REQUEST FOR PROPOSAL #34-05 March 11, 2005
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
REQUEST FOR PROPOSAL FOR ELECTRONICS RECYCLING SERVICES
1.0 GENERAL INFORMATION
1.1 The University of Maine System, acting through the University of Maine, is seeking proposals for electronics recycling services as outlined herein and in the attached documents.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.
1.2 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder(s) to whom the contract is awarded shall be referred to as the "Contractor(s)."
1.3 Scope: The University is seeking a qualified contractor to pick up and transport for reuse recycling, or disposal of its electronics recyclables and waste.
1.4 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to:
1.4.1 Cost of Service:
- Payment for reusables
- Recycling and disposal costs
- Transportation costs
1.4.2 Quality of References:
- Proven ability to perform services as required
- History of reliable, prompt and thorough services
- Accuracy and timeliness in documentation (universal Bills of lading, tracking reports, Certificates of Recycling and invoices)
- Demonstrated ability to perform work safely and efficiently for clients similar to the University of Maine
1.4.3 Quality of Transporter and/or Primary Contractor:
- Record of safety and regulatory compliance
- Financial stability
- Record keeping
1.4.4 Quality of Recycling and Consolidation Facilities:
- Record of regulatory compliance
- Emergency preparedness and prevention
- Record keeping and inventory control
- Ability to handle electronics presented for reuse/recycling/disposal including data protection standards
- Financial stability
- Disposal of residues from recycling processes
1.4.5 Miscellaneous Factors:
- Commitment to reuse/recycling of electronics
- Number of waste disposal sites
-Time from pickup to issue of certificates of recycling or disposal
- Potential for long term liability
1.5 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Richard Guthrie
Purchasing Department Room 101H
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-3734
1.6 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of bids/proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
1.7 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature. Clearly mark any information considered confidential.
1.8 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.9 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.10 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 120 days from the due date of the proposal.
1.11 Proposal Submission: A SIGNED original and three (3) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Thursday, March 31, 2005, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any vendor. Additional time may be granted to all vendors when the University determines that circumstances require
it. FAXED PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
1.12 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency. It is also agreement that the University will be notified of any change in this status until such time as an award has been made.
2.0 GENERAL TERMS AND CONDITIONS:
2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.2 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.3 Contract Term: The contract term shall be for a period of one (1) year commencing upon the date a purchase order or letter of agreement is issued. With mutual written agreement of the parties this contract may be extended for two (2) additional one-year periods.
2.4 Contract Data: The Contractor is required to provide the University with detailed data concerning the contract at the completion of each contract year or at the request of the University at other times. The University reserves the right to audit the Contractor's records to verify the data. This data may include, but is not limited to, dollar volume, manifests of electronics recycled/reused or disposed, and services rendered.
2.5 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.6 Cancellation/Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide electronics recycling service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within five (5) days, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Except for such cancellation for cause by the University, either the University or the Contractor may terminate this Contract by giving sixty (60) days advance written notice to the other party. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.
2.7 Clarification of Responsibilities: If the Contractor needs clarification or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Richard Guthrie.
2.8 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in federal court or state court located in the State of Maine.
2.9 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the contractor assign any money due or to become due without the prior written consent of the University.
2.10 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.11 Independent Contractor: Whether the Contractor is corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.12 Sexual Harassment: The University of Maine is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees. Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Director of Equal Opportunity, Alumni Hall, 581-1226.
2.13 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University and its employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.14 Contractor’s Liability Insurance: The contractor shall not commence work under this contract until the Contractor has obtained all insurance required under this paragraph and such insurance has been approved by the Owner (University), nor shall the Contractor allow any subcontractor to commence work on any subcontract until all similar insurance required of subcontractor has been so obtained and approved.
The Contractor and any Subcontractor shall purchase and maintain such insurance as will protect themselves from claims set forth below which may arise out of or result from the Contractor's or Subcontractor's execution of the work, whether such execution be by themselves or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable:
1. Claim's under Workers' Compensation, disability benefit and other similar employee benefit acts;
The Contractor and any Subcontractor shall purchase and maintain such insurance as will protect themselves and the University of Maine System from claims set forth below which may arise out of or result from the Contractor's or Subcontractor's execution of the work, whether such execution be by themselves or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable;
2. Claims for damages because of bodily injury, occupational sickness or disease, or death of their employees;
3. Claims for damages because of bodily injury, sickness or disease, or death of any person other than their employees;
4. Claims for damages because of injury to or destruction of tangible property, including loss of use resulting therefrom;
5. Claims for damages because of bodily injury, death of a person or property damage arising out of ownership, maintenance or use of a motor vehicle.
A. General Liability shall provide coverage for premises and operations, products and completed operations, contractual and personal injury liabilities. Coverage shall be provided on a standard Insurance Services Office Commercial General Liability Form CG0001 or comparable form.
General Liability shall be provided with the following minimum limits:
1. General Aggregate $2,000,000
2. Products & Completed Operations Aggregate $2,000,000
3. Personal Injury Aggregate $1,000,000
4. Each Occurrence $1,000,000
5. Owners and Protective Liability/included in above limits
Aggregate limits shall apply to all activities conducted under this contract.
B. Professional Liability, Errors and Omissions
1) Each Occurrence $1,000,000
C. Workers' Compensation Coverage shall be provided on a statutory basis according to Maine Law and will apply to all personnel on the job site.
1. Employers Liability
Bodily injury by accident $500,000 each accident
Bodily injury by disease $500,000 each employee
Bodily injury by disease $500,000 policy limit
D. Auto Liability Insurance shall cover all owned and hired vehicles as well as Employer's non-ownership liability.
1. Limits Combined Single Limit of Liability $1,000,000
The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance.
Certificates of Insurance for all of the above insurance shall be filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, ME 04469
Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.
As additional insured and certificate holder, the University should be included as follows:
The University of Maine System
Office of Facilities
107 Maine Avenue
Bangor, ME 04401
All coverage provided shall be provided by companies licensed by the State of Maine Bureau of Insurance.
PROPERTY INSURANCE - contractor is responsible for property insurance on all of the tools, equipment or material brought to the site. Any damage to any of the materials provided by the contractor are the responsibility of the contractor.
2.16 Smoking Policy: The University of Maine System must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq "Smoking Prohibited in Public Places." In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
2.17 Parking Regulations: The Contractor's vehicles and those of their employees working on campus, must be registered with the Department of Public Safety. Unregistered vehicles on the University campus are subject to a parking violation ticket and/or towing off campus. Contractors are advised that parking regulations are strictly enforced by campus
police. Towing will be at the Contractor's expense. A copy of regulations can be obtained by calling Public Safety Parking Office at 581-4047.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: James Patrick of the University of Maine Department of Environmental Health and Safety or his designee shall be the University's authorized representative in all matters pertaining to the administration of this contract:
James Patrick, Hazardous Waste Manager
Department of Environmental Health and Safety
University of Maine
5725 East Annex
Orono, Me 04469-5725
(207) 581-3037
3.2 Employees: The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the University. If the Contract Administrator or designee, notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent of the Contract Administrator.
3.3 Inspection: The University of Maine reserves the right to inspect any and all transportation, storage, consolidation and recycling facilities unannounced during regular business hours.
3.4 Payments: Payment will be upon submittal of three (3) copies of a signed and completed manifest and an invoice to the Purchasing Department by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
3.5 Condition and Care of Site and Protection of the Work: The Contractor shall continuously maintain adequate protection of all work covered by the Contract from damage or loss and shall protect the property from injury or loss arising in connection with this Contract, and shall make good any such damage, injury or loss. The Contractor shall adequately protect adjacent property as provided by law and the Contract Documents.
3.6 Storage: Contractor shall provide a trailer for on-site storage of collected electronics recyclables and electronics waste at the University.
3.7 Sorting: Contractor, at their discretion, may presort collected electronics recyclables and electronics waste at the University.
4.0 PROPOSAL CONTENT:
Bidders shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.
4.1 Business Profile:
4.1.1 No financial statements are required to be submitted with your bids/proposals, however, prior to an award, the University may request financial statements from your company, credit reports and letters from your bank and suppliers.
4.1.2 Please submit with your bid or proposal a detailed history and description of your company, and any published reports about your company.
4.1.3 Company Information:
Name of Company EPA Hazardous Waste ID Number
Copy (example) of each of the following compliance documents:
Shipping papers that will be used
Certificate of Recycling (in compliance with Maine DEP regulatory requirements)
Certificate of Disposal
Will electronics be reused? (Circle One) YES NO
Describe criteria for reuse ______________________________________________
Describe methods of reuse _____________________________________________
Will electronics be recycled? (Circle One) YES NO
Describe criteria for recycling ____________________________________________
Describe methods of recycling ____________________________________________
Will electronics be disposed? (Circle One) YES NO
Describe criteria for disposal _____________________________________________
Describe methods of disposal ____________________________________________
List (describe) disposal methods and tracking (i.e., disposal sites, contractors, etc.)
Additional Information:
Describe measures taken to securely erase data ____________________________
Describe measures taken protect software licenses __________________________
4.2 Recycling and Consolidation Facilities:
List all primary recycling facilities that will be used (listed on shipping documents). Provide the following information for each facility:
-Name and address
-State Environmental Agency contact
-Date and Results of most recent Inspection
-Treatment permit number or letter of compliance from State regulatory agency
-Summary of recycling efforts undertaken
-How is residue from recycling processes disposed of?
-MS/DOD Certification
Potential List of Recyclable Electronics (indicate charges for materials that are accepted)
|
Category: |
Accepted |
Not Accepted |
|
PC's, Laptops, Terminals, Servers, and Accessories |
|
|
|
Monitors (CRT and LCD) |
|
|
|
Broken Monitors or Terminals |
|
|
|
TV's (CRT, Plasma, and LCD) |
|
|
|
Input/Output Peripherals |
|
|
|
Server Racks/Flooring |
|
|
|
Networking Equipment |
|
|
|
Printers, Parts and Peripherals |
|
|
|
Fax Machines |
|
|
|
Power Supplies |
|
|
|
PC Media Drives etc. |
|
|
|
Software Media CD, Floppy, etc. |
|
|
|
Audio/Stereo Components |
|
|
|
VCR's & Camcorders |
|
|
|
Microwave Ovens |
|
|
|
Electrical Equipment |
|
|
|
Laboratory Equipment |
|
|
|
Microfiche Readers |
|
|
|
Projection Systems |
|
|
|
Communication Equipment |
|
|
|
Photocopiers w/Unused Toner |
|
|
|
Electronic Test Equipment |
|
|
|
Small Electronic Items (Cell Phones, Calculators, PDAs etc.) |
|
|
|
Circuit Boards |
|
|
|
Wires and Cables |
|
|
|
Lead Based Batteries |
|
|
|
Non-Lead Rechargable Batteries |
|
|
|
Non Rechargeable Batteries |
|
|
|
Electrical Ballasts |
|
|
|
PCB-Containing Electronic Components |
|
|
|
Household Appliances |
|
|
|
Industrial Scrap and Machinery |
|
|
List Other Materials Accepted ________________________________________
Any additional information (such as materials sometimes accepted).
________________________________________________________________
________________________________________________________________
________________________________________________________________
4.3 Universal Waste Facilities:
For each of the following categories:
-List the recycling or disposal facility
-Provide the unit cost for recovery if accepted
Mercury containing devices
Other Mercury Compounds
Florescent Lamps
Other mercury compact containing lamps
Mercury batteries
Lead Acid (gel type)
Nickel cadmium and Nickel hydride
Computer CRT's
4.4 Transportation: Provide the following for each transporter:
-Name, Transporter's license numbers and address
-Emergency phone number
-Summary of any pending liability claims
-Statement of compliance with Federal Motor Carrier Safety Regulations
4.5 Miscellaneous: List and describe any available in-transit storage areas, secondary transporters, or subcontractors that may be used in the transport of recyclables to the primary recycling facility.
4.6 Transportation Costs:
a. List transportation, handling, and other charges
b. Per trip charges (e.g., mileage or mobilization fees) and any additional shipping charges associated with the shipment of recyclables
c. Storage container charges
4.7 Costs: Provide any additional cost information not shown above.
4.8 References: A list of three references is required to be submitted with your quotation. These references should be agencies your firm has done business with in the past year on contracts with a similar scope to this one.
Copy this page for references for all subcontractors.
Company Name:____________________________________________________
Address:_________________________________________________________
City:____________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) ______________ Fax Number: ( )_____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:___________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) _______________ Fax Number: ( )____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:____________________ State:_________ Zip Code:___________