3-D. SPECIFICATIONS.pdf

IFB-CA-26-067

SPECIFICATIONS

WASTE CONTAINER, REMOVAL, AND RECYCLING SERVICES AND EQUIPMENT

1. INTRODUCTION

1.1. Pasco County (County) is seeking a vendor to provide dumpsters, commercial waste compactors, recycling, hauling, waste disposal services, and maintenance throughout the County.

2. GENERAL REQUIREMENTS

2.1. All work assigned under the agreement will be performed at various locations throughout the County.

2.2. In addition to the Facilities Department, other Pasco County departments may utilize this contract for the same terms and conditions for similar work.

2.3. All work must be performed in accordance with all applicable state, local, and national laws, and codes.

2.4. All work must be performed according to the manufacturer’s installation requirements and recommendations and in accordance with all plans and specifications.

2.5. All work must be completed by a contractor licensed in the state of Florida to perform all the work as described herein.

2.6. Vendor is responsible for all processes and costs associated with obtaining and maintaining any required permits.

2.7. The County reserves the right to award the lowest, responsive, responsible vendor per line item.

2.8. While it is the County’s intent to contract with one vendor, we reserve the right to award to multiple vendors if found to be in our best interest.

2.9. All quantities stated in this solicitation are estimates for bidding purposes. The

County does not guarantee any quantities mentioned herein.

2.10. Pricing must include all labor, tools, materials, vehicles, and equipment needed to complete all the services described herein.

3. MINIMUM REQUIREMENTS

3.1. The Vendor must have been in business for at least three (3) years.

3.2. The Vendor must have held at least three (3) contracts of similar size and nature.

3.3. The County reserves the right to request information necessary to determine the ability of the Vendor(s) to perform the work, to include references.

4. PERSONNEL

4.1. The Vendor shall maintain adequate staffing to provide all required services and shall notify the County immediately of any change in supervision. The Vendor shall ensure the following:

• The County reserves the right to reject a supervisor or request removal of any employee from the contract.

• Personnel shall wear uniforms, carry photo identification, and present a professional appearance.

• Employees shall be properly trained.

• Any employee arrest shall be reported to the County within twenty-four hours.

• Subcontractors may be used only with prior written County approval.

5. KEY AND ACCESS CONTROL

The Vendor’s supervisor shall be responsible for all County-issued keys, electronic devices, and access codes. The following requirements apply:

• Keys and access devices must remain with Vendor personnel at all times.

• Keys and access devices may not be left unattended or shared outside Vendor personnel.

• The Vendor must notify the County immediately of any lost or stolen keys or devices.

• The Vendor shall reimburse all costs associated with rekeying or replacing locks and access devices.

• If a master key is lost or duplicated, the County will replace all corresponding keyways and deduct the full cost from the Vendor’s invoice.

6. EQUIPMENT

6.1. The Vendor shall provide dumpsters, self-contained heavy compactors designed for facilities with high liquid content solid waste, recycling dumpsters, and recycling receptacle cans or carts measured in gallons. All equipment shall range in size between two yards (2 yds) and thirty yards (30 yds), as shown in the attachment.

6.2. The Vendor shall provide waste compactors that meet or exceed the following functional requirements and features:

• 34-yard total capacity, self-contained compactor

• 3:1 ratio for waste compaction

• Multi-cycle timer

• Pressure gauge

• Three-fourths full light

• Tri-volt motor

• Doghouse hopper with side door

• Container guides with stops

6.3. The Vendor shall ensure all dumpsters, containers, compactors, and recycling carts remain fully functional and well maintained throughout the term of this contract. The County may require a new container if the existing one is deemed unacceptable.

6.4. The Vendor must obtain approval from the Facilities Operating Supervisor or designee prior to removing any dumpster from a County site.

6.5. The Vendor shall notify the Facilities Operating Supervisor or designee when any equipment will be out of service for more than two hours and again when the equipment is returned to service. The Vendor shall conduct regular inspections to ensure all equipment remains in safe working condition.

6.6. The Facilities Operating Supervisor or designee may inspect any equipment used under this contract at any time. The Vendor shall replace any equipment found unacceptable.

7. RECYCLING

7.1. All recycling services fall under the responsibility of the County’s Recycling

Manager or designee.

7.2. Recycling dumpsters shall be clearly distinguishable from trash dumpsters by either a different colored lid or lettering that is at least three inches high in contrasting colors. Lock bars shall be provided upon request.

7.3. Compacting vehicles shall not be used for recyclables. Recyclables shall never be mixed with waste at any time. Recyclables may only be mixed with other recyclables. The Vendor shall deliver recyclables to the designated County facilities listed in Appendix B.

7.4. Accepted recyclables include aluminum cans, metal food cans, plastic bottles, paper, cardboard, and jars. Glass shall not be collected unless specifically authorized by the County.

7.5. Recyclables set out in clear plastic bags shall be opened by the Vendor. The recyclables shall be collected and the empty bags disposed of as waste. Plastic bags shall never be mixed with recyclables. Cardboard may be placed in or bundled beside the container. Paper and other approved materials may be placed in thirty-five gallon carts.

7.6. Invoices for recycling services shall be sent to 14855 Softwind Lane, Spring Hill, Florida 34610.

8. CLEANUP

8.1. Cleaning of dumpsters, compactors, containers, and recycling carts is included in bid pricing and is not considered a call-out service. Cleaning shall occur annually or upon request by the Facilities Operating Supervisor or designee, and shall be scheduled within seventy-two hours of the request.

8.2. Cleaning shall result in a container that is completely free of waste, grit, grease, and soil and ready for use in accordance with manufacturer requirements.

8.3. Pressure washing of the inside and outside of containers shall be performed as needed.

8.4. The Vendor shall clean any spillage, leakage, or tracking of waste caused during service, to the satisfaction of the County.

9. DISPOSAL OF WASTE

• The Vendor is responsible for all disposal of waste, recyclables, and contamination.

• The Vendor shall be responsible for all disposal costs.

10. PERFORMANCE

10.1. If the Vendor fails to perform services to an acceptable standard, the County may obtain services from another vendor, and all related costs shall be the responsibility of the Vendor.

10.2. If any two or more of the following occur during any calendar month, the County may deduct ten percent from the Vendor’s monthly invoice total for the affected buildings:

• Failure to respond on site within twenty-four hours of a service request

• Failure to respond on site within four hours of an emergency request

• Failure to provide a status update within one hour of a service call

11. WARRANTY AND DAMAGES

11.1. Vendors are responsible for all damage or personal injury resulting from their operations, including but not limited to:

• Repair or replacement of affected County or personal property

• Cleanup of any damaged areas

• Any associated costs resulting from the Vendor’s operations

11.2. Any damage or personal injury shall be reported immediately to the County point of contact (POC).

11.3. If the Vendor fails to complete damage repair or warranty work as scheduled, or if the work does not meet County standards, the County may obtain services from another vendor. All related costs will be the responsibility of the Vendor.

11.4. The Vendor is responsible for any costs determined to be caused by the Vendor, including repair, replacement, cleanup, and reimbursement for affected facilities, vehicles, property, or persons. The County may elect to have repairs performed by a third party and deduct the cost from the Vendor’s invoice.

12. SAFETY

12.1. The Vendor shall familiarize themselves with each facility to ensure services are performed safely and efficiently. Any unsafe conditions that may compromise service shall be reported immediately to the Facilities Operating Supervisor or designee.

12.2. The Vendor shall maintain a written safety program that includes safe work habits, safe use of cleaning equipment, safe use of chemicals, Right-to-Know requirements, use of signs and barriers, hazardous material handling (including bloodborne pathogens), and recognition of prohibited cleaning chemicals. This program shall be provided to the County upon request.

12.3. Vendor personnel shall report safety concerns such as unauthorized persons, signs of theft or vandalism, and building system failures to both their supervisor and the Facilities Operating Supervisor or designee. Emergency services shall be contacted immediately in situations involving fire, smoke, unusual odors, or any condition outside normal operations.

13. CALL-OUT SERVICES

13.1. Call-out services shall be available twenty-four hours per day, seven days per week, three hundred sixty-five days per year. Call-out services include:

• Unscheduled pickups

• Equipment diagnostics or repair

• Container replacement

• Cleanup of spills

• Disposal of all collected materials at appropriate disposal sites

• Identifying proper disposal locations (Vendor responsibility)

13.2. Call-out pricing shall include:

• All equipment

• Chemicals

• Parts

• Labor

• Diagnostics

• Cleaning

• Maintenance

• Any other costs associated with the response

13.3. The Vendor shall meet the following response requirements:

• Arrive on site within twenty-four hours for regular service requests

• Arrive on site within four hours for emergency service requests

• Respond by telephone within one hour of notification

• Provide the responder’s name, status, and estimated arrival time during the call-back

• If response requirements are not met, the County may obtain services elsewhere and charge the costs to the Vendor as noted above.

14. SCHEDULING

14.1. All collections shall follow the time intervals listed on the Bid Form.

14.2. The Facilities Operating Supervisor or designee may request additional pickups at any time.

14.3. Scheduling shall account for site conditions and security requirements. Work may occur during nights, evenings, or weekends as needed.

14.4. No adjustments to contract pricing will be made based on scheduling.

14.5. The Vendor shall schedule all pickups for each location, ranging from one to eight times per week, as directed by the County. The Vendor is responsible for all disposal of waste, recyclables, and contamination. The Vendor shall be responsible for all disposal costs.

14.6. The County may add or delete locations as required.

15. DECLARED EMERGENCY

15.1. If the County declares a Local State of Emergency (LSE), the Vendor shall continue to service County facilities according to the established service schedule.

15.2. No additional fees shall be charged for emergency work.

15.3. The County shall receive service priority during an emergency.

15.4. The Vendor shall provide a twenty-four hour contact matrix for emergency response.

16. REPORTING

16.1. The Vendor shall document all inspections and maintenance of equipment.

Reports shall include the following:

• Equipment specifications

• Building number

• Address

• Size

• Brand

• Model

• Serial number

• Manufactured date

• Condition notes

• Work performed or required

• Inspection or certification date

16.2. Documentation shall be submitted in Excel format to the Facilities Operating Supervisor or designee within two calendar days of completing the request.

16.3. The County may without payment until documentation is received.

17. OUT OF SCOPE WORK

17.1. Any work outside the defined scope shall be authorized in advance and in writing. The following requirements apply:

• The Vendor shall provide pricing before any out-of-scope work begins.

• Out-of-scope services shall be billed at the fixed rates listed in the Bid

Form.

• If a service is not listed, the Vendor may submit a competitive quote.

• The Facilities Operating Supervisor or designee shall determine whether work is considered out of scope.

• The County may solicit bids from third parties for out-of-scope work.

18. BILLING

18.1. Installation and removal of dumpsters shall be included in the Vendor’s bid pricing and shall not result in any additional charges. The Vendor may include a one-time installation and removal fee for compactors, however this pricing must be listed on the Bid Form.

18.2. No additional charges shall be made for replacement of broken or non-functional compactors, dumpsters, or recycling containers due to normal wear.

18.3. Multiple County departments may authorize work under separate purchase orders. The Vendor shall provide all required reports for each department based on its purchase order.

18.4. Consolidated invoices shall include dates and locations of service, units serviced, make, model, serial number, services performed, and the authorized purchase order number. Vendor shall adjust invoice labeling, layout, and documentation as needed to meet operational needs of each department.

18.5. The County may deduct five percent from the Vendor’s monthly invoice if, the

Vendor fails to respond to two or more call outs within twenty four hours, fails to appear for inspections or maintenance, or fails to fulfill any other contractual requirement not listed in this section within a single calendar month.

18.6. The County may deduct ten percent from the Vendor’s monthly invoice for the affected buildings if documentation shows that compactors or dumpsters were not emptied on their scheduled day more than once within the related month.

Continued failure to correct issues may result in contract termination.

18.7. If a load contains more than twenty percent contamination, a flat rate contamination fee may be charged. The Facilities Operating Supervisor or designee shall inspect the load in person, as photographic evidence is not sufficient.

19. TRANSITION PLAN

19.1. The Vendor shall provide one training session for County employees on proper operation of the compactor system. An operation manual shall be provided at installation. The Vendor shall work with the County to ensure a smooth transition and shall submit a transition plan including site schedules, replacements, and additions.

END OF SPECIFICATIONS