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Home My WebLink About03/19/2019 Bid Result Household Hazardous Waste Collection Events Page 1 of 6 Agenda Item Details MeetingMar 19, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT Subject8.2 Motion to accept proposal from Tradebe Environmental Services, LLC, for Household Hazardous Waste Collection Events in an amount not to exceed $100,000. AccessPublic TypeAction Preferred DateMar 19, 2019 Absolute DateMar 19, 2019 Fiscal ImpactYes Dollar Amount100,000.00 BudgetedYes Budget SourceRefuse Fund Recommended ActionAccept the proposal for Household Hazardous Waste Collection Events as submitted by Tradebe Environmental Services, LLC, of Merrilville, Indiana in an amount not to exceed $100,000. Public Content Information Potentially harmful materials are often stockpiled in basements, garages, closets and other storage areas as they are banned from landfills. Recognizing the need for environmentally sound management of such waste, the Village Board directed staff to evaluate the feasibility of hosting household hazardous waste (HHW) collection events for Mount Prospect residents (only). Page 2 of 6 Currently, there are four (4) Illinois Environmental Protection Agency (IEPA) hosted permanent household hazardous waste disposal sites in Illinois: Naperville, City of Chicago-Goose Island, Rockford and the Solid Waste Agency of Lake County (SWALCO)-Gurnee location. Due to reduced funding, IEPA is no longer hosting any one-day events in northern Illinois. Unfortunately, none of these permanent site locations are convenient for Mount Prospect residents. The Village hosted a successful one-day household hazardous collection event on June 30, 2018. Over 1,000 Mount Prospect households participated in the event, representing approximately ten percent (10%) of the households in the village. Comments from residents participating in this event focused on the long wait times and the lack of opportunity to participate in the event due to prior scheduled engagements. Taking these concerns into consideration, staff is proposing to host smaller events (approximately 400 cars each) multiple times a year (three events). To improve wait times, staff proposes using an online appointment system (Acuity Scheduling: https://acuityscheduling.com/signup.php) that would schedule cars in 15 minute intervals. SWALCO hosts a number of events throughout the year utilizing this system with great success. Residents can schedule their appointment online or call Public Works. Public Works staff can schedule appointments for residents without online access. Request for Proposals (RFPs) Staff solicited proposals from eleven (11) environmental companies to provide OSHA/Hazardous (HazMat) trained personnel for the segregation, packing, disposal and transportation of household hazardous wastes in accordance with IEPA standards/guidelines, as required, to support the operation of multiple one-day household hazardous waste collection(s) (HHW) in Mount Prospect. A copy of this RFP is enclosed. The RFP requests proposals for two (2) or three (3), one-day household hazardous waste (HHW) collection events to be hosted on a Saturday (TBA) between the months of April and October. The number of events will depend on availability of funds. The events will be held at the Mount Prospect Public Works Facility. Household hazardous wastes will only be collected from Mount Prospect residents (no commercial/industrial waste). Proof of residency will be required. The following materials will be accepted: corrosives, oxidizers, flammable solvents, waste solvents, oil based paint, inorganic poisonous solids, organic poisons and pesticides, waste oils, antifreeze, latex paint, compressed gas cylinders, Pentachlorophenol, Sylvex, 2, 4, 5-T, and hazardous substances, liquids or solids, not otherwise specified. RFP Results Four (4) technical proposals were received. Each proposal was evaluated based on the background of the company, related project experience, proposed services and scope of work, schedule, work effort, and proposal content. Each company received a point ranking (total points = 100) for each criterion. Table 1 below summarizes this analysis: Table 1 - Company Rankings CategoryMax. PointsTradebeClean HarborsVeoliaHeritage Background2018171518 Experience2020182012 Scope2525232020 Schedule1512121012 Work Effort1010858 Content1010888 Totals:10095867878 Page 3 of 6 The proposals indicated that all participating environmental companies were qualified to perform the specified work. All four companies had adequate experience and appropriately trained staff to host a successful one-day household hazardous waste collection event. Accordingly, the evaluation results were closely distributed. Staff conducted interviews with all four (4) environmental companies to make sure they all have a thorough understanding of the project scope and Village expectations. The highest rated company was Tradebe Environmental Services, LLC of Merrillville, Indiana (Tradebe). Tradebe's proposal provided ample references of successful similar type events. All reference checks indicate the firm performed well. Tradebe has over thirty (30) years’ experience of collection, treatment, recycling, and disposal of hazardous and non-hazardous waste. In addition, Tradebe provided logistic, material handling, and disposal services for the Village's first one (1)-day HHW event last year. They provided ample resources, well-trained staff, and well-organized operations. It is the opinion of staff that the firm is well qualified to provide requested services. Each environmental company was asked to submit a two (2) component cost proposal. Table 2 below illustrates component one (1), mobilization (fixed) costs. Mobilization cost includes costs associated with estimated volume of cars, equipment, supplies, personnel, setup, operations, transportation, non-hazardous waste disposal (packaging, empty containers from participants, waste from event operations). Table 2 - Mobilization (Fixed Costs) Vehicle RangeClean HarborsVeoliaTradebeHeritage Under 200 Vehicles$1,362.00$5,120.00$5,689.00$34,321.00 200-400 Vehicles$1,979.00$8,500.00$9,843.00$40,787.00 400-600 Vehicles$2,869.00$12,520.00$11,736.00$47,252.00 600-800 Vehicles$3,649.00$15,420.00$14,346.00$53,717.00 800-1000 Vehicles$4,703.00$17,650.00$17,071.00$60,182.00 1000-1200 Vehicles$5,319.00$18,620.00$21,746.00$69,880.00 12001400 Vehicles$6,373.00$20,500.00$23,226.00$86,043.00 Table 3 illustrates component two (2), variable disposal costs. Variable disposal costs are made up of unit of measure and type of material. Table 2 below represents typical waste streams and average quantity collected at a one-day HHW event servicing 400 vehicles. Costs for other waste streams are not listed in the table below but are provided in each cost proposal. Table 3 - Disposal Cost Sheet Typical Waste Unit Average Clean TradebeVeoliaHeritage StreamsTypeQuantityHarbors AEROSOLS 15- POISON/TOXIC GAL 1$124.00$75.00$176.00$209.25 LPDRUM 55- AEROSOLS GAL 16$3,072.00$6,304.00$4,768.00$5,580.00 FLAMMABLE LP DRUM 55- ANTIFREEZE GAL 2$178.00$256.00$344.00$427.50 DRUM Page 4 of 6 ANTIFREEZE30-1$86.00$60.00$169.00$160.31 GAL DRUM BATTERIES 5-GAL 1$57.00$6.00$223.00$150.00 LITHIUMDRUM BATTERIES NI-5-GAL 1$57.00$1.10$65.00$128.93 CADDRUM 55- CORROSIVE GAL 2$516.00$1,244.00$714.00$663.76 ACIDS LP DRUM 55- COROSSIVE GAL 2$516.00$1,244.00$714.00$663.76 CAUSTICS LP DRUM FLAMMABLE 55- LIQUIDS/PAINT GAL 36$7,704.00$10,368.00$14,868.00$10,935.00 LPDRUM FLUORESCENT LBS59$68.44$23.60$31.86$59.00 LIGHTS 55- LATEX PAINT GAL 15$3,945.00$2,850.00$3,660.00$3,675.00 LP DRUM 55- LEAD-ACID GAL 10$1,370.00$1,040.00$1,550.00$4,297.50 BATTERIES DRUM 5-GAL MERCURY1$275.00$260.00$529.00$511.31 DRUM METALLIC 15- PAINT GAL 1$545.00$115.00$115.00$211.28 (ALUMINUM, DRUM ZINC) LP 30- OXIDIZERS- GAL 3$1,128.00$1,056.00$834.00$746.73 LIQUIDS LP DRUM 55- OIL BASED GAL 16$3,616.00$4,608.00$3,600.00$3,240.00 PAINT DRUM 55- WASTE OILSGAL 10$980.00$680.00$1,000.00$1,800.00 DRUM 30- WASTE OILSGAL 1$98.00$40.00$100.00$180.00 DRUM 5-GAL REACTIVES3$747.00$480.00$345.00$550.14 DRUM 8$2,600.00$1,120.00$2,840.00$2,565.04 Page 5 of 6 TOXIC 55- LIQUIDSGAL DRUM 55- TOXIC/POISON GAL 11$4,675.00$3,102.00$3,652.00$3,526.93 SOLIDS LP DRUM TOTAL DISPOSAL $32,357.44$34,932.70$40,297.86$40,281.44 COSTS Table 4 illustrates component one (1) fixed costs plus component two (2), variable disposal costs. Table 4 - Total Cost, Fixed + Variable Cost for 200-400 Vehicle Event Vehicle RangeTradebeClean HarborsVeoliaHeritage 200 - 400 Vehicles$42,200.44$42,260.44$43,432.70$81,084.86 Staff recommends awarding the contract in a not to exceed amount of $100,000, which is the amount of funds currently budgeted. The total cost estimate for the one day HHW event (up to 400 vehicles) is $41,986.44 in disposal/recycling costs. The approximate cost to host two (2) to three (3) one-day events is $83,972.88 to $125,959.32. Flexibility does exist in the contract allowing staff to make determinations on the size of the event after the contract is signed. If the first two events see low participation or volumes staff can adjust and host a larger third event. Conversely, if the first or second event collect larger volumes than expected the third event could be reduced in scope to meet budget demands. It is staff opinion that Tradebe understands the proposed project, has prepared a thorough proposal based on the extensive experience, and is well qualified to perform the work. Alternatives 1. Accept Tradebe Environmental Services, LLC, proposal to host up to three one-day household hazardous waste collection events. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal for Household Hazardous Waste Collection as submitted by Tradebe Environmental Services, LLC, of Merrillville, Indiana in an amount not to exceed $100,000. Mount Prospect IL 2019 HHW Tradebe Proposal (002).pdf (1,735 KB) REQUEST FOR PROPOSALS FOR HHW 2019 (002) (002).pdf (143 KB) Page 6 of 6 Administrative Content Executive Content Motion & Voting Motion to approve the Consent Agenda as presented. Motion by Paul Hoefert, second by Richard Rogers. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel