2023 City of McDonough RFP for Solid Waste Se.pdf

RFP # FY 2023-24 CITY OF MCDONOUGH

SOLID WASTE COLLECTION, RECYCLING

AND DISPOSAL SERVICES FOR COMMERICAL

& RESIDENTIAL YARD WASTE, BULK,

CONSTRUCTION DEBRIS AND OTHER

Request for Proposals

Solid Waste Collection, Recycling, and

Disposal Services for Commercial &

Residential Yard Waste, Bulk, Construction Debris and Other

City of McDonough, Georgia Steve Morgan, City Administrator smorgan@mcdonoughga.org

Office: 678-782-6253

Cell: 678-614-4287

DEADLINE:

Friday, November 17th, 2023 BY 3:00PM

AND DISPOSAL SERVICES FOR COMMERICAL

& RESIDENTIAL YARD WASTE, BULK,

CONSTRUCTION DEBRIS AND OTHER

TABLE OF CONTENTS

Request for Services

Definitions

Introduction

Scope of Services—General

Scope of Services—Residential

Scope of Services—Commercial

Scope of Services—Recyclables

Scope of Services—Other

Proposal Contents

Fee proposal

Technical Proposal

Risk Allocation & Insurance

Evaluation and Selection

Contract and Negotiation

Payments to Contractor

Contract Term; Termination

Default; Damages

Contractor Responsibilities

Force Majeure

Miscellaneous Provisions

Appendix

Proposal Checklist ..................................................................................................... A–1

Submittal Title Page.................................................................................................... A–2

Fee Proposal ............................................................................................................... A–3

Non–Collusion Affidavit ............................................................................................ A–4

Performance Bond .................................................................................................... A–5

Statutory Affidavits ..................................................................................................... A–6

Exhibit

Sample Agreement………………………………………………………………. Exhibit I

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& RESIDENTIAL YARD WASTE, BULK,

1. REQUEST FOR SERVICES

1.1 Goals

The City of McDonough, Georgia (“City”) will receive sealed technical and fee proposals for Solid Waste Collection &

Recycling Services until Friday, November 17th, 2023 by 3:00 p.m. In general, the requested services include: commercial waste collection; weekly curbside residential solid waste/yard debris collection (to occur Tuesday and Wednesday to cover all residential areas); and, commercial and residential recyclables collection.

The City’s goals in issuing this request for proposals (RFP) include:

✓ Securing services at the rate that best suits the needs of the City by consolidating and contracting for household collection services.

✓ Extending street and road life by minimizing heavy truck traffic throughout the City.

✓ Consolidating collection days to minimize the number of days materials are set out and minimize littering.

✓ Providing a basic level of solid waste management services to meet the waste reduction and disposal needs of residents, the

City and the State of Georgia.

✓ Providing a revenue source for recyclables collected within the

City.

✓ Reducing the amount of waste disposed of in local and regional landfills through a robust and marketed recycling program.

1.2 Proposal Submission

The City invites service providers to submit proposals responsive to the specific requirements set forth in this RFP. A complete

Proposal consists of one (1) original copy and two (2) copies that contains the following:

i. Cover Letter

ii. Proposal Checklist

iii. Submittal Title Page

iv. Executive Summary

v. Technical Proposal

vi. Appendices, and

vii. Associated Required Attachments as prescribed herein.

Sealed proposals shall include a USB drive containing the entire proposal in a searchable format, such as Adobe Acrobat.

Proposals and the accompanying USB drive must be submitted in a sealed envelope, clearly marked with the name and address of the submitting provider, and labeled “McDonough FY 2023-24 Solid Waste & Recycling Services Proposal” to:

Christy Taylor, City Clerk

City of McDonough

136 Keys Ferry Street

McDonough, Georgia 30253

1.3 Pre-proposal Conference

A pre-proposal conference has been scheduled for Monday, October 30th, 2023 at 10:00 a.m. in City Hall – 2nd Floor Council

Chambers, 136 Keys Ferry Street, McDonough, Georgia 30253. All service providers who plan to submit a proposal are strongly encouraged to attend the preproposal conference. Any questions and/or specifications that may need clarification should be submitted via email, according to the ‘Request for Proposals Schedule’ herein and forwarded to the City

Administrator, with copy to the Contract Technical Representative, at their email addresses identified below:

Steve Morgan, City Administrator

Email: smorgan@mcdonoughga.org

Brandon Williams, Assistant Public Works Director

Email: BWilliams@McDonoughGa.org mailto:smorgan@mcdonoughga.org mailto:BWilliams@McDonoughGa.org

AND DISPOSAL SERVICES FOR COMMERICAL

& RESIDENTIAL YARD WASTE, BULK,

1.4 Proposal Opening

Proposals will be publicly opened immediately after the deadline for proposals, at a date to be determined. Only the name of those service providers responding will be mentioned. All service providers are invited to be present during the proposal opening.

No proposal may be withdrawn or modified in any way after the deadline for proposal openings, and no faxed or electronic submissions of proposals will be accepted, with the exception that a USB drive shall be submitted within seal proposals containing the entire proposal in a searchable format, such as Adobe Acrobat. Proposals must be valid for 90 days following the opening date.

The City reserves the right to reject any/or all proposals, to waive technicalities and informalities, to reject portions of the proposals, and to enter into a contract in a manner consistent with the best interest of the City of McDonough and the laws of the State of Georgia.

1.5 Request for Proposal (“RFP”) Schedule

THE DATES SHOWN BELOW ARE NOT BINDING AND MAY BE SUBJECT TO CHANGE.

2. DEFINITIONS

In addition to the definitions contained within Exhibit A to the sample contract attached hereto as Exhibit 1, the following definitions shall govern this RFP, unless changed in writing by the City:

a. City: The City of McDonough or the City Council, a municipal corporation of the State of Georgia.

b. Contractor: Refers to a Service Provider that has been selected by the City to provide the Services required by this

RFP. Contract Documents: The Request for Proposals, Instruction to Service Providers, Definitions, Contractor's

Proposal, the contract, the contract Performance Bond and any addenda or changes to the foregoing documents agreed to by the City and the Contractor.

c. Customer: Refers to the recipient of collection services, specifically referring to the resident in the Contract Area

RFP Document Released October 18th, 2023

Pre-Proposal Conferences (non-mandatory) October 30th, 2023 at 10:00 a.m.

City Hall – 2nd Floor Council Chambers

Pre-Proposal Conference Questions By October 27th, 2023, no later than 3:00 p.m.

RFP Deadline For Receipt of Proposals By November 17th, 2023, no later than 3:00 p.m.

Proposal Opening To Be Determined

Oral Interviews – (If Required) To Be Determined

Contract Award by City Council – To Be Determined

Project Start Date – To Be Determined

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d. Proposal: An offer or statement of a price and project description in response to a request for materials or services to be rendered to the City or its employees.

e. Service Area: The entire incorporated area within the City of McDonough, Georgia, as well as any and all annexed areas.

3. INTRODUCTION

3.1 About the City of McDonough

The City of McDonough is the County Seat of Henry County, compromising approximately 13 square miles, and located 28 miles south of Downtown Atlanta. The City has a City Administrator/City Council form of government. As of July 1, 2022, the

City’s estimated population is 30,340, including an estimated 9,376 households. The City’s fiscal year begins July 1st and ends

June 30th.

Currently, BFI Waste Services, LLC (d/b/a Allied Waste Services of Atlanta and Republic Services of Georgia) provides curbside residential and commercial solid waste collection and recycling services for the City. The City bills all residential and commercial customers monthly and the City pays the contractor on a monthly basis. Optional, single–stream recycling service is offered to residential and commercial customers, with collection occurring on the same the customer’s other solid waste is collected.

Current estimates for City solid waste collection and recycling are shown in the table below.

18,760 Residential & Commercial (tonnage)

1,075 Recycling (tonnage)

3.2 Purpose of RFP

The City is issuing the RFP to secure curbside collection services for residential household garbage, commercial solid waste, yard trimmings, and recyclables within its corporate boundaries. The RFP is also to secure dumpster services for the City facilities, parks and special City sponsored solid waste collection events. The purpose of this procurement is to achieve the following goals:

• Secure services at the rate that best suits the needs of the City by consolidating and contracting for household collection services.

• Extend street and road life by minimizing heavy truck traffic throughout the City.

• Consolidate collection days to minimize the number of days materials are set out and minimize littering.

• Provide a basic level of solid waste management services to meet the waste reduction and disposal needs of residents, the City and the State of Georgia.

• Provide a revenue source for recyclables collected within the City.

• Reduce the amount of waste disposed of in local and regional landfills through a robust and marketed recycling program.

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3.3. Term of Contract

In accordance with O.C.G.A. § 36-60-13, the term of any contract awarded as a result of this RFP will be shall automatically renewable successive one-year terms. The successful Contractor will not imply that the provision to extend the initial term of the contract is an obligation of the City or future City Council to renew the contract.

3.4. Use of Subcontractors

If one or more subcontractors are to be used, the subcontractor must be clearly identified and noted in the proposal when it is submitted. The City must approve any change in the use of subcontractors in advance and in writing. No such approval will be construed as making the City a party to such subcontract or subjecting the City to liability of any kind to any sub-contractor. No subcontractor will under any circumstances relieve the Contractor of its liability and obligation under any resulting contract.

Subcontractor is subject to the same contractual conditions as is the Contractor including all federal, state and local regulations and ordinances.

3.5. Addenda to RFP

The City reserves the right to amend or clarify this RFP by addenda. Addenda may be issued no later than ten (10) days prior to the due date of the proposals. All addenda issued will become part of the original or modified RFP document.

The addenda will be sent only to those who have received the RFP from the City. The service provider must acknowledge receipt of each addendum, if any, in a cover letter accompanying their proposal.

3.6. Selection of Successful Contractor

The evaluation criteria describes the criteria and procedures for evaluating proposals submitted to the City (see section 13.3 for evaluation point system). The City will select the contractor that best serves the interests of the City Council and the residents of the City of McDonough. The City Council reserves the right to waive any irregularities or inconsistencies in the submitted proposals and to reject any or all proposals.

3.7. Costs Incurred for Proposal Preparation

Respondents participating in this procurement process and subsequent negotiations will prepare the RFP and any subsequent materials and submittals at their own expense, with the express understanding that there may be no claims whatsoever for reimbursement from the City or its advisors for the cost associated with this process.

The City reserves the right to terminate the proposal proceedings at any time.

3.8. Disclaimer

The City and its advisors have, to the best of their knowledge, represented information and data that are current and applicable to this project. The City is providing the information contained herein as a courtesy to the service provider. The City and its advisors neither guarantee nor warranty the information contained in this RFP. It is the service provider’s responsibility to use this information and verify the same during the proposal, negotiation, and contract implantation periods through its own due diligence.

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4. SCOPE OF SERVICES—GENERAL

4.1 Exclusive Contractor

The successful service provider will have a sole and exclusive franchise, license, and privilege for solid waste collection and recycling services, residential and commercial, within the corporate limits of the City of McDonough, at all times during which the contract awarded as a result of this RFP, if any, is in effect.

4.2 Schedule and Operation

The contractor and the City shall establish collection schedules and routes, subject to the City’s final approval. The City’s goals are routes and hours that will have the least impact on vehicular traffic, and do not impede general mobility in and around the

City.

4.3 Customer Billing

The City will be responsible for billing its customers and collecting all payments for contractors’ services.

4.4 Collection Equipment; Hauling

The contractor will keep all equipment in safe operating condition and in proper repair in a clean, sanitary, and presentable condition. Vehicles must be painted uniformly with the name of the contractor, the vehicle identification number and contractor’s telephone number printed on each side in letters not less than nine (9) inches in height.

No advertising will be permitted on vehicles of any type, and all vehicles will be secure and prevent leakage of any fluids or littering of materials collected. All vehicles used for collection of household garbage/trash will have a fully enclosed metal top.

All loading doors and cab doors must be closed before a vehicle is placed in motion, and vehicles will not be overloaded as to scatter refuse, but if for any reason refuse is scattered, it is the responsibility of the contractor to immediately pickup scattered matter. If a vehicle has a malfunction that causes fluids to leak or spew from the vehicle (i.e., oil, hydraulic fluid, coolant, etc.)

on City rights of way will be required to immediately stop operation, clean up the fluid with either a compound or sand to soak up the leakage and place the resulting matter in the truck. A replacement truck must be called, or repair of the vehicle must be completed prior to proceeding with the scheduled route. All spills or leaks must be immediately reported to the City

Administrator, along with a written report containing the following information:

• The address where the leak/spill occurred. (Area ID number is acceptable if GPS tracking is used.)

• Time and date that the spill occurred.

• Type of spill/leak.

• Detailed description of what caused the leak/spill.

When the contractor determines the damaged area is cleaned; the contractor will contact the City Administrator, or City

Administrator’s designee, who’ll be responsible for approving that the cleanup was satisfactory and acceptable.

Vehicles are to be washed and maintained in a clean and sanitary condition and be visually presentable when on collection routes.

Vehicles are not to disturb or impede vehicular or pedestrian traffic, and are not to be left standing on streets or alleys unattended, except as made necessary by loading operations.

Fleet age. The City views that the age of the contractor’s operating fleet is related to the contractor’s performance, as well as overall customer satisfaction. Accordingly, the contractor shall maintain an operating fleet with an average age of 5 years or less.

Annually, and upon request by the City, the contractor shall submit to the City a schedule of its operating fleet, calculating average age. The City shall have the right to inspect contractor’s vehicles and records for verification purposes.

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Fleet Type. Preference will be given to rear loading vehicles.

Reserve vehicle. The contractor shall have available reserve equipment capable of being put into service within 2 hours of any breakdown. Reserve equipment shall correspond in size and capacity to the general operating equipment used by the contractor to perform its contractual duties under this Agreement.

It is the desire of the City to select a contractor that utilizes RFID (Radio Frequency Identification) technology to track trashcans and carts and assist with route generation and completion as well as handling complaints. The successful contractor should utilize or have a plan to utilize RFID technology (or technology of similar capability) to track the efficiency and effectiveness of the collection efforts and track can and cart location.

The contractor will promptly repair any damage to any City property, road, right of way, bridge, or highway caused by the contractor except through normal wear and tear. Such repair will restore the City property, road, right of way, bridge or highway to at least its pre-existing condition.

The collection containers and carts are and will remain the property of the contractor, and the contractor will replace any lost or damaged containers without charge to the City or the customer being served except where the customer is known to have willfully removed or damaged a container or cart. In such incidences that the customer willfully damaged or removed a cart then the customer shall be subject to be charged a fee to repair or replace the container or cart. The charges for the replacement of items such as lids and wheels will be part of the technical proposal. Also, the contractor should have or plan to have at least 1% of the total amount of containers (after each customer has received one) on hand to serve as replacements for damaged or lost containers. Lost, damaged or stolen containers should be replaced within 48 hours of the contractor receiving notification.

4.5 Personnel

The contractor will assign a qualified person or persons to be in charge of its operations within the City and will provide the name, address and telephone numbers of such person(s) to the City. The person(s) in charge of the contractor’s operations with the City cannot be changed without the written approval of the City, approval not to be unreasonably withheld. However, the

City retains the right to approve or disapprove of any replacement manager.

4.6 Missed Collections and Complaint Handling

If a collection from a subscribing address is missed, the City will notify the contractor who will return to collect the refuse.

Any missed collection will be handled within 24 hours of notification or during the next scheduled work shift, whichever is sooner. The contractor will be assessed a fine of $25.00 for each missed collection that has not been rectified within 24 hours of receipt of notice of the missed collection. The contractor should note and document via photo and/or RFID tracking device, any container that is not located in the designated pickup area after a complaint has been lodged.

In the case of complaints regarding collection service or any related activities. The contractor will upon being notified of the complaint either in writing or by phone, resolve the complaint with the subscribing household and/or City personnel submitting the complaint. The contractor will work cooperatively with the subscribing households and/or City to resolve the complaint in a timely manner. The contractor will be accessible to the citizens who wish to register a complaint through local telephone service. The contractor will provide prompt handling of complaints from the City or its citizens by maintaining a physical office and office staff that can receive record, report and handle complaints. Such staff will be available during regular business hours, Monday through Friday, and the contractor must provide a message service during weekends, holidays, and after hours.

The contractor will ensure that its employees serve the public in a professional courteous manner at all times even when handling customer complaints.

The contractor is expected to maintain a log of every complaint lodged against them and report them to the City at least weekly.

A monthly report should be submitted to the City that must contain details of the complaint lodged to include, time, day, date and nature of the complaint as well as the resolution or plans on how to resolve the issue. The monthly report should be

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received within 10 days of the end of the month. The City expects that 98% of all complaints be satisfactorily handled within

24 hours of receiving the complaint.

5. SCOPE OF SERVICES—RESIDENTIAL

5.1 Curbside Collection; Suspension of Service

The contactor will collect once weekly all properly prepared garbage, recyclables, and yard trimming materials from each residence subscribing to collection services on the designated collection day (to occur Tuesday and Wednesday to cover all residential areas). Collection will typically occur at the curb; however the service provider will provide backdoor collection services at no additional cost for those customers that can provide documentation that they have a current medical condition that prevents them from placing the garbage in the designated area.

The contractor will handle all serviced collection containers in a manner that avoids damage to them. Containers will be returned to the designated setout location at each residence, standing upright and will not be thrown or placed in areas where they become obstructions to pedestrians or traffic flow. The contractor will make collections with a minimum of noise and disturbance to the householder between specified hours.

The contractor’s employees will immediately pick up trash, recyclables or yard trimmings spilled by the contractor. All areas where glass has been broken or dropped will be swept clean and glass deposited in the truck. All solid waste hauled by the contractor shall be so contained, tied, covered or enclosed such that leaking, spilling or blowing are prevented.

The contractor will maintain City facility (dumpsters), administrative buildings and multifamily recycling collection sites in the same physical condition as before implementing their collection program.

5.2 Containers

The contractor shall provide all households in the city a 95-gallon lidded, wheeled trash container/cart, as well as a 95–gallon recycling collection cart. The containers will be at no cost to the City or customer and will be wholly owned by or leased to the contractor. All equipment will bear the name of the contractor and will be maintained by the contractor and will remain in good repair and functioning properly. The contractor will provide containers to each household within 30 days of receiving notice of the contract award. The container will remain the property of the contractor who will be responsible for replacing faulty or damaged carts to the household. If the household, deemed responsible for the necessary replacement an appropriate fee shall be assessed the customer by the contractor who will assume the responsibility of collecting said fee. The contractor will keep on hand no less than 1% of the total amount of containers (after each customer has received one) to serve as replacements for damaged or lost containers.

5.3 Backdoor services

The contractor will provide, free of charge, side or back door collection services to eligible residential customers, in order to accommodate the special medical and/or physical needs of City residents. In order to be eligible, customers must provide proof of medical necessity, as determined by a licensed physician, and subject to approval by the City. The City shall provide contractor with an initial list of addresses that have been approved for side and/or back door service, subject to the addition/removal of addresses, as may be necessary, in the future.

Contractor’s employees servicing backdoor collection will be required to follow regular walk patterns for pedestrians while on private property. Employees will take care not to damage property, shrubs, and other plantings. Employees will not be required to expose themselves to danger by vicious animals in order to accomplish collection.

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5.4 Yard trimmings

The contractor will be required to pick up all garden and yard trimmings generated at the customer’s household from the curb, provided the materials are set out based on the City’s Solid Waste Management Ordinance. The contractor will collect trimmings from each subscribing household at a minimum on a biweekly basis (two times per month, frequency may increase as seasons dictate). The contractor will be free to establish routes to achieve the maximum efficiency of operation. The contractor will notify the public of the collection schedule at the time service is established. Yard trimmings shall be kept separate from garbage and recyclables by residential generators. All vehicles used for collection of yard trimmings will be either covered or secured so as to prevent trimmings from being scattered or spilled.

All yard trimmings collected must be managed according to state approved standards, and the contractor shall be pre-approved by the contract-designated representative throughout the duration of the contract and any extensions. Yard trimmings should be made available for reuse by delivery to a composting or mulching facility. The service provider shall collect all yard waste such as tree limbs not larger than 4 inches in diameter or longer than 5 feet in length. The limbs must be stacked in piles not to exceed four 4 feet in height and four (4) feet in width. Tree trunks larger than 4 inches in diameter will not be collected.

In the event of yard waste set out at a unit in the contract area does not meet the specifications above; the service provider will leave a clearly explanatory printed or written notice for the customer, and notify the City within eight (8) working hours. The service provider shall collect all properly prepared “natural” Christmas trees for collection shortly after January 1 of each contract year for proper disposal.

6. SCOPE OF SERVICES—COMMERCIAL

6.1 In General

The Contractor shall provide Commercial Collection Services for each person that owns or occupies commercial property, other than multi–family dwellings. The Contractor shall collect all commercial waste, set out by each customer in the service area.

Service shall be provided at least once per week for each general, commercial customer, and at least twice per week for each restaurant, grocery store, and other commercial customer that generates significant quantities of waste, unless otherwise approved by the City. Commercial waste may be collected using mechanical containers or carts, as necessary.

6.2 Multi–family dwellings

The Contractor shall provide collection services to multi–family dwellings using mechanical drop boxes, located at the customer’s premises, at least twice per week, including any yard trimmings or bulky waste placed in the mechanical drop box.

The Contractor also shall collect all recyclable materials placed into recycling carts/containers located on the customer’s premises at least once per week.

6.3 Construction and demolition debris

The Contractor shall provide collection service for construction and demolition debris generated by construction, demolition, and renovation projects on commercial property. However, the Contractor shall not be required to collect construction and demolition debris generated by the construction, demolition, or renovation of single–family dwelling units or multi–family dwelling units.

6.4 Bulk waste, yard trash, and recyclables

The Contractor shall provide supplemental collection service for commercial customers including bulk waste and yard trimmings, upon request of the customer.

7. SCOPE OF SERVICES—RECYCLABLES

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7.1 In General

The contractor shall collect the following recyclable materials via dedicated 95-gallon collection cart using a single stream methodology:

• Aluminum cans

• Steel cans

• One through seven plastic bottles and containers

• Clear, brown, and green glass containers (if applicable)

• All grades of paper including but not limited to newspaper, junk mail, magazines, and corrugated cardboard

Materials shall be sorted at a predetermined sorting facility and appropriately recycled following all federal, state and local recycling regulations regarding recycling. Recyclable goods shall be collected curbside at least bi-monthly on the same day curbside waste is collected from each customer. Vehicles designated for recycling will be identified as recycling vehicles and will be either covered or secured so as to prevent recyclables from being scattered or spilled.

Recyclable materials will be kept separate from garbage by customers and stored in a 95-gallon wheeled cart provided by the contractor. The container will be labeled as a recycling container so that it is easily identified as recyclables for curbside collection by the contractor. The City and the contractor will jointly own all recyclable materials collected by the contractor. The contractor shall deliver the collected recyclables to a recycling processing center. Revenues from the recyclables shall be shared between the City and the contractor as proposed in the fee schedule. All recyclable containers shall meet the same specifications as household trash containers including the utilization of RFID tags or technology with the same or similar capabilities.

7.2 Recycling Containers

The contractor will provide containers that must be clearly labeled to receive single stream recyclables.

Containers must be maintained in good working condition, and must be covered to prevent windblown litter and access by birds or animals. Labeling should be replaced or repainted at least annually or more often if needed to maintain legibility. The containers must have the same RFID (or similar technology) to allow the service provider the ability to track the whereabouts of the containers and identify lost or misplaced containers. The contractor will also supply the City with an adequate amount of recycling containers for all of the properties owned or controlled by the City.

7.3. Reports

Before processing the recycling materials collected within the City, the contractor will weigh and record the amount of recyclables collected. The contractor will provide the City with a monthly tonnage report as well as the number of participating households where recycling was collected no less than 50% of the scheduled pickups. The report shall be given to the City’s designated Contract Representative within 10 days of the month end for which the data was collected.

The contractor will maintain, for a period of 5 years, copies of weight tickets that are to be made available for City inspection.

7.4 Processing Facilities

All recyclable items must be recycled at an approved recycling facility; ownership of the recyclable materials shall become the property of the processor mutually agreed to by the City and the contractor throughout the duration of the contract and an extension.

The contractor is prohibited from collecting separated recyclables from a household and mixing them with garbage unless the City grants prior written approval. The contractor is prohibited from disposing of recyclable materials in

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any landfill. The City reserves the right to make necessary and reasonable changes, revisions, additions or deletions to the designated types of recyclable materials collected.

The contractor will not collect non-recyclable materials if they are not placed into the 95-gallon recycling cart provided for recycling. In the event that it is clear that non-recyclable materials are placed in the container, the contractor will leave the materials in the container along with instructional materials educating the customer about the recyclable materials accepted in the City recycling program and how to prepare those materials.

The proposal will also include a service option for centralized or individualized recycling cart containers to service multifamily complexes.

8. SCOPE OF SERVICES—OTHER

8.1 City Facilities

The contractor will provide for the collection of refuse, recyclables and yard trimmings at all City owned parks and buildings including but not limited to the following areas:

• Public Works Department

• Public Safety Complex

• Wastewater and Water

• Fire Department

• All city squares, parks, and green spaces located within the City limits

8.2 Bulky Waste

The contractor must make available curbside collection of white goods, brown goods, and bulky items on an as called basis from the requesting customer. Each customer shall be eligible to receive two (2) pickups of bulky items per calendar year at no cost to the customer. If a customer requires additional pickups, the Contractor shall assess charge and collect an appropriate fee for the service directly from the customer.

8.3 Drop Off Centers

The successful contractor will establish two central locations for the use by commercial customers who wish to drop off recyclables, subject to the prior approval of the City and at no additional roll off charge.

8.4 Compliance Reporting

Before disposal, all garbage collected from waste generators in the City will be weighed and recorded. The contractor will provide the City with a monthly tonnage report that is to be delivered to the City’s designated representative within ten days of the end of the month for which the data was collected. The contractor will maintain for a period of five (5) years, copies of weight tickets that are to be made available for City inspection.

The contractor will be responsible for maintaining and submitting reports on an ad hoc, monthly, and annual basis. Failure to submit reports within the mandated timeframe will result in a fine of fifty dollars ($50.00) for each report not submitted.

AD HOC REPORTS

Ad Hoc Reports should be submitted to the City upon request, and the reporting period shall be defined at the time of the request. Ad Hoc reports shall include the following information for each collection service (refuse, recycling, and yard trimmings):

• Complaints/Resolution summary.

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• Daily route sheet with attached disposal site weight ticket.

• Recycling participation.

• Route operational data form.

• Vehicle identification number.

• Daily staffing summary (including substitutions).

• Landfill tickets.

• Disposed tonnage of refuse and recyclables, itemized on a per-day basis.

MONTHLY REPORTS

Monthly reports must be submitted to the City by the tenth (10th) day of the month following the end of the previous month for which the data was collected and shall include the following information:

• A cover letter that abstracts the report and highlights major accomplishments, problems trends and other pertinent information for the associated month;

• Complaints/resolution summary for the associated month;

• Daily route sheet with attached disposal site weight ticket for the associated month;

• Recycling station participation for the associated month; Tonnage summary for the associated month.

ANNUAL REPORTS

The obligation to submit an annual report shall survive the termination or expiration of the contract. The city may withhold payment of balances due the service provider at the end of the contract until such final report is received and accepted by the city. The annual report should be submitted to the city no later than 30 days following every twelve (12) month period of the contract and shall include a compilation of the monthly reports for the associated year.

8.5 Public Engagement

The contractor will provide public education materials (English & Spanish) about recycling, household refuse, yard trimmings and bulky waste collection on a not less than semi-annual basis in. The educational materials will include, but not be limited to detail of acceptable recyclable materials, collection schedules, yard trimming specifications, locations for collections and all other information deemed pertinent to the proper collection and disposal of household and yard refuse as well as recyclables.

Public Education and Community Outreach Programs will be developed and implemented in partnership with the City and the service provider and other appropriate parties including, but not limited to the local Keep Golden Isles Beautiful a Georgia

Recycling Coalition partners. The public education program will include information on recycling and waste reduction programs and goals. To ensure message consistency, all materials must be pre-approved by the City as well as any revisions to pre-approved materials. The contractor will be solely responsible for coordinating, producing, and disseminating the information regarding the service.

9. PROPOSAL CONTENTS

9.1 Documents

The City is not interested in elaborate brochures; all documents will be typewritten on standard 8.5 x 11-inch white paper.

Exceptions would be schematics, exhibits, photographs or other information necessary to facilitate the City’s ability to

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accurately evaluate the proposal. Proposals shall include a USB drive containing the entire proposal in a searchable format, such as Adobe Acrobat.

9.2 Checklist

Complete Appendix A–1 and certify that the information contained in respondent’s Proposal, including Budget and Attachments

(supporting materials) are true and correct.

9.3 Submittal Title Page

Provide Appendix A–2 completed and signed by authorized signatory.

9.4 Cover Letter

The cover letter shall present the service provider’s understanding of the project, a summary of the approach to be undertaken to perform the services, including any acknowledgement for receipt of each addendum, when applicable as well as a summary of the costs to provide the services.

9.5 Table of Content

Include clear identification of the material by section and by page number.

9.6 General Requirements

The purpose of the proposal is to demonstrate the qualifications, competence, and capacity of the firms seeking to undertake the work for the City in conformity with the requirements of the specifications in the RFP. As such, the substance of the proposals will carry more weight than their form or manner of presentation.

The proposal should address all points outlined in the specifications of this RFP. The proposal should be prepared simply and economically, providing straightforward, concise description of the proposer’s capability to satisfy the requirements of the RFP.

While additional data may be presented, the information requested in items 11 (Technical Proposal), must be included. Items

1-8 represent the criteria against which proposals will be evaluated.

9.7 Executive Summary

The service provider shall submit an executive summary, which outlines its proposal, including the proposed general management philosophy. The executive summary shall at a minimum, include am identification of the proposed project team, assign a company point of contact for the project, give the responsibilities of the project team, and a summary of the proposed services. This section should highlight aspects of the company’s proposal that make it superior or unique in addressing the needs of the City.

9.8 Submission

The service provider shall package and seal its proposals so that they will not be damaged in mailing. Technical and Fee proposals are to be packaged and sealed separately. Do not include pricing in your proposal other than in the sealed Fee proposal portion of the proposal. Service providers are reminded that under Georgia Law. All opened documents fall under the open records act and are subject to inspection by the public. Accordingly, proprietary information and/or date cannot be withheld from public inspection. All proposals and supporting documents will be submitted in accordance with the RFP.

10. FEE PROPOSAL

10.1 Schedule of Fees

A completed “Fee Schedule” (Appendix A–3) must be included with each submitted proposal.

AND DISPOSAL SERVICES FOR COMMERICAL

Preference will be given to those Proposals with fee structures designed to encourage waste reduction and recycling.

10.2 Reasonableness; Best Value

The fee proposal is important; however, it will not be the sole determining factor in the selection process. It is not the intent of the City to limit innovative solutions by dollar constraints, but rather to determine which proposal has the potential of providing the best value for the services required.

11. TECHNICAL PROPOSAL

11.1 Service Delivery Approach; Transition

Provide a description of the proposed service delivery method(s) for each of the services requested by the City, as described in Section 5, 6, 7, AND 8. All program services must be described.

The service provider shall provide a plan for the seamless transition of services from either the pervious service provider or the City. This plan should include the delivery of collection carts or bins, the distribution of education materials to residents and/or businesses to be served outlying new collection schedules and services to be provided.

The transition plan should be received by the City within 30 days of notice of contract award.

Please supply a COMPLETE Inclusion/Exempt Waste List.

11.2 Collection Schedule

The service provider shall provide in this section, the proposed schedule for household garbage, yard trimmings/debris, and/or recyclable collection for subscribing households within the City.

Preference will be given to proposals

11.3 Management of Collected Materials

Solid Waste

The service provider will provide a list of solid waste disposal facilities and/or waste transfer stations it intends to use to dispose of waste generated within the City. The list will include the disposal facility’s permit number, current address, and contact person and telephone number for each facility listed. In addition, the service provider must submit documentation for the facilities it proposes to use demonstrating five years of disposal capacity for waste generated from the City.

Reduction of solid waste output represents a high priority of the City. Successful proposals will indicate innovative ways the service provider will work with residents to reduce waste output.

Recyclables

The service provider will submit in its proposal a list of recycling facilities it will use to process the recyclables generated within the City. The list will include a current address, contact person, and telephone number each facility listed. In addition, the service provider must submit documentation for the facilities it proposes to use, demonstrating five years of processing capacity for recyclables generated from the City. The service provider should also provide documentation of any disposal violations within the last five years attributed to each disposal facility they intend to use.

The City sees recycling as an important method towards reducing overall waste output.

Successful proposals will indicate innovative methods of increasing the amount of recyclable materials collected from residents in the City. Proposals for increasing the types of materials collected and processed by the service provider and its partners will be reviewed with interest.

Yard Debris/Trimmings

AND DISPOSAL SERVICES FOR COMMERICAL

& RESIDENTIAL YARD WASTE, BULK,

The service provider will identify how it will manage the yard trimming material collected and provide a list of the proposed facilities it intends to use. The list will include the disposal facility’s permit number, current address, and contact person and telephone number for each facility listed. In addition, the service provider must submit documentation for the facilities it proposes to use, demonstrating five years of disposal capacity for yard trimmings generated from the City. The City finds value in a system where yard trimmings are processed for reuse either through mulch facilities of composting. Proposals with innovative approaches for the reuse of yard trimming matter will be reviewed with interest.

11.4 Customer Service – General

Describe the following items in your proposal:

1. Describe your customer service philosophy and describe how it is communicated and reinforced throughout the organization.

2. Describe your approach to total quality management and how your current customers benefit from your service improvements.

3. Describe your complaint resolution procedures.

4. Describe the nature of service improvement and increase in customer satisfaction that the service provider has been able to achieve in environments comparable to the City’s in size and complexity.

5. Describe the methodology used to handle a client’s unhappy customer. How does the service provider regain that customer’s confidence and retain their loyalty?

6. Describe the emergency plan in place that you will take to deal with emergency situations such as extreme cold temperatures, snow/ice, fire, torrential rain, or natural disasters that may require a deviation from the normal operating procedures. The emergency plan should address contract monitor notification procedures and include emergency contact information.

11.5 Public Education; Customer Service

The service provider will submit a waste reduction and recycling public education plan to the City. The plan must include a copy of the public education materials the contractor intends to distribute to subscribing households and identify a plan for development and distribution of such educational materials on an ongoing basis. The materials proposed must be available in both English and Spanish with full details in both languages. The service provider will also define the intentions of the program and indicate a philosophy of educational outreach. The materials should cover such topics as collection schedules, definitions of recyclable materials, acceptable yard trimming material, holiday schedules and contact information including name, address, and telephone number of Contract Representative.

11.6 Company Information

a. Primary Business: Provide your company’s primary business interest and/or operations including organization and affiliations. Include the magnitude of your operation as it relates to this project.

b. Records Management: Describe your company’s record keeping procedures in detail to include storage, security, accessibility and duration.

c. Company History: Provide pertinent company historical information that will demonstrate your ability to successfully accomplish this project.

11.7 Personnel and Experience

a. Personnel

The service provider shall provide, in this section of the proposal, a description of key staff and personnel that will be assigned to effectively facilitate the requirements of this project. This description will include at a minimum, the number of permanent employees, part-time employees and an organizational chart reflecting local and corporate assignments and responsibilities.

AND DISPOSAL SERVICES FOR COMMERICAL

Specifically, the service provider must identify what priority will be placed on this project and how the firm intends to provide the initial management and staff.

In addition, the service provider should:

1) Provide resumes with job descriptions and other detailed qualification information on all key personnel who will be assigned to the Contract, both local and corporate., including any subcontractors or sub consultants. The phrase “all key personnel” includes all partners, managers, seniors and other professional or technical staff that will perform work on the

Contract. Each resume shall include at a minimum:

• Position/title

• Tenure with the service provider

• Education

• Overall experience

• Other related information pertaining to the work to be performed

2) Provide the names of key personnel and subcontractors that will perform services for this project.

3) Provide an organizational chart showing all individuals, including their titles, whom will perform any work on the

Contract. This chart must clearly identify the Proposer’s employees and those of the subcontractors or sub consultants.

4) Describe the experience, qualifications, and other vital information, including relevant experience on similar contracts, of all key individuals and subcontractors or sub consultants who will perform work on the Contract. This information shall include functions to be performed by the key individuals and the subcontractors or sub consultants.

b. Experience

Provide a detailed description of similar services or contracts in which the service provider is presently involved or has completed during the past two (2) years. In particular, the service provider should reference company experience with public entities that provide billing of solid waste and recyclables collection and disposal services on a subscription basis.

11.8 Financial Resources

Submit audited financial statements for the past three (3) years, including an income statement, a profit and loss statement, a balance sheet and a cash flow statement. In lieu of audited financial statements, proposers may submit other evidence, acceptable to the City, of financial responsibility. Such evidence may include, but is not limited to letter(s) of credit with a financial institution indicating the proposer's line of credit and the level of financing the institution will offer the proposer for capital procurement, and certified copy(ies) of federal income tax return(s) or acceptable equivalents.

11.9 References

The…