Purpose
This Request for Proposal (RFP) is an invitation by the University to prospective companies (Proponents) to submit proposals for the recycling management (Services) for all of our three (3) campus locations.
Project Overview
Recycling is a key component to achieving the University’s goal of becoming a zero-waste campus. With over 325 indoor and 60 outdoor public recycling centers around campus, recycling in offices and food services, as well as recycling programs in all 11 residence buildings, the University has a requirement for regular collection and recycling of waste materials as well as the management of 36 external (outdoor) pick up stations.
Objectives
The University’s waste system is four streams consisting of Glass, Metal and Plastic, hereafter referred to as GMP, and mixed paper/cardboard, hereafter referred to as Cardboard. Waste and compost make up the two remaining streams. The recycling, ie GMP and Cardboard, was for many years amalgamated in a single site by staff and sorted, thereby resulting in a very low contamination rate but high staff costs. In the most recent contract period, the University’s recyclable materials were separated into two streams at the source, bagged, but then combined into one front load container or separated into totes. The University’s in-house maintenance crews would collect materials from offices, recycling stations, and totes and bring the separately bagged materials to one front-load container. In some residences, where there are garbage chutes, students would dispose of materials directly into the chute and, hence, directly into the front load container.
Contamination rates from both residences as well as in the sorting of the bags at the transfer facility were concerning to the University, as were changing fees for contamination. In this contract, our objective is to reduce contamination and to stabilize prices. With this contract we are shifting to two streams recycling throughout the entire process. We would like to add front-load containers to separately collect Cardboard and GMP. We will also continue to use totes in residence buildings and certain other sites.
With this contract we have outlined several initiatives to reduce contamination, including better color-coding, better signage, regular meetings with the Successful Proponent, and regularly required audits. The objectives of the University, through a collaborative relationship with the Successful Proponent, are to reduce contamination, stabilize prices throughout the contract, and ensure all non-residue materials are recycled.
Scope of Service
The Successful Proponent will offer the necessary recycling containers for GMP and Cardboard and will collect and process these materials so that all non-residue materials are recycled. These containers should be ranging in size from 2 yard to 8 yard, as well as 95 gallon totes, as specified by the University. These containers will require large & clear signage which matches the University’s existing signage. All front-load containers and totes will have to be provided in colours that match University’s colour coding system:
• Green = Organics;
• Blue = GMP;
• Brown = Cardboard,
• Black= landfill waste.
The Successful Proponent will collect both bagged and loose recyclable materials at external locations and provide timely notification if a site was not able to be serviced. The Successful Proponent will have to clean the containers annually and maintain the containers as required. The Successful Proponent must provide electronic billing and monthly weight reports itemized by site.
Quarterly meetings with the Successful Proponent and the University will be required to discuss problem sites, contamination, new materials, or any other questions from either party, at a time requested by the University.
It is expected that the Successful Proponent will designate a key contact or account manager to the University Sanitary Services Team. This person will organize quarterly meetings and serve as the principal point of contact.
The Successful Proponent will perform two (2) audits of recycled materials, one for campus and one for the residence buildings, every 6 months. These audits should include photos, type and weights collected, and contamination percentages per category. A bill of sale/recycling breakdown will also be required (can be combined for all campus & residences) to include date, material type, weight, percentage of waste type and disposal location. These reports will be provided every 6 months for the duration of the contract as per required by the University.
We wish to work collaboratively with the Successful Proponent to ensure only acceptable materials are being put into the recycling stream and promoted as 'recyclable' on campus. If new mixed materials are introduced, we will send a photo to the Successful Proponent to ensure the material is acceptable. We expect a timely and clear response about what materials can or cannot be accepted and why.
The Successful Proponent will commit to promoting sustainability in working methods and in the use of equipment and products.
Mandatory Requirements
Completed Proposal Cover: Appendix A
Completed and signed Proposal Declaration Form: Appendix B
Completed and signed No Conviction of Fraud Declaration: Appendix C
Completed and signed Conflict of Interest, Ethical Conduct And Disclosure of Information Declaration: Appendix D
Provide a copy of Workplace Safety and Insurance Board (WSIB) Coverage
Insurance Certificate
Letter from Surety Company confirming ability to obtain required Performance Bond ($100,000)
