2026-0613-AC Specifications_Final.pdf

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1. BACKGROUND/INTRODUCTION

The City of Plano (the “City”) is soliciting bids to establish price agreements to provide ground yard waste hauling services to the City as further specified in this document.

Through this price agreement, the City is seeking to engage qualified trucking firm(s) to assist in transporting the excess ground yard waste material from the Custer Road facility to the Regional Composting Facility in Melissa following weather events that result in storm damage. In significant weather events, a temporary grinding location may be established within the City of Plano and hauling services could be utilized from that location to Melissa.

2. DEFINITIONS

2.1 Estimated Quantity

Quantities listed on the Item Response Form represent estimated annual usage. They are given for the information of bidders and for the purpose of bid evaluation. They do not establish an obligation on the part of the City to order any quantity, nor do they limit the supply to be made available. Actual order quantities will depend upon requirements of the department as well as funds appropriated.

2.2 Price

Price specified by the bidder shall include all direct and indirect costs including, but not limited to, freight, delivery, mobilization, demobilization, fuel surcharges, etc. No additional charges will be allowed.

2.1 Price Agreement

Price agreements are used to establish a qualified contractor listing for items / services that are purchased over a period of time that cannot be quantified. When more than one vendor has been awarded a price agreement for any item / service, the City will utilize the contractors based on pricing, availability, and qualifications.

3. CURRENT ENVIRONMENT

The City of Plano has operated a composting program since 1992. The facility at Custer Road accepts yard trimmings where it is processed into ground yard waste. Excess ground yard waste is transported to the Regional Composting Facility in Melissa, Texas as it accumulates. After periods of adverse weather, the amount of yard trimmings dropped off and processed at the Custer Road facility rapidly increases and quickly surpasses the City’s ability to transport excess material to the Melissa, Texas facility.

This contract is currently utilized during emergency situations following significant weather events that generate volumes of yard debris exceeding the City’s processing capacity, or during extended periods of grinding equipment downtime. The most recent use occurred in 2024, when approximately 100,000 cubic yards of yard debris were hauled from a temporary grinding site located within Plano.

Yard waste is typically loaded by the City using an 8-yard front loader.

4. SCOPE OF EFFORT

4.1 The contractor will perform the TASKS/DELIVERABLES specified in order to provide ground yard waste hauling services as directed.

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6. TASKS/DELIVERABLES

6.1 Hauler shall have the ability to haul, at minimum, eighty (80) cubic yards. Quantities for quote will be provided on a per cubic yard basis.

This requirement cannot be converted or estimated; but, must be actual yardage hauled not based on estimates.

Multiple trailers can be utilized that contains and covers the material while in transit.

In order for the haul to be cost-effective for both parties, larger capacity is preferred.

6.2 Hauling shall be paid on a per cubic yard delivered basis for loads of ground yard trimming material.

6.3 Payment will be made at the end of the project based on cubic yards hauled with supporting drop tickets listing yardage, and signed by a City of Plano employee.

No payment will be made if project is not completed as agreed.

6.4 Drivers shall have all loads picked up and dropped off signed for in a ticket book at location of pickup or drop-off point.

Payment will be made on receipt of these tickets signed by driver and City employee loading/off-loading the trucks. No tickets, no payment.

6.5 Contractor shall provide and adhere to projected start and end date estimated for haul completion. Delays, including inclement weather postponements, must be approved by the City.

6.6 Loading responsibility will depend on the point of origin.

For material collected at the Custer Road Transfer Station, City personnel will load the materials for transport.

In the event of an emergency requiring the use of an alternate site, loading will be the responsibility of the contractor.

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9. WORK HISTORY/PAST PERFORMANCE

Bidder shall have contracted with at minimum three (3) clients whose requirements are of approximately the same scope and size of this bid request within the past five (5) years. The City reserves the right to contact any or all references.

10. CONTRACTOR EMPLOYEE REQUIREMENTS

10.1 The contractor will assign only qualified, trained, competent, and reliable personnel to perform the services.

10.2 All employees must be able to meet the requirements stipulated with the United States Department of Justice Employee Eligibility Verification Form (Form I-9).

The contractor shall ensure that all employees comply with applicable City codes and ordinances, posted signage, and site rules while on City property. While operating on NTMWD transfer station or landfill property, contractor employees shall also comply with all NTMWD site rules, safety requirements, posted signage, and traffic and vehicle operation requirements.

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10.3 In the event that the City shall deem an employee unacceptable or unsatisfactory, contractor shall remove such employee from the contracted service and shall supply a suitable replacement.

11. INSURANCE

The successful offeror must submit proof of meeting necessary insurance requirements within ten (10) business days of request by the City. Failure to respond within ten business days may be grounds for declaring offer non-responsive to the specifications.

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13. ASSIGNMENT

The offeror understands that, should their proposal be accepted, they agree as the contractor to retain control and to give full attention to the fulfillment of this contract, that this contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this contract, shall not relieve contractor from its full obligations to City as provided by this contract. Failure to obtain City’s written consent prior to assignment of this contract as set forth herein, may result in termination of this contract at the City’s discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this contract. If the City elects to terminate this contract, the contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then-current term.

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17. PERIOD OF PERFORMANCE

The term of the price agreement will be for one (1) year with four (4) automatic one-year renewals.

18. PLACE AND HOURS OF PERFORMANCE

18.1 Pick-Up Location

Custer Road Transfer Station 9901 Custer Road Plano, Texas 75025

972-816-8363

18.2 Drop-Off Location

City of Plano’s Regional Compost Facility 3820 Sam Rayburn Highway Melissa, Texas 75454

972-816-3040

18.3 In the event of an emergency response, pick-up/drop-off location could be changed to an alternate location with five (5) days advance notice.

18.4 Hours of Performance

Hauling shall run from Monday through Saturday between the hours of 8:00AM and 4:30PM.

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19. SUBMITTALS

The preferred method of bid submittal is online through IonWave. In order to facilitate the award process, bidders are requested to submit all documents below with their bids. Otherwise, submittals must be received within five business days of request by the City of Plano. Failure to comply within five business days may be grounds for declaring bid non-responsive to specifications. All submittals may be researched, evaluated, and verified by City of Plano staff.

19.1 Five (5) year work history

20. METHOD OF AWARD

20.1 Bid will be awarded to qualified, responsive, responsible bidders meeting specifications. When more than one vendor has been awarded a price agreement for any item / service, the City will utilize the contractors based on pricing, availability, and qualifications.

20.2 The City reserves the right to compare pricing to state and inter-local contracts in determining award of this bid. The City reserves the right to reject all bids and re-solicit.