Specifications - Waste Tire Processing 6100059615.docx

INVITATION FOR BID

SPECIFICATIONS

PENNSYLVANIA DEPARTMENT OF ENVIRONMENTAL PROTECTION

WASTE TIRE PROCESSING – 2023

SCOPE OF WORK

The Pennsylvania Department of Environmental Protection (DEP), is seeking professional services for the removal of all tires from the designated waste tire pile locations within Pennsylvania. This includes tires from any and all vehicle types, as well as tires on rims or any other type of mount.

Remediation requirements for this project include that the successful bidder provide for the removal, transportation, processing, and/or disposal of waste tires in an environmentally sound manner in accordance with all applicable federal, state and local laws and ordinances.

Acceptable methods of recovery and/or remediation of tires include, but are not limited to: reuse, recycling, chipping and shredding for use in daily cover mix or disposal at a permitted sanitary landfill. Other acceptable uses include shredding tires into tire-derived fuel, shredding into chips for use in approved civil engineering applications, conversion into crumb rubber and/or rubber-related products and other methods as approved by DEP. In advance of commencing operations, the successful bidder must provide DEP with a list of all potential disposal/processing facilities that they intend to use for waste tires collected during the contract period.

The successful bidder will provide all necessary labor and equipment to remove and/or process the tires from the piles (identified in Attachment A) and transport the tires to a permitted storage, processing/reuse location or facility operating in compliance with existing permits and prevailing environmental regulations:

The work will comply with all applicable laws, including the Department’s Residual Waste Regulations; Act 90 of 2002, the Waste Transportation Safety Act; Act 190 of 1996 and the Waste Tire Recycling Act.

CONTRACT TASKS

Through this bidding process, the Pennsylvania DEP seeks to enter into an Established Price contract with a professional contractor to remove waste tires from priority abandoned waste tire pile sites listed on Attachment A, Name and Location of Waste Tire Sites. The tire pile sites are located at various sites in Pennsylvania.

Waste tires shall be removed from the sites as listed on Attachment A. Upon notification from DEP to the successful Contractor of the need for removal of waste tires from the site, the Contractor shall provide its written cleanup plan (as described below) within two weeks to DEP, and shall be mobilized and working on the first site within thirty (30) calendar days of this notification.

CLEANUP PLAN

For each site to be cleaned up, the successful bidder will provide (and maintain) a written cleanup plan at the site. The written cleanup plan shall be submitted to DEP prior to the start of remediation, and shall include a description of the following:

· Anticipated start date of project;

· Projected operating days and hours;

· The remediation and processing operations;

· Temporary storage or staging of tires or processed tires;

· Tire loading process;

· The names and addresses of the end-use facility/ies that will receive tires and/or tire material resultant of the remediation efforts. Note, all tires must be removed from each site. The end-use facility/ies must be permitted to receive the aforementioned tires or tire material;

· The process to be used to obtain a weight slip from a certified weigh master for every load of tires or tire material removed from the site location. Every load removed is required to be documented with a weight slip;

· An emergency response plan;

· The erosion and sedimentation control measures to be used onsite during operation;

· Storage of any large equipment that may be used during tire pile remediation;

· The storage and disposal of any byproducts of the processing operation;

· Account for stream crossings and streambank/riparian zone protection, if applicable to the site;

· Final grading and revegetation plan to include seeding and mulching efforts after cessation of operation. Areas from which tires are removed or areas that do not have vegetative cover as a result of contractor activities must be revegetated after cessation of activities.

· The apparent lowest responsive/responsible bidder must also clearly identify the staff/individuals who will manage the tire removal operations. Include names and contact information including e-mail and telephone numbers.

CONTRACTOR RESPONSIBILITIES

· Regarding each tire pile site: The processing, removal, and transportation of tires, as well as delivery and acceptance by a permitted storage, reuse location and/or facility/ies shall begin within thirty (30) days of receiving a fully executed purchase order/contract. All work for each site must be completed within six (6) months unless approved by the Program.

· DEP must approve, in advance of transport, the end-use facility/ies that will receive tires and/or material resultant of the remediation efforts. The end-use facility/ies must be permitted to receive the aforementioned tires or tire material. The successful bidder must receive written approval from DEP prior to transport of processed tire material or products off-site in accordance with this contract. The successful bidder must provide written documentation to DEP, on request, detailing purchase orders, contracts and/or agreements with the permitted storage, processing and/or disposal facility/ies where the tires or processed tire material will ultimately be processed or disposed.

· The successful bidder must commence on-site operations at one (1) of the listed properties/sites identified in Attachment A within thirty (30) calendar days of receiving an executed purchase order, unless otherwise approved by DEP.

· The successful bidder must secure all necessary permits prior to beginning onsite work.

· As related to tree-clearing and land grubbing: clear-cutting and severe deforestation are not permitted.

· The successful bidder must comply with PA Chapter 102 regulatory requirements as related to storm water, erosion and sedimentation control. Storm water runoff shall be managed in accordance with The Clean Streams Law and regulations promulgated thereunder. Prior to commencing operations at the property, the permittee must obtain all necessary storm water management permits, if applicable.

· If the successful bidder does not achieve consistent and continued progress in removing tires, as determined by DEP, then the contract may be cancelled.

· For the duration of remediation activities, the contractor must work cooperatively with the property owner(s) in coordination and implementation of all work activities. The successful bidder must maintain and allow for open property access for each landowner, as well as, their normal traffic and/or farming operations. In all aspects of operation, the successful bidder must strive to minimize adverse impacts to the property and surrounding environment.

· The successful bidder shall submit a monthly progress report of processing activities to DEP. The monthly report must identify the number of tons of tires removed from the site on a month-by-month basis. All monthly reports shall be provided on paper or in an electronic format that is compatible with Microsoft Office software. The successful bidder shall provide a final report at the end of the contract and any subsequent renewal terms. Digital photographs of the original conditions at the site, as well as photos of final site conditions, must be submitted to DEP.

CONTRACTOR QUALIFICATIONS

The contractor shall possess a minimum of three (3) year’s experience in remediation of large tire piles and earthmoving/grading work. After bid opening and prior to award of the contract, DEP shall request the apparent low bidder to demonstrate its qualifications. The Contractor shall complete Attachment B and provide the DEP with a minimum of three (3) references for which the same services, as outlined in these Specifications, were performed. DEP will also review the contractor’s compliance history in accordance with environmental statutes, rules, and regulations.

1. Experience

DEP will evaluate the lowest responsive/responsible bidder based on their past experience of conducting waste tire cleanups. Therefore, prior to award, DEP shall contact the apparent most responsive/responsible bidder for a list of the respective site locations and total number of waste tire cleanups it has completed, including the total number of tons it has cleaned up over the past three (3) years. The bidders must:

· List the number of years your organization has worked in the waste tire management business.

· List the waste tire sites/cleanups completed by your organization; provide information on the number of tires removed, if the tires were shredded/chipped, and how the tires were disposed.

· List other related project experience that you feel will qualify you for this work.

2. Compliance History/Background

· DEP will conduct a background/compliance status review for the purpose of determining compliance status with respect to applicable environmental regulations. The selected Contractor must demonstrate a history of environmental compliance, having an absence of significant and/or egregious noncompliance or enforcement actions on record. Each bidder is required to provide information related to past and current compliance and instances of noncompliance, including Notices of Violation, penalties and enforcement actions. DEP reserves the right to reject any and all bids from any contractor who is determined by DEP to be in violation of applicable environmental regulations or for any other reason per attached Terms and Conditions. DEP also reserves the right to terminate the awarded contract at any point during the term of the contract as a result of noncompliance with any federal, state or local law, regulation or ordinance.

INSURANCE REQUIREMENTS

The successful bidder shall purchase and maintain, at its expense, the following types of insurance, issued by companies acceptable to the Commonwealth:

1. Workmen’s Compensation Insurance sufficient to cover all employees of the successful bidder working to fulfill the obligations of this contract.

2. Public Liability and Property Damage Insurance to protect the Commonwealth, the Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the Contract or the failure to perform under the Contract, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

Such policy shall name the Commonwealth and each property owner as an additional insured. Prior to the commencement of work under this contract, the successful bidder must provide the Commonwealth with current Certificates of Insurance. These Certificates shall contain a provision that coverages afforded under the policy shall not be cancelled or changed until at least thirty (30) days written notice has been given to DEP.

CONTRACT TERM

The contractor shall commence work within thirty (30) days of receipt of an executed purchase order/contract and terminate one (1) year from the execution date.

PAYMENT TERMS

The successful bidder shall be reimbursed at the unit price bid for actual services performed. The unit price is the price per one (1) ton of tires, processed or disposed. Unit price must include all costs associated with the removal/disposal/transportation.

· Due to regulatory requirements, DEP will not provide reimbursement for whole tires taken to a landfill and accepted by that landfill as a waste, although chipped or shredded tires may be disposed at some facilities.

· No part of the payments or disbursement from this fund may be allocated towards the purchase of equipment.

· Payments shall be made on a reimbursement basis for services satisfactorily performed as determined by DEP.

· The successful bidder shall be paid, “per ton of tires processed or disposed” on a reimbursement basis for services performed. The successful bidder may submit invoices for reimbursement to DEP on a monthly basis. The successful bidder shall submit legible weight slips to support expenditures. Reimbursement requests shall be made to coincide with the expenditures of tire removal and/or processed tire material from the property along with submittal of monthly progress reports. Weight of all trailer loads transported from the property to the permitted storage, reuse and/or disposal facility shall be documented on weight slips obtained from a certified weigh master. These records shall be used when seeking reimbursement. In all cases the successful bidder shall provide written documentation from the end use location operator/owner showing proof of receipt of tires and/or tire material for reuse or disposition.

· Written documentation providing proof of acceptance and offsite processing of whole tires or tire material must be provided to DEP, as well as written documentation from the end use location and/or facility owner, showing proof of receipt of tires and/or tire material for reuse. These records shall be submitted to DEP with all reimbursement requests and made available to DEP upon request.

· Payment to the contractor shall be made within approximately 30 business days after invoice receipt at the unit bid price for the quantities supplied.

· Invoices shall be provided to:

PA DEP, Bureau of Waste Management P.O. Box 69170 Harrisburg, PA 17106-9170 Attn: Administrative Officer

AGENCY CONTACTS

Any technical questions should be directed to Joseph Jones, phone: 717.783.7500 email: josrjon@pa.gov. Email communication is preferred.

Questions regarding bidding procedures should be directed to Brady Fries, phone: 717.783.8381, email: bfries@pa.gov. Email communication is preferred.

BID SUBMISSION

All Bids must be submitted electronically through the Department of General Services’ (DGS) eMarketplace website. The eMarketplace website is located at http://www.emarketplace.state.pa.us. DEP is not responsible for the maintenance of the eMarketplace website.

DGS’s Supplier Service Center (https://www.dgs.pa.gov/Materials-Services-Procurement/Supplier-Service-Center/Pages/default.aspx) is available to assist vendors with registration, bidding, and account management. For questions regarding registration help, send an email to RA-PSC_Supplier_Requests@pa.gov or call (877) 435-7363, choose option 1. For questions regarding bidding help, send an email to srmhelp@pa.gov or call (877) 435-7363, choose option 2.

DEP is not responsible for the support or functionality of any Department of General Services website.

ESTIMATED QUANTITIES

The quantities contained in the IFB section are estimated only and may increase or decrease dependent upon the needs of DEP. Ancillary items may be added to this acquisition (purchase order) at the discretion of both parties at a mutually agreed upon price.

BID AWARD

Award will be made to the responsible responsive bidder based on the lowest grand total price. Bidders are required to complete and return the “Reciprocal Limitations Form” electronically attached to the IFB file. Reference see Title 62 Pa C.S. Section 107.

RFx 6100059615

ATTACHMENT A – Name and Location of Waste Tire Sites

ATTACHMENT B - References

Provide references, when possible, from established firms or government agencies other than the procuring agency (PA DEP) that can attest to your company’s experience and ability to perform the contract work subject to this bid.

Reference 1.

Company/Firm (name and address):

Contact Person (name and phone number):

Services Provided:

Reference 2.

Company/Firm (name and address):

Contact Person (name and phone number):

Services Provided:

Reference 3.

Company/Firm (name and address):

Contact Person (name and phone number):

Services Provided: