Request_for_Solicitation_Form-Leachate_Hauling_and_Vaccum_Services-3-11-25.docx

Request for Solicitation or Contract Date Submitted:

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Procurement Project Information Sheet

This Document shall be submitted to Procurement in MS Word – Do Not PDF or Submit Hardcopies

GENERAL

Current Contract Number (if this is a rebid)

Y24-133-AV

Service Start Date OR Commodity Need Date June 1, 2025

PROJECT SPONSORS

Authorized By Name (Mgr. or Dir.)

David Gregory- Solid Waste Manager

FUNDING

Commodity Code (Click for List)

☒ Grant Funding is not a consideration of this Procurement

COMPETITION STANDARDS

☐ RFQ - REQUEST FOR QUOTATIONS (UNDER THE BID LIMIT); INFORMAL PROCESS

Award shall be made to the lowest responsive and responsible quoter meeting all qualification requirements.

☒IFB - INVITATION FOR BIDS; FORMAL SEALED SOLICITATION

Award shall be made to the lowest responsive and responsible bidder meeting all qualification requirements.

☐ RFP – REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION

Award shall be made to the high ranking proposer based on a series of evaluation factors.

☐ RFP3 – THREE-PHASE REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION

Award shall be made to the high ranking proposer based on a series of escalating evaluation factors (Phase 1- Technical standards, Phase 2- on-site demonstrations & Phase 3 – Cost & Socioeconomic factors) ☐ RFQu - REQUEST FOR QUALIFICATIONS; FORMAL SEALED SOLICITATION Solicitation will result in a shortlist of firms pre-qualified for future solicitation opportunities (disallowed for Federal Grants).

☐ SOLE SOURCE (FORM REQUIRED)

☐ EMERGENCY (FORM REQUIRED)

CONTRACT TYPE

The contract resulting from this Invitation for Bids shall commence effective upon issuance of a term contract by the County and extend for a period of one (1) year. The contract may be renewed for four (4) additional one (1) year periods, upon mutual agreement of both parties.

PERFORMANCE / DELIVERY REQUIREMENTS

Invoice Location / Contact

Orange County Solid Waste Division 5901 Young Pine Rd.

Orlando, Florida 32829 Phone (407) 836-6696

LOT A

A. In accordance with Florida Department of Environmental Protection rules, the leachate shall be collected, treated and disposed of properly. On the occasions when, due to large amounts of rainfall, the County’s pumps cannot handle the volume of leachate generated, supplemental hauling shall be required on an as-needed basis. Under this contract the leachate may be hauled from Orange County Solid Waste facilities to the manhole located at the landfill on Young Pine Road.

B. The leachate will be hauled from the three (3) following locations: the transfer station located at 5000 L.B. McLeod Road, this distance is approximately twenty-three (23) miles, the 7B & 8 cell leachate storage tanks, this distance is approximately three (3) miles, and from the Southern Expansion leachate storage tanks, this distance is approximately one (1) mile. The discharge point may be changed at any time.

C. To minimize the risk of leakage or spillage, all loads picked up shall be transported immediately and delivered directly to the discharge point. Under no circumstances shall any driver take any load, including the last load of the day, to any other location for delivery on the following day.

LOT B

Cleaning Services- This activity is for the cleaning of pipes (stormwater and leachate), trench drains, lift stations, sumps and manholes. This should be based on an 8–10-hour workday. Work may be performed at Porter Transfer Station- 1326 Good Homes Road, McLeod Transfer Station- 5000 L.B. McLeod Road or the Orange County Landfill- 5901 Young Pine Road.

2. SPECIAL CONDITIONS (Leachate Hauling):

A. Contractor shall provide all equipment and personnel necessary for successful contract performance. Each tanker truck shall have a minimum capacity of 5,000 gallons.

B. Contractor shall be responsible for all repairs on their tanker trucks.

C. Contractor shall provide service in response to the County’s request within twenty-four (24) hours.

D. Drivers shall be responsible for filling their tanker and unloading their tanker at the designated drop-off points.

E. When hauling is required, the minimum rate of hauling of the leachate from the Landfill shall be a minimum of 200 tons per day. Contractor shall use the fastest route available.

F. Contractor shall submit a route plan to the County prior to hauling. Toll charges shall be included in the bid price. The route used, scale house hours, trucks and drivers available shall ensure this minimum daily hauling requirement.

G. Upon award, Contractor shall provide a single local telephone number for emergency contact which must be answered twenty-four (24) hours per day, seven (7) days per week all year long (365 days).

H. Hours for weigh-in at the Landfill shall be Monday through Friday from 4:00 AM to 5:00 PM, Saturday and Sunday from 8:00 AM to 5:00 PM.

I. Contractor shall comply with all current and applicable rules and regulations including those set forth in Section 62-710, Florida Administration Code for Solid Waste Management.

3. COUNTY’S RESPONSIBILITY:

A. The County shall provide the pumps and hoses for loading the tankers.

B. The County shall provide the weigh tickets to be included by the Contractor with every Contractor invoice for billing.

C. A no-charge account shall be created by the County to track weights of loads.

D. Materials removed by the vacuum truck during cleaning maybe discarded at the location where the service was provided.

4. PROCEDURE:

A. Each tanker truck will be weighed in upon each arrival prior to loading, to establish a tare weight for that tanker truck.

B. The tanker truck shall be weighed out for each load to determine the net weight of leachate being hauled.

C. Contractor shall provide an itemized invoice summarizing a specified number of loads per location and the total amount of leachate hauled with copies of weigh tickets attached to the billing to substantiate the charges.

D. The County will issue a Delivery Order to the Contractor per the bid response line item and frequency.

E. The County will process invoices for payment upon receipt of a complete and correct invoice submittal from the vendor.

F. Invoices submitted without proper documentation shall be returned to the Contractor for correction and re-submittal.

G. Contractor for cleaning services will be notified and a site visit conducted prior to commencement to confirm required items to complete the assigned task. Work will be performed based on hours.

5. CONVERSION FACTORS:

A. Pounds/Gallons - 8.34 pounds per gallon.

B. Pounds/Tons - 2,000 pounds per ton.

C. The County shall not pay separately for waiting time.

Delivery Requirements

“Construction” means construction, alteration, or repair (including dredging, excavating, and painting) of buildings, structures, or other real property. For purposes of this definition, the terms “buildings, structures, or other real property” include, but are not limited to, improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, power lines, cemeteries, pumping stations, railways, airport facilities, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, canals, and channels. Construction does not include the manufacture, production, furnishing, construction, alteration, repair, processing, or assembling of vessels, aircraft, or other kinds of personal property.

(Disallowed for Federal Grants)

POTENTIAL VENDORS

EnviroWaste Services Group Inc., David Orr, Davidorr@ewsg.com

☐ Mandatory (Justification required; subject to Procurement approval) Justification:

VENDOR QUALIFICATIONS (Applicable to IFB/RFQ) Edit the base language (right) as required:

Consider:

Do you need a specific License Validation?

Do you require resumes to validate experience?

What factors distinguish a qualified firm from an unqualified firm?

Do you require sample goods?

Will the County make site visits before award?

RESPONDENT QUALIFICATIONS (Applicable to RFP) ☐ Attached Hereto This document provides the weighted criteria and the corresponding submittals for evaluation purposes.

SPECIFICATIONS / SCOPE OF SERVICES

☐ Attached Hereto

This document defines the performance requirements, deliverables and deadlines associated with your procurement. A scope of services is the foundation of a services contract. A scope of services provides clear direction to the service provider before the work begins.

Guideline:

BID FORM/ FEE PROPOSAL FORM

☐ Attached Hereto This document provides the basis for a competitive fee comparison. Line items and descriptions shall indicate unit rates and estimated quantities to arrive at a total contract value which shall be used to determine (1) the lowest responsive and responsible bidder (2) the proposer with the lowest fee proposal subject to evaluation.

The bid form/fee proposals form shall be inclusive of all items, services and incidentals required to fulfill the scope of services.

PART 2

ADDITIONAL REQUIREMENTS FOR GRANT FUNDED PROCUREMENTS (MANDATORY)

Grant (if applicable)

☒ Not Applicable

This contact is anticipated to be used for Disaster Response and Recovery (FEMA Reimbursable)

☐ Other Grant (Specify):

☐ Attach first page of Notice of Grants Award ☐ County Funded at Risk of Non-Appropriation of Grant funds. Written approval from the Office of Management and Budget is attached.

Solicitation Type Click Here to view Regulation §200.330 ☐ Contractor Solicitation The County is solely responsible for reporting on grant required outcomes.

☐ Sub-recipient Solicitation The awardee is responsible for program decisions and reporting on grant required outcomes.

Independent Estimate (Cost/Price Analysis) Click Here to view Regulation §200.323

1. Complete the document (MS Word )

2. Revise and save the document and it will attach to this form.

Procurement of Recovered Materials Click Here to view Regulation §200.322 If applicable, identify specific recovered materials to be used for project execution List Below:

Procurement Division Page 3 of 8 [Rev.04/18] image2.emf

1-26 Sample Scope of Service-Scope of Work Formats.pdf image3.emf

Independent Estimate Final [Rev 09-18].docx Solicitation, Contract and Change Order

Independent Estimate

Grant Funded Procurements (Mandatory) Click Here to view Regulation §200.323

Solicitation/Contract Title

ANALYSIS TYPE

☐ Price Analysis (Preferred)

☐ Cost Analysis

PRICE ANALYSIS will be the usual procedure followed in a competitive situation and in situations where items are being procured which are sold in the commercial marketplace to the general public. A “price analysis” is an evaluation of the budgeted price relative to the prices being offered by other vendors and being paid by the general public for the same or similar items. The essential factors, which must be present in order to make a “price analysis,” are as follows:

The product must be a “commercial product” (i.e., one for which there is a basis of comparison in the commercial marketplace). Price analysis would not be suitable, for example, for research and development items, or for one-of-a-kind items for which there was no basis of comparison.

It is not necessary that competing products be exactly identical to the product being offered, but you must be able to compare the products’ capabilities and their respective price differences in light of those varying capabilities. By such comparisons one is able to make value judgments that a particular product’s performance capabilities warrant a higher or lower price than a competing product.

COST ANALYSIS will be required whenever a price analysis cannot be performed. A cost analysis entails the review and evaluation of the separate cost elements and the proposed profit of an offeror’s cost proposal. A cost analysis is conducted to perform an opinion on the degree to which the acceptable cost, including profit, represents what the performance of the contract ‘should cost’, assuming reasonable economy and efficiency. A cost analysis will be appropriate in the following situations:

The product or service being offered is not susceptible to being evaluated against other commercially available items of similar products or services. Examples would include a procurement for professional services where no competing price proposals are submitted or a sole-source procurement for other types of services.

When change orders are issued to contracts requiring the contractor to do work whose cost can only be evaluated by examining the various cost elements, such as labor, materials, travel, etc.

NOTE: The non-Federal entity must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

PRICE ANALYSIS

NOTE: The independent estimate cannot be based on the budget. However, budgets shall be sufficiently funded to support the amount of the Independent Estimate.

Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.

Procurement Division Page 1 [Rev.09/18]

COST ANALYSIS WORKSHEET [Independent Estimate Supplement]

DESCRIPTION

MATERIALS/ EQUIPMENT

LABOR

OVERHEAD

PROFIT

SUB-TOTAL

QTY.

UNIT OF MEAS.

UNIT COST

QTY.

UNIT OF MEAS.

UNIT COST

COST ANALYSIS GRAND TOTAL ESTIMATE

Procurement Division [Rev.09/18] image1.png image1.png