RFP24-18 Door-to-Door Household Hazardous Waste Collection and Disp.
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 1, 2024 |
| Due Date: | Mar 14, 2024 |
| Solicitation No: | RFP24-18 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-18 Door-to-Door Household Hazardous Waste Collection and Disp.
Closing date March 14, 2024, 02:00 PM
- Reference number RFP24-18
- Status Open
- Summary The County Environmental Services Dept. seeks qualified service providers to provide residential door-to-door collection of Household Hazardous Waste for county residents in the Los Alamos townsite and White Rock areas. Services must also include packaging, transfer, and disposal of HHW, in a safe and eco-friendly waste management system in compliance with County, State, and federal regulations.
Sealed proposals submitted electronically by email, subject to the conditions set forth in the instructions to proposers and in the solicitation documents, will be received until 2:00 p.m. Mountain Time, March 14, 2024, for this solicitation. Emails should be addressed to:
lacbid@lacnm.us
. Subject line of the email must contain the following information:
RESPONSE – Door-to-Door Household Hazardous Waste Collection and Disposal
Alternatively, paper form submissions may be submitted as follows: sealed proposals in one (1) clearly labeled unbound original, three (3) bound copies, and one (1) USB flash drive or CD, will be accepted at the County Procurement Office - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m. Mountain Time, March 14, 2024, for this solicitation.
A non-mandatory virtual Pre-Proposal Meeting will be held on February 22, 2024, at 1:00 p.m. Mountain Time via Teams. Instructions and a link to join this virtual meeting can be found in the solicitation documents.
Documents may be downloaded from the County website at https://lacnm.com/Bids , or may be obtained from Jaime Kephart at the Procurement office at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 709-5503
Office Hours are 8:00 a.m. – 4:30 p.m., Monday – Friday.
No Proposal may be withdrawn after the scheduled closing time for receipt of proposals.
All forms of bribes, gratuities, and kickbacks are prohibited by state law.
Contact details
Attachment Preview
LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 709-5503
Advertised: February 8, 2024
Closing Date: March 7, 2024
Non-Mandatory Virtual Pre-Proposal Conference: February 22, 2024, 1:00 p.m. Mountain Time
Request for Proposals (“RFP”)
RFP Number: 24-18
RFP Name: Door-to-Door Household Hazardous Waste Collection and Disposal
SPECIAL INFORMATION RELATED TO THIS RFP:
This RFP includes a Base Scope of Services for Door-to-Door Household Hazardous Waste Collection and
Disposal services and three (3) optional Additional Alternates related to nontypical Door-to-Door Household
Hazardous Waste Collection and Disposal, listed below and described in more detail herein. Offerors may,
at Offerors discretion, propose on only the Base Scope of Services or may propose on any of the Additional
Alternates. Offerors are not required to propose on the Base Scope of Services in order to propose on any
of the Additional Alternates but must describe their ability to provide the services described in Sections 1 –
9 of the Base Scope of Services, AS THEY MAY RELATE TO ANY OF THE ADDITIONAL ALTERNATES
ON WHICH THE OFFEROR IS PROPOSING.
1) Additional Alternate A – Unknown Household Hazardous Waste Material Screening and Identification
2) Additional Alternate B – Polychlorinated Biphenyl (“PCB”) Contamination
3) Additional Alternate C – Disaster Door-to-Door HHW Program
GENERAL INFORMATION
1. Proposals in response to this RFP may be submitted either in paper form, in a sealed envelope, or
electronically by email. Only one of the following submission methods is required:
2. ELECTRONIC SUBMISSION: Emails should be addressed to: lacbid@lacnm.us. Subject line must
contain the following information: RESPONSE – RFP24-18 Door-to-Door Household Hazardous
Waste Collection and Disposal.
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Jaime Kephart, Contract Manager at jaime.kephart@lacnm.us to confirm the Proposal was
received.
The body of the email must contain enough information for the identity of the Proposer to be clear,
including company name, name of person sending the email, and contact information including email
address and phone number.
Only emails with proposals received in the lacbid@lacnm.us email box prior to 2:00 p.m. Mountain Time,
March 7, 2024 will be reviewed.
Proposals submitted by email will be opened only after the closing date and time stated in the solicitation
document.
3. PAPER FORM SUBMISSION: Sealed proposals in one (1) clearly labeled unbound original, three (3)
bound copies and one (1) USB flash drive or CD, will be accepted at the Office of the Chief Purchasing
Officer, Procurement Division - 101 Camino Entrada, Building 3, Los Alamos, NM 87544, until 2:00 p.m.
Mountain Time, March 7, 2024 for this solicitation. Clearly mark the RFP Number and Name and
Offeror on the outside of the sealed proposal, including outer envelope and/or shipping label. The
USB flash drive or CD should be clearly identified. It is the responsibility of the Offeror to assure that the
information submitted in both its written response and the electronic version are consistent and accurate.
The County of Los Alamos is an Equal Opportunity Employer
If there is a discrepancy between what is provided on the paper document and the USB flash drive or
CD, the written paper response shall govern.
4. Directions to Procurement office:
1. Drive WEST on NM-502 to Los Alamos.
o Camino Entrada (formerly known as Airport Basin) is 0.4 miles past East Gate Drive,
just past East Entrance Park Rest Area.
2. Turn RIGHT on Camino Entrada.
o Road slopes downhill and curves to the right.
3. Take second RIGHT into driveway through gated fence (before the stone sign “Pajarito
Cliffs Site”).
o Follow the signs to Building 3, the L-shaped building in the center of the complex.
o If you pass the Holiday Inn Express and the Airport, you’ve gone too far.
4. Enter glass door marked “PROCUREMENT.” See map below.
5. The Incorporated County of Los Alamos (“County”) invites Proposals from all qualified respondents.
No Proposal may be withdrawn after the scheduled closing time. Proposals will not be accepted after
the scheduled closing time. Please make note of the submittal requirements outlined in this
solicitation. Read and follow the instructions carefully. Include the required documents provided
in this RFP as part of your submittal packet. Any misinterpretation or failure to comply with the
submittal requirements could result in rejection of the proposal. Proposal preparation is at the Offeror’s
expense.
6. Any change(s) to the solicitation will be conveyed through the written addenda process. Read carefully
and follow all instructions provided on any addendum, as well as the instructions provided in the original
solicitation.
7. Any questions must be received in writing at least five (5) days prior to the date fixed for when proposals
are due.
8. County reserves the right, at its sole discretion, to accept or reject any proposals; to waive any and all
irregularities in any or all statements or proposals; to request additional information from any or all
respondents; and to award a contract to the responsible Offeror whose proposal is most beneficial to
County. While County intends to execute a contract for the services listed herein, nothing in this
document shall be interpreted as binding County to enter into a contract with any Offeror or Proposer.
9. Bids and Proposals are Public Records. Pursuant to the New Mexico Inspection of Public Records Act,
NMSA 1978, Chapter 14, Article 2, all materials submitted under this RFP/IFB shall be presumed and
RFP No. 24-18
Issued by Procurement Division: J. Kephart
2
considered public records. Except to the extent any information may be protected by state or federal
law, proposals shall be considered public documents and available for review and copying by the public.
10. The County contemplates a multi-term contract as a result of this RFP. The term of the contract may
be for a period of up to seven (7) years. This is the written determination of the Chief Purchasing Officer
that: such a contract will serve the best interests of the County by promoting economies in County
procurement.
11. Proposers are notified that they must propose pricing for each potential year of the contract.
12. The County contemplates a multiple source award. A multiple source award is an award of a contract
for one or more similar goods or services to more than one Offeror. This is the written determination
of the Chief Purchasing Officer that: such a contract will serve the best interests of the County by
promoting economies in County procurement.
13. Proposers/Offerors are informed that State law requires that all foreign corporations (NMSA 1978 §53-
17-5) and limited liability corporations (NMSA 1978 §53-19-48) procure a certificate of authority to
transact business in the state prior to transacting business in the state of New Mexico.
14. The Chief Purchasing Officer has determined a preference is applicable to this offer. A bidder or offeror
must submit a written request for preference, with a copy of the state-issued preference certificate, with
its proposal to qualify for this preference. Ref. County Code Section. 31-261(b) and Section13-1-21
NMSA 1978 et al.
15. A non-mandatory virtual Pre-Proposal Meeting will be held on February 22, 2024 at 1:00 p.m.
Mountain Time via Teams. The meeting can be accessed at this link:
https://tinyurl.com/RFP24-18
Meeting ID: 220 863 014 931
Passcode: 9UkpjY
CONTACT INFORMATION
For procurement documents and process or project-specific information, contact the following and include
all contacts listed on all correspondence sent via email:
● Jaime Kephart, Contract Manager, at jaime.kephart@lacnm.us or (505)709-5503
● Armando Gabaldon, Environmental Services Manager and Project Manager, at
armando.gabaldon@lacnm.us
As an additional courtesy to interested parties, this RFP and related documents may also be downloaded
from the County’s website at https://lacnm.com/bids .
NEED STATEMENT
The Incorporated County of Los Alamos (“County”) Environmental Services Department (“ES”) seeks
qualified service providers to provide residential door-to-door (“DTD”) collection of Household Hazardous
Waste (“HHW”) for county residents in the Los Alamos townsite and White Rock areas. Services must also
include packaging, transfer, and disposal of HHW, in a safe and eco-friendly waste management system in
compliance with local, state and federal laws and regulations. establish a safe and eco-friendly waste
management system in compliance with county, state, and federal regulations.
BACKGROUND
1) ES HHW Program Background Information
a) The Environmental Protection Agency (“EPA”) considers certain unused household products that
can catch fire, react, or explode under certain circumstances, or that are corrosive or toxic, as
RFP No. 24-18
Issued by Procurement Division: J. Kephart
3
household hazardous waste. Products, such as paints, cleaners, oils, batteries, and pesticides can
contain hazardous ingredients and require special care for disposal.
b) HHW both of known and unknown chemical content, are sometimes discovered in garages,
basements, and other “out of sight” areas as properties turn over either through sale, inheritance,
or otherwise transferred to new ownership. The need to collect and properly dispose of these
chemicals is paramount for the health and safety of the community as a whole.
c) Since 1998 the County has hosted annual HHW collection events. Approximately six (6) tons of
material was collected for over 315 participants at these events.
d) Circa 2010 to 2022, the HHW program transitioned from an annual event to a drop-off program at
the Los Alamos Eco Station located at 3701 East Jemez Road, Los Alamos, NM, where HHW was
accepted on Friday and Saturday from 9:00am –3:00pm.
e) From 2023 to present, Los Alamos County, through a contracted service, hosts a monthly
Household Hazardous Collection Day at the Los Alamos Eco Station.
f) The Los Alamos townsite currently contains approximately 4,726 residential solid waste customers
while the White Rock area contains about 2,524 for an approximate 7,250 total households.
2) General County Background Information
a) The Incorporated City and County is situated at the foot of the Jemez Mountains on the Pajarito
Plateau with an elevation ranging from 6,200 feet to 9,200 feet. Two distinct communities, Los
Alamos Town site and White Rock, each with its own visitor center, are home to approximately
18,000 residents. Los Alamos is mostly known for the historic accomplishments of its largest
employer, Los Alamos National Laboratory, a major scientific research institution, conducting
cutting-edge research in various fields, including nuclear weapons, national security, and other
scientific disciplines. Further, Los Alamos County continues to gain notice for its vast scenic assets
and recreational opportunities.
b) Visit the Los Alamos County website (www.losalamosnm.us) and the tourism website
(www.visitlosalamos.org) for more information.
ESTIMATED RFP PROCESS DATES
The estimated dates of the RFP process are strictly for informational purposes only, are
tentatively planned as follows, and at County’s discretion, may be subject to change without prior
notification:
Advertise RFP
February 8, 2024
Non-Mandatory Pre-Proposal Meeting
February 22, 2024
RFP Closes - Date Proposals are Due, Evaluation Begins March 7, 2024
Evaluation Ends, Contract Drafting and Review Period
Begins
Award Contract/Council Approval (Council Approval
required for agreements of $300,000.00 or greater.)
April 4, 2024
May 28, 2024
RFP No. 24-18
Issued by Procurement Division: J. Kephart
4
BASE SCOPE OF SERVICES (or WORK)
The successful Offeror (“Contractor”) may provide some or all of the following services as they
propose to provide. All items necessary for the successful delivery of Services may not be
included in this proposed Scope of Services. Offerors are expected to identify in their Proposal
any modifications to the proposed Scope of Services that may be deemed necessary or might aid
in successfully implementing and delivering services.
Where the word “Contractor” is used, this is to specify the contractor(s) who are awarded a contract as a
result of this solicitation, successful contract negotiations, and full execution of any subsequent contract(s).
1) Generally.
a) Contractor, in coordination with the Environmental Services Manager, will provide DTD HHW
Collection and Disposal Services whereby County residents can work directly with Contractor to
pick up and dispose of HHW materials from their homes (“Services”).
b) Contractor will provide all trained, qualified and experienced personnel, in addition to all necessary
labor, tools, equipment, materials, and supplies to provide to County Services in accordance with
applicable federal, state, and local laws, regulations, and requirement, which include, but are not
limited to those defined by the EPA, United States Department of Transportation (“USDOT”), New
Mexico Department of Transportation (“NMDOT”), the New Mexico Environment Department
(“NMED”), and others as may be applicable or specified herein. For all Contractor employees
assigned to perform services under an agreement with County, Contractor shall, upon County
request, provide to County proof of current compliance with individual training, license, or
certification requirements. It is expected that Offerors fully understand and are able to demonstrate
how they comply with all applicable laws, regulations, and requirements.
c) Contractor will possess and maintain pertinent licenses, permits, bonds, registrations and
certificates to carry out the Services required in the State of New Mexico, or in other states as may
be required. Upon execution of an Agreement, Contractor will provide copies of all such records
to the Environmental Services Manager and shall provide updated copies within ten (10) calendar
days if there are changes.
d) County provides no guarantee for frequency or volume of work, Services to be provided, or HHW
materials to be collected for any given time period throughout the term of an Agreement.
e) County reserves the right to procure DTD HHW collection and disposal Services from other
providers, which may occur concurrently with the services provided by Contractor.
f) Contractor will designate one individual as a primary point of contact. Contractor will schedule
meetings or calls with the Environmental Services Manager, at a regular frequency to be
determined by both parties to ensure County’s needs are being met.
2) Collection, Scheduling, and Preparation of Materials.
a) Services provided by Contractor under this program will be by appointment only and will typically
be limited to those who reside in Los Alamos County.
b) Contractor will provide special assistance for disabled and elderly residents.
c) Contractor will provide methods for County residents to contact Contractor directly to schedule
collection appointments, which may include, but are not limited to the following:
(1) A direct dial, toll-free phone number, and
(2) Online scheduling via an online platform or mobile application. For any online portal or
mobile application offered by the Contractor, County will have no responsibilities or
obligations with respect to any resulting resident online user accounts or other form of
resident access to Contractor’s platform.
d) Contractor will respond to resident requests to schedule a collection within a minimum of two (2)
business days, during normal business hours, during a traditional five-day workweek. Contractor
will provide to residents, confirmations of their scheduled collection times and any additional
instructions related to the collection. If Contractor is delayed or must cancel a scheduled collection,
Contractor will notify residents as soon as reasonably possible, within a timeframe proposed by
Contractor, either by text, phone call, or e-mail.
e) Contractor will provide residents with guidelines on how to properly package and label their HHW
materials prior to a scheduled collection. Contractor will, upon resident request, furnish residents
RFP No. 24-18
Issued by Procurement Division: J. Kephart
5
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