ADDENDUM NO. 2
REQUEST FOR PROPOSALS
TO MANAGE AND OVERSEE THE RECYCLING CENTER AND
SOLID WASTE DISPOSAL
at
CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT
for the
CITY OF CHARLOTTE
NORTH CAROLINA
July 17, 2014
1. Agreement Term
At the request of Airport finance the Agreement Service Year is changing from Oct 18
through Oct 17 to July 1 through June 30 in order to align with the Airport’s fiscal year. Due
to this change the Agreement term is changing to 33 ½ months with two options to renew for
one year each. Thus, the first Agreement year will run from October 18 through June 30th.
All other years will be a full 12 months and run from July1 to June 30th. The first year
budget requested as part of your proposal should cover October 18, 2014 through June 30,
2015.
2. Second Facility Tour Participant List
The Airport is providing a second opportunity to tour the Recycling Center on Thursday, July
17th. Those who RSVP’d are listed below. These individuals may submit questions related
only to the facility no later than noon on Friday July 18th.
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Leonard Martin – Global Aviation Services
John Bryant – Global Aviation Services
Neil Danziger – Haz-Mat Environmental Services
William Dempsey – Haz-Mat Environmental Services
Bob Hartmann – Waste Management
Mandy Taylor – Waste Management
Susan Helms – Waste Management
Jeff Edwards – Waste Management
Marilyn Wells – Waste Management
Joseph McMillin – Junk Matters
Gary Nihart – Junk Matters
3. Pre-Proposal Meeting Sign-In Sheet
The sign-in sheet for the mandatory pre-proposal meeting is included below. Only those
companies whose representative’s signature appears on the sign-in sheet may submit
proposals for this RFP.
4. Proposer Interviews.
Proposer interviews, if applicable, will be the week of August 13th, however the exact date
may be changed. A set date will be provided prior to the proposal submission date.
5. Questions & Responses from Pre-Proposal Meeting
a) Are there any issues with the Baylor equipment other than the normal wear and tear over the
years?
Answer: No
b) Is there any equipment changes planned before the start of this contract?
Answer: No
c) Will the successful proposer be able to bring in their own equipment?
Answer: If the proposer would like to be able to provide their own equipment, please include
this as part of the proposal.
d) What are the hours that the Recycling Center should be operating Daily?
Answer: Though there is no requirement in the contract for how many hours daily the
Recycling Center should operate, there is a requirement on the amount of recycling
generated. Due to this requirement the Airport believes that hours of operation should at
least consist of two eight hour shifts.
e) Is there any ability for the current Recycling Center to be expanded?
Answer: If the proposer would like to expand the Recycling Center, please include this as
part of your proposal. The current building provides for the opportunity to expand up to an
approximate total of 10,000 square feet.
f) Is any revenue generated from Glass Recycling?
Answer: A very limited amount of glass in brought into the Recycling Center and therefore
minimal amount of revenue is generated from it.
g) Who is the current contractor for the Recycling Center?
Answer: Go Green, Reduce Reuse Resell, Inc
h) Who is the current plant manager?
Answer: David Weaver.
i)
What is the term for this Agreement?
Answer: This Contract will have an original term life of three years, with two one year
options to renew. Update: The above answer provided during the pre-proposal has since
changed, please see #1 above for the current term of the Agreement.
j)
When do both of the current contracts for the Recycling Center and the Solid Waste Disposal
expire?
Answer: The Recycling Center contract will expire on October 17th, 2014, and the Solid
Waste Disposal contract will expire on March 15, 2015.
k) Has an Optical Sort System been priced out?
Answer: The Airport has not priced out an optical sort system, however if a proposer wishes
to provide or believes the Airport should purchase an Optical Sort System, please include this
as part of the proposal.
6. Proposer Submitted Questions & Responses
Questions clarifying the answers provided below may
procurement@cltairport.com no later than 5 p.m. on July 21, 2014.
be
submitted
to
a) Can the proposal deadline be extended by 1 or 2 weeks? This would give everyone more
opportunity to put together a competitive bid package, which should only benefit the Airport.
Answer: As stated in Addendum #1 the submission due date has been extended to August 4,
2014 at 5 p.m. At this point the Airport will not extend the due date passed August 4th.
b) The RFP says 43,000,000 passengers passed through the terminal in CY 2013, and references
each passenger producing an estimated ½ pound of trash (which would be 21,500,000 lbs).
Attachment D shows 10,768,100 lbs going to the landfill in CY 2013 (let’s figure 11,768,100
since there is no data for March 2013), which would leave 9,731,900 lbs to be recycled.
However, the RFP says 2,857 tons (5,714,000 lbs) have been recycled since 2011. Can you
clarify these #s as they don’t add up? Specifically, for CY 2013, how many tons of trash from
the airport went directly to the landfill? How many tons from the ARC were processed and
sold as recyclables? How many tons from the ARC went to the landfill? What other streams
of waste from the airport could account for the difference (glass recycling, etc?
Answer: The numbers represented in the RFP are correct. An estimate of approximately 20%
of the waste produced at the Airport is fluid and thus is neither processed through the ARC
nor sent to the landfill.
c) Page 5 says that no trash (residual or otherwise) may be left on the ground overnight. If
terminal collection is done at night, is it ok to dump the trash under the canopy at the ARC in
the middle of the night?
Answer: Yes, if trash is collected during the night it may be deposited under the canopy at
that time. CLT is currently in the process of applying for a dirty MRF compost permit which
would allow for trash to remain on the ground overnight.
d) Who is responsible for the cost of equipment repairs at the ARC?
Answer: Under the Flat Fee Compensation option the successful proposer would be
responsible for the cost of repairs. Under the Management Fee, Reimbursable Expenses and
Performance Incentive Compensation option, CLT would ultimately be responsible for the
cost of repairs. However, under both plans the successful proposer will be responsible for
maintenance.
e) The RPF mentions the contractor being responsible for the loss of worms should something
happen to them. What is the replacement cost of the worms, and how will the loss of worms
be measured?
Answer: A loss of worms is considered to have occurred when a complete bed is dead. The
cost to replace worms is based on the market price at that time.
f) What is the cost of the compost testing require by the RFP?
Answer: The cost ranges between $120 and $200 depending on the test facility used.
g) The RFP references Attachment B which is supposed to include Insurance Requirements,
Performance Bond info, etc., but attachment B is blank. Will this come out as an addendum?
Answer: The Agreement, which includes all the requested information above, was posted as
part of Addendum #1.
h) What are Payment terms -30, 60?
Answer: If the requested information above is related to payments to the successful proposer
from CLT, the Flat Fee, Management Fee and Reimbursable Expenses will be paid monthly
in equal installments. The Performance Incentive is paid quarterly.
i) Over ½ of the RFP document pertains to equipment maintenance. Would ARC provide all
maintenance logs since installation?
Answer: Maintenance is the responsibility of the current contractor. Maintenance logs are
not provided to CLT.
j) Would ARC allow additional time for inspection of equipment by qualified Personnel (at the
proposer’s expense)?
Answer: Yes, if interested in this please send a request to procurement@cltairport.com.
These requests must be made no less than 48 hours in advance.
k) What is current staffing?
Answer: Currently there are approximately 13 -15 people during an 8 hour shift with one
shift a day.
l) Would ARC provide copies of previous reports and checklists as specified on page 7 of the
RFP?
Answer: Currently this information is not required in any specific format, however, CLT will
work with the successful proposer to estimate an approved format for each of the required
reports.
m) The RFP required two financial models. What is current model in use?
Answer: Neither, though the current model is most similar to the Management Fee,
Reimbursable Expense and Performance Incentive compensation model.
n) Would the ARC provide access to previous RFP, under NC Public Records Law, for us to
review
Answer: There was not a solicitation process for the ARC, however, there was an invitation
to bid (based solely on price) for solid waste disposal. If you would like a copy of the
invitation to bid please request one at procurement@cltairport.com.
o) Attachment D –tons sent to landfill- shows $8,970.22 in “Late Fee” charges. How can these
be avoided/eliminated.
Answer: Late fee charges were the responsibility of CLT who paid for them. Under the Flat
Fee Compensation method, billing procedures will be up to and the responsibility of the
successful proposer.
p) What are payment terms?
Answer: Please see the answer to question h above.
q) Who installed the equipment?
Answer: Recycling Equipment Inc. out of Hickory, NC.
r) Who is currently providing janitorial services and what are the charges?
Answer: The current manager of the ARC provides the janitorial services which are
completed by staff and do not result in separate charges.
s) Can you confirm if there is a typo in the NCDENR permit? It states that the approval period
is valid until January 6, 2014 and if an extension is needed it must be requested by October 6,
2014. So it would appear that it has expired. Please explain.
Answer: Yes, it is a typo, the permit is valid through January 2015.
t) On Attachment #3, it appears that the Total Tons by Type are missing from some categories
Can you supply missing information on the Tons for each category?
Answer: The information included in the RFP is all that has been provided to CLT.
u) On attachment #4, in the "Rental" column, do the rates noted include just the boxes
(dumpsters) or are there other rental charges as well?
Answer: This fee includes compactors and boxes.
v) The RFP seems to restrict each proposer to submission of a single proposal. Does this restrict
submission of alternate proposal(s)?
Answer: Please provide clarity on what you mean by alternative proposals by submitting
another question no later than 5 p.m. on July 21, 2014.
w) Who is responsible for paying tipping fees for waste going to the landfill?
Answer: Under the Flat Fee the successful proposer and under the Management Fee,
Reimbursable Expense & Performance Incentive model ultimately CLT covers this expense.
x) Can you provide a breakdown of tons recycled by each commodity type (aluminum cans,
cardboard, etc)?
Answer: This is included as part of the RFP in Attachment C.
y) Are we allowed to sell worms as they multiply?
Answer: Yes, as long as the level of worms is maintained in a way to maximize the compost
space. The exact details of how this would occur would need to be approved by CLT.
z) How many shifts is the facility currently run?
Answer: One shift daily.
aa) Does the recycling rate include construction debris or just normal waste?
Answer: Just normal waste, at this point in time construction waste does not go to the ARC.