RFP24-48 Solid Waste and Recycling Hauling and Disposal Services
| Agency: | Los Alamos County |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Feb 16, 2024 |
| Due Date: | Mar 14, 2024 |
| Solicitation No: | RFP24-48 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
RFP24-48 Solid Waste and Recycling Hauling and Disposal Services
Closing date March 14, 2024, 02:00 PM
- Reference number RFP24-48
- Status Open
- Summary Los Alamos County (“County”) is requesting proposals from qualified Offerors to provide solid waste transportation, recycling transportation, and disposal services. Offerors may propose on either disposal or transportation services or both. Offerors may propose multiple offers.
Sealed Proposals in one (1) clearly labeled unbound original and three (3) bound paper copies (if submitting in paper form), and one (1) electronic version on a USB flash drive or CD, will be received 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, Thursday, March 14, 2024 for this solicitation.
Proposals may also be submitted electronically by email in pdf format. All other requirements stated in the Solicitation Document remain in effect. Emails should be addressed to: lacbid@lacnm.us . Subject line of the email must contain the following information: RESPONSE – RFP24-48 Solid Waste and Recycling Hauling and Disposal Services.
A Non-Mandatory Pre-Proposal Conference will be held on Tuesday, February 27, 2024, at 10:00 a.m. at the Los Alamos County Eco Station, 3701 E. Jemez Road, Los Alamos, New Mexico.
Documents may be obtained from Carmela Salazar at the Office of the Purchasing Officer at:
Los Alamos County
Procurement Division
101 Camino Entrada, Bldg. 3
Los Alamos, NM 87544
(505) 662-8056
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No Proposal may be withdrawn after the scheduled closing time for receipt of proposals.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
Related Information
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LOS ALAMOS COUNTY
PROCUREMENT DIVISION
101 Camino Entrada, Building 3, Los Alamos, New Mexico 87544
(505) 662-8056
Advertised: February 15, 2024
Closing Date: March 14, 2024
Non-Mandatory Pre-Proposal Conference: 10:00 a.m. February 27, 2024
Request for Proposals (“RFP”)
RFP Number: -24-48
RFP Name: Solid Waste and Recycling Hauling and Disposal Services
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 – RFP-24-48 Solid Waste and Recycling Hauling
and Disposal Services.
It is strongly recommended that a second, follow up email (without the proposal included or attached) be
sent to Carmela Salazar, Senior Buyer at carmela.salazar@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, Month, Thursday, March 14, 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, Thursday, March 14, 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. 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”).
The County of Los Alamos is an Equal Opportunity Employer
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
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.
RFP No. 24-48
Issued by Procurement Division: C. Salazar
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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 Pre-Proposal Conference will be held on Tuesday, February 27, 2024, AT 10:00 A.M.
at the Los Alamos County Eco Station 3701 E. Jemez Road, Los Alamos, New Mexico.
CONTACT INFORMATION
1. For project-specific information, contact Armando Gabaldon, at armando.gabaldon@lacnm.us; (505)
662-8163.
2. For procurement process information, contact Carmela Salazar, Senior Buyer at
carmela.salazar@lacnm.us; (505) 662-8056.
3. Written questions submitted via e-mail should be sent to Carmela Salazar and copied to Armando
Gabaldon.
4. As an additional courtesy to interested parties, this RFP and related documents may also be
downloaded from the County’s website at the address below.
https://lacnm.com/bids
NEED STATEMENT
Los Alamos County (“County”) is requesting proposals from qualified Offerors to provide solid waste
transportation, recycling transportation, and disposal services. Offerors may propose on either disposal or
transportation services or both. Offerors may propose multiple offers.
BACKGROUND
The Incorporated City and County of Los Alamos (“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 ~19,000 people. Los
Alamos is mostly known for the historic accomplishments of its largest employer, Los Alamos National
Laboratory, and continues to gain notice for its vast scenic assets and recreational opportunities.
Los Alamos County owns and operates the Transfer Station (Eco Station). The Eco Station is located at
3701 East Jemez Road, Los Alamos, NM approximately ¼ mile east of Diamond Drive. The County
provides solid waste and recycling collection and disposal services for approximately 18,000 residents,
7,250 residential households, 300 commercial businesses and the construction sectors. The waste and
recycling materials collected are processed at the Eco Station.
Hours of Operation: The Eco Station operates seven (7) days per week and is closed on County observed
holidays. The Eco Station accepts waste between the hours of 8:00 a.m. and 4:15 p.m. Monday through
Friday, and 9:00 a.m. and 4:15 p.m. Saturday and Sunday.
Scales: The County employs comprehensive waste screening procedures to assure that only Acceptable
Waste enters the Eco Station and will be loaded onto transfer trailers. Radiation detectors are located at
the entrance scale to the Eco Station.
An axle scale is located in the transfer station tunnel that measures the weight for each axle of the transfer
vehicle. A ticket showing the final weight of the transfer vehicle will be provided to the driver prior to
departing the Eco Station.
Waste Processing and Loading: Waste and recycle material will be processed on the tipping floor before
being loaded into the transfer trailers with a front loader. The facility is not designed for compacting waste
into the transfer trailer. The Eco Station staff will load trailers with waste or recycle materials and the
transportation contractors will remove loaded trailers from the Eco Station property and safely deliver the
RFP No. 24-48
Issued by Procurement Division: C. Salazar
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Version: 07272023
material to the designated disposal and recycle facilities. The transportation contractors shall provide empty
transfer trailers staged at the Eco Station to support operations as well as provide a terminal tractor (yard
goat) so that trailers can be moved around the site. Contractors may propose an alternative operation
method to increase efficiency and decrease costs.
On average the Eco Station generates four (4) loaded transfer trailers per day, Monday through Friday and
one (1) to two (2) loaded transfer trailers on Saturday and Sunday. Loaded transfer trailers must be
transported a minimum of once daily, with the exception of transfer trailers loaded after 2:00 p.m. on
weekdays, prior to a holiday or on a Saturday or Sunday because most landfills are closed on Sunday.
Refuse loads average 18 per (7) seven days. Mixed recycling services are bi-weekly therefore County loads
a mixed recycling load (1) once per day, in total of (6) six days in a row. Cardboard loads are a minimum
of (2) two per month.
Los Alamos County has a comprehensive recycling and composting program that currently diverts
approximately 54% of the material by weight that is brought to the Eco Station. The County will continue
to expand the recycling program and requires that the terms of the transportation and disposal agreement
accommodate these changes. Tables 1 and 2 provide details about the waste and recycle materials
processed at the Eco Station.
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 15, 2024
Non-Mandatory Pre-Proposal Meeting
February 27, 2024
RFP Closes - Date Proposals are Due, Evaluation Begins March 14, 2024
Evaluation Ends, Contract Drafting and Review Period
Begins
Award Contract/Council Approval (Council Approval
required for agreements of $300,000.00 or greater.)
March 25, 2024
May 7, 2024
SCOPE OF SERVICES (or WORK)
1. Transportation Services
a. The selected transportation contractors shall furnish all labor, supervision, equipment, materials,
registrations, licenses and supplies necessary to transport waste and recycling from the Eco Station
to the designated disposal facility. The County expects to designate a Primary Landfill Disposal
Facility as a result of this procurement. Some of the regional landfills that may be used for disposal
are listed in Table 3. Recycling markets currently used by the County are also listed in Table 3.
The County will designate markets for recyclables which may change during the contract term.
b. Selected transportation contractors shall provide a terminal tractor, sometimes called a yard goat,
with air suspension for moving transfer trailers at the Eco Station. It shall be equipped with a raising
and lowering 5th wheel. The terminal tractor (yard goat) shall be left at the Eco Station. Properly
RFP No. 24-48
Issued by Procurement Division: C. Salazar
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trained and licensed County staff will operate the terminal tractor (yard goat) at the Eco Station to
facilitate efficient loading of transfer trailers.
c. Selected transportation contractors shall transport waste and recycle materials to the designated
disposal facility, Monday through Saturday in a manner that ensures the timely removal of solid
waste and recycling as directed by the County.
d. Transportation services are expected to commence no later than the first business day of January
2025..Selected transportation contractors shall provide nine (9), fifty-three (53) foot, 120 cubic yard,
aluminum/steel, self-ejecting/walking floor, leak proof, transfer trailers, with ten (10) foot spread
axles, and a ratchet strap tarping system (situated on the right passenger side of the trailer to meet
facility needs) for the transport of waste, recycling or mulch materials. The trailers shall have air
bag suspension and be a maximum height of 13 feet 5 inches with the ability to inflate/deflate
suspension air bags. Each trailer shall have catwalk and a ladder located in the front of the trailer
on the left side to allow for tarping access.
e. Selected transportation contractors shall provide at minimum six (6) empty transfer trailers at the
beginning of each operating day considering the three (3) remaining trailers are under active
transport. The Eco Station operates seven (7) days per week, with the exception of County
observed holidays, or when inclement weather exists.
f. Selected transportation contractors shall provide and maintain transfer trailers, ratchet straps, tarp
systems and terminal tractor (yard goat) in accordance with New Mexico Department of
Transportation (“NMDOT”) rules and regulations. This yard goat will not leave or be operated
outside of the Eco Station.
g. Selected transportation contractors shall provide weekly preventative maintenance for all
equipment.
h. Selected transportation contractors shall provide and maintain petroleum products for terminal
tractor (yard goat) and transfer trailer equipment. Maintenance shall be pre-scheduled in advance
so that operations are not disrupted, or as needed for unexpected damage repairs to remain
compliant with NMDOT.
i. Selected transportation contractors shall provide maintenance and supplies for equipment (tarp
fabrics, rachet straps/or ratchet mechanisms) within forty-eight (48) hours upon request by the
Environmental Services Manager or Superintendent.
j. Selected transportation contractors shall provide maintenance and supplies for equipment within
four (4) hours of notification of an emergency situation such as a mechanical break, starters, airline
leaks punctures or tires that become off the bead.
k. Selected transportation contractors shall have at minimum two (2) points of contact, preferably a
supervisor or a designated dispatch during hours of operations for the purposes of communications
between County and selected contractor’s employees. Communication may be through work
mobile phones, CB radios and/or landlines between County scale house, superintendent, and
selected contractor’s supervisor and/or dispatch.
l. Selected transportation contractors shall have both pre and post inspections for damages to all
trailers that are disconnected or hitched. Any damages found should be verbally reported
immediately to the Environmental Services Manager or Superintendent, and within twenty-four (24)
hours in an incident form provided by County.
2. Landfill Disposal Services
a. Selected disposal contractors shall furnish all permits, registrations, labor, supervision, equipment,
materials, supplies and reporting necessary to properly landfill the solid waste material generated
from the Los Alamos County Eco Station.
b. Selected disposal contractors shall provide a primary and secondary guaranteed disposal capacity
for the term of the Disposal Agreement and any extensions thereof. The County intends to deliver
all acceptable waste from the Los Alamos County Eco Station to the Primary Disposal Facility.
RFP No. 24-48
Issued by Procurement Division: C. Salazar
5
Version: 07272023
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