2-1. RFP S2026-011 Solid Waste Collection and Disposal Services.pdf

City of Liberty Hill Purchasing Department Solicitation Number: S2026-011

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Request for Proposal

Solicitation Number: S2026-011

Project Name: Solid Waste Collection and Disposal Services

Project Number: N/A

NIGP Class/Items: 958-96 • 968-71

Schedule of Events Solicitation Posted Date: April 1, 2026 Vendor Questions Due: April 14, 2026; at 5:00 PM

Answers Posted to Bonfire: On or before April 16, 2026 Response Due Date: April 22, 2026; at 1:00 PM

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or before June 2026

Purchasing Department 926 Main St.

Liberty Hill, TX 78642

ATTENTION: It is the responsibility of interested parties to periodically check the City’s Bonfire website [https://libertyhilltx.bonfirehub.com/] for updates to the solicitation prior to submitting a response. The respondent’s failure to periodically check the City’s Bonfire website will in no way release the selected Vendor from additional information resulting in additional costs to meet the requirements of the solicitation.

The City will not be held responsible for any further communication beyond updating the Bonfire website.

https://libertyhilltx.bonfirehub.com/

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Table of Contents Part I – General

1. Purpose

2. Definitions, Terms and Conditions

3. Attachments

4. City Contact and Prohibited Communication

5. Respondent Requirements

6. Best Value Evaluation and Criteria

7. Committee Review

8. Agreement Term

9. Award

10. Prompt Payment Policy

11. Non-Appropriation

12. Confidentiality of Content

13. Respondent Certification

Part II – Response Instructions

1. Schedule of Events

2. Response Submission

3. Post Award Meeting

4. Costs Incurred

5. Ethics Ordinance and Disclosure Statements

Part III – Scope

1. Standard of Service

2. Scope

3. Responsibility of the Respondent

4. Generation of Materials

5. Community Benefit

6. Change Orders

7. Fees

8. Insurance

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Part I – General

1. Purpose

The City of Liberty Hill, herein after “City”, seeks to enter into an agreement with a qualified Individual, Firm or Corporation, herein after “Respondent”, to provide the City with residential and commercial solid waste collection, transport, and disposal or processing within the City.

2. Definitions, Terms and Conditions By submitting a response to this solicitation, the Respondent agrees that the City’s standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern but shall be superseded by those terms and conditions specifically provided for otherwise within this solicitation, in a separate agreement or on the face of a purchase order. The City’s Definitions, Terms and Conditions are herein made a part of this solicitation and can be found on the City’s website by visiting https://www.libertyhilltx.gov/511/Purchasing.

2.1 Any exception to or additional terms and conditions attached to the response will not be considered unless respondent specifically references them on the front of the Solicitation Document. WARNING: Exception to or additional terms and conditions may result in disqualification of the response.

3. Attachments Attachments are herein made a part of this agreement:

3.1. Attachment A – Reference Form

3.2. Attachment B – Bid Form

3.3. Attachment C - Verification Form

4. City Contact and Prohibited Communication Contact: All communications about this solicitation shall be made in writing to the City’s authorized contact, addressed to the following assigned Team Member:

Primary Contact: Kelly Wenzel, Procurement Administrator

Email: kwenzel@libertyhilltx.gov

Prohibited Communications: Upon posting of this solicitation, City of Liberty Hill, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s). Attempts to ask questions by phone, email, or in person will not be allowed or recognized as valid. Failure to observe this restriction may result in disqualification of any subsequent response to this solicitation. Respondent may rely only on written statements issued through or by City of Liberty Hill authorized contact through the e-procurement system. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

5. Respondent Requirements The opening of a solicitation shall not be construed as the City’s acceptance of such as qualified and responsive.

5.1. Respondents shall be firms, corporations, individuals or partnerships normally engaged in services outlined in this solicitation in the State of Texas;

https://www.libertyhilltx.gov/511/Purchasing mailto:kwenzel@libertyhilltx.gov

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5.2. Respondents must be licensed and or certified to do business in the State of Texas in their applicable field relating to the scope of work and all requirements needed while doing business with the City.

5.3. Respondents shall maintain staffing levels to provide prompt, efficient service to the City.

6. Best Value Evaluation and Criteria Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their proposal and ensure a mutual understanding of the services to be provided and the approach to be used.

All solicitations received may be evaluated based on the best value for the City. In determining best value, the City may consider:

• Proposed fees;

• Reference of Respondent and of Respondent’s services;

• Quality of the Respondent’s services;

• The extent to which the services meet the City’s needs;

• Respondent’s past relationship with the City;

• Any relevant criteria specifically listed in the solicitation.

The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

7. Committee Review An evaluation committee will review each response to determine the most highly qualified Respondent on the basis of demonstrated competence and qualifications using the following weighted criteria. A consensus score will be assigned to each response. A committee of City of Liberty Hill evaluators has been established to evaluate the Solicitation Responses.

Criteria Possible Points

Experience and Qualifications: Respondent shall provide a brief history of the organization and explanations of unique qualifications for consideration.

Information shall provide length of years in business.

Proposed Program: Respondent shall provide detailed information and specifications on proposed program to meet City’s needs to include all items/ requests referenced in PART III of this Scope.

Cost of Program and Fees: Respondent shall itemize all related costs, discounts, and usage fees. 25

Data Integration/ Transaction Information: Respondent shall provide list and several samples of key reports available through program as well as a sample monthly invoice. Respondent shall provide screen shot(s) of website interface.

Customer Service: Respondent Shall provide customer service reviews, ratings for accredited organizations, and resolution timelines for deficiencies. 20

References Acceptable/ Inacceptable

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Criteria Possible Points

Total 100

The evaluation process may reveal additional information for consideration. The City reserves the right to modify, without notice, the evaluation structure and weighted criteria to accommodate these additional considerations to serve the best interest of the City.

8. Agreement Term The terms of the awarded agreement shall include but not be limited to the following:

8.1. The term “agreement” shall mean the executed contract awarded as a result of this solicitation and all exhibits thereto. At a minimum, the following documents will be incorporated into the agreement:

8.1.1. Solicitation document, attachments and exhibits;

8.1.2. Solicitation addendums, if applicable;

8.1.3. City’s Definitions, Terms and Conditions;

8.1.4. Successful Respondent’s submission.

8.2. The initial term of the resulting agreement shall be five (5) consecutive twelve (12) month periods from the effective date. The agreement may be renewed for three (3) additional periods of time, not to exceed twelve (12) months each, provided both parties agree in writing prior to the expiration of the current term.

8.3. If the Respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice to the Respondent of the deficiencies and the successful Respondent shall have thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the Respondent written notice of termination and the reason for the termination.

8.4. The City shall also have the right to terminate the Agreement, in whole in part, without cause anytime upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of termination, the Respondent shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Respondent to extent of funds appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms hereof.

8.5. If the agreement is terminated, for any reason, respondent shall turn over all material, records and deliverables created to date within fifteen (15) working days after completion of duties through the termination date.

9. Award The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split awards, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City’s website at https://libertyhilltx.bonfirehub.com/.

9.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

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9.2. The City reserves the right to automatically disqualify a response if the responding entity has had any negative performance marks related to other City projects within the last five (5) years.

9.3. Chapter 176, Texas Local Government Code requires that disclosures of certain relationships be made in relation to certain contracts with the City. Local government officers are the members of the City Council, the City Administrator, and other City employees or agents who exercise discretion in planning, recommending, selecting and contracting of a vendor. Please contact the City Secretary for a list of City employees and agents who may qualify as local government officers. Click here Chapter 176, Texas Local Government Code, to review this requirement.

9.4. A completed CIQ Form is required with each response. If no conflict is present, respondent must fill out section one, write “N/A” in section three, write in “N/A” in section five, and sign section seven. https://www.ethics.state.tx.us/forms/conflict/

9.5. Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement or purchase order.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

10. Prompt Payment Policy Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by the City in the event:

10.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or

10.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or

10.3. There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or

10.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement.

11. Non-Appropriation The resulting Agreement is a commitment of the City’s current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City’s budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year.

12. Confidentiality of Content All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act.

Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.

https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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12.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such.

12.2. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination.

13. Respondent Certification By the submission of the proposal, the Respondent certifies that the proposal is genuine and is not made in the interest of or on behalf of any undisclosed person, firm, or corporation; that the Respondent has not directly or indirectly induced or solicited any other Respondent to put in a false or sham proposal; that the Respondent has not solicited or induced any person or corporation to refrain from proposing; and the Respondent has not sought by collusion or otherwise to obtain any advantage over any other Respondent or over the City.

Part II – Response Instructions

1. Schedule of Events

City of Liberty Hill intends to proceed according to the following schedule. These dates represent a tentative schedule of events. City of Liberty Hill reserves the right to change the dates in the Schedule of Events upon written notification to prospective Respondents through posting an Addenda on the City of Liberty Hill e-procurement system.

Schedule of Events Solicitation Posted Date: April 1, 2026 Vendor Questions Due: April 14, 2026; at 5:00 PM

Answers Posted to Bonfire: On or before April 16, 2026 Response Due Date: April 22, 2026; at 1:00 PM

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or before June 2026

All questions regarding the solicitation shall be submitted through the e-procurement system by 5:00 PM on the due date noted above. A copy of all the questions submitted and the City’s response to the questions shall be posted through the e-procurement system.

Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to ensure a mutual understanding of the services to be provided and the approach to be used.

2. Response Submission The City of Liberty Hill utilizes an e-Procurement Portal that will accept submission of the electronic response to this solicitation.

2.1. Submission Instructions:

2.1.1. Respondent shall upload response content using the City of Liberty Hill e-

Procurement Portal. The link is found at: https://libertyhilltx.bonfirehub.com/

2.1.2. VENDOR REGISTRATION REQUIRED: Prior to submitting your response, Respondents are required to register in the e-Procurement Portal. Registration is free and easy. Using this link (https://libertyhilltx.bonfirehub.com/) under the New

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Vendor Registration section, click on the “Create your free Bonfire account.”

Registration will allow you to submit your response to this solicitation.

2.1.3. When registering, have your Texas Vendor ID number, DUNS, and W-9 form ready.

2.1.4. If Texas ID number is unknown, enter the Federal Employer Identification Number.

2.1.5. Respondents will have the ability to modify their submissions up to the Response

Due Date in the e-Procurement Portal.

2.1.6. Responses received after this time and date shall not be considered.

2.1.7. No response can be withdrawn after opening without written approval from the

City for an acceptable reason.

2.1.8. Telephone or faxed Responses will not be considered.

2.1.9. The City will not be bound by any oral statement or offer made contrary to the written specifications.

2.1.10. Interested Respondents are encouraged to register in advance and submit their intent to bid notification, if requested on the e-Procurement Portal.

2.2. Submission Support:

2.2.1. The City of Liberty Hill e-Procurement Portal is compatible with the following browsers: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and JavaScript must be enabled on the browser.

Submission by other methods will not be accepted unless non-electronic samples are required for this solicitation.

2.2.2. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

2.2.3. Support through Bonfire or the City of Liberty Hill is not guaranteed one hour prior the submission due date. Interested Respondents are encouraged to begin the submission process one week prior to the bid due date. This allows time to troubleshoot any submission issues.

3. Post Award Meeting The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

Identify specific milestones, goals and strategies to meet objectives.

4. Costs Incurred Respondent shall acknowledge that the issuance of a solicitation shall in no way obligate the City to award a contract or to pay any costs associated with the preparation of a response to said solicitation. The costs in developing and submitting proposals, preparing for and participating in oral presentations or any other similar expenses incurred by a Respondent are the sole responsibility of the Respondent and shall not be reimbursed by the City.

5. Ethics Ordinance and Disclosure Statements The City’s Ethics Ordinance requires persons seeking to enter discretionary contracts with the City or appearing before the City Council or another City board or body to disclose certain conflicts of interest.

The relevant sections of the Ethics Ordinance are set forth below. The Ethics Ordinance can be found in Article 2.05 of the City’s Code of Ordinances at the following link: https://ecode360.com/LI6389

Part III – Scope

1. Standard of Service The City is dedicated to responsive and customer-focused solid waste services for the citizens and business owners of the City of Liberty Hill. The City is interested in proposals from companies with a strong mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us https://ecode360.com/LI6389

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2. Scope

2.1. Successfully provide an efficient and economical weekly service of curbside collection of solid waste for all residential customers and/or efficient and economical service of curbside collection of solid waste for commercial customers for one or more collections per week based on the customer’s option within the City limits;

2.2. Transport solid waste within the City to the applicant’s designated disposal site which must be a properly licensed waste disposal facility collected from the following:

2.2.1. All residential and/or commercial customers;

2.2.2. City facilities

2.3. Provide an efficient and economical service of collection and transport of solid waste to the applicant’s designated disposal site, a properly licensed waste disposal facility, during special events including, but not limited to:

2.3.1. Liberty Hill Fair & Rodeo;

2.3.2. Whimsy & Wonder;

2.3.3. Independence Day Spectacular;

2.3.4. Christmas Festival;

2.3.5. Sculpture Festival; and

2.3.6. Veterans Day Ceremony.

2.4. Provide billing services;

2.5. Maintain positive communications with the City and the customer; and

2.6. Provide recycling services (curbside) and pricing for said services including if all customers receive and a second pricing structure for if it is at the option of the customer. City will decide at time of Contract whether such service shall be decided.

2.7. Provide semi-annual curbside bulk waste pickup and pricing for said services to all residential customers within the City limits.

2.8. Provide a transition plan to transfer solid waste services to respondent’s company (where required).

3. Responsibility of the Respondent

3.1. Leave waste containers, including the lids, on the side of the street in an upright fashion;

3.2. Ensure no loose trash in the streets or yards of customers, i.e., if trash falls out of the cans or the trucks during collection, the vendor will pick up the litter;

3.3. Maintain a consistent route schedule, kept on file with the City, so that customers can expect their garbage to be picked up at approximately the same time each day;

3.4. Inform the City Manager or the City Manager’s designee of any event, including, but not limited to:

equipment failure, manpower shortage, icy weather, and flood, which may delay the pick-up of solid waste by more than three (3) hours on any scheduled day;

3.5. Be responsive to customer complaints and concerns;

3.6. Treat customers with respect and with top priority; and

3.7. Return to collect the waste or recyclables within a twenty-four (24) hour period after a missed pick-up.

4. Generation of Materials Future increases or decreases in population, number of units, or volume of solid waste and other materials in the contract area cannot be accurately predicted or guaranteed. Therefore, it is expected that Respondent will project the volume or weight of materials to be generated and collected for proposal purposes, based on information provided with this RFP or derived from any other public information sources.

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5. Community Benefit The City also values the amount of community involvement, benefits, and sponsorships a provider is willing to agree to provide.

6. Change Orders The City shall only be responsible for Change Orders above and beyond the Project price that have been signed by the City’s Project Manager. Unsigned Change Orders shall not be paid.

7. Fees The franchise fee is a percentage of gross revenues in an amount set by City Council on recommendation of the Deputy City Manager for all fees collected from customers. The franchise fees will be remitted to the City on a quarterly basis. Sales taxes and franchise fees shall not be included in the rates quoted.

There shall be no additional fees not included in the rates quoted.

8. Insurance Successful Respondent shall provide all required insurance coverage, including Workman’s Comp, Builder’s Risk, Commercial General Liability, and Commercial Automobile Liability, per the City’s limits and requirements. Proof of insurance coverage shall be provided no later than 10 days after the agreement has been executed.