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HomeMy WebLinkAboutCORRESPONDENCE - RFP - P938 REFRIGERATOR RECYCLING SERVICESAdministrative Services Purchasing Division Cit of Fort Collins une , JACO Environmental Attn: Terry Jacobsen PO Box 1478 Snohomish, WA 98291 Re: Renewal, P938 Residential Refrigerator Freezer Recycling Services Dear Mr. Jacobsen: The City of Fort Collins wishes to extend the agreement terra for the above captioned proposal. The term will be extended for one (1) additional year, June 1, 2007 through May 31, 2008. The terms and conditions of this renewal will be as stated in the original bid documents, subsequent Addenda, Amendment(s), the three (3) pages of attached 2007 Scope of Work, and the following: Delete: 11.5 Surety Bonds The Contractor shall provide both a Performance Bond and Payment Bond in the amount of $150.000 for each term of the contract. This amount may be adjusted each year to reflect the estimated contract amount based on the prior year activity. If the City has any objection to the coverage afforded by or other provisions of the bond required to be purchased and maintained by the Contractor, owner will notify Contractor in writing within 15 days after delivery of the bonds. Add: 23.0 Prohibition Against Employing Illegal Aliens A. As of the date of this Agreement: 1. Contractor does not knowingly employ or contract with an illegal alien; and 2. Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "Basic Pilot Program") in order to verify that Contractor does not employ any illegal aliens. B. Contractor shall not knowingly employ or contract with an illegal alien to perform works under this Agreement or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. C. Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter, until Contractor is accepted or the public contract for services has been completed, whichever is earlier. The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued. D. Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Appliance transportation The contractor will: ➢ Hire and train drivers as required; ➢ Coordinate with local collection contractor for periodic pickup of stored appliances. Provide an empty semi -trailer at Choice Towing on East Mulberry Street for storage of collected appliances. Little Guys Movers will load appliances into semi -trailer as collections proceed. Jaco to provide pickup of full trailer and drop-off of empty trailer; ➢ Transport appliances to the processing and recycling facility in compliance with all federal, state and local regulations. Appliance processing and materials recycling The contractor will: ➢ Operate the recycling facility in compliance with all federal, state and local hazardous and toxic waste management and recycling regulations, including but not limited to, the federal Clean Air Act, Resource Conservation Recovery Act and Toxic Substances and Control Act; ➢ Recover, reclaim, and/or destroy all chlorofluorocarbon (CFC), hydro-chlorofluorocarbon (HCFC), and non-CFC refrigerants in compliance with all applicable air quality regulations; ➢ Recover, reclaim, and/or destroy all CFC-11 blowing agents in the polyurethane foam insulation of the refrigerators and freezers in compliance with all applicable air quality and hazardous waste regulations; ➢ Remove, label, and store, in compliance with all applicable regulations, all waste materials requiring special handling, including but not limited to capacitors containing polychlorinated biphenyls (PCBs), mercury -containing switches, used oils, and any other hazardous materials prior to shipment to licensed facilities for disposal or recycling; ➢ Remove, recycle and or dispose of non -hazardous waste, including metals, glass, plastics, motors and other materials; ➢ Transport all associated wastes from the processing facility in compliance with all federal, state and local laws and regulations; and ➢ Maintain records of all recycling and disposal activities. Program tracking and reporting The contractor will: ➢ Submit monthly invoices with backup documentation to Utilities for payment; o Maintain a database of unit data for recycled appliances substantially similar to the database used in the Fort Collins Program for 2006. ➢ Submit reports annually summarizing Program activities and results, including: o Estimated environmental benefits of the Program (pounds of CFCs/HCFCs/HFCs, PCBs, mercury, oil and metals removed for disposal or recycling); and o Amount of waste materials recycled by type and amount of waste landfilled by type. Submit a "certificate of recycling" for all hazardous or toxic wastes not sent for disposal. ➢ Submit a "certificate of disposal or destruction" for all hazardous or toxic waste not recycled. Submit notice of any regulatory violation or infraction to Utilities within 30 days of occurrence by the bidder or the bidder's subcontractors. Maintain and retain accurate records of all shipments of regulated materials, including but not limited to all manifests for transportation of hazardous waste. Customer service and coordination with local collection contractor and Fort Collins Utilities The contractor will: ➢ Coordinate with local collection contractor for periodic pickup of stored appliances; ➢ Collection contractor will provide equivalent of a "packing list" of appliances, referenced by a tracking number, for each shipment transported by Jaco. No customer information will be included; ➢ Coordinate with Fort Collins Utilities to track appliance information; ➢ Maintain the highest levels of professionalism and courtesy in any customer interactions; ➢ If necessary, provide feedback to Utilities on the performance of the local collection contractor; ➢ Refer customer inquiry phone calls to Fort Collins Utilities for scheduling. While all new marketing and outreach materials will use Fort Collins Utilities phone number, it is expected that some calls will still be received by the Jaco call center from outdated outreach materials; ➢ Refer customer questions that cannot be answered and unresolved customer complaints to Utilities within one business day of occurrence.; and ➢ Maintain confidentiality of any Utilities customer information which may need to be handled by Jaco under this revised scope of work, except as expressly authorized by the City. 4. PROGRAM GOALS The Program has collected an average of 700 units per year for the last three years. The goal of the new program is to have weekly collections averaging 20-25 appliances per week. The total number of appliances for 2007 is expected to be between 700 and 900. Utilities expects to continue the program for the remainder of 2007 and 2008. Continuation of the program beyond 2008 will require a new competitive selection process. 5. COMPENSATION In consideration of the services to be performed pursuant to this Scope of Work, the City agrees to pay Contractor on a per unit basis, according to the following schedule: Description I $ per stop Recycling and destruction of CFC-11 containing foam $52.50 insulation Transportation from Fort Collins to Salt Lake City $15.00 recycling facility ,with maximum compensation not to exceed $70,000. Pricing as listed above is to remain in effect for program operation in years 2007 and 2008. All pricing should be based on a 'per unit' basis. Pricing should include all costs associated with implementing the scope of work, including without limitation: buildings, labor, supervision, administration, materials, tools, trucks, equipment, performance of all operations and incidentals and necessary licenses or permits. E. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Contractor shall: 1. Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. F. Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. G. If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Contractor shall be liable for actual and consequential damages to the City arising out of Contractor's violation of Subsection 8-17.5-102, C.R.S. H. The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach. If the 2007 Refrigerator & Freezer Recycling Program Scope of Work and the renewal are acceptable to your firm, please sign this letter in the space provided and return it to the City of Fort Collins, Purchasing Division, P. O. Box 580, Fort Collins, CO 85022, within the next fifteen days. Once all signatures have been executed, a copy will be returned to you. If this extension is not agreeable with your firm, we ask that you send us a written notice stating that you do not wish to renew the contract and state the reason for non -renewal. If you have any questions regarding this matter, please contact Opal F. Dick, CPPO, Senior Buyer at 221-6778. Sincerely, ame B. O eill II, CPPO, re or of Purchasing and Risk Management cc: John Phelan Proposal P93 Re idential Refrigerator Freezer Recycling Services I I TL4 e Sign ture 01 Date (Please indicate your desire to renew Proposal P938 by signing this letter and returning it to Purchasing Division within the next fifteen days.) Fort Collins Utilities Scope of Work for Jaco Environmental 2007 Residential Refrigerator/Freezer Transportation and Recycling Services 1. INTRODUCTION The City of Fort Collins Utilities (Utilities) is asking for revised pricing from Jaco Environmental to assist in the ongoing implementation of a Residential Refrigerator/Freezer Recycling Program (Program) in Utilities service territory. The Residential Refrigerator/Freezer Recycling Program is part of a broad effort to reduce electrical energy consumption and peak electrical demand in Utilities service territory. The primary objective of this Program is to decrease the number of older inefficient refrigerators and freezers in general use, and by doing so, deliver long-term electric energy savings and peak demand reduction. 2. PROGRAM DESCRIPTION The Program is designed to reduce energy usage by allowing customers to dispose of their operable, inefficient primary and/or secondary refrigerators and freezers in an environmentally safe manner. All Fort Collins Utilities electric customers are eligible for participation. Qualifying refrigerators or freezers must be working (cooling) and have a rated capacity between 14-27 cubic feet. Residential customers may turn in no more than two refrigerators or freezers or a combination of one refrigerator and freezer per dwelling unit per year. In exchange for each primary and/or secondary refrigerator and freezer collected customers receive a cash incentive. Appliances collected by the program are, under no circumstances, to be returned to service. Comprehensive recycling for all collected refrigerators and freezers is an essential component of the Program. The Program has been managed and delivered through Jaco Environmental for 2004 through 2006. Utilities is separating several of the program activities for 2007. The revised program will separate responsibilities as follows: *Fort Collins Utilities staff will schedule appointments for collection, provide all marketing and outreach, provide incentives to customers through bill credits and track customer information; *A local contractor, Little Guys Movers, will provide collection and temporary storage services, and *Jaco Environmental will provide transportation, recycling and hazardous materials handling. 3. SCOPE OF SERVICES Jaco Environmental will provide the following services: Appliance transportation from Fort Collins; ➢ Appliance processing and materials recycling; v Program tracking and reporting related to appliance unit data; and Customer service and coordination with local collection contractor and Fort Collins Utilities.