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Stewardship Ontario SF Waste Audit RFQ

VIEWS: 13 PAGES: 36

									        Continuous Improvement Fund

             Request for Quotations



            Curbside Single-Family Audits,
        MRF Commodity Bale and Residue Audits
                          &
               MRF CPP Observation




           Posted: Wednesday, March 28, 2012
Response Deadline: Wednesday, April 11, 2012, by 4:00 p.m.
                                              Table of Contents
1.0   Introduction ...................................................................................................................... 1
      1.1 Background .............................................................................................................. 1
      1.2 2012 Partner Municipalities ..................................................................................... 1
      1.3 Right to Change Scope ............................................................................................. 2
      1.4 Right to Partial Award .............................................................................................. 2
      1.5 Terminology ............................................................................................................. 9

2.0   Scope of Work .................................................................................................................. 9
      2.1 Purpose and Objectives ............................................................................................ 9
      2.2 Sampling Methodology .......................................................................................... 10
      2.3 Waste Audit Training ............................................................................................. 10
      2.4 Kickoff Meeting and Site Visits ............................................................................. 10

3.0   Curbside Single-Family Waste Composition Audits ..................................................... 11
      3.1 Selection of Sample Areas and Households ........................................................... 11
      3.2 Sampling Period ..................................................................................................... 12
      3.3 Timing of Curbside Single-Family Audits ............................................................. 12
      3.4 Specifications for Curbside Waste Collection........................................................ 12
      3.5 Specifications for Sorting Curbside Waste ............................................................ 14
      3.6 Reporting Curbside Audit Results .......................................................................... 16

4.0   MRF Commodity Bale and Residue Audits ................................................................... 17
      4.1 Selection of Samples .............................................................................................. 17
      4.2 Sampling Period ..................................................................................................... 18
      4.3 Specifications for MRF Audit Sampling ................................................................ 18
          4.3.1 Sample Extraction Procedures ..................................................................... 18
          4.3.2 Specifications for Sorting MRF Material .................................................... 19
      4.4 Reporting MRF Audit Results ................................................................................ 20

5.0   MRF Composite Paper Packaging (CPP) Observations ................................................ 20
      5.1 Selection of Samples .............................................................................................. 21
      5.2 Sampling Period ..................................................................................................... 21
      5.3 Timing of MRF CPP Observations ........................................................................ 21
      5.4 Methodology .......................................................................................................... 21
      5.5 Reporting MRF CPP Observation Results ............................................................. 22

6.0   General Requirements .................................................................................................... 22
      6.1 General Requirements of the Contractor ................................................................ 22
      6.2 General Requirements of CIF................................................................................. 23
      6.3 Insurance and Liability ........................................................................................... 24

7.0   Confidentiality................................................................................................................ 24
8.0      Submission of Quotation and Due Date ......................................................................... 24

9.0      Price Sheet for Curbside Single-Family Waste Composition Audits ............................ 25

10.0 Price Sheet for MRF Commodity Bale and Residue Audits.......................................... 27

11.0 Price Sheet for MRF CPP Observations ........................................................................ 28

12.0 Evaluation of Quotations and Awards ........................................................................... 29

13.0 Payment.......................................................................................................................... 29

14.0 Other Information .......................................................................................................... 29

Tables

         Table 1 – Partner Municipalities for the Curbside Single-Family Waste Audit

         Table 2 – Partner Municipalities for the MRF Commodity Bale and Residue Audits

         Table 3 – Price Quotation for Curbside Single-Family Waste Audits

         Table 4 – Price Quotation for MRF Commodity Bale and Residue Audits

         Table 5 – Price Quotation for CPP Observations

Appendices

         Appendix A – Contractor Reference for Single-Family Curbside Residential Waste
                      and/or MRF Bale and Residue Audits

         Appendix B – Equipment and Services Provided by Contractor

         Appendix C – Staff Provided by Contractor

         Appendix D – Subcontractors
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation



1.0 Introduction

1.1 Background
On March 6th, 2012, the Continuous Improvement Fund (CIF) and Stewardship Ontario (SO)
jointly issued a Request for Expressions of Interest (REOI) to municipalities in the Province.
The REOI solicited municipal interest in participating in three different projects including: a
series of curbside single-family waste composition audits, Material Recycling Facility (MRF)
bale and residue composition audits and an observation of composite paper packaging (CPP)
flow in MRFs.

The projects are intended to provide up to date and publically accessible information on curbside
waste composition, set out rates, MRF processing and marketing of Blue Box materials. Priority
in selecting respondents was given to those who had participated in past audits conducted by SO
under the Effectiveness and Efficiency Fund between 2005 and 2007. The purpose of this
prioritization was to allow year over year comparison with past data to identify possible trends in
waste composition, generation and set out rates. Efforts were also made to select communities
that best represented the diversity of municipal programs operating in the Province to the extent
possible within the project budget.

The purpose of this Request for Quotations (RFQ) is to secure pricing to complete the required
audits and observations within the defined scope of work and time limits.

1.2 2012 Partner Municipalities
The partner municipalities for the required Curbside Single-Family Waste Composition Audits
are:

   London, City of
   Muskoka, District Municipality of
   Orillia, City of
   Peterborough, City of
   Peterborough, County of
   Simcoe, County of
   Toronto, City of

Pertinent information about these municipalities and their waste management programs is
presented in Table 1.0.

The partner municipalities for the required MRF Commodity Bale and Residue Audits are:

   Cornwall, City of
   Kingston, City of
   London, City of
   Norfolk, County of
   Northumberland, County of

                                               Page 1
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

   Peel, Region of
   Quinte Waste Solutions
   Waterloo, Region of
   York, Region of

Pertinent information about these municipalities and the MRFs to be audited is presented in
Table 2.0.

The partner municipalities for the required MRF CPP Observations are:

   Cornwall, City of
   Kingston, City of
   London, City of
   Norfolk, County of
   Northumberland, County of
   Quinte Waste Solutions
   York, Region of

Pertinent information about these municipalities and the MRFs to be observed is presented in
Table 2.0.

1.3 Right to Change Scope
The CIF and SO reserves the right to adjust the scope of work in consultation with the selected
Contractor.

1.4 Right to Partial Award
The CIF and SO reserves the right to award the some or all of the work to one or more
respondents.




                                               Page 2
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

                                                                  Table 1.0
                         Partner Municipalities for the Curbside Single-Family Waste Audits

                                                                                                                                         Green Bin
 Municipality    Population                         Recycling                                             Garbage
                                                                                                                                         Organics
London, City    390,000        Every 6-business days (instead of 5 as for              Same frequency & day as blue box                    No
of              (approx)        weekly) – thus 42 collections per year, instead         Bag/can – 4 container limit
                                of 52. There are 6 collection zones.                    Spring & Christmas exemption weeks
                               Same day as garbage collection                          Unlimited bulky items on any collection
                               Miller Waste System collection and processes             day
                               Two-stream blue box                                     No collection on appliances, electronics
                               Blue/Clear bags are permitted as containers –
                                but discouraged
                               Materials include:
                                o Full range of paper products
                                o Standard MOE required plus:
                                o All plastics 1 through 7 – except film and #6
                                   foam
                                o Gable & aseptic
                                o Paint cans & aerosols & aluminum foil
Muskoka,        63,041         Year round                                             Summer Season (first Monday in May to last       Yes. All
District                       Weekly collection                                      Friday in October)                               selected
                               2 steams (fibres and containers)                        Weekly waste, recycle, and Green Bin           Gravenhurst,
                               Blue box or similar type open top container              (where provided) collection                    Bracebridge
                                (sorting not necessary)                                 2 standard bags not weighing more than 55      and
                               Large carts or bags placed at the curb must be           pounds each for all properties within the      Huntsville
                                sorted                                                   green bin program area.                        area year
                               Commercial recycling curbside collection to a           3 standard bags not weighing more than 55      round
                                maximum of 4 blue boxes per property per                 pounds each for all other properties outside   residential
                                week                                                     the green bin program area.                    properties.
                               All material types collected with the exception        Winter Season (the remainder of the year not     In May
                                                                                       defined as summer)                               2012,
                                of aerosol cans (directed to MSHW).
                                                                                        Bi-weekly waste collection, weekly             expansion to
                                                                                         recycling and Green Bin(where provided)        selected
                                                                                        4 standard bags not weighing more than 55      Bala, Port
                                                                                         pounds each for all properties within the      Severn,
                                                                                         green bin program area.                        Honey
                                                                                        6 standard bags not weighing more than 55      Harbour,
                                                                                         pounds each for all other properties outside   MacTier,
                                                                                         the green bin program area.                    Port Carling,
                                                                                        Bag Tags are sold for $1.00 each to place      Port Sydney
                                                                                         additional bags at the curb.                   and
                                                                                                                                        Utterson.
Orillia, City   30,586         Weekly blue box collection; same day as                 Weekly garbage collection; same day as              Yes
of                              garbage collection;                                      recycling collection;
                               Two stream – commingled (polycoat/aseptic               Partial user pay program - 30 garbage tags
                                cartons, aerosol cans, steel cans, aluminum              per year.
                                cans and foil, paint cans, glass bottles and jars,      Additional tags are charged at $1.65 per
                                plastic bottles (1, 2, 4, 5, 6, and 7), plastic tubs     tag.
                                and lids, and empty plastic food trays) and             There is no bag limit but all bags/cans must
                                paper (mixed paper, newspaper, magazines,                be tagged for collection.
                                junk mail, envelopes (with windows), gift
                                wrap (no foil wrap) and tissue paper,
                                catalogues, telephone books, paperback books,
                                office paper, paper egg cartons, empty paper
                                cups, boxboard, and corrugated cardboard,
                                bagged plastic film and bagged styrofoam
                                packaging and trays).



                                                                      Page 3
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

                                                                                                                                      Green Bin
 Municipality    Population                       Recycling                                          Garbage
                                                                                                                                      Organics
Peterborough,   80,660         Weekly collection, collected same day as           Weekly collection, same day as recycling             No
City of                         garbage and green waste;                             and green (yard) waste (which is seasonal
                               Two-stream system, using blue boxes (various         – April to December).
                                sizes, but mainly 14-gallon).                      There are lift limits: 2 lifts per week for
                               No limits.                                           residential generators, 4 lifts per week for
                               Collect all plastics, including expanded             commercial.
                                polystyrene and plastic film; all other typical    No user-pay program, except for large
                                blue box materials, including paper coffee           articles*.
                                cups, steel and aluminum cans, aluminum foil,      Collectors will tag and leave bags or cans
                                tetrapak, polycoat, clear and colour glass, all      if they are overweight, or if they contain
                                types of fiber.                                      any banned items (recyclables, green
                                                                                     (yard) waste, etc).
                                                                                   Residents may use regular, opaque garbage
                                                                                     bags, and/or garbage cans (120 litre).
                                                                                     There is a 23 kg (50 lb) weight limit.
                                                                                  *We have two Large Article Collections each
                                                                                  year, for items that are over 50 lbs or longer
                                                                                  than 3 feet. There is a fee of $15 for the first
                                                                                  item, ad $5 for each additional item.


Peterborough,   54,870        2 Tier Municipality                                 2 Tier Municipality                                Pilot
County of                      5 townships with curbside recycling and            Each township has their own contracts for        curbside in
                                garbage service weekly                              garbage collection                               Village of
                               2 townships with partial recycling and garbage     5 townships with curbside garbage weekly         Bridgenorth
                                weekly                                             2 townships with partial garbage and             (700
                               1 township with depot recycling and garbage         recycling weekly (these are matched with         households)
                                only                                                recycling collection days)                       Township of
                               Garbage and recycling days are not necessarily     1 township with depot recycling and              Smith
                                matched                                             garbage only                                     Ennismore
                               Townships do garbage                               Each township has a limit or bag tag             Lakefield;
                               Seasonal influence noticeable in 5 townships        system and/or full or partial user pay.          garbage,
                                (curbside)                                         Garbage collected Monday to Friday               recycling
                              Recycling system:                                                                                      and green
                               2 stream fibres and containers                    Each township has at least one landfill or         bin picked
                                                                                                                                     up same day
                               weekly - Monday to Friday                         transfer station that is accessible to all
                                                                                                                                     (Friday)
                               Blue boxes preferred and encouraged however       residents of that township for waste, landfill
                                bags ok for excess                                recyclables and the County provides blue box
                               Limited carts for commercial; limits apply        recycling services.
                               No expanded polystyrene (or trays, cups)
                                collected at curb or depot                        Maps are available by township showing
                               Accept all plastics 1-6; really no other          garbage and recycling day match ups.
                                exceptions other than poly

Simcoe,         282,112        Blue box based program; 2-stream;                  Weekly collection; same day as recycling            Yes
County of                      Weekly collection; same day as garbage and          and organics;
                                organics;                                          Bag based program;
                               Materials include: Paper/Fibre (household fine     Partial pay program - 1 free bag per week,
                                paper, boxboard, magazines, catalogues,             additional bags require garbage tag.
                                paperback books, OCC, newspaper and
                                telephone books; Containers (rigid plastic
                                containers marked 1 through 7, plant pots and
                                trays, coffee cup lids (#6), clear plastic
                                clamshells, all metal food and beverage cans,
                                empty paint cans, empty aerosol cans, aseptic
                                containers, milk cartons, spiral wound
                                containers, aluminum plates and foil, glass
                                bottles and jars)



                                                                  Page 4
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

                                                                                                                                    Green Bin
 Municipality    Population                       Recycling                                          Garbage
                                                                                                                                    Organics
Toronto, City   2,615,060      Single stream cart based (4 sizes of carts          Cart based; user pay (4 sizes of carts        Yes, weekly
of                              offered) recycling program                           offered). Resident's annual fee is based on
                               Collected bi-weekly                                  the size of the cart.
                               Recyclable materials include plastic bottles        Collected bi-weekly
                                and jugs, milk/juice cartons and boxes, glass       Allow residents to purchase bag tags if on
                                bottles and jars, aluminum cans, plastic food        occasion additional capacity is required.
                                jars, tubs and lids, metal cans, cardboard cans,    Large items that do not fit into the cart
                                aluminum trays, pie plates and roasting pans,        such as furniture can be placed beside the
                                aerosol cans, foam polystyrene, retail bags,         cart for collection.
                                paper bags, rolls, junk mail, writing/computer
                                paper, envelopes, shredded paper, gift wrap,
                                cards, newspapers, flyers, telephone
                                directories, magazines, catalogues, soft/
                                hardcover books, boxboard, OCC.
                               Additionally, on the resident's garbage
                                collection day we collect durable goods for
                                recycling including electronics, white goods,
                                mattresses, metal items, etc


More information on the waste programs of the municipalities listed above is available on the web:

London, Region of:            www.london.ca
Muskoka, District:            www.muskoka.on.ca
Orillia, City of:             www.orillia.ca/en/livinginorillia/garbagerecyclinggreenbinpickup.asp
Peterborough, City of:        www.peterborough.ca/waste
Peterborough, County of:      www.county.peterborough.on.ca
Simcoe, County of:            www.simcoe.ca/dpt/swm/index.htm
Toronto, City of:             www.toronto.ca/recycling




                                                                   Page 5
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation



                                                                Table 2.0
                    Partner Municipalities for the MRF Commodity Bale and Residue Audits

                                                                                                                                        Green Bin
  Municipality    Population                        Recycling                                             Garbage
                                                                                                                                        Organics
Cornwall, City     45,965       Effective April 2, 2012 – weekly single stream        Weekly solid waste collection, same day as         No
of                               collection, same day as garbage,                       recycling
                                Blue box for single family households, mix cart       Bag base
                                 and blue box for multi-residential building (prior    No limit
                                 to April 2, 2012 – program was two-stream
                                 biweekly).
                                Accepted materials:
                                 o Glass – clear and coloured
                                 o Metal – Aluminum cans, other aluminum
                                    packaging and foil, steel cans, empty aerosol
                                    cans, empty paint cans
                                 o Plastic – PET Bottles, Mixed (#1 to #7) (no
                                    film, Styrofoam) HDPE, Thermoform PET #1
                                    Clamshells and other clear containers
                                 o Paper – Newsprint, other printed paper,
                                    magazines/catalogues, phone books,
                                    corrugated cardboard, boxboard, gable top*
                                    and tetra pak* cartons (*accepted effective
                                    April 2)

Kingston, City     119,711      Weekly collection, alternating weeks between          Weekly garbage collection                         Yes
of                                blue box and grey box collection.                    Two free garbage container limit (to be
                                Collection may sometimes occur on the same day         reduced to one container sometime in 2012).
                                  as garbage for residents, but not always.            Additional containers beyond two bags
                                22 gallon blue boxes and 20 gallon grey boxes.         require $ 2 bag tag.
                                Blue box material: steel and aluminum food &
                                  beverage containers, glass food & beverage
                                  containers, all plastic food & beverage
                                  containers & rigid plastic packaging (# 1- #7),
                                  and Styrofoam.
                                Grey box material: cardboard, film plastic,
                                  boxboard, gable top & aseptic containers,
                                  newspaper, and fine paper.

London, City of   390,000       Every 6-business days (instead of 5 as for              Same frequency & day as blue box                 No
                  (approx)       weekly) – thus 42 collections per year, instead of      Bag/can – 4 container limit
                                 52. There are 6 collection zones.                       Spring & Christmas exemption weeks
                                Same day as garbage collection                          Unlimited bulky items on any collection day
                                Miller Waste System collection and processes            No collection on appliances, electronics
                                Two-stream blue box
                                Blue/Clear bags are permitted as containers – but
                                 discouraged
                                Materials include:
                                 o Full range of paper products
                                 o Standard MOE required plus:
                                 o All plastics 1 through 7 – except film and #6
                                    foam
                                 o Gable & aseptic
                                 o Paint cans & aerosols & aluminum foil




                                                                    Page 6
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

                                                                                                                                          Green Bin
  Municipality    Population                         Recycling                                             Garbage
                                                                                                                                          Organics
Norfolk, County    62,563       Weekly recycling collection, same day as               Weekly garbage collection, same day as              No
of                               garbage                                                 recycling
                                2 stream recycling, two recycling boxes – tall         6 bag limit (will be reduced to 3 this year)
                                 box for containers including all cans, glass,          No user pay or bag tags.
                                 plastics 1 to 6, ps foam, paint cans, aerosols,
                                 aseptic, spiral cans and small box for paper fibres
                                 including newspaper, magazines, phone books,
                                 household paper, boxboard, occ, and plastic bags.
Northumberland,    88,000       Weekly collection of single stream recycling           Weekly, curbside                                    No
County of                        and garbage.                                           Full user pay, 3 bag limit, $2.75 per bag tag
                                Use spilt collection vehicles.
                                Recycling in bags of blue boxes
                                Recycling materials – all fibers, Polycoat, glass,
                                 1-7 plastics, film plastic, steel cans, aluminum
                                 cans
Peel, Region of   1,071,514     Weekly collection of blue box based single             Weekly collection of curbside garbage under      Weekly
                                 stream recycling                                        a two bag standard program.                      collection
                                Weekly collection of cart-based single stream          Extra curbside garbage requires a $1             of green
                                 recycling                                               garbage tag for collection                       bin. Co-
                                Weekly collection of front-end containerized           Twice per week collection of front-end           collected
                                 single stream recycling.                                garbage from multi-residential locations and     with
                                Drop off at Community Recycling Centres.                municipal facilities                             single
                                Following materials are accepted:                      Twice per week collection of cart-based          stream
                                 o ONP #8                                                garbage from Business Improvement Areas          recycling.
                                 o Mixed Paper and Fibre                                 and small apartments.
                                 o OCC
                                 o Mixed Polycoat
                                 o Tubs and Lids
                                 o Aluminum
                                 o Steel
                                 o HDPE
                                 o PET
                                 o Film
                                 o Glass
                                 o Polystyrene

Quinte Waste       140,000      Weekly collection of curbside garbage under a            Various: weekly/bi-weekly                         No
Solutions                        two bag standard program.                                Mostly same day as recycling
                                Extra curbside garbage requires a $1 garbage tag         Bag or bin based
                                 for collection                                           With limits and tags – some transfer.
                                Twice per week collection of front-end garbage
                                 from multi-residential locations and municipal
                                 facilities
                                Twice per week collection of cart-based garbage
                                 from Business Improvement Areas and small
                                 apartments.

Waterloo,          534,000      Weekly blue box collection, some small rural           Weekly residential waste collection region-         Yes
Region of                        areas are bi-weekly                                     wide
                                Cart collection primarily in multi-residential and     Same day as recycling and green bin
                                 schools                                                Bags and/or regular sized waste containers
                                Same day as garbage and green bin                      10 bag limit in the tri-cities (not enforced),
                                Two stream                                              6 - 2 bag limit depending on the rural area
                                 - Rigid plastic containers (1-7). No styrofoam          municipality
                                 - Drinking boxes, milk and juice cartons               Property tax based
                                 - Glass bottles and jars
                                 - Aerosol and metal paint cans, metal food and
                                   beverage cans, aluminum foil trays and wrap


                                                                     Page 7
Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

                                                                                                                                    Green Bin
  Municipality    Population                        Recycling                                            Garbage
                                                                                                                                    Organics
                                - Paper, boxboard, corrugated cardboard (shipped
                                  direct)
                                - Plastic film (primarily grocery and shopping
                                  bags but other film is part of the stream as well)

York, Region of                Program information unavailable at time of RFQ          Program information unavailable at time of
                               Posting                                                 RFQ Posting



More information on the waste programs of the municipalities listed above is available on the web:


Cornwall, City of:                    www.cornwall.ca
Kingston, City of:                    www.cityofkingston.ca/garbage & www.cityofkingston.ca/recycling
London, City of:                      www.london.ca
Norfolk, County of:                   www.norfolkcounty.ca/living/garbage-and-recycling/
Northumberland, County of:            www.northumberlandcounty.ca
Peel, Region of                       www.peelregion.ca/waste
Quinte Waste Solution:                www.quinterecycling.org
Waterloo, Region of:                  www.regionofwaterloo.on.ca/waste




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Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation




1.5 Terminology

Partner municipality: A municipality who has expressed an interest in, and been selected to
participate in a waste audit and/or CPP observation as outlined in this RFQ.

Contractor: Company or companies retained to provide waste auditing and process flow
analysis services under this RFQ.

Sample area: The areas of the municipality chosen by the partner municipality from which the
contractor will collect sample material for the curbside single-family waste composition audit.

Sort site: The facility provided by the partner municipality in which the contractor will sort
collected waste samples. These locations are normally at a waste management facility in a
building with good ventilation and lighting, low traffic flow and washroom facilities. Lunch
rooms may or may not be accessible to the contractor.

Bulky items: Large or heavy items such as couches and mattresses that are not accepted or
collected with the regular household garbage. The partner municipality will provide a definition
for bulky items. Bulky items are not included in this audit.

White goods: White goods are large metal based appliances such as refrigerators, freezers,
clothes washers, dishwashers, clothes dryers, ranges, stoves, air conditioners, hot water tanks.
White goods are not included in this audit.

Yard waste: Leaves, brush, twigs and other vegetative waste set out separately from green bin
waste. Yard waste is not to be included in this audit.

2.0 Scope of Work

2.1 Purpose and Objectives
The purpose of this RFQ is to solicit bids from contractors to conduct three discrete pieces of
work including:

 A series of curbside single-family waste composition audits throughout 2012 and first quarter
  of 2013 in a number of selected municipalities in Ontario.
 MRF commodity bale and residue audits in selected MRFs in Ontario and
 Observation of the process flow and fate of composite paper packaging (CPP) in selected
  MRFs in Ontario

The contractor will be responsible for collecting, sorting and classifying single-family residential
wastes and providing the data to the CIF and SO for dissemination at their discretion in
cooperation with their municipal partners.



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Continuous Improvement Fund - Request for Quotations
Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

The main objectives of these audits are to:
 collect accurate single-family waste composition and generation data from representative
  municipalities across Ontario;
 estimate provincial waste generation rates (kg/household/week) for single-family households
  by material category;
 estimate typical recovery rates for recyclable Blue Box wastes;
 identify possible trends in waste material composition;
 understand how Blue Box wastes are processed and marketed in Ontario MRFs and make this
  information available for public use.

SO uses the results of waste audits for the following purposes:
 as the primary instrument for assessing Blue Box material generation rates for setting fees
  (with the stewards’ reports as the crosscheck);
 for assessing opportunities and priorities for improving cost-effective recovery;
 for determining the recovery performance of existing programs; and
 for assessing progress toward the 60% diversion target established by the Minister.

This initiative is jointly funded by SO and the CIF.

2.2 Sampling Methodology
As part of its 2005-2007 curbside audit program, SO worked with Ontario municipalities, WDO,
contractors and the University of Toronto Statistical Consulting Service to develop a single-
family waste audit sampling methodology that generates accurate and reliable waste generation
and composition data.

The sampling methodology for this series of audits will essentially be the same methodology as
in past years. Details of the sampling methodology are provided in Section 3.

2.3    Waste Audit Training
Contractors awarded work under this RFQ who have not conducted audits, using the
methodology identified above, on behalf of the CIF and/or SO must attend a half-day
Stewardship Ontario waste audit training session on sampling and sorting methods and data
reporting requirements. The training session is necessary because SO requires all contractors to
use the same sampling methods. This training session requirement may be waived by the CIF
depending on the contractor’s experience.

Successful contractors shall ensure that all of their staff and subcontractors have received
suitable training before they start on this project and will provide evidence of such training upon
request by the CIF in advance of starting any audits.

2.4    Kickoff Meeting and Site Visits
The selected contractor(s) will arrange a project initiation conference call with representatives of
the CIF and SO within three business days of contract award to review the project work plan,
timing and deliverables of awarded work. The CIF will confirm municipal and MRF operator
contact information at that time.

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The contractor must then organize a pre-audit meeting with the partner municipality and CIF
and/or SO representatives. The purpose of the meeting is, in the case of the curbside audits, to
visit the sample areas, see the sort site, and discuss collection logistics and other matters such as
disposal of the sorted wastes, communications, and resolve any concerns in advance of the audit.
Physical meetings can be replaced by a teleconference call at the request of the contractor and
sole discretion of the CIF.

3.0 Curbside Single-Family Waste Composition Audits

3.1 Selection of Sample Areas and Households
Selection of sample areas is the responsibility of the partner municipality.

 The contractor can assume that:
  The sample material will come from 100 randomly selected single-family homes (10 homes in
   a row in 10 sample areas) that together represent the municipality’s single-family waste
   generation/recovery behaviour.
  Selected homes all receive the same level of service.
  Homes will be selected in groups of 10 in a row and are located on the same side of the street.
  Split dwellings (i.e. homes occupied by more than one party – e.g. there is a basement
   apartment) have been considered only if they are common. If split dwellings are included, the
   partner municipality is to advise the contractor of this fact.
  Triplexes, small apartment buildings, and row houses or townhouses with communal
   collection pads are not to be included.
  Homes are typically collected early morning.
  Partner municipalities have been instructed to avoid homes right at the beginning of a
   collection route.
  Partner municipalities have been instructed to avoid homes on busy roads.
  Partner municipalities have been instructed to avoid vacant homes, homes under construction
   or homes up for sale.
  The partner municipality is expected to visit each of the sample areas prior to the start of the
   audit to confirm that the areas and the homes in the areas meet the criteria for inclusion in the
   waste audit.
  The partner municipality is required to assist the contractor by providing information about
   the sample areas and the municipality’s waste services in order to complete the required audit
   report.
  The partner municipality is required to consider travel times between the sample areas and the
   sort site. The drive time between a sample area and the sort site should not exceed 45 minutes
   under normal circumstances.
  The partner municipality is required to consider the workload of the contractor when selecting
   the sample areas. Partner municipalities have been instructed to assume that the contractor
   will collect and sort sample material from 20 or 30 households per day up to a maximum of
   60 households upon mutual agreement.
 The partner municipality will provide the contractor and the CIF with a collection schedule
   for the audit and the addresses of the sample homes.


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 The CIF has requested that the partner municipality not tell the residents in the sample areas
  about the audit. Questions from residents about the waste audit should be directed to the
  partner municipality. The Contractor will be provided with a letter from the partner
  municipality explaining the initiative and providing contact information for distribution to
  residents seeking information.
 The contactor shall be required to take digital photographs of representative homes in each of
  the 10 sample areas and provide these to SO and the partner municipality. Addresses and
  other owner identifying features shall be removed or otherwise obscured from such
  photographs.

3.2 Sampling Period
Each audit of a partner municipality will consist of four separate sets of audits conducted
throughout the year and each set will consist of two samples taken over two consecutive weeks.

The 100 homes sampled in the first week will be sampled again in the second week (except in
the case of biweekly collection services).

In the event that the municipality offers biweekly collection services, the contractor will need to
arrange to take the second sample during the next available collection cycle.

3.3 Timing of Curbside Single-Family Audits
Four two-week long audits will be done in each municipality, one in winter, spring, summer and
fall.

Each two-week long audit will be done in each of the following time periods:

“Spring”:      April 2 to June 1 2012
“Summer”:      June 25 to September 21 2012
“Fall”:        October 1 to December 7 2012
“Winter”:      January 14 to March 9 2013

The contractor will pick the sampling weeks for the spring, summer and fall audits, subject to
approval by the partner municipality and CIF.

3.4 Specifications for Curbside Waste Collection
 Each audit shall be two weeks long.
 If the partner municipality provides bi-weekly recycling collection, the contractor must
  schedule the audit accordingly to ensure collection of two separate samples.
 The sample material shall come from homes selected by the municipality and as agreed to by
  the CIF and SO.
 The contractor is responsible for collecting all recycling, garbage and green bin organics set
  out at the curb by each sample household over the two-week sampling period, even if the
  wastes are set out on different days of the week (see information on yard waste, bulky waste
  and white goods). Green bin waste may be weighed curbside and left behind at the
  contractor’s discretion.

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 Yard waste (leaves, grass, trimmings, Christmas trees, pumpkins, etc.) set out as a separate
  stream shall not be collected and weighed. Contractors are required to collect, sort and weigh
  yard wastes found in the garbage stream and organics green bin stream. Green bin waste may
  be weighed curbside and left behind at the contractor’s discretion.
 Bulky items such as furniture, mattresses and barbecues that are not accepted at the curb with
  regular household garbage should be left at the curb for the regular hauler. The partner
  municipalities will give the contractors a definition for bulky items.
 White goods (large metal bases appliances such as refrigerators, freezers, clothes washers,
  dishwashers, clothes dryers, ranges, stoves, air conditioners, hot water tanks) shall not be
  collected or considered in any way. White goods should be left at the curb for the regular
  hauler.
 The partner municipality is required to advise the regular hauler(s) of when an audit is being
  conducted and provide a list of dates and addresses to avoid.
 The contractor will contact the regular hauler(s) by phone the day before collection days to
  confirm that they will not be collecting from the sample homes.
 The CIF recommends that the contractor make arrangements to “guard” the sample areas to
  prevent the regular hauler from inadvertently picking up sample material. The CIF will
  prorate payment to the contractor for missing data points resulting from lack of project control
  by the contractor.
 The contractor shall collect materials only during the times specified in the municipality’s
  waste collection by-laws. They should not leave missed set outs at the curb. If there is any
  reason to suspect that the material is not all out, the contractor must revisit the sample area
  later on to collect the late setouts. The intent is to ensure all waste is collected and the waste
  audit results reflect actual waste generation and recycling levels.
 The contractor shall note on the Collection Log (See Section 3.6) how many bags/bins/carts
  are set out at each house and how many full bag/bin/cart equivalents there are.
 Weather conditions are to be documented on the Collection Log (see Section 3.6). The
  contractor shall note if the material at the curb – particularly the recyclable paper – is wet, and
  note whether participation could have been hampered due to inclement weather.
 If a household does not set out material, the contractor shall note this on the Collection Log
  (see Section 3.6).
 If a household does not set out material, or their material is inadvertently picked up by the
  regular hauler, the contractor will not collect substitute material from another home.
 The contractor and partner municipality are to decide how to handle waste setouts that do not
  meet municipal waste setout requirements (e.g. bag tags are required but the bag has no tag,
  loose garbage, oversize pieces of cardboard, etc.). The partner municipality must provide
  “material rejection” tags/stickers for the contractor to use if the partner municipality wants the
  contractor to reject certain materials.
 The contractor shall provide collection staff with personal protective equipment including
  clean protective clothing, heavy-duty puncture resistant gloves, safety foot wear, safety
  eyewear and traffic safety vests. The contractor’s staff will be neat and tidy and demonstrate
  a level of professionalism in both appearance and conduct commensurate with the standards
  of the partner municipality.
 The contractor shall provide an unmarked 16-foot cube van, or similar vehicle, for waste
  collection purposes. “Unmarked” is defined as the absence of obvious logos and decaling
  such as is typically found on U Haul vehicles. The partner muni may elect to provide the
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    contractor with magnetic logos or signage to identify the van as being affiliated with the
    municipality to reduce concerns from residents.
   The contractor shall affix their CofA number to the unmarked vehicle using magnetic placards
    (or use other suitable means)
   The contractor shall provide bags or containers for collecting loose material or material set out
    in bins, cans or carts.
   The contractor shall use tags, tarpaulins, bags or bins to keep the samples from getting mixed
    up in the back of the truck.
   The contractor is to notify the CIF and the partner municipality immediately if any problems
    are encountered during collection (e.g. a resident refuses to give up their garbage, the regular
    hauler has picked up sample material, etc.).
   The contractor’s fieldwork supervisor must have a cell phone.
   Questions from residents about the waste audit shall be directed to the representative from the
    partner municipality. The Contractor will be provided with copies of a letter from the partner
    muni explaining the initiative and providing contact information for distribution to residents
    seeking information.
   The contractor shall transport the sample material to the sort site.

3.5 Specifications for Sorting Curbside Waste
The contractor shall provide the following equipment at a minimum for the field crew:
 heavy-duty puncture resistant gloves, safety footwear, traffic safety vests, protective coveralls,
  ear plugs and air-filter safety masks;
 a suitable first aid kit;
 work tables on which to sort the waste (one with 5 to 10 cm high sides on three sides of the
  table is recommended);
 leak proof containers of sufficient volume and in sufficient number for sorting and weighing
  the waste; and
 any other items necessary to complete the sort (e.g. broom, dustpan, knives to open the bags,
  etc.).

The partner municipality is required to provide the following:
 An area suitable for waste sorting, ideally a climate-controlled building at a waste
  management facility with good ventilation and lighting, low traffic flow and washroom
  facilities.
 Disposal bins for the material that has been sorted. The partner municipality will arrange to
  have the bins emptied as required and will cover all costs associated with these bins including
  hauling and disposal.
 A container for hazardous materials (e.g. needles, sharps, etc).

The contractor will supply sufficient numbers of sorters and support staff to complete the work
in a timely fashion.

The contractor must ensure that their staff and subcontractors are familiar with SO’s material
categories and sampling and sorting methods and provide evidence thereof upon request by the
CIF.

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Each member of the audit field crew should have a tetanus shot if they have not had one in the
last 10 years.

The waste samples should be sorted and disposed of on the day they are collected. Materials can
be held over and sorted on another day if the partner municipality and the operators of the waste
facility permit it. Waste held over should be covered to protect against moisture loss, damage by
pests, etc.

The contractor shall provide a suitable electronic weigh scale capable of measuring from 0.01 kg
to at least 60 kg, of sufficient accuracy to provide weight measurements within ± 1% of true
weight.

All weight measurements will be expressed in kilograms to two decimal places and will be
recorded on the Waste Sort Log (see Section 3.6).

The tare weights of the weigh bins will be checked periodically during the sorting process.
The contractor shall sort and weigh all (100%) of the material that is collected from the sample
homes.

The contractor is not required to weigh the sample material before it is sorted.

The sample material shall be sorted by stream and by sample area into the material categories
listed on the Categories Described spreadsheet (see Section 3.6).

Garbage bags found in the recycling stream will be opened and materials inside sorted into the
material categories listed on Categories Described spreadsheet (see Section 3.6).

The sorters will disassemble multi-material items that are easy to separate. For example, if the
paperboard insert in a plastic bubble pack is not bonded to the outer packaging, remove it and
sort the card into the Boxboard category and the plastic into the proper plastic category.

The contractor shall make best efforts to separate food wastes from their packaging before
weighing. This can be achieved by opening all packaging and shaking out the contents.

The following approach will be used for managing “fines” (items <1 cm across):

   1. Estimate the composition of the fines by weight (i.e. 10% kitty litter, 30% food waste,
      20% mixed fine paper, 30% clear glass and 10% coloured glass);
   2. split the mix accordingly; and
   3. add material to the appropriate bins prior to weighing.

Bags/containers containing hypodermic needles, lancets, other sharps or other highly hazardous
wastes shall be set aside, weighed, and described and recorded separately under the category
“Other HSW”. The partner municipality is responsible for providing a container for hazardous
wastes such as used hypodermic needles.

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The contractor shall record the weights of the separated materials by waste stream and by sample
area on the Waste Sort Log (see Section 3.6). Record multiple weights for one category as
follows: e.g. "25.15+5.25". Enter a "0" if there is no material for a category.

Light materials/items must be weighed directly on the scale, not in a bin.

The contractor will make note of and weigh separately any item/material that significantly
affects the total weight measured for a material category (e.g. an 18 litre PET bottle, a magazine
collection).

If the contactor is not sure what category an item belongs in, they will either contact SO
immediately for assistance, or guess at the category and include a note on what the item is and
how much it weighs so that it can be properly allocated by SO later on.

The contractor shall keep the sort site in a reasonably clean state and will clean the floor, sorting
tables, sort bins and other surfaces in contact with the waste at the end of each day.

Upon completion of the waste audit, the contractor will promptly remove all of their equipment
and supplies and return the sort site to state in which it was found prior to the audit.

3.6 Reporting Curbside Audit Results
The consultant is required to enter the weight data from the waste audit into the electronic
spreadsheets provided by CIF. The Excel workbook for this audit is called “Single-Family
Waste Audit Worksheets 2012” (download sample from
wdo.ca/cif/initiatives/procurement.html). The Worksheets file contains the following
spreadsheets:

Waste Audit Description: Use this spreadsheet for recording general information about the audit
such as sampling dates, location of sort site, notes on the municipality’s waste programs, a
description of each of the sample areas, general notes on the materials found in the waste
streams, problems/issues, other notes that may help readers interpret the results, etc. The partner
municipality is required to help the contractor fill out parts of this spreadsheet as previously
identified. The contractor is required to send this spreadsheet to the CIF at the end of each audit.

Categories Described: This spreadsheet provides detailed descriptions and examples for each
material category. The contractor must print this sheet and make it available for reference during
the waste sort.

Collection Log: The contractor must print this log and use it for recording setouts and other
collection information.

Waste Sort Log: The contractor must print this log and use it for tracking the weights of the
sorted materials and for making notes during the sort.



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Collection Results: The contractor is required to enter the collection results from the Collection
Log onto this sheet and submit it to CIF at the end of each audit.

Sort Results: The contractor is required to enter the sort results from the Waste Sort Log onto
this sheet and submit it to the CIF at the end of each audit. Detailed data entry instructions are
provided at the top of this spreadsheet.

All data must be checked for accuracy and errors and approved by the contractor’s project
supervisor before it is submitted to the CIF. It should be noted that the contractor is required to
enter zeros into the collection and sort results spreadsheets where applicable.

Reporting for each two-week audit is to be completed and provided to the CIF no later than two
weeks after final day of sorting.

The contractor will email the completed electronic spreadsheets to Mike Birett at the CIF at
mbirett@wdo.ca and Sherry Arcaro at sarcaro@stewardshipontario.ca.

CIF staff will forward an electronic copy of the results to the partner municipality for review and
approval as soon as they have verified and summarized the data.

The sort results summary will be posted on the CIF’s website on approval by the partner
municipality.

4.0 MRF Commodity Bale and Residue Audits

4.1 Selection of Samples

With the exception of the tip floor commodity stream, samples will come from post-processed
Blue Box materials that are either ready to be baled or ready to be shipped loose. Commodities to
sample may include:

   ONP #8
   ONP #6
   Hardpack
   Mixed Paper
   Mixed polycoat (gable top and aseptic)
   Plastics #1 to #7
   Tubs and Lids
   Aluminum
   Steel
   Commingled Fibre and Containers
   MRF residue stream
   Tip floor commodity stream



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It is unlikely that any of the selected MRFs will be marketing all of these commodities. The CIF
anticipates that there will be between 4 to 6 target commodities available for sampling at each
MRF. In all municipalities, the contractor will be required to sample the inbound commodity
stream and sort it in accordance with the commodities marketed by that particular MRF. Refer
to “MRF Tip Floor Audit Worksheets 2012" (download sample from
wdo.ca/cif/initiatives/procurement.html).

4.2 Sampling Period

Each audit will consist of one sampling event. Contractors should expect to spend a minimum of
one day, up to a maximum of two days, sampling at a MRF.

Timing of MRF Commodity Bale and Residue Audits:

The CIF and SO are aiming to have all audits completed by June 29, 2012. The selected
contractor(s) will be required to provide the sampling data to the CIF no later than three business
days after the final day of sorting. All sampling data must be submitted to the CIF no later
than July 3rd, 2012, with a preference for submission at the earliest possible date.

The consultant will work with the partner municipalities/MRF operators to schedule the audits
such that the following conditions are met:
 the maximum range of materials is available for sampling on the day of the audit;
 the audit is completed when the MRF is operating a normal capacity under normal operating
   conditions (i.e. with the usual number of staff on the lines and the equipment operating
   properly); and
 avoid times where commercial material is being processed.

4.3 Specifications for MRF Audit Sampling

4.3.1 Sample Extraction Procedures
The samples will be obtained in an unbiased way from storage bunkers and/or cages and/or baler
in-feed belt by hand using shovels and bins or with the assistance of a MRF staff loader operator.
In some cases where access to loose material is restricted, it may be necessary to get the samples
from bales that have been opened (this would only be done if the debaled material could be
sorted relatively easily, i.e. the containers are not too stuck together).

The contractor is to sort six (minimum) 50 kg (± 5 kg) samples of each of the targeted
commodities that are available at the time of the audit (assume 4 to 5 target commodities will be
available at each MRF). The contractor is required to sort between 1200 kg and 1500 kg of
material at each location (e.g. 4-5 target commodities per MRF x 6 samples weighing 50 kg each
per commodity = 1200 to 1500 kg).

Before gathering and sorting a sample, the contractor is required to consult with MRF staff and
confirm that the sample material meets the requirements of the audit. If the contractor is aware


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that the material does not meet the requirements of the study, is unsure, or feel they cannot get
sufficient material for six samples, they are to contact the CIF for further direction.

In the case of #1 PET bales, the contractor is required to separate thermoforms from PET bottles
and record the percentage of each in each sample.

4.3.2 Specifications for Sorting MRF Material
The partner municipalities are required to provide appropriate space in their MRF for the waste
audit, ideally a 20' x 20' area in an out of the way area with low traffic flow and adequate lighting
and ventilation. The partner municipalities may also be called on to provide assistance obtaining
sample material from bunkers and/or cages.

The contractor will provide the following equipment for waste sorting:
 heavy-duty puncture resistant gloves, safety footwear, reflective safety vests, protective
  coveralls, ear plugs and air-filter safety masks;
 work tables on which to sort the waste;
 leak-proof containers for sorting and weighing the blue box material;
 an electronic weigh scale capable of measuring from 0.02 kg to at least 60 kg, of sufficient
  accuracy to provide weight measurements within ± 1% of true weight.
 a first aid kit; and
 any other items necessary to complete the sort (e.g. broom, dustpan, etc.).

Each 50 kg (±5 kg ) sample will be sorted separately into the material categories for that
particular commodity. Refer to “MRF Commodity Bale and Residue Audit Worksheets 2012"
(download sample from wdo.ca/cif/initiatives/procurement.html). For example, aluminum
samples will be sorted into five categories: Aluminum Food & Beverage Cans, Aluminum Foil
& Foil Trays, Aluminum Aerosols, Other Accepted Recyclables and Other Materials (i.e. non-
recyclable material).

All material will be processed using SO’s standard methods for sorting residential waste. All
multi-material items that are easily taken apart will be disassembled and the components sorted
into their respective categories (e.g. the plastic liner will be removed from bag-in-the box wine
cartons). Best efforts will be made to empty all food and beverage containers before weighing.
Any item that substantially skews the overall weight of a particular category should be weighed
separately and the weight noted on the datasheet using the Excel comment function.

All weight measurements will be expressed in kilograms to two decimal places and will be
recorded on the Sort Results spreadsheet (see Section 4.4).

On completion of the audit, the consultant will promptly remove their equipment and supplies
and leave the site as it was prior to the sampling exercise.




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4.4 Reporting MRF Audit Results

The consultant is required to enter the weight data from the waste audit into the electronic
spreadsheets provided by CIF. The Excel workbook for this audit is called “MRF Commodity
Bale and Residue Audit Worksheets 2012" (download sample from
wdo.ca/cif/initiatives/procurement.html). The Worksheets file contains the following
spreadsheets:

Audit Description: The contractor is required to enter general information about the audit into
this sheet and submit it to the CIF at the end of the audit.

Material Categories: The contractor should print this sheet and make it available for reference
during the waste sort.

Waste Sort Log: The contractor should print this log and use it during the audit for recording
weights. Weight measurements can be entered directly into the Sort Results spreadsheet if the
contractor prefers.

Sort Results: The contractor is required to enter the weight measurements into this sheet and
submit it to the CIF at the end of the audit. Instructions for entering the data are provided on the
worksheet.

All data and information must be checked for accuracy and errors and be approved by the
contractor’s project supervisor before it is submitted to the CIF.

The contractor will email the completed electronic spreadsheets to Mike Birett at the CIF at
mbirett@wdo.ca and Sherry Arcaro at sarcaro@stewardshipontario.ca.

At the conclusion of the audit, the CIF will provide the partner municipalities with the results
from the audit conducted at their facility and make “generalized” information public.

5.0 MRF Composite Paper Packaging (CPP) Observations

This observation will involve monitoring the flow of CPP through selected MRFs and
identification of CPP in the associated commodity bales and residue audits described in Section 4
to ascertain its fate during the processing of Blue Box material. The purpose of the observation
is to:
 Understand generally how composite paper packaging (CPP) materials flow through MRFs in
    Ontario and how they respond to different operations;
 Corroborate the findings of the composition measurements of various product streams in
    which CPP are found;
 Identify other products in which CPP can often be found.




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5.1 Selection of Samples

For the purpose of this process monitoring, composite paper packaging includes the following
categories:
 Aseptic cartons
 Gabletop cartons
 Other polycoat packaging, including hot and cold drink cups and ice cream and other freezer
   containers
 Spiral wound paper containers with steel, foil and or plastic ends, and
 Other laminated paper packaging

5.2 Sampling Period

Each CPP Observation will be done in conjunction with the associated MRF commodity bale and
residue audit which will consist of one sampling event and is to take up to a maximum of two
days at a MRF.

5.3 Timing of MRF CPP Observations

The timing associated with the MRF Commodity bale and residue audits described in Section 4.2
applies to the MRF CPP observations.

5.4 Methodology

The contractor will undertake observations at each stage of the process, i.e. major equipment and
unit operations where CPP materials could flow in different directions than according to the
design. These will vary with each MRF due to the different configurations in each facility.
Generally observations will be taken at the following points, wherever applicable and possible:
 Tip floor
 In-feed
 Pre-sort
 Fibre-container separation, e.g. OCC and ONP screens
 Fibre sort line - applicable different sorting points, e.g. fibre presort and manual sorting of
  CPP materials, and optical sorting
 Container sort line – each major equipment and applicable sorting points, e.g. optical sorters,
  eddy current, magnetic separator (for spiral wound containers only) manual sort of
  contaminants
 Quality control sorting

At each stage, the contractor will note:
 The proportion of each CPP material that flows in each direction
 Any obvious cause for that result, e.g. positive sort, flattening/nesting, size variation, burden
   depth, conveyor speed, conveyor configuration or design, equipment calibration



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The contractor will be required to observe the flow at each stage at least two different times per
day. All observations will be made under normal MRF operating conditions. The direction of
flow of CPP materials can be observed separately at each stage for a minimum of two periods of
1 minute for each material. Total time at each stage will be at least two minutes for each of the
CPP materials at that stage. Observers will count and record the number of each of the CPP
materials that flow in each direction at each appropriate stage.

The contractor is required to use the “CPP Observation Worksheets 2012” provided by the CIF
(download sample from wdo.ca/cif/initiatives/procurement.html) and customize them for each
MRF. The records will be retained and provided to SO and the CIF and summarized in
Microsoft Excel.

The contractor will prepare a simple diagram of the process flow, showing each stage of the
process and how CPP flows through each stage of the process. Observation points will be clearly
marked on the schematic.

5.5 Reporting MRF CPP Observation Results
The contractor will summarize their results, observations and process flow diagrams and include
them as a separate section of their MRF Commodity Bale and Residue Audit report for each
facility studied.

6.0 General Requirements

6.1 General Requirements of the Contractor

The contractor must have the appropriate qualifications and experience to complete the work
outlined in this RFQ.

The contractor must provide appropriate supporting documentation detailing the qualifications
and experience of the people who will be carrying out the work, particularly noting specifically
where appropriate experience with waste composition measurements and experience monitoring
MRF process operations.

The contractor will supply a sufficient numbers of sorters and support staff to complete the work
in a timely fashion.

On the form provided in Appendix A, the contractor must provide three references for the work
they are quoting on. Where a contractor only wishes to quote on the single-family curbside
waste audits, they need only provide three relevant references. Where they wish to bid on both
the curbside audits and MRF bale and residue audits, they must provide three references relevant
to curbside audit experience AND three references relevant to MRF experience.

On the form provided in Appendix B, the contractor must list all equipment including collection
vehicle, materials, supplies and services they will provide in order to successfully complete the
audits in accordance with the specifications of this RFQ.


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On the form provided in Appendix C, the contractor must specify the number and roles of
persons supplied to complete each waste audit and must identify by name the contractor’s project
supervisor.

The contractor must complete Appendix D if they plan to use subcontractors. The use of
subcontractors requires prior written approval from the CIF.

The contractor shall ensure that all of their staff and subcontractors have received suitable
training before they start on this project and be prepared to provide evidence of such training
upon the request of the CIF.

The contractor shall ensure that all of their staff and subcontractors understand the nature of the
work and the risks presented and are familiar with techniques to minimize the risk of personal
injury.

The contractor shall provide weekly informal progress updates to the CIF and more frequently as
required.

The contractor will be required to sign a project agreement with the CIF that outlines the roles
and responsibilities of the parties involved.

6.2 General Requirements of CIF

The CIF is required to secure signed project agreements between SO, WDO, AMO, the City of
Toronto and the partner municipality that outline the roles and responsibilities of the parties
involved.

The CIF will issue a P.O. to the contractor and shall make payments to the contractor for work
originating from this RFQ in accordance with its terms. Payment and invoicing details will be
provided in the P.O.

The CIF will work with the contractor to ensure they are familiar with SO waste audit methods
and reporting requirements as described in this RFQ.

The CIF shall provide the contractors with all the necessary worksheets and logs for data
collection and reporting purposes as described in this RFQ.

The CIF shall provide a liaison person to handle questions related to collection, sorting and
reporting.

The CIF will provide a copy of the results to the partner municipality to review and ultimately
sign off.

The CIF will post the sort results summary for each audit on its website.



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Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

6.3 Insurance and Liability

The contractor will purchase and maintain in force, at their own expense (including the payment
of all deductibles) the following insurance for the duration of the period in which the services are
provided under this Request for Quotations:

  o two million dollars ($2,000,000) of professional liability insurance per occurrence;
  o five million dollars ($5,000,000) of commercial liability insurance;
  o three million dollars ($3,000,000) of auto insurance;
  o one million dollars ($1,000,000) of non-owned auto insurance;
  o the contractor shall add SO, WDO, AMO, City of Toronto, the partner municipalities and
    any sub-contractors of the contractor as additional insured;
  o the policy shall have provisions for cross-liability and severability of interests as between
    the contractor and any such additional insured;
  o the contractor shall, upon request, provide evidence of compliance with the above
    requirements to the satisfaction of the CIF;
  o the contractor shall provide thirty days prior notice to SO, WDO, AMO, City of Toronto
    and the partner municipality of any cancellation, termination or expiry of, or amendment or
    change (in a material respect) to the policy.

The contractor shall have a Certificate of Approval for the transport of waste if quoting on the
curbside audit work.

The contractor is required to remain in good standing with the Workplace and Insurance Board
(WSIB) during the duration of this project.

7.0 Confidentiality

The consultant may be required to enter into confidentiality agreements with the CIF, SO, the
partner municipalities and/or their service providers in order to protect commercially sensitive
information made available through this audit or other communications, direct or indirect.

8.0 Submission of Quotation and Due Date

To be considered for this contract bidders must:
    provide a brief letter outlining the companies qualifications, experience, capacity and
       availability (please attach a brief resume for the principle members of the team
       referencing applicable projects/experience);
    complete the Pricing Tables below and appropriate tables (Appendices A-D) in the
       appendices.

Quotations must be consistent with, and conform to, the instructions contained in this RFQ to be
considered for evaluation. Submission of a quotation indicates acceptance by the bidder of the
terms and conditions contained in this RFQ. All quotations received shall become the property



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Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

of the CIF. The CIF reserves the right to accept, in whole or in part, or reject any or all
submissions.

Submissions in response to this RFQ must be sent electronically to Mike Birett at the CIF at
mbirett@wdo.ca.

Questions about this RFQ are to be directed to Mike Birett at the CIF at mbirett@wdo.ca or
905.936.5661 by Thursday, April 5th, 2012 by 4:00 p.m.

Quotations must be received by 4:00 pm on Wednesday, April 11th, 2012.

9.0 Price Sheet for Curbside Single-Family Waste Composition Audits

The CIF anticipates that the each two-week single-family audit as scoped will cost up to
$12,000, depending on level of effort required, location, accommodation and travel.

The contractor shall enter their price quotations in Table 3.0. Prospective contractors may bid on
all the work outlined in Table 3.0 or just a portion of it. The only stipulation is that the
contractor must complete all four audits in a municipality. The price quotes shall include all
expenses (e.g. travel, accommodation, supplies, etc.). The contractor’s prices shall be in effect
for a period of 30 days from the date of RFQ closing.




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Curbside Single-Family Audits, MRF Commodity Bale and Residue Audits & MRF CPP Observation

              Table 3.0 - Price Quotation for Curbside Single-Family Waste Audits

    Partner              Deliverable                         Price to complete     Additional cost for
   Municipality                                              audits (with tax)       sorting MHSW
                                                                                   program categories
 London, City of    Conduct 4 two-week    winter audit:     $
                    long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
 Muskoka,           Conduct 4 two-week    winter audit:     $
 District           long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
 Orillia, City of   Conduct 4 two-week    winter audit:     $
                    long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
 Peterborough,      Conduct 4 two-week    winter audit:     $
 City of            long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
 Peterborough,      Conduct 4 two-week    winter audit:     $
 County of          long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
 Simcoe, County     Conduct 4 two-week    winter audit:     $
 of                 long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
 Toronto, City of   Conduct 4 two-week    winter audit:     $
                    long single-family    spring audit:     $
                    audits of 100 homes
                    and provide data to   summer audit:     $
                    Stewardship Ontario   fall audit:       $
                                          Total:            $
                                          Grand Total:      $




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  10.0 Price Sheet for MRF Commodity Bale and Residue Audits

  The proposed level of effort and hourly rate should be presented for each team member. Note
  that this work requires bidders to provide a minimum of 2, and preferably 3, sorters for 7.5 hours
  per day for up two days per MRF. Expenses estimates should be broken out to include travel,
  accommodation, meals, etc.

  The total available budget for the MRF Commodity Bale & Residue Audits is approximately
  $20,000 and the CIF expects to audit up to nine MRFs within this budget.

  The contractor shall enter their price quotations in Table 4.0. Prospective contractors may bid on
  all the work outlined in Table 4.0 or just a portion of it. If bidding on a portion of the work, the
  contractor must indicate which facilities their quote is relevant to in the notes section. The price
  quotes shall include all expenses (e.g. travel, accommodation, supplies, etc.). The contractor’s
  prices shall be in effect for a period of 30 days from the date of RFQ closing.

           Table 4.0 - Price Quotation for MRF Commodity Bale and Residue Audits

                     Number       Per                      Tasks                     Total     Total $
                     of Staff    Hour                                                Hours     Amount
                                 Rate       Project        Sampling       Data                  (with
                                  ($)     Planning &        (hours)       Entry                  tax)
                                          Management                       &
                                            (hours)                     Reporting
                                                                         (hours)
Fees
Project Manager
Field Staff
etc


Fee subtotal
Expenses
Accommodation
Meals
etc



Expenses subtotal
Total
Notes:




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  Continuous Improvement Fund - Request for Quotations
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  11.0 Price Sheet for MRF CPP Observations
  The proposed level of effort and hourly rate should be presented for each team member.
  Expenses estimates should be broken out to include travel, accommodation, meals, etc.

  The total available budget for the MRF CPP Observations is $10,000 and the CIF expects to
  conduct observations in up to seven MRFs within this budget.

  The contractor shall enter their price quotations in Table 5.0. Prospective contractors may bid on
  all the work outlined in Table 5.0 or just a portion of it. If bidding on only a portion of the work,
  the contractor must indicate which facilities their quote is relevant to in the notes section. The
  price quotes shall include all expenses (e.g. travel, accommodation, supplies, etc.). The
  contractor’s prices shall be in effect for a period of 30 days from the date of RFQ closing.

                         Table 5.0 - Price Quotation for CPP Observations

                     Number       Per                      Tasks                     Total     Total $
                     of Staff    Hour                                                Hours     Amount
                                 Rate       Project        Sampling       Data                  (with
                                  ($)     Planning &        (hours)       Entry                  tax)
                                          Management                       &
                                            (hours)                     Reporting
                                                                         (hours)
Fees
Project Manager
Field Staff
etc


Fee subtotal
Expenses
Accommodation
Meals
etc



Expenses subtotal
Total
Notes:




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Continuous Improvement Fund - Request for Quotations
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12.0 Evaluation of Quotations and Awards
The submissions for this RFQ will be reviewed and evaluated by CIF and SO staff and
recommendations made for approval by the CIF Committee at their next meeting planned for
Tuesday, April 17th.

It is the intent of the CIF to contract with contractors that will provide the best overall value to
meet the CIF’s current and future needs. Cost will be considered but it will not necessarily be
the sole determining factor for an award.

The CIF is aiming to have contractors in place by Wednesday, April 18th, 2012.

The CIF may revoke an award under this RFQ at any time if a contractor fails to meet any of the
conditions and requirements outlined in this RFQ.

13.0 Payment
Contractors and haulers will be paid by SO after each completed audit (e.g. two week audit in the
case of the curbside audits) upon receipt and verification by CIF of an invoice that outlines the
work done, the people involved, their hours, rates and expenses. Receipts should be provided to
the CIF for any large expenses such as travel, accommodation, supplies, rental vehicles and
subcontractors. GST should be shown separately.

Invoices must reference the partner municipality and audit date.

Invoices and expense receipts are to be sent to:
Continuous Improvement Fund
92 Caplan Avenue, Suite 511
Barrie, ON L4N 0Z7
Attention: Mike Birett

Invoices will be paid by SO within forty-five (45) days of receipt of the invoice provided that
such invoices are proper, accurate and not in dispute.

14.0 Other Information

The CIF may cancel or modify this RFQ at any time prior to awarding contracts.




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                                            Appendix A

             Contractor Reference for Single-Family Curbside Residential Waste
                           and/or MRF Bale and Residue Audits


 Name:


 Municipality:


 Phone Number:


 Date Audited Completed:


 Scope of Work:




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                                            Appendix B

                       Equipment and Services Provided by Contractor


Description of Equipment and Services Provided by Contractor


Collection Vehicle:




Materials/Supplies:




Services:




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                                            Appendix C

                                   Staff Provided by Contractor

Specify the number and roles of persons supplied to complete the waste audits.


 Role                                                     Number of Persons Provided




Identify the person who will be supervising the project and attach their Curriculum Vitae to the
bid document.

Contractor’s project supervisor: _____________________________________________
                                                   Name




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                                            Appendix D

                                          Subcontractors

If work will be subcontracted, indicate who it will be contracted to and what services they will
provide.

Company Name           Contact Name       Phone Number        Service Provided




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