Request for Proposal - Orcas Site SW Services ... - San Juan County

Public Works DepartmentSan Juan County915 Spring St. P. O. Box 729 (360) 370-0500 www.sanjuanco.com/publicworksFriday Harbor, WA 98250 Fax (360) 378-6405 email: pubwks@sjcpublicworks.org(Exhibit 2)Request For Proposals To ProvideOrcas Site Solid Waste ServicesAnd OperationsNotice is hereby given that written Proposals shall be received by the San Juan CountyAdministrator. This Request for Proposals is provided pursuant to the Revised Code ofWashington 36.58. Proposals must be received no later than 4:00 p.m. on July 9, 2012for opening of Proposals at that time and date.Project Description Provision of one or more solid waste service(s) using an areawithin the existing Orcas Island Solid Waste Transfer Station (Orcas Site), located onOrcas Island, San Juan County, Washington. Additionally, the project includes transportand delivery of the received solid waste from the Orcas Site to a proper disposal orprocessing site.This Request for Proposals also includes maintenance and repairs of the Orcas Siteinfrastructure and equipment necessary to continue safe and effective service,operations and transport and meet all permit requirements.Pre-proposal Meeting/Site Visit: May 16, 2012; 12:00 p.m. - 4:00 p.m. at the OrcasLanding on Orcas Island. Attendance at the pre-proposal meeting and site visit ismandatory.Insurance: Upon successful negotiation and award of a contract the applicant willprovide and maintain employers liability insurance, general liability insurance,automobile liability insurance, workers protection insurance, in amounts specified byCounty and state laws and policies.Communications Requirements: All information requests regarding this Proposal areto be directed in writing, by e-mail only, to the contact described in Section 3.1. Writtenrequests for information must be received by 4:00 p.m., July 3, 2012. Please indicate“Orcas Site Solid Waste Services Proposal” in the subject line. Questions determined bythe County to require a response will receive a written response which will be posted onthe San Juan County Web page.The County reserves the right to issue addenda that extend the original due date forProposals.The applicant is responsible for understanding the content requirements of the Proposaland for assuring their response is complete and received on time. The County reservesthe right to reject any and all Proposals and make the award in the best interest of theCounty.

Table of ContentsSection 1: IntroductionSection 2: Operational and Service Description and RequirementsSection 3: Submittal of ProposalsSection 4: Rights of CountySection 5: Contract Considerations2

SectionIntroduction3

Section 1 - Introduction1.1 IntroductionSan Juan County is issuing this Request for Proposals from private, public, and nonprofitenterprises to operate and provide one or more solid waste services to the publicusing an area within the existing County-owned Orcas Island Transfer Station.Applicants are to submit Proposals responding to all of the components described inSection 2.0 Operational and Service Description and Requirements of this notice.The San Juan County Council has authorized this project as supporting themanagement of a portion of the solid waste generated and collected in the County.The full RFP may be viewed and/or downloaded from the County Web site athttp://sanjuanco.com/sw-rfp. Copies of the RFP may also be obtained from the SanJuan County Public Works Department, 915 Spring Street, Friday Harbor, Washington,98250, between the hours of 9:00 AM and 4:00 PM, Monday through Friday. A nonrefundablefee of $.15 per page will be charged. Payments may be made by check orexact cash. Checks shall be made payable to San Juan County Public Works.The County, at its sole option and discretion, may reject any Proposal that is notsubmitted on time. Additionally, the County reserves the right to reject any or allProposals, waive informalities, and make the award in the best interest of the County.1.2 Solid Waste GenerationSan Juan County is located in the Northwest corner of Washington State and is madeup entirely of individual islands. The population of the County is approximately 15,769with most of the population concentrated on the three largest islands – Orcas, SanJuan, and Lopez. Transportation to and from these islands is provided by theWashington State Ferry System, private barge, and air. There is no direct landtransportation route to San Juan County.County-wide, garbage tonnage has been decreasing steadily since late 2008 with mostother solid waste generation rates remaining relatively stable. Solid Waste is generatedfrom residential, business and commercial sources. There are no significant industrialsources in San Juan County.Historical solid waste volumes and weights are included in an Orcas Site InformationPackage at: http://sanjuanco.com/sw-rfp. This is provided for information purposes only.San Juan County makes no warranty or representation that the historical quantities ofsolid waste, other materials and items actually reflect future quantities of such waste,other materials or items.1.3 County Solid Waste Management FacilitiesThe County currently owns or leases and operates a system of solid waste facilitiesconsisting of the Orcas Island Transfer Station, San Juan Island Drop Box and LopezIsland Drop Box. This Request for Proposals applies only to the area of the OrcasIsland Transfer Station referred to as the “Orcas Site”.4

The Orcas Site is located within the Orcas Island Transfer Station at 3398 Orcas Road,Mile Post 5 (T37N R2W Sec 27). The Orcas Site consists of an enclosed tipping floorand trailer bay used to top load both trailer-mounted 48 – 53 foot open top garbage andcommingled recyclable materials containers. The specific boundaries of the Orcas Sitewithin the existing County-owned Orcas Island Transfer Station are provided at:http://sanjuanco.com/sw-rfp.1.4 Solid Waste Collection and TransferSan Juan Sanitation, Incorporated (SJS) conducts solid waste collection in theunincorporated portions of the County under a required certificate issued by theWashington Utilities and Transportation Commission. SJS is the only certificated hauleroperating in San Juan County. Currently, San Juan Sanitation takes all its collectedsolid waste to the Orcas Island Transfer Station. SJS may or may not continue thispractice in the future. Historically, the certificated hauler has accounted forapproximately fifty-percent of the garbage collected within the County.A significant number of residents and many businesses in the County self-haul theirown solid waste. Self-hauled solid waste is taken to all three County facilities during thehours the facilities are open to the public. Historically, self-haulers have accounted forapproximately fifty-percent of all garbage collected in the County. The County does notplan on operating the facilities beyond 2012 and is making them available for lease bynon-County entities to provide solid waste services.The Town of Friday Harbor (Town) is a municipal corporation located on San JuanIsland. The Town collects solid waste within the Town limits from both residential andbusiness customers. Beginning in mid-2010 the Town began transporting all theircollected garbage to the Skagit County Regional Transfer Station located east ofAnacortes, Washington. At the same time it began hauling commingled recyclablematerials to the Orcas Island Transfer Station. This was in response to the County’sdecision to operate its facility, located on San Juan Island, as a drop box serving onlyresidential and business self-haul customers. Because the Town is a separate planningdistrict it has the option to deliver solid waste to any facility it chooses. At this time, onlyone in-county facility, the Orcas Island Transfer Station, serves commercial customers,along with residential and business self-haul customers.Transport of solid waste from the Orcas Island Transfer Station is currentlyaccomplished using standard 48-foot open top trailer-mounted containers filled directlyfrom the tipping floors. Loads are mechanically compacted using extended boombackhoes. Loads have historically averaged 23 –24 tons using this method. Containersare covered with tarps and the trailers moved in and out of the tipping floor trailer bay byCounty employees and are staged on-site for pickup and long-haul transport. The longhaulcontractor, Waste Management Incorporated, performs this transport work under acontract with San Juan County. This contract expires December 31, 2012. All trailersare currently transported via the Washington State Ferry system to the mainland ferryterminal at Anacortes.5

Section 2 – Operational and Service Description and Requirements2.1 Overview of Solid Waste Operations and ServicesSan Juan County requests Proposals including the following:A. Provision of one or more solid waste service(s) at the Orcas Site.B. Transport of the Orcas Site collected solid waste to a proper disposal orprocessing site.2.2 Solid Waste Service(s) RequirementsProposals will describe provision of service(s) for customers at the Orcas Site describedin Section 1.0. The Proposal will include, at a minimum, the following:A. Information regarding vendor selection criteria listed in Section 3.4, items 1-12,that adequately describes the vendor’s proposed operation of the site.B. Acceptance of responsibility for provision and funding of maintenance andrepairs of the Orcas Site infrastructure necessary to continue safe, effectiveservice and operations and to meet all permit requirements.C. A plan, funded and implemented by the applicant, to move and re-install thesite’s existing vehicle scale at a location within the Orcas Site, approved by theCounty.D. Acceptance of responsibility for obtaining, maintaining, and funding compliancewith Washington State Department of Ecology’s Industrial Storm Water GeneralPermit and San Juan County Health and Community Services Department’sSolid Waste Handling Permit.E. Laws, Charters, Articles of Incorporation or other acceptable form of certificationthat applicant is authorized to operate a solid waste facility and provide theproposed solid waste service(s).F. For Proposals which include garbage service: A garbage collection screeningprocedure that meets the conditions set forth in the San Juan County and SkagitCounty Inter-local Agreement at: http://sanjuanco.com/sw-rfp.G. Acceptance of responsibility for obtaining, maintaining and funding any and alladditional licenses, permits, warrantees, certificates, insurance or otherdocuments necessary and required to operate and provide service in a safe,legal and compliant manner.7

2.3 Solid Waste Transport Requirements for Disposal or ProcessingProposals will describe the transport for disposal or processing of solid waste from theOrcas Site described in Section 1.0. The vendor will transport and deliver the solidwaste to a proper site. The Proposal will include, at a minimum, the following:A. Acceptance of full responsibility for provision and funding of maintenance andrepairs of the transport support equipment and Orcas Site infrastructurenecessary to continue transport and maintain compliance with all permits.B. Assurance that amounts of stored putrescible solid waste exceeding 210 cubicyards, or 48 tons, will be transported off-site within 24 hours unless approved bythe County. Assurance that amounts of stored non-putrescible solid waste,exceeding 210 cubic yards, or 48 tons, will be transported off-site within 96 hoursunless approved by the County.C. Assurance that all putrescible solid waste collected at the Orcas Site will betransported off-site within 96 hours and non-putrescible waste within 14 daysunless approved by the County.D. Acceptance of full responsibility for obtaining, maintaining and funding alllicenses, permits, warrantees, certificates, insurance or other documentsnecessary and required to provide transport for disposal or processing in a safe,legal and compliant manner.8

Section 3Submittal of Proposals9

Section 3 - Submittal of Proposals3.1 InformationAll requests for information regarding this Request for Proposals shall be directed to:Steve Alexander, Solid Waste ManagerSan Juan County Public Works DepartmentFriday Harbor, WashingtonQuestions and requests regarding this Proposal must be directed in writing, by e-mailonly, no later than: 4:00 pm on July 3, 2012 to the San Juan County Solid WasteManager at: orcasrfp@sjcpublicworks.org.The e-mail must identify the applicant’s name and organization, reference the section ofthe Proposal that the question relates to, and include Orcas Site Solid Waste ServicesProposal in the subject line. Information requests via telephone are to be directed toSteve Alexander at 360.370.0500 no later than 4:00 pm on July 3, 2012.Questions determined by the County to require a response will be posted, along withthe response, on the San Juan County Web site at: http://sanjuanco.com/sw-rfp. Theidentity of the applicant asking the question will not be disclosed.The applicant is responsible for understanding the content requirements of the Proposaland for assuring the response to the Request for Proposals is complete.3.2 Pre-Proposal Meeting and Site VisitA mandatory pre-proposal meeting and site visit will be conducted May 16, 2012, 12:00p.m.-4:30 p.m. at the Orcas Landing on Orcas Island. The day will begin with themeeting at the Orcas Island Landing, located adjacent to the Orcas Island ferry terminal.The Orcas Site visit will occur immediately after the meeting. Details concerning the sitemeeting and travel information are provided at: http://sanjuanco.com/sw-rfp. Applicantsmust provide their own transportation to the Orcas Island Landing. Transportation toand from the Orcas Site will be provided. During the meeting and site visit questionsand issues will be discussed. San Juan County is not responsible for providinginformation to those not present at the pre-proposal event.3.3 Vendor Selection Process Integrity RulesSan Juan County intends that the vendor selection process will be open, fair, objectiveand understandable to all. To this end the County encourages that from April 26, 2012until such time as the County awards a contract or terminates the vendor selectionprocess, contact between applicants and the County should include the contact personlisted in Section 3.1.10

3.4 Vendor Selection CriteriaAll Proposals will be evaluated on the basis of:1. Number of solid waste services provided 1 .2. Costs (fees) for providing service(s) and how the fees were derived; includingwhen and how future fee increases will be determined.3. Timeline for full operational, service and transport implementation.4. Days and hours open to the public.5. Solid waste site operational, service and transport experience.6. Financial capacity to operate the facility for an extended period of time.7. Previously held relevant permits and associated compliance history.8. Compatibility with the existing Orcas Site Reuse facility (The Exchange).9. Estimated number of in-county jobs created.10. Innovative approaches to managing solid waste.11. Proposed term of the contract beyond the five (5) years and one (1) dayprovision in RCW 36.58.090(10), in the event the five year provision isapplicable.12. Strategy for public communication, outreach and education.13. Completeness and clarity.1 Possible solid waste services:a. Garbageb. Recyclable materialsc. Used appliancesd. Used oile. Used anti-freezef. Used vehicle batteriesg. Used electronicsh. Steel and non-ferrous metalsi. Construction and demolition materialsj. Compostingk. Household Hazardous Wastel. Biomedical Waste11

3.5 Submittal RulesA. All Proposals shall be received in writing by mail or delivery service to the address inSection 3.5(B) no later than 4:00 p.m. on July 9, 2012 for opening of Proposals atthat time and date. No telephone, facsimile, or e-mail proposals will be accepted.B. One (1) unbound original and twelve (12) bound copies of the Proposal shall bedelivered in a single sealed package. If sent by the US Postal Service the packagemust be addressed to: San Juan County Administrator, 350 Court Street #5, FridayHarbor, WA 98250. If sent by a delivery service the package must be taken to 55Second Street, N., 2nd Floor, Friday Harbor, Washington, 98250. Submittals shall beclearly labeled -- “ORCAS SITE SOLID WASTE SERVICES PROPOSAL”.C. All Proposals must be signed by a person authorized to commit the applicant to theProposal and to execute agreements and contracts on behalf of the applicant.D. The County intends to negotiate a contract, or contracts, based on the Proposal(s).The terms and duration of the contract(s) are negotiable. Actual fees for servicesmay vary from the Proposal(s) if negotiations result in a better overall cost forservice to the County. All applicants must be willing, at a minimum, to provide theservices specified at the price given in their Proposal.E. Proposals must either be received by the submittal deadline. The County, at theCounty’s sole option and discretion, may reject any Proposal that is not received ontime.F. Proposals are publicly opened. Award information shall be made available as soonas practicable following opening at the time and date specified. Results shall beavailable by calling San Juan County Public Works at (360) 370.0500 and/or shall beposted at: http://sanjuanco.com/sw-rfp following award.3.6 Proposal Organization and LimitationsA. Cover Letter.B. Introduction.C. Scope of Proposal.D. Number of solid waste services provided.E. Costs (fees) for providing service(s) and how the fees were derived; including whenand how future fee increases will be determined.F. Timeline for full operational, service and transport implementation.G. Days and hours open to the public.12

H. Solid waste site operational, service and transport experience.I. Financial capacity to operate the facility for an extended period of time.J. Previously held relevant permits and associated compliance history.K. Compatibility with the existing Orcas Site Reuse facility (The Exchange).L. Estimated number of in-county jobs created.M. Innovative approaches to managing solid waste.N. Proposed term of the contract beyond the five (5) years and one (1) day provision inRCW 36.58.090(10), in the event the five year provision is applicable.O. Strategy for public communication, outreach and education.The total number of pages in the Proposal addressing items 3.6(A.-O.) is not to exceedtwenty-six (26). Twenty-six pages is equivalent to thirteen (13) 8.5”x11” sheets of paper.Item A. is limited to a single page. The required font is Arial 12, with single spacing andmargins no less than 1.0 inch.3.7 Vendor Selection Process and Implementation ScheduleA. The evaluation of vendor submittals, interviews, vendor selection recommendationand County Council approval of a selected vendor is to be completed by July 30,2012.B. Completion of contract negotiations between the County and the selected vendor aswell as a public hearing and County Council approval of the contract is expected byAugust 28, 2012.C. The successful vendor is to begin providing the full, negotiated scope of services byOctober 25, 2012.13

Section 4Rights of the County14

Section 4 - Rights of the County4.1 Reserved RightsSan Juan County reserves the right and holds as its sole discretion the following rightsand options:1. To reject any and all Proposals.2. To determine qualified Proposals.3. To modify or cancel the vendor selection process at any time.4. To waive any and all informalities in a Proposal or failure to comply with theapplication requirements.5. To request additional information from any or all applicants in order to completethe vendor selection process.6. To decline providing a detailed response to every question or request forclarification submitted.7. To select the Proposal that is in the best interest of the County.8. To require guarantees and warrantees necessary to protect the rights andinterests of the County and its citizens.Submittal of a Proposal constitutes the applicant’s agreement with these stated rights ofthe County. Applicants are hereby notified that the costs for preparing and submittingProposals, including all costs associated with visiting the facility and attending the preproposalconference shall be borne entirely and solely by the applicant.15

Section 5Contract Considerations16

Section 5 - Contract ConsiderationsThe contract(s) for service(s) will be negotiated between the applicant(s) and theCounty. The County will retain full right and responsibility for developing contractdocuments. In no case will the County enter into a contract that violates any Countyordinance or policy including those specifically stated in the San Juan CountyComprehensive Solid and Hazardous Waste Management Plan. All contract documentswill be subject to review and approval by the San Juan County Council, the CountyProsecuting Attorney and the County Administrator.Applicants will specify with their submittal any anticipated, desired or required servicefee adjustments after the initial year. The County shall use the Consumer Price Index(CPI) All Urban Consumers, U.S. City Average, published by the U.S. Department ofLabor, Bureau of Labor Statistics, for the month of March, to adjust the Service Fee,beginning July 1 of the second year, if any, and continuing each July 1 thereafter for theduration of the contract and any extensions. The applicant shall specify a discount, ifany, to the CPI escalator for the duration of the contract in writing. During the term ofthe contract the County will agree to adjust unit fees in order to cover the actual cost ofany ferry fare increases made by the Washington Department of Transportation(WDOT) effective on the date of a fare increase, if any, is implemented by WDOT.The applicant will, upon successful negotiation and award of a contract, be required toprovide and maintain employers liability insurance, general liability insurance,automobile liability insurance, workers protection insurance, in amounts specified byCounty and state laws and policies.Contracts entered into as per this Proposal are subject to prevailing wage laws andregulations, pursuant to RCW 36.58 and RCW 39.12.Upon implementation of the approved contract, and prior to commencement ofoperations pursuant to the contract, the vendor shall obtain and provide a projectperformance bond or bonds or other security that in the judgment of the County Councilis sufficient to secure adequate performance by the vendor (RCW 36.58.090(7)). Thefinal amount or amounts will be determined during contract negotiations.The County has established an estimated annual lease payment of $7,000 subject tochange during contract negotiations.Pursuant to RCW 36.58.090(10), in no event shall the Orcas Site be privately operatedand maintained by the vendor for a period of less than five (5) years and one (1) day,should the five year provision be applicable. An option for renewal and conditions forearly termination of the lease term will be determined during contract negotiations.The County requires the vendor to provide the County copies of all permits, licenses,warrantees, certificates, insurance or other documents necessary and required tooperate and provide service, upon award of a contract.17

The County retains the right to inspect all permits, licenses, warrantees, certificates,insurance or other documents necessary to satisfy itself that the vendor is operating theOrcas Site and transporting municipal garbage in a safe and legal manner.The actual fees for services provided by any and all vendors shall be the fees specifiedin a legally binding, negotiated contract. Fees stated in responses to this request forsubmission of statements of qualifications and proposals are for evaluation purposesonly.T/ProjectsRFP SW Notice Exh 2 0 2012-04-2618