ANNUAL REQUIREMENTS CONTRACT FOR

HAULING OF CONSTRUCTION DEBRIS

REQUEST FOR PROPOSALS (“RFP”) NO. 703-26

PRE-PROPOSAL CONFERENCE:

WEDNESDAY, APRIL 22, 2026 @ 10:00 A.M.

ONLINE VIA ZOOM

PROPOSALS ARE DUE PRIOR TO:

TUESDAY, MAY 12, 2026 @ 2:00 P.M. Central Time

**NO LATE PROPOSALS WILL BE ACCEPTED**

PROPOSALS MAY BE SUBMITTED ELECTRONICALLY TO:

HTTPS://COR.BONFIREHUB.COM

DOCUMENTS MAY BE DELIVERED TO:

CITY OF RICHARDSON

PURCHASING

MANAGER

2360 CAMPBELL CREEK BLVD, SUITE 525

RICHARDSON, TEXAS 75082

Proposals should be submitted in envelopes marked with the RFP number, closing date, and name and address of the proposer on the outside of the envelope

REQUEST FOR PROPOSALS CHECKLIST

RFP NO. 703-26

HAULING OF CONSTRUCTION DEBRIS

Please ensure that you complete and return the following documents and information to the City of Richardson Purchasing Division before the deadline. Late submittals will not be accepted.

1.

2.

3.

4.

5.

One (1) ORIGINAL response to the RFP packaged in a container clearly marked with the RFP number, title, due date/time, and company name and address on the outside of the container. A proposal submitted electronically through Bonfire meets this requirement.

Proposer Acknowledgement Form. This document MUST be completed in blue or black ink or electronically signed.

Signed acknowledgements of addenda, if any.

Complete responses and provide documentation as requested in the RFP.

All forms included in this RFP.

FAILURE TO PROVIDE ANY OF THE ABOVE MAY RESULT IN YOUR PROPOSAL BEING

DEEMED NON-RESPONSIVE.

PLEASE INCLUDE THIS COMPLETED PAGE AS THE SECOND PAGE OF YOUR SUBMITTAL.

CITY OF RICHARDSON TERMS AND CONDITIONS

FOR PAPER SUBMISSIONS ONLY

1. LATE PROPOSALS: Proposal packets received in the Purchasing Division after submission deadline will be returned unopened and will be considered void and unacceptable. The City is not responsible for the lateness of mail carrier, weather conditions, etc.

2. ALTERING PROPOSALS: Proposal prices cannot be altered or amended after the submission deadline. Any alternation or erasure made before opening time must be initialed by the signer of the proposal submission, guaranteeing authenticity.

3. PRESENTATION OF A SUBMISSION: Complete proposal packets must be presented to the

Purchasing Manager in a sealed envelope. The solicitation number and the name and address of the Proposer must be written on the outside of the envelope or package.

CITY OF RICHARDSON CONTRACTOR

INDEMNIFICATION AND INSURANCE REQUIREMENTS

INDEMINIFICATION

CONTRACTOR DOES HEREBY COVENANT AND CONTRACT TO WAIVE ANY AND ALL

CLAIMS, RELEASE, DEFEND, INDEMNIFY, AND HOLD HARMLESS THE CITY, ITS

OFFICERS, EMPLOYEES, AND AGENTS (COLLECTIVELY THE CITY), FROM AND AGAINST

ALL LIABILITY, CAUSES OF ACTION, CITATIONS, CLAIMS, COSTS, BODILY INJURY

INCLUDING DEATH, DISEASE, SICKNESS, PROPERTY DAMAGES OR LOSS, DEMANDS,

EXPENSES, FINES, JUDGMENTS, LOSSES, PENALTIES OR SUITS, CAUSED BY OR

RESULTING FROM THE NEGLIGENCE, INTENTIONAL TORT, INTELLECTURAL PROPERTY

INFRINGEMENT, FAILURE TO PAY A SUB-CONTRACTOR OR SUPPLIER, A VIOLATION OF

ANY ORDINANCE, REGULATION, STATUTE OR OTHER LEGAL REQUIREMENT, IN THE

PERFORMANCE OF THIS AGREEMENT BY THE CONTRACTOR, ITS AGENTS,

CONSULTANTS AND SUB-CONTRACTORS, OR ANY OTHER ENTITY OVER WHICH THE

CONTRACTOR EXERCISES CONTROL INCLUDING ANY ACTION AGAINST CITY FOR

PERSONAL INJURY OF ANY EMPLOYEE OF THE CONTRACTOR, ITS SUB-CONTRACTORS,

CONSULTANTS OR ANYONE DIRECTLY OR INDIRECTLY EMPLOYED BY THEM, BROUGHT

BY SUCH INJURED EMPLOYEE OR THE EMPLOYEE'S WORKERS COMPENSATION

INSURANCE CARRIER, EXCEPT TO THE EXTENT CAUSED BY THE NEGLIGENCE OF CITY.

INDEMNIFIED ITEMS SHALL INCLUDE REASONABLE ATTORNEYS’ FEES AND COSTS,

COURT COSTS, AND SETTLEMENT COSTS IN PROPORTION TO THE CONTRACTOR’S

LIABILITY. THE CONTRACTOR’S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE

LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO

BE MAINTAINED BY CONTRACTOR UNDER THIS AGREEMENT OR BY ANY OTHER

EMPLOYER UNDER THE WORKER’S COMPENSATION OR DISABILITY LAWS OR ACTS, OR

SIMILAR EMPLOYEE BENEFITS ACTS. THIS PROVISION SHALL SURVIVE THE

TERMINATION OR EXPIRATION OF THE AGREEMENT, COMPLETION, OR ABANDONMENT

OF THE WORK OR SERVCIES TO BE PROVIDED PURSUANT TO THIS AGREEMENT AND

THE TERMINATION OF THIS AGREEMENT. IF ANY ACTION OR PROCEEDING SHALL BE

BROUGHT BY OR AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM,

THE CONTRACTOR, ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR

PROCEEDINGS AT THE CONTRACTOR’S EXPENSE, BY OR THROUGH ATTORNEYS

REASONABLY SATISFACTORY TO CITY. IT IS AGREED WITH RESPECT TO ANY LEGAL

LIMITATIONS NOW OR HEREAFTER IN EFFECT AND AFFECTING THE VALIDITY OR

ENFORCEABILITY OF THE INDEMNIFICATION BY CONTRACTOR, SUCH LEGAL

LIMITATIONS ARE MADE A PART OF THE CONTRACTUAL OBLIGATIONS AND SHALL

OPERATE TO AMEND THE OBLIGATIONS TO THE MINIMUM EXTENT NECESSARY TO

BRING THE PROVISION INTO CONFORMITY WITH THE REQUIREMENTS OF SUCH

LIMITATIONS, AND AS SO MODIFIED, THE OBLIGATIONS SHALL CONTINUE IN FULL

FORCE AND EFFECT.

INSURANCE REQUIREMENTS

Commercial General Liability covering bodily injury and property damage (including the property of the City, its officers, agents and employee (collectively the City)) with minimum limits on a per project basis of One Million Dollars ($1,000,000) combined single limit and Two Million Dollars ($2,000,000) aggregate. This policy shall be primary to any policy or policies carried by or available to the City and shall include products/completed operations coverage with a minimum aggregate limit of Two Million Dollars ($2,000,000) and Personal & Advertising Injury coverage with a minimum occurrence limit of One Million Dollars ($1,000,000).

Workers’ Compensation/Employer's Liability Insurance in full accordance with the statutory requirements of the state or states where the Work is to be performed and shall include bodily injury, occupational illness or disease coverage with minimum Employer’s Liability limits of $1,000,000/$1,000,000/$1,000,000. Worker’s comp coverage policy shall contain an Alternate Employer Endorsement and such endorsement shall be provided to the City.

Automobile Liability Insurance covering all operations of Contractor pursuant to this Agreement involving the use of motor vehicles, including all owned, non-owned and hired vehicles with minimum limits of not less than One Million Dollars ($1,000,000) combined single limit for bodily injury, death and property damage liability.

Excess Liability Insurance. Contractor shall maintain excess liability insurance with a limit of not less than $2,000,000. Such insurance shall be excess of the commercial general liability insurance, business auto liability insurance and employers liability insurance. This insurance will apply as primary insurance with respect to any other insurance or self-insurance programs maintained by City and shall be provided on a “following form basis.” Contractor waives all rights against City, and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the umbrella liability insurance obtained by City pursuant to this Paragraph. Continuing commercial umbrella coverage, if any, shall include liability coverage for damage to the insured’s completed work equivalent to that provided under ISO form CG 00 01.

Waiver of Subrogation Rights. The Commercial General Liability, Worker’s Compensation, Business Auto and Excess Liability insurance required pursuant to this Agreement shall provide for waivers of all rights of subrogation against the City and/or City Indemnitees.

Additional Insured Status. All insurance shall be endorsed to name the City, its officers, and employees as additional insureds as to all applicable coverage except for the Workers Compensation Insurance and Professional Liability Insurance. A specific endorsement needs to be added to all policies, with a copy of the endorsement provided to the City that indicates the insurance company will provide to the City at least a thirty (30) day prior written notice for cancellation, non-renewal of the policy. In the event the companies providing the required insurance are prohibited by law to provide any such specific endorsements, the Contractor shall provide at least thirty (30) days prior written notice to the City of any cancellation, non-renewal and/or material changes to any of the policies of insurance. The Additional Insured status for the City must remain in force and effect for 24 months following completion of the project.

Carriers; Certificates. All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. All policies, except the Workers Compensation policies, must be written on a primary basis, non-contributory with any other insurance coverage and/or self-insurance maintained by the City. A certificate of insurance and copies of policy endorsements evidencing the required insurance shall be submitted to the City prior to commencement of the work or services. On every date of renewal of the required insurance policies, the Contractor shall cause a certificate of insurance and policy endorsements to be issued evidencing the required insurance herein and delivered to the City. In addition, the Contractor shall within ten (10) business days after written request provide the City with certificates of insurance and policy endorsements for the insurance required herein.

CONFLICT OF INTEREST QUESTIONNAIRE

Chapter 176 Texas Local Government Code requires the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Richardson, including family, business, and financial relationships such persons may have with City of Richardson officers or employees involved in the planning, recommending, selecting, and contracting of a vendor for this procurement.

For a copy of Form CIQ and CIS:

https://www.ethics.state.tx.us/forms/conflict/

The Proposer acknowledges by doing business or seeking to do business with the City of Richardson that he/she has been notified of the requirements under Chapter 176 of the Texas Local Government Code and that he/she is solely responsible for complying with the terms and conditions therein.

Furthermore, any individual or business entity seeking to do business with the City of Richardson who does not comply with this practice may risk award consideration of any City contract.

For a listing of current City of Richardson Officers:

https://www.cor.net/modules/showdocument.aspx?documentid=9001

CERTIFICATE OF INTERESTED PARTIES

Texas Government Code section 2252.908 provides that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties form to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The form discloses any interested parties who have a controlling interest (10% or more ownership) in the business entity and those who actively participate in facilitating the contract or negotiate the terms of the contract (broker, intermediary, advisor, and/or attorney), if any.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website.

The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015 and new rules (Chapter 46) on November 30, 2015.

The successful proposer will be required to submit a signed 1295 form to the City prior to signing a contract with the City. The successful proposer will be required to download the form via the Texas Ethics Commission’s website at:

https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on the 1295 form for this procurement is:

RFP No. 703-26

All prospective proposers shall familiarize themselves with this requirement and agree to provide the

A. INTENT

The City of Richardson, hereinafter referred to as “the City,” is soliciting proposals for Hauling Of Construction Debris.

Various minimum requirements are outlined in this document. The intent of this RFP is to allow Proposers to provide the City with the best solution given the requirements set forth by the City. This approach enables the City to take advantage of the most advanced program available while allowing fair evaluation of all responses and remain within standard purchasing procedures established by the City.

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be conducted on Wednesday, April 22, 2026 @ 10:00 A.M.

Central Time VIA ZOOM. IT IS HIGHLY RECOMMENDED THAT ALL PROPOSERS ATTEND THE PRE-PROPOSAL CONFERENCE. Firms may ask questions about the Request for Proposal during this conference. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the conference, answers will be provided via written addendum distributed through https://cor.bonfirehub.com.

Prospective Proposers should download the proposal and have a copy to the pre-proposal conference.

C. PROPOSAL SUBMISSION PROCESS, DUE DATE, AND REQUIRED DOCUMENTS

If a paper proposal is submitted, proposer shall submit one (1) ORIGINAL response to the RFP, including all supporting documentation. A proposal submitted electronically through Bonfire meets this requirement.

Proposals shall be accepted until Tuesday, May 12, 2026, prior to 2:00 P.M. Central Time.

The responses must be bound and sealed when submitted. The response material must be addressed and delivered to:

City of Richardson Purchasing Manager 2360 Campbell Creek Blvd Suite 525 Richardson, TX 75082

The outside of the envelope or container must state:

RFP NO. 703-26 – Hauling of Construction Debris

Responses received later than the above date and time will be rejected and returned unopened. Timely proposals will be opened and kept secret during the process of negotiations.

All proposals that have been submitted shall be open to public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposals to

PART 1 - INSTRUCTIONS TO PROPOSERS

the extent marked “confidential” by the proper responding party.

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by Proposer shall become the property of the City of Richardson when received.

D. CLARIFICATION OF REQUIREMENTS

All requests for additional information or clarification concerning this RFP must be submitted via https://cor.bonfirehub.com no later than April 24, 2026 @ 5:00 P.M. Central Time.

Responses to all questions submitted will be posted on https://cor.bonfirehub.com for all prospective Proposers to review.

E. CONTRACT PERIOD

The initial contract shall be for a one (1) year period from the date of award. The City shall have the option to extend the contract for four (4) additional one-year periods upon the same terms and conditions of the original invitation to bid. Each renewal period, if exercised and mutually agreed upon by both parties, will be for one (1) additional year. Prices shall remain firm for the duration of the initial contract period. The City shall also have the right and option to terminate the agreement upon sixty (60) days written notice.

The City is a home-rule municipal corporation operated and funded on an October 1 to September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract (or renewal option) for which funding is not available with the exception of any mutually agreed upon fees for cancellation.

The provisions of the proposal responses shall be considered part of any contract and shall control in the event of any conflict with any other provision(s) of the contract, notwithstanding any provisions in the contract to the contrary. Proposals should be signed by a duly authorized officer or employee of the firm.

F. CANCELLATION

The successful agency will be awarded a contract on an exclusive basis. The City has the option to terminate the contract during the first six (6) months of the contract if the successful proposer does not perform the contract to the City’s satisfaction. Either party may terminate the contract by giving the other party sixty (60) days prior written notice. The successful proposer may not assign the contract to any other party without the prior written consent of the City.

G. QUALIFICATIONS OF PROPOSER

By submitting a proposal, the Proposer certifies that they are duly qualified, capable, and otherwise bondable business entity that is not in receivership or contemplates same, nor has filed for bankruptcy. The Proposer must not be indebted to the City and shall not owe any back taxes to the City. The Proposer warrants that they are familiar with all laws, regulations, and customs applicable to the type of business required herein.

The contract will be awarded by the City to a responsible Proposer only. To qualify as responsible, a Proposer must meet the following qualifications as they relate to this RFP.

Have adequate insurance, technical, and financial resources for performance.

Have the necessary experience, organization, and technical skill in the field of Hauling of construction debris.

Have a satisfactory record of performing the services requested in this RFP.

Have a minimum of five (5) years of experience in hauling construction debris for similar or larger size municipalities such as the City.

Able to provide financial reports on an annual basis, if requested.

H. EXCEPTIONS

Any exceptions to the requirements stated herein must be stated in the formal proposal.

Explanation must be made for each item for which exception is taken, giving in detail the extent of the exception, and the reason for which it is taken, for consideration to be given to the proposal.

I. RIGHT OF THE CITY TO REQUEST FURTHER DOCUMENTATION

The City reserves the right to request additional documentation that it deems appropriate and necessary for the review and award process during both the initial proposal review process and the negotiation/award/appointment phase.

Financial statements may be requested to determine the eligibility of a proposer to receive a contract. Financial statements shall be composed of a balance sheet, income statement, and appropriate supporting schedules, such as note disclosures or cash flows, as of the end of the company’s most recent fiscal year. Financial statements are to be audited, reviewed, or compiled by an independent Certified Public Accountant. Pro-forma financial statements will not be accepted by the City.

All financial statements are reviewed by a member of the City of Richardson Finance Department and will be returned to the proposer upon request.

J. RIGHT OF THE CITY TO CANCEL REQUEST FOR PROPOSALS, ELECT NOT TO

AWARD, REJECT PROPOSALS, AND WAIVE INFORMALITITES OR IRREGULARITIES

The City expressly reserves the right to cancel this RFP at any time, to elect not to award any or all of the contracts cited in this RFP, to reject any or all proposals, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received. The City may also accept or reject any alternates that may be set forth in a proposal. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such Proposer fails to satisfy that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

A. ADDENDA & MODIFICATIONS

Any Proposer in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Manager. At the request of the Proposer, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Division. Any changes, additions, or clarifications to the RFP are made by addenda available at https://cor.bonfirehub.com at least three (3) business days prior to the response deadline and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. To have a request for interpretation considered, the request must be submitted in accordance with Part 1.D. above.

The City does not assume responsibility for the receipt of any addenda sent to Proposer.

B. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

Each Proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to attendance of the pre-proposal conference and/or prior to submitting a proposal to ensure that the proposal meets the intent of this RFP.

Before submitting a proposal, each Proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP.

C. PROPOSAL PREPARATION COSTS

Issuance of this RFP does not commit the City, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the City to enter into a contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the Proposer.

D. TRADE SECRETS, CONFIDENTIAL INFORMATION, AND THE TEXAS PUBLIC

INFORMATION ACT.

If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

Proposals will be opened in a manner that avoids disclosure of the contents to competing Proposers and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection.

The City will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section

552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

E. CONFLICT OF INTEREST

The Proposer shall not offer or accept gifts or anything of value nor enter any business arrangement with any employee, official or agent of the City.

By signing the response to this RFP, the Proposer certifies and represents to the City the Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP.

F. ANTI-LOBBYING PROVISION

During the period between proposal submission date and the contract award, Proposer, including their agents and representatives, shall not directly discuss or promote their proposal with any member of the Richardson City Council or City Staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations, unless requested by the City.

This provision is not meant to preclude Proposer from discussing other matters with City Council members or City Staff. This policy is intended to create a level playing field for all potential Proposer, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the Proposer's

G. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

Proposals must show the name and address of Proposer. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or authority to bind their firm in a contract.

Failure to manually sign proposal will disqualify it.

H. ABOUT THIS DOCUMENT

This document is a Request for Proposals. It differs from an Invitation to Bid in that the City is seeking a solution, as described in the Intent, as outlined in Part 1 – A, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a Proposer's approach meets the desired requirements and needs of the City. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule a meeting with Proposer(s) after the receipt of proposals. A Purchase Order/Contract will be awarded to a qualified Proposer submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

The City is aware of the time and effort you expend in preparing and submitting your response.

Please let us know of any requirement causing you difficulty in responding to this RFP. We want to facilitate your participation so that all responsible firms can compete for the City’s business. Awards are made approximately four to six weeks after the opening date. If you have any questions, please contact the City of Richardson Purchasing Manager at (972) 744- 4130.

I. ADDENDA & MODIFICATIONS

Any Proposer in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Manager. At the request of the Proposer, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Division. Any changes, additions, or clarifications to the RFP are made by addenda available at https://cor.bonfirehub.com at least three (3) business days prior to the response deadline and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. To have a request for interpretation considered, the request must be submitted in accordance with Part 1.D. above.

The City does not assume responsibility for the receipt of any addenda sent to Proposer.

J. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

Each Proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to attendance of the pre-proposal conference and/or prior to submitting a proposal to ensure that the proposal meets the intent of this RFP.

Before submitting a proposal, each Proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP.

K. PROPOSAL PREPARATION COSTS

Issuance of this RFP does not commit the City, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the City to enter into a contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the Proposer.

L. TRADE SECRETS, CONFIDENTIAL INFORMATION, AND THE TEXAS PUBLIC

INFORMATION ACT.

If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

Proposals will be opened in a manner that avoids disclosure of the contents to competing Proposers and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection.

The City will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the

Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section

552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

M. CONFLICT OF INTEREST

The Proposer shall not offer or accept gifts or anything of value nor enter any business arrangement with any employee, official or agent of the City.

By signing the response to this RFP, the Proposer certifies and represents to the City the Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP.

N. ANTI-LOBBYING PROVISION

During the period between proposal submission date and the contract award, Proposer, including their agents and representatives, shall not directly discuss or promote their proposal with any member of the Richardson City Council or City Staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations, unless requested by the City.

This provision is not meant to preclude Proposer from discussing other matters with City Council members or City Staff. This policy is intended to create a level playing field for all potential Proposer, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the Proposer's

O. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

Proposals must show the name and address of Proposer. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or authority to bind their firm in a contract.

Failure to manually sign proposal will disqualify it.

P. ABOUT THIS DOCUMENT

This document is a Request for Proposals. It differs from an Invitation to Bid in that the City is seeking a solution, as described in the Intent, as outlined in Part 1 – A, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a Proposer's approach meets the desired requirements and needs of the City. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received.

The City will also utilize its best judgment when determining whether to schedule a meeting with Proposer(s) after the receipt of proposals. A Purchase Order/Contract will be awarded to a qualified Proposer submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

The City is aware of the time and effort you expend in preparing and submitting your response.

Please let us know of any requirement causing you difficulty in responding to this RFP. We want to facilitate your participation so that all responsible firms can compete for the City’s business. Awards are made approximately four to six weeks after the opening date. If you have any questions, please contact the City of Richardson Purchasing Manager at (972) 744- 4130.

A. Responses to this RFP will be reviewed by an Evaluation Committee. A short list of firms may be identified and may be interviewed by the Evaluation Committee.

B. All Proposers will be given fair and equal consideration and discussions may be conducted with the Proposers. For the purposes of obtaining the best and final offers, the proposals may be revised before awarding a contract. The City, when in the best interest of the City, reserves the right to request additional information or clarification from Proposers, or allow corrections of errors or omissions. After the Evaluation Committee makes its initial selection, it shall proceed to negotiate a contract at a fair and reasonable price with the highest-ranking firm.

C. If the City is unable to negotiate a satisfactory contract with the most highly qualified firm, the City shall formally end negotiations with that person or firm, in writing, and begin negotiations with the second most highly qualified person or firm.

D. Negotiations shall be undertaken in this sequence until a contract is made. Following any interviews and/or negotiations, the Evaluation Committee will recommend a contractor to Richardson City Council. The City Council will make the final selection of the Contractor based on the Evaluation Committee’s recommendation and whether the qualified Proposer’s proposal is determined to be the most advantageous to the City, considering the evaluation factors set forth in this RFP.

E. No individual or any City department has the authority to legally and/or financially commit the City to any contract, agreement, or purchase order for goods or services unless specifically sanctioned by the requirements of this RFP.

F. The selection shall be based on the following evaluation factors:

1. Completeness – Each response will be reviewed before the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order.

2. Formal Evaluation

a. Evaluation Process

The Evaluation Committee will formally evaluate each response. The evaluation process will objectively grade the responses on their merit and responsiveness.

Responses will be evaluated based on the material and substantiating evidence presented in the response and not on the basis of what could be inferred. The evaluation process will include verification of references, verification of project team resumes, confirmation of financial stability, Proposer questionnaire responses, technical information responses and any other added value incentive(s) offered by the proposer.

b. Grading Format

Each award criterion will be graded individually. All scores will be summed to give the grand total score. The maximum possible total score for the RFP response is 100 points.

PART 2 – PROPOSAL EVALUATION, SELECTION & AWARD PROCESS

c. Award Criteria and Point Values

A. Cost of Service 40 Total Points

B. Resource Availability and Efficiency 25 Total Points

C. References 35 Total Points

Grand Total 100 Points

3. Oral Interview

The Evaluation Committee may request oral interview(s) with the top-ranking Proposer(s).

4. Final Selection/Notification

The Proposer with the highest overall evaluation shall be selected. The City will notify the selected firm.

Proposer shall use the prescribed format outlined in this RFP to clearly describe their proposal. The City reserves the right to eliminate from further consideration any response that is deemed to be unresponsive to this RFP. The intent of the City is that all responses follow the same format in order to fairly evaluate each response. Proposals will be evaluated based on the material and substantiating evidence presented in the proposal and not on the basis of what could be inferred.

Begin each section and subsection described herein on a separate page. Number the pages in each section consecutively. Each page shall have the name of the Proposer indicated clearly at the upper right corner. To assure consistency, proposals must conform to the following format:

A. Table of Contents

Responses shall include a table of contents properly indicating the section and page numbers of the information included.

B. Introduction

Responses shall include a summary of the Proposer’s understanding of the City’s needs and objectives and the Proposer’s unique qualifications and services.

C. Technical Requirements

Information requested in Part 4 must be completed and included in your RFP.

D. Proposer Questionnaire

Information requested in Part 5 must be completed and included in your RFP.

E. References

The Proposer shall include five (5) references, preferably municipal/governmental references, for which the Proposer has provided recycled materials processing services. References shall include the agency’s name, address, telephone number, and current contact person for each reference. References must be documented on the attached forms. References for projects where the responding firm was the prime contractor are preferred.

F. Fee Structure

The Proposer shall itemize all costs associated with a turnkey project to determine the lowest overall cost, which should include rebates and/or fees, proposed to the City.

Proposers are encouraged to outline any additional incentives, not included in this proposal that would add value to their proposal for the City’s consideration.

PART 3 – PROPOSAL FORMAT REQUIREMENTS

1. Material to be hauled consists primarily of spoils generated from street and utility line repairs.

Material may include, but is not limited to, concrete, reinforcing steel, asphalt, backfill material, and lumber. The City may test random material samples to ensure no hazardous or regulated materials exist. If the Contractor suspects any material may be contaminated with hazardous and/or regulated material, it shall be the Contractor’s responsibility to notify the City prior to the material leaving the site. No hazardous materials shall be hauled under this contract and under no circumstances will the City be responsible for material quality after it has left the site.

2. Contractor shall provide all equipment, material and personnel required to load, transport and dispose of material removed from the site. The cost per load shown on the bid form shall be inclusive of all costs associated with hauling material to its final destination, including but not limited to, labor costs, material costs, equipment costs, fuel costs, surcharges, toll fees, and any other cost that may be required to haul the material. The Contractor shall not be responsible for tipping fees at the North Texas Municipal Water District (NTMWD) Landfill site. Contractor may store equipment at the City’s construction debris storage site overnight during periods of active hauling; however, City assumes no responsibility for stored equipment. If the Contractor’s equipment is left on-site, the Contractor must leave the equipment in the area designated by the City. Equipment may be stored a maximum of three (3) days following each hauling event.

3. In certain instances, the City will be willing to provide the equipment and operator to load the successful Contractor’s trucks in order to expedite the removal of the materials. The successful Contractor shall remain responsible for all other requirements relative to providing the hauling services specified in this bid with the exception the City will load the Contractor’s trucks. Contractor will be advised at the time of order if the City chooses to load the debris on the Contractor’s trucks.

4. Contractor shall supply haul trucks and/or trailers with operators that are registered with the State of Texas and are currently licensed for hauling of debris in the State of Texas.

5. Contractor shall supply copies of the Commercial Driver’s License (CDL) of all drivers intended for use on the contract along with insurance information for each vehicle or fleet.

This information shall be included with the Contractor’s bid and failure to supply this information shall deem the Contractor’s bid as being non-responsive.

6. If trucks not owned by the Contractor are used on the contract, the Contractor shall obtain and deliver to the City of Richardson copies of the trucker’s motor carriers insurance for those vehicles proposed and the CDL licenses for operators to be used on the contract before these vehicles can be used to haul debris.

7. Contractor shall be responsible for ensuring loads meet all requirements for transport on public roadways. City shall assume no responsibility for violations associated with hauling of material from any City-owned location.

8. Contractor shall be responsible for loading all trailers to the maximum safety and legal capacity. All loads leaving the City Service Center, located at 1260 Columbia Drive, Richardson, TX 75081, are subject to verification of reasonable capacity by City staff. The nature of the material is such that most material will be subject to weight limitations as opposed to volume limitations. All loads arriving at the NTMWD site shall be subject to weight verification. Loads arriving at 85% or more of

PART 4 – TECHNICAL REQUIREMENTS

Contractor’s stated capacity shall be paid at 100%. Loads under 85% of Contractor’s stated capacity shall, at the City’s option, be subject to a per-ton deduction based on the shortage determined.

9. All debris shall be hauled by the Contractor to the NTMWD landfill in Melissa, Texas; travel distance is estimated at twenty-eight (28) miles. Tipping fees shall be excluded from the bid and will be billed by the NTMWD directly to the City of Richardson. The Contractor may dispose of verified clean soil at the NTMWD landfill site in Melissa, Texas for free. Clean soil/free disposal must be approved by an authorized district representative. Exceptions to disposal at the NTMWD landfill are per City approval and as follows:

Material to be stored for re-use, such as fill material.

Material to be recycled, subject to verification of delivery to a recognized recycle facility.

All concrete shall be disposed of at a concrete recycling facility.

10. Depending on the quantities to be removed from the site, hauling may be required multiple times during the annual contract period. While the City does not guarantee a minimum quantity of hauling events, it is anticipated there will be between 30-70 loads required during each hauling event and twelve (12) events per contract year.

11. The City is not obligated to request hauling of a minimum or maximum amount of debris during the contract period. Such requirements shall be based upon actual needs as determined by the City and upon availability of funds.

12. When hauling is required, Contractors shall be called with three (3) business days’ notice to begin the hauling event. The event will be awarded to the first contractor who is available to respond to the event with material, equipment, and staff to haul an estimated 30/50 loads per hauling event.

13. All hauling shall occur on weekdays (Monday-Friday) between the hours of 7:00 AM and 3:00 PM.

14. The City reserves the right to cancel any haul date without compensation to the Contractor by providing at least twenty-four (24) hours prior notice.

15. It is anticipated that this contract will be made available for use by other political subdivisions in the

North Texas area. Travel distances and disposal site restrictions may differ for each subdivision;

however, the base cost per load will remain as proposed in this contract and shall be based on a 28-mile travel distance with no known toll fees. Actual cost per load will be determined by applying the cost per mile adjustment to the base cost based on actual travel distances involved with each participating subdivision.

16. A bidder with a poor safety record as determined by the City may be disqualified from receiving a contract.

The following questions must be answered and returned as part of your response to this RFP.

Failure to do so will result in disqualification. Evaluation of this questionnaire will be a major factor in the award of this contract. Please be thorough.

I. QUESTIONNAIRE

A. Name of a person who is authorized to answer questions regarding the firm’s proposal.

B. Year the firm was established and former names of the firm, if applicable.

C. Name of principals and key personnel in the firm along with a brief biography of each highlighting their experience in providing systems similar in scope to this project.

D. Supply the name, email address, and phone numbers of the person who will serve as the primary contact and/or supervisor of this contract along with a brief biography of his/her experience in providing systems similar in scope to this project.

E. List all certifications or licenses held by the firm’s principals or employees related to construction debris hauling services.

F. Provide a summary of the firm’s capabilities to provide all services requested in this solicitation.

G. Provide a summary describing the firm’s safety program and a list with a description of all safety violations received in the past three (3) years. Failure to provide complete information may disqualify the firm from consideration of a contract.

H. List a minimum of three (3) references of construction debris hauling services comparable in size and scope of this request your firm has completed within the past twenty-four (24) months. State the company name/venue, date, contact person, and phone number and/or email address of the primary contact. The “TEMPLATE FOR REFERENCES” form provided in this solicitation may be used for this purpose. The references will be checked by City staff.

PART 5 – PROPOSER QUESTIONNAIRE

I. List all additional experience or specialized equipment that would make the firm uniquely qualified for this project.

J. Provide a listing of all personnel who will be assigned to this account and an overview of their qualifications and professional training, including but not limited to, their years of business with your company, their years of business in the industry, and any special certifications or recognitions.

K. The successful bidder will be required to execute a written contract prepared and approved by the

City Attorney. Any sample vendor contracts may be included with the bid for review by our City Attorney prior to award of the bid.

L. All bidders shall be able to provide a certificate of insurance, upon award of a contract, in the coverages and limits outlined elsewhere in these specifications. All vehicles used during the term of this contract must carry the automobile liability coverage stated in these specifications. If a bidder cannot provide the insurance as requested in this bid they should not submit a response as this is a major requirement for the award of a contract.

Can you provide insurance as required in these specifications?

II. EQUIPMENT & PRICING INFORMATION

List at least three (3) pieces of equipment which will be used during the term of this construction debris hauling contract. Contractors should have the appropriate size of equipment for the specified jobs. For the purpose of the award of this contract, the equipment will be evaluated based on the ability to provide larger equipment in an effort to haul more materials in less time with increased fuel economy.

A. Equipment Description: _________________________________________________

a. Rated Capacity (In Lbs.): ___________________________________________

b. Base Cost Per Load (Based on 28 Miles/Load): $___________________

c. Cost Adjustment for Higher/Lower Travel Distances: $___________________

d. Under Weight Adjustment

(Applied to Base Cost if Under 85% of Rated Capacity): $___________________

e. Discount Per Load if City Loads on Contractor Truck…