Request for Proposals for Waste Disposal and Recycling Services by RobSmyth

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									          Request for Proposals for Waste Disposal and Recycling Services

Maine State Housing Authority (MaineHousing) is requesting proposals for waste
disposal and recycling services at MaineHousing’s office building at 353 Water Street,
Augusta, Maine, a four story building with an approximate total area of 38,000 sq ft. in
its entirety.

To obtain a copy of the RFP, submit questions, or schedule a visit to tour the facility,
please contact Betsy McDonald at bmcdonald@mainehousing.org or via mail at Attn:
Betsy McDonald, MaineHousing, 353 Water Street, Augusta, Maine, 04330-4633, or via
telephone at (207) 626-4600 or 1-800-452-4668 (voice), or 1-800-452-4603 (TTY).
MaineHousing will also provide this document in alternative formats upon request.

The deadline for receiving written or faxed questions on the RFP is 2:00 p.m. on June 22,
2009. MaineHousing will respond in writing to questions received, at its discretion, on or
before June 26, 2009. Bids close July 3, 2009. MaineHousing reserves the right to award
the bid to the company that best meets all of our needs. MaineHousing intends to review
all proposals and notify applicants of their bid status by July 10, 2009. Services will
begin the week of August 10, 2009.

MaineHousing is an Equal Opportunity Employer.
                            Request for Proposals (RFP)
                      For Waste Disposal and Recycling Services

Maine State Housing Authority (MaineHousing) is seeking proposals for waste disposal and
recycling services at their office building at 353 Water Street, Augusta, Maine. Bids close July
3, 2009. MaineHousing reserves the right to award the bid to the company that best meets all of
our needs. MaineHousing intends to review all proposals and notify applicants of their bid status
by July 10, 2009. Services will begin the week of August 10, 2009.

Call Betsy McDonald at 624-5779 to schedule an appointment to tour the building and ask
questions.

The requirements for consideration and specifics of the components are noted below.

I. Threshold Requirements for Consideration under the RFP
In order to be considered under this RFP, bidders must provide the following components:
            1. Proof of General Commercial Liability in the amount of at least $500,000
                (each occurrence) (Claims Made Policy is acceptable); and
            2. Proof of Worker’s Compensation (Maine Statutory Limits).
            3. A minimum of three (3) business references, with contact names and
                phone numbers, of customers you currently serve.

II. Scope of Goods and Services
Bidders must be able to service MaineHousing’s office facility in its entirety, a four story
building with an approximate total area of 38,000 sq ft. Roughly 135 staff members work in the
building.

Specifications for waste disposal and recycling services are as follows:
           1. Waste Disposal Services:
                 · Provide and service a dumpster for waste disposal.

               Note: Frequency of current service is once a week

           2. Recycling Services:
              Single stream recycling services are preferable. Please note if your company has
              the capacity to handle and could contract for single stream recycling.
                  · Collect materials from recycling totes for the following types of
                      recyclables. The vendor must specify which grades of each material are
                      accepted.
                             -Cardboard
                             -Metals
                             -Glass
                             -Magazines/Newspapers
                             -Paperboard
                           -Office Paper (The winning bid will only be required to handle
                           office paper if the company can provide competitively priced on-
                           site shredding services for office paper).
                           -Plastic (MaineHousing is looking to contract with a
                           company that can accept all grades, #1-7.)
                  · Company must be able to provide written verification that the collected
                    recyclables have actually been recycled per the details of their contract.

              Note: Recycling totes are located in basement storage area. Specified pick-up
              times will be scheduled to allow for access to storage area. Anticipated frequency
              of container collection is once a week. However, frequency of service may need
              to be adjusted, and it is important that the contracting company be flexible in
              determining a service schedule.

           3. Safe Disposal of Mercury-containing Batteries and Fluorescent Light Bulbs:
                      · Transport to a collection facility the following types of mercury-
                         containing items:
                             -Button type batteries
                             -Rechargeable batteries
                             -Any other battery labeled as containing mercury
                             -Fluorescent lighting tubes with mercury-containing
                             ballasts

              Note: The company selected will not be required to handle disposal of E-waste,
              classified by the State as computers and TV monitors. Disposal facilities for
              mercury-containing items exist at nearby Hatch Hill in Augusta. Frequency of
              collection for these items will be minimal, probably on a quarterly basis.
              Collection will preferably be arranged in conjunction with normal pick-up
              operations.

           4. Weight or Volume Estimates:
                 · Provide MaineHousing with a measurement or estimate of the weight or
                     volume of both dumpster waste and recyclables collected, for
                     MaineHousing’s internal use in calculating its environmental impact.

III. Format for Proposal
Proposal responses must be clear and concise. Relevant supporting information that the
respondent feels may be helpful may be attached to the formatted reply.

           1. State your company name and address. List the location of your offices or
              facilities.

           2. Provide the name, title, mailing and email addresses, and telephone number of the
              contact person for the proposal.

           3. Provide proof of liability insurance and worker’s compensation insurance.


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           4. Outline your company’s qualifications, experience, and capacity to meet the full
              range of requirements of this RFP, as specified in Section II (Scope of Goods and
              Services). Pricing for services will be required in Section IV (Fee Proposal)
              below.

           5. Provide at least three (3) business references, with contact names and phone
              numbers, of customers you currently serve.

           6. Disclose all financial, business, professional, familial or other close relationships
              you and/or your employees have with MaineHousing.

           7. Proposals must bear the original signature of a principal or officer of the business.

IV. Fee Proposal
Please submit pricing information on a per month basis for the following services. A separate
price should be provided for each service. As well, identify any additional fees that may be
applied. Any fees not listed in the Fee Proposal section will not be honored in the contract.

           1. Waste Disposal
           2. Recycling: Single Stream services
           3. Recycling: Separated Recyclables
                  · Cardboard
                  · Office Paper (If on-site shredding is available)
                  · Metals
                  · Glass
                  · Magazines/Newspapers
                  · Paperboard
                  · Plastics
           4. On-site Shredding Services (if available)
           5. Mercury-product Disposal
           6. Fuel Surcharge
           7. Other Charges (please specify)

V. Scoring Criteria
MaineHousing will use the following criteria to award the contract:
           1. Ability to provide the full range of services – 40%
           2. Qualifications and experience of company – 40%
           3. Service pricing and fees – 20%

V1. Requirements for Submitting Proposals

Questions and Answers
Questions about this RFP may be directed in writing or via email to:
                                            Betsy McDonald
                                             MaineHousing
                                            353 Water Street
                                       Augusta, ME 04330-4633
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                                      bmcdonald@mainehousing.org

           Or by fax to:
                                              207- 624-5702
                                          Attn: Betsy McDonald

The deadline for receiving written or faxed questions is 2:00 p.m. on June 22, 2009.
MaineHousing will respond in writing to questions received, at its discretion, on or before June
26, 2009. Questions will not be responded to individually. Rather, questions and answers will be
sent via email to all parties who have expressed interest in bidding. MaineHousing also intends
to post them online at www.mainehousing.org.

Deadline for Submitting Proposals
Provide three (3) copies of your company’s response to this RFP. Proposals must be received
by 2:00 p.m. local time on July 3, 2009. Responses received after this deadline will not be
considered. All packages must be clearly marked “MaineHousing Waste Disposal and
Recycling RFP Response” and addressed as shown below. No fax or email submissions will be
accepted.

                MaineHousing Waste Disposal and Recycling RFP Response
                               Attn: Betsy McDonald
                                   MaineHousing
                                    353 Water St.
                              Augusta, ME 04330-4633

______________________________________________________________________
MaineHousing is not liable for any costs incurred in the preparation and submission of a
response to this RFP.

MaineHousing reserves the right to adjust the timetable for this RFP as necessary.

Revision of Request for Proposals: MaineHousing may elect to amend, withdraw or terminate
this RFP prior to the proposal due date. If it is necessary to revise any part of the RFP, an
amendment will be provided to all suppliers on the initial mailing list and others who may
request a copy of the RFP. Acknowledgement of the receipt of all issued amendments is
required in all proposals. In no case will the RFP be amended within seven (7) days of the
proposed due date, unless the amendment includes an extension of time. MaineHousing will not
be liable for any costs incurred as a result of said changes to the RFP.

Disclosure of Data: The content of all proposals, correspondence, addenda, memoranda,
working papers, or any other medium that discloses any aspect of the request for proposals
process will be considered public information when the award decision is announced. This
includes all proposals received in response to this RFP, both the selected proposal and the
proposal(s) not selected, and includes information in those proposals that a respondent may
consider to be proprietary in nature. Therefore, MaineHousing makes no representation that it
can or will maintain the confidentiality of such information, consistent with the requirements of
the Maine Freedom of Access Act.

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MaineHousing reserves the right to reject any and all proposals made in response to this RFP and
reserves the right to award bids in any manner it determines to be in its best interest to achieve its
goals.

MaineHousing will award a contract to the company whose proposal conforms to this RFP and is
determined by MaineHousing to be most advantageous, taking into account the factors described
in this RFP. The contract will include the terms of this RFP and the successful proposal along
with relevant supporting materials submitted in response to this RFP.


Maine State Housing Authority (“MaineHousing”) does not discriminate on the basis of race, color, religion, sex,
sexual orientation, national origin, ancestry, age, physical or mental disability, or familial status in the admission
or access to, or treatment or employment in, its programs, and activities. MaineHousing will provide appropriate
communication auxiliary aids and services upon sufficient notice. MaineHousing will also provide this document in
alternative formats upon sufficient notice. MaineHousing has designated the following person responsible for
coordinating compliance with applicable federal and state nondiscrimination requirements and addressing
grievances: Mary Darling, Maine State Housing Authority, 353 Water Street, Augusta, Maine 04330-4633,
Telephone Number 1-800-452-4668 (voice in state only),(207) 626-4600 (voice), 1-800-452-4603 (TTY in state
only), or (207) 623-2985 (TTY).




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