Introduction
The Rural Municipality of Hanover (Hanover or RM) is requesting proposals for residential and rural residential curb side recycling collection and processing.
Hanover is seeking a service provider who will be proactive in helping the RM manage residential recyclables in a cost-effective and efficient manner with existing RM-supplied carts.
Hanover wishes to continue the diversion of recyclable materials to prevent them from going into the landfill. It is intended that the service provider will be the driving force behind the growth of recycling activity and increased diversion rates, working in partnership with RM staff, Multi-Material Stewardship Manitoba (MMSM) and area residents.
The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified firms to provide services for the work and for Hanover to enter into an Agreement with the firm whose proposal is judged to serve the best interests of the RM.
The submitted Residential Recycling Collection and Processing Proposal is to contain the following:
Proposal Submission Details
Submission Deadline
Proposals must be received before 11:00 AM CST, on Thursday, August 4, 2022 via email that is on the front cover of this RFP. Please include Title of Proposal in Subject Line of email.
Responses received after the date and time set out on the front cover of this RFP will not be accepted.
Enquiries
All enquiries related to this RFP are to be directed, in writing, to the contact person on the front cover of this RFP. Information obtained from any other sources is not official and should not be relied upon.
Addenda
Hanover may, at any time prior to the submission deadline, issue addenda correcting errors, discrepancies, or omissions in the RFP, or clarifying the meaning or intent of any content within this document.
Hanover will issue each addendum at least two (2) business days prior to the submission deadline or provide at least two (2) business days by extending the submission deadline.
The Proponent is responsible for ensuring that they have received all addenda and is advised to check for addenda regularly and shortly before the submission deadline. Failure to receive an addendum may be to the detriment of the Proponent.
Proponent’s Expenses
Proponents are solely responsible for their own expenses in preparing a proposal in response to this RFP.
Confidentiality of Information
Information from Hanover, obtained by the Proponent’s participation in this RFP, is confidential and must not be disclosed without written authorization from the RM.
Proposal Submission Format
Proposals are to be submitted in the format described in this section to ensure that they receive full consideration during evaluations and that the evaluations themselves may be handled in an efficient and consistent manner.
- A complete proposal covering letter set out in Appendix A.
- One (1) complete copy of the Proposal in electronic PDF format via email.
The number of pages is limited to ten (10) and the Proposal should contain a table of contents, page numbering and should be organized appropriately. The page limit will include all pages except the title page and/or cover page. The font type and size must be reasonably legible.
Proposal Submission Content
Management Proposal
Experience of Proponent
Experience of Key Personnel Assigned to the Project
Each Management Proposal shall be completed as described below:
Experience of Proponent
- A general company profile which includes the number of years in business, number of employees, services offered, office location and any other pertinent information that help describe the company.
- If Sub contractors or a consortium is proposed, evidence of past successful similar projects shall be provided.
- Details that demonstrate the history and experience of the Proponent in providing residential recycling collection and processing:
- Name of the client
- Description of work
- Role of the Proponent
- One client representative name and contact information (e-mail address and phone number) to be used as a reference
Experience of Key Personnel
- A brief description of the Proponent’s project management approach which should include a project specific organizational chart.
- The experience, qualifications and availability of the key personnel assigned to the project including:
- Job title
- Work experience
Items to Remit
- Proof of Liability Insurance, minimum sum of $2,000,000.00 per occurrence.
- Current WCB Clearance Letter
Project Schedule
If approved, work is expected to commence on or before Monday, November 7, 2022
Scope of Work
The proposal scope to include the following:
Provide weekly curb side collection of recyclables with existing RM-supplied carts to all urban residences and rural residential clusters and multiple family dwellings within the Rural Municipality of Hanover as identified in the Hanover Waste and Recycling Collection By-Law. The service agreement will span from (or before) November 7, 2022 till December 31, 2025.
The proponent acknowledges that they or third-party processing facility will be required to report on the monthly tonnage reports and copies of scale tickets by the 15th of the following month for materials processed at the facility.
As of the spring of 2022, there were approximately 3687 dwelling units within primarily single and two family dwellings, currently broken down in the following areas:
Blumenort – 627
Grunthal – 824
Kleefeld – 629
New Bothwell – 244
Mitchell – 1,363
Friedensfeld and the Hanover Public Works Building (PWB) will transition from community bulk bins to the automated carts upon the start of the new contract.
In 2021, a total of 692 tonnes of curb side residential recyclable materials were collected within the RM.
Collection days by area of the RM are as follows:
Hanover Waste Collection/Recycling Services Schedule
Blumenort Tuesday
Grunthal Friday
Kleefeld and Hanover PWB Tuesday
Mitchell and Friedensfeld Wednesday
New Bothwell Tuesday
Submission of information on the
Residential Collection and Process Depot Fees is required with your Proposal (Refer to Appendix A).
The Proponent must accept and collect all mandatory materials as specified under the MMSM Municipal Funding Agreement.
Mandatory Items to be included in collection at this time are:
- Newsprint and flyers
- Aluminium food & beverage containers
- Glass food & beverage containers
- Steel food & beverage containers
- Magazines and Catalogues
- Gable top containers (e.g. milk cartons)
- Boxboard (e.g. Cereal boxes) Telephone directories
- Residential corrugated carboard
- Aseptic packaging (e.g. juice boxes)
- Household plastics #1-5 & #7
The RM is not responsible for any non-mandatory material deposited by residents or users in any residential recycling collection container, bin, or receptable as may be collected by the Proponent under this proposal.
If the bidder will be hauling to a third-party processing facility the bidder must include a letter of confirmation from the proposed processing facility. This letter must clearly indicate the processing facility name, address, cost per tonne as well as the duration of the agreement between the bidder and processing facility.
Award of Contract
The RM has no obligation to award a contract to a Proponent even if one or all the Proponents are deemed to be qualified.
The intent is to award the Contract on or after Wednesday, August 10, 2022.
The successful Proponent is subject to a mutual operating agreement. The agreement will include a clause allowing the RM the ability to assign the contract to MMSM should the province’s draft Transition Plan be approved by the Province of Manitoba allowing the RM the options for transition within the proposed FULL EPR plan.
