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HomeMy WebLinkAboutMXI Environmental Services, LLC DENIS N(3NC:ARROW Town Hall„53095 Main Read.P.O TOWN CLERK Of Box 1179 Sotithold„New York 11971 Fax REGISTRAR OF VITAL, �� (631) 765-6145 Telephone(631) STATISTICS MARRIAGE OFFICER 765-1800 RECORDS MANAGEMENT � www.soYithoidtownny.gov OFFICER FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-547 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON J 7LY 8,2 02 5: RESOLVED, that the Town Board of the Town of Southold hereby authorizes and directs Deputy Supervisor John Stype to exercise the one-year option agreement with M I Environmental Services LLC, to provide household hazardous waste acceptance and disposal services, under the same terms and pricing schedule, to expire December 31, 2026, charged to budget line SR.8160.4.400.540, subject to Town Attorney review. Denis Noncarr ow Southold Town. Clerk RESULT: Adopted. MOVER: Councilwoman Smith SECONDER: Councilman Mealy AYES: Councilwoman Doherty, Councilwoman Smith, Councilman Doroski, Councilman Mealy NAYES: None THIS AGREEMENT made and entered into this day of July, 2025 by and between the Town of Southold (hereinafter referred to as"Town")', a municipal corporation organized and existing under and by virtue of the laws of the State of New York(mailing address: c/o Denis Noncarrow, Town Clerk, Town Hall, P.O. Box 1179, Southold, New York 11971- 0959), party of the first part, and MXI Environmental Services,LLC (hereinafter referred to as "Contractor") with an address of 26319 Old Trail Rbad, Abingdon, VA 24210,party of the second part. In accordance with the terms of the accepted bid Agreement dated October 16,2023, and attached herewith, the parties agree as follows: 1. The existing agreement provides at paragraph"II. Term" that "The base term of this agreement is January 1, 2024 through December 31, 2025, with a town-held option to renew the agreement for an additional one-year term, such renewal to occur at the sole discretion of the Town". 2. The parties mutually agree to extend the Agreement for a period of one additional year,to expire on December 31, 2026 for services to the Town of Southold when they hold several household hazardous waste (HHW) drop-off days (hereinafter called,"Events") each year for the convenience of its residents, and the waste contractor is to provide HHW collection, removal, and disposal services to.the Town of Southold in connection with the holding of these Events. 3. All other terms and conditions of the original Agreement shall apply. 4. This Agreement may be executed by the parties hereto in separate counterparts, each of which when so executed and delivered shall be an original, but all such counterparts shall together constitute one and the same agreement, and all signatures need not appear on any one counterpart. Executed copies of the signature pages of this Agreement sent by facsimile or transmitted electronically in Portable Document Format or any similar format, shall be treated as originals, fully binding and with full legal force and effect, and the parties waive any rights they may have to object to such treatment. 5. This Agreement constitutes the complete understanding of the parties. No modification of any provisions thereof shall be valid unless in writing and signed by both parties. IN WITNESS WHEREOF,the Town of Southold has caused its corporate seal to be affixed hereto and these presents to be signed by John Stype, its Deputy Supervisor, duly authorized to do so, and the Contractor has caused its corporate seal to be affixed hereto and these presents to be signed by its Member, the day and year first above written. Town of SoWIBy: John S MXI Environmental Services, LLC By: Brian Potter, Managing Member IIPage REMOVAL AND DISPOSAL OF HOUSEHOLD HAZARDOUS WASTE 2024-2025 October 16, 2023 Denis Noncarrow, Town Clerk Town of Southold 53095 Main Road Southold, NY 11971 MXI Environmental Services LLC (MXI) is pleased to provide our response to the Removal and Disposal of Household Hazardous Waste for the Calendar Years 2024-2025. MXI can execute the specific contractual-requirements outlined in the Notice to Bidders. MXI is uniquely qualified to assist the Town of Southold. MXI has • Managed over 5,500 HHW waste events over the last 22 years • Processed over 118 million pounds of Household Hazardous Waste • Permitted nationally to provide hazardous and non-hazardous waste transportation services with a fleet of over 80 company trucks • Operates a Materials Recovery Facility (MRF) in Abingdon, VA where we process and recycle all of our HHW • A network of service centers in Abingdon VA, Sumter SC, Langhorne PA • Recycled 3 million gallons of latex paint • MXI is an approved Paint Care NY Vendor since the start of the program. Together MXI and the Town we can achieve the goals set forth for this program. MXI is committed to exceeding the expectations stated in the RFB. Attached is our Introduction/Executive Summary that outlines our specific response to the requirements of the Bid. We welcome the opportunity to discuss our response with the Town. Thank you for the opportunity. Sincerely, MGW'C17C0&r& Sk& Director of Special Programs 732-328-0320 Cell marck _mxiinc.com ENVIRONMENTZAL SERVICES,LLC (267)590-0043 www.mxiinc.com MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 10/16/23 INTRODUCTION/EXECUTIVE SUMMARY MXI Environmental Services LLC (MXI) is pleased to provide our response for the Removal and Disposal of Household Hazardous Waste for Calendar Years 2024- 2025. MXI will execute the specific performance and contractual requirements outlined in your RFB. It is our hope that the Town of Southold and MXI can work together to advance your HHW program goals. Program Goal 1. Provide a safe and moderately convenient disposal service to area residents 2. Increase participation in HHW collections 3. Provide more focused and targeted long-term publicity about the safe use and handling of hazardous household products and their associated waste 4. Provide cost-effective reuse and recycling of HHW 5. Promote source reduction of HHW MXI's Responsibilities MXI can provide a comprehensive HHW collection, processing, transportation, and management of recycling and disposal of the HHW generated by the Town having over 22 years' experience managing programs on the size and scope of those outlined in the RFB. Choose Your Future MXI fully endorses the hierarchy for processing of HHW: 1. Recovery/recycling without treatment/processing 2. Recovery/recycling with treatment/processing 3. Disposal with treatment/processing 4. Disposal without treatment/processing SNVIRCNmENTAL SERVICES`LLC Pagel MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 APPLICANT PROFILE Applicant Information MXI Environmental Services LLC 26319 Old Trail Road Abingdon VA 24210 276 628 6636 www.mxiinc.com Fed Id 22-3747787 Maumee Express, Inc. 297 Zimmerman Lane Langhorne PA 19047 267 590 0043 www,.mxlinc.com Fed Id 22-1726110 Contact Information Marc Kodrowski Director of Special Programs 296 Zimmerman Lane Langhorne PA 19047 Cell: 732-328-0320 marck(a)_mxiinc.com Business Background MXI (Maumee Express, Inc. and MXI Environmental Services LLC) has provided top-tier environmental services for over 22 years. Maumee Express, Inc. has served a nationwide clientele with hazardous and non-hazardous waste transportation and disposal from our network of service centers in Abingdon, VA, Sumter, SC, and Langhorne, PA. MXI Environmental Services LLC has conducted HHW collections for 22 years. Last year MXI processed over 16 million pounds of Household Hazardous Waste (HHW), conducted over 686 HHW events and managed a number of Permanent Collection Sites. Our events ranged in size from as small as 20 participants to events of over 3500 participants. MXI also operates an HHW Materials Recovery Facility (MRF) at our Abingdon, VA location. This facility is designed to maximize recycling opportunities from the HHW that we process. Additional information on MXI's background is attached as MXI Corporate History. Detailed information on our Approach, The MRF, Our Ouali ications and Permits, Licenses, Compliance and processes please see the attached taps in our response to this ITS. ENVIRONMENTAL SERVICES,LLC Paget MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 MXI is registered to do business in New Jersey. Maumee Express Inc. was formed in 1961 and MXI Environmental Services LLC was formed in 2000. Maumee was formed to provide transportation services and MXI was formed to provide environmental services with a focus on HHW. PROJECT UNDERSTANDING Approach The Town of Southold holds several household hazardous waste drop-off days each year for the convenience of its residents. The intent of the bid is to secure 1 chemical waste contractor to provide HHW collection, removal, and disposal services to the Town of Southold in connection with the holding of these events for up to a 3-year period. MXI has applied the latest methodologies in our approach to HHW collection and processing seeking to reduce waste and maximize recycling and reuse of materials. The result is reduced waste volumes with the associated pollution and no additional onsite or .agulatory headaches for our HHW clients. MXI sets the standard for protecting the environment. MXI's Material Recovery Facility (MRF) has implemented the most comprehensive resource recovery and recycling program available today. MXI also maximizes the recycling of hydrocarbon-based wastes that can go into the used oil recycling network. Aside from standard used motor oil, these materials include lube oil, fuel oil, transmission fluid, kerosene, mineral spirits, hydraulic oil, gear oil, lamp fuel and others. This process keeps these materials out of the landfill and hazardous fuels streams. MAX[ has programs to recycle a broad range of HHW materials including antifreeze, glycol, rechargeable batteries, 1#and 20#x propane and butane cylinders, and 1:1ght bulbs containing mercury. M XI works only with recyclers that operate at the highest standards. MXI also has in place a recycling program for spent shipping containers. nJlatarials recycled include metals like Steel, Brass, Copper, and Aluminum. Pallets, cardboard, and some plastics are also pulled-from the waste stream and recycled. Unfortunately, many materials are not recyclable or suitable for reusable. In those instances, rOXI utilizes proven, safe, and responsible disposal processes minimizing landfill. Wastes with thermal value are processed for alternative fuels. ,Aerosols are processed into their basic constituents in a specialized process. ENVIRONMENTAL SERVICA LLC Pa.gey MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 Metal is recycled, gases are captured, and flammable liquids are sent for waste fuels. When fuels are not an option MXI utilizes RCRA incineration by the nation's best licensed facilities. MXI has made a commitment to the future through good stewardship.We invite The Town of North Hempstead, NY to work with us for a better future. Project Methodology MXI will coordinate with the host county prior to each collection to review the program, the schedule, site requirements and set up for the expected number of participants and all operations and coordination necessary to assure a successful collection effort. MXI will designate a project manager for each collection program that will be directly responsible for all facets of the program. MXl will provide all equipment and supplies necessary to do the collection, segregation, handling, packaging and transportation from the HHW events. Specifically, this Nrdill include traffic cones, ground cover, tents, a certified scale, the required PPE for all MXI staff, grounding for bulk flammables, non-sparking tools and required accommodations. MXI will provide a sufficient number of drums and other approved containers to package the HHW in compliance with State and Federal Rules and Regulations. MX1 will be responsible for all operation from the point that the HHW is removed from the pa:ticipant's vehicle until it is removed from the collection site. The objective is to keep the wait In fine to a minimum. MXI will provide the trained and qualified staff necessary to remove the materials to be accepted at the specific site, review, segregate, package, manifest and transport these HHW materials in a safe and compliant manner. The designated project manager will be in direct contact with the program coordinator to establish staffing levels. The staffing levels will be based upon previous data collected Prom prior year's activity at the site and the capability of the assigned MXI staff. M1�:will segregate the Non Hazardous/Non Regulated waste from Municipal VVaste. The municipal waste would consist of cardboard with, to the extent it is feasible, will be separate from other Municipal Waste consisting primarily of empty containers, containers resulting from bulking activities and debris/other resident-delivered household trash. The sequence of the material on the loading document corresponds to the sequence of the materials on the Hazardous Waste Manifest_ MXI will provide completed manifests and a site receipt at the completion of each assignment. MXI will, in addition to these documents, provide the required hazardous waste labels and placards to properly label all HHW for transportation to the designated recycling and disposal sites_ ENVIRONMENTAL SERVICES,LLC _fag MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 Following the event, MXI will provide an invoice to the program coordinator in the format of the cost proposal for the RFB. MXI will provide Certificates of Disposal for each manifest that is generated. MXI will utilize our sister company Maumee Express, Inc.to transport all hazardous and non-hazardous waste from each collection site. Maumee Express, Inc. is a fully licensed hazardous and non-hazardous transporter that operates in full compliance with all state and federal regulations. A copy of all pertinent information related to Maumee Express, Inc. is attached. MXI will provide appropriate spill control equipment and supplies to address any situation during the collection events. MA will provide disposal of solid waste as required. MXI will remove all materials and equipment from each site and fully secure _he site. MX1 Will Prepare MXI will prepare a Plan that will have all supporting information starting with our guidelines for Household Hazardous Waste Collections that outline the Spill Prevention and Contingency Plan (SPCP) and a Site-Specific Health and Safety Plan.This is supplement with data specific to each site. A copy of the Guideline is attached. ?,AXl will prepare a site security plan and review specific site requirements with the Coordinator 30 days prior to each event. MXI will also provide the required certificate of ins!trance at that time. A sample copy of the certificate of insurance is attached. MXI will attend to the site at all times during the collection day and continuously secure the site along with the waste that is collected throughout the day. MXI will set the site before the opening of the collection event. We understand that all personnel and necessary equipment is to be on site prior to the event. The MXI crew will be responsible for setup and take down of the collection site. The site will be restored to its original condition prior to leaving the site. The demobilization is to be conducted at the close of the event. The site'layout will be discussed prior to the collection event. The work area will be covered with a tarp to prevent spilled waste from contaminating the environment. A site safety meeting will be conducted which will review instruction and site safety procedures including evacuation Procedures and designated routes. The MXI crew will be responsible for unloading participant's vehicles, segregating of the waste in compliance with the contract requirements, packing, loading and shipping the I-II-1W. MXI will prepare all, required manifests and accompanying documentation for the collection event. Should MXI identify any material that cannot be classified, MXI will notify the HHW Coordinator of the material and the quantity prior to completing demobilization of the HHW site. C ENVIRONMENTAL SERVICES,LLC J _ G - C MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 All HHW will be processed in accordance to the MXI permit issued by the Commonwealth of Virginia. MXI will be responsible for managing the hazardous and non-hazardous waste and assuring that the HHW is treated and disposed of in full compliance with federal and NJ statutes, regulations, and standards for management of hazardous waste or of the residual non-hazardous material remaining after process of the hazardous waste. IMM aMM Provide: 1. We will provide a trained and qualified staff necessary to review, segregate, package, manifest and transport waste safely: z. We will provide all equipment and supplies necessary to perform collection, segregation, handling, packaging and transportation of household hazardous waste destined from the collection event. 3. Sufficient number of drums and other approved containers which comply with the appropriate iiew York State Department of Environmental Conversation and die New York State Department of Transportation requirements for the collection, 4. Vermiculite will be utilized for lab packing the waste collected. 5. IV])CI will utilize vehicles that are properly licensed and placarded to safely carry t'he estimated number of drums and packaged waste from the event. If additional trucks are needed, they will be dispatched to the site on the day of the event. 5. We will provide the appropriate spill control equipment and supplies to handle any situation during the collection event. 7. We will provide all tools, drums, dollies and other equipment necessary to package, seal and move drums safely. m. We will provide pre-printed inventory forms and hazardous waste labels, placards and manifests for packaging, transporting and disposal of all collected household 'hazardous waste. 9. MXI will screen cars for any waste that seems destined from a business. if it is detterrnined that the waste is from a business, the business will not be eligible Tor the program. EMi RONJNENrAL SERVICE4 LLC Pages' MXI Environmental Services LLC Town of Southold NY Introduction and program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 NXI Will Prepare: 1. We will assist, the Town in preparing and submitting a comprehensive plan requested by'NYDEC. 2. A site security plan will be issued to the Town prior to each collection event. All collected material will be shipped off site on the day of the collection event. 'Ale shall attend the site at all times during the collection day and continuously secure the site along with the waste which is collected throughout the day. 3. The site will be set up before the opening of the collection event. The crew will be responsible for set and take down for the collection event. The site will be restored to its original condition prior to leaving the site. The crew will be responsible for unloading participants, segregation of waste in accordance with MYS DEC and DOT requirements. We will prepare all necessary manifests and paperwork for the collection event. 4. The site layout will be discussed prior to the collection event. The work area wi;i be covered with plastic-to prevent spilled wastes from contaminating the environment. A site safety meeting will be conducted which will review instructions for volunteers in site safety procedures such as evacuation procedures and designated routes. 5. A detailed Contingency Plan will be submitted and reviewed by the Town prior to the collection event. 6. All household 'hazardous waste will be processed in accordance to the MXI Permit issued by the Common Wealth of Virginia. The preferred waste management method designated by the Town will be adhered to. The quantity and type of materials actually collected during the day shall be recorded and provided. The Town will be provided with a copy of all paperwork that is filled out for the collection event. F.BVIRQIYbfEBTAL SERVICES,LLC Page 7 i MXI Environmental Services LLC Town of Southold NY _ Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 Specific Information 1. The general conditions of the request for proposal are accepted by MXI. 2. The principal location for MXI is as follows: MXI Environmental Services, LLC 297 Zimmerman Lane Langhorne, PA 19047 Owner: Ron Potter '100% Additional Requirements a. A manifest document will accompany the shipment of all waste collected in accordance with NYCRR Part 364 and 49CFR Parts 100-177. o. ivl'I will agree to package, label, mark and placard all waste collected at the events prior to transportation in accordance with NYCRR Part 364. C. MXI will assume generator status for all waste collected at the events. d. MXI will accept typical household materials which are exempt from the requirements of 6 NYCRR Part 364, 365 and 366. e. We will clean up any spills that occur during each event. f. We will assume liability for any spills that occur during the transportation of waste beiween the site and the disposal facility. g. We have the capacity to secure additional personnel, drums and trucks, in the event that the amount of waste exceeds the capacity of the crew and equipment assigned to the project. 1-1. We will agree to indemnify and hold harmless the Town from any and all claims of liability associated with the event. i. The waste will be re-manifested prior to ultimate disposal. Ain.. ENVIRONMENTAL SERVICES,LLC Page3 MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste - 2024-2025 J. The crew will be on site 1.5 hours prior to the event to conduct set up. The crew will take approximately 1.5 hours to decommission the site after the last received car. k. Marc Kodrowski, Director of Special Programs is the contact person for MXI. He can be contacted at (732)328-0320 for questions regarding the submittal. I. MCI will comply with the Prevailing Wage Requirements listed in the specifications. M. T he mobilization and site set up will start 2 hours prior to the designated start time. MXI will provide a Site Safety Plan prior to each program that wiii include emergency contact numbers and a site diagram. MXI will minimize noise during the site mobilization and demobilization. r�. MXI is an approve Paint Care Vendor in The State of New York since the start of the program in NY. MX is also an approved vendor in CT and Wahington DC. REQUIRED S7ATIEMEN`fS a. MXI understands and agrees to accept all the risk and responsibility incurred in its assuming the role of the hazardous waste generator. b. MIXI is not knowingly in violation of any regulations nor is it under investigation of violations of any regulations promulgated by authorized government entities. PAXI! Approach MXI has documented our procedure for HHW collection events in the attachment Guidelines for lousehold Hazardous Waste Collections. This document sets forth in some detail the approach that MXI has developed to conduct collection events. Our guidelines cover all aspects of our personal and site requirements, the segregation of the activity on site, the equipment and PPE required in each step,the basic contingency plan and operating guidelines for each phase. Attached as appendices to the Guidelines is the approach MCI has developed to adjusting the physical layout to allow our program to flex from smaller events (200—500) cars up to large collections (3000 +). The MXI ENVIRONMENTAL SERVICES,LLC P a g e 9 i MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 ite layout accommodates all activity from removal of the HHW from participant's cars, through sortation,'buiking and segregation and loading of HHW materials. Our approach is fully scalable for events from small to large.The MXI approach as spelled out in the Guideline is then fully integrated with the MRF that MXI operates in Abingdon Virginia. ;;�::I`s lVlateruls Recovery Facility is focused on processing HHW materials. =;ttaached in NfXl's Materials Recovery Facility—Maximizing Recycling is a description of :he approach utilized at the facility including an outline of the Latex Paint Recycling program that MXI has established. This attachment also outlines the primary end disposal facilities that are utilized for each waste stream. All aspects of the facilities operaticris are it turn fully documents and can be provided as required.The combination of the collection procedures outlined in the Guideline and the disciplined approach ul.i!ized at tha mRP allow MXKI to provide a focused and cost effective service for the �ollaction and processing of HHW. PROF'OSE-:D SCOPE OF INORK COG-- Proposal MXI has attached a schedule that sets forth our cost proposal for this RFB in the form specified in the RFC?. STATCGt EMIT OF QUALIFICATION Qualification MXI has attached a Statement of Qualification for the Materials Recovery Facility. That Statement futiines the history of the facility and the company, it provides the basic audit data along with site, compliance, offsite disposal facilities, current insurance and a listing of the equipment at the facility. XpFPience MXI has attached a listing of the various type of HHW activity that it has participated. in. This is separated by the type of activity and is broken down by State. The contract amounts are indicated for each project. Qualification M X.1 has in place a training program to assure that all staff have the required levels of training for each specific job that they are assigned to on a collection event. This includes both online training as well as class room and annual refresher courses. —AD AN Mdffir IN EMVlRL SER ViCE4 LLC J� P a gg e A MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 r� overviava of the positions and the types of training is attached in Personnel Qualification. Staffing il"I will set the staffing levels that are appropriate for each collection event. MX( h._,s a staff of 160 in the Langhorne PA office that participate in our HHW collection activity along with our supervisory staff. In addition, we have a similar sized staff in our Abingdc:�, office. Staffing is utilized from both offices to satisfy the requirements of our collection events. Each Project is under the direction of the Project Manager. Reporting to him/her is the lead person in each functional area. The unotionaI area are Lead -Chemist Lead - Bulker :'lead - Secondary Sort Head - Primary Sort Lead - Car Unloading ead — Pack and Ship ReDresentative Resumes for key staff that would be assigned to this contract are attached. In addition, we have attached the roster of our trained staff that will be assigned to various collection activities. i=;esci�itaty MXI has considerable flexibility in adjusting the staffing requirement for assignments as we make up our weekly staff assignment.We can move personal between various commitments as we assign staff for each event. Should, during an event, the Event prove to be unexpectedly busy, MXI can call out staff that has not been assigned or can pull staff from other jobs taking place in the general area of the problem event. Permitting Attached are the current permits held by both Maumee Express, Inc. and MXI Environmental Services LLC. Gornp;iiance HistM Attached) is the history of compliance for both Maumee Express, Inc. and MXI =r:vironm ental Services LLC. ENVIRONMENTAL SERVICE$LLC Page�� MXI Environmental Services LLC Town of Southold NY Introduction and Program Goal Removal and Disposal of Household Hazardous Waste 2024-2025 REFERENCES Attached in a listing of references for projects that are of similar in type, scope, size to what is being proposed in the RFB. 8UDC.,VTVCT0RS MXI/Maumee As we have indicated in our proposal, MXI will conduct the events, transport the HHW wi:l-i its own equipment, process the portion of the material that is allowable and supervise the selection of the final disposal sites with its own staff. We do not intend to subcontract those Cctivities. EXCEPT,50N'S TO €ONTPACT MXI does not request any changes in the proposed contract. R911INf" CARP MXI is an approved Paint Care Vendor. MXI has been in contract in CT with Paint Care since 2013 collecting and recycling latex and oil based paints on a weekly basis. Mni is also the approved vendor with Paint Care for the Washington DC Program. This program entails picking up from stores, D2D Services and HHW Program Disposal Services. AS ENVIRONMENTAL SERVICE$LLC Pagel 1 r STATEMENT OF INTENT:>Ni l) SI'ECIFi.C:ATIONS SERVICES TO THE TOWN OF SOUTHOLD FOR COLLECTION AND DISPOSAL OF HOUSEHOLD HAZARDOUS WASTES (HHW) I. INTENT The Town of Southold holds several household hazardous waste(HHW) drop-off days (hereinafter called "Events") each year for the convenience of its residents. The intent of this bid proposal is to secure one(1) chemical waste contractor to provide HHW collection,removal, and disposal services to the Town of Southold in connection with the holding of these events for up to a 3 (three)year period. II. TERM The base term of this agreement is January 1,2024 through December 31, 2025,WITH A TOWN-HELD OPTION TO RENEW THE AGREEMENT FOR AN ADDITIONAL ONE-YEAR TERM(hereinafter, "Option Year"),such renewal to occur at the.sole discretion of the Town. As contemplated under this agreement, renewal by the Town could therefore extend this agreement through December 31,2026. Nonetheless,the Town retains the right to decline to extend the agreement for any reason whatsoever. The Town agrees to notify the successful contractor of its intention to review/not renew the agreement for the Option Year not later than 30 days prior to the end of contract year#2 (i.e.,not later than December 1, 2025). In res ondina to this solicitation. Bidders agree hereit. to abide by tl:ese lerrrrs. ill. DETERMINATION OF WINNING BIDDER The Town will accept the LOWEST RESPONSIBLE BID in response to this solicitation. The Town reserves the right to weigh involvement in environmental hazards, regulatory violations, demonstrated instances of non- performance in other municipal agreements, and overall experience in handling household hazardous wastes in its evaluation of any bid received. Cost proposals will be evaluated based,on prices bid for the removal, transportation, and disposal of household hazardous wastes, as applied to the Town's expected volume of such wastes received (see"BID PROPOSAL"section). The Town of Southold partners with PaintCare,Inc. to accept unused architectural paint at its HHW Events under New York State's Post-Consumer Paint Collection Program enacted in 2019 (NYS Environmental Conservation Law,Article 27, Title 20). As such, qualified bids submitted in response to this solicitation must include acceptingpaint for management by PaintCare at no cost to the Town.Bidders must affirm that they are under contract with PaintCare and will accept paint at all scheduled HHW events under tit terms of the State program (pane 2 of Bid Proposal Form . IV. DF,I=INITIONS A. Contractor-The chemical waste hauler who is providing the services for the Town of Southold. B. HHW-The acronym for Household Hazardous Waste and is the term which shall include all pesticides and other chemicals or otherwise harmful or potentially harmful waste originating only from residential homes as defined in 6 NYCRR Part 366. Such HHW items shall only be accepted from residential generators,not from commercial establishments. C. EVENT-The term given for one or more specially designated'HHW Drop-Off Days,' wherein Town residents may deliver their HHW to a location where it will be collected for proper removal and disposal, such collection point to be at a time and place to be determined by the Town. D. RCRA -the acronym for the Resource Conservation and Recover Act of 1976 and subsequent amendments and re-authorizations. V.GENERAL DESCRIPTION OF SERVICES REQUEST Services requested by the Town through this bid include: (a) the knowledge,management skills,personnel, equipment,vehicles, and any other resources necessary to staff and operate periodic HHW Events wherein the contractor will receive,prepare,log,pack, load, remove, and dispose of HHW delivered to the contractor by residents, at a time and place to be determined by the Town; and (b) appropriate eight (8) or forty(40)hour OSHA hazardous materials training for Town personnel as may be requested by the Town. r Wastes to be accepted by the contractor at Events shall include at a minimum those listed in Section'A 'of the Description of Services, " contained in the Bid Proposal Section of this Statement(attached). The Town will provide a suitable location on Town property for all Events.During each calendar year included in this specification (2024-2025),the Town expects to hold four(4) IIl•-IW Events at 3-month intervals. Specific dates will be coordinated with the contractor,however all Events will be held on Saturdays. The-Town reserves the right to hold more or less Event days, as it may deem necessary, and does not commit herein to holding any specific number of Event days. At the discretion of the Town,the contractor may be required to enter into a wZltt4n contract"pith the Town formalizing the rights, roles, and responsibilities of each party pursuant to this bid. In the absence of a separate contract, this specification will be regarded as contractual and binding. VI SCOPE OF WORD A) Operating Event Days The contractor will guarantee to provide all services, including but not limited to supervision, labor, equipment,materials, and other resources necessary to: I. Provide for complete, safe,and efficient mobilization, conduct,and de-mobilization for HHW Events to be given on Town property at a time and place to be deternuned by the Town. 2. Receive, prepare, log,pack, load,remove, and dispose of HHW delivered to the contractor at an Event. 3. With respect to waste flammable liquids consisting of non-latex based paints, thinners, and other like items the Town, as per DEC approval,wishes to handle such items as 'bulk'wastes. Accordingly, the contractor agrees to 'bulk' such wastes by pouring off the contents of such containers into drums to the extent practicable. Determining the feasibility and practice of 'bulking' specific containers or types of containers/materials will be agreed upon in advance between the Town and the contractor,with emphasis and pre-disposition being in favor of bulking whatever containers possible. 4. Ensure that all containers used to transport HHW collected at an Event are fully in accordance with US Department of Transportation(DOT)regulations governing the transport of hazardous materials. 5. Transport and dispose of said containers of HHW to/at the appropriate hazardous waste treatment, storage, or disposal facility (TSDF)in accordance with all Town, County, State,US DOT, and US Environmental Protection Agency (USEPA) standards,rules and regulations. 6. Guarantee the presence at each Event of a sufficient number of qualified employees,including the necessary supervisory personnel,trained in the proper handling of HHW materials to be collected at an Event. 7. Provide proof of all necessary local, state, and federal permits and identification numbers pursuant to the handling,management,transportation, and disposal of HHW not less than two (2) weeks prior to the execution of a contract with the Town of Southold. 8. Provide and complete any applications,permits, manifests, certifications,representations, or inventory control logs pursuant to the HHW collected or to be collected at an Event. 9. Complete any pre-Event filings or notifications to any local, state, or federal agencies that may be required. i Y B) Training At the Town's request, the contractor will provide eight(8)hour update training or a full forty (40)hour training course,as outlined under the federal occupational Safety and Health Administration guidelines for those involved in handling hazardous materials on the job, for any employee(s) designated by the Town. All training will include the proper procedures for: 1) identifying and segregating HHW; 2) the proper labeling and preparation of drums of HHW for shipment; 3) responding to emergency exposure and/or spill incidents. Training for any Town personnel shall be provided pursuant.to New York State Department of Labor and Federal OSHA regulations.,It shall include procedures for handling hazardous wastes as well as the proper use of safety equipment in a manner that is protective of the public health and welfare, and the environment. t BID PROPOSAL CONDUCTING STOP DAY EVENTS FOR TOWN OF SOUTHOLD FOR CALENDAR YEARS 2024-2025 MXI Environmental Services LLC Bidder's Name 26319 Old Trail Road Address Abingdon VA 24210 City State Zip 276-628-6636 Telephone TO THE TOWN OF SOUTHOLD In compliance with your advertisement for bids to be opened at 2.00 PM on October 19,2023 at Southold Town Hall,53095 Main Road,Southold,NY 11971 and subject to all conditions thereof,the undersigned hereby proposes to furnish and deliver the supplies and/or services itemized in this proposal in accordance with the Notice to Bidders, General Information,Conditions and Specifications contained herein for the following prices: CHEMICAL WASTE CONTRACTOR [NOTE:AMOUNTS SHOWN BELOW ARE BASED ON HHW COLLECTED IN THE SIX(6)HHW EVENTS FROM MAY 2022 THROUGH AUGUST 2023 FOR EACH CATEGORY SHOWN. THESE EVENTS OCCURRED AFTER IMPLEMENTATION OF THE NEW YORK STATE PAINT COLLECTION PROGAM MANAGED BY PAINTCARE AND THEREFORE THE AMOUNTS SHOWN DO NOT INCLUDE PAINT FOR WHICH THE TOWN IS NOT CHARGED. THEY ARE GIVEN AS A REFERENCE TO BIDDERS ONLY. ACTUAL MATERIALS COLLECTED MAY TOTAL MORE OR LESS THAN INDICATED,AND MAY INCLUDE OTHER TYPES OF HHW NOT LISTED HEREIN. NO MINIMUM NUMBER OF COLLECTION DAYS IS IMPLIED. THE TOWN MAKES NO WARRANT WITH REGARD TO THE TOTAL AMOUNT OF HHW IT EXPECTS TO COLLECT IN THE YEARS COVERED BY THIS BID.] ITEM DESCRIPTION A. Removal of Drums—unless otherwise indicated,prices are per fifty-five(55)gallon drum of the collected wastes a)through m),or equivalent(e.g.,one 3-cu yd box=3x55 gallon drums); 2022-2023 Amount a) Price per fifty-five gallon drum of collected flammable liquids: 1. Bulk Flammable liquids $220.00 37 drums 2. Lab Pack flammable liquids $220.00 56 dmms b) 1. Price per container of lab pack flammable solids 5 GALLON: $ 150.00 6 containers 2 ITEM DESCRIPTION 2022-2023 Amount c) Price per fifty-five gallon drum of lab pack pesticide liquid: $ 275.00 4I drums d) Price per fifty-five gallon drum of lab pack $ 285.00 33 drums pesticide solid: e) price per fifty-five gallon drum of lab pack $ 250.00 14 drums acid: f) price per fifty-five gallon drum of lab pack $ 250.00 3I drums basic: g) price per fifty-five gallon drum of lab pack $ 285.00 12 drums oxidizers: h) price per container of lab pack organic peroxide 5-GALLON: $ 175.00 12 drums i) price per fifty-five gallon drum of collected $ 250.00 30 drums aerosols: j) price per fifty-five gallon drum of collected environmentally hazardous liquid B $ 220.00 12 drums Bulk anti-freeze: k) Price per container of mercury waste 5-GALLON: $ 500.00 6 containers 1) Price per fifty-five gallon drum of Propane Tanks: $250.00 6 drums m) Price per fifty-five gallon drum of 250.00 fire extinguishers: $ 6 drums B. Mobilization-Demobilization as specified 5000.00 (price per event) $ C. Paint Collection Affirmation: By submission of this bid, MXl Environmental Services LLC affirms (companyftsiness name) it is under contract with PaintCare,Inc,for the management of unused paint under the terms of New York State's Post-Consumer Paint Collection Program(NYS Environmental Conservation Law,Article 27,Title 20) and that it will accept unused architectural paint at each Southold Town HHW Event at no cost to the Town of Southold. All paint collected at each event shall be shown on manifests as"Paint Managed by PaintCare". INITL&L HEIR:. R 40 _- This is a two(2)year contract,January 1,2024 through December 31,2025,with a TOWN OPTION to renew the agreement for one(1)additional year(i.e.,through December 31,2026)at the prices bid above. This bid proposal,as presented,shall be returned intact. 3 "PiemybackinA" In accordance with§103(16)of the General Municipal Law,this contract shall be extended to Political Subdivisions within New York State. NON-COLLUSIVE BID CERTIFICATE The undersigned bidder certifies that this bid has been arrived at by the bidder independently and has been submitted without collusion with any other vendor of materials, supplies or equipment of the type described in the invitation for bids, and the contents of this bid have not been communicated by the bidder,nor, to its best knowledge and belief,by any of its employees or agents,to any person not an employee or agent of the bidder or its surety on any bond furnished herewith prior to the official opening of the bid. (Signed) (Corporate Title) (if any) Managing Member Printed Name Ronald Potter Company Name MXI Environmental Services LLC 10/16/2023 Date Bid on DISPOSAL OF HOUSEHOLD HAZARDOUS WASTES 2024-2025 COVER SHEET FOR DOCUMENTS SENT TO: Sent By: TOWN ATTORNEY, PAUL M. DECHANCE DEPUTY T/A, JACK SQUICCIARINI ASSISTANTT/A, JULIE M. MCGIVNEY ASSISTANT T/A, BENJAMIN JOHNSON CONFIDENTIAL SECRETARY, AMY SCHLACHTER Type of Agreement Jill 0 2025 L d�. C crk Nature of Contract/Agreement