) years. Explain circumstances that led to it and describe the resolution.

6. Bonding – Include the name of your bonding company and agent as well as a letter for the bonding company stating your bonding limits, available capacity and A.M. Best Rating.

7. Insurance – Contractor/ Vendor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Town of Manchester as Additional Insured on a primary and non-contributory basis to all policies except Workers Compensation.

8. Additional Information – Any other information that, in the judgment of the General Contractor, may allow the Town to make a fair assessment of the experience and abilities of the Contractor.

4. PROJECT DETAILS

4.1. Scope of Work

The Town of Manchester is seeking proposals to provide for the collection, storage, transportation and processing of all electronic devices that are covered under the 2007 State of Connecticut Electronics

Recycling Law. All relevant information pertaining to this law, including the covered electronic devices acceptable for collection under the approved regulations can be accessed at the Connecticut

Department of Energy & Environmental Protection’s (CT DEEP) website:http://www.ct.gov/deep/cwp/view.asp?A=2714&Q=397482

Additionally, the Town of Manchester is seeking any and all proposals that would provide “enhanced services” to all Town residents, the Town of Manchester, and Board of Education. Such services can include, but are not limited to:

a) Collection and recycling of additional electronic devices not covered under the state’s electronics recycling law

b) Collection and recycling of electronics generated by the Town of Manchester and Manchester Board of Education

c) Recovering, recycling, and/or disposal of refrigerant

d) Any additional services and enhancements provided that are above and beyond the standard services which are allowable under the state’s electronics recycling law

The Town is interested in proposals which provide the most cost effective method to maximize the number and quantity of electronic devices recycled and potentially minimizes Town involvement in labor and processing of the electronic devices. The Town’s Municipal Transfer Station (MTS) is registered as under DEEP’s General Permit to operate as such and all proposals shall be in compliance with conditions outlined in the General Permit. Additionally, the Town is securing the most cost-effective method to recycle Town and potentially the Board of Education’s disposed electronics. The Town will provide a suitable location within the MTS area located at 311 Olcott Street. All materials collected by the successful contractor will be weighed over the landfill scale at the time they are hauled off-site.

The Town of Manchester will review all proposals received from electronics recycling Companies that have submitted an application to the CT DEEP to become a Covered Electronics Recyclers (CERs) in accordance with Section 22a-638(b)(2)(A) of the state regulations.

4.2. General Conditions for Refrigerant

Applicable appliances include, but are not limited to, refrigerators, freezers, air conditioners, dehumidifiers and water coolers. These appliances are generated by local sources and are disposed of at the Town Landfill located at 311 Olcott Street in Manchester. Work shall be performed on a scheduled basis during the months of April through November. The vendor work with the town to set an agreed upon schedule for the 8 month period. During the winter months of December through March, the

Town and Vendor will consider going to an “on-call” basis for service, given the reduced number of units collected during the winter. Staying on the 1x per month scheduled will also be acceptable to the Town.

http://www.ct.gov/deep/cwp/view.asp?A=2714&Q=397482

The Town guarantees a minimum of twenty-five (25) appliances for each service visit during the scheduled visit or “on-call” visit. All work shall be done on-site, and the appliances are to be left on-site at the Town’s Transfer Station.

4.3. Historical Volumes

4.4. Content of Proposal

All submissions shall include the following information:

A. Proposal Details

All respondents are required to complete and submit a detailed proposal and work plan outlining how they propose to provide the services outlined in their proposal. At a minimum, Proposal shall address the following items:

• How Electronic Wastes are to be collected in the MTS;

• Timeframe for emptying/removing Electronic Waste from the MTS;

• How reporting data on the Electronic Waste collected will be managed;

• What, if any, payment there would be for Electronic Waste collected

The proposal shall include the statement that the respondent hereby certifies to comply with all the provisions and regulations of Chapter 446n of the Connecticut General

Statutes, “Covered Electronics Devices,” and further certify that all of these services will be provided at no cost to the Town of Manchester. The proposal shall then address any “enhancements” the company is willing to offer, provide a detailed description of these enhancements, and identify all costs, if any, to the Town associated with these enhancements.

Additionally, any potential payments to the Town, desired volumes of electronics, acceptable electronic devices not covered by the State’s program, types of storage options, frequencies of collection, and any other elements should be identified and described.

B. Facilities and Methods

All respondents are required to submit a detailed listing of any and all facilities where the storage, disassembly, processing and recycling of the electronic devices takes place, including an address and capacity for processing. Additionally, the respondent should describe the recycling process utilized to:

identify suitable items for reuse, reclaim the components of the electronic devices, security of user data, and provide a listing of a) current end users/markets for these devices and/or their raw components, and b) their domestic and/or international locations.

C. Logistics and Scheduling

All respondents are required to submit a detailed description of the containers to be used, transport methods and scheduling for the drop off of empty containers and removal of full containers from the transfer station.

D. Certifications

All respondents are required to disclose any and all certification that have been obtained which document and support the responsibility of the company and its reuse/recycling practices. Include the name, certification number, date obtained and expiration of each certification. If the company is in the process of obtaining one or more certifications, please elaborate on the certification process and expected completion date.

E. References and Experience

Respondents must demonstrate sufficient experience in the field to perform work proposed. The customer references must include the name of the organization, address and telephone number, individual contact person, where similar services were performed and a description of the services provided.

4.5. Site Visit

A non-mandatory pre-bid meeting site visit will be held on the date and time indicated in the project timeline. It will be held at 311 Olcott Street, Manchester, CT. Please park your vehicle at the scale house and a tour of the collection site and operations will be given.

4.6. Term of Contract

The initial term of this contract shall be for two years from date of award. The contract may be extended for three additional, one-year periods, at the same terms and conditions and upon mutual agreement between the Town and the Contractor.

If during the term of the contract, the Contractor is not performing the contract to the satisfaction of the Town, the Contractor shall be notified in writing by the Town to take corrective action within 30 days. If corrective action is not taken or the Contractor continues to perform in an unsatisfactory manner, the Town reserves the right to immediately terminate the contract.

4.7. Selection Process

The Town of Manchester is very interested in ensuring that the recycling of the electronic devices collected under this program by the selected respondent are recycled in an environmentally safe and effective manner.

The proposals will be evaluated by the Town based upon the following factors:

1. History of the company and references from customers;

2. Documented safe and environmentally sound reuse and recycling practices;

3. Regularly scheduled and/or as-needed collection of materials

4. Listing of additional non-covered electronics that the respondent is willing to accept at no-charge from Town residents;

5. Enhanced services that offer the most economically advantageous provisions for the Town of

Manchester and potentially the Board of Education

The Town of Manchester shall select the proposal(s) that is/are responsible and responsive and determined to be the best suited, most advantageous, and provides the greatest overall benefit to the

Town. The Town expressly reserves the right to negotiate with the selected Proposer(s) prior to an award of any contract pursuant to this Request for Proposal. The Town reserves the right to reject any and all proposals and to waive any informalities or technical defects in a proposal.

5. STANDARD INSURANCE AND INDEMNIFICATION REQMNTS

5.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and affect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner.

C. Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner and owner’s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D. Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E. Subcontractors’ Insurance: The contractor/insured will require each subcontractor hired by and/or employed by contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F. Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G. Hold Harmless: The contractor/insured shall defend, indemnify and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

5.2. INSURANCE LIMITS AND COVERAGE:

A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and coverage’s of Insurance Services Office (ISO) policies, forms, and endorsements.

B. If the contractor/insured has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor/insured must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retention’s or deductibles will be the contractor/ insured’s sole responsibility.

C. Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident;

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease

D. Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $10,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $10,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

Notes:

• If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”).

• Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor/insured or insured from the Fire Marshall.

E. Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the

Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property; in any one accident or occurrence. This policy shall not be subject to an annual aggregate limitation. See chart above for applicable minimum coverage amounts.

F. Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s Project operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $50,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $50,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

G. Excess Coverage: Contractor shall purchase and maintain excess or umbrella liability insurance with a limit of not less than $5,000,000, covering all lines of insurance required by this contract.

6. LIVING WAGE ORDINANCE

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $15.34 per hour for employees that are provided comprehensive health care benefits, or $23.35 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the General Manager. The

General Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.townofmanchester.org on the left side of the page. Click on Document Center, scroll to General Services and click on Living Wage Ordinance.

7. EVALUATION CRITERIA

The Town will evaluate all proposals deemed responsive to this request by a committee selected by the

Town of Manchester. Proposals will be evaluated by the Town based on the criteria in the next section.

If deemed necessary by the committee, the Town of Manchester reserves the right to shortlist the proposals received and arrange for interviews/ oral presentations to the committee as part of the selection process. Discussions, requests for additional information and negotiations may take place with the short list vendors to ensure clarification and to obtain a system that meets the requirements of this

RFP.

The Town of Manchester shall select the responsible and responsive Proposal which is determined by the Town to be the best suited, most advantageous, and provides the greatest overall benefit to the

Town on the basis of the criteria and evaluation factors included in this Request for Proposal. The Town expressly reserves the right to negotiate the cost with the selected vendor prior to an award of any contract pursuant to this Request for Proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. History of the company and references from customers

Please provide a list of three active or recent

(within three years) customers with similar services.

Pass / Fail 20 (20% of Total)

2. Documented safe and environmentally sound reuse and recycling practices Points Based 20

(20% of Total)

3. Regularly scheduled and/or as-needed collection of materials Points Based 20

(20% of Total)

4. Listing of additional non-covered electronics that the respondent is willing to accept at no-charge from Town residents;

Pass / Fail 20 (20% of Total)

5. Enhanced services that offer the most economically advantageous provisions for the

Town of Manchester and potentially the

Board of Education

Pass / Fail 20 (20% of Total)

8. VENDOR SUBMISSIONS

8.1. Proposal Requirements*

Please confirm that you have read and agreed with the entire RFP and related attachments (if any) including

A. General Conditions

B. Special Provisions and Specifications

☐ Yes

☐ No

*Response required

8.2. Firm Description*

Provide a description and brief history of the firm. Name of firm, location of principal and branch offices;

length of time in business; and firm ownership structure.

*Response required

8.3. Related Experience*

Please provide a list of all projects at secure facilities (police stations, prisons, defense contractors, etc.)

currently in progress and completed over the last five years. The description should at a minimum provide the project name, location, year of completion, type of contract, renovation cost, size, owner name and reference with telephone number.

*Response required

8.4. Organization and Staffing*

Provide an organization chart for staff proposed for this project which clearly identifies your proposed management staff for the project (Project Executive, Project Manager, Project Superintendent, etc.).

Also include detailed resumes for each person identified.

*Response required

8.5. Typical Project Approach*

Provide description of services your firm will utilize during each phase of the project to ensure the project is completed on schedule and within budget.

*Response required

8.6. Litigation/Arbitration*

List information on (a) any involvement in litigation or arbitration with municipal clients; and (b) all clients that have terminated your services prior to completion of any project within the past ten (10) years. Explain circumstances that led to it and describe the resolution.

*Response required

8.7. Insurance*

Contractor/ Vendor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Town of Manchester as Additional Insured on a primary and non-contributory basis to all policies except Workers Compensation.

☐ Please confirm

*Response required

8.8. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

8.9. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required