Scrap Tire Collection and Recycling Services.pdf

PROCUREMENT DIVISION

LUESA

Scrap Tire Collection and Recycling Services RFP

#487-BR-LUE004022

May 13, 2026

This Solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to Mecklenburg County.

Solicitation Template Revised 11/17/2023 TM https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Procurement Division 700 East 4th Street, 4th Floor

Charlotte, North Carolina 28202

May 13, 2026

This serves as official notice that Mecklenburg County located in Charlotte North Carolina through its LUESA Department’s Solid Waste Division is soliciting and will receive Proposals to provide Scrap Tire Collection and Recycling Services.

Requirements are outlined in the following specifications. Please review them carefully.

A Non-Mandatory Pre-Proposal Conference for the purpose of reviewing the Solicitation will be held as noted in the Schedule of Events.

Questions regarding the Solicitation and all requirements or forms must be submitted by the date noted in the Schedule of Events.

• Email to Meckbids@mecklenburgcountync.gov.

• In the Subject Line include:

Attention: Scrap Tire and Recycling Services RFP - #487-BR-LUE004022 Brandon Reiff, Procurement Analyst

Proposals are to be submitted electronically in MECKProcure on the date notated in the Schedule of Events. Use the Checklist on the following page as a guide in preparing and submitting your response to the Solicitation.

• NIGP Code: 92677 - Recycling Services

To submit a response to the Solicitation, vendors must create a profile in MECKProcure. To create a new vendor or sub-recipient account or to find and activate your existing vendor account already on file (click here).

Technical support to assist with completion of Business Diversity & Inclusion (BDI) Forms, vendor registration or submission of your Proposal response will be available up until the Proposal due date in the Schedule of Events. Please be advised, any request for assistance made after 1:00pm (EST) on the Proposal due date may not result in a successful Proposal submission.

• Contact for Technical Support:

Email: vendor.management@mecklenburgcountync.gov Division Telephone: 980-314-2400

All changes to the terms, conditions or specifications stated in this Solicitation will be documented in a written addendum, issued by the Procurement Analyst. The Addenda will be posted in MECKProcure and may be accessed at this website by searching the Solicitation Number.

Sincerely, Brandon Reiff Procurement Analyst mailto:Meckbids@mecklenburgcountync.gov https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 https://mecknc-vss.hostams.com/PRDVSS1X1/Advantage4 mailto:vendor.management@mecklenburgcountync.gov https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=2ahUKEwju_remreXmAhXvRt8KHXQeAr8QjRx6BAgBEAQ&url=https%3A%2F%2Fwww.mecknc.gov%2FPages%2FGovernment.aspx&psig=AOvVaw2R52rkJK86T9WkbUnUI_nU&ust=1578069543200534

Checklist for Submitting A Proposal:

Instructions: This Checklist is to provide guidance in submitting a response to the Solicitation. The checklist must be followed. The County may consider Proposals non-responsive for any items or deadlines not met as listed below.

1. Read the document fully.

2. Submit Exhibit A. Proposal/Solicitation Participation Acknowledgement to

Meckbids@mecklenburgcountync.gov.

3. Refer to this Schedule of Events for dates, times, and locations specific to the Solicitation.

DATE Time (EST) LOCATION/Submittal Requirement EVENT

5/13/2026 N/A MECKProcure Issue Solicitation Notice

5/27/2026 Before 5:00 pm Meckbids@mecklenburgcountync.gov

Exhibit A. Proposal/Solicitation Participation Acknowledgement

Forms Due, Non-mandatory 5/27/2026 and 6/10/2026

2:00 – 4:00 pm Vendor Registration Form for Training Vendor Registration and Submittal

Training, Non-mandatory

6/10/2026 9:00 am

Teams Meeting: Join the meeting now Meeting ID: 227 781 622 604 124 Passcode: co2WA28k Phone Number: 704-672-5181 Phone Conference ID: 661 062 769#

Non-Mandatory Pre-Proposal Conference

6/24/2026 Before 2:00 pm Meckbids@mecklenburgcountync.gov Questions Due

7/8/2026 Before end of day MECKProcure Post County Response to Vendor

Questions

7/22/2026 Before 2:00 pm

All Proposals shall be submitted online via MECKProcure Proposals Due

TBD TBD TBD Interviews/Demonstrations, if requested

1/1/2027 12:01 am Mecklenburg County Contract Target Start Date

Note: Mecklenburg County reserves the right to adjust this schedule as it deems necessary.

4. Proposal Format - The following items must be submitted in the following order at the time of Proposal submission. Vendors are encouraged to check off each item as the required action is completed:

☐Section 3.1 - Letter of Transmittal ☐Section 3.2 - Executive Summary ☐Section 3.3 - Statement of Work ☐Section 3.4 - Insurance ☐Section 3.5 - Permits and/or Licenses, if applicable ☐Section 3.6 - Audited Financial Statement, if applicable ☐Exhibit B. Pricing Worksheet ☐Exhibit C. Contract Exceptions Form ☐Exhibit D. Addenda Receipt Confirmation ☐Exhibit E. Vendor Company Information - Background and Experience Form ☐Exhibit F. Vendor Reference ☐Business Diversity & Inclusion (BDI) Forms

☐Attachment 1: BDI Form A – Solicitation Coversheet ☐Attachment 2: BDI Form B – Identification of Subcontractor Participation ☐Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce ☐Attachment 4: BDI Form D – MWBE Inclusion Plan mailto:Meckbids@mecklenburgcountync.gov https://mecklenburgcounty.co1.qualtrics.com/jfe/form/SV_cxcuGZ81ui9eO0t https://teams.microsoft.com/meet/227781622604124?p=6XqoqJjWCziX2p8wp7 mailto:Meckbids@mecklenburgcountync.gov

Introduction

1.1. Objective

Mecklenburg County (“County”) located in Charlotte North Carolina through its LUESA Department’s Solid Waste Division is soliciting and will receive Proposals to provide Scrap Tire Collection and Recycling Services.

Award of a Contract will be made to one (1) vendor on a competitive basis following the process, terms, and conditions as described in this Solicitation.

Contract will be for an initial term of three (3) years, with the County having an option to renew for two (2) additional, consecutive one (1) year terms thereafter unless earlier terminated pursuant to the terms and conditions of the Contract.

Vendors shall provide pricing based on the requirements and terms set forth in this RFP.

1.2. Business Diversity & Inclusion (BDI) Program

It is the practice of the Mecklenburg County’s Business Diversity and Inclusion Program (the “BDI Program”), in conjunction with the County Procurement Division, to foster greater competition, increase opportunities for participation by all segments of the business community, and maximize value for the taxpayers’ dollars through efficient use of public funds.

The BDI Program accordingly is intended to promote full and equal business opportunities for all businesses contracting with Mecklenburg County by increasing the opportunity for purchase of goods and services from minority-owned and women-owned enterprises.

The BDI Program Provisions Guide details requires Vendors, also referred to as Contractors, and Subcontractors to take all reasonably necessary steps to ensure maximum inclusion opportunity for the participation of Minority-owned, Women-owned, and Small Business Enterprises (collectively “MWSBE”), herein referred to as MBE, WBE or MWBE firms as well as other responsible vendors with fair and reasonable opportunity to participate in conducting business with Mecklenburg County.

1.3. Mecklenburg County Rights and Options

• County may, in its discretion, require one or more vendors to make presentations to the evaluation team or appear before management and/or its representatives for an interview.

• During such interview, the vendors may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as deemed appropriate.

• Vendors will be notified in advance of the time and format of such meetings. Since Mecklenburg County may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall define the vendors best offer for performing the services described in this Solicitation.

• The commencement of such discussions, however, does not signify a commitment by County to execute a Contract or to continue discussions. County may terminate discussions at any time and for any reason.

• County will decide which Proposal best meets the criteria outlined in the Solicitation.

• County reserves the right to waive any minor informalities or irregularities, which do not go to the heart of the Proposal or prejudice other offers, or to reject, for good and compelling reasons, any and all Proposals submitted.

• Should vendors find discrepancies or omissions in this Solicitation, or any other documents provided by Mecklenburg County, the vendors should immediately notify the County of such potential discrepancy in writing via email as noted above, and a written addendum will be made available, if the County determines clarification necessary.

• Vendors are encouraged to make a good faith effort to include environmental considerations supporting waste reduction, recycling and buy-recycled products supporting markets for recycled and other environmentally preferable products whenever practical.

https://oed.mecknc.gov/bdi/resources

• County has Solicitation Terms & Conditions posted on the internet site which speaks to non-discrimination and equal opportunity. The County seeks to ensure that all segments of the business community have access to supplying the goods and services needed by County programs. The County affirmatively works to encourage utilization of minority business enterprise in procurement activities and provides equal opportunity for all businesses and does not discriminate against any vendor regardless of race, color, religion, age, sex, and national origin or disability.

• County reserves the right to reject any and/or all Proposals in connection with this project, and to waive formalities in the Proposal during any step of the procurement or awarding process (even after negotiations have begun).

• Final award of Contract is contingent upon availability of funds from Federal, State and/or local governing bodies.

2. Solicitation Process

2.1. Pre-Proposal Conference

• A Non-Mandatory Pre-Proposal Conference will be conducted according to the Schedule of Events. While attendance at the Pre-Proposal Conference is non-mandatory, all interested vendors are encouraged to attend.

• If special accommodations are required for attendance, please notify the County representative indicated herein in advance of the date and time above and identify the special accommodation(s) required.

2.2. Submission of Responses

• Responses must be submitted electronically via MECKProcure.

• Responses sent by fax, email or flash drive will not be accepted.

2.3. Proposal Opening

• As required by North Carolina General Statute 143 – 131 according to type of Solicitation:

o Procurement staff will open the Proposals received after the Due Date.

o Proposals will not be read aloud or made available to inspect or copy until any trade secret issues/proprietary and/or confidential information has been resolved and a Contract has been awarded.

o Public Bid Opening required for Federally funded projects.

https://mecknc.widencollective.com/c/ngotm46h

2.4. Evaluation

The standard of award will be based on the most comprehensive, competitive, and best value solution for the County based on 100-point scale for the following criteria/weights, the County reserves the right to modify the evaluation criteria or waive portions thereof:

• Qualifications, Experience and Approach. 25% o Vendors will be evaluated based upon their understanding, experience and qualifications in performing the same or substantially similar services, as reflected by its experience in performing such services and approach for the provision of the services. The evaluation will include references regarding work for organizations with needs similar to the County’s, and the feasibility of the Vendor’s approach for the provision of the services.

• Cost Effectiveness and Value. 30% o Under this criterion, proposals will be compared in terms of most reasonable and/or most effective pricing options. The evaluation committee will also take into consideration and indirect costs associated with the services and administration of the contract and opportunities for rebates.

• Collection and Recycling Criteria. 30% o Under this criterion, Vendors will be evaluated based on the adequacy and availability of physical, technological, and human resources necessary to perform the required services. This includes, but is not limited to, equipment, facilities, staffing levels, and infrastructure that demonstrate the vendor’s ability to meet project demands efficiently and reliably.

o The objective of the County is to determine the best option for scrap tire waste collection and recycling services. To this end, the County shall also consider all relevant factors including but not limited to;

Vendor’s qualifications and safety record, Process capability and capacity of the Vendor, Access to markets for all materials collected from the County and a plan in place to safely manage materials through market interruptions, Ability to provide detailed record keeping reports to the County, References from existing or prior clients

• MWBSDE Achievement Goals. 15% o Under this criterion, Proposals will be compared in terms of supplies and/or services to be provided by MBE and WBE Subcontractors to meet the achievement goals for the project as listed on Attachment 1: BDI Form A – Solicitation Coversheet.

• Acceptance of the Terms of the Contract.

o The County will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this Solicitation including the Sample County Contract referenced in Section

2.5. Contract listed below. Vendors shall provide pricing based on the requirements and terms set forth herein.

• Interviews/Demonstrations.

o Interviews/Demonstrations may be conducted with vendors at the sole discretion of the County. Any costs associated with interviews/demonstrations are the sole responsibility of the vendor.

2.5. Contract

• Should there be exceptions to the Contract, list them in Exhibit C. Contract Exception.

• Please refer to the Sample County Contract attached as a document to the RFP in MECKProcure.

o If your legal counsel needs to review the Sample County Contract for potential issues, the review must be completed prior to submitting a Proposal.

3. Proposal Content and Format

3.1. Letter of Transmittal

The Proposal must include a cover letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents on behalf of the vendor.

• The cover letter shall provide the name, address, telephone and facsimile numbers of the vendor along with the name, title, address, telephone and facsimile numbers of the executive that has the authority to Contract with County.

• Each vendor shall make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its Proposal: “The information contained in this Proposal or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to County, is true, accurate, and complete. This Proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead County as to any material facts.”

• The cover letter must include any trade secret issues/proprietary and/or confidential information.

3.2. Executive Summary

A summary describing the vendor’s understanding of the County’s requirements/specifications and the proposed solution.

• A proposed total cost for the project.

• A brief summary of the proposed total cost.

• A summary of the approach to be undertaken to perform the services.

• Highlights any superior or unique aspects of the Proposal.

• If applicable, identification of the proposed project team (including responsibilities).

• If you wish to add supplemental information, please be sure the additional attachment(s) is labeled

“Supplemental Information.”

3.3. Statement of Work

Vendors must submit a Statement of Work to demonstrate competency in performing services as defined in this Solicitation.

• Include detailed description of the services to be completed along with sufficient information for the County to determine if the vendor meets each requirement.

• The County has identified the requirements for this Solicitation in the Scope of Work.

• Format for submission:

o File size not to exceed 2MB o Single-spaced pages o One-inch margins o Font Times New Roman, size 12

3.4. Pricing

• Pricing will include all aspects of the project.

• Pricing will include travel at the IRS Per Diem rates for Charlotte NC.

• Any costs incurred in the process of preparing and/or submitting a Proposal shall be borne by the proposer.

https://www.gsa.gov/travel/plan-book/per-diem-rates

3.5. Insurance

• Evidence of adequate insurance or ability to obtain insurance must be included in the Proposal/response.

• Provide one of the following documents for the required insurance minimums marked below:

o A Certificate of Insurance.

o A signed and dated letter from your insurance provider on their company letterhead stating your ability to obtain coverage.

o Mecklenburg County must be listed as Certificate Holder on the accord.

Commercial General Liability

• Minimum $1,000,000 per occurrence/$2,000,000 aggregate

• Mecklenburg County must be listed as additionally insured.

Automobile Liability

• Minimum $1,000,000 per occurrence/$2,000,000 aggregate

Workers Compensation and Vendors’/Employers’ Liability

• State of North Carolina statutory requirements

• If less than three (3) employees (including the owner(s), provide signed statement on business letterhead that Worker’s Compensation is not required and state the number of full-time and part-time employees including owner(s)

3.6. Permits and/or Licenses

Must procure all necessary permits and licenses and abide by all applicable laws, regulations, and ordinances of all Federal, State, and local governments in which work under any resulting Contract is performed.

3.7. Audited Financial Statement – if requested

• Audited Financial Statement must meet the definition as outlined in the Audited Financial Statement

Requirements

• Must be prepared by an independent Certified Public Accountant.

• The year-end date for the financial statement must be within the past twelve (12) months.

• Submit Audited Financial Statement along with Proposal response.

• If Audited Financial Statement is not submitted with Proposal response:

o Your CPA must submit a letter stating the Audited Financial Statement will be finalized and submitted within thirty (30) calendar days after the Proposal due date as identified on the Schedule of Events.

o Letter must be signed and on CPA letterhead.

• The Audited Financial Statement and all correspondence related to the requirement must be sent to

Veronica.Uche@mecklenburgcountync.gov.

o Do not upload in MeckProcure.

3.8. BDI Program Forms

Vendors are expected to review the entire BDI Program Provisions Guide BDI Solicitation Coversheet as they are planning to submit the following BDI forms with their Bid/Proposal.

• Attachment 1: BDI Form A – Solicitation Coversheet

• Attachment 2: BDI Form B – Identification of Subcontractor Participation

• Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce

• Attachment 4: BDI Form D – MWBSDE Inclusion Plan with Bid/Proposal

The BDI forms are referenced as “Attachments” to this solicitation and are required forms.

https://mecktech.sharepoint.com/sites/Forms-and-Policies/FinPolicies/Financial%20Statements%20Policy.pdf https://mecktech.sharepoint.com/sites/Forms-and-Policies/FinPolicies/Financial%20Statements%20Policy.pdf mailto:Veronica.Uche@mecklenburgcountync.gov https://oed.mecknc.gov/bdi/resources

4. Digital Accessibility Compliance Mecklenburg County has a Digital Accessibility Policy related to all public-facing digital communications initiatives. The policy supports Mecklenburg County’s goal of providing equal access to all members of the public and complying with all applicable digital accessibility laws. Mecklenburg County has obligations under laws including (but not limited to):

The Americans with Disabilities Act of 1990 (or “ADA”, 28 CFR Parts 35 and 36), Section 508 of the Rehabilitation Act of 1973 (or “Section 508”, 36 CFR 1194).

This policy should be used when procuring third-party products, components or services related to the “public-facing digital communications” that are considered to be in scope for accessibility compliance and defined as:

• Mobile Websites and Applications: Mobile optimized websites and native applications (e.g. iOS®, Android®) that can be used by the public to interact with any services offered by Mecklenburg County.

• Websites & Social Media: Websites and digital content (HTML or non-HTML) that can be accessed by the public via internet browser or social media platform (e.g. Facebook, etc.).

• Other Public Facing Websites: Other Mecklenburg County public-facing sites such as: E-Parks, EastwayRec.com, and other department websites.

• Any other digital communications effort towards public recipients.

To ensure compliance with this policy, a Voluntary Product Accessibility Template (VPAT) must be submitted to Public Information’s Web Services Manager prior to any product public implementations.

5. Vendor Support

5.1. Vendor Registration and Training

Must be completed prior to response submission but is not required to access the Solicitation documents.

• See MECKProcure to:

o Register as a vendor, click on Register located on the left side of the page.

o To access RFP documents, click on Public Access located on the left side of the page.

• Training regarding Vendor Registration and Electronic Bid/Proposal Submission will be provided by the Vendor Management Program Office. The training will assist with registration and electronic Bid/Proposal submission.

o To participate in the training, you must Register for training.

o Confirmation of the scheduled training along with details will be forwarded to the registrant.

5.2. National Institute of Governmental Purchasing Codes (NIGP)

• NIGP Code is a universal taxonomy for identifying commodities and services in procurement systems.

• Define the code for the requested good/service.

https://mecktech.sharepoint.com/sites/Forms-and-Policies/PIDPolicies/Voluntary%20Product%20Accessibility%20Template%20(VPAT)%20for%20WCAG.docx https://mecklenburgcounty.co1.qualtrics.com/jfe/form/SV_cxcuGZ81ui9eO0t

6. SCOPE OF SCRAP TIRE COLLECTION AND RECYCLING SERVICES

6.1 County Information

Mecklenburg County located in Charlotte North Carolina through its LUESA Department’s Solid Waste Division (the County) is seeking a Vendor (Vendor) with qualifications to provide the following services. In accordance with North Carolina’s Scrap Tire Disposal Act, the County accepts scrap tires from Certified Scrap Tire Haulers that haul certified scrap tires from businesses.

Scrap Tires delivered to the County’s Metal & Tire Facility (M&T Facility) are required to have originated in North Carolina.

At the M&T Facility tires are loaded from tire hauler’s trucks into a 53-foot enclosed trailer.

Currently an average of 3 trailers are filled per day, Monday through Friday. Full trailers shall be hauled by the Vendor to transport them to their facility for recycling and/or shredding.

The Vendor also supplies staffing at the M&T Facility, to accept tires and verify that required and completed Scrap Tire Certification forms are provided by haulers. Employee(s) shall also assist with loading tires from hauler’s trucks into trailers.

All tires must pass through the M&T Facility; the Vendor shall not accept any tires hauled directly to its facility, or haul tires themselves to their facility without first weighing tires at the County’s M&T Facility.

For purposes of this Scope of Work, the definition of a “scrap tire” shall be a tire that is no longer suitable for its original, intended purpose because of wear, damage, or defect including automobile, truck, tractor and off-road tires, on or off their rims, but substantially free of oil, grease, other petroleum products, household waste, or excessive dirt/debris. Scrap tires will be free of hazardous substances. “Tire” means a continuous solid or pneumatic rubber covering that encircles the wheel of a vehicle.

Table 1: Location for Tire Collection Facility Address Hours of Operation

Metal and Tire Facility (M&T Facility)

5740 Rozzelles Ferry Road Charlotte, NC 28214

7:00 a.m. – 3:00 p.m.

Monday through Friday

6.2 Vendor Responsibilities

a) Provide adequate staff at the M&T Facility to receive tires, load tires, and authenticate tire certification forms Monday through Friday from 7:00 a.m. to 4:00 p.m.

b) Provide adequate staffing and equipment to collect, load, transport, dispose, and properly complete documentation on all scrap tires received at County designated locations. The County reserves the right to approve and reject site attendants and subcontractors that will be or are working on County property.

c) Providing and coordinating collection equipment on such a schedule as to always have sufficient empty space to load scrap tires deposited at the location designated in Table

1. The County believes this requires at a minimum 3 trailers be positioned at the M&T Facility at all times.

d) Removing all loaded trailers within 24 hours and leaving no scrap tires on the ground overnight.

e) Hauling and removing the trailers and/or removing when full.

f) Reporting the weight of the tires collected to the County.

g) Charging the County according to the price schedule agreed upon as part of the contract.

h) Have access to truck weight scales which are certified and calibrated at least annually, to report all weights back to the County.

i) Following all rules and Regulations of the Tire Location(s). Vendors are encouraged to visit the site listed in Table 1.

j) Moving and placing collection containers as requested by the County.

k) Utilizing containers that are safe, do not contain holes or graffiti, and are clearly labeled. Any container not meeting the standards of safety or needs of the County may be rejected and the Vendor would not be allowed to use that container.

6.3 Materials

a) The Vendor shall provide all containers/trailers and transportation equipment. The containers will receive scrap tires.

b) The Vendor shall not collect or comingle other materials or tires into containers/trailers once leaving the County Facility where the material was collected.

c) The Vendor shall document any items they believe are not acceptable as scrap tires and provide photographic evidence to the County so the County may endeavor to omit such material in the future.

d) If any loads contain hazardous wastes or other critical items, such as radioactive materials, the Vendor shall immediately contact the County and work together to resolve the situation. It is not the intent of the County for the Vendor to dispose of any hazardous or radioactive materials.

e) Historical Tonnages are as follows:

Fiscal Year (July – June) FY23 FY24 FY25

Scrap Tires 25,650 tons 26,267 tons 26,800 tons

All tonnages listed herein are offered as is. The County makes no warranty, express or implied, as to quantity, kind, character, quality, weight, size, or description of any of the materials, or its fitness for any use or purpose.

6.4 Special Circumstances

In the event of a storm event or disaster, the County may operate temporary debris management sites in the County and those sites may require material collection and management. The Vendor shall assist with those events where necessary. The same contract terms and conditions will be applied to these service sites if needed during such events. Quantities of materials from these sites are not known and will vary depending on the magnitude of the disaster and from site to site.

Mecklenburg County is seeking Proposals for the collection and recycling of scrap tires that are generated by the County’s Solid Waste Management Program up to the point covered by the State Tire Fund Distributions. If it is determined that funds are not available, the County may determine that tire acceptance shall cease until it is determined that funds are available.

6.5 Monitoring

The County reserves the right to monitor the activities of the Vendor as needed to ensure that materials are being disposed of in accordance with the contract. Specifically, the County may visit the Vendor’s facilities or perform routine audits. Such visits and audits may be unannounced, but in most cases will be scheduled at least one business day in advance.

All containers should be inspected before loading and cleaned or repaired where necessary to avoid loss or spillage. Open top trucks or trailers should be securely tarped or covered. A weight ticket for each container will be submitted with payments and/or invoicing presented to the County. This should clearly indicate the material weighed, as well as the gross, tare and net weights of each shipment.

6.6 Reporting Requirements

The Vendor shall provide monthly reports that provide the number of individual pickups, number of individual tires, and the tons of material removed. In addition to the number or amount, the reports will also state:

• How and where materials were taken and managed.

• Names, addresses and contact information for buyers of County property.

• Any other items not specifically stated above as requested by the County.

6.6.1 Reporting and Documentation

The Vendor shall report all measurements in terms of short tons, where one (1) ton equals 2,000 pounds.

The Vendor represents and warrants to the County that it will manage all scrap tires in a manner consistent with all applicable local, State, and Federal statutes and regulations, including but not limited to the North Carolina Scrap Tire Disposal Act, and that such tires will be either used as feedstock or raw material in manufacturing new products including mulch, road construction materials, septic tank drain fields, burned for energy production, or recycled in another manner approved in writing by the County.

The Vendor shall provide weight tickets for each load of material removed from any County Facility and provide this to the County at the end of each month, by the tenth (10th) day of the next month.

Tabulation of materials shall be presented to the County in a format that is clear and concise, and mutually agreeable to each party. Electronic copies are required.

6.7 Transportation and Disposal

Materials must be transported off-site as needed in vehicles permitted for such transportation, according to State and Federal regulations by drivers properly trained and licensed to transport such materials.

6.8 Rejection of Contaminated Tires

Should Vendor receive a tire from the County which does not meet the definition of scrap tire or is contaminated by a hazardous substance or receives an object other than a scrap tire from the County, Vendor may set aside the tire or other object and either return it to the County at the location from which scrap tires were picked up or request that the County pick it up from Vendor’s facility. The County agrees to pick up any such tire or other object within three business days after receiving such a request from the Vendor.

6.9 Permit Requirements

Vendor shall possess a valid “Solid Waste Permit” authorized by the North Carolina Department of Environmental Quality. Scrap tires in North Carolina are regulated according to the North Carolina Scrap Tire Disposal Act, G.S. 130A-309.51-64 and the NC Solid Waste Management Rules, codified at 15A NCAC 13B.1100. These statutes and rules provide for the permitting of scrap tire collection sites and require that owners and/or operators meet the siting, design, construction, operational and financial responsibility requirements of these rules.

6.10 Vendor Self-Hauling and Direct Hauling

The Vendor may utilize their own separate workforce and equipment to pick up and haul tires generated by Mecklenburg County businesses to the Vendor’s facility. However, all tire loads must first weigh in at the County’s Metal & Tire Facility prior to being hauled to the Vendor’s facility.

The Vendor is responsible for certifying origin of tires and providing the County with documentation. All facilities where scrap tires are picked up shall be located within Mecklenburg County.

Exhibit A. Proposal/Solicitation Participation Acknowledgement This form is to acknowledge that you are interested in participating in this project and that you have read/reviewed the County Sample Contract that will be used upon award. Failure to submit this form by the designated date as identified on the Schedule of Events shall not preclude the Company from submitting a Proposal.

• Please complete and submit this form to the email address: Meckbids@mecklenburgcountync.gov.

• In the Subject Line include: Attention: Enter Project Title Enter Solicitation # Enter Name, Procurement Analyst

AGENCY CONTACT INFORMATION

Name: Phone:

Fax: Email:

AGENCY INFORMATION

Agency Name:

Name: Title:

Address:

City: State: Zip Code:

Business Designation (check One)

Individual [ ] Sole Proprietorship [ ] Public Service Corp [ ] Partnership [ ]

Corporation [ ] Government/ Nonprofit [ ] LLC [ ]

Please check the appropriate box and provide the requested information:

• Yes ☐ No ☐ Will attend the Pre-Proposal Conference and will submit a Proposal

Number of attendees: In-Person Via Teleconference

• Yes ☐ No ☐ Will not attend the Pre-Proposal Conference; however, intend on submitting a Proposal

Reason:

• Yes ☐ No ☐ Will not attend the Pre-Proposal Conference nor submit a Proposal

Reason:

Exhibit B. Pricing Worksheet

Regardless of exceptions taken, Companies shall provide pricing based on the requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every aspect of the Project.

Cost must be in United States dollars.

You must fill out all items listed (please note, there are 2 pages to this exhibit). If there are additional costs associated with the Services, please add to this chart.

Your pricing must reflect all costs for which the County will be responsible.

For purposes of this Solicitation, assume an initial term of three (3) years, with the County having an option to renew for two (2) additional, consecutive one (1) year terms thereafter unless earlier terminated pursuant to the terms and conditions of the Contract

Item Pricing Per Ton

Price to receive, authenticate, and transport passenger tires from the Metal & Tire Facility with attendant $ /ton

Price to receive, authenticate, and transport OTR tires from the Metal & Tire Facility with attendant $ /ton

Please provide any and all additional item descriptions and associated fees which may occur during the contract terms in the spaces provided below.

Price Adjustment The proposed prices herein shall be honored through June 30, 2028. The Vendor will be given a once-per-year formal opportunity to submit contract price changes based upon the Consumer Price Index (CPI). The Vendor shall provide the County with at least ninety (90) days prior written notice of any revised pricing. The first price adjustment, if any, shall occur on July 1, 2028 in order to align with the County’s Fiscal Year. If the County agrees to future revised pricing, such changes will become effective July 1st of the corresponding calendar year. Any change in pricing shall be agreed upon by both parties via email and shall be reflected in an updated Exhibit B. Pricing Worksheet (as a Supporting Document to the Contract). Changes in pricing will only be allowed with accompanying documentation of changing market conditions based on the CPI and will not be allowed for the sole purpose of offering more competitive prices without reference to market conditions.

Price increases shall be permitted only upon the County’s sole determination that such increases are justified by legitimate, bona fide increases in the Vendor’s cost of providing the products and/or services under the Contract. No adjustment shall be made to compensate the Vendor for inefficiency in operation, increase in labor costs or for additional profit.

Exhibit C. Contract Exception

Instructions: Please acknowledge exception status to the County Sample Contract.

Exceptions to the County Sample Contract* No Exceptions to the County Sample Contract

All exceptions must be listed below. Exceptions not listed may not be considered during contract negotiation.

Page # Section Specification/Requirement Exception

Exhibit D. Addenda Receipt Confirmation Instructions: Please acknowledge receipt of all addenda posted to MECKProcure by including this form with your Proposal.

ADDENDUM #: DATE REVIEWED:

I certify that this Proposal complies with the General and Specific Specifications and conditions issued by Mecklenburg County except as clearly marked in the attached copy.

(Please Print Name) Date

Authorized Signature

Title

Company Name https://www.meckprocure.com/webapp/VSSPROD/AltSelfService

Exhibit E. Vendor Company Information - Background and Experience Vendor Background

Question Response

Vendor Identification Legal Vendor Name:

Vendor Assumed or DBA Name:

Vendor Address:

Vendor Contact Information:

Corporate Notes Ownership:

State company ownership status

• Business

• Sole Proprietor

• Partnership

• Corporation

• Limited Liability Corporation (LLC)

• Other

State what city and state the company was legally formed.

State the date the company was formed.

Certified Partnerships:

Identify certifications held for implementing another firm’s products. Include how long the partnership or certification has been effect.

Organization Size:

Describe organization, including any parent companies, subsidiaries, affiliates, and other related entities.

• If a Subsidiary o # Of employees of proposing company/division o Identify revenues of proposing company/division

Vendor Experience Customer Base:

# Of public sector clients.

# Of clients that are municipalities/counties

# Of clients served similar in size to the County

Terminated Projects:

List any terminated projects. Please disclose the jurisdiction and explain the reason for the termination.

Litigation:

List any litigation that you have been involved with during the past two (2) years regarding services provided.

Additional Narrative Response Background:

Describe company in terms of size, type of services offered, and clientele served.

Describe track record for providing services and/or deliverables similar to the Scope of Work in the Solicitation.

Financial Information:

State whether the company or its parent company (if any) has ever received any sanctions or is currently under investigation by any regulatory or government body.

Communication Describe communication scheme you will use to keep the County informed about services?

What risks are associated with the project? What contingencies have been built in to mitigate those risks?

Exhibit F. Vendor Reference Form

Please provide the following information for three (3) customers of comparable size and scope as outlined in this Solicitation, particularly North Carolina public sector customers that the vendor has been under Contract with during the past five (5) years, as well as any additional municipality references.

References may be called at any time during the procurement process. The County will not notify Vendors before reference checks begin.

The County reserves the right to check any other reference(s) that might be indicated through the explicitly specified contacts or that result from communication with other entities involved with similar projects.

If your Proposal includes a Third-Party Provider, you must also submit a separate copy of this form for each Third- Party Provider.

REFERENCE 1:

Name of Client: ___________________________________________________ Phone: ___________

Address: _______________________________________________________________________________

Primary Contact: __________________________________ Title: _______________________________

Email Address: ________________________________________ Phone: ___________________________

Service Dates: __________________________________________________________________________

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees: _________________

REFERENCE 2:

Name of Client: ___________________________________________________ Phone: ___________

Address: _______________________________________________________________________________

Primary Contact: __________________________________ Title: _______________________________

Email Address: ________________________________________ Phone: ___________________________

Service Dates: __________________________________________________________________________

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees: _________________

REFERENCE 3:

Name of Client: ___________________________________________________ Phone: ___________

Address: _______________________________________________________________________________

Primary Contact: __________________________________ Title: _______________________________

Email Address: ________________________________________ Phone: ___________________________

Service Dates: __________________________________________________________________________

Summary and Scope of Services Provided:

Client Operating Budget: $________________________ Client # of Employees: _________________

10/2018

Attachment 1: BDI Form A – Solicitation Coversheet

BUSINESS DIVERSITY & INCLUSION (BDI) PROGRAM PROVISIONS GUIDE

Mecklenburg County Government Formal Documents

BDI SOLICITATION COVERSHEET

The County maintains a strong commitment to the inclusion of MWBEs in the County’s contracting and procurement process. Accordingly, BDI provides information and forms that Bidders will supply to be considered for the Program.

Bidders are expected to review the entire BDI Program Provisions Guide and this BDI Solicitation Coversheet as they are planning to submit the BDI form(s) with their Bid/Proposal.

The Bid/Proposal should outline any supplies and/or services to be provided by Subcontractors, including each certified Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) for the Contract. Submittals (forms) and time frames can be referenced in Section-4.

PROJECT NAME: Scrap Tire and Recycling Services RFP #487-BR-LUE004022

INDUSTRY CATEGORY

Architect & Engineering Construction Professional Services Other Services Goods

Review the established participation goal type selected with the below for this specific solicitation.

PARTICIPATION GOAL TYPES

*Note: the goals must be achieved independently and not in combination

Required Bid forms associated with this participation goal type are:

• [Form A] Listing of Good Faith Efforts (GFE)

• [Form B] Identification of Subcontractor Participation

• Joint Ventures Documentation (include when is selected)

• [Form B] Identification of Subcontractor Participation

• [Form C] Statement of Intent to Perform Contract with Own Workforce

• [Form D] MWBE Inclusion Plan

• [Form D] MWBE Inclusion Plan

Document Effective: 20220701 | Revised: XXXXXXXX

A. CONTRACT-BY-CONTRACT GOALS

THE ESTABLISHED PARTCIPATION GOALS FOR THIS PROJECT ARE:

MBE WBE

B. ACHIEVEMENT GOALS

THE ESTABLISHED PARTICIPATION GOALS FOR THIS PROJECT ARE:

11% MBE 4% WBE

C. SPECIAL PROJECTS

THE ESTABLISHED PARTICIPATION GOALS FOR THIS PROJECT ARE:

MBE WBE

Attachment 2: BDI Form B – Identification of Subcontractor Participation

Form B – Identification of Subcontractor Participation [Submit with Bid]

The County maintains a strong commitment to the inclusion of MWBEs in the County’s contracting and procurement process when there are viable subcontracting opportunities. Bidders must submit this form with their Bid/Proposal outlining any supplies and/or services to be provided by all Subcontractors, including each MBE, WBE, and non-certified firms for the Contract.

***Prior to submission, review your documents for accuracy and ensure all items are complete***

I, the Authorized Person, do hereby certify that on this Contract, we intend to use the following certified MWBEs and non-certified firms as Subcontractors (subconsultants, vendors, suppliers, and/or providers of professional and/or other services). We intend to expend the amounts/percentages below of the total dollar amount of the contract with the businesses listed **MBE and WBE Certification with the NCHUB Office is required to be counted toward participation goals.

Total Utilization Amount

Total Utilization

Percentage

Total MBE Amount

Total MBE Percentage

Total WBE Amount

Total WBE Percentage

Total Non- Certified Amount

Total Non- Certified

Percentage

Firm Name /

Contact Person Telephone /

Email County /

State

Scope of Work MBE Amount

WBE

Amount

Non- Certified Amount

Name of Bidder:

(Company Name)

Certification Status (check all that apply):

MBE WBE NCSBE

CBI-SBE NCDOT-DBE

Project Name: Solicitation #: Total Bid Amount:

Authorized Person: Telephone: Email:

(add additional sheets if needed)

Pursuant to GS143-128.2(d), the undersigned will enter into a formal agreement with the firms listed on this form, conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract, giving rise to all contract and/or statutory remedies, including but not limited to cancellation of the contract.

The undersigned hereby certifies that he or she has read the BDI Program Provisions Guide and the terms of this commitment and is authorized to bind the Bidder to the commitment herein set forth.

Signature of Authorized Person Title Date

Attachment 3: BDI Form C – Statement of Intent to Perform Contract with OWN Workforce

Form C – Statement of Intent to Perform Contract with OWN Workforce [Submit with Bid]

Name of Bidder:

(Company Name)

Certification Status:

MBE WBE NCSBE

CBI-SBE NCDOT-DBE

Telephone: Emails:

Project Name: Solicitation #:

Total Bid Amount:

I hereby certify that it is our intent to perform 100% of the contract required for this Contract.

1. In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type of project, normally performs, has the capability to perform, and will perform all elements of the work (labor) on this project with his/her own current workforces – including any aggregation of material, equipment or supplies required for the project provided by the Bidder’s company for utilization on a County Project, with the total value of which is ten percent (10%) or more of the value of the contract or $2,000, whichever is less; and

The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement.

2. If it should become necessary to subcontract some portion of the work at a later date, the Bidder will comply with all "Good Faith Efforts" requirements in providing equal opportunity to MWBE firms to Subcontract the Work. The BDI Program Office should be notified immediately and approved, and respective BDI Program Provisions and Forms should be adhered to.

The undersigned hereby certifies that he or she has read the BDI Program Provisions Guide and this certification and is authorized to bind the Bidder to the commitments herein contained.

State of , County of Subscribed and sworn to before me this day of 20 Notary Public Name/Signature My commission expires

Date: Name of Authorized Person:

Signature:

Title:

SEAL

Attachment 4: BDI Form D – MWBE Inclusion Plan

Form D – MWBE Inclusion Plan [Submit with Bid, when selected in the BDI Solicitation Coversheet]

Create a detailed description of the strategies and actions the Bidder will take to outreach fairly and equitably, support, and contract with MWBEs.

The following are elements to incorporate into the MWBE Inclusion Plan to help collaborate with MWBEs by addressing the following, but not be limited to:

• the firms you contacted, when, and how you made contact, and their contact information

• the outreach strategy used to meet this Contract’s MWBE achievement goals;

• the specific resources and resource contacts utilized to locate MWBE firms for this

Contract;

• the plan for building a connection with MWBEs and developing a project team;

• the plan to strengthen business relationships;

• the methods that will be used to improve lines of communication;

• the approach(es) that will be taken to resolve disputes;

• detailed description of the supportive services and activities that will be established for business development and how the plan will be executed;

• the mentorship opportunities that will be made available and how those opportunities will be executed; and

• the efforts that will be made available for capacity building and how those efforts will be executed.

(add additional sheets if needed)