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HomeMy WebLinkAboutbocc.con.013.228/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 41652100.542500 Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department County Representative Cathy Hall County Representative Phone (970) 429-2882 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 75,000.00 $ - $ - $ 75,000.00 013.22 Pitkin County Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement No Electronic Waste Recycling Onsite Electronics Recycling, LLC, dba I.T. Refresh $ 75,000.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 75,000.00 Formal Services/Maintenance 4/11/2022 4/10/2023 New Contract Landfill Contract to provide Electronic Waste Recycling services. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total RFP # 013.22 Rev. 2021.10.25 CDD NOTICE OF INTENT TO AWARD Date: March 23, 2022 To: Onsite Electronics Recycling, LLC, dba I.T. Refresh Janice Oldemeyer, President 100 N. Link Lane, Unit 100 Fort Collins, CO 80524 RE: RFP 013.22 – Electronic Waste Recycling The County, having duly considered the Proposal submitted on January 27, 2022 for the work covered by the Contract Document titled RFP 013.22 – Electronic Waste Recycling, and it appearing that the qualifications and information in your Proposal Form are fair, equitable, and in the best interest of the County, hereby issues this notice of intent to award your organization for this project. The award of this project is contingent upon the successful negotiation of a schedule for the I.T. Refresh services start date and the date of transition from the existing service provider, at which point a Notice of Award will be issued and the contracting process shall commence. In accordance with the terms of the Contract Documents, you will be required to execute the Contract upon final approval of the project scope, deliverables, and budget confirmation. PITKIN COUNTY ________________________________________________ !#COUNTY REPRESENTATIVE#! Date CONTRACTOR Receipt of the above Notice of Intent to Award is hereby acknowledged ________________________________________________ !#VENDOR SIGNATURE#! Date Procurement Specialist Mar-23-2022 Nora Waivers Janice Oldemeyer President Mar-23-2022 Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 1 PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES THIS CONTRACT, made April 11, 2022 by and between the Board of County Commissioners of Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the “County”) and Onsite Electronics Recycling, LLC, dba I.T. Refresh, 100 N. Link Lane, Unit 100, Fort Collins, CO 80524 (hereinafter called the “Contractor”) to perform the following work: Electronic Waste Recycling (“Project”). I. Term of Contract: The term of this Contract is from April 11, 2022 to April 10, 2023. At the expiration of the initial term, the contract may be extended for four (4) additional terms of one (1) year by the express written consent of both parties. II. Contractor’s Obligations. Contractor shall provide electronic waste hauling and recycling services as described in detail in Attachment A – Electronic Waste Recycling RFP Documents and Attachment B – Contractor Proposal. The services will be provided pursuant to the Schedule agreed to by Contractor and the County Representative and will comply with the Project Budget outlined in Attachment B. III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall compensate Contractor for its services in accordance with the Project Budget and Schedule set out in Paragraph II. It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of Seventy-Five Thousand dollars and Zero cents ($75,000.00) for all services rendered. By contract or amendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty (30) days of invoice. Any payment by the County may be offset by any amount the Contractor owes the County for any reason. IV. County’s Exclusive Ownership of Work Product. Drawings, specifications, guidelines and other documents prepared by Contractor in connection with this Contract shall be the property of the County. However, Contractor shall have the right to utilize such documents in the course of its marketing, professional presentations, and for other business purposes. Contractor assigns to County the copyrights to all work prepared, developed, or created pursuant to this Contract, including the right to: 1) reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4) Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 2 perform the works publicly; and 5) to display the work publicly. Contractor shall have right to use materials produced in the course of this Contract for marketing purposes and professional presentations, articles, speeches and other business purposes. V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through a County Representative. Tyler Carvell, Projects & Compliance Manager will manage the project as the County’s Representative. In the event that Tyler Carvell is not available, an alternative County designee shall assume the County Representative’s duties. The services provided and products delivered by the Contractor under this Contract will be subject to review by the County’s Representatives, or a designee, for compliance with Contractor’s obligations prior to final payment. VI. Termination Prior to Expiration of Contract Term. The County has the right to terminate this Contract, with or without cause, by giving written notice to the Contractor of such termination and specifying the effective date thereof. Such notice shall be given at least ten (10) days before the effective date of such termination. In such event all finished or unfinished documents, data, studies and reports prepared by the Contractor pursuant to this Contract shall become the County’s property. Contractor shall be entitled to receive compensation in accordance with the Contract for any satisfactory work completed pursuant to the terms of this Contract prior to the date of termination. Notwithstanding the above, Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of the Contract by the Contractor. VII. Independent Contractor Status. A. The parties to this Contract intend that the relationship between them contemplated by the Contract is that of independent contractor. Contractor, and any agent, employee, or servant of Contractor shall not be deemed to be an employee, agent, or servant of Pitkin County. B. Contractor is not required to offer his services exclusively to Pitkin County under this Contract. Contractor may choose to work for other individuals or entities during the term of this Contract, provided that the basic services and deliverable products required under this Contract are submitted in the manner and on the schedule defined under this Contract. C. Contractor warrants that all work produced will conform to all applicable industry standard of care, skill and diligence in the performance of Contractor’s obligations under this Contract. D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin County employee, servant or agent in the course of completing work under this Contract. E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin County and is responsible for payment of any federal, state, FICA and other income taxes. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 3 VIII. Assignability. This Contract is not assignable by either party. Any use of subcontractors by the Contractor for performance of this Contract must be accepted in writing by the County. IX. Severability. In the event that any provision of this Contract shall be held to be invalid or unenforceable, the remaining provisions of this Contract shall remain valid and binding upon the parties hereto. X. Integration and Modification. A. This Contract represents the entire and integrated Contract between the County and the Contractor and supersedes all prior negotiations, representations, or contract, either written or oral. This Contract may be amended only by written contract signed by both the County and the Contractor. B. The County may, from time to time, request changes in the scope of services of the Contractor to be performed hereunder. Such changes, including the increase or decrease in the amount of the Contractor’s compensation, which are mutually agreed upon between the County and the Contractor, shall be in writing and upon execution shall become part of this Contract. XI. Indemnity. A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's right to participate, defend the County, its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, volunteers, and any jurisdiction or agency issuing permits for any work included in the project, hereinafter referred to as indemnitee, from all suits and claims, including attorney's fees and cost of litigation, actions, loss, damage, expense, cost or claims of any character or any nature arising out of the work done in fulfillment of the terms of this Contract or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, law or court decree. It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this Contract of indemnity applies. In consideration of the award of this Contract, the Contractor agrees to waive all rights of subrogation against the County its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County. B. The Contractor further shall investigate, process, respond to, adjust, provide defense for and defend, pay or settle all claims, demands, or lawsuits related hereto at its sole expense and shall bear all other costs and expenses related thereto, even if the claim, demand or lawsuit is groundless, false or fraudulent. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 4 XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The policies shall include, or be endorsed to include, the following provision: On insurance policies where the County is named as an additional insured, the County shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. Commercial General Liability Completed Operations coverage must be kept in effect for up to three (3) years after completion of the project. A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits of liability requirements provided that the coverage is written on a “following form” basis. 1) Statutory Workers’ Compensation: Colorado statutory minimums a. Policy shall contain a waiver of subrogation against the County. b. This requirement shall not apply when a contractor or subcontractor is exempt under Colorado Workers’ Compensation Act AND when such contractor or subcontractor executes the appropriate sole proprietor waiver form. Minimum Limits: Coverage A (Workers’ Compensation) Statutory Coverage B (Employers Liability) $ 500,000 $ 500,000 $ 500,000 2) Commercial General Liability – ISO 1CG 0001 form or equivalent. (With County named as an additional insured) Minimum Limits: General Aggregate $ 2,000,000 Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 5 Products/Completed Operations Aggregate $ 2,000,000 Each Occurrence Limit $ 1,000,000 Personal/Advertising Injury $ 1,000,000 Fire Damage (Any One Fire) $ 50,000 Medical Payments (Any One Person) $ 5,000 Coverage to include: • Premises and Operations • Explosions, Collapse and Underground Hazards • Personal / Advertising Injury • Products / Completed Operations • Liability assumed under an Insured Contract (including defense costs assumed under contract) • Independent Contractors • Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997 Edition or equivalent) • Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010 (2004 Edition or equivalent) • Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037 (2004 Edition or equivalent) • The policy shall be endorsed to include the following additional insured language on the Additional Insured Endorsements specified above: “County, its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers named as an additional insured with respect to liability and defense of suits arising out of the activities performed by, or on behalf of the Contractor, including completed operations”. 3) Auto Liability: Bodily injury and property damage for any owned, hired and non-owned vehicles used in the performance of this Contract. Minimum Limits: Statutory Coverage Bodily/Property Damage (Each Accident) $ 1,000,000 4) Special Coverages (check as appropriate and insert amount): a. ☐ Performance Bond $ b. ☐ Professional Errors and Omissions c. ☐ Aircraft Liability d. ☐ Owner’s Protective e. ☐ Builder’s Risk f. ☐ Boiler and Machinery g. ☐ Loss of Use Insurance h. ☐ Pollution Liability Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 6 i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity Bond B. Proof of Insurance: 1) Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided or canceled except after thirty (30) days prior written notice has been given to the County, except when cancellation is for non-payment of premium, then ten (10) days prior notice may be given. Such notice shall be emailed directly to Procurement@pitkincounty.com. If the insurance carrier will not provide the required notice, the Consultant/Contractor and or its insurance broker shall notify the County of any cancellation, or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurers’ notification to that effect. Simultaneously with the Certificates of Insurance, the Contractor shall file with the Project Lead a certified statement as to claims pending against the required coverages, reserves established on account of such claims, defense costs expended and amounts remaining on policy limits. 2) In addition, these Certificates of Insurance shall contain the following clauses: a. The contractor’s insurance shall be primary and non-contributory with any insurance or self-insurance purchased by the County. b. The insurance companies issuing the policy or policies hereunder shall have no recourse against the County of Pitkin for payment of any premiums or for assessments under any form of policy. c. Any and all deductibles or self-insured retentions in the above- described insurance policies shall be assumed by and be for the amount of, and at the sole expense of the Contractor. d. Location of operations shall be: “all operations and locations at which work for the referenced Project is being done.” 3) Certificates of Insurance for all renewal policies shall be delivered to the County’s Representative at least fifteen (15) days prior to a policy’s expiration date except for any policy expiring on the expiration date of this Contract or thereafter. 4) The County reserves the right to request and receive a copy of any policy and any policy endorsement at any time during the term of this Contract. XIII. Exemptions and Preferences. All purchases of construction or building or any other materials for this Contract shall not include Federal Excise Taxes or Colorado State or local sales or use taxes. Pitkin County is exempt from such taxes under registration numbers 98-02624 and 84-78000-5k. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 7 XIV. Records. The Contractor shall maintain comprehensive, complete and accurate books, records, and documents concerning its performance relating to this Contract for a period of three (3) years after final payment under the Contract and the County shall have the right within the three (3) year period to inspect and audit these books, records and documents, upon demand, in a reasonable manner and at reasonable times, for the purpose of determining, by accepted accounting and auditing standards, compliance with all provisions of the Contract and applicable law. XV. Contract Made in Colorado. The parties agree that this Contract was made in accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to be exclusively in the courts of Pitkin County, Colorado. XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the provisions of this Contract, the substantially prevailing party shall be entitled to its costs and reasonable attorney’s fees. XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is relying on and does not waive, by any provision of this Contract, the monetary limitations or terms (presently $150,000 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise available to Pitkin County or any of its officers, agents or employees. Further, nothing in this Contract shall be construed or interpreted to require or provide for indemnification of the Contractor by the County for any injury to any person or any property damage whatsoever which is caused by the negligence or other misconduct of the County or its agent or employees. XVIII. Current Year Obligations. The parties acknowledge and agree that any payments provided for hereunder or requirements for future appropriations shall constitute only currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under this Contract are subject to Pitkin County’s annual right to budget and appropriate the sums necessary to provide the services set forth herein. No provisions of the Contract shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin County. No provision of the Contract shall be construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other financial obligation of Pitkin County within the meaning of any constitutional or statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin County to make any payments beyond those appropriated for Pitkin County’s then current fiscal year. No provisions of this Contract shall be construed to pledge or create a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this Contract restrict the future issuance of Pitkin County’s bonds or any obligations payable from any class or source of Pitkin County’s money. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 8 XIX. Notice. Any notice required or permitted under this Agreement shall be in writing and shall be provided by electronic delivery to the e-mail addresses set forth below and by one of the following methods 1) hand-delivery or 2) registered or certified mail, postage pre-paid to the mailing addresses set forth below. Each party by notice sent under this paragraph may change the address to which future notices should be sent. Electronic delivery of notices shall be considered delivered upon receipt of confirmation of delivery on the part of the sender. Nothing contained herein shall be construed to preclude personal service of any notice in the manner prescribed for personal service of a summons or other legal process. To Pitkin County: Tyler Carvell 76 Service Center Road Aspen, CO 81611 Email: Tyler.Carvell@pitkincounty.com with copies to: Pitkin County Attorney’s Office 530 E. Main St., Suite #301 Aspen, Colorado 81611 Email: Attorney@pitkincounty.com To Contractor: Onsite Electronics Recycling, LLC, dba I.T. Refresh 100 N. Link Lane, Unit 100 Fort Collins, CO 80524 Phone: (970) 797-2934 Email: joldemeyer@myoer.com XX. Public Contracts for Services and Public Contracts with Natural Persons. In conformance with the provisions of C.R.S. §§ 8-17.5-101, et seq., as amended and C.R.S. §§ 24-76.5-101, et seq., as amended: A. PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq. C.R.S. [Not applicable to agreements relating to the offer, issuance, or sale of securities, investment advisory services or fund management services, sponsored projects, intergovernmental agreements, or information technology services or products and services] Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this Contract and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Contract, through participation in the E-Verify Program established under Pub. L. 104-208 or the State verification program established pursuant to §8-17.5-102(5)(c), C.R.S., Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract or enter into a contract with a Subcontractor that fails to certify to Contractor that the Subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor (i) shall not use E-Verify Program or State program procedures to undertake pre-employment screening of job applicants while this Contract is being performed, (ii) shall notify the Subcontractor and the contracting State agency within 3 days if Contractor has actual knowledge that a Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 9 Subcontractor is employing or contracting with an illegal alien for work under this Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop employing or contracting with the illegal alien within 3 days of receiving the notice, and (iv) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor and Employment. If Contractor participates in the State program, Contractor shall deliver to the contracting State agency, Institution of Higher Education or political subdivision, a written, notarized affirmation, affirming that Contractor has examined the legal work status of such employee, and shall comply with all of the other requirements of the State program. If Contractor fails to comply with any requirement of this provision or §§8-17.5-101 et seq., C.R.S., the contracting State agency, institution of higher education or political subdivision may terminate this Contract for breach and, if so terminated, Contractor shall be liable for damages. B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101, et seq., C.R.S. Contractor, if a natural person 18 years of age or older, hereby swears and affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of §§24-76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by §24-76.5-103, C.R.S. prior to the Effective Date of this Contract. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 10 IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein above. ONSITE ELECTRONICS RECYCLING, LLC, dba I.T. Refresh ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date Cathy Hall Solid Waste Director Apr-13-2022 Apr-13-2022 Janice Oldemeyer President Rich Englehart Deputy County Manager Apr-13-2022 RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 1 PUBLIC NOTICE Pitkin County is accepting proposals to provide Electronic Waste Recycling Services. More information is available online at www.BidNetDirect.com/Colorado. Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on January 12, 2022. Questions and requests for clarification will only be accepted via email at procurement@pitkincounty.com. Proposal documents must be uploaded to the BidNet Direct website no later than 2:00 PM MT on January 28, 2022. Published in the Aspen Daily News: December 27, 2021 and January 3, 2022. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 2 PITKIN COUNTY Electronic Waste Recycling Services Table of Contents REQUEST FOR PROPOSAL I. INTRODUCTION 3 II. COUNTY BACKGROUND 3 III. SCOPE OF WORK 4 A. SPECIFICATIONS AND DRAWINGS 4 B. ADDITIONAL INFORMATION 4 IV. SELECTION PROCESS 4 A. SUBMITTALS 4 B. TIME SCHEDULE 6 C. EVALUATION CRITERIA AND WEIGHING 6 D. SELECTION COMMITTEE 7 E. CONTRACT 7 PROPOSAL FORM 8 INSTRUCTIONS TO PROPOSERS 10 RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 3 REQUEST FOR PROPOSALS Electronic Waste Recycling Services GENERAL INFORMATION TO PROPOSERS ISSUED: December 21, 2021 DUE: January 28, 2022 at 2:00 PM MT I. INTRODUCTION Pitkin County (hereinafter called the “County”) is qualifying interested parties for the provision of Electronic Waste Recycling Services at the Pitkin County Solid Waste Center located at 601 Jack Gredig Lane, Snowmass Village, CO 81615. The County will award a one-year contract with the option to renew up to four additional one-year terms. II. COUNTY BACKGROUND Covering 975 square miles, Pitkin County is located in the heart of the White River National Forest, surrounded by the spectacular peaks of the central Rocky Mountains. Pitkin County is located in Colorado with the county seat of Aspen. Pitkin County includes the communities of Aspen, Snowmass, Woody Creek, Old Snowmass, Meredith, Thomasville, Redstone and portions of the town of Basalt. As public servants, we work in the public trust to ensure quality of life and experience in Pitkin County for present and future generations. Organizational Values: Pitkin County embraces the following values to promote public trust and confidence in County Government. Stewardship: We strive to leave our natural environment, community, public assets, and organization in better condition than we found them for current and future generations. Ethics: We hold ourselves to high standards of honesty and dependability in the conduct of county business. Excellence: We are committed to providing quality services that are accessible, accurate and innovative to meet our community’s needs. Collaboration: We work together as employees and with citizens and other government, non-profit and private sector organizations helping each other succeed in promoting and achieving the public’s goals. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 4 Open Communication: We are committed to listening to our citizens and partners and to giving accurate and timely information. Positive Work Environment: We appreciate dedicated and knowledgeable employees and support their professional and personal growth. Additional information about the County may be found on the County’s website at: http://www.pitkincounty.com/DocumentCenter/View/4468 III. SCOPE OF WORK A. SPECIFICATIONS Proposers will be required to submit a proposal based on the ability to safely haul and recycle approximately 60-90 tons of electronic waste (“e-waste”) annually. The volume of e-waste can vary significantly from year to year as the SWC has no control on how much is brought in by the public. The winning bidder will be required to provide a rental, 53-foot semi-trailer that will remain onsite while filled with weatherproof gaylord/totes containers for storage and transportation of e-waste. The hauler will replace trailer with an empty trailer once said trailer is full. Full gaylords/totes will be switched out for empties to remain at the site. Bidders proposal to include cost per pound of recycling e-waste, including: CPUs, laptops, DVD players, VCRs, televisions, keyboards mice, stereos, cell phones, random video equipment, and other waste generally considered electronic in nature. Bidders also should include transportation costs, specific costs for specific waste, as well as revenue sharing opportunities. B. ADDITIONAL INFORMATION The County is requesting that all bidders, at a minimum, be R2 Recycler certified. The winning bidder will be required to provide verification that the e- waste recycled was done in an environmentally preferred method, and was done within the United States. It is the Contractors responsibility to provide all safety equipment necessary and to perform all work in a safe and workman-like manner. Pitkin County reserves the right to enter the working site for periodic checks of safe working environments. IV. SELECTION PROCESS The County is required by the terms of the Pitkin County Procurement Code to conduct a competitive selection process to select a Contractor for the above- described proposal. This process shall be through formal proposals submitted in response to this Request for Proposals. A. SUBMITTALS 1. Proposer shall submit proposals for this Service as outlined in the Request for Proposals and Scope of Services, or an alternately developed plan as developed RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 5 by Proposer in response to and in accordance with this Request for Proposals and Information to Proposers attached hereto. Proposal Format: Each response shall be 8½” X 11” in size. Font, Times New Roman, size shall be no smaller than 12 point and submission shall not exceed twenty (20) pages total, any page after page 20 will not be reviewed. Exclusions for cover letters, Proposal Form, personnel résumés, and Template Contract revisions, all to be uploaded as their own separate file. Proposals may include pages up to 11”x17” size with each sheet larger than 8.5”x11” counting as two sheets. a. The proposal must contain name, address, daytime phone number(s), and e-mail address for person(s) to whom additional selection process requests should be communicated; b. A proposed approach (basic description of how Proposer will proceed with this Service), timetable for the Service, and proposed method of compensation for services rendered; c. A statement of Qualifications of the Proposer; d. References; e. A completed Proposal Form; f. List of all subcontractors; g. Fee schedule for any work completed not included in Scope of Work 2. Proposer may be required to supply additional information upon request, or to make additional submissions under secondary selection criteria, if necessary. 3. Any and all questions or comments shall be submitted via email to procurement@pitkincounty.com no later than 4:00 PM MT on January 12, 2022. All requests must have the email subject line, “RFP 013.22 Electronic Waste Recycling - Request for Clarification and Questions.” All questions, comments and answers provided shall be shared with all Proposers via addendum posted on BidNet Direct. Addendum(s) will include the requests for clarification and questions, as written by the Proposer. 4. All Proposals must be uploaded to the BidNet Direct website. Proposals will not be accepted in any other form or manner. 5. During the Request for Proposal selection process, all proposals shall remain confidential. The entire selection process (procurement) file shall be available to the public (which includes all Proposers) after an agreement is RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 6 approved by the County, except those items for which confidentiality has been requested in writing by the Proposer, and providing that the County Attorney has reviewed and determined this to be the properly confidential under the State Open Records Act and other relevant statutes and regulations. B. TIME SCHEDULE The County will endeavor to use the following timetable: December 21, 2021 Request for Proposals publicly advertised, posted on website (www.bidnetdirect.com/colorado) January 12, 2022 Proposer’s request for clarification and questions due via email to procurement@pitkincounty.com by 4:00 PM MT January 17, 2022 County’s response to request for clarification and questions posted on BidNet Direct via addendum January 28, 2022 PROPOSALS MUST BE UPLOADED TO BIDNET DIRECT BY 2:00 PM MT Week of January 31, 2022 Meeting of Selection Committee; checking of references; requests for additional information, if necessary; scheduling of interviews, if necessary February 7, 2022 Notice to Proposers February 14, 2022 Anticipated Contract Start Date C. EVALUATION CRITERIA AND WEIGHING Selection of the "short-listed" Proposers to be interviewed and/or the selection of the top-ranked Proposer will be based upon the following criteria and relative importance (or as the same may be amended or supplemented by published secondary selection criteria, if any): 1. Approach to Project 30% The Proposer shall prepare a brief statement as to intention to handle: A. The Project B. The Project Schedule 2. List of similar work 20% The Proposer shall submit examples of work of similar size and type. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 7 3. Estimated Cost of Services, including Reimbursable Expenses 40% List of reimbursable expenses should be submitted with a top-set. A. The Proposer shall list all costs assumed necessary to provide a completed product, including i. Labor expenses ii. Reimbursable expenses iii. Miscellaneous expenses B. The Proposer shall provide a list of standard pickup rates and other necessary rates to complete the Project. 4. References 10% The Proposer shall provide a list, including contact name and information, of references/prior clients, especially local, state and federal government. D. SELECTION COMMITTEE Communications between Proposer and any member of the selection committee during the selection process except when and in the manner expressly authorized by the Request for Proposals, is prohibited. Violation of this restriction is grounds for disqualification from the process. Voting Members of the Selection Committee: Nonvoting counsel to the Selection Committee: -Dave Plush -Cathy Hall -Tyler Carvell -Katie Clapper -County Attorney -County Procurement E. CONTRACT A sample of the Pitkin County Contract for the Provision of Services is included as Attachment A. The Proposer must present exceptions to the standard contract with the proposal. If concerns are not expressed, the County shall consider that terms and conditions as accepted. Contract alterations, modifications, additions or deletions will not be accepted at any time after proposals are submitted. Submittal of contract changes is for County information only and will only be reviewed upon vendor selection has been completed; it does not disqualify any vendor from contract award. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 8 PROPOSAL FORM Proposal Time: 2:00 PM MT Proposal Date: January 28, 2022 From: Phone E-mail Address: To: THE PITKIN COUNTY BOARD OF COMMISSIONERS c/o Procurement 123 Emma Rd., Suite #106 Basalt, CO 81621 For: RFP 013.22: Electronic Waste Recycling Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer having examined this Request for Proposals (RFP), including the site of the proposed Service and being familiar with conditions surrounding the Service of the proposed Service, including the availability of materials and labor hereby proposed to furnish all labor, materials, supplies, applicable permits, services and supervision required to perform the Service as detailed in this RFP for the sum of: The Fee Schedule for this project and any similar work not included in the Scope of Work is included. Statement and Detailed Approach to Service: Qualifications of Proposer: Please insert names address, phone numbers and description of similar Service for Reference Checks. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 9 1. 2. 3. It is further understood that the right is reserved by the County to reject any and all proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10) days from specified time for receiving proposals. The Proposer acknowledges receipt of Addenda Nos. . The right is reserved to waive any informalities and to reject any Proposal. (Type/Print name under all signatures) Dated this day of , 2022. (Corporate seal) PROPOSER: SIGNATURES: If the proposal is being submitted by a Corporation, the Proposer should be signed by an officer, i.e. President or vice-president. The signature of the officer signing shall be attested to by the secretary and properly sealed. If the proposal is being submitted by an individual or a partnership, the proposal shall so indicate and be properly signed. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 10 INSTRUCTIONS TO PROPOSERS FOR PITKIN COUNTY CONTRACTS 1. a. A "Proposal" is a responsive, conforming, unconditional, complete, legible and properly executed offer on the Pitkin County Proposal Form to do the work called for in the Request for Proposals (“RFP”). b. Proposals must be submitted electronically in PDF format and submitted at the time and place designated in the RFP. Electronic submissions must be clearly marked as a "sealed proposal" with the Service name and the name, contact person, mailing address and telephone number of the Proposer. The County reserves the right to request verification of any original or electronic signature at any time before issuing a Notice of Award. c. It shall be the responsibility of the Proposer to ensure that the Proposal is in proper form and in the County's possession by or before the scheduled time and date of public Proposal opening. Proposals will not be accepted after the scheduled time and date of opening. Any Proposals received late will be returned to the Proposer unopened, if possible. In the event that it is impossible to determine who the late Proposer is unless the envelope is opened, the envelope will be opened, the address determined, and the envelope and Proposal returned immediately to the Proposer. d. If specified in the Request for Proposals, parties who request packages of proposal documents will be required to pay a fee for the document package. All parties who request packages must provide the name of the potential Proposer, along with the name of a contact person, address, telephone number, and email address for the purpose of dissemination of Addenda or additional proposal information. e. If a mistake is made or discovered at or after the public opening, the County reserves the right to determine which party made the mistake and whether the mistake is material and, after these determinations, the County, in its sole discretion, shall make the decision whether to accept or reject the Proposal. No advantage shall be taken by either party of manifest clerical errors or omissions in the Proposal documents or the Request for Proposals (and plans and specifications). All Proposers are required to notify the County immediately of any errors of omissions that may be encountered. (See 2.a. and 2.c., below). f. The signer of the Proposal must initial any alteration or erasure. If provided on the required Proposal Form, the proposal price of each item must be stated in numerals and words; in case of a conflict, the words will control. In case of conflict between the indicated sum of any addition of figures and the correct sum, the correct sum will control. g. No reimbursement will be made by the County for any costs incurred in the preparation of a statement of qualifications, Proposals, or attendance at a site inspection, pre-bid conference or interviews. h. No person, firm, corporation or other entity shall be allowed to make, file or be interested in more than one Proposal for the same work, unless alternate proposals are called for. A person, firm, corporation or other entity who has submitted a subproposal RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 11 to Proposer, or who has quoted prices on materials to a Proposer, is not hereby disqualified from submitting a subproposal or quoting prices to other Proposers. 2. a. If any person contemplating submitting a Proposal is in doubt as to the true meaning of any part of the Drawings, Specifications or other Proposal or Contract Documents, or finds discrepancies, errors, ambiguities, inconsistencies, incompleteness or omissions in the Drawings or Specifications or the proposal process, he/she must submit to the Procurement Officer a written request for an amplification, clarification, explanation, interpretation or correction thereof. Failure to do so shall constitute: (1) acceptance by the Proposer of the Drawings, Specifications or other Proposal or Contract Documents as is, and (2) a waiver by the Proposer of any and all claims arising, or that might arise, out of such discrepancies, errors, ambiguities, inconsistencies, incompleteness or omissions. b. Proposers may propose substitute materials or techniques if such substitution is equal to or better than the materials or techniques described in the RFP and if the substitution has been submitted in writing at least ten (10) days prior to the public Proposal opening. The burden of proof of equality or superior quality is on the Proposer. If accepted as equal by the County in its discretion, the substitute will be designated as an alternative on a formal addendum distributed to all Proposers at least three (3) days prior to the deadline for Proposal submission. c. Any amplification, clarification, explanation, interpretation or correction of the documents will be made only by written Addendum duly issued and a copy of the Addendum will be mailed or delivered to each person receiving a set of the Proposal Documents. Delivery, as used in these Instructions, shall include electronic delivery through e-mail, facsimile, web-posting or other electronic means. Neither the County nor the Procurement Officer will be responsible for any information, representations, explanations or interpretations of the Contract Documents not in written addenda. d. The County reserves the right to call a pre-proposal conference; if called and conducted, a summary of the pre-proposal conference will be mailed or electronically delivered to all parties receiving a set of Proposal documents. e. On request, the County will provide each Proposer access to the site to conduct, at Proposer's sole cost, such inspections, tests and investigations as each Proposer deems necessary for submission of a Proposal. No information provided by County representatives at such a site inspection shall be deemed a waiver of the requirements of 2.a. and 2.c., above. f. Any Addenda issued during the time of the Proposal process, or forming a part of the Proposal Documents, shall be covered in the Proposal, and shall be considered a part of the RFP. Receipt of each Addendum shall be acknowledged in the Proposal. g. If specified in the RFP, a request for qualifications may precede the RFP process. 3. a. Each Proposal, if required by the Proposal Documents, shall be accompanied by a certified check or bid bond in a form acceptable to the County Attorney, in an amount specified, payable without condition to the County as a guarantee that the Proposer, if awarded the Contract, will promptly execute the Agreement in accordance with the Proposal, and will furnish, if required by the Proposal, good and sufficient bonds for RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 12 the faithful performance of the Contract and for the payment to all persons supplying labor and material for the work (see 10.a., below). The Proposal guaranties of all parties except the three highest scoring Proposals will be returned promptly after the opening of Proposals. After execution of the Contract and issuance of a Notice to Proceed, the remaining two Proposers’ guaranties will be returned. b. Proposer also, if required by the Proposal Documents, will fully complete and submit with the Proposal a Pitkin County Qualification Statement, or an updated Statement if one is already on file. Pitkin County reserves the right to pre-qualify Proposers based on said qualification statements. c. Proposer also must submit with the Proposal a list of subcontractors, independent contractors and suppliers to be employed under the Contract. If the County has a reasonable objection to any such subcontractor, independent contractor or supplier, it shall notify the Proposer and the Proposer may then: (a) withdraw the Proposal; or (b) substitute an acceptable contractor or supplier. If required by the Contract Documents, subcontractors, independent contractors and/or suppliers may be required to submit a Contractor's Qualification Statement. d. Proposals by corporations must be executed in the corporate name by the president or a vice-president (or other corporate officer accompanied by evidence of authority to sign) and the corporate seal must be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be shown below the signature. e. Proposals by partnerships or limited liability companies (“LLC”) must be executed in the partnership or LLC name and signed by a partner, authorized LLC officer, whose title must appear under the signature and the official address of the partnership or LLC must be shown below the signature. The state in which the entity was formed and whose law governs the entity shall be shown below the signature. f. All names must be typed or printed below the signature. 4. a. Proposer acknowledges that this proposal is solicited and submitted subject to the requirements of the "Pitkin County Procurement Code," (Ordinance #026-2005, as amended by Ordinance #03-2007 (copies available on the Pitkin County website at http://pitkincounty.com/DocumentCenter/Home/View/5314 or upon request for a nominal charge). As such, the Proposer agrees to comply with all applicable require- ments of said Procurement Code relating to proposing, contract drafting, contract administration and ethics. The requirements of the Procurement Code are incorporated herein by this reference. b. The Proposer shall immediately notify the County Manager in writing of any violation of said Code by the County's employees or agents, which violation is known or should have been known by Proposer, and failure to so notify the County of violations within five (5) days of knowledge of such violations shall disqualify the Proposer from award of the Contract being proposed and shall be deemed as a waiver of any action or defense that the Proposer may have against the County by reason of such violation of the Procurement Code. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 13 c. The submission of a Proposal shall be conclusive evidence and legal admission that the Proposer: (1) has no questions, complaints or objections in connection with the Proposal process and/or documents, subject to any requests made by Proposer for amplification, clarification, explanation, interpretation or correction pursuant to Paragraph 2.a. and 2.c., above; (2) has no questions, complaints or objections as to the completeness, sufficiency, scope or detail of the Proposal Documents; and (3) has full knowledge of the scope, nature, quality and quantity of work to be performed, the detailed requirements of the Proposal Documents including any and all contract documents, the plans and specifications, the site and conditions under which the work is to be performed, the Pitkin County Procurement Code and applicable Colorado law. 5. a. All Proposals will be opened and read in public by name of Proposer only. No Proposals may be withdrawn after the beginning of the public opening. The County, in its sole discretion, may delay a Proposal opening for no longer than two (2) business days if weather or other circumstances beyond control of Proposers results in delay in receipt of Proposals. Proposals may be withdrawn at any time prior to the beginning of the public opening or modified by a document executed and delivered in a form substantially similar to the Proposal Form prior to opening. b. All Proposals submitted must be valid for a minimum period of sixty (60) days after the date of the Proposal opening. During this time, Proposers are investigated, and Proposals are evaluated. 6. a. Proposals will be awarded to the highest scoring Proposer complying with the terms, conditions, guidelines, selection criteria, plans and specifications presented in the Request For Proposals. All rights are reserved by the County to determine, in the County's sole reasonable discretion, whether the Proposal meets the needs or a purpose intended and is within the budget. b. Although price may be a major consideration in the selection of a Proposal, the County does not award on price alone. The County may also consider the quality of product as judged by the County; past experience with Proposers, subcontractors, independent contractors, products or suppliers; qualifications of the Proposers and/or subcontractors, independent contractors or suppliers; services offered; warranties; maintenance considerations; long-range costs; delivery; and similar considerations, all as specified in detail in the RFP. c. The County reserves the absolute right to conduct such investigations as it deems necessary to assist in the evaluation of any Proposal and to establish the experience, responsibility, reliability, references, reputation, business ethics, history, qualifications and financial ability of the Proposers and proposed subcontractors, independent contractors and suppliers. The purpose of such investigation is to satisfy the County that the Proposer has the experience, resources and commercial reputation necessary to perform the work and support any warranties in accordance with the Contract Documents in the prescribed manner and time. d. The County, at its sole discretion, may require the apparent successful Proposer to demonstrate, at a place and time designated by the County, that the Proposal meets the performance criteria specified, or to otherwise provide documented proof from independent reliable sources acceptable to the County that said performance criteria will be met prior to final acceptance of the Proposal. The burden of proof of such a RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 14 demonstration is on the Proposer. In the event that the apparent successful Proposer fails to demonstrate or provide acceptable proof of meeting required performance criteria, that proposal will be rejected and the next eligible Proposer in the selection ranking will be invited to participate in the same process until a proposal meeting performance criteria is found within the ranking of eligible Proposers. The County reserves the rights to reject any or all Proposals or to otherwise accept the Proposal which in the County's sole discretion is in the best interest of the County. e. Pitkin County reserves the right, if it deems such action to be in the best interests of the County, to reject any and all Proposals or to waive any irregularities or informalities therein. Any incomplete, conclusory, false or misleading information provided by Proposer shall be grounds for rejection of the proposal. If proposals are rejected, the County further reserves the right to investigate and accept the next best proposal in order of ranking or to reject all proposals and re-solicit for additional pro- posals. f. Any questions or disputes involving the documents or procedures not covered by these Instructions or other Proposal Documents shall be resolved by the Procurement Officer on the basis of fairness, custom in the industry, maximization of competition and best interests and convenience of the County. 7. Issuance of Notice of Award, execution of Contract Documents and issuance of a Notice to Proceed shall be as specified in the Contract Documents. 8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate agreement with the Proposer. Copies of any applicable standard forms are included with the Proposal Documents. The County reserves the right to negotiate with the Proposer for contract terms not specified in the Proposing Documents. Any changes from the Pitkin County standard form contract may result in a delay in the issuance of a Notice to Proceed in order to obtain any necessary County Attorney review of changes from the standard form. Proposer agrees that any such delays shall not be grounds for either additional compensation or an extension of time to complete the work that is the subject of the Proposal. 9. If the contract awarded as a result of a Proposal extends beyond the calendar year, nothing herein shall be construed as an obligation by the County beyond any amounts that may be, from time to time, appropriated by the County on an annual basis. It is understood that payment under any Contract is conditional upon annual or supplemental statutory appropriation of funds by said governing body and that before providing services, the Proposer, if he/she so requests, will be advised as to the status of funds appropriated for services or materials and shall not be obligated to provide services or materials for which funds have not been appropriated. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 1 PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES THIS CONTRACT, made Enter Contract Date by and between the Board of County Commissioners of Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the “County”) and Contractor Legal Entity, Contractor Street Address (Include Suite/Unit), City, ST ZIP (hereinafter called the “Contractor”) to perform the following work: Project Name (“Project”). I. Term of Contract: The term of this Contract is from Contract Start Date to Contract End Date. Optional Contract Extension II. Contractor’s Obligations. Contractor shall III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall compensate Contractor for its services in accordance with the Project Budget and Schedule set out in Paragraph II. It is expressly understood and agreed that in no event will the total compensation and reimbursement to be paid hereunder exceed the sum of spell out number of dollars dollars and spell out number of cents cents ($0.00) for all services rendered. By contract or amendment, the County and Contractor may reallocate the budget among project tasks if the total budget amount remains unchanged. Contractor shall invoice for the project monthly based on hours worked, with payment expected within thirty (30) days of invoice. Any payment by the County may be offset by any amount the Contractor owes the County for any reason. IV. County’s Exclusive Ownership of Work Product. Drawings, specifications, guidelines and other documents prepared by Contractor in connection with this Contract shall be the property of the County. However, Contractor shall have the right to utilize such documents in the course of its marketing, professional presentations, and for other business purposes. Contractor assigns to County the copyrights to all work prepared, developed, or created pursuant to this Contract, including the right to: 1) reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4) perform the works publicly; and 5) to display the work publicly. Contractor shall have right to use materials produced in the course of this Contract for marketing purposes and professional presentations, articles, speeches and other business purposes. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 2 V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through a County Representative. Project Lead, Project Lead Title will manage the project as the County’s Representative. In the event that Project Lead is not available, Alternate Person with Title shall assume the County Representative’s duties. The services provided and products delivered by the Contractor under this Contract will be subject to review by the County’s Representatives, or a designee, for compliance with Contractor’s obligations prior to final payment. VI. Termination Prior to Expiration of Contract Term. The County has the right to terminate this Contract, with or without cause, by giving written notice to the Contractor of such termination and specifying the effective date thereof. Such notice shall be given at least ten (10) days before the effective date of such termination. In such event all finished or unfinished documents, data, studies and reports prepared by the Contractor pursuant to this Contract shall become the County’s property. Contractor shall be entitled to receive compensation in accordance with the Contract for any satisfactory work completed pursuant to the terms of this Contract prior to the date of termination. Notwithstanding the above, Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of the Contract by the Contractor. VII. Independent Contractor Status. A. The parties to this Contract intend that the relationship between them contemplated by the Contract is that of independent contractor. Contractor, and any agent, employee, or servant of Contractor shall not be deemed to be an employee, agent, or servant of Pitkin County. B. Contractor is not required to offer his services exclusively to Pitkin County under this Contract. Contractor may choose to work for other individuals or entities during the term of this Contract, provided that the basic services and deliverable products required under this Contract are submitted in the manner and on the schedule defined under this Contract. C. Contractor warrants that all work produced will conform to all applicable industry standard of care, skill and diligence in the performance of Contractor’s obligations under this Contract. D. Contractor shall not attempt to oversee or supervise the work or actions of any Pitkin County employee, servant or agent in the course of completing work under this Contract. E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin County and is responsible for payment of any federal, state, FICA and other income taxes. VIII. Assignability. This Contract is not assignable by either party. Any use of subcontractors by the Contractor for performance of this Contract must be accepted in writing by the County. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 3 IX. Severability. In the event that any provision of this Contract shall be held to be invalid or unenforceable, the remaining provisions of this Contract shall remain valid and binding upon the parties hereto. X. Integration and Modification. A. This Contract represents the entire and integrated Contract between the County and the Contractor and supersedes all prior negotiations, representations, or contract, either written or oral. This Contract may be amended only by written contract signed by both the County and the Contractor. B. The County may, from time to time, request changes in the scope of services of the Contractor to be performed hereunder. Such changes, including the increase or decrease in the amount of the Contractor’s compensation, which are mutually agreed upon between the County and the Contractor, shall be in writing and upon execution shall become part of this Contract. XI. Indemnity. A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's right to participate, defend the County, its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, volunteers, and any jurisdiction or agency issuing permits for any work included in the project, hereinafter referred to as indemnitee, from all suits and claims, including attorney's fees and cost of litigation, actions, loss, damage, expense, cost or claims of any character or any nature arising out of the work done in fulfillment of the terms of this Contract or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, law or court decree. It is agreed that the Contractor will be responsible for primary loss investigation, defense and judgment costs where this Contract of indemnity applies. In consideration of the award of this Contract, the Contractor agrees to waive all rights of subrogation against the County its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers for losses arising from the work performed by the Contractor for the County. B. The Contractor further shall investigate, process, respond to, adjust, provide defense for and defend, pay or settle all claims, demands, or lawsuits related hereto at its sole expense and shall bear all other costs and expenses related thereto, even if the claim, demand or lawsuit is groundless, false or fraudulent. XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this Contract are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 4 Contractor, its agents, representatives, employees or subcontractors. The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The policies shall include, or be endorsed to include, the following provision: On insurance policies where the County is named as an additional insured, the County shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. Commercial General Liability Completed Operations coverage must be kept in effect for up to three (3) years after completion of the project. A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits of liability requirements provided that the coverage is written on a “following form” basis. 1) Statutory Workers’ Compensation: Colorado statutory minimums a. Policy shall contain a waiver of subrogation against the County. b. This requirement shall not apply when a contractor or subcontractor is exempt under Colorado Workers’ Compensation Act AND when such contractor or subcontractor executes the appropriate sole proprietor waiver form. Minimum Limits: Coverage A (Workers’ Compensation) Statutory Coverage B (Employers Liability) $ 500,000 $ 500,000 $ 500,000 2) Commercial General Liability – ISO 1CG 0001 form or equivalent. (With County named as an additional insured) Minimum Limits: General Aggregate $ 2,000,000 Products/Completed Operations Aggregate $ 2,000,000 Each Occurrence Limit $ 1,000,000 Personal/Advertising Injury $ 1,000,000 Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 5 Fire Damage (Any One Fire) $ 50,000 Medical Payments (Any One Person) $ 5,000 Coverage to include: • Premises and Operations • Explosions, Collapse and Underground Hazards • Personal / Advertising Injury • Products / Completed Operations • Liability assumed under an Insured Contract (including defense costs assumed under contract) • Independent Contractors • Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997 Edition or equivalent) • Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010 (2004 Edition or equivalent) • Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037 (2004 Edition or equivalent) • The policy shall be endorsed to include the following additional insured language on the Additional Insured Endorsements specified above: “County, its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, agents, and volunteers named as an additional insured with respect to liability and defense of suits arising out of the activities performed by, or on behalf of the Contractor, including completed operations”. 3) Auto Liability: Bodily injury and property damage for any owned, hired and non-owned vehicles used in the performance of this Contract. Minimum Limits: Statutory Coverage Bodily/Property Damage (Each Accident) $ 1,000,000 4) Special Coverages (check as appropriate and insert amount): a. ☐ Performance Bond $ b. ☐ Professional Errors and Omissions c. ☐ Aircraft Liability d. ☐ Owner’s Protective e. ☐ Builder’s Risk f. ☐ Boiler and Machinery g. ☐ Loss of Use Insurance h. ☐ Pollution Liability i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity Bond B. Proof of Insurance: Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 6 1) Each insurance policy required by the insurance provisions of this Contract shall provide the required coverage and shall not be suspended, voided or canceled except after thirty (30) days prior written notice has been given to the County, except when cancellation is for non-payment of premium, then ten (10) days prior notice may be given. Such notice shall be emailed directly to Procurement@pitkincounty.com. If the insurance carrier will not provide the required notice, the Consultant/Contractor and or its insurance broker shall notify the County of any cancellation, or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurers’ notification to that effect. Simultaneously with the Certificates of Insurance, the Contractor shall file with the Project Lead a certified statement as to claims pending against the required coverages, reserves established on account of such claims, defense costs expended and amounts remaining on policy limits. 2) In addition, these Certificates of Insurance shall contain the following clauses: a. The contractor’s insurance shall be primary and non-contributory with any insurance or self-insurance purchased by the County. b. The insurance companies issuing the policy or policies hereunder shall have no recourse against the County of Pitkin for payment of any premiums or for assessments under any form of policy. c. Any and all deductibles or self-insured retentions in the above- described insurance policies shall be assumed by and be for the amount of, and at the sole expense of the Contractor. d. Location of operations shall be: “all operations and locations at which work for the referenced Project is being done.” 3) Certificates of Insurance for all renewal policies shall be delivered to the County’s Representative at least fifteen (15) days prior to a policy’s expiration date except for any policy expiring on the expiration date of this Contract or thereafter. 4) The County reserves the right to request and receive a copy of any policy and any policy endorsement at any time during the term of this Contract. XIII. Exemptions and Preferences. All purchases of construction or building or any other materials for this Contract shall not include Federal Excise Taxes or Colorado State or local sales or use taxes. Pitkin County is exempt from such taxes under registration numbers 98-02624 and 84-78000-5k. XIV. Records. The Contractor shall maintain comprehensive, complete and accurate books, records, and documents concerning its performance relating to this Contract for a period of three (3) years after final payment under the Contract and the County shall have the right within the three (3) year period to inspect and audit these books, records Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 7 and documents, upon demand, in a reasonable manner and at reasonable times, for the purpose of determining, by accepted accounting and auditing standards, compliance with all provisions of the Contract and applicable law. XV. Contract Made in Colorado. The parties agree that this Contract was made in accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to be exclusively in the courts of Pitkin County, Colorado. XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the provisions of this Contract, the substantially prevailing party shall be entitled to its costs and reasonable attorney’s fees. XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is relying on and does not waive, by any provision of this Contract, the monetary limitations or terms (presently $150,000 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise available to Pitkin County or any of its officers, agents or employees. Further, nothing in this Contract shall be construed or interpreted to require or provide for indemnification of the Contractor by the County for any injury to any person or any property damage whatsoever which is caused by the negligence or other misconduct of the County or its agent or employees. XVIII. Current Year Obligations. The parties acknowledge and agree that any payments provided for hereunder or requirements for future appropriations shall constitute only currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under this Contract are subject to Pitkin County’s annual right to budget and appropriate the sums necessary to provide the services set forth herein. No provisions of the Contract shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin County. No provision of the Contract shall be construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other financial obligation of Pitkin County within the meaning of any constitutional or statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin County to make any payments beyond those appropriated for Pitkin County’s then current fiscal year. No provisions of this Contract shall be construed to pledge or create a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this Contract restrict the future issuance of Pitkin County’s bonds or any obligations payable from any class or source of Pitkin County’s money. XIX. Notice. Any notice required or permitted under this Agreement shall be in writing and shall be provided by electronic delivery to the e-mail addresses set forth below and by one of the following methods 1) hand-delivery or 2) registered or certified mail, postage pre-paid to the mailing addresses set forth below. Each party by notice sent Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 8 under this paragraph may change the address to which future notices should be sent. Electronic delivery of notices shall be considered delivered upon receipt of confirmation of delivery on the part of the sender. Nothing contained herein shall be construed to preclude personal service of any notice in the manner prescribed for personal service of a summons or other legal process. To Pitkin County: Project Lead Street Address City, ST ZIP Email: first.last@pitkincounty.com with copies to: Pitkin County Attorney’s Office 530 E. Main St., Suite #301 Aspen, Colorado 81611 Email: Attorney@pitkincounty.com To Contractor: Contractor Legal Entity Contractor Street Address (Include Suite/Unit) City, ST ZIP Phone: ( ) - Email: first.last@emailserver.com XX. Public Contracts for Services and Public Contracts with Natural Persons. In conformance with the provisions of C.R.S. §§ 8-17.5-101, et seq., as amended and C.R.S. §§ 24-76.5-101, et seq., as amended: A. PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq. C.R.S. [Not applicable to agreements relating to the offer, issuance, or sale of securities, investment advisory services or fund management services, sponsored projects, intergovernmental agreements, or information technology services or products and services] Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this Contract and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Contract, through participation in the E-Verify Program established under Pub. L. 104-208 or the State verification program established pursuant to §8-17.5-102(5)(c), C.R.S., Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract or enter into a contract with a Subcontractor that fails to certify to Contractor that the Subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor (i) shall not use E-Verify Program or State program procedures to undertake pre-employment screening of job applicants while this Contract is being performed, (ii) shall notify the Subcontractor and the contracting State agency within 3 days if Contractor has actual knowledge that a Subcontractor is employing or contracting with an illegal alien for work under this Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop employing or contracting with the illegal alien within 3 days of receiving the notice, and (iv) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 9 and Employment. If Contractor participates in the State program, Contractor shall deliver to the contracting State agency, Institution of Higher Education or political subdivision, a written, notarized affirmation, affirming that Contractor has examined the legal work status of such employee, and shall comply with all of the other requirements of the State program. If Contractor fails to comply with any requirement of this provision or §§8-17.5-101 et seq., C.R.S., the contracting State agency, institution of higher education or political subdivision may terminate this Contract for breach and, if so terminated, Contractor shall be liable for damages. B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101, et seq., C.R.S. Contractor, if a natural person 18 years of age or older, hereby swears and affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of §§24- 76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by §24-76.5-103, C.R.S. prior to the Effective Date of this Contract. Contract # 013.22 Revision: 2018-06-13 btf Budget Line Item # 41652100.542500 10 IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein above. CONTRACTOR LEGAL ENTITY ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date RFP # 013.22 ADDENDUM # 1 Date: January 14, 2022 TO: All Proposers for the E-Waste Recycling Services This letter is to clarify the Request for Proposals for the E-Waste Recycling Services RFP recently submitted to your company for review. The following clarifications or changes are required. 1. Question: How many trailer exchanges (on average) has Pitkin County experienced in the past 5 years? • Response: We average about one trailer swap a quarter, we have had approximately 20 trailer swaps over five years. 2. Question: Are CRT TVs and monitors accepted at the drop off site? • Response: Yes. 3. Question: Is the drop off site manned by a human during hours of operation? • Response: Yes. 4. Question: Are appliances of any kind accepted? • Response: No, larger appliances are diverted to the scrap metal recycling program. The current e-waste recycler allows smaller electric appliances, i.e. coffee makers and vacuums. We rarely take those in due to space constraints. Thank you for reviewing this Request for Proposals and considering submitting a proposal. If you have any further questions regarding this addendum, please contact Procurement@PitkinCounty.com RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 8 PROPOSAL FORM Proposal Time: 2:00 PM MT Proposal Date: January 28, 2022 From: Phone E-mail Address: To: THE PITKIN COUNTY BOARD OF COMMISSIONERS c/o Procurement 123 Emma Rd., Suite #106 Basalt, CO 81621 For: RFP 013.22: Electronic Waste Recycling Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer having examined this Request for Proposals (RFP), including the site of the proposed Service and being familiar with conditions surrounding the Service of the proposed Service, including the availability of materials and labor hereby proposed to furnish all labor, materials, supplies, applicable permits, services and supervision required to perform the Service as detailed in this RFP for the sum of: The Fee Schedule for this project and any similar work not included in the Scope of Work is included. Statement and Detailed Approach to Service: Qualifications of Proposer: Please insert names address, phone numbers and description of similar Service for Reference Checks. Onsite Electronics Recycling, LLC, dba I.T. Refresh 100 N. Link Lane, Unit 100 Fort Collins, CO 80524 (970) 797-2934 recycling@itrefresh.org Please refer to attached proposal. RFP# 013.22 Rev. 2017.12.27 btf Budget Line Item #: 41652100.542500 9 1. 2. 3. It is further understood that the right is reserved by the County to reject any and all proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10) days from specified time for receiving proposals. The Proposer acknowledges receipt of Addenda Nos. . The right is reserved to waive any informalities and to reject any Proposal. (Type/Print name under all signatures) Dated this day of , 2022. (Corporate seal) PROPOSER: SIGNATURES: If the proposal is being submitted by a Corporation, the Proposer should be signed by an officer, i.e. President or vice-president. The signature of the officer signing shall be attested to by the secretary and properly sealed. If the proposal is being submitted by an individual or a partnership, the proposal shall so indicate and be properly signed. 1 28 January Janice Oldemeyer, President Eagle County, Colorado, Solid Waste & Recycling Mesa County, CO El Paso County Teresa Nees(970) 257-9336 Kathy Andrews (719) 520-7879 Joseph Wall (970) 328-3468 COVER LETTER Pitkin County Board of Commissioners January 28, 2022 Attn: Procurement I.T. Refresh is pleased to present this proposal to provide electronic waste recycling services for Pitkin County (County). Onsite possesses the experience and capabilities to provide these services in accordance with ’s program requirements. Onsite Electronics Recycling, located in Stockton CA, opened its doors in Fort Collins, Colorado in June of 2013, doing business as I.T. Refresh. All Onsite Electronics Recycling facilities are e-Stewards, R2, ISO 45001, and ISO 14001 certified. These certifications validate our commitment to responsible e-waste management. I.T. Refresh continues the well-known integrity exemplified by Onsite: • Outstanding compliance record in a highly regulated State. • 14th company internationally to achieve e-Steward certification. • Stellar customer reference and retention history. • Excellent Employment Practices, providing local fair wage jobs and on the job training. We also provide all of our employees with a comprehensive benefits package. • Choose downstream recyclers based on compliance records and recycling method, rather than pricing. I.T. Refresh has demonstrated its capacity and the proficiency to perform the services outlined in this proposal. This is evidenced through years of working with clients in the collection and management of electronics wastes. Onsite Electronics Recycling has been providing electronic waste services since 2004 and was one of the first certified e-Stewards. I.T. Refresh is directly operated by the President of Onsite Electronics Recycling and brings a breadth of experience not only with e-waste, but specifically with Household Hazardous Waste facilities. Onsite Recycling, LLC, dba I.T. Refresh unconditionally accepts the performance obligations set forth in the RFP. I will be your primary point of contact and am duly authorized to make contractual commitments to the County. Respectfully, Janice Oldemeyer, President Onsite Electronics Recycling, LLC dba I.T. Refresh PROPOSAL FOR ELECTRONIC WASTE RECYCLING SERVICES Presented to THE PITKIN COUNTY BOARD OF COMMISSIONERS c/o Procurement 123 Emma Rd., Suite #106 Basalt, CO 81621 In response to Request for Proposal No. 013.22 I.T. REFRESH a facility of Onsite Electronics Recycling, LLC 100 N. Link Lane, Unit 100 Fort Collins, CO 80524 Attn: Janice Oldemeyer, President (970) 797-2934 joldemeyer@myoer.com JANUARY 28, 2022 RFP#013.22 – Pitkin County 2 January 28, 2022 TABLE OF CONTENTS 1.0 STATEMENT OF QUALIFICATIONS ................................................................. 3 COMPANY O VERVIEW .................................................... 3 L ICENSES, P ERMITS, AND R EGISTRATIONS ........................ 4 I NSURANCE ................................................................ 6 CAPACITY TO P ERFORM R EQUIRED SERVICES .................... 6 THE I.T. R EFRESH D IFFERENCE ..................................... 7 2.0 REFERENCES ...................................................................................................... 10 R ELEVANT E XPERIENCE .............................................. 10 3.0 PROPOSED APPROACH TO PROJECT ............................................................. 11 I NTRODUCTION ......................................................... 11 S UBCONTRACTORS ..................................................... 12 W ORK P LAN .............................................................. 13 M ATERIALS A CCEPTED ................................................ 14 P ROCESSING M ETHODOLOGY ........................................ 15 D OWNSTREAM V ENDORS F ACILITIES .............................. 17 4.0 PRICE PROPOSAL ............................................................................................... 20 ATTACHMENTS Permits & Certifications ............................................................................ Attachment A RFP#013.22 – Pitkin County 3 January 28, 2022 STATEMENT OF QUALIFICATIONS COMPANY OVERVIEW Onsite Electronics Recycling, dba I.T. Refresh provides e-waste recycling solutions to public and private solid waste facilities, municipalities, businesses, schools, non-profit organizations and residents. This includes transportation and recycling services, packaging, collection events and fundraisers. Onsite Electronics was formed in 2004 to provide responsible management of discarded electronics. We opened our first facility at the San Joaquin County Lovelace Materials Transfer Facility to service residents and businesses in the County. In 2006, we opened our second facility in Stockton to service industrial clients and municipalities outside San Joaquin County. In 2010 we moved to a larger facility in Stockton, where we are currently located, with easy access to service all West Coast clientele. In 2013 we expanded our operations to Fort Collins, Colorado as I.T. Refresh. In selecting I.T. Refresh, a fully certified e-Steward that has upheld the highest standards in E-waste handling, Pitkin County can maintain the utmost confidence that the E-waste generated by their residents will be recycled in full compliance with all appropriate laws and regulations and done in such a way that meets the highest environmental standards possible. The following is the pertinent information on Onsite’s two facilities, either of which may be utilized if awarded the County’s Contract, though the Colorado facility would be primary: I.T. Refresh 100 N. Link Lane, unit 100 Fort Collins, Co 80524 (970) 797-2934 (970) 797-2935 www.itrefresh.org Number of Employees: 16 Services Provided: Full-service electronics waste packaging, transportation, and recycling. Onsite Electronics Recycling 2331 Teepee Drive Stockton, CA 95205 (209) 234-7994 (209) 234-7910 www.onsiteelectronicsrecycling.com Number of Employees: 44 RFP#013.22 – Pitkin County 4 January 28, 2022 Services provided: Full-service electronics waste packaging, transportation, and recycling. Recycling of appliances, including removing mercury switches, oils, PCB’s and freon. Collection and consolidation of universal wastes including batteries and lamps. Our Recycling Philosophy With a true understanding of the liabilities and ethical issues surrounding electronics recycling, we strive to meet the highest levels of recycling available. We do not ship materials to non-OECD countries until it is in the form of a commodity, do not utilize prison labor and do not “shop” our recycling outlets by highest price. Onsite ensures that all materials characterized as hazardous waste under California Law (more stringent than most States) remain in the United States or OECD member countries until the waste has been processed into a commodity. All components from electronic and universal wastes are recycled into new products. We do not send any hazardous material to solid waste landfills or incinerators for disposal or energy recovery, directly or through intermediaries. Our goal is to assure our clients that their wastes are being properly and ethically recycled. LICENSES, PERMITS, AND R EGISTRATIONS I.T. Refresh, as a facility of Onsite Electronics Recycling, is a certified e-Steward Recycler. In addition, we are R2, ISO 45001, and ISO 14001 certified. These certifications validate our commitment to responsible e-waste management. We dedicated to meeting all regulatory requirements including maintaining appropriate permits and regulatory notifications. The following outlines the permitting maintained by Onsite: IT Refresh – Fort Collins Facility CDPHE Requirements EPA ID #: COR000233270 Notification of Large Quantity Handler of Universal Waste Certification Requirements R2 Certification of Registration: # CERT-0104472 ISO14001 Certification of Registration: # CERT-0124628 ISO45001 Certificate of Registration: #CERT-0135615 E-Steward Requirements E-Steward Certificate of Registration: CERT-0124541 Other Requirements Colorado Foreign LLC ID: 20121569994 State of Colorado Measurement Standards License: 213-47904-13 FEIN: 84-1657614 RFP#013.22 – Pitkin County 5 January 28, 2022 Onsite Electronics Stockton Facility DTSC Requirements EPA ID # CAL 000 332 292 Certified Appliance Recycler # 0294 CalRecycle Requirements Stockton Facility: Approved Recycler/Collector # 110799 Certification Requirements R2 Certification of Registration: # CERT-0104472 ISO14001 Certification of Registration: # CERT-0124628 ISO45001 Certificate of Registration: #CERT-0135615 E-Steward Requirements E-Steward Certificate of Registration: CERT-0124541 Other Requirements: Hazardous Waste Generator: PT0021078 City of Stockton Business Tax Certificate: 12-00105037 County of San Joaquin: Business License: 28950 Division of Weights and Measures: Device Registration Certificate 030022 Weighmaster License: 011786 DMV: Motor Carrier Number: 339713 FEIN: 84-1657614 Permits and certifications for IT Refresh and Onsite Electronics Recycling are provided as Attachment A. Regulatory Compliance and Notification of Violations Onsite takes pride in our near perfect Compliance Record (only minor violations) with DTSC (California’s Regulatory Division) over our 18 years of operating. It is a testament to our dedication to operating in full compliance with all local, state and federal regulations. We have an extensive knowledge of the Colorado electronics regulations as well as hazardous waste regulations and put a focus on compliance. Our regulatory compliance history at our two facilities is indicated below: Our regulatory compliance history at our two facilities is indicated below: I.T. Refresh Facility: 100 N. Link Lane, Unit 100 Fort Collins, CO 80524 October 2021: EPA – no violations Onsite Electronics Recycling Facility: 2331 Teepee Drive, Stockton, CA 95205 Onsite began operations at our current facility January, 2010. The following inspections have occurred since this time: • January 25, 2010: DTSC – no violations • January 12, 2011: DTSC – no violations RFP#013.22 – Pitkin County 6 January 28, 2022 • February 17, 2012: DTSC – no violations • January 23, 2014: DTSC – no violations • April 2, 2015: DTSC – minor violation, mislabeled container, corrected on site • February 22, 2016: DTSC – no violations • January 26, 2017: DTSC – 1 minor violation • December 29, 2017: DTSC – 1 minor violation, aisle space, corrected on site • November 28, 2018: DTSC – 2 minor violations, 8 employees were 9 days overdue for annual training, Unlabeled containers (the sign, normally serving as labeling had been moved out of place) • August 14, 2019: DTSC – 2 minor violations • August 28, 2020: DTSC – no violations I NSURANCE As a recycler for electronic waste only, I.T. Refresh carries a $6,000,000 aggregate insurance policy designed to meet the needs of the recycling operation proposed. This insurance includes insurance to cover the cleanup costs of our facilities if closed, as well as non-owned disposal facility insurance which covers the cost of contamination at any of our downstream vendors, if it were to occur. All Insurance companies covering Onsite companies carry an A:VIII rating. Coverage Policy Limits Carriers General Liability 1,000,000 per occurrence 2,000,000 aggregate Admiral Insurance Company Auto Liability 1,000,000 combined s/l Security National Insurance Workers’ Compensation CA Statutory Redwood Fire and Casualty Environmental Impairment 1,000,000 per occurrence Admiral Insurance Company Transportation Pollution Liability 1,000,000 each claim Admiral Insurance Company Professional Liability/ Errors and Omissions 1,000,000 each claim Admiral Insurance Company Cyber Liability 1,000,000 each claim Philadelphia Insurance Company Excess/Umbrella Liability 4,000,000 each occ. 4.000,000 aggregate Admiral Insurance Company CAPACITY TO P ERFORM R EQUIRED SERVICES I.T. Refresh is proposing to provide Electronic Waste Management services. I.T. Refresh has a demonstrated capacity to perform the required services. This is evidenced through the Company’s experience with jurisdictions in the collection and management of electronics wastes, including pickups at County collection locations, conducting collection events and providing packaging and transportation of electronics. RFP#013.22 – Pitkin County 7 January 28, 2022 In addition to this experience, I.T. Refresh’s President, Janice Oldemeyer has 25 years’ experience specifically in Household Hazardous Waste Management throughout the United States. This extensive experience includes running HHW collection events from 5 cars to over 3,500; managing Permanent HHW Facilities; planning and design of Permanent HHW Facilities and emergency HHW cleanup (Flood cleanups in California, Oregon, North Dakota, Kansas and Missouri) and makes her uniquely qualified to understand the overall HHW Program dynamics, not just the electronics waste management. In addition, she was on the Board of Directors of the North American Hazardous Materials Management Association, serving as President in 2005-2006. T HE I.T. R EFRESH D IFFERENCE I.T. Refresh is not only capable of meeting the County’s requirements; we feel we best meet the Service needs of the County for the following reasons: Qualifications and Experience – I.T. Refresh has been in business for 18 years. Few other companies have the consistency in ownership, upper management, and staffing that Onsite does. Owned and operated by Ronald Kemp and Janice Oldemeyer, since its inception, our customers have direct access to the owners and ultimate decision makers. With an extremely low turnover rate, I.T. Refresh’s employees average 4 years with the Company, and our first employee still works for us. In addition, Ms. Oldemeyer’s vast experience in the hazardous waste industry, makes I.T. Refresh the most experienced company in hazardous waste regulations and issues, bringing a unique regulatory perspective to the e-waste industry. Regulatory Compliance – Onsite Electronics Recycling has one of the best California DTSC Compliance Record in the industry (arguably the most regulated State). We fully understand the regulatory framework we work within and work hard to stay in compliance 365 days a year. This dedication to compliance shows our belief in doing things right and provides our clients with the ability to trust that their waste will be handled properly. References – I.T. Refresh has provided a list of references of clients with similar requirements. We believe you will find all our references provide positive feedback and particularly appreciate our customer service, flexibility and service provided by our staff. In our history, we have lost no clients due to service issues. Cost Proposal – I.T. Refresh believes in providing our customers with fair pricing and are competitive with similar companies. We realize we are not always the low price. However, we are the best value for and responsible stewards of public funds. Our reputation for safety and compliance does not allow us to provide a low-ball bid, rather we provide assurance that your waste is being handled responsibly with limited risk to the County. RFP#013.22 – Pitkin County 8 January 28, 2022 Vendor Management - By using I.T. Refresh your material will be responsibly managed and downstream vendors thoroughly vetted. Since we realize that the possibility for improper management does exist (as evidenced by recent closure of multiple CRT Glass processors), we carry non-owned disposal facility insurance. This insurance covers the cost of clean-up and disposal of any of our material sent to a downstream vendor that does not get responsibly managed. You will never be called upon to pay the cost of mismanagement of your material when using I.T. Refresh. We find very few of our competitors carry this insurance. This limits I.T. Refresh’s liability exposure as well as those of our clients. Timely Recycling - Your electronics will be handled in a timely manner, not sitting in a warehouse waiting to be processed. I.T. Refresh maintains staffing to ensure processing of collected electronics happens expeditiously. Both CRT and non-CRT containing electronics are typically dismantled in 1-15 business days from arrival at our facility. In addition, we do not warehouse commodities. When a load of CRT Glass, or any other commodity, is accumulated, it is shipped downstream to an approved vendor. Thus, if we were ever to shut down, you would be ensured you would not have a year’s worth of material to come pick up. In addition, this saves your staff time, as certificates of recycling are provided in a timely manner, and you don’t have to extra time tracking them down. Safety Over profit - The Health and Safety of our employees is ensured. I.T. Refresh understands the hazards of working with heavy metals and other hazardous components of e-waste. We regularly complete air monitoring and wipe testing for lead, cadmium and mercury, and have never seen concerning levels. We avoid the more hazardous operation of shredding and CRT breakage, as these have more potential for employee exposure as evidenced by recent NIOSH testing. Fair Employment Practices - Our employees are compensated appropriately. I.T. Refresh has always believed in providing a fair living wage and has never paid minimum wage, the standard starting wage in the private solid waste industry. Since inception, our employees have been offered health insurance with very reasonable employee contributions. We do not “cycle” through employees to keep costs low by not having to increase wages over time. Proven Performance – We have provided excellent customer service and rapid response to staff needs for our clients. IT Refresh is willing to meet with County staff as necessary, will provide transportation services within just a few days and can provide supplies within 48 hours. We believe you will not find a more responsive contractor. Facility Tours – I.T. Refresh welcomes facility tours of all types (clients, schools, organizations). Tours are an excellent time to provide education to residents and businesses in responsible electronics recycling. Our doors are always open to clients RFP#013.22 – Pitkin County 9 January 28, 2022 for a tour without notice. In addition, we are happy to schedule tours for local organizations as requested. Civic Relations - I.T. Refresh believes in giving back to the communities we do business in, working with non-profit organizations like churches, schools, and community groups to host fundraising projects. We do not look at these programs to a profit, rather to give the profits to the organizations we work with. Environmental Stewardship - We believe in sustainable business practices as evidenced by our many awards for our green building, our environmentally preferable purchasing policy, and our operations. Our Stockton building remodel included polished concrete floors, recycled paint inside and out, energy-efficient blinds, low-flow sinks and toilets, and lighting retrofits. We believe strongly in reuse, furnishing most of our office in used office equipment, utilizing refurbished computers and printers, re-using all cardboard that we receive in our baling process, and by reusing paper left in copiers and printers we collect, we have not purchased paper since March 2010. RFP#013.22 – Pitkin County 10 January 28, 2022 REFERENCES R ELEVANT EXPERIENCE I.T. Refresh and Onsite Electronics Recycling specialize in working with public and private schools and higher learning institutions, government agencies, small businesses, large corporations, non-profit organizations and residents in the management of e-waste. The following are a few of our customers with programs similar in size and scope to the County’s and can attest to our performance capabilities. Company Name Contact Name Address Telephone Gallegos Sanitation Becca Walkinshaw 1941 Heath Parkway Fort Collins, Co 80524 (970) 484-5556 City of Cheyenne Dennis Pino 220 N. College Drive Cheyenne, WY 82001 (307) 637-6440 Mesa County Teresa Nees P.O. Box 20000 Grand Junction, CO 81502 (970) 257-9336 City of Glenwood Springs King Lloyd 1205 County Rd. 134 Glenwood Springs, CO 81601 (970) 945-5375 Eagle County Solid Waste & Recycling Joseph Wall P.O. Box 473 Wolcott, CO, 81655 (970) 328-3468 San Joaquin County Public Works Rajony Chin 1810 East Hazelton Avenue Stockton, California 95205 (209) 468-3066 Morgan County Department of Solid Waste Management Cass Yearous 21448 County Rd. 22 Fort Morgan, CO 80701 (970) 380-0780 Yuma County Landfill Cliff Henry 15738 County Rd. 34 Eckley CO 80727 (970) 359-2467 City of Broomfield Dave Jackson One Descombes Drive Broomfield, CO 80020 (303) 438-6329 City of Tracy, Solid Waste Division Jennifer Cariglio 520 Tracy Blvd, Gate #3 Tracy, CA 95376 (209) 831-4330 El Paso County Kathy Andrews 3255 Akers Dr. Colorado Springs, CO 80922 (719) 520-7879 RFP#013.22 – Pitkin County 11 January 28, 2022 PROPOSED APPROACH TO PROJECT I NTRODUCTION I.T. Refresh is fully prepared to immediately begin servicing the County upon contract award. I.T. Refresh currently possesses the hardware, equipment, licenses and certifications to fulfill the services as required by the County. Organization and Staffing I.T. Refresh is unique in the Electronics Recycling industry in that our management team has over 20 years in the Hazardous waste industry prior to forming the Company. This gives us a more in depth understanding of the regulations and liability concerns associated with handling electronic waste. I.T. Refresh is being managed by personnel with extensive experience in electronics waste collection and recycling, hazardous waste management, large scale collection programs and working with local municipalities in the management of their hazardous waste issues. Management Team Janice Oldemeyer, President Ms. Oldemeyer will serve this contract as the Project Manager and the primary point of contact for all matters regarding the program. She has served as the President of the company since its inception in 2004. Janice Oldemeyer has over 20 years of experience working with local governments on all aspects of their municipal hazardous waste needs. This includes Household Hazardous Waste (HHW), Loadcheck, Conditionally Exempt Small Quantity Generator (CESQG), Agricultural Chemical (AgChem) and Electronics Waste Programs. Ms. Oldemeyer has a B.S. in Chemistry from the University of Puget Sound. She worked for Philip Environmental Services from 1992 through 1996 as their Northern California Operations Manager. She then worked for MSE Environmental from 1996 through 2004, working her way to Vice President of MSE within the Teris Organization, where she was responsible for the Company’s HHW, AgChem and Electronics Waste Program Nationwide, including working with Mesa County on the transportation and disposal of waste from their HHW Facility. In addition, Ms. Oldemeyer served on the Board of Directors of both the North American Hazardous Materials Management Association (NAHMMA), serving as Treasurer and President, and the National Pesticide Stewardship Alliance (NPSA). These National Organizations serve as the centralized organizations for the management of Municipal Hazardous Waste (NAHMMA) and Pesticide Stewardship and Management (NPSA). She is also involved in California’s Information Exchange, assisting in the planning of several of the Statewide Conferences. As part of her ongoing commitment to promote the proper handling of e-waste and raise awareness with the public at large, she has given numerous talks centered on responsible waste management and liability reduction at several State and National Conferences. RFP#013.22 – Pitkin County 12 January 28, 2022 Onsite builds on the experience of Ms. Oldemeyer to provide a competent staffing team, with an unparalleled level of customer service coupled with extensive compliance expertise. Ronald Kemp, Director of Operations Mr. Kemp is responsible for all operations of the contract including the collecting and transportation of e-waste from the County sites, and the recycling and refurbishment of all material collected. In addition to overseeing the operations, Mr. Kemp will be responsible for ensuring the proper disposition of all recycled commodities, tracking the downstream shipments and ensuring operations are completed in compliance with all applicable regulations. Mr. Kemp has eleven years’ experience in the electronics waste recycling field, including hands-on operation, managing collection events and overseeing end-use destinations. Mr. Kemp’s prior experience includes 20+ years in logistics and personnel management. Ben Sumanis, Warehouse & Sustainability Manager Mr. Sumanis has 5 Years with I.T. Refresh, starting as a recycling technician and moving up to our Warehouse and Sustainability Manager. As such, he is our dedicated Environmental and Safety manager and Warehouse Manager. He is versed in all aspects of the business including Refurbishment and reuse, dismantling and recycling of components. He oversees the day to day operations of I.T. Refresh’s Fort Collins warehouse and transportation fleet and will be responsible for overseeing e-waste events, dispatching drivers, ensuring supplies are delivered appropriately, weighing incoming material and ensuring its timely recycling. In addition, he oversees our Environmental Health and Safety management system. Mr. Sumanis is active in Recycle Colorado, serving as Chair of the Northern Colorado Council. This activity allows him to stay abreast of changes in the recycling industry. Maxx Vankirk – Administrative Assistant Ms. Castillo has 2 years’ experience in customer service and has been with I.T. Refresh as an Administrative Assistant for three months. She is responsible for data tracking of all material coming in and out of the facility including provision of Receiving Certificates, Certificates of Recycling and Billing. She has a proven track record for accuracy, accountability, timeliness, and excellent customer service. Her responsibilities include data entry, customer service, scheduling, weight tracker, and documentation requests. Recycling & Refurbishment Technicians I.T. Refresh employs technicians to provide the recycling and refurbishing of electronic waste. These technicians are trained in our Environmental Management System, the proper management of Universal Wastes, the hazards of electronics waste and the proper recycling of such. SUBCONTRACTORS RFP#013.22 – Pitkin County 13 January 28, 2022 Transportation I.T. Refresh will use the following subcontractors for transportation. I.T. Refresh works hard to ensure that all subcontracted services meet the same customer service and compliance levels we provide. Each subcontract transporter is audited annually to ensure conformance with our EH&S Management system. Jireh Transport, LLC 40755 East Colorado Ave Bennett, CO 80102 (303) 746-2381 Experience: Jireh Transportation has over twenty years’ experience in transportation management and is licensed in all 50 states. I.T. Refresh has used Jireh as a transporter for many clients throughout Colorado since 2013. Jireh will be the primary transporter utilized, providing 2-3 drivers responsible for the pickups. These dedicated drivers will become familiar with the County and facility operations, thus providing a high level of customer service. SDS Logistics 19 Colonial Drive, Suite 27 Youngstown, OH 44505 (330) 759-8066 Experience: SDS Logistics is a full-service logistics provider in business since 2001. SDS has specialized in working in the electronics recycling industry, providing transportation and logistics services Nationwide. Onsite has utilized SDS since 2007, and found their customer service and support to be far above other Logistics Companies. W ORK PLAN I.T. Refresh proposes to provide pick up and transportation of electronic materials from the County’s Solid Waste Center. I.T. Refresh will be responsible for providing a 53’ trailer on site, all supplies required to package the electronic materials, training of staff, and transporting the materials to our facility in Fort Collins, Colorado. Program Implementation Following contract award, Janice Oldemeyer, the Project Manager assigned to the account will meet with County staff to ensure accurate alignment of our understanding of your specific requirements. We will establish communication and operation plans and coordinate a servicing strategy for the County’s program. The County will be setup as a client in our database for tracking purposes, and initial drop off of the semi-trailer and supplies can be arranged immediately following contract signing. RFP#013.22 – Pitkin County 14 January 28, 2022 Supplies Supplies will be provided including pallets, wire cages or Gaylord boxes. Supplies will be delivered each time a trailer is swapped out. We have the ability to provides folding, stackable wire containers as pictured below for packaging of the smaller e-waste, including miscellaneous e-waste and small television sand monitors in order to conserve space and make the process as efficient and safe as possible. These containers provide the following benefits: • Fold down for easy storage and stack up to 20 high for maximum storage density when empty. • Convenient drop side gate design for ergonomic loading of e-waste. • Once loaded, they can be stacked two high, to maximize storage space. • Minimizing staff time palletizing, shrink- wrapping or putting together Gaylord boxes. • More sustainable than Gaylord boxes as they can be reused many times over. Transportation Response I.T. Refresh will perform scheduled pickups as requested within 10 days’ notification by the County. We generally will provide pickup with one week of request. If the situation arises when a pickup is needed more quickly, we will make every effort to respond within 3 business days. Due to the County’s location, the only barrier to a quick response would be road conditions. However, our experience in managing electronics from nearby jurisdictions has been we rarely have a problem providing transportation within a one-week time frame. Recycling Response Once received at our facility, all e-waste is entered into our waste tracking system, and disassembled into recyclable materials. Data containing devices and software will be either be sanitized or physically destroyed. I.T. Refresh does offer refurbishment of materials, when requested, however, will not do so without the Counties express, written consent. Materials are recycled in a timely manner, generally within 15 days upon receipt. Following this, a Certificate of Recycling/Disposal is provided once all material has been dismantled, generally within 1 month. Invoicing per shipment will be in accordance with the County requirements. MATERIALS ACCEPTED I.T. Refresh accepts most electronic devices, including the following: RFP#013.22 – Pitkin County 15 January 28, 2022 • Computer monitors • Flatscreen monitors • Laptops • Televisions • Console Televisions • Projection Televisions • DVD/VHS Players • VCRs • CPUs • Portable Electronic Devices • Modems • Test Equipment • AV Equipment • Tapes and drives • Typewriters • Calculators • Fax Machines • Test Equipment • Printers • Microwaves • Radios • Stereos • Telephones • Cell Phones • Answering Machines • Copiers • Scanners • Miscellaneous other equipment Equipment that is unacceptable would include any contaminated medical equipment, radioactive material, or items containing hazardous wastes (ammonia, radioactives, etc.). P ROCESSING M ETHODOLOGY I.T. Refresh was founded on the principle of responsible recycling and the fact that electronics are hazardous and should be treated as such. I.T. Refresh performs complete recycling of all material collected at our facility. CRT Devices – CRT devices are dismantled and sorted into their recyclable components: copper yokes, wire, degaussing wire, circuit board, CRT, wood and plastic. The CRT is sent to a secondary processing facility where the metals are removed; the glass is cleaned, and then sent to a CRT glass manufacturer. The CRT glass recycling market remains unstable. I.T. Refresh stays on top of all new CRT recycling technologies being developed and implemented. If the need for an alternative recycling method occurs, we will notify the County in advance and get approval for the new method of recycling. Flatscreen Devices – LCD, LED and Plasma TV’s and monitors are dismantled, with careful removal of the fluorescent tubes. The recyclable components including plastic, circuit boards, wires, metal and lamps are sorted for shipment to recycling facilities. Alternatively, flatscreen devices are sent to an audited downstream vendor in the United States for dismantling. Alternatively, flatscreen devices are sent to an audited downstream vendor in the United States for dismantling. Other Electronics – Non-CEW electronics are dismantled to their component level. Each type of device is unique and separated to maximize value. All batteries and ink and toner cartridges are removed and separated. The following table describes the recyclable components separated from the 5 major types of non-CEW electronics: RFP#013.22 – Pitkin County 16 January 28, 2022 Item Recyclable components Microwave • Transformer • Capacitor • Circuit Board • Fan Motor • Metal • Plastic VCR • Transformer • VCR Motor • Circuit Board • Plastic • Metal Stereos/Radios • Batteries • Circuit Board • Transformer • Wood • Metal • Plastic Printers/Copiers • Ink Cartridge • Ink Cartridge Holder • Stainless Steel Rods • Motors • Circuit Boards • Metal • Plastic CPU’s • Hard Drives • Power Source • Heat Sinks • Floppy Drives • CD ROM’s • Motherboards • Batteries • Ribbon Wire • Plastic • Metal Miscellaneous Electronic Items – I.T. Refresh can recycle any odd electronic devices including as well as any metals, cords and wires. Refurbishment – I.T. Refresh believes the best use of discarded electronics is reuse and refurbishment when possible and when explicitly allowed by the customer. I.T. Refresh does provide this service to customers, ensuring all items are fully functional per the E-Steward standard and that any data bearing devices are wiped to Department of Defense Standards. If awarded the Contract, the County may specify if reuse of electronics is allowable. Hard Drive Destruction – I.T. Refresh takes great measures to assure that all data retained in memory devices in electronic equipment and components is protected from theft or loss and shall not be released to unauthorized parties, from the moment we take control of the Electronic Equipment through final data destruction. We have implemented procedures to control facility security and access, collection procedures, and employee management. Our data security policies meet the requirements of the e-Stewards and R2 Standard. In our years of operation, we have never had a data security breach. In addition, I.T. Refresh is one of the few companies to provide indemnification for data breaches to our clients. Recycling Process I.T. Refresh manually dismantleselectronics material. We do not utilize a shredder, as precious metals are lost in this type of material handling, and it creates a higher exposure risk for employees. The manner in which materials are dismantled at our firm allows for commodities to be sorted in the highest and best use possible for recycling purposes. I.T. Refresh does not send any hazardous material to solid waste landfills or incinerators for disposal or energy recovery, either directly or through intermediaries. RFP#013.22 – Pitkin County 17 January 28, 2022 The following chart illustrates the basic Process Flow of materials handled by our firm: D OWNSTREAM V ENDORS F ACILITIES I.T. Refresh carefully chooses the recycling firms we work with to ensure that materials are appropriately managed in an environmentally sound manner. We work to develop long term relationships with our vendors, giving you the benefit of knowing in advance where your materials are being shipped. When new vendors are utilized for hazardous materials, our clients are notified of the additional facilities and recycling methods prior to shipment. Each vendor who handles hazardous materials is carefully chosen after a stringent audit process. Onsite personally visits each hazardous materials vendor, reviews their processing capabilities and methodologies, compliance history and environmental management system prior to shipping any material. Onsite’s vendors all meet the requirements of the e-Steward standard. While this does limit the selection of vendors, it ensures all hazardous materials are responsibly managed, without harming the environment or human health. Downstream Compliance and Safeguards I.T. Refresh is committed to maintaining the integrity of the entire recycling chain process. To ensure this integrity, we have constructed a process to identify and control the downstream channels. With regard to our reuse process, I.T. Refresh will be completing all refurbishment tasks in-house using trained refurbishment technicians. All refurbishment technicians have had the appropriate RFP#013.22 – Pitkin County 18 January 28, 2022 relevant EHS training and have signed confidentiality agreements to maintain data security and integrity. I.T. Refresh believes in providing full transparency of our recycling chain. As such, our customers are provided documentation showing the entire recycling chain through final disposition and e-Waste going for Reuse, including which Downstream Recyclers and End Processors are used through Final Disposition. In addition, we provide “no resale” services to clients who prefer their material be destroyed rather than resold. To complete our quality assurance on the downstream vendors that we utilize, we have put the following process in place: Downstream Vendors who are certified e-Stewards Onsite will ensure accountability for downstream recycling chain by managing the process of due diligence for Downstream Vendors who are certified e-Stewards (see below) in the following way: STEP RESPONSIBILITY RECORDS Provide Downstream Vendor Audit Questionnaire to downstream vendor Sustainability Committee  Review questionnaire and ensure conformity with the e-Stewards standard and that they have the necessary in-house technical capability and operational capacity. Management Representative EHS-F-018 Downstream Vendor Evaluation  Annually obtain a copy of their certification Sustainability Committee ISO-14001 E-Steward Certification  Obtain a minimum of 3 months random sampling of a year’s verifiable shipping and other records Sustainability Committee Shipping records on file  Verify that the Downstream Vendor is only using approved downstream recyclers Sustainability Committee EHS-F-026 Downstream Vendor Annual Downstream Verification Downstream Vendors who are NOT certified e-Stewards ONSITE will ensure accountability for downstream recycling chain by managing the process of due diligence for Downstream Vendors who are NOT certified e-Stewards (see below) in the following way: STEP RESPONSIBILITY RECORDS Provide Downstream Vendor Audit Questionnaire to downstream vendor Sustainability Committee  Review questionnaire and ensure conformity with the e-Stewards standard and that they have the necessary in-house technical capability and operational capacity. Management Representative EHS-F-018 Downstream Vendor Evaluation  RFP#013.22 – Pitkin County 19 January 28, 2022 Perform an initial onsite second or third party audit Management Representative EHS-F-018 Downstream Vendor Evaluation  Annually obtain a minimum of 3 months random sampling of a year verifiable shipping and other records Sustainability Committee Shipping records on file  Contact downstream Vendor’s downstream recyclers to verify receipt of equipment and or materials Sustainability Committee EHS-F-026 Downstream Vendor Annual Downstream Verification  Verify that the Downstream Vendor is only using approved downstream recyclers Sustainability Committee EHS-F-026 Downstream Vendor Annual Downstream Verification  Establish a contract in conformance with the e-Stewards Standard Management Representative Contracts on file  Conduct biannual audits as required Management Representative EHS-F-018 Downstream Vendor Evaluation Onsite ensures that only highly reputable companies with a commitment to regulatory compliance and environmental stewardship are utilized for recycling of commodities. Compliance histories and biannual audits for our downstream vendors can be provided upon request. RFP#013.22 – Pitkin County 20 January 28, 2022 PRICE PROPOSAL Waste Category Price Unit of Measure PC Type Devices – Desktops, Laptops, Servers, Switches, Routers, Set-Top box (Packaged separately) $ (0.10) Pound Miscellaneous Electronics – printers, copiers, radios, fax machines, DVD Players, VCR’s etc. $ 0.32 Pound CRT Televisions and Monitors $ 0.39 Pound Flatscreen Devices (less than 850 lbs/box) $0.32 Pound Flatscreen Devices (packaged separately and efficiently in Gaylord boxes (min 850 lbs/box) $0.25 Pound Transportation Trailer Rental $350 Month 53 Foot Semi-Trailer Pickup $950 Pickup RFP#013.22 – Pitkin County 21 January 28, 2022 APPENDIX A  Certifications .>>>>>>>>>>> The e-Stewards® Standard for Ethical and Responsible Reuse, Recycling, and Disposition of Electronic Equipment and Information Technology, Version 4.0© Electronics dismantling, recycling, refurbishment and data destruction. Certificate No.: CERT-0144197 Original Certification Date: August 24, 2013 File No.: 1635075 Certification Effective Date: September 13, 2021 Issue Date: August 26, 2021 Certification Expiry Date: September 12, 2024 Onsite Electronics Recycling, LLC dba I.T. Refresh 100 N. Link Lane, Unit 100, Fort Collins, Colorado 80524 USA Refer to Attachment to Certificate of Registration dated August 26, 2021 for additional certified sites This is to certify that operates an which complies with the requirements of for the following scope of certification Environmental, Health and Safety Management System ________________________________________________________________________________ Registered by: QMI-SAI Canada Limited (SAI Global), 20 Carlson Court, Suite 200, Toronto, Ontario M9W 7K6 Canada. This registration is subject to the SAI Global Terms and Conditions for Certification. While all due care and skill was exercised in carrying out this assessment, SAI Global accepts responsibility only for proven negligence. This certificate remains the property of SAI Global and must be returned to them upon request. To verify that this certificate is current, please refer to the SAI Global On-Line Certification Register: https://www.saiglobal.com/en-us/assurance/auditing_and_certification/certification_registry/ CERTIFICATE OF REGISTRATION e-Stewards® Frank Camasta Global Head of Technical Services SAI Global Assurance ATTACHMENT TO CERTIFICATE OF REGISTRATION These sites are certified under Certificate No: CERT-0144197 issued on August 26, 2021 . These certifications are dependent on Onsite Electronics Recycling, LLC dba I.T. Refresh (File No. 1635075) maintaining their scope of registration to E- STEWARDS®:2020 File No. Effective Date 1620624 Onsite Electronics Recycling, LLC 2331 Teepee Drive, Stockton, California 95205 USA Electronics dismantling, recycling, refurbishment and data destruction. September 13, 2021 1635075 Onsite Electronics Recycling, LLC dba I.T. Refresh 100 N. Link Lane, Unit 100, Fort Collins, Colorado 80524 USA Manual dismantling of electronic devices, testing and refurbishment of electronics, data destruction. September 13, 2021 .>>>>>>>>>>> ISO 14001:2015 Electronics dismantling, recycling, refurbishment and data destruction. Certificate No.: CERT-0124629 Original Certification Date: August 15, 2014 File No.: 1635075 Certification Effective Date: September 13, 2021 Issue Date: August 25, 2021 Certification Expiry Date: September 12, 2024 Onsite Electronics Recycling, LLC dba I.T. Refresh 100 N. Link Lane, Unit 100, Fort Collins, Colorado 80524 USA Refer to Attachment to Certificate of Registration dated August 25, 2021 for additional certified sites This is to certify that operates an which complies with the requirements of for the following scope of certification Environmental Management System ________________________________________________________________________________ Registered by: QMI-SAI Canada Limited (SAI Global), 20 Carlson Court, Suite 200, Toronto, Ontario M9W 7K6 Canada. This registration is subject to the SAI Global Terms and Conditions for Certification. While all due care and skill was exercised in carrying out this assessment, SAI Global accepts responsibility only for proven negligence. This certificate remains the property of SAI Global and must be returned to them upon request. To verify that this certificate is current, please refer to the SAI Global On-Line Certification Register: https://www.saiglobal.com/en-us/assurance/auditing_and_certification/certification_registry/ CERTIFICATE OF REGISTRATION ISO 14001 Frank Camasta Global Head of Technical Services SAI Global Assurance ATTACHMENT TO CERTIFICATE OF REGISTRATION These sites are registered under Certificate No: CERT-0124629 issued on August 25, 2021 . These registrations are dependent on Onsite Electronics Recycling, LLC dba I.T. Refresh (File No. 1635075) maintaining their scope of registration to ISO 14001:2015 File No. Effective Date 1620624 Onsite Electronics Recycling, LLC 2331 Teepee Drive, Stockton, California 95205 USA Electronics dismantling, recycling and data destruction. September 13, 2021 1635075 Onsite Electronics Recycling, LLC dba I.T. Refresh 100 N. Link Lane, Unit 100, Fort Collins, Colorado 80524 USA Electronics dismantling, recycling, refurbishment and data destruction. September 13, 2021 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED?(Mandatory in NH) DESCRIPTION OF OPERATIONS belowIf yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIREDAUTOS ONLY 7/8/2021 Arthur J. Gallagher & Co. Insurance Brokers of CA, Inc.2121 North California Blvd #350Walnut Creek CA 94596 Candice Britto 925-299-1112 925-281-5742 Candice_Britto@ajg.com Pinnacol Assurance Company 41190 ONSIELE-01 Admiral Insurance Company 24856Onsite Electronics RecyclingDBA: IT RefreshJanice Oldemeyer1281 E. Magnolia St.141,Unit DFort Collins CO 80524-4794 Arch Insurance Company 11150 Philadelphia Insurance Company 1533403910 B X 1,000,000 X 100,000 X 5,000 5,000 1,000,000 2,000,000 X FEIEIL2176206 7/1/2021 7/1/2022 2,000,000 C 1,000,000 X X X FBCAT0462002 7/1/2021 7/1/2022 B X 4,000,000 X FEIEXS2176306 7/1/2021 7/1/2022 A X42161094/1/2021 4/1/2022 1,000,000 1,000,000 1,000,000 BD Env Impairment/PollutionCyber Liability FEIEIL2176206PHSD1642544 7/1/20217/1/2021 7/1/20227/1/2022 $1,000,000$1,000,000 Proof of Insurance Coverage Certificate Of Completion Envelope Id: AF587E23FC4E4A9493BFF3F61629457C Status: Completed Subject: I.T. Refresh | Pitkin County Contract 013.22 for Review and Signature Source Envelope: Document Pages: 66 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 75.110.134.54 Record Tracking Status: Original 4/12/2022 10:23:12 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Cathy Hall Cathy.Hall@pitkincounty.com Solid Waste Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Signed by link sent to Cathy.Hall@pitkincounty.com Using IP Address: 65.38.144.66 Sent: 4/12/2022 10:26:17 AM Viewed: 4/12/2022 10:44:49 AM Signed: 4/13/2022 10:51:25 AM Electronic Record and Signature Disclosure: Accepted: 11/30/2020 1:11:06 PM ID: 42cb10b4-5893-4d9d-97fa-7bc7ddf6aee6 Company Name: Pitkin County, Colorado Janice Oldemeyer joldemeyer@myoer.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Signed by link sent to joldemeyer@myoer.com Using IP Address: 50.78.84.173 Sent: 4/13/2022 10:51:27 AM Viewed: 4/13/2022 11:01:36 AM Signed: 4/13/2022 11:04:14 AM Electronic Record and Signature Disclosure: Accepted: 4/13/2022 11:01:36 AM ID: 9e9c09ca-cdde-4552-98f7-b5a124b33a67 Company Name: Pitkin County, Colorado Rich Englehart rich.englehart@pitkincounty.com Deputy County Manager Pitkin County Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Signed by link sent to rich.englehart@pitkincounty.com Using IP Address: 65.38.144.66 Sent: 4/13/2022 11:04:16 AM Viewed: 4/13/2022 11:43:54 AM Signed: 4/13/2022 12:34:09 PM Electronic Record and Signature Disclosure: Accepted: 4/13/2022 11:43:54 AM ID: a93b7cb1-8b70-458e-aa6f-5f281c3e0176 Company Name: Pitkin County, Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 4/13/2022 12:34:11 PM Resent: 4/13/2022 12:34:16 PM Viewed: 4/13/2022 2:12:39 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 4/13/2022 12:34:12 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Tyler Carvell tyler.carvell@pitkincounty.com Procurement Specialist Security Level: Email, Account Authentication (None) Sent: 4/13/2022 12:34:12 PM Electronic Record and Signature Disclosure: Accepted: 4/26/2021 10:37:03 AM ID: 7b4a3c77-2bf8-4fd6-a3e1-761c6f403c73 Company Name: Pitkin County, Colorado Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/12/2022 10:26:17 AM Certified Delivered Security Checked 4/13/2022 11:43:54 AM Signing Complete Security Checked 4/13/2022 12:34:09 PM Completed Security Checked 4/13/2022 12:34:12 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. 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Signing Documents with a Pitkin County DocuSign Account: Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM Parties agreed to: Cathy Hall, Janice Oldemeyer, Rich Englehart, Tyler Carvell Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this document. Getting paper or electronic copies At any time, you may request from us a paper or electronic copy of any record provided or made available electronically to you by us. For such copies, as long as you are an authorized user of the DocuSign system you will have the ability to download and print any documents we send to you through your DocuSign user account for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper or electronic copies of any such documents from our office to you, you may be charged a per-page fee. You may request delivery of such paper or electronic copies from us by following the procedure described below. Withdrawing your consent If you are an authorized DocuSign Account holder, you can decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. Described below is the process for informing us of your decision to receive future notices and disclosure in paper format and also how to withdraw your consent to receive notices and disclosures electronically. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. To indicate to us that you are changing your mind, you must withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your DocuSign account. This will indicate to us that you have withdrawn your consent to receive required notices and disclosures electronically from us and you will no longer be able to use your DocuSign user account to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through your DocuSign user account all required notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact Pitkin County: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to Helpdesk@provelocity.com To advise Pitkin County of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at Helpdesk@provelocity.com and in the body of such request you must state: your previous e-mail address, your new e-mail address . In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper or electronic copies from Pitkin County To request delivery from us of paper or electronic copies of the notices and disclosures previously provided by us to you electronically, you should request those documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin County custodian who sent you the document for signature. To withdraw your consent with Pitkin County To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you must state your e-mail, full name, Postal Address, telephone number, and account number.