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Home My WebLink About12/3 Bid Results 5.3 Motion to accept proposal from Tradebe Environmental Services, LLC, for Household Hazardous Waste Collection Events in an amount not to exceed $102,000.4/14/2020 BoardDocs® Pro Agenda Item Details Meeting Dec 03, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category S. CONSENT AGENDA Subject 5.3 Motion to accept proposal from Tradebe Environmental Services, LLC, for Household Hazardous Waste Collection Events in an amount not to exceed $102,000. Access Public Type Action (Consent) Preferred Date Dec 03, 2019 Absolute Date Dec 03, 2019 Fiscal Impact Yes Dollar Amount 102,000.00 Budgeted Yes Budget Source Refuse Fund Recommended Action Accept the proposal for Household Hazardous Waste Collection Events as submitted by Tradebe Environmental Services, LLC, of Merrilville, Indiana in an amount not to exceed $102,000. Public Content Information - m�e&'fed111.X��Q��7��29'.L9 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). 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 two (2) successful household hazardous collection events in 2019. Over 1,000 Mount Prospect households participated in the events, representing approximately five percent (5%) of the households in the village. To improve wait times, staff implemented an online appointment system (Acuity Scheduling: https://acuityscheduling.com/signup.php) that scheduled cars in 15 minute intervals. The response from participants was exceedingly positive. Wait times were minimal with participants being serviced within minutes of arrival. Staff proposes utilizing the same online appointment system for proposed 2020 events. 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 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/4 4/14/2020 BoardDocs® Pro IEPA standards/guidelines, as required, to support the operation of multiple one -day household hazardous waste (HHW) collection(s) in Mount Prospect. A copy of this RFP is enclosed. The RFP requests proposals for two (2) or three (3), one -day 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. HHW 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 Three (3) 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: Vendor Rankings Category Max. Points Tradebe Clean Harbors Veolia Background 20 18 17 15 Experience 20 20 18 20 Scope 25 25 23 20 Schedule 15 15 15 15 Work Effort 10 10 8 10 Content 10 10 9 0 Totals: 100 98 90 80 The proposals indicated that all participating environmental companies were qualified to perform the specified work. All three (3) 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 three (3) 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 HHW events held in 2018 and 2019. 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 Range Tradebe Clean Harbors Veolia Under 200 vehicles $5,689.00 $5,850.00 $4,000.00 200-400 vehicles $9,843.00 $8,280.00 $6,500.00 400-600 vehicles $11,736.00 $13,842.00 $8,000.00 600-800 vehicles $14,346.00 $16,441.00 $9,000.00 800-1000 vehicles $16,995.00 $19,039.00 $11,000.00 1000-1200 vehicles $20,996.00 $21,295.00 $12,000.00 1200-1400 vehicles $22,147.00 $22,292.00 $14,000.00 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 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/4 4/14/2020 BoardDocs® Pro HHW event servicing 400 - 600 vehicles. Costs for other waste streams are not listed in the table below, but are provided in each cost proposal. IcIUIC J. Val IaUIC UIJ VJcll l UZJUJ TYPICAL WASTE STREAMS UNIT TYPE AVERAGE TREDEBE VEOLIA CLEAN UANTITY HARBORS AEROSOLS POISON/TOXIC LP 15 -GAL 1 $190.00 $180.00 $203.00 DRUM AEROSOLS FLAMMABLE LP CY BOXES 4 $2,384.00 $2,100.00 $2,488.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ ANTIFREEZE 55 -GAL 2 $196.00 $220.00 $272.00 DRUM ANTIFREEZE 30 -GAL 1 $98.00 $30.00 $102.00 DRUM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ BATTERIES LITHIUM 5 -GAL 1 $57.00 $150.00 $170.00 DRUM BATTERIES NI -CAD 5 -GAL 1 $57.00 $55.00 $95.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ DRUM CORROSIVE ACIDS LP 55 -GAL 2 $516.00 $336.00 $474.00 DRUM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ CORROSSIVE CAUSTICS LP 55 -GAL 2 $516.00 $336.00 $474.00 DRUM FLAMMABLE LIQUIDS/PAINT LP CY BOXES 9 $1,926.00 $2,250.00 $1,881.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ FLAMMABLE LIQUIDS/PAINT LP 55 -GAL 25 $4,525.00 $2,625.00 $3,925.00 DRUM FLAMMABLE LIQUIDS/SOLVENTS 55 -GAL 3 $258.00 $315.00 $255.00 BULKED ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ DRUM LATEX PAINT LP - Recycled 55 -GAL 15 $3,945.00 $2,925.00 $3,900.00 DRUM LATEX PAINT LP - Recycled CY BOXES 9 $4,644.00 $4,545.00 $8,190.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ LEAD -ACID BATTERIES 55 -GAL 10 $4,070.00 $6,500.00 $3,390.00 DRUM MERCURY 5 -GAL 1 $275.00 $250.00 $418.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ DRUM OIL BASED PAINT 55 -GAL 16 $3,616.00 $3,120.00 $3,248.00 DRUM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ OXIDIZERS -LIQUIDS LP 30 -GAL 3 $648.00 $1,230.00 $762.00 DRUM WASTE OILS 55 -GAL 4 $392.00 $220.00 $340.00 DRUM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ WASTE OILS 30 -GAL 1 $98.00 $30.00 $64.00 DRUM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ REACTIVES 5 -GAL 3 $747.00 $240.00 $678.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ DRUM TOXIC LIQUIDS 55 -GAL 6 $2,550.00 $3,030.00 $2,034.00 ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ DRUM TOXIC/POISON SOLIDS LP ...COSTS ...DISPOSAL .................................................................................................................................................................................................................3.4,258.00..................................$34,587.00 CY BOXES 6 $2,550.00 $3,900.00 $5,394.00 TOTAL 4,587.0038,757.00 $38,757.0 Table 4 illustrates component one (1) fixed costs plus component two (2), variable disposal costs. able 4 - Total Cost, Fixed + Variable Cost for 400-600 Vehicle Event 'ehicle Range Tradebe Clean Harbors Veolia 00-600 Vehicles $45,994.00 $52,239 is 0 I he qO: a� is Ih'ogh�lligi"n'tcd 'in Ild,dJ %wa!'irc uniii?dlifuc i on 12 02 019 to c(!)unucct aunnatheii,.n,.nau ca;� l a ddioll;'iicun a 11'11 11�' Staff recommends awarding the contract in a not to exceed amount of $102,000, which is the amount of funds currently budgeted. The total cost estimate for a one day HHW event (up to 600 vehicles) is $45,994 in disposal/recycling costs. The approximate cost to host two (2) to three (3) one -day events is $91,988.00 to $137,982.00. 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 https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 3/4 4/14/2020 BoardDocs® Pro 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. R us staff epuun ori u.lhat I°°IiradJlel)e uuundeiraieunds th Ii:)rudllu)osed Ilpiroj ct, has Ipu° pau.ec� a V:Ihoirou.ugllnIIpiroolposas ll Il;msed on the o)<tc.nsuvc cxlperkw'Incc, and us wdl u.quuMullucd to Il.011-fuinuin hah c Wa'uu.li< IhdgOLuu]li.n fliradabli�ic ups not i.11ne ov<d 1.ullll lowest (�',ost piovlid eir, V:Ih (a� hinim has exld gsiivit. e.wW')eini:� once condfu.ucUng Il" nouusrdihdld.q II azal(JOLuS wasVe d.arenhs Vlh iou..ghouu�V Uqe su:,ala�n of flllliiniow:fd:f tioii4lllyw, Illne fingn rau.0bin flt euf e veii.,y urobiust ar,!�J� d;dlim� 1pirelheinslNe I:ediiwud aIlpiioposdel 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 $102,000. Mount Prospect IL 2020 HHW Tradebe Project Proposal.pdf (1,570 KB) Administrative Content NB Correction: There are 20,000 households in the Village. 1,000 is 5% of them, not 10%. Executive Content All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting (not specified) Motion by Michael Zadel, second by Richard Rogers. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 4/4