Loading...
HomeMy WebLinkAboutRESPONSE - RFP - 7600 OPERATIONS & MANAGEMENT OF RECYCLING FACILITYa division of Earth Enterprises, Inc. 1065 Poplar Street, Johnstown, CO 80534 ∙ www.waste-not.com ∙ P (970) 669-9912 F (970) 669-9926 February 27, 2014 City of Fort Collins Purchasing Division purchasing@fcgov.com 215 North Mason Street Fort Collins, CO 80524 RE: 7600 Operations & Management of Recycling Facility Dear City of Fort Collins Staff, Waste-Not Recycling is pleased to offer our proposal for the operations and management of the recycling facility to collect Non-Traditional Materials. We have spent many years developing the resources and capability to handle a wide variety of materials including those on the required list along with some additional items that we can incorporate into the program during Phase I. Since recycling is our core business, we find it easy to pledge our whole hearted support to ensure that as much as possible can and will be recycled from the facility. We will work with staff to increase the availability of additional items as space, resources and opportunities arise. We appreciate being able to provide you with this proposal and welcome the opportunity to discuss it in more detail if needed. Thank you for your consideration. Respectfully submitted, Anita R Comer Proposal to City of Fort Collins 7600 OPERATIONS & MANAGEMENT OF RECYCLING FACILITY 2/27/2014 1065 Poplar Street – Johnstown, Co 80534 P. 970.669.9912 F. 970.669.9926 W. waste-not.com Proposal for 7600 Operations & Management of Recycling Facility 1 OVERVIEW Waste-Not Recycling is celebrating twenty five years of providing innovative and sustainable recycling programs in Colorado. We have started many programs from the ground up along with assisting others to create ways to expand and accept harder to recycle items. We take pride in being a leader at finding new markets and providing opportunities for our clients to have the best diversion rates and programs in the country. Recycling is our core business and we fully understand what it takes to run a recycling facility from all aspects including staffing, customer service, trucking, processing and marketing materials in our region. We absolutely support working with our local peers and embody the Be Local philosophy. We would strive to work with local business both in marketing the materials collected but also in ways to improve the long term sustainability of the facility. PROJECT DESIGN After careful consideration of the Feasibility Analysis we believe there are several assumptions that prevent us from being financially sustainable by following the flat per cubic yard fee (suggested $3.73) to consumers to cover all the costs of implementing and running the facility. Largely there is no guarantee of yardage to cover daily operating costs. We would be happy to discuss those concerns further. However for the sake of brevity and the proposal, we are submitting what we believe could be a workable model for our business. We are proposing that the fees to operate the facility will be billed to the City of Fort Collins as a flat monthly charge for overhead, equipment on site (see equipment list), labor (one FTE), trucking (per pull), tip fees based upon actual yards and charges minus revenue from gate and tip fees and the sale of commodities. Waste-Not would charge fees to consumers for E-Waste and other NTMs that we agree to collect beyond those required in the initial set up. SCOPE OF FACILITY The following outline describes the materials to be collected, in what type of container and the associated per haul fee. Revenue returned to the City would be based upon actual market conditions. a. Materials collected, containers use and equipment fee i. METAL - 10 to30 yard roll-off – $50 per month ii. CONCRETE - 10 yard roll-off - $50 per month iii. CARDBOARD - 30 yard roll-off – $75 per month iv. WOOD - 30 yard roll-off – $75 per month v. GREEN WASTE - 30 yard roll-off - $75 per month vi. CLEAR GLASS - 20 yard roll-off – $75 per month vii. AMBER GLASS - 20 yard roll-off – $75 per month viii. E-WASTE/ SMALL APPLIANCES/ BOOKS & MANUALS – Recycle Trailer- Consumers would pay fees associated (if any) to recycle the items they bring – No costs for adding these items would be charged to the City of Fort Collins Proposal for 7600 Operations & Management of Recycling Facility 2 Waste-Not would work with City staff to create additional recycling opportunities for local businesses on a quarterly basis. This may entail special collection events for items generated from small businesses that may not have the ability to set up full service recycling programs. In addition to the items listed in the RFP other possible items include plastic or metal drums, polystyrene foam, bulky HDPE items, etc. 1. CAPITAL ELEMENTS For Phase I Waste-Not would propose the following items to facilitate safely having an employee on site and the ability to collect fees, recycle listed materials and additional items that need to stay out of the elements and be locked up when the facility is not open to the public. a) Infrastructure and Operational Overhead i. Most materials will be collected in roll-off containers (listed above). The following will be the anticipated destinations and associated costs: a. Colorado Iron and Metals – metal – $135 per pull billed to city – no tip fee, 60% metal revenue returned to the City b. Concrete and brick – hauled to city of Fort Collins - $165 per pull billed to city – City must coordinate acceptance of these items at Streets Department – assume no tip fee c. Glass – hauled to RMBC - $350 per pull billed to city – minus 60% revenue from glass d. OCC hauled to Waste-Not or Larimer County Recycling Facility - $175 per pull billed to city – minus 60% revenue from cardboard e. Yard waste* - $165 per pull if Hageman Earth Cycle accepts $250 per pull if to A1 Organics – plus associated tip fee f. Wood waste - $165 per pull if Hageman Earth Cycle accepts $250 per pull if to A1 Organics – plus associated tip fee *Need to determine whether we will accept grass clipping ii. To shelter workers a Mobile Office would be rented and to shelter forklift and other tools a small shed would be rented - $480 per month a. Delivery and setup - $500 One-time fee b. Removal $400 One-time fee iii. Site will be maintained by Waste-Not Staff - $3,850 per month (includes associated employee costs and back up coverage) iv. Payment and Tracking will be managed by site staff (included in above cost) a. Office supplies (receipt books, counter, misc. supplies) – General Overhead b. Cellular phone service – General Overhead c. We would use an iPad or electronic tablet with an attached credit card reader to collect fees. We would not accept cash in order to keep our employee safe and to fully document all fees. While there are fees associated with accepting credit Proposal for 7600 Operations & Management of Recycling Facility 3 cards, we feel that having a facility with only one person on site they should not be handling cash. - General Overhead d. General overhead, supplies, forklift, small equipment, carts, gaylords, pallets, profit/leeway - $3,800 e. Recycle trailer – $200 per month i. Portable toilet –general overhead f. Generator– $300 per month – (included in general overhead but listed to offer savings should the City decide to bring power to the site) i. Propane tank – 300 gallons – Estimated $50 per month – ii. Propane fuel expense – as incurred invoiced to City g. Trash service - partner with GSI to provide monthly waste services - $100 month i. Additional charges may be incurred for any illegally dumped items h. Snow and Ice control will be provided by City of Fort Collins i. City Owned Infrastructure - city will maintain facilities (excluding Waste-Not provided equipment) – i.e. fence, gate, pavement, improved surfaces i. Waste-Not will carry liability insurance and will be responsible for any negligence that is under our control. The City will provide insurance for incidences involving their constituents that are not caused by Waste-Not or its’ employees. b) PHASE II AND BEYOND - We believe that growth for the facility will develop as the program grows and is able to support expansion. Through documentation of visits, weights and customer surveys we will get a better understanding of how the businesses and residences of the City of Fort Collins can be better served. By having the basic office to house records and offer safety and humane conditions the balance of the facility can be easily expanded by bringing in more mobile equipment such as additional roll-offs, trailers, flatbeds or portable processing equipment. This flexibility will allow us to respond to increased demands quickly. This will forestall the need for building a facility to house equipment and processing. Since the type of items that are being required to be collected in this RFP require expensive processing equipment that is better located at the facility that will actually utilize the material, it seems that building additional infrastructure to support that activity would be too costly to justify at this time. i. Increased volumes - will be handled through additional monthly container pulls. ii. Increased volumes of NTMs could potentially be managed though in-vessel composting, gasification or other WTE opportunities. We cannot provide additional technology concept details without a great deal of time investment. However, because we have been in the industry for a long time, we have been exposed to a number of possibilities. We are also excited about the ability to bring creativity and desire to “prove” some relatively low tech and cost options work. c) Local integration – We intend to work with as many local recycling businesses as possible. As you can see from the market destination listed above, we will primarily be using local processors Proposal for 7600 Operations & Management of Recycling Facility 4 and markets. We also will attempt to tie other local businesses into the program by soliciting $5 (or other) coupons to hand out to offset the gate fee. This allows other local businesses to show support of the program, consumers to offset costs and drive more local business. 2. OPERATIONS a) Earth Enterprises, Inc. dba Waste-Not Recycling is licensed to conduct business in Fort Collins. b) Business Model - Our understanding is that the goal is to encourage use of the facility while minimizing costs to the City. We believe the fees above will cover some of the costs of the program but will not fully cover all the costs, especially in the first year. We would invoice the City at the end of each month to cover costs beyond the fees collected. We would adjust the fees either to cover more or less of the costs based upon the goal and fees determined by the City. i. Consumers will pay a fee to use the facility. We propose a $5 gate fee plus individual fees based upon what they are dropping off. I.e. 1. Metal items – no additional charge 2. Aggregate – additional $5 per yard (2 yard maximum) – for larger volumes we would attempt to send directly to Streets Department 3. Cardboard – no additional charge 4. Wood products (non-treated, unpainted) – additional $5 per yard 5. Yard debris – additional $5 per yard 6. Source separated glass – additional $5 per yard 7. E-Waste – fee based upon posted rate sheet 8. Small appliances – no additional charge 9. Books and manuals – additional $5 per box ii. Type of bins to be used – (see above) – Additionally we will provide polycarts, maggies, cages, tip carts or other “small equipment” as needed and determined by Waste-Not. iii. Hours of operation – We propose the following: Monday through Friday 9am to 12:30 and 1pm to 5pm. Should the City desire the facility to be open during lunch or weekends, we would be open to providing additional costs or allowing City staff or volunteers to assist with those hours. By offering regular business hours, we cater to most businesses hours of operation, can limit the need for “on call” staff to week days and have ready back up available. We propose closing for harsh weather conditions and early when day light is not available to maintain a safe working environment. iv. We would accept credit cards or set up accounts for billing repeat customers c) Management Structure – As with all our projects, Waste-Not brings its’ full team to ensure success. Waste-Not has staff with extensive experience operating drop-off recycling operations from small to over 100,000 cubic yards per year. We have dealt Proposal for 7600 Operations & Management of Recycling Facility 5 with all the types of wastes listed in the RFP for many years. We have a staff of over 40 employees, 5 roll-off trucks and over two hundred roll-offs and trailers. We are eager to expand our business and can incorporate this facility into our existing operations without difficulty. i. We will use downstream vendors to process and ultimately recycle the various commodities but do not anticipate sub-contracting any of the management operations. d) ADA Compliance - City will clearly mark two handicapped spaces – ADA residents will make appointments to site phone – staff will provide unloading services for ADA customers and invoiced back to city at $25 per hour. e) We will use Microsoft Office Suite – Primarily Excel for report i. Monthly reports will be sent to designated City staff. Reports will include number of cars/trucks utilizing the site (we will endeavor to determine number of business vs. residential clients), weights of materials removed from the site, destination of materials along with associated tip fees and revenue and any additional pertinent data. f) Waste-Not can mobilize the equipment and hire the staff necessary to open the facility within 60 days of being awarded the contract. g) Safety is our number one goal when it comes to our employees and clients. It is one of the reasons we are proposing having an office trailer. We will also require the use of PPE and steel toed boots. Volunteers will be provided with appropriate PPE and we will have gloves available for purchase should the public arrive without them. Dealing with the general public under the circumstances outlined in the RFP is certainly one of our greatest concerns. We will make every effort to advise or stop behavior that is unsafe. h) The strength of the program as we have proposed is the City will collect extensive data on actual costs vs. revenue by a reputable local business. The weakness is there will be basic costs to the City without knowing how much material will flow through the operation. We acknowledge that without volume the cost per yard will by high which is why we cannot factor all our revenue based upon a per yard fee. i) Waste-Not can transport and handle universal waste. We are registered with the State and have an EPA Identification number for large quantity generators. 3. COMPANY AND TEAM OVERVIEW a. Earth Enterprises, Inc. dba Waste-Not Recycling is a Colorado Corporation. You can find our mission statement, goals and objectives along with our key staff by visiting our web site at www.waste-not.com. Our business model is outlined above in detail but in summary we intend to work with the City to create a Recycling Facility for Non-Traditional Materials in Fort Collins by:  Providing collection equipment  Labor/On-Site Staffing Proposal for 7600 Operations & Management of Recycling Facility 6  Trucking & Marketing  Financial Overview  Monthly Reports  Opportunities for expanded services b. The management that will be available for operational success will be Anita Comer, Todd Loose, John Newman, Kirk Barker, Lisa Olivas and George Downing. Our combined experience provides over 75 years of creating programs, management of materials, reporting expertise, trucking and marketing materials. Waste-Not helped to expand the NTMs program at the City of Loveland, operated the Rivendell drop site (along with several others over the years), Todd was Vice President of Operations for several organic waste collection sites including Rooney Road in Golden. We believe that our experience would be difficult to match in the region. We do meet the minimum three years’ experience and will provide multiple cell phone and email addresses should we be awarded the contract. c. Anita, Todd and John together have extensive experience in setting up and operating recycling centers and facilities including operations in Fort Collins, Windsor, Greeley, Loveland, Golden, Eaton, and Las Vegas Nevada. Todd was the Vice President for A1 Organics for five years and has a thorough understanding or wood and yard debris. Anita has pioneered construction waste recycling in the state and John has implemented several community collection centers in Northern Colorado. All of the above projects were completed with partnerships with City, County and local businesses. d. Waste-Not has been operating recycling collection centers off and on since 1991. e. Should Waste-Not be awarded the contract, we will most likely hire additional staff and will assign a primary site contact at that point and provide email and cell phone. 4. BUDGET OVERVIEW Monthly Expenses Charged to the City of Fort Collins Roll-off containers $ 475 Recycle Trailer $ 200 Site Operator $3,850 Operations/General Overhead/Profit/Ins/etc. $3,800 Mobile Office & Shed $ 480 Total Monthly Base Expenses $8,805 Additional Expenses – Trucking (per haul – see 1.-a) & Tip Fees – Based upon actual number of hauls and amount collected, propane for energy as billed Monthly Income Credited to the City of Fort Collins 60% Sale of commodities – Based upon actual sales Gate and Tip Fees –Based upon number of vehicle visits and volume of materials collected