Request for Bids for the Transport and Proper Recycling of Residential Alkalinebatteries

Request for Bids for the Transport and Proper Recycling of Residential AlkalineBatteries

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The Onondaga County Resource Recovery Agency is seeking a firm to provide transport and recycling of approximately 65 tons (130,000 pounds) of alkaline batteries in 2017, with a one-year option extension for 2018.

Bid Due Date: Friday, January 13, 2017, 4:00 p.m.

ONONDAGA COUNTY RESOURCE RECOVERY AGENCY

100 Elwood Davis Road

North Syracuse, New York13212-4312

(315) 453-2866 phone

(315) 453-2872 fax

Request Dated: December 19, 2016

1.0Introduction

The Onondaga County Resource Recovery Agency (OCRRA, or the Agency) is a state created public benefit corporation which is empowered to "receive, transport, process, dispose of, sell, store, convey, recycle and deal with in any lawful manner and way solid waste and any products or by-products thereof." OCRRA's main office is located at 100 Elwood Davis Road, North Syracuse, New York 13212-4312.

OCRRA is legally able to contract with agencies, municipalities, individuals and corporations for such work and to execute the necessary instruments.

OCRRA, directed by a 15 member Board of Directors, operates a comprehensive municipal solid waste management program for 33 of the 35 municipalities within the County of Onondaga (excluding the Town and Village of Skaneateles). Population in the OCRRA service area is about 450,000.

The Onondaga County Resource Recovery Agency is seeking a firm to provide transport and recycling of approximately 65 tons (130,000 pounds) of alkaline batteries in 2017 (about 16 tons collected on a quarterly basis).

2.0 ESTIMATED ANNUAL QUANTITY
The anticipated volume of alkaline batteries collected each year isapproximately 65 tons (130,000 pounds).The Agency is seeking a firm to provide transport and recycling of these alkalinebatteries; about 16 tons collected on a quarterly basis.

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3.0CONTRACT PERIOD
The contract period will be from March 1, 2017, through December 31, 2017, with a one-year Agency option extension for 2018, at the same service rates as 2017.

4.0COLLECTION SYSTEM
OCRRA’s alkalinebattery collection program consists of:

• Alkalinebatteries that residents drop off at various locationsthroughout the community.
• Alkaline batteries collected curbside during the month of July.
• Alkaline batteries brought to OCRRA’s Rock Cut Road transfer station.

5.0 CONTAINERIZATION

The alkalinebatteries are containerized in 55 gallon drums, to be provided by the vendor.

6.0PUBLIC DISCLOSURE

Prior to contractor selection, all information contained in the main body of the bid shall be considered confidential and not, to the extent permitted by applicable laws and regulations, subject to public disclosure due to the fact that the information will directly affect contractor selection. Proprietary or confidential information should be clearly labeled as such.

7.0TARGET DATES

The following schedule shows the target dates for this Request for Bids:

• Bid Request Issued December 19, 2016
• Deadline for Questions from Vendors December 30, 2016
  All inquiries and requests shall be directed to
  Cheri Zajac,email: .
• Agency Responds to Information Inquiries January 4, 2017
• Bid Due January 13, 2017, 4:00 p.m.
• Bid Award February 8, 2017

8.0SPECIFICATIONS:

OCRRA requires a contractor to provide the following services:

1. Provide the 55 gallon drums to be utilized for shipment to the alkaline battery recycling facility.
   
2. Collect the drums from OCRRA’s Rock Cut Road Transfer Station, 5808 Rock Cut Road, Jamesville, NY, 13078, and transport full drums to a recycling facility; OCRRA will NOT consider proposals that simply call for disposal or landfilling of the alkaline batteries.
   
3. Provide for the recycling service of the alkaline batteries. Such recycling to include hydrometallurgical, non-thermal mechanical decomposition, pyrometallurgical processes, and/or some other proposed method to recover and recycle the zinc, steel, ferromanganese, and any other battery components. With each invoiceto OCRRA, include a signed certification formdemonstrating that the alkaline batteries have been properly recycled following all of the appropriate health, safety and environmental requirements.

OCRRA will provide to the contractor:

1. Storage of the drums until the minimum shipping requirements have been met.
   
2. A forklift to facilitate the loading of the drums (no dock is available).
   
3. A scale to weigh the truck in, both empty and full. The batteries will still need to be weighed by the vendor. The OCRRA scale is for billing verification only.
   
4. Alkaline batteries that have been sorted and separated from other battery types, including lithium, button, and rechargeable batteries; these will not be included in the shipments.

PLEASE SEE INSTRUCTIONS TO RESPONDENTS ON THE FOLLOWING PAGE

9.0INSTRUCTIONS TO RESPONDENTS

Submission Requirements

Bids should be enclosed in a sealed envelope, plainly marked as Alkaline Battery Recycling Bid and addressed as follows:

Ann Fordock, Recycling Operations Manager

ONONDAGA COUNTY RESOURCE RECOVERY AGENCY

100 Elwood Davis Road,
North Syracuse, New York 13212-4312

Number of copies to be submitted: two (2)

Receipt of Bids must be no later than 4:00 p.m. on Friday, January 13, 2017, at the address listed above where they will be publicly opened in the OCRRA Conference Room at that time.

NOTE: Bids received by fax or e-mail will not be considered.

Inquiries: All inquiries and requests shall be directed to Cheri Zajac, at the above stated address, telephone (315) 453-2866; email: . Such inquiries will be accepted until December 30, 2016.

Interested parties and their agents and representatives are directed not to contact or lobby members of the Board of Directors of OCRRA or OCRRA staff members regarding this invitation.

The Bidder is responsible for all costs associated with the preparation of a bid and responsible for pricing all scenarios. None of these costs will be the responsibility of the Agency.

The Vendor’s Bid shall include the following:

1. A completed Bid Pricing Sheet (attached)
   
2. A completed Bid Information Sheet (attached)
   
3. The following signed forms (all attached to this RFB):

1) Conflict of Interest form

2) Statement of Non-collusion form

3) State Finance Law documents

1. A cover letter stating, at a minimum:
   

1. Commitment of Bidder to sign a contract including above terms and to carry out all provisions of bid if selected by OCRRA.
2. The firm's ability to perform the stated work in a timely manner, considering the current and projected workload.
3. Cover letter must be signed by an officer, principal or partner empowered to sign such material and commit to the obligations contained in the quotation.
4. Cover letter must include a statement that all information in the entire submittal, including any forms and supplemental submittals, are included and are accurate and factual.
5. Designation of the individual authorized to negotiate a contract with OCRRA.

10.0 TAXES

OCRRA is exempt from the payment of county, state and local sales and compensating use taxes on all materials, equipment and supplies sold to OCRRA.

11.0 INSURANCE REQUIREMENTS

The successful Bidder shall procure and maintain minimum insurance of the kinds and limits enumerated below and on terms and with an insurance carrier satisfactory to the Agency. Certificates of such insurance issued by the Contractor’s insurance carrier shall be filed with the Agency before commencement of work and shall set forth the following:

Comprehensive General Liability / $500,000 / Combined single limit
Comprehensive Automobile Liability / $300,000 / Combined single limit
Workers Comp / Statutory Limits

12.0SELECTION CRITERIA

The evaluation and selection process will be based upon a thorough review of all submittals, interviews and the use of independent sources of information. OCRRA specifically reserves the right to reject any and all bids, in its sole discretion, or to waive any informality in bids received. OCRRA also reserves the right to provide addenda to this request which may include a request for additional information. The bid will be awarded to the lowest cost, responsive and responsible provider that meets all of the minimum bid requirements.

Onondaga County Resource Recovery Agency

Bid Pricing Sheet

For Alkaline Battery Recycling

Due January 13, 2017

Bidder – Company Name:
Mailing Address:
Contact Name and Title:
Telephone:
Email:

• Price per pound for RECYCLINGSOURCE SEPARATED ALKALINE BATTERIES, including all freight,55-gallon barrels, transport, and recycling costs:
  $ / pound

• Please indicate if your firm is willing to provide transport and recycling services during a one-year Agency option extension in 2018, at the same prices proposed for 2017:
  circle one: yes no

Identify any additional cost:

$ ______

______

Exclusions, if any, (items which will not be included in above stated costs).

______

______

Signed
Date

Onondaga County Resource Recovery Agency

Bid Information Sheet

For Alkaline Battery Recycling

Due January 13, 2017

Bidder – Company Name:

1. Describe the services to be provided including:
   
2. Any container or shipment specifications
   

1. Brief description of the battery recycling process, including, for example, hydrometallurgical and/or pyro metallurgical processes, and/or non-thermal mechanical decomposition, to recover the zinc, steel, ferromanganese and any other battery components.
   

1. Please provide a list of all sites that will be used for the recycling of the alkaline batteries, including locations and names of contacts at each facility.

1. Please describe the method of transportation and the method of dealing with damaged containers.

1. Please provide a list of references, including contact information, for anyone that you have provided similar services to in the past three years.
   

1. Please provide a statement below assuring that Bidder will obtain and maintain minimum insurance set forth in Section 11.
   

1. Please indicate with an “X” that the following required submittal documents haveall been included with your bid:

____Bid Pricing Sheet

____Cover Letter

____Conflict of Interest form

____Statement of Non-collusion form

____State Finance Law documents

CERTIFICATE OF NON-COLLUSION

Non-collusive Certifications required of all bidders under Section 103-d of the General Municipal Law as amended by Chapter 751 of the Laws of 1965 and Chapter 675 of the Laws of 1966 effective September 1, 1966, is as follows:

By submission of this bid, the bidder and each person signing on behalf of the bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communications, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor.

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.

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Legal Name of Bidder (Typed)

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Address (Typed)

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City , State Zip

BY: ______

Signature

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Name (Typed)

______

Title (Typed)

Dated: ______, 20 ______

CONFLICT OF INTEREST

AFFIDAVIT

STATE OF )

) ss:

COUNTY OF )

_____, being duly sworn, deposes and says for and on behalf of ______, that:

1.Our (my) firm , is an independent firm or company, and has this date submitted a bid, proposal, or quote to provide goods and/or services to the Onondaga County Resource Recovery Agency.

2.I certify on behalf of the bidder, proposer, or quoter that it and its employees have no interest, direct or indirect, which could conflict in any manner or degree with the performance or provision of these goods and/or services to the Onondaga County Resource Recovery Agency.

3.If awarded a contract my (our) firm agrees that in providing the goods or in the rendering of services to the Onondaga County Resource Recovery Agency, no persons having any such interest shall be employed by the firm. I assume full responsibility for knowing whether my (our) employees or agents have any such interest and hereby certify that no such interest exists.

Dated: , 20 ____ By: ______

For and on Behalf of: ______

Sworn before me this day of

, 20 ______

Important State Finance Law Procurement Compliance Provisions

OCRRA Procurement regarding: Battery Recycling Bid

OCRRA Designated Procurement Contact Person(s): Cheri Zajac

OCRRA conducts its procurements to provide all vendors with an opportunity to compete fairly to maximize competition. New YorkState has enacted provisions in its State Finance Law, applicable to any contract over $15,000.00, that further promotes fair competition. This law now requires that all communications i.e. “contacts” with the Agency regarding this procurement, after the Request to Bid, Request for Proposals, or Request for Quotes go out, must be through a designated OCRRA Procurement Contact Person. Our Designated Procurement Contact Person is listed above. All contacts by potential vendors should be through the Designated Procurement Contact Person and NO ONE ELSE! All such contacts will be recorded by the Designated Procurement Contact Person and any responding information given to a potential vendor will also be shared with all potential vendors, so no one has a competitive advantage. As a potential vendor on this procurement, you will need to fill in the Permissible Contacts Affirmation form, attached, and submit it with your bid/proposal/quote. You will also need to fill in the other part of this two page form that advises OCRRA of any Non-Responsibility Determinations under this law. If you fail to comply with the above Procurement contacts restrictions or you submit knowingly false, inaccurate or incomplete information, or you violate our OCRRA Ethics Code, you may be found to be a “Non-Responsible” vendor. This can result in a rejection of your firm for contract award, a cancellation of the contract, if later discovered (the Contract will include a cancellation provision for such a contingency), and in the event of two such findings in a four year period, debarment from obtaining any further OCRRA procurement contract for a period of four years from the time of the second violation.

Please be sure to familiarize yourself with these new legal provisions, fill out the attached forms, and contact only the Designated Procurement Contact Person during the procurement process. This will promote fair competition on this procurement and will not disqualify your firm from a potential OCRRA contract award.

Disclosure to OCRRA During Procurement Process of

Prior Non-Responsibility Determinations

OCRRA Procurement regarding: Battery Recycling

OCRRA Designated Procurement Contact Person: Cheri Zajac

OCRRA conducts its procurements to maximize competition and provide all vendors with an opportunity to compete fairly. New York law now provides that, for any procurement over $15,000.00, all potential vendors must disclose whether a governmental entity in New York has made a finding of “Non-Responsibility.” “Non-Responsibility” is defined in State Finance Law Section 139-j and can include failure of a potential bidder/proposer/quoter to timely disclose truthful, accurate, or complete information that may allow OCRRA to make a determination as to its “responsibility” relative to this procurement as well as unauthorized procurement contacts (including contacts to someone other than the designated procurement contact) and ethics code violations. In order to qualify for consideration on this procurement, the bidder/proposer/quoter must complete and sign the form below.

Name and Address of Bidder/Proposer/Quoter Seeking to Enter into the Procurement Contract with OCRRA: ______

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Name, Title, and Phone Number of Person Submitting this Form: ______

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Has any Governmental Entity in New York made a finding of Non-Responsibility regarding the bidder/proposer/quoter seeking to enter into the Procurement Contract in the previous four years? (Please circle):

No / Yes

If you answered yes to the above question, please provide details regarding the finding of Non-Responsibility below.

New York Governmental Entity: ______

Date of Finding of Non-Responsibility: ______

Basis of Finding of Non-Responsibility: ______

______

______

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Has any Governmental Entity or other governmental agency terminated or withheld a Procurement Contract with the above-named bidders/proposers/quoters after a finding of intentional provision of false or incomplete information? (Please circle):

No / Yes

If yes, please provide details below.

New York Governmental Entity:

Date of Termination or Withholding of Contract:

Basis of Termination or Withholding:

Bidder/proposer/quoter certifies that all information provided to OCRRA above with respect to State Finance Law §139-k is complete, true, and accurate.

By: Date:

Signature

PERMISSIBLE CONTACTS AFFIRMATION

As a potential bidder/proposer/quoter on an OCRRA solicitation where the contract amount may exceed $15,000.00, I recognize that once the solicitation issues, New York law requires that all contacts with OCRRA regarding that procurement must be through the designated OCRRA Procurement Contact Person and no one else. On behalf of my client as a potential bidder/proposer/quoter, I affirm that my client understands and agrees to comply with the procedures of the Onondaga County Resource Recovery Agency relative to permissible contacts as required by New York State Finance Law §139-j (3) and §139-j (6) (b). This form must be submitted with the bid, proposal, or quote.

OCRRA Designated Procurement Contact Person: Cheri Zajac

Vendor Signature ______

Print Signer’s Name ______

Vendor Title: ______Date:

Vendor Name:

Vendor Address: