INVITATION FOR WRITTEN QUOTES SCRAP METAL RECYCLING SERVICES The Roanoke Valley Resource Authority is requesting written quotes for the scrap metal recycling services at the Tinker Creek Transfer Station and Smith Gap Landfill in-accordancewith the attached service agreement. The Authority desires to participate in the fluctuating values for scrap iron and steel pricing as listed by the American Metal Market (AMM), Carolina s Market, as of the 5 th business day of each month, coupled with a guaranteed net price per gross ton not to go below for the duration of the contract, with service providers quoting any and all handling fees to be deducted from the monthly AMM rate that will result in a net price per gross ton payable to the Authority monthly. All pricing and quotes must be submitted on a gross ton basis. The quotes will be reviewed, accepted, and awarded according to the company s handling fee per gross ton quote (lowest handling fee prevailing) and the ability of the company to provide the services listed below. Written quotes will be received up until June 17, 2013 at 2:00 pm and at that time the quotes will be opened. Questions concerning the service agreement can be made to Steven R. Barger, P.E., Operations Manager, and Roanoke Valley Resource Authority at 540-857-5050. Daniel D. Miles, P.E. Chief Executive Officer
SCRAP METAL SERVICE AGREEMENT (DRAFT) The (COMPANY NAME) agrees to provide scrap metal recycling (excluding some aluminum and copper) services to the Roanoke Valley Resource Authority, hereby referred to as the Authority, in accordance with the terms and conditions contained herein. Service to be provided at the Tinker Creek Transfer Station and Smith Gap Landfill. Service to be on an as needed basis as determined by the amount of material collected. Scrap metal material shall be accepted as is and the company shall acknowledge that there will be some trash and debris or other non-recyclable material mixed in with the scrap metal. No sorting fee shall be charged for waste material found in the load. The company agrees to either: OPTION # 1) Provide an open-top, forty cubic yard (40 cy) roll-off container at each location at no cost to the Authority and the Company will also agree to pick up the full container at each location within twenty-four hours of notification (i.e. one business day) by the Authority and return the emptied container within twenty-four hours (i.e. one business day) or drop-and-hook a full and empty container, respectively, at the Authority s location. Failure to pick up or deliver a container within twenty-four hours (i.e. one business day) will increase the contract price by twenty-five percent for any such impacted deliveries as it is imperative the Authority has continuous storage capacity for scrap metal at each location. The Company agrees to hold harmless the employees of the Authority and the Authority from any and all claims of vandalism and damage to the container while on the Authority s property; or, OPTION #2) The Authority will supply the container and deliver the full container to the Company. The Company will provide pricing for both delivery alternatives and the Authority reserves the sole right to select which delivery alternative to use for the duration of the contract term(s). The Environmental Protection Agency (EPA) has enacted restrictions on the release of chlorofluorocarbons (CFC s) to the atmosphere. CFC s are chemicals that have been linked to the depletion of the Earth s ozone layer. The company will be required to sign a release form verifying that all CFC s will be removed from appliances set aside by the Authority according to EPA guidelines from all air conditioning units and appliances (shipped individually or bulk) accepted for processing, thereby relieving the Authority from the removal requirements. Also, said company, will be required to possess the proper documentation with the name and address of certified person or persons who removed the CFC s and the date the removal occurred. All appliances containing CFC s shall be removed from the Authority s property on an as needed basis. Provide the Authority weight tickets as the containers are collected and at least once a month provide a check for all scrap metals picked up from the Authority s property. Failure
to provide the check in a timely (monthly) manner will increase the Authority s dollar per ton amount by 5% for each month in arrears and may result in termination of this agreement. The Authority agrees the successful bidder will receive all the Authority s scrap metals (excluding some aluminum and copper) as long as the terms of this service agreement are honored. The term of this service agreement is for one year starting July 1, 2013 and expiring June 30, 2014, with the mutual option to extend up to four, additional one-year periods. Either party can terminate this agreement without cause after giving a thirty-day written notice. The Authority reserves the right to deliver its scrap metal to another vendor on a temporary basis should the Company fail to meet the 24-hour service term after giving verbal notification to the Company of its intent to do so, if the primary company fails to perform satisfactorily under this service agreement. Subsequent failures to deliver the required service may result in the Authority s notification of contract termination. The successful bidder shall agree to update and sign attachment A on an annual basis. Liability Insurance Requirements. The Company shall maintain general liability insurance with a recognized company authorized to do business in Virginia during the life of the Contract and furnish Owner Certificates of Insurance naming the Company, its subcontractors, Authority, the County of Roanoke and all of their respective officers, officials, agents, and employees as additional insured, providing coverage against any and all claims for property damages or bodily injury (including death) incurred in connection with the services to be provided under this Agreement. Minimum limits of liability shall be as indicated below: Commercial General Liability: $1,000,000.00 Combined Single Limit to include Contractual, Owners and Contractors Protective, and Personal Injury (Libel, Slander, Defamation of Character, e.g.) Automobile Liability: $1,000,000.00 Combined Single Limits. The above amounts may be met by an umbrella liability policy following the form of the underlying primary coverage in a minimum amount of Two Million Dollars ($2,000,000.00). Please acknowledge your acceptance of the above terms with your signature. Daniel D. Miles, P.E. Chief Executive Officer Company Representative Signature:
INSTRUCTION TO BIDDERS The intent of this request is that the Recycling Bidder shall furnish all labor, materials, tools, equipment, and transportation necessary for the proper execution of this Service Agreement. The Recycling Contractor is responsible for compliance with all Federal, State, and local laws, ordinances, and licenses required for this project. The Authority may conduct an investigation, as it deems necessary, to determine the ability of the Bidder to perform the work in accordance with this Service Agreement, and, if such an investigation is performed, the Bidder shall furnish the Authority all information and data requested. The Authority reserves the right to reject any bid if the evidence submitted by, or the investigation of, such Bidder fails to satisfy the Owner that such Bidder is properly qualified to carry out the obligation of the Service Agreement. The bids must be submitted upon the blank Bid Form provided. The Bid Form and any other Document required to be submitted as the Bid shall be enclosed in a sealed opaque envelope and addressed as follows: Roanoke Valley Resource Authority C/o Operations Manager 1020 Hollins Road Roanoke, Virginia 24012 Place in the lower left-hand corner of the envelope recycling contract quote. No electronic or faxed bids will be accepted. The Bidder is responsible for the timely delivery at the location designated for receipt of Bids. Bids shall be delivered to the designated location before the time and date for receipt of Bids indicated in the Invitation to Bid. Bids received after that time and date will be returned unopened. Bids may be withdrawn at any time before the time and date of the Opening of Bids. After the opening of the Bids, Bidders may only withdraw Bids that were substantially lower than other Bids because of clerical error. The Bidder must give to the Authority notice in writing of Bidder's request to withdraw the Bid within two (2) business days after the conclusion of the Opening of Bids. No responsibility will be attached to the Authority for the premature opening of Bids not properly addressed and identified. Bids will be opened and read aloud at the time, date and place stipulated in the Invitation to Bid and the contents made public for the information of the Bidders and other interested persons.
The Authority reserves the right to waive any informality in the Bids and to reject any non-conforming bid or all Bids, should it be deemed in the best interest of the Authority. The Authority reserves the right to accept alternate bids in any order or combination, should it be deemed in the best interest of the Authority.
ROANOKE VALLEY RESOURCE AUTHORITY SCRAP METAL SERVICE AGREEMENT BID FORM In Compliance with your Invitation to Bid inviting bids to be received until June 17, 2013 at 2:00 PM, the undersigned hereby proposes to furnish the labor, materials, and equipment and perform all work as outlined in the service agreement, including all addenda thereto, and agrees, upon receipt of written notice of an award of the Service Contract, that he will execute the Contract within ten business days of the notice of Award. The net price per gross ton payable to the Authority will be based on the American Metal Market (AMM) Shredded Auto Scrap, Carolina s Market, as of the 5 th business day of each month, minus the Company s Handling Fee(s) in one (1) lump sum, to be quoted below as directed. The prevailing bid will be based on the lowest Handling Fee submitted. The formula for monthly payments to the Authority will be: AMM price (per G.T.) - Handling Fee (per G.T.) = RVRA S Net (per G.T.) OPTION # 1 Quote #1: COMPANY S HANDLING FEE $PER GROSS TON (for the Contract Period; may be adjusted by mutual agreement on subsequent amendments to the Contract) COMPANY S HANDLING FEE IN WRITTEN FORMAT: DOLLARS PER GROSS TON. Quote #2: COMPANY S DOLLAR PER GROSS TON QUOTE (guaranteed minimum during contract period; may be adjusted by mutual agreement on subsequent amendments to the Contract). DOLLARS PER GROSS TON. Name & Title (Please Print) Signature: OPTION # 2
Quote #1: RVRA DELIVERS SCRAP METAL TO THE SELECTED COMPANY; THERFORE, THERE IS NO HANDLING FEE BY THE COMPANY Quote #2: COMPANY S DOLLAR PER GROSS TON QUOTE (guaranteed minimum during contract period; may be adjusted by mutual agreement on subsequent amendments to the Contract). DOLLARS PER GROSS TON. Name & Title (Please Print) Signature: