15-ITB No. 2026-021 - Scope of Services.pdf

ITB No. No. 2026-021 – Compacted Garbage Collection and Disposal

TOWN OF PALM BEACH

ITB No. 2026-021

COMPACTED GARBAGE COLLECTION AND DISPOSAL

SCOPE OF SERVICES

Part 1: Scope of Work

The Contractor shall provide all labor, equipment, and materials required to provide compacted garbage collection service to the Town of Palm Beach.

1. REQUIREMENTS

1.1. The Contractor shall notify the Contract Administrator in the event of scheduling delays, changes or comments/complaints received from the general public.

1.2. Contractor’s employees shall present a neat, clean, well-groomed appearance and shall conduct themselves in a respectable manner while performing the duties of this bid and while within Town limits.

1.3. Contractor’s employees shall obtain a photo ID from the Town of Palm Beach Police Department before beginning any work for the Town.

1.4. Contractor’s employees shall wear uniforms at all times while on the job. Name of contractor shall be on shirts. Uniforms are to be free of holes, paint and oily stains. Shirts are to be worn at all times while working in the Town of Palm Beach.

1.5. Any questions regarding this operation (Annual Contract for Compacted Garbage Collection) shall be directed to the Contract Administrator.

1.6. A safety vest, meeting FDOT standards, shall be worn at all times when employee is working in roadways or right-of-ways.

1.7. The Contract Administrator shall meet with contractor weekly or as mutually agreed to review areas serviced by contractor’s employees.

1.8. All vehicles shall be plainly marked with the company name and telephone number.

1.9. The Contractor shall have their crew supervised by a qualified foreman or field supervisor. As a fully authorized agent of the Contractor, this person must be capable of making on-site decisions to perform the work in accordance with the specifications contained in this Bid. The Contractor shall provide their contact name and cell number.

1.10. If any area that the contractor services does not meet Town specifications, contractor will be required to perform the work until specifications are met at no additional cost to the Town of Palm Beach. Failure to comply with this requirement will result in contract termination.

1.11. Garbage may be collected between the hours of 8:00 a.m. and 5:00 p.m., seven days a week.

1.12. The Contractor is required to provide collection services on all holidays which fall on a regular collection day.

1.13. Contractor shall provide a daily log of activities for each respective area after completion of a cycle of work.

2. COMPACTORS

Compactors may be obtained by customers from any source provided such compactor must be of a type that can be serviced by the Contractor’s equipment. The customer may rent, lease or own the compactor. Compactors shall be maintained by the owner of the compactor in a serviceable, safe and sanitary condition. However, damage caused by the Contractor to a customer-owned compactor shall be repaired at the Contractor’s expense. The provision of compactors is not a part of this contract.

The Contractor awarded this contract shall be the exclusive servicer of the facilities listed except such facilities may, at their sole discretion, and with proper notice, choose to stop compacting their garbage and be serviced by the Town.

3. ROUTES AND SCHEDULES

The Contractor shall provide to the Town’s Contract Coordinator, for approval, the route and schedule that will be used to service these facilities. If any change in route or schedule becomes necessary, the Town shall be notified not less than two (2) weeks prior to such change by the Contractor.

Notification from the Route Manager to the Contract Coordinator regarding route delays shall be made within two hours of known delay.

Extra pick-ups shall be previously authorized by the Contract Coordinator.

4. SOLID WASTE DISPOSAL COSTS

The Contractor shall be responsible for the cost of disposal for all garbage collected.

5. SAFETY TRAINING

The Contractor shall provide operating and safety training for all their employees.

6. SPILLAGE

The Contractor shall not litter or cause any spillage, including leaks or spills of equipment fluids, to occur upon the premises or the right-of-way wherein the collection shall occur. During hauling, all material shall be contained, or enclosed so that leaking, spilling and blowing is prevented. In the event of any spillage or leakage caused by the Contractor, the Contractor shall promptly clean up all spillage and leakage at no expense to the Town.

7. COLLECTION EQUIPMENT

All equipment shall be maintained in good, safe operating condition, free of leaking engine, drive train or hydraulic system components that shall permit the Contractor to adequately and efficiently perform the contractual duties specified herein. All equipment shall be kept in sanitary, clean condition at all times. The contractor shall provide enough equipment and manpower to meet the requirements of the job.

Prior to execution of a contract, the Contractor shall provide a list of the equipment to be used by the Contractor to provide services relating to this contract. Solid Waste collection equipment shall be of the enclosed loader packer type, or other equipment that meets industry standards. The Contractor shall have available reserve equipment which can be put into service within two (2) hours of any breakdown. Such reserve equipment shall correspond in size and capacity to the equipment used by the Contractor to perform the contractual duties.

Any loss of materials or equipment due to theft, vandalism, etc., shall be the responsibility of the Contractor. Such losses shall be replaced or repaired by the contractor with no additional charges to the Town of Palm Beach.

8. CUSTOMER SERVICE

The Contractor shall maintain a manned customer service department (not automated) that is available during normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday. The Contractor shall provide contact information for a representative that the Town can reach during all non-office hours to receive customer complaints, questions or requests; the Contractor shall respond the following business day. The contact person must have the ability to authorize Contractor operation in the case of Town direction or situations requiring immediate attention.

9. COMPLAINTS

All service complaints received by the Contractor shall be recorded on a complaint log by the Contractor and forwarded to the Town Contract Coordinator daily. Service complaints received by the Town shall be forwarded to the Contractor and recorded in a complaint log. The Contractor is responsible to provide the customer service phone number that receives complaints. The complaint shall be resolved within twenty-four (24) hours after it is received by the Contractor. When the complaint is received on a Saturday, Sunday, holiday or the day preceding a holiday, it shall be resolved by the Contractor no later than the next regular working day. If a complaint cannot be resolved within twenty-four (24) hours, the Town shall be notified. Upon resolution, the Contractor shall notify the Town of the action taken to resolve the complaint within five (5) working days.

The Contractor shall provide the Town with a full written explanation of the disposition of any complaint involving a claim of damage to private or public property as a result of actions of the Contractor’s employees, agent, or sub-contractors.

10. QUALITY OF PERFORMANCE OF CONTRACTOR

It is the intent of this contract to ensure that the Contractor provides a quality level of service. To this end, all complaints received by the Town and reported to the Contractor shall be promptly resolved.

The Town may levy administrative charges for all infractions of this Agreement at $120.00 per day per incident for the following:

10.1. Failure to provide clean, safe, sanitary equipment

10.2. Failure to maintain office hours as required

10.3. Operator not licensed

10.4. Failure to provide documents and reports in a timely and accurate manner

10.5. Failure to cover materials on collection vehicle(s)

10.6. Collection employees out of uniform

10.7. Name and phone number not displayed on equipment containers

10.8. Not providing schedule and route maps

10.9. Speeding upon conviction

10.10. Failure to respond to customer calls in a timely and appropriate manner

10.11. Failure to clean spillage

10.12. Failure to repair damage of customer property

10.13. Using an employee who has not had a criminal records check or drug screening.

The Town shall deduct the daily rate for failure of the contractor to complete a route.

For the purpose of this section, the Town may deduct any charges from payments due or to become due to the contractor. The Town may assess charges pursuant to this section on a monthly basis in connection with this agreement and shall at the end of each month during the term of this contract notify the contractor in writing of the administrative charges assessed and the basis for each assessment. In the event the contractor wishes to contest such assessment, it shall, within five (5) days after receiving such monthly notice, request in writing an opportunity to be heard by the Director of Public Works and present its defense to such assessment.

The Director of Public Works shall notify the contractor in writing of any action taken with respect to contractor’s claims and the decision of the Director of Public Works will be final.

11. NATURAL DISASTERS

In the event of a hurricane, tornado, major storm or other natural disasters, the Town may grant the contractor a variance from regular routes and schedules. As soon as practical after such natural disaster, the contractor shall advise the Town when it is anticipated that normal routes and schedules can be resumed. The Town shall make an effort through the local news media to inform the public when regular services may be resumed. The clean-up from some natural disasters may require that the contractor hire additional equipment, employ additional personnel, or work existing personnel on overtime hours to clean debris resulting from the natural disaster. The contractor shall receive extra compensation above the normal compensation contained under this contract to cover the costs to at least include rental equipment, additional personnel, overtime hours, and other documented expenses provided the contractor has first secured written authorization and approval from the Town prior to the work being performed. All such costs may be audited by the Town prior to payment.

12. PERMITS AND LICENSES

The contractor shall obtain, at their own expense, all permits and licenses required by law or ordinance and maintain the same in full force and effect. Any reporting made to SWA shall also be provided to the Town.

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PART 2: Locations and Collection Frequency

(The existing container size is shown with the service frequency required by this contract. The required service frequencies are established by Town ordinance and facility needs.)

1. PUBLIX SUPERMARKET 265

Sunset Avenue Palm Beach, FL 33480 Phone:

(561) 655-4120 Store Manager: Andy Delong Compactor Size: (1) 30 cubic yards Required Service Frequency: 1 time per week

2. THE BREAKERS

One South County Road Palm Beach, FL 33480 Phone: (561) 655-6611 ext. 7246 Director- Supply Chain Management: Michael Petillo Compactor Size (1) 15 cubic yards Required Service Frequency: 3 times per week Compactor Size (1) 30 cubic yards Required Service Frequency: 3 times per week

3. THE ESPLANADE 150 Worth Avenue Palm Beach, FL 33480 Phone: (212) 546-0874 Property Manager: Vanessa Tonnessen Maintenance Supervisor: Ricky Berry Compactor Size: (1) 4 cubic yard container Required Service Frequency: 6 times per week.

4. EVERGLADES CLUB 350

Worth Avenue Palm Beach, FL 33480 Phone: (561) 655-7810 Maintenance Director: Paul Reely Compactor Size: (1) 25 cubic yards Required Service Frequency: 3 times per week, October thru May (none, June thru September)

5. BATH AND TENNIS CLUB 1170

South Ocean Boulevard Palm Beach, FL 33480 Phone: (561) 832-4271 Maintenance Supervisor: Jim Peck Compactor Size: (1) 30 cubic yards Required Service Frequency: 1 time per week from Nov. thru May (none June thru Oct.)

6. FOUR SEASONS OCEAN GRAND HOTEL 2800

South Ocean Boulevard Palm Beach, FL 33480 Phone:

(561) 533-3721 Director of Engineering: Alessandro Rossi Compactor Size:

(1) 30 cubic yards Required Service Frequency: 2 times per week M & F

7. UP MARKETS – ROYAL POINCIANA PLAZA 340

Royal Poinciana Way Palm Beach, FL 33480 Phone:

(561) 440-5440 Operations Manager: Nick Reno Compactor Size: (1) 15 cubic yards Required Service Frequency: 3 times per week

8. TIDELINE RESORT

2842 South Ocean Boulevard Palm Beach, FL 33480 Phone: (561) 540- Contact: Todor Getejanc Compactor Size:

(1) 3 cubic yards Required Service Frequency: 6 times per week

9. Town Marina 370 S Lake Drive Palm Beach, FL 33480 Phone:

561-227-6345 Dock Master: Mike Horn Compactor Size

(1) 3 cubic yard Required Service Frequency: 6 times per week. (2 containers on Mondays)

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