County of Kane Office of County Board

Kane County Government Center

Karen McConnaughay Chairman

630-232-5930

DOCUMENT VET SHEET .for)

Karen McConnaughay Chairman,· Kane County Board

lO)EC wr ~ I[] DEC 2 2 2011 lldJ

I<ANE COUNTY BOARD 719 Batavia Avenue

Geneva, Dlinois 60134 Fax 630-232-9188

Name of Document: 9Jntract Execution- Elec1ronic Recycling Service

Submitted by: · Tim Keovongsak I Purchasing De.pt.

Date Submitted: December 21. 2011

Examined by:

(Si

Ja- 21-QO tl . ·-·-·--··-···-~·- .. ···--·· ... .,_._.,_ .. ~ .. -(D~)7'----··----------··---·----- ·- ................ ., ... _ .... _ .. ________ . _____ ,,_ ........ , ................ __ , ____ ...... ,._._

PostonWeb: Ye4. . No Atty.Witials~. Comments:

Request approval and Chairman's signature for execution of attach Service Rider for extension of household hazardou.s ·waste collection service for Environmental De.parbnent .. Resolution 11-381. Please notify Purchasing when available for pick up. x25929.

Attaphment: 2008 WM Curbside Service Program

Chairman signed: (9 No (Date)

Document returned to: Rev.3/11

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Sealed Bid 37-011 Electronic Recycling Service Offer to Contract Form, Pages 1-3

KANE COUNTY OFFER TO CONTRACT FORM

For 37-011 Electronic Recycling Service

Bid Due Time & Date: 2:30 p.m. Thursday, September 15, 2011

To: County of Kane (Purchasing Department) Kane County Government Center, Bldg. A. 719 S. Batavia Ave. Geneva, IL 60134

The following offer is hereby made to the County of Kane, Illinois, hereafter called the Owner. Submitted By: Sims Recycling Solutions, Inc.

I. The undersigned Vendor proposes and agrees, after having examined the specifications, quantities and other contract documents, to irrevocably offer to furnish the materials, equipment and services in compliance with all terms, conditions, specifications and amendments contained in the bid solicitation documents. The items in this Invitation to Bid, including, but not limited to, all required certificates, are fully incorporated herein as a material and necessary part of the contract.

A. The Vendor shall also include with his bid any necessary literature, samples, etc., as required within the Invitation to Bid, Instruction to Bidders and specifications.

1. The Vendor has examined the Contractor Disclosure (Section 27), of the Instruction to Bidders, and has included or provided a document listing all cumulative campaign contributions made within the past twelve months, to any QYJ[~IJLQLQQL}nty-wide elected officer, and ownership interest in entity greater than five percent. ~ · ·

B. For purposes of this offer, the terms Offerer, Bidder, Contractor, and Vendor are used interchangeably.

II. In submitting this Offer, the Vendor acknowledges:

A. All bid documents have been examined: Instructions to Bidder, Statement of Work, and the following addenda: No. n/a , No. n/a , No. n/a , (Contractor to acknowledge addenda here).

B. The site(s) and locality have been examined where the Service is to be performed, the legal requirements (federal, state and local laws, ordinances, rules and regulations) and the conditions affecting cost, progress or performance of the Work and has made such independent investigations, as Vendor deems necessary.

C. To be prepared to execute a contract with the Owner within ten (10) calendar days after acceptance of the bid by the Owner.

D. Work will be accomplished in accordance with the Contract Document.

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BASE BID

Sealed Bid 37·011 Electronic Recycling Service Offer to Contract Form, Pages 2·3

Service 1: Monthly one-day public collection events

Costs (if any): $_n_la ______ per pound.

Revenue from materials received: $_o_.o_s ______ per pound.

Service 2: Ongoing service of permanent drop off site(s)

Revenue from materials received: $see Appendix K for pricing per pound.

ADDITIONAL COMMENTS AND EXPLAINATION OF CHARGES OR REVENUES:

Sims Recycling Solutions is please to accept ALL of the items listed on page 2 of the Scope of Work to

be collected and recycled. In addition, Sims Recycling Solutions will pay Kane County for residential

material collected in accordance with Illinois State Law (SB 2313). Please see Appendix K for a detailed

pricing grid.

OPTION- A: INTERGOVERNMENTAL PRICING:

This OPTIONAL PARTICIPATION PROGRAM would be for the use of ANY GOVERNMENTAL UNIT (taxing body) within Kane County who should chose to be a part of this program wherever their location.

Will-you~offer~the~same~pricing~to~othecKane~CQunty~la~ing~bJ!dl~§_? YES NO (Circle One) see Appendix K for pricing grid

PAYMENT: Will you accept payment by direct deposit through an Automated Clearing House (ACH)?

YES NO (Circle One) @ PROMT PAYMENT DISCOUNT:

Prompt payment discount term: ~%~days.

Vendor has the ability and is willing to accept a MasterCard or Visa credit card for purchases made on this contract, in lieu of a purchase order?

YES NO (Circle One) @ VENDOR APPLICATION: Vendor awarded of County's contract are required to register and submit new required vendor application. The required vendor application will be available and must be completed before contract execution.

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Sealed Bid 37 ·011 Electronic Recycling Service Offer to Contract Form, Pages 3-3

By signing this Bid, the Offeror hereby certifies that they are not barred from bidding on this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended. The awarding of any contract resulting from this Bid will be based upon the funding available to Kane County, which may award all or part of this project. The terms of the Bid and the response shall be incorporated by this reference as though fully set forth into the Contract not withstanding any language in the contract to the contrary. In the event of any conflict between the terms of the Contract and the terms of the Bid and the response, the terms of the Bid and the response shall govern. This is a one (1) year contract with mutual option to extend for additional two (2) one year renewal period if agreed upon both parties. Every element or item of the Bid and the response shall be deemed a material and severable item or element of the contract. THIS SECTION MUST BE SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE COMPANY OR ENTITY RESPONDING TO THE BID AND THE RESPONSE.

Signature ~ 0 Typed Signature _Ji_m_G_Ia_v_in ______ _

Company Sims Recycling Solutions, Inc.

Address 1600 Harvester Road, West Chicago, IL 60185

Phone# (630) 231-6060 Fax# (630) 231-6565

Federal I. D./Social security# _3_62_2_46_4_17 ___ ~~~===-D-a-te-_ -_ -_ -_c;=={=lq::t=l=\ =====

ACCEPTANCE

The Offer is hereby accepted for: Electronic Recycling Service

The Contractor is bound to provide the services and materials listed by the attached contract and based upon the Invitation to Bid, including all terms, conditions, specifications, amendments, and the Contractor's offer is accepted by the County of Kane.

This contract shall henceforth be referred to as Contract Number 37-011. The Contractor has been cautioned not to commence any billable work or to provide any supplies or services until said Contractor receives a purchase order and or notice to proceed.

1-\0·I'l.. Date

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BID #37-011

September 13, 2011

Mr. TimKeovongsak,Buyer Kane County Purchasing Department Kane County Government Center 719 South Batavia Avenue, Building A Geneva, Illinois 60134

Dear Mr. Keovongsak,

Sims Recycling Solutions, Inc. (SRS) is pleased to submit the attached response to Kane County's Invitation to Bid on Bid Number 37-011, Electronic Recycling Service.

SRS is the national leader in electronics recycling with 13 recycling facilities located across the United States, including a location in West Chicago, Illinois. We have extensive experience providing collection and recycling services to consumers, businesses, manufacturers, and governments across the country and around the world. Listed as one of the Global Top 100 Most Sustainable Corporations in the World, we are committed to ensuring all of our facilities nationwide utilize environmentally sustainable business practices and provide a safe and healthy workplace. Our West Chicago facility, where Kane County municipal electronics will be processed, is ISO 14001, ISO 9001, OS HAS 18001, and R2 certified.

SRS can manage the requested monthly collection events as well as providing and servicing containers to multiple permanent drop off sites, as stated in the Statement of Work. All containers will be 20 or 40 cubic yard closed-top roll-off containers with the capability to be locked. Service can be provided within 48 hours notice. SRS will also provide a monthly collection report and certificate of destruction within 60 days of month-end.

Please do not hesitate to contact me or Shana Martin at (630) 231-6060 x231 if you have any questions or require clarification.

Jim Glavin General Manager - North Region

cc: Shana Martin, Municipal Electronics Coordinator

SIMS RECYCLING SOLUTIONS

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BID #37-011

Acceptable and Unacceptable Items

Sims Recycling Solutions is pleased to accept ALL of the items listed on page 2 of the Scope of Work to be collected and recycled.

Acceptable Items:

• Personal and business computers, including desktop or CPUs, laptops, network servers, hubs, and mainframes, etc.

• Miscellaneous computer components and peripherals, including circuit boards, digital converter boxes, printers, scanners, monitors, CD drives, hard drives, servers, keyboards, mice, modems, tape drives, cables, switch boxes, etc.

• Televisions, including rear projection, LCD, plasma, and DLP.

• Office equipment, including printers, copy machines, fax machines, postage machines, scanners, typewriters, word processors, calculators, etc.

• Consumer electronics, including stereos, receivers, portable radios, digital music players, CD players, VCRs, DVD players and recorders, camcorders, cameras, game controllers, video game players, satellite receivers, microphones, etc.

~~ Small home appliances, including blenders, fans, toasters and toaster ovens, vacuum cleaners, microwave ovens, etc.

• Telecommunications equipment, including phones and phone systems, cell phones, PDAs, pagers,· answering~ ttra~chim~s~, intercom systems; etc~

• Toner and printer cartridges.

• Software, including floppy discs, COs, DVDs, cassette tapes, and VCR tapes.

The following items are unacceptable:

• Large home appliances, including dehumidifiers, air conditioners, stoves, refrigerators, freezers, etc.)

• Large stereo speakers • Loose batteries (not contained in equipment) • Hazardous waste • Fluorescent bulbs • Liquids and gases

SIMS RECYCLING SOLLITIONS

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BID #37-011

Operational Procedures

PROCESS FLOW RECYCLING (SHREDDING, SEPARATION & MATERIAL REUSE)

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CHECK IN MATERIAL TO BE RECYCLED

OR TRANSFER FAILED MATERIALS FROM REUSE

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0 ALL HAZARDOUS MATERIALS ARE

MANUALLY REMOVED (BATIERIES, MERCURY

BULBS, TONER, INK)

FINAL SEPARATION BY METAL FINDER,

EXTRACTING FINAL METAL REMNANTS FROM

PLASTICS STREAM

~

a DEPOLLUTED MATERIALS

ARE TIPPED FROM GAYLORD ONTO

CONVEYOR

SEPARATION OF PLASTICS FROM NON-PLASTICS

(GRANULATED MATERIAL IS TRANSPORTED TO EDDY CURRENT FOR

FURTHER SEPARATION)

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INPUT CONVEYOR TRANSPORTS TO

/

// OVERBAND MAGNET REMOVES STEEL AND

PRIMARY SHREDDER / OTHER FERROUS

,/' MATERIALS

/' //

REMAINING MATERIALS SENT TO

SECONDARY SHREDDER (GRANULATOR)

MATERIALS ARE SORTED INTO CONTENT SPECIFIC CONTAINERS

PLASTIC

COMPUTER MONITORS,

PRINTERS, KEYBOARDS

COPPER

ALLOYS ELECTRICAL WIRING,

WATER PIPING

SIMS RECYCLING SOLUTIONS

ALUMINUM GLASS

STRUCTURAL CAST 100% RECYCLABLE ENGINE PARTS,

EXHAUST MANIFOLD, BUILDING PRODUCTS,

ELECTRONICS

PRECIOUS METAL STEEL BEARING MATERIAL OTHER >50%

GOLD REFRIGERATOR SKYSCRAPERS SILVER LINERS, FOOD AUTOMOBILES

PLATINUM PACKAGING, APPLIANCES PALLADIUM VENDING CUPS, CUTLERY

v COMPACT DISCS, SURGICAL EQUIPMENT

ELECTRONICS, TRAFFIC LIGHTS,

JEWELRY, SECURITY WINDOWS,

COINS, EYEGLASSES

DENTAL PRODUCTS

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BID #37-011

Recyc~ing Process

Kane County e-waste will be completely recycled through our state-of-the-art shredding and separation systems. These unique systems completely destroy and segregate product back into raw materials (i.e. metals, plastics, glass, etc.).

Electronic equipment is loaded onto a conveyor system and control fed into a series of shear shredders, which crush the product into pieces approximately 23mm (about the size of a quarter) for a more efficient downstream separation. The material then passes over a magnetic separator, dividing them into magnetic and non-magnetic material. The non­magnetic material will be conveyed to an eddy current separator, which separates conductible metals from other material, separating aluminum, copper, mixed alloys and plastics.

CRT monitors and televisions are processed in a specialized shredder that is designed to reduce monitor material into approximately 3" pieces, separate ferrous and nonferrous material, and then pulverize the glass into an aggregate that bears the consistency of sand and fine gravel. The pulverized material is then forwarded to a rotating barrel that is designed to sift out any material that is larger than 3/8" size. The oversized, non-glass portion of shredded material is then processed through an eddy current separator, which separates aluminum, plastic, and other material. The resulting glass recovered will be processed for further downstream recycling and uses.

In order to eliminate any environmental risk, we maintain a zero-landfill philosophy. All material that is processed by our operations is sold to secondary or commodity markets. Precious metals are forwarded to a number ofprimary refiners for final consumption. Our procedures are ISO~ 9oo1· and~ Iso 14(fo1 registered, a-n<falT are perrorrriecfin-n.ou~se aria· witn a common set of quality controls.

SIMS RECYCLING SOLUTIONS

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BID #37-011

Tier 1 Item

Waste Sims Electrical

Recycling and Solutions Electronic

Equipment

SIMS RECYCLING SOLUTIONS

Primary E-waste Downstream Vendors

Tier2

Downstream Vendor

Item Contact

Hanwa Shredded Circuit Boards Mami Jones (Metal and Baghouse Dust Recovery Specialist)

mami@hanwaamerican.com 8100 Von Karman Ave Suite 320 Irvine, CA 92612 949-955-2780( 0) 949-337 -2058( c) 949-955-2785(f)

lnmetco Batteries - Lead Acid (FM) Bernie Frank (Sr. EH&S Other batteries (FM) Engineer) Batteries - Lithium(FM) bfrank@inmetco.com Batteries - Lithium-lon (FM) One INMETCO Drive Batteries - NiCd (FM) Ellwood City, PA 16117 Batteries - NiMh (FM) 724-758-2818(0)

RSR Batteries - Lead Acid (FM) Chris Russell (Buyer) crussell@rsrcorp.com 2777 Stemmons Frwy Ste 1800 Dallas, TX 75207 214-583-0278(0)

-roxco.::Qhio- Batteries:-NiCd-(FM)- Getchen Viken-(EH&S-Mgr)-Other batteries (FM) g.viken@toxco.com

265 Quarry Rd. Lancaster, OH 7 40-653-6290( 0)

Xstrata CRT Glass (FM) Michele Hebert (Sustainable Canada Glass - Broken CRT (FM) Risk Coordinator) Corp. Glass - CRT Culled Lead (FM) mherbert@xstratazinc. ca Brunswick Glass - CRT Tubes (FM) 692 Main St. Smelter Glass- Monitor (FM) Belledune, NB E8G 2M1

Glass - Shredded #1 (FM) 506-522-7577(0) Glass - Shredded #2 (FM) 506-522-7089(f) CRT Baghouse Dust (FM)

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Security Practices

Sims recognizes the importance of facility and employee security measures in protecting Kane County residents' electronic assets and the information contained on them. Access to Sims Recycling Solutions West Chicago facility is controlled by proximity readers on all internal and external doors. In addition, anyone accessing the secure areas of our facilities must pass through metal detectors. All exterior entrances and critical process areas are monitored by CCTV and recorded by digital video recorder (DVR), and three stationary guard posts receive digital feed from 59 cameras throughout the facility. Five security officers are on duty throughout our facility during working hours. All employees are identified with photo ID badges which also serve to grant access to various work areas by means of proximity readers. Secure and unsecured areas are well-defined and passage through metal detectors is required when going between secure and non-secure points of our facility. Lastly, all prospective employees have to submit to a background investigation prior to hiring.

Privacy Protection

All electronics are weighed upon receipt within the confines of our secure warehouse in West Chicago and then shredded, ensuring the utmost data security to the residents and governmental entities of Kane County and meeting the privacy protection practices required under the Fair and Accurate Transactions Act (FACTA).

SIMS RECYCLING SOLLITIONS

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Pricing Grid - Service 1

Service 1: Monthly one-day Public Collection Events

Sims Recycling Solutions is pleased to accept ALL of the items listed on page 2 of the Scope of Work to be collected and recycled. In addition, Sims Recycling Solutions will pay Kane County for the following items acceptable from residents per Illinois State Law (SB 2313).

Accepted Items

CPUs Laptops Tablet PCs Video Game Consoles Small Scale Servers Cable/Sat Receivers VCRs DVD Players Digital Recorders MP3 Players Digital Converter Boxes Printers Keyboards Mice Fax Machines Scanners Cables

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Zip Drives Cell Phones/PDAs TVs- all types Monitors - CRT /flat

Price per pound paid to Kane County*

$0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08 $0.08

*The above pricing is based on material collected and transported by SRS during monthly one-day collection events at the expense of SRS.

The following items are unacceptable:

• Large home appliances, including dehumidifiers, air conditioners, stoves, refrigerators, freezers, etc.)

• Large stereo speakers • Loose batteries (not contained in equipment) • Hazardous waste • Fluorescent bulbs • Liquids and gases

SIMS RECYCLING SOLLJfiONS

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BID #37-011

Pricing Grid - Service 2

Service 2: Ongoing service of permanent drop off site(s)

Sims Recycling Solutions is pleased to accept ALL of the items listed on page 2 of the Scope of Work to be collected and recycled. In addition, Sims Recycling Solutions will pay Kane County for the following items acceptable from residents per Illinois State Law (SB 2313).

Accepted Items

CPUs Laptops Tablet PCs Video Game Consoles Small Scale Servers Cable/Sat Receivers VCRs DVD Players Digital Recorders MP3 Players Digital Converter Boxes Printers Keyboards Mice Fax Machines Scanners Cables Zip Drives Cell Phones/PDAs TVs- all types Monitors - CRT /flat

Pricing Grid Level

1 1 1 1 1 1 2 2 2 2 2 3 3 3 3 3 3 3 3 3 3

Price per pound paid to Kane County*

$0.25 $0.25 $0.25 $0.25 $0.25 $0.25 $0.10 $0.10 $0.10 $0.10 $0.10 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06

*The above pricing is based on material that is sorted by Kane County and picked up by SRS.

The following items are unacceptable:

• Large home appliances, including dehumidifiers, air conditioners, stoves, refrigerators, freezers, etc.)

• Large stereo speakers • Loose batteries (not contained in equipment) • Hazardous waste • Fluorescent bulbs • Liquids and gases

SIMS RECYCLING SOLLITIONS

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BID #37-011

Pricing Grid - Optiona~ Service A

Optional Service A: Intergovernmental Pricing

Sims Recycling Solutions is pleased to accept ALL of the items listed on page 2 of the Scope of Work to be collected and recycled. In addition, Sims Recycling Solutions will pay Kane County for the following items collected from Intergovernmental entities.

Accepted Items

CPUs Laptops Tablet PCs Video Game Consoles Small Scale Servers Cable/Sat Receivers VCRs DVD Players Digital Recorders MP3 Players Digital Converter Boxes Printers Keyboards Mice Fax Machines Scanners Cables Zip Drives Cell Phones/PDAs

Price per pound paid to Kane County*

$0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06 $0.06

*The above pricing is based on material that is sorted by Kane County intergovernmental entities and picked up by SRS.

The following items are unacceptable:

• Large home appliances, including dehumidifiers, air conditioners, stoves, refrigerators, freezers, etc.)

• Large stereo speakers • Loose batteries (not contained in equipment) • Hazardous waste • Fluorescent bulbs • Liquids and gases

SIMS RECYCLING SOLLITIONS

Service Addendum

•Attachment 1

•Attachment 2

•Attachment 3

Attachment 1: Concerning Refurbishment and Resale of Equipment

As per following emails received 9/26/11 and 11/04/11.

1. Sent: Monday, September 26, 2011 5:30PM

From: Shana Martin [mailto:Shana.Martin@simsmm.com] To: Recycle Email Address Cc: Jim Glavin Subject: Update to Sims Recycling Bid #37-011: Electronic Recycling Service

Good Afternoon, Jennifer-

On behalf of Sims Recycling Solutions, I would like to add the following addendum to our bid for RFP#37-011: Electronic Recycling Service.

Sims Recycling Solutions will pay Kane ·county according to the pricing grid in Appendix K of Sims Recycling Solutions' response to RFP#37 -011. In addition, Sims Recycling Solutions will refurbish and remarket any material collected through the Kane County program that meets our resale standards. All hard drives and other memory storage systems are overwritten following NIST SP 800-88 Guidelines for Media Sanitation. Furthermore, we will pay Kane County 50% of the revenue earned from the remarketed equipment collected from Kane County.

2. Sent: Friday, November 04, 201112:32 PM

From: Shana Martin [mailto:Shana.Martin@simsmm.com] To: Jarland, Jennifer Cc: Jim Glavin Subject: RE: Update to Sims Recycling Bid #37-011: Electronic Recycling Service

... When a load of material from Kane County is picked up, our Resale team will choose which items are eligible for resale. Those items are given a sku sticker, audited and put on the market for sale, either through-bulk ·sales-or eBay; ···The-item will stay on-the market-for-2--3-weeks;-if-itdoes-not-sell;-it-is­removed from the market and recycled. Sims Recycling Solutions will send Kane County a detailed monthly report indicating the type and weight of material collected within that month, as well as the weight of material that was set aside for potential resale. Within 90 days of receipt of material, Sims will send Kane County an updated report including the weight of material that was successfully re-sold and the remaining weight that was recycled .

. . . The "resale standards" change with the ebbs and flows of the tech market. Currently we would attempt to resell CPUs and laptops with a Pentium 4 or higher processor, working LCD monitors, servers, gaming systems, working stereos, certain Apple products, working wireless printers and working Blu-Ray® players. This list is certainly not exhaustive; we have re-sold working 35mm cameras with a good lens, and some other items on a one-off basis. Our highly-trained resale team will even fix certain broken electronics if that will increase their value and make the item sellable. One of our event supervisors is trained to identify items with re-sale potential, and material picked up from your permanent collection locations will be evaluated for resale potential when the material arrives at our dock.

Attachment 2: Concerning Large-load Special Drop-off

Per meeting between Shana Martin and Jennifer Jarland 12/14/11

1. Commercial businesses and/or intergovernmental entities will be allowed to drop-off Electronics free of charge at: Sims Recycling Solutions, 1600 Harvester Road, West Chicago, IL 60185.

a. Commercial Businesses are defined as: for profit businesses of any kind, such as Computer repair businesses, etc., located in Kane County.

b. Intergovernmental entities are defined as: non-profit organizations, such as Libraries, Schools, Police Stations, County or municipal government buildings, etc., located in Kane County.

2. Drop-off can be scheduled on the 2nd Friday of every month, whereby the business or intergovernmental organizations may call and.make an appointment to deliver their electronic equipment free of charge on that day. Appointments may be made by calling Shana Martin (630) 231-6060 x231, or emailing shana.martin@simsmm.com; please have an approximate piece or pallet count, or approximate weight of material when making an appointment. Certificates of destruction will not be issued on an individual basis.

a. For commercial businesses

i. Weights will be added to the monthly report along with equipment collected at the "Monthly one-day public collection events", for the month in which the delivery-falls1 ~as-perAttachment 3.

ii. There will be no payment for equipment received from commercial businesses.

b. For intergovernmental entities

i. Weights will be added to the monthly report along with equipment collected at the "Monthly one-day public collection events", for the month in which the delivery falls, as per Attachment 3.

ii. Payment will be calculated as per Pricing Grid- Optional Service A (see Appendix Kin bid), and paid along with the quarterly payments for the "Monthly one-day public collection events" as per Attachment 3.

Attachment 3: Concerning Reporting and Payment

Per meeting between Shana Martin and Jennifer Jarland 12/14/11

Service 1: Monthly one-day public collection events (including large load special drop-offs by commercial businesses and/or intergovernmental entities as per Attachment 2)

1. Reports will be issued monthly via email to Jennifer Jarland, recycle@countyofkane.org

2. Payment will be calculated and issued quarterly To Attn: Jennifer Jarland Kane County Division of Environmental Resources. 719 S Batavia Ave. Geneva, IL 60174

Checks payable to: Kane County Treasurer

Service 2: Ongoing service of permanent drop off site(s)

1. Reports will be issued quarterly via email to Jennifer Jarland, recycle@countyofkane.org

2. Payment will be calculated and issued quarterly To Attn: Jennifer Jarland Kane~Gounty Division- of~Environmentai--Re-sources. 719 S Batavia Ave. Geneva, IL 60174

Checks payable to: Kane County Treasurer

Format of reports will be developed by mutual agreement by both parties.

INSTRUCTIONS TO BIDDERS COUNTY OF KANE COMPETITIVE SELECTION PROCEDURE • BID TERMS AND CONDITIONS

Sealed Bid 37-011 Electronic Recycling Service Terms & Conditions Page 1

1. AUTHORITY. This Invitation for Bid is issued pursuant to applicable provisions of the Kane County Purchasing Ordinance.

2. BID OPENING. Sealed bids will be received at the Kane County Purchasing Department until the date and time specified at which time they shall be opened in public. Late bids shall be rejected and returned unopened to the sender. Kane County does not prescribe the method by which bids are to be transmitted; therefore, it cannot be held responsible for any delay, regardless of the reason, in transmission of the bids.

3. BID PREPARATION. Bids must be submitted on this form and all information and certifications called for must be furnished. Bids submitted in any other manner, or which fail to furnish all information or certificates required, may be summarily rejected. Bids may be modified or withdrawn prior to the time specified for the opening of bids. Bids shall be filled out legibly in ink or type-written with all erasures, strike over and corrections initialed in ink by the person signing the bid. The bid shall include the legal name of the bidder, the complete mailing address, and be signed in ink by a person or persons legally authorized to bind the bidder to a contract. Name of person signing should be typed or printed below the signature.

4. BID ENVELOPES. Envelopes containing bids must be sealed and addressed to the County of Kane Purchasing Department. The name and address of the bidder and the Invitation Number must be shown in the upper left corner of the envelope.

5. ERRORS IN BIDS. Bidders are cautioned to verify their bids before submission. Negligence on the part of the bidder in preparing the bid confers no right for withdrawal or modification of the bid after it has been opened. In case or error in the extension of prices in the bid, the unit prices wnr gove-rn-.-- ------ -

6. RESERVED RIGHTS. The County of Kane reserves the right at any time and for any reason to cancel this Invitation for Bids, accept or reject any or all bids or any portion thereof, or accept an alternate bid. The County reserves the right to waive any immaterial defect in any bid. Unless otherwise specified by the bidder or the County, the County has one hundred twenty (120) days to accept. The County may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection. ·

7. INCURRED COSTS. The County will not be liable for any costs incurred by bidders in replying to this Invitation for Bids.

8. AWARD. It is the intent of the County to award a contract to the lowest responsive responsible bidder meeting specifications. The County reserves the right to determine the lowest responsive responsible bidder on the basis of an individual item, groups of items, or in any way determined to be in the best interests of the County. Award will be based on the following factors (where applicable): (a) adherence to all conditions and requirements of the bid specifications; (b) price; (c) qualifications of the bidder, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value.

Sealed Bid 37-011 Electronic Recycling Service Terms & Conditions Page 3

Seller's negligence arising from, in any manner and in any way connected with, the terms and conditions of this Agreement and arising from the Vendors's and/or Servicer's and/or Seller's performance thereunder.

18. DEFAULT. Time is of the essence of this contract and if delivery of acceptable items or rendering of services is not completed by the time promised, the County reserves the right, without liability, in .addition to its other rights and remedies, to terminate the contract by notice effective when received by Seller, as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Seller with any or all losses incurred.

19. INSPECTION. Materials or equipment purchased are subject to inspection and approval at the County's destination. The County reserves the right to reject and refuse acceptance of items which ar~ not in accordance with the instructions, specifications, drawings or data of Seller's warranty (express or implied). Rejected materials or equipment shall be removed by, or at the expense of, the Seller promptly after rejection.

20. WARRANTY. Seller warrants that all goods and services furnished hereunder will conform in all respects to the terms of the solicitation, including any drawings, specifications or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Seller warrants that said goods and services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation. The County may return any nonconforming or defective items to the Seller or require correction or replacement of the item at the time the defect is discovered, all at the Seller's risk and expense. Acceptance shall not relieve the Seller of its responsibility.

Vendors and/or Seller (as case may be) expressly warrants that all goods and services (real ·property and aii··Structures.thereon}will .. conform-toJhe drawings, materials, .. performance and any other specifications, samples or other description furnished by the County, and will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship. Vendors and/or Seller (as case may be) agrees that these warranties shall run to Kane County, its successor, assigns, customers and users of the products or services and that these warranties shall survive acceptance of the goods or performance of the services.

21. REGULATORY COMPLIANCE. Seller represents and warrants that the goods or services furnished hereunder (including all labels, packages and container for said good) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services. Seller shall furnish "Material Safety Data Sheet" in compliance with the Illinois Toxic Substances Disclosure to Employees Act.

22. EQUAL EMPLOYMENT OPPORTUNITY. (Res.No. 82-90, 6-10-80; Res. No. 81-79, 6-9-81: Res. No. 82-90, 6-8-82; 05-303, 09-23-05) State law references--Fair Employment Practices Act, Ill. Rev.Stat. Ch. 48, Sec.851 et seq.; requirements for public contracts, Ill. Rev. Stat. Ch. 48, Sec. 854.

23. PREVAILING WAGES. By submitting a bid, bidder expressly agrees to comply with all applicable State and Federal Prevailing Rate of Wage Laws, and all steps necessary to be in compliance therewith.

27. CONTRACTOR DISCLOSURE

Sealed Bid 37·011 Electronic Recycling Service Terms & Conditions Page 4

A. Prior to award, every contractor or vendor who is seeking or who has obtained contracts or change orders to contracts or two (2) or more individual contracts with Kane County resulting in an amount greater than Fifteen Thousand Dollars ($15,000) shall disclose to the Kane County Purchasing Department, in writing all cumulative campaign contributions, (which includes multiple candidates) made within the previous twelve (12) months of awarding of the contract made by that contractor, union, or vendor to any current officer or countywide elected officer whose office the contract to be awarded will benefit. Disclosure shall be updated annually during the term of a multi-year contract and prior to any change order or renewal requiring Board level approval.

For purposes of this disclosure requirement, "contractor or vendor" shall include owners, officers, managers, insurance brokers, lobbyists, agents, consultants, bond counsel and underwriters counsel, subcontractors corporations, partnerships, associations, business trusts, estates, trustees, and/or beneficiaries under the control of the contracting person, and political action committees to which the contracting person has made contributions.

B. All contractors and vendors who have obtained or are seeking contracts with Kane County must disclose the following information which shall be certified and attached to the application or document. Penalties for knowingly violating disclosure requirements will potentially result in immediate cancellation of the contract, and possible disbarment from future County contracts:

(a) Name, address and percentage of ownership interest of each individual or entity having a legal or a beneficial interest of more than five percent (5%) in the applicant. Any entity required by law to file a statement providing substantially the information required by this paragraph with any other government agency may file a duplicate of such statement;

(b) Names and contact information of their lobbyists, agents and representatives and all individuals who are or will be having contact with County employees or officials in relation to the contract or bid. This information disclosure must be updated when any changes to the information occurs.

(c) Whenever any interest required to be disclosed in paragraph (a) above is held by an agent or agents, or a nominee or nominees, the principals for whom such agents or nominees hold such interest shall also be disclosed. The application of a spouse or any other party, if constructively controlled by another person, or legal entity as set forth above, shall state the name and address and percentage of beneficial interest of such person or entity possessing such constructive control and the relationship under which such control is being or may be exercised. Whenever a stock or beneficial interest is held by a corporation or other legal entity, such shareholder or beneficiary shall also make disclosure as required by paragraph (a) above.

(d) A statement under oath that the applicant has withheld no disclosures as to economic interests in the undertaking nor reserved any information, data or plan as to the intended use or purpose for which it seeks County Board or other county agency action.

I. OVERVIEW

Sealed Bid 37-011 Electronic Recycling Service Statement of Work Page 1

STATEMENT OF WORK For

ELECTRONIC RECYCLING SERVICE

Kane County is seeking to retain the services listed below from a qualified and experienced Vendor for recycling of used electronic equipment, as part of the County's public recycling programs for the Department of Facilities, Development and Environmental Resources.

The contractor will be required to enter into a service agreement with the County. All equipment collected becomes the property of the vendor/contractor.

The contract agreement entered into between the County and the selected vendor shall be for a period of one (1) year, with a mutual option for two (2) one-year extensions.

Service 1: Monthly one-day public collection events

Electronic equipment will be delivered to the collection site by area residents, schools, and businesses. Kane County will promote the event and provide the collection site, signage, and one or more staff to assist with traffic control. The successful contractor will organize and manage the event, provide sufficient staffing and equipment (including but not limited to trailers, forklift(s), pallet jack(s), Gaylord boxes, and wood pallets) to receive and remove all materials off-site, on the same day, in a manner that reduces -public wait time, and will leave thelocation~clean. Tbe_~su~c_ce_s_siuL_g_ontn:t_cjgr ffiiJ§1J:>e able to process the collected equipment for recycling, and have viable reuse and/or recycling outlets for the material.

Service 2: Ongoing service of permanent drop off sites

Electronic equipment will be delivered to one or more permanent drop off sites by area residents, schools, and businesses. Service will include provision of pallets, Gaylord containers, and pickup of collected material on a timely basis upon request from the host community. The successful contractor must be able to process the collected equipment for recycling, and have viable reuse and/or recycling outlets for the material. The contractor will pay the County an· agreed amount per pound on all materials collected. There may be one or more new permanent drop off sites established in the contract period, which may be included by amendment.

Sealed Bid 37·011 Electronic Recycling Service Statement of Work Page 3

Service 2: Ongoing service of permanent drop off sites Participation during 2010 averaged 40 users (resident drop-offs) per month. During 2010, the monthly volumes collected ranged from 1,700 to 5,200 pounds averaging 2,800 pounds per month. Future volumes are expected to maintain or exceed historical volumes. Note that contract may be amended to include one or more additional permanent drop off sites.

D. Reporting

The contractor shall be responsible for providing the County of Kane, within 60 days of collection, a certificate or affidavit of recycling, detailing the types and volumes (by weight) of materials collected. The contractor shall also provide the County with a document releasing Kane County from any liability associated with the handling, transportation, processing, or disposal of the electronic items. This document shall also certify that the electronic items will be recycled in an environmentally responsible way. All records shall be maintained by the contractor and be available for inspection by the County for a three (3) year period.

Ill. SUBMITTAL SECTION

In addition to the bid Offer to Contract form, all bids submitted shall contain the following information, in this order and numbered as follows:

1. Contact Information: Company name, address, contact person and title, telephone, fax and e-mail addresses.

2. Background onJhe~company, including: a. Number of employees; b. Number of years your company has been in business; c. A brief history of your company and its services; d. A brief overview of your company's environmental, health, and safety

management systems and/or plans; and e. A description of your company's compliance history, including a detailed

list of any violations. If applicable, please describe how the violations were, or are being addressed.

3. Please provide your company's EPA 10#, ISO certifications, and a list of all other· certifications held, for example R2, RIOS, BAN, ore-Steward.

4. Confirm that your company is able to meet the minimum insurance requirements as listed under terms and conditions, Section 26.

5. Provide a complete and thorough list of all acceptable and non-acceptable items, including any items that may not be listed above, i.e., household batteries, battery-operated hand tools, dehumidifiers, hairdryers, etc.