837617wasteAlex.pdf

Recycling Collections and Processing City of Alexandria, VA

100 N. Pitt Street, Suite 301 Alexandria, VA 22314

The Seal of the City of Alexandria may not be used on any materials in response to this Soli‐ citation without written permission from the Purchasing Agent, or unless the requirements of this Solicitation specifically call for the Seal to be incorporated in the response.

Jul 23rd 2026, 2:00PM EDT - Aug 20th 2026, 2:00PM EDT

City of Alexandria

Request for Proposals

RFP: Recycling Collections and Processing

RFP No.: 2034

Table of Contents

Contents Page #

Project Details 7

1. Part A - General Information 9

1.1. Solicitation General Information 9

1.2. Procurement Schedule 9

1.3. Introduction 10

1.4. General Overview 10

1.5. Pre-Proposal Conference and Proposal Opening 10

1.6. Contracting Officer’s Representative and Contracting Officer’s Technical Representative 10

1.7. Faith–Based Organizations Nondiscrimination 11

1.8. Use of Task Orders 11

1.9. Special Terms and Conditions 11

2. Part B - Scope of Work 12

2.1. General Overview 12

2.2. Cost Proposal Scope 12

2.3. Background 16

2.4. Requirements for Residential Recycling Collection 16

2.5. Requirements for Processing & Sale of Recyclables 27

2.6. Requirements for Supplemental Recycling Collection Services (Lot 4) 33

2.7. Vehicles & Equipment Requirements 38

2.8. Customer Service & Complaint Resolution 40

2.9. Transition and Implementation 41

2.10. Performance Period 41

3. Part C - Special Terms and Conditions 42

3.1. General Overview 42

3.2. Change Management 42

3.3. Contract Administration 42

3.4. Deliverables, Manuals, and Training 43

3.5. Eligibility Requirements 43

3.6. Inspection, Rejection, and Cure 44

3.7. Liquidated Damages 44

3.8. Payment and Invoicing 45

3.9. Renewal of Contract 46

3.10. Safety and Compliance 46

3.11. City-Related Conditions and Contractor Responsibilities 46

3.12. Quantity / Level of Effort – No Guarantee 47

3.13. Contractor Personnel 48

3.14. Use of Contract By Other Public Bodies 48

4. Part D - General Terms and Conditions 49

4.1. Assignment 49

4.2. Assignment of Risk 49

4.3. Audit and Price Adjustment 49

4.4. Brand Name or Equivalent 49

4.5. Choice of Law; Venue 50

4.6. Claims and Disputes 50

4.7. Claims for Damages 51

4.8. Code Compliance 51

4.9. Commercial Warranties 51

4.10. Compliance with Applicable Law 51

4.11. Compliance with the Bid or Proposal 52

4.12. Compliance with the Immigration Reform and Control Act of 1986 52

4.13. Conditional Bids or Proposals 52

4.14. Contract Term Deviations 52

4.15. Copyright/License for Drawings and Specifications 52

4.16. Drug-Free Workplace 53

4.17. Entire Agreement 53

4.18. Equal Employment Opportunity 53

4.19. Ethics in Public Contracting 55

4.20. Federal Disaster Assistance and FEMA Compliance 55

4.21. Federal, State, and Local Taxes 55

4.22. Felony Convictions 56

4.23. Force Majeure 56

4.24. Freedom of Information 56

4.25. Indemnification 57

4.26. Independent Pricing 57

4.27. Inspection of Supplies 57

4.28. Insurance Requirements 58

4.29. Interpretation of Contract: Notice of Ambiguities 60

4.30. Non-Waiver 60

4.31. Notice 60

4.32. Oral Modification 60

4.33. Pre-Bid / Pre-Proposal Conferences 61

4.34. Protests and Appeals 61

4.35. Prompt Payment 61

4.36. Proprietary and Confidential Information 61

4.37. Royalties and Patents 61

4.38. Severability 62

4.39. Small-, Minority-, and Women-Owned Business Outreach 62

4.40. Specific Environmental Obligations 62

4.41. Successors, Assigns, and Legal Representatives 62

4.42. Survival 62

4.43. Termination 62

4.44. Third-Part Beneficiary 64

4.45. Transportation Costs and Other Fees or Expenses 64

5. Part E - Instructions to Offerors 66

5.1. General 66

5.2. Issuing Office and Point of Contact 66

5.3. Questions and Clarifications 66

5.4. Addenda 66

5.5. Award 66

5.6. Contract Formation 66

5.7. Disqualification of Offerors 67

5.8. Evaluation and Negotiation 67

5.9. Format for Proposal Response 67

5.10. Governing Terms 68

5.11. Late Proposals 68

5.12. Mistakes in Offers 68

5.13. Offer Submission Information and Instructions 68

5.14. Opening of Proposals 69

5.15. Proposal Signature 69

5.16. Proposal Submission 69

5.17. Proposal Submission and Presentation Costs 69

5.18. Proposal Validity Period 69

5.19. Public Inspection and Confidentiality 69

5.20. Vendor Registration (For Awardees) 69

5.21. Withdrawal or Modification of Proposals 70

6. Part F - Evaluation and Method of Award 71

6.1. Evaluation Factors 71

6.2. Evaluation Process 72

6.3. Method of Award 73

6.4. Reservation of Rights 73

6.5. Responsibility Determination 73

7. Part G - Required Forms 74

7.1. Attachment A - Authorized Signatory Statement 74

7.2. Attachment C - Required Information form 74

7.3. Attachment D - Certifications Statement forms 74

7.4. Attachment E - Reference Sheet 74

7.5. Attachment F - Subcontractors List 75

7.6. Attachment G - No Response form 75

7.7. Technical Proposal 75

8. Part H - Exhibits 76

8.1. Exhibit A - Definitions 76

8.2. Exhibit H - Information Technology Terms and Conditions 85

8.3. Exhibit J - Departmental Attachments 88

Project Details

Project Recycling Collections and Processing

Ref. # 2034

Type RFP

Description The City is issuing this RFP, on behalf of Transportation and Environmental Services (T&ES), in order to solicit Proposals from interested, licensed (to do business in the Commonwealth), and qualified firms to provide a Recycling Collections and Processing services.

Open Date Jul 23rd 2026, 2:00PM EDT

Questions Due Date

Aug 6th 2026, 5:00PM EDT

Close Date Aug 20th 2026, 2:00PM EDT

Project Owner Brandon Jackson

Solicitation Meeting Link https://events.gcc.teams.microsoft.com/event/ 91d35f29-82d3-47ae-8dfd-4986f502eaa9@feaa9b31-4375-4aee-adcc-c76ad32a890b

Solicitation Opening Meeting Link https://events.gcc.teams.microsoft.com/event/ 9e4b45e6-6a47-4201-a438-8747adb15a9d@feaa9b31-4375-4aee-adcc-c76ad32a890b

Events

Event Name

Duration Description

Open Date Jul 23rd 2026, 2:00PM

EDT

Posting date for the Opportunity

Event Name

Duration Description

Pre-Bid Conference

Jul 30th 2026, 2:00PM

EDT -

Jul 30th 2026, 3:00PM

EDT

This will be an opportunity to ask preliminary questions on the RFP, and hear from the City team on the solicitation.You may use the link below.https://events.gcc.teams.microsoft.com/event/ 91d35f29-82d3-47ae-8dfd-4986f502eaa9@feaa9b31-4375-4aee-adcc-c76ad32a890b

Questions Due Date

Aug 6th 2026, 5:00PM

EDT

Deadline to submit Questions

RFP 2034

Recycling Collections and Processing Proposal Opening

Aug 20th 2026, 2:00PM

EDT -

Aug 20th 2026, 3:00PM

EDT

RFP 2034 Recycling Collections and Processing Proposal OpeningPlease see link to join below:https:// events.gcc.teams.microsoft.com/event/9e4b45e6-6a47-4201-a438-8747adb15a9d@feaa9b31-4375-4aee-adcc-c76ad32a890b

Close Date Aug 20th 2026, 2:00PM

EDT

Deadline for Submissions

1. Part A - General Information

1.1 Solicitation General Information

Solicitation General Information

Solicitation Type: Request for Proposals

Number: 2034

Title: Recycling Collections and Processing

Point of Contact: Brandon Jackson

Contact Email: brandon.jackson@alexandriava.gov

1.2 Procurement Schedule

Procurement Schedule

Advertisement

Pre-Proposal Conference

Type: Optional

Final Date for Vendor

Questions

Question must be sent via Br andon Jackson

City Issues Responses to

Vendor Questions via

Amendment

Solicitation Responses Due

Award

The timeframes listed above apply to events related to the Solicitation and the City’s due diligence process. The activities with specific dates must be completed as indicated unless otherwise changed by the City by issuance of a written Amendment.

Pre-Proposal Conference is a virtual meetings.

mailto:brandon.jackson@alexandriava.gov mailto:brandon.jackson@alexandriava.gov

Go to https://www.alexandriava.gov/Purchasing to obtain a link.

1.3 Introduction

The City of Alexandria, Virginia (the “City”) is an urban community of 15.75 square miles with a population of approximately 159,647. With its stable residential neighborhoods, its historic districts, and its proximity to

Washington, D.C., the City continues to attract new residents, tourists, and businesses.

1.4 General Overview

The City of Alexandria, Virginia (the “City”) issues this Request for Proposals (“RFP”) to obtain sealed Proposals from qualified and responsible Offerors to provide Recycling Collections and Processing as more fully identified in this Solicitation.

This RFP is issued pursuant to the Virginia Public Procurement Act (“VPPA”), Code of Virginia § 2.2-4302.2, using the

Competitive Negotiation method of source selection. Proposals will be evaluated based on the criteria set forth herein to determine which is most advantageous to the City, taking into consideration the stated evaluation factors.

The successful Offeror shall furnish all labor, supervision, expertise, materials, equipment, and other resources necessary to perform the required services in accordance with the Solicitation Documents and any resulting Contract.

Insurance, bonding (if applicable), and other contractual requirements are identified elsewhere in this Solicitation.

1.5 Pre-Proposal Conference and Proposal Opening

The Pre-Proposal Conference and Proposal Opening and will be virtual. Anyone wishing to attend either solicitation event must go to the Purchasing Website to obtain a link:

https://www.alexandriava.gov/Purchasing.

Scroll down to the link entitled “Register for Virtual Bid Openings and Pre-Bid/Proposal Conferences.” This will direct the user to the City’s Vendor Self Service (VSS) system. Click on the link for “Bid Openings” or “Pre-Bid/Proposal

Confer.” On the day of the event, please fill out the electronic form. The City will send you an invitation to the event, along with a link to attend, via email.

1.6 Contracting Officer’s Representative and Contracting Officer’s Technical Representative

The Contracting Officer’s Representative (COR) and the Contracting Officer’s Technical Representative (COTR) are responsible for administration and technical coordination, as applicable. Neither the COR nor the COTR has authority to modify the Contract, issue Change Orders, or waive Contract requirements. All contractual changes must be authorized in writing by the Purchasing Agent.

The following individual is appointed as the authorized COR:

Tarrence Moorer

Transportation and Environmental Services

2900 Business Center Drive

Alexandria, VA 22314 https://www.alexandriava.gov/Purchasing https://www.alexandriava.gov/Purchasing https://www.alexandriava.gov/Purchasing https://www.alexandriava.gov/Purchasing https://www.alexandriava.gov/Purchasing

The following individual is appointed as the authorized COTR:

Caroline Johnson

Transportation and Environmental Services

2900 Business Center Drive

Alexandria, VA 22314

The Contractor must contact the COTR to coordinate the schedule and placement of contracted /Work.

1.7 Faith–Based Organizations Nondiscrimination

Pursuant to Virginia Code § 2.2-4343.1, the City of Alexandria does not discriminate against faith-based organizations in the solicitation, evaluation, award, or administration of contracts. A faith-based organization contracting with the City shall not discriminate against any recipient of goods, services, or disbursements on the basis of religion, religious belief, or refusal to actively participate in any religious practice, or on the basis of race, age, color, gender, sexual orientation, gender identity, national origin, or any other status protected by applicable law. If an individual objects to the religious character of a contracted provider, the City shall offer access to equivalent goods or services from an alternative provider.

1.8 Use of Task Orders

When the City establishes an on-call, indefinite delivery, or requirements-based contract, services will be authorized through the issuance of Task Orders during the contract term. Each Task Order will define the specific scope of work, deliverables, performance period, and compensation for the assigned services and will be governed by the terms and conditions of the underlying contract.

Task Orders will be issued only for work within the scope of the executed contract. No work shall commence, and the

City shall have no obligation to pay, unless a Task Order is issued in writing by the City in accordance with the contract.

1.9 Special Terms and Conditions

Special Terms and Conditions are set forth in Part C, and General Terms and Conditions are set forth in Part D, which are incorporated by reference.

2. Part B - Scope of Work

2.1 General Overview

This section provides an overview of the scope of services and/or goods described in this Solicitation. This Request for Proposals (“RFP”) is issued in accordance with the Virginia Public Procurement Act using the competitive negotiation method of source selection. Proposals will be evaluated against the evaluation criteria set forth herein to determine the proposal most advantageous to the City.

The City is issuing this Request for Proposals (RFP) to solicit responses from qualified contractors to provide recycling collection and/or processing services. These services include:

· Residential recycling collection

· Recycling processing services

· Combined recycling collection and processing services

· Optional recycling collection services for City facilities, schools, and public drop-off locations

The selected Contractor(s) shall furnish all labor, equipment, materials, and supervision necessary to perform these services in accordance with the terms, conditions, and specifications set forth herein.

Detailed requirements governing contract administration, performance, scheduling, acceptance, and payment are addressed in Part C – Special Terms and Conditions, which supplement the City’s Part D – General Terms and

Conditions.

2.2 Cost Proposal Scope

This solicitation/Contract is to furnish and deliver all materials, labor and equipment necessary to perform scope of work as defined in Section C of this solicitation for work in the City in accordance with the solicitation/Contract specifications as defined herein.

NOTE: The Total Cost shall include all fully burdened costs associated with service delivery, including labor, materials, equipment, transportation, processing, overhead, and all applicable fees. No additional or separate payments shall be made beyond the submitted pricing. Pricing shall also include inspections, follow-ups, and complaint investigations.

SCOPE STRUCTURE

Scope 1 – Recycling Collection Services

Scope 2 – Recycling Processing Services

Scope 3 – Combined Collection and Processing Services

Proposers may submit proposals for any combination of Lots. The City may evaluate Lots independently or in combination.

Optional Scope 4 – City Facilities Recycling Collection

The City reserves the right to award one or two contracts based on what is determined to be in the best interest of the City.

1. Scope 1: Recycling Collection Services Only

Pricing for Scope 1 shall be based on the collection and delivery of recyclable materials to a designated material recovery facility. Offerors shall provide a Unit Price per Household per Month for weekly recycling collection service.

· Estimated customers: 20,844

· Service frequency: once per week per customer

· The Estimated Monthly Cost will be calculated as:

· Unit Price × 20,844 households (for evaluation purposes only)

See 2.2.1 Below to enter cost.

The per collection day cost will be calculated using the total annual cost divided by 208 total collection days (= 4 collections per week * 52 weeks per year). The Contractor shall invoice the City monthly based on the actual number of households receiving weekly recycling collection service during the billing period, multiplied by the Contractor’s

Unit Price per Household per Month.

2. Scope 2: Recycling Processing

Pricing Scope 2 shall be based on a per-ton processing cost for single-stream recyclables.

· Estimated volume: 375 tons per month

· The Contractor’s submitted processing cost shall be evaluated in conjunction with the Value of a Ton of Single

Stream Recyclables table below to determine:

· Net payment to Contractor, or

· Rebate owed to the City

See 2.2.2 Below to enter cost.

Bid pricing for Scope 2 shall be based on a per-ton processing cost. The City estimates 375 tons per month. The single-stream tonnage calculations listed below will be applied to each month’s invoice to determine whether a net payment is owed to the Contractor or whether a rebate is owed to the City. The unit cost submitted for Scope 2 shall reflect the total extended costs from the Value of a ton of Single Stream Recyclables table below and be inclusive of any Percent of Index Offered derived from the commodity value table referenced below.

Value of a ton of Single Stream Recyclables

Enter a percentage in the Percent of Index Offered in Colum C. Then extend each row by multiplying Columns A, B, and C and entering the product in Column D. Sum the total of Column D at the bottom of the table.

*For residual, enter the disposal per ton fee, extend by multiplying by the composition, and then sum the extended column.

See 2.2.3 Below to enter cost.

Reference section: 2.5.K.5 Market Index Pricing

3. Scope 3: Recycling Collection and Processing

Pricing for Scope 3 shall include both collection and processing services.

· Estimated households: 20,844

· Estimated tonnage: 375 tons per month

· Offerors shall provide:

· Collection cost (per household/month)

· Processing cost (per ton)

· Processing pricing shall align with the commodity value structure described in Scope 2.

See 2.2.4 Below to enter cost.

Bid pricing for Scope 3 shall be based on collecting, delivering, and processing materials at the material recovery facility for an estimated 20,844 customers and estimated 375 tons per. The unit cost submitted for processing cost shall reflect the total extended cost from the Value of a ton of Single Stream Recyclables table below and be inclusive of any Percent of Index Offered derived from the commodity value table referenced below.

4. Scope 4: OPTIONAL: Recycling Collection for City Facilities, Schools, and Drop-Off Locations

Scope 4 includes recycling collection services for City-owned and operated locations, including but not limited to:

· City facilities

· Schools

· Parks and recreation sites

· Public drop-off recycling locations

Services under this Scope shall primarily consist of:

· Collection of recyclable materials from City-owned front-load containers (ranging from 2 to 8 cubic yards)

· Service frequencies that vary by location and operational need

· Provision of on-call or as-needed collection services

See 2.2.5 Below to enter cost.

The Contractor shall refer to Exhibit H - J for complete specifications of facility locations, service intervals, and container quantities and sizes by location.

2.2.1 Scope 1: Recycling Collection Services Only [Required]

No Basket

Item Name Number of Households

Unit Price ($) Per Household/Month

Estimated Monthly Cost

Per Household/Month 20844

2.2.2 Scope 2: Recycling Processing Only [Required]

No Basket

Item Name Quantity Unit Cost Extended Cost Per Ton 375

2.2.3 Value of a Ton of Single Stream Recyclables [Required]

No Basket

Item Name

Composition Percentage of Single Stream (B)

Index Cost Per Ton (A)

Percent of Index Offered to City (C)

Total Cost

Mixed Paper

(MP54)

38.02

Old Corrugated Containers

(OCC)

32.08

Steel Cans 1.9 Aluminum Cans 1.56 Natural HDPE 0.5 Colored HDPE 0.69

PET 2.85

Mixed Glass 8.72 Commingled Plastic (#3-7)

0.21

Mixed Bulky Rigid Plastic

Residual (contamination)*

13.48

2.2.4 Scope 3: Recycling Collection and Processing [Required]

No Basket

Item Name Quantity Unit Cost Extended Cost Collection: Per Customer Per Month

20844

Processing: Per Ton 375

2.2.5 Scope 4 – OPTIONAL: Recycling Collection for City Facilities, Schools, and Drop-Off Locations [Required]

No Basket

Item Name Quantity Unit Cost Extended Cost 2 Cubic Yards 1 4 Cubic Yards 1 6 Cubic Yards 1

Item Name Quantity Unit Cost Extended Cost 8 Cubic Yards 1

2.3 Background

The work of this Contract may consist of the collection of Single-Stream recyclable materials, the processing and sale of recyclables.

1. Residential Recycling Collection

The Contractor shall provide once per week residential recycling collection service to approximately 20,844

Customers which includes approximately 240 commercial opt-in accounts. There are currently four co1lection days, Monday through Thursday. The specified collection day for a given customer is the same for trash and recycling waste. The cart size varies from 18g, 35g and 65g (preferred and city recommended size to subscribers)

The average weekly set out rate for recycling is approximately sixty-three percent (63%). Acceptable Recyclable

Material will be placed at the approved Set Out Location which includes but is not limited to curbside and alley areas for co1lection.

The only exception is a small subset of commercial opt-in customers and approximately one hundred (100) condo units that share a City owned space referred to as the Compactor Room that requires collection once per day six (6) days a week due to limited capacity in the room. The Compactor Room does not require the service of a compactor, rather the recycling will be collected using a rear load collection truck. See attachment Exhibit H - J for City's current recycling route maps.

2. Recycling Processing

The total annual weight of the collected Single-Stream recyclables for residential and commercial collection is approximately four-thousand and five hundred (4,500) tons per year. This tonnage will be delivered to the processing facility by a contracted hauler.

2.4 Requirements for Residential Recycling Collection

The Contractor shall perform all services in accordance with the requirements and standards set forth in this Section:

2.4.A. General Information

1. Collection Routes

The Contractor shall collect recyclable materials from all Customers identified by the City, including existing locations and any added during the term of the Contract. Service areas include all public rights-of-way, alleys, and designated private streets included in the City’s collection routes. Collection from any property not designated as a City Customer is strictly prohibited.

The recycling collection day for each Customer shall coincide with the assigned residential solid waste collection day.

Collection routes are currently structured on a four (4) day service week (Monday through Thursday). While route configurations may differ from refuse routes, the assigned service day for each Customer shall remain consistent.

The Compactor Room at 102 N Union St, Alexandria, VA 22314 is excluded from standard residential routes and is serviced separately in Exhibit H - J.

The Contractor may review and propose route optimizations to improve efficiency, safety, or service delivery. All proposed changes must be submitted in writing and are subject to review and approval by the City. The Contractor shall maintain digital route maps and route sequencing data and shall provide such information to the City upon request in GIS-compatible or mutually agreed-upon electronic format.

Reference: See Attachment Exhibit H - J for current route maps.

Contractor collection vehicles shall remain on arterial streets except when actively performing collections. If a vehicle is too large to safely access or service specific locations (such as narrow alleys) without risk of property damage, the

Contractor is responsible for manually transporting containers from the Set-Out Location to the vehicle and returning them immediately after service to its original set out location.

2. Routing, GPS (AVL), and Service Verification

All collection vehicles shall be equipped with Automatic Vehicle Location (AVL)/GPS systems capable of:

Real-time vehicle tracking Route playback and historical tracking Stop-level service verification Timestamped service confirmation

The Contractor shall provide the City with:

Real-time or near real-time access to vehicle tracking data upon request.

The Contractor shall generate and provide route completion and exception reports daily.

The system shall integrate, where feasible, with RFID data to provide:

Verified service confirmation Missed collection identification Participation tracking

The Contractor shall provide daily route completion confirmation, including:

Routes completed Missed locations Service delays Notable incidents

All data generated under this Contract shall be the property of the City.

3. Collection Schedule

Recyclable materials shall be collected weekly from each Customer on the same day as the City’s residential trash service. The Contractor shall monitor and adhere to the City’s annual holiday schedule. While collection is suspended for most major holidays (including MLK Day, Juneteenth, and others listed herein), the Contractor and the processing facility must remain fully operational on Thanksgiving Day to collect all city customers and process its collected material.

Holiday makeup services must be completed in alignment with the City’s residential trash adjustments. Daily operations must conclude by 4:00 p.m. year-round, with seasonal start times of 6:00 a.m. (May–Sept) and 7:00 a.m.

(Oct–April), unless otherwise directed by the COTR. Minimum facility hours are 6:00 a.m.–5:00 p.m. weekdays and

6:00 a.m.–1:00 p.m. Saturdays.

Holiday Observations: No collections shall be performed on the following observed holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous

Peoples' Day, Veterans Day, and Christmas Day.

The Contractor shall ensure that all routes are completed within the established service window each day.

Any deviations must be reported to the City within the same service day.

4. Number of Serviced Customers

The Contractor shall collect from all Customers identified by the City. For billing purposes, the City will provide a total

Customer count at the initiation of the Contract and each anniversary thereafter. This figure shall serve as the basis for all invoices during the subsequent one-year period. The Contractor shall accommodate fluctuations in the number of Customers during the contract term. Billing adjustments shall be made annually based on the updated Customer count provided by the City. Totals include the 100 condominium units served via the centralized Compactor Room at

102 N Union St (Exhibit H - J )

5. Walkout Collection Service

The Contractor shall provide Walkout Collection Service for a limited number of residents who, due to medical conditions, disabilities, or advanced age, are unable to transport containers or otherwise approved receptacles to the

Set-Out Location. The City will supply the Contractor with the addresses of all Customers who have been approved for Walkout Collection Service. The Contractor shall provide weekly Walkout Collection Service to those Customers at the regular collection rate.

Currently, the City provides Walkout Collection Service to approximately two hundred (200) Customers per week.

For recycling collection, Containers used by Customers receiving Walkout Service shall be serviced in a manner that allows RFID verification of service.

2.4.B. Acceptable Materials & Set Out Procedures

1. Acceptable Material Preparation

Customers will be instructed on how to prepare recyclable materials for collection by the City. The City has instructed

Customers to place recyclable materials into City provided Containers or otherwise approved receptacles. The City allows bulk material that is too large for the Customer's Container or otherwise approved receptacle to be set out beside the Container or otherwise approved receptacle for collection by the Contractor. To prevent windblown debris, the City encourages but does not require bulk materials to be placed in a Container or otherwise approved receptacle. There is no limit as to the weight or volume of recyclables that may be set out by any given Customer on any given collection day.

2. Contamination Procedures

The Contractor shall not collect materials from Containers or otherwise approved receptacles containing significant amounts of contaminants (as determined by the City) and shall place a Non-Collection Tag (to be provided by the

City) on the Container or otherwise approved receptacle at the time the Container or otherwise approved receptacle is rejected. The Contractor shall be responsible for ensuring that its collection vehicles have enough Non-Collection

Tags. A contaminant shall be defined as material other than those identified on the City's Acceptable Recyclable

Materials list or recycled materials not prepared in accordance with the instructions delivered to each Customer. At no point, shall a collection crew member place recyclables or contaminated recyclables in a trash Container.

The COTR or their designee has final authority to determine if a Container or otherwise approved receptacle contains an unacceptable amount of contaminants. The Contractor shall not leave any Container uncollected due to contamination unless a Non-Collection Tag has been left on the Container or otherwise approved receptacle.

The Contractor shall utilize onboard technology (where available) to capture photographic documentation of contaminated containers at the time-of-service rejection. Such documentation shall be made available to the City upon request. The Contractor shall track and report contamination incidents, including location, type of contamination, and frequency, on a monthly basis to support City education and enforcement efforts.

C. Container Management

1. Handling of Containers

The Contractor shall carefully handle Containers and otherwise approved receptacles. If the Container or otherwise approved receptacle contains less than the allowable amount of contamination, it shall be completely emptied into the collection vehicle and returned to the Set-Out Location, left with the lid closed (as applicable) and positioned in the in such a manner as not to block driveways or sidewalks. If the Container or otherwise approved receptacle contains contaminates greater than the allowable amount of contamination, it shall be left uncollected, and a Non-Collection

Tag shall be affixed to the Container or otherwise approved receptacle. All Containers, with the exception of the City's

18-gallon bin and any non-standard Containers owned by the Customer that are not designed for mechanical lift servicing, shall be emptied by the Contractor using a mechanical lift attached to the rear of the collection vehicle.

2. Recyclable Material Outside of Container:

The Contractor shall collect any Acceptable Recyclable Material that has been set out in a Customer's Set Out

Location as long as the recyclable material has not been mixed with trash. The material (e.g. cardboard, stacks of newspaper, or cases of beverage containers) should be located immediately next to the recycling Container or otherwise approved receptacle or as close as practical.

2.4.D. Collections Operations

1. Spillage

The Contractor shall ensure that each collection point is left clean and free of spilled or windblown recyclable material immediately following collection. The Contractor shall conduct all loading and transportation operations in a manner that prevents the release, scattering, or spillage of recyclable materials onto public or private property. All collection vehicles shall be equipped with, at a minimum, one (1) broom and one (1) shovel or dustpan for the prompt cleanup of any spilled materials. The Contractor shall immediately collect and properly dispose of any spilled material resulting from its operations. In the event the Contractor fails to clean up spilled material within one (1) hour of notification by the City, the Contractor may be assessed liquidated damages in the amount of fifty dollars ($50.00) per incident. Any assessed liquidated damages shall be deducted from the Contractor’s next periodic payment.

2. Interruption of Service

Unless approved by the City, the Contractor shall not interrupt the collection schedule or quality of service due to street repairs or closures. In case of severe inclement weather which makes collection impractical, the collection schedule may be temporarily suspended at the City's discretion. The City will only pay for services performed as a result of suspended collections due to inclement weather if the collection day slides to another day in the same week.

If the collection day is unable to slide and is skipped for the week then the per collection day cost for each day that did not receive collection will be deducted from that month's invoice.

2.4.E. Vehicles & Equipment

1. Collection Vehicles Requirements

Vehicles assigned to this Contract shall be used exclusively to service locations designated by the City and shall not be used to collect materials from any other business or location not covered under this Contract.

The Contractor shall provide and maintain a sufficient number of primary and backup collection vehicles to ensure uninterrupted and timely performance of all required services. At the commencement of the Contract, all regularly assigned collection vehicles, backup vehicles, and supervisory vehicles shall be no more than seven (7) years old. The Contractor shall submit to the City a list of all assigned vehicles, including the Contractor’s vehicle identification number, Vehicle Identification Number (VIN), and license plate number.

The City reserves the right to inspect all vehicles and related records, including maintenance records, at any reasonable time. The Contractor shall promptly bring any non-compliant equipment into conformance with the requirements of this Contract.

The Contractor shall provide at least one (1) collection vehicle suitable for alley service. This vehicle shall be comparable in size and function to an Isuzu NRR standard cab chassis with a 132.5-inch wheelbase and a New Way Diamond Back 8 RL rear loader body, or an approved equal (see Attachments in Exhibit H - J ).

The Contractor shall schedule this vehicle to accommodate areas with higher concentrations of alley service, particularly on Mondays and Thursdays, as identified in Exhibit H - J.

Each collection vehicle shall be equipped with a minimum of two (2) fully functional mechanical lifts at all times. The designated alley collection vehicle shall be equipped with at least one (1) fully functional mechanical lift.

All collection vehicles shall be maintained in a clean, safe, and sanitary condition and shall display consistent company branding. The Contractor shall clearly display its name and/or telephone number on all vehicles. In addition, each vehicle shall display a recycling symbol, with City-approved language, on both sides of the packer body (either magnetic or permanent).

The Contractor shall be solely responsible for all vehicle maintenance and associated costs. All vehicles used in performance of this Contract shall comply at all times with applicable safety and emissions inspection requirements of the Commonwealth of Virginia.

2. Radio Frequency Identification (RFID) Hardware and Software

The City will provide recycling carts equipped with RFID tags. The Contractor must have the capability to read City-provided RFID-equipped carts during routine collection operations using vehicle-mounted and/or handheld RFID readers. The Contractor shall maintain a data management system capable of capturing, storing, and reporting RFID-based service data, including confirmation of cart service, date and time of collection, route or vehicle identification, and cart identification. RFID data shall be used to validate service performance, missed collections, and participation rates, and may be used by the City for contract compliance monitoring. All RFID-generated data shall be the property of the City.

Further, if the Contractor fails to deliver a replacement Container or replacement RFID tag on the next service day the

City may deliver or cause to be delivered a replacement Container or replacement RFID tag and $30.00 in liquidated damages may be assessed against the Contractor.

2.4.F. Processing & Material Ownership

1. Processing Facility

On each collection day, the Contractor shall transport directly to and unload all collected recyclables at the City's designated Primary Recyclables Processing Facility, In the event of closure or a service disruption at the Primary

Recyclables Processing Facility, the City shall designate a Back-up Recyclables Processing Facility within 35 miles of the corporate limits of the City. The Contractor shall be responsible for notifying the City COTR and obtaining approval prior to using the designated Back-up Facility, and in the event that such notice is provided, and approval received, the Contractor shall not be responsible for payment of disposal fees delivered by Contractor to the designated Back-up Facility. The City may change the status of the disposal facility from Primary to Back-up or vice versa or add or remove a facility from use at its sole discretion without an advance notice to the Contractor.

If during the term of the Contract, the City designates a facility other than the Primary Facility or Back-up Facility identified above, then an Alternate Recyclables Processing Facility will be located within 35 miles of the corporate limits of the City. If the Alternate Facility is not located within 35 miles of the corporate limits of the City, then the City will consider a request by the Contractor for adjustment in the Contract unit price for recyclables collection, which shall be subject to negotiation between the City and the Contractor. If these negotiations fail, then the Contract, or a portion thereof, at the sole discretion of the City, shall be subject to cancellation by the City upon one hundred and eighty (180) calendar days written notice. During the 180-day notice period the Contractor-shall use the Primary

Recyclables Processing Facility, if it is open and accepting City's material during that period.

2. Ownership of Material

All materials collected by the Contractor shall become the property of the City. The Contractor shall ensure that all materials are delivered to the designated processing facility in a condition and manner that minimizes the degradation of their value as marketable commodities. The Contractor is not responsible for the payment of any processing fees to the Primary or Back-up Recyclables Processing Facility for the recyclable material collected under this Contract. All revenue resulting from the sale of the recyclable material collected under this Contract shall belong to the City. The

Contractor shall not make any claims to the sum payable to the City by the Primary or Back-up Recyclables

Processing Facility.

2.4.G. Container Ownership, Delivery, Repair, and Replacement

1. Ownership

Containers are owned by the City and an inventory of Containers will be maintained at a City facility. The designated facility is currently located at 2900 Business Center Dr Alexandria VA 22314. The designated facility may change at the City's discretion. The contractor will be responsible for unloading truckloads of Containers when new inventory arrives at the designated facility. The City will notify the Contractor of the scheduled delivery date.

The Contractor shall maintain all Containers in good working order. The Contractor shall ensure that all parts on

Containers assigned and in use by the Customer, including but not limited to, Container bodies, lids, hinges, wheels, axles, handles, catch/lift bars, and RFID tags, are maintained to be free of cracks, holes, and missing parts, and are functioning properly. The replacement parts inventory will be provided by the City. Upon notification by the City of a

Container in need of repair, the Contractor shall repair or replace the Container on the Customer's next collection day.

The next business day after the normally scheduled day of repair, replacement, or delivery, the City may choose to repair, replace, or deliver the Container using City staff and assess up to $50.00 in liquidated damages against the

Contractor. Each periodic payment shall be reduced by the amount of assessed liquidated damages.

2. Repair and Replacement

The cost of repairing or replacing damaged Containers or otherwise approved receptacles resulting from the negligence of the Contractor's collection crews are to be borne by the Contractor. If Container damage is due to the negligence of a resident, then the City will bear the cost of the replacement Container. The City may assess liquidated damages for each damaged container caused by the Contractor’s negligence on a pro-rated basis determined by the age of the cart according to the following chart, which will be deducted from any payment due to the contractor.

Age of Collection Cart Amount of liquidated damages per unit

0 – 5 years old $65

5 (plus a day) – 10 years old

$46

Greater than 10 years old $20

Damaged Containers shall be returned to the City's designated City facility. The contractor is responsible for the disassembly of the Container to allow for the recycling of the Container and the reuse of any functioning parts.

Containers that are returned to the City that are in usable condition shall be washed by the contractor to thoroughly clean and sanitize the Containers to allow them to be reissued to customers.

The Contractor shall pick-up any Containers delivered inadvertently to the wrong address.

2.4.H. Administrative Requirements

1. Contractor's Office

The Contractor shall provide and maintain an office in the Washington, D.C. metropolitan area. The Contractor shall provide the City with the address of the Contractor's office and the names and telephone numbers and emails of key project staff. The Contractor shall notify the City of any changes to key project staff or telephone numbers, fax numbers, or email addresses.

The Contractor's office shall be staffed by the Contractor with competent and responsible people and shall be open during the regular working days between 8:00 a.m. and 5:00 p.m.

The City will notify the Contractor of misses, complaints, cart deliveries, and other service requests via mail, telephone, fax, or email.

2. Communication Equipment

The Contractor shall provide the City an email address to which the City may send all necessary communications to the Contractor. The Supervisor shall be accessible via cellular telephone and email while performing duties under this

Contract.

3. Complaint Notification

The Resource Recovery Division receives service-related complaints from the public. Complaints regarding activity conducted under this Contract will be submitted to the Contractor via telephone or email. The Contractor shall review each complaint, provide a remedy, and reply via email or hand-delivered back to the Resource Recovery Division.

Failure to return complaint notification including remedy within five (3) business days may result in liquidated damages of $20.00 per instance being assessed. Each periodic payment shall be reduced by the amount of assessed liquidated damages.

4. Education Outreach

At the City's request, the Contractor shall distribute City provided informational brochures explaining procedures for preparing recyclable and/or materials for collection and identifying acceptable materials to each Customer up to twice per year. The brochures shall be left under the lid or affixed to the Container or otherwise approved receptacle in a manner to be defined by the City.

2.4.I. Staffing and Personnel Requirements

1. Employee Behavior

All persons employed by the Contractor shall be competent, skilled, and qualified in the performance of work to which they are assigned. The Contractor's drivers shall operate their vehicles in accordance with the traffic laws of the

Commonwealth of Virginia and the City. Employees shall maintain a courteous and respectful attitude toward the public at all times. At no time shall there be any soliciting, requesting, or accepting of gratuities of any type or amount from any source relating to Contractor's employees' performance under this Contract. The

City reserves the unilateral right to reject from Contract participation any of Contractor's employees not meeting these standards or any other generally accepted standards of professional behavior.

2. Employee Training

All employees involved in the performance of the Contract, including drivers and helpers, shall receive all the necessary training before their starting date of service under this Contract. The training shall make the employees familiar with the required duties and standards of performance, the specific requirements on routes to which they will be assigned and shall teach the approved routes. Additionally, the training shall provide the Contractor's employees sufficient knowledge to reduce delays and missed collection points and shall explain the applicable hours of operation.

3. Uniform and Personal Protective Equipment

The Contractor shall furnish each person involved in the on-route performance of the Contract with a uniform, approved by the City, identifying the person as an employee of the Contractor. The uniform need not be a complete set of clothing but shall be sufficient to ensure easy identification in all types of weather and comply with Virginia

Occupational Safety and Health Association guidelines. Employees of the Contractor shall wear such uniforms at all times during the performance of the contract.

Collection employees shall wear all required Personal Protection Equipment (PPE) including, but not limited to, reflective and high visibility safety attire such as vests and/or jackets at all times while servicing collection routes in the City of Alexandria. Such vest and/or clothing shall meet all applicable Federal Safety standards.

Contractor's employees performing collection duties shall comply with all relevant Occupational Safety and Health

Association (OSHA) regulations.

4. Sufficiency of Workforce

A fully qualified work force shall be always maintained through the Contract period with a sufficient number of workers available to perform all required services.

5. Supervision

The Contractor shall provide full-time supervision by a qualified Supervisor. The Supervisor shall be dedicated exclusively to the performance of this Contract. The Supervisor shall not be tasked to simultaneously perform any other Contractor related duties unrelated to this Contract. The Supervisor shall be physically located within the City limits during the daily performance of the Contract and available at all times except for standard breaks and scheduled meetings with the City.

The Supervisor may act as a substitute driver or helper on the collection vehicle if an unforeseen situation occurs, however they shall not be permanently assigned to any collection vehicle used to perform this Contract. The

Contractor must notify the City prior to the Supervisor acting in this capacity. The Supervisor may not act as a substitute driver or helper for more than one (1) day per month. If the Supervisor is working as a substitute driver or helper, the Contractor must assign a substitute Supervisor in their place.

If the Contractor fails to meet the supervision standards the City may assess liquidated damages in the amount of

$100.00 for each day of the violation. Each periodic payment shall be reduced by the amount of the assessed liquidated damages.

6. Supervisor Availability

From 7:00 a.m. between the dates of October 1 to April 30 and 6:00 a.m. between May 1 to September 30, the

Supervisor shall be available by cellular telephone and/or email to respond to inquiries and complaints within one (1) hour of notification regardless of whether the Contractor's crews are still collecting. Initial response time requirements do not replace the requirement to fully resolve complaints within the timeframe specified in Section 2.4.I.

The Supervisor shall remain in the City and be available by cellular telephone and/or email until completion of all assigned work, at which time the Contractor shall contact the City to be released.

Each occurrence of supervisory unavailability (the Supervisor or alternate) to respond to service issues may result in the assessment of $50.00 in liquidated damages against the Contractor. Each periodic payment shall be reduced by the amount of assessed liquidated damages.

2.4.J. Compliance & Regulatory Requirements

1. Regulatory Compliance

The Contractor shall monitor applicable rules and regulations to ensure that regulatory compliance is always maintained. If changes to applicable federal, state or local laws or regulations occur during the term of this Contract, the Contractor shall ensure continued compliance with amended laws and revised rules. The Contractor shall maintain all permits and licenses necessary to operate the facility. Copies of all environmental permits must be provided to the City within thirty days of Contract award. If the Contractor receives any notice of violation or written warning letters from regulatory agency, they shall verbally notify the City's COTR or their designee of this within 24 hours, and in writing within five days.

2.4.K. Performance Standards

1. Missed Collections

If the Contractor fails to collect from (or intentionally delays collection until the next service day) more than thirty (30)

Customers, the City may assess and collect liquidated damages from the Contractor in the amount of $10.00 per

Customer missed. The Contractor is still required to collect the missed material from those Customers. Each periodic payment shall be reduced by the amount of assessed liquidated damages.

In the event that any Customers are missed during the scheduled collection of the route, the Contractor shall collect the missed recyclables the same day if the Contractor is notified by the City by 2:00 p.m. or shall collect the missed recyclables within twenty-four (24) hours after notification that the collection was missed (if notified after 2:00 p.m.).

This applies to holiday slide weeks and weekends if needed. Upon completion of the collection from such missed

Customers, the Contractor shall notify the City by email or cellular telephone that the missed collections were completed.

If the Contractor fails to collect from the missed collection points as specified above (except in the case of holidays or…