840887wasteAppo.pdf

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Appomattox County

Request for proposals

RFP Number: 27-001

Solid Waste & Recycling Hauling Services

Issue Date: August 31, 2026 Deadline: September 30, 2026 @ 2:00pm

Respond electronically to:

Appomattox County Purchasing Office Attn: John Spencer, Purchasing Agent

P.O. Box 863 / 153A Morton Lane, #863 Appomattox, VA 24522

(434) 352-2637 / www.AppomattoxCountyVA.gov John.Spencer@AppomattoxCountyVA.gov http://www.appomattoxcountyva.gov/ mailto:John.Spencer@AppomattoxCountyVA.gov

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APPOMATTOX COUNTY

REQUEST FOR PROPOSALS (RFP)

ISSUE DATE: August 31, 2026

TITLE: Solid Waste & Recycling Hauling Services

ISSUED BY: Appomattox County Board of Supervisors

153A Morton Lane P.O. Box 863

Appomattox, VA 24522

Sealed Proposals Will Be Received Until 2:00 P.M. on September 30, 2026

Period of Contract: November 1, 2026 through October 31, 2028, with the option of renewal for three (3) additional one (1) year periods.

Pre-Proposal Conference: A pre-proposal conference will be held at 10:00 a.m. on Wednesday, September 9, 2026, at Appomattox County Administration Office located at 153A Morton Lane, Appomattox, VA. Attendance is not mandatory.

However, all Offerors interested in submitting a proposal are strongly encouraged to attend and all will be responsible for knowing the requirements of this solicitation.

All Inquiries for Information Should Be Directed Through: John Spencer, Purchasing Agent Email: john.spencer@appomattoxcountyva.gov

All proposals should be emailed to the attention of John Spencer at john.spencer@appomattoxcountyva.gov or electronically submitted via eVA.

In compliance with this request for proposals and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiations.

Name and Address of Contractor:

_____________________________________________________ Date:_______________________________

_____________________________________________________ By: ________________________________

_____________________________________________________ Name: _____________________________

________________________________Zip Code______________ Title:_______________________________

FEI/FIN NO.: __________________________________________ Telephone Number: ( ___)____________

E-Mail Address: ________________________________________ Fax Number ( ____)__________________

***PLEASE RETURN THIS PAGE***

mailto:john.spencer@appomattoxcountyva.gov

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Table of Contents

Table of Contents _____________________________________________________________________ 3

Introduction _________________________________________________________________________ 6

Schedule of Activities __________________________________________________________________ 6

Pre-Proposal Conference _______________________________________________________________ 6

General Requirements and Information ___________________________________________________ 7

Scope of Work – Services for Residential Convenience Center System ___________________________ 8

A. Waste Collection: Service Locations & Equipment ____________________________________________ 8

B. Solid Waste Operational Data ____________________________________________________________ 8

C. Recycling Collection: Service Locations & Equipment _________________________________________ 8

Table 1: Convenience Center Locations, Hours & Waste Collection Containers _________________________ 9

Table 2: Convenience Center Locations, Hours & Recyclables Collection Containers ____________________ 10

Scope of Work: Services for County Government and Public Schools __________________________ 11

A. County Government ___________________________________________________________________ 11

Table 3: County Departments and Other Locations - Waste Containers ______________________________ 11

B. Public Schools ________________________________________________________________________ 11

Table 4: Schools, Locations and Containers ____________________________________________________ 12

General Specifications and Information __________________________________________________ 12

Solid Waste Equipment Specifications ________________________________________________________ 12

Waste Hauling Service _____________________________________________________________________ 13

Recycling Service Summary _________________________________________________________________ 13

Site Maintenance Responsibilities ___________________________________________________________ 13

On-Call Container Rental & Hauling Services ___________________________________________________ 14

Expanded County Operations _______________________________________________________________ 14

Ownership of Materials ____________________________________________________________________ 14

Contractor’s Injuries & Accidents ____________________________________________________________ 14

Performance Bond ________________________________________________________________________ 15

Annual Inflation Adjustment ________________________________________________________________ 15

Inspections ______________________________________________________________________________ 15

Weather-Related Operations _______________________________________________________________ 15

Required Seasonal, Holiday & After-Weekend Resources _________________________________________ 16

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Maintenance Schedules & Reporting _________________________________________________________ 16

Origin of Waste __________________________________________________________________________ 16

Recycling Revenue & Documentation _________________________________________________________ 16

Compensation and Company Invoices ________________________________________________________ 16

Regular Office Hours & Emergency Communications ________________________________________ 16

Supervision ______________________________________________________________________________ 17

Meetings ________________________________________________________________________________ 17

Vehicle Requirements _____________________________________________________________________ 17

Vehicle & Equipment Repairs _____________________________________________________________ 17

Subcontractors ___________________________________________________________________________ 17

Contractor’s Employees ____________________________________________________________________ 18

Inappropriate or Illegal Activity ______________________________________________________________ 18

Contractor Operating Standards _____________________________________________________________ 18

County Responsibilities _______________________________________________________________ 19

Contract and Financial Information _____________________________________________________ 19

Contract Term – Length of Contract __________________________________________________________ 19

Contract Administrator ____________________________________________________________________ 19

Liquidated Damages _______________________________________________________________________ 19

Reporting and Invoicing ____________________________________________________________________ 20

Assignments _____________________________________________________________________________ 20

Financial Terms __________________________________________________________________________ 20

Cooperative Procurement – “Rider Clause” ____________________________________________________ 20

Proposal Requirements _______________________________________________________________ 21

Forms Required to be Submitted ____________________________________________________________ 22

Acceptance _________________________________________________________________________ 23

Evaluation Process and Criteria _________________________________________________________ 23

Questions and Changes to Scope or Instructions ___________________________________________ 23

Awarding of Multiple Contracts ________________________________________________________ 23

Future Expansion of Scope ____________________________________________________________ 23

REQUIRED FORMS ___________________________________________________________________ 24

FORM A -- VENDOR PROFILE & REFERENCES ___________________________________________________ 25

FORM B -- OFFEROR CERTIFICATION STATEMENT _______________________________________________ 26

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FORM C -- STATE CORPORATION COMMISSION (SCC) FORM ______________________________________ 27

FORM D -- INSURANCE CHECKLIST ___________________________________________________________ 28

FORM E -- NON-COLLUSION STATEMENT ______________________________________________________ 29

FORM F -- ACKNOWLEDGEMENT OF ADDENDA _________________________________________________ 30

FORM G -- SUBCONTRACTOR FORM _________________________________________________________ 31

FORM H – GENERAL TERMS & CONDITIONS ____________________________________________________ 32

FORM I – Convenience Centers to Livestock Road Regional Landfill Price Sheet _______________________ 44

FORM J – Container/Hauling Services for County Locations Price Sheet ______________________________ 45

FORM K – Container/Hauling Services for School Locations Price Sheet ______________________________ 46

FORM L – Emergency Weather Haul Rate ______________________________________________________ 47

FORM M – Additional Information ___________________________________________________________ 48

FORM M – Additional Information (continued) _________________________________________________ 49

THIS AREA INTENTIONALLY BLANK

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Introduction

Appomattox County is seeking proposals from qualified Contractors to provide the necessary labor and equipment for solid waste and recyclable materials hauling as well as container services at various locations throughout Appomattox County. All services shall be provided in accordance with the specifications contained herein and attached hereto. This solicitation is issued by Appomattox County Waste Purchasing Office on behalf of the Appomattox County Board of Supervisors, a political subdivision of the Commonwealth of Virginia, herein referred to as “Owner.”

For ease of reference, each organization submitting a response to the Request for Proposal will hereinafter be referred to as an “Offeror.” An Offeror whose proposal would result in a formal agreement will hereinafter be referred to as a “Contractor.”

The contents of the proposal submitted by the successful offeror, this RFP (including General Terms and Conditions) and all modifications made thereof, will become part of any contract awarded as a result of this solicitation. The successful firm will be required to sign a contract with the Owner.

For the year from December 19, 2024 – December 19, 2025, approximately 7,030 total tons of material passed through the County’s seven (7) Convenience Centers. This number includes all types of material except tires since there is a long-standing arrangement with a waste tire recycler physically located on the property at 146 Recycle Lane. This number does not include any commercial or industrial waste, neither of which is accepted at the Convenience Centers and must be hauled directly to the Region 2000 Services Authority landfill.

Pricing and invoicing for this contract will not include the Region 2000 tipping fee since Appomattox County has a separate member agreement with the Authority and is invoiced directly by the Authority at a special member rate.

An Offeror in response of this solicitation may be an individual, partnership, corporation, limited company, or other legal entity. Offers must satisfy the requirements of the RFP as well as meet all requirements and reflect a complete understanding of Chapter 5, Article IV, Solid Waste Collection, of the Appomattox County Code. All vendors submitting proposals shall abide by all applicable Federal, State, and Local laws, and be licensed to provide the requested services in the Commonwealth of Virginia.

Appomattox County will not discriminate against any bidder due to race, religion, color, gender, national origin, age, disability, or any other basis prohibited by the laws of the Commonwealth of Virginia relating to discrimination in employment.

Schedule of Activities

RFP Issued Monday, August 31, 2026 Pre-Proposal Conference: Wednesday, September 9, 2026 @ 10am ET Written Questions Accepted Until Tuesday, September 22, 2026 @ 5pm ET Addendums As Necessary (last by September 25, 2026) Proposal Deadline Wednesday, September 30, 2026 @ 2pm ET Contract Start Date November 1, 2026 or later

Pre-Proposal Conference

A pre-proposal conference will be held on Wednesday, September 9, 2026, at 10:00am at the Appomattox County Administration Building, 153A Morton Lane, Appomattox VA. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Attendance at the pre-proposal conference is not mandatory. However, due to the importance of all Offerors having

7 | P a g e a clear understanding of the specifications and requirements of this solicitation, attendance is strongly encouraged.

Any changes resulting from this conference will be issued in a written addendum(s) to the solicitation. Only written responses as recorded on the addendum(s) are to be considered binding.

General Requirements and Information

A. Interested Contractors are requested to submit proposals that offer the following services,

a. Provide collection and hauling services from Appomattox County Convenience Centers to the Livestock Road Regional Landfill, Appomattox County Waste Management Facility and Local Recyclers.

b. Provide waste container rental service, including maintenance/repairs, collection and hauling, at various Appomattox County government and school locations.

B. In addition to the required proposal for the described services, Offerors are encouraged to submit alternative proposals that offer alternative methods of solid waste management services as long as these alternative methods meet or exceed the requirements listed in this RFP. If an alternative proposal is offered, the Offeror should attach this to their proposal as a separate section and supply details on technical aspects of the proposal.

C. Based on the service and specification requirements contained in the RFP, each Offeror will be required to provide costs and other information that the County will evaluate in determining the most suitable Offeror(s) to begin competitive negotiations.

D. The County may award the entirety of this RFP scope to a single Contractor or may elect to contract with multiple Contractors to perform the required services.

E. The Contractor shall receive payment on a monthly basis after receipt of approved invoices.

F. Given the changing needs of the County, additional containers, new services, different operating hours, or alternative sites may be necessary during the term of this contract. Any changes will be authorized through mutually agreed contract modifications.

G. Responsive Offerors shall offer each of the services at the appropriate performance level and fully comply with procurement instructions specified in this RFP. The selected Contractor shall furnish at his/her expense and without liability to the County, all vehicles, containers (as required), materials, tools, supplies, equipment, labor and supervision, necessary and incidental to provide adequate and uninterrupted waste and recyclable materials collection, and maintenance and related services as described within this RFP.

H. The Contractor shall provide the required containers (if applicable) and necessary equipment needed to maintain solid waste collection capacity and service at each location at all times. Where applicable, because the Livestock Road Regional Landfill does not operate on Sundays, the Contractor shall have a sufficient number of trucks and/or containers available to “store” full waste containers generated from Sunday collections and put into service empty replacement containers. Appomattox County will supply one swap out container for each material collected at the Convenience Centers and one swap out container for the 20-yard recycle container located at the County Courthouse. The Contractor must operate on Sundays and holidays to maintain collection capacity at each location. All full waste containers must be stored at the Appomattox County Waste Department container storage area and not at any other location. Only containers originating from the County’s collection locations are to be stored in the container storage area. Commercial containers are not allowed within the storage area, as the County does not offer this service to other haulers.

I. If the Contractor is not performing the timely removal/servicing of full containers, the County reserves the right to require the Contractor to place additional trucks and drivers into servicing this contract at no additional expense to the County.

J. The County reserves the right to require the Contractor to repair, replace, paint or touch-up, relocate or remove any contractor owned waste container at any location. Upon request, the Contractor shall immediately schedule with County’s staff the inspection of containers at each collection site and remove from service any containers

8 | P a g e that do not meet contract specifications. The Contractor shall be fully responsible for all expenses associated with container maintenance of Contractor owned containers.

K. The County has provided the service requirements and contractual specifications for this RFP and the County retains complete authority for the interpretation of said requirements specifications during the life of the contract.

Scope of Work – Services for Residential Convenience Center System

A. Waste Collection: Service Locations & Equipment

a. The Contractor shall furnish all labor, materials, and supervision necessary to provide the County with professional and businesslike waste collection and hauling services at the specified convenience centers. This shall include, but not be limited to, an adequate number of collection vehicles including backups.

b. The scope of work currently encompasses seven (7) convenience centers as described in Table 1. Total tonnage for the most recent year was 5,665 tons, which averages out to 809 tons per site, though some of the sites generate more tonnage than the others.

c. The County is seeking “per pull” pricing for solid waste services. The County will be responsible for directing pulls by notifying the hauler of which containers need pulling at least one (1) day in advance of the anticipated pull. Containers must be full prior to pull or necessitate pulling prior to a busy holiday/weekend as directed by the County.

B. Solid Waste Operational Data

a. Solid waste operational data including estimated annual number of pulls and corresponding tonnages for each convenience center are included in Form N near the back of this RFP packet.

b. Information is included for reference only and is provided as a general tool in determining an estimated number of tons and corresponding number of pulls. The numbers are not binding.

C. Recycling Collection: Service Locations & Equipment

a. The contractor shall furnish all labor, materials, equipment and supervision necessary to provide the County with professional and businesslike recyclable material collection and hauling services at the specified centers. This shall include, but not be limited to, an adequate number of collection vehicles.

The scope of work currently encompasses seven (7) Convenience centers as described in Table 2.

Estimated recycling operational data including number of pulls and corresponding tonnages for each convenience center are included in Appendix M.

b. The County also offers Clothing & Shoe recycling at the convenience centers. This collection is not part of this RFP and will be addressed separately from this contract.

c. A variety of closed- and open-top containers are used depending on the material types collected. The

Contractor shall haul full containers on an as-needed basis to maintain recyclable material collection capacity.

d. The County is seeking “per pull” pricing for recycling services. The County will be responsible for directing pulls by notifying the hauler of which containers need pulling at least one (1) day in advance of the anticipated pull. Containers must be full prior to pull or necessitate pulling prior to a busy holiday/weekend as directed by the County.

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Table 1: Convenience Center Locations, Hours & Waste Collection Containers

LOCATION

NUMBER

CONVENIENCE

CENTER

LOCATION &

OPERATING HOURS

WASTE COLLECTION

CONTAINERS (ALL ON

CONCRETE RAMP)

Waste

Department

Location: 146 Recycle Lane, Appomattox (2) 40-cubic yard compactor box

(1) 30-cubic yard open top

(1) 40-cubic yard open top

Hours: Mon-Sat 7-7 & Sun 9-3

2 Evergreen

Location: 1596 Railroad Lane, Pamplin

(1) 40-cubic yard compactor box

(2) 30-cubic yard open top container

Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

3 Oakville

Location: 5374 Oakville Road, Appomattox

(1) 40-cubic yard compactor box

(1) 40-cubic yard open top container

Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

4 Promise Land

Location: 242 Link Road, Appomattox

(1) 40-cubic yard compactor box

(1) 40-cubic yard open top container

Hours: Mon, Tue, Thu, Fri & Sat 7-6

5 Spout Spring

Location: 5319 Reedy Spring Road, Spout

Spring

(2) 40-cubic yard compactor box

(1) 40-cubic yard open top container Hours: Mon, Tue, Thu, Fri & Sat 7-6

6 Stonewall

Location: 5124 Stonewall Road, Concord

(1) 40-cubic yard compactor box

(1) 40-cubic yard open top container Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

7 Vera

Location: 145 Wildway Road, Appomattox

(1) 40-cubic yard compactor box

(1) 30-cubic yard open top container

Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

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Table 2: Convenience Center Locations, Hours & Recyclables Collection Containers

Location Number

Convenience Center

Location & Operating Hours

Recycle Collection Containers (Sizes in cubic yards)

Waste

Department

146 Recycle Lane, Appomattox 20-Mixed Paper, 20-Plastic

(1) Tire Can Hours: Mon-Sat 7-7 &

Sun 9-3

2 Evergreen

1596 Railroad Lane, Pamplin

40-OCC, 30-Wood, 20-Mixed Paper, 20-Plastic Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

3 Oakville

5374 Oakville Road, Appomattox

40-OCC, 40-Wood, 20-Mixed Paper, 20-Plastic

Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

4 Promise Land

242 Link Road, Appomattox

40-OCC, 40-Wood, 20-Mixed Paper, 20-Plastic Hours: Mon, Tue, Thu, Fri & Sat 7-6

5 Spout Spring

5319 Reedy Spring Road, Spout Spring

40-OCC, 40-Wood 20-Mixed Paper, 20-Plastic

Hours: Mon, Tue, Thu, Fri & Sat 7-6

6 Stonewall

5124 Stonewall Road, Concord

40-OCC, 30-Wood 20-Mixed Paper, 20-Plastic

Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

7 Vera

145 Wildway Road, Appomattox

40-OCC, 40-Wood 20-Mixed Paper, 20-Plastic

Hours: Mon, Tue, Thu, Sat 7-6 & Fri 7-12

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Scope of Work: Services for County Government and Public Schools

A. County Government

The Contractor shall furnish all waste collection containers, labor, materials, equipment and supervision necessary to provide the County Departments with professional and businesslike waste collection and hauling services at several specified locations. Appomattox County will supply the 20 yd. recycle container located behind the Appomattox County Courthouse.

Table 3: County Departments and Other Locations - Waste Containers

Location Quantity of 8 cubic yard containers supplied by

Contractor

Central Virginia Community College:

136 Carver Lane, Appomattox, VA

Appomattox Community Center:

220 Community Lane, Appomattox, VA

Appomattox County Courthouse:

297 Court Street, Appomattox, VA

B. Public Schools

The Contractor shall furnish all collection containers, labor, materials, equipment and supervision necessary to provide the County with professional and businesslike waste and recycle collection at the specified school locations.

The scope of work encompasses a primary school, elementary school, middle school, and high school. Services shall include container rental and hauling on an as-needed basis to maintain solid waste collection capacity. The specified containers are to be 8 cubic yard, front-loading.

The Contractor shall not empty or pull any containers from schools during opening or dismissal to minimize traffic congestion and increase school safety. Frequency of pulls shall remain relatively constant during the school year but will increase at the beginning and end of each term, and decrease during holidays and the summer. The Contractor is required to provide extra pulls at the beginning and end of each half of the school year, and at all other times as necessary to maintain collection capacity at each school.

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Table 4: Schools, Locations and Containers

SCHOOL ADDRESS

QUANTITY OF 8

CUBIC YARD

CONTAINERS

PROVIDED BY

CONTRACTOR

ESTIMATED TONS PER YEAR

Waste Recycle

Appomattox Elementary

School

176 Kids PL 1 1 42

Appomattox, VA

Appomattox Primary School

185 Learning LN 1 1 51

Appomattox, VA

Appomattox Primary School

185 Learning LN 1 1 51

Appomattox, VA

Appomattox High School Ag

Building

198 Evergreen Ave 1 1

Appomattox, VA

Appomattox High School

Cafeteria

198 Evergreen Ave

Appomattox, VA

Estimated tonnage provided for reference only.

General Specifications and Information

Solid Waste Equipment Specifications

A. Number & Type of Waste Equipment & Containers: The County retains authority over the number, type and location of waste collection equipment and containers placed at each collection location. The Contractor is encouraged to make recommendations to the County to improve operating efficiency. Due to lack of space, full containers may only be stored at Waste Department.

B. Container Painting: The Contractor shall clean and treat all Contractor-owned waste containers prior to painting.

Paint shall be rust inhibiting with a glossy sheen to allow washing. The Contractor shall maintain all containers in good to like-new condition throughout the contract term.

C. Markings: The Contractor shall mark each Contractor-owned container with the Contractor’s name and/or logo and telephone number. Markings shall be maintained in good to like-new condition throughout the contract term. The County may, at the County’s own expense, attach informational decals on each container as necessary to communicate instructions to users.

D. Removal from Service: The Contractor shall immediately remove from service any equipment or waste container that does not meet specifications and shall not return such equipment or container to service until the equipment or container is in full compliance. After the Contractor receives written notification, Appomattox County reserves the right to withhold compensation owed the Contractor for use of any container not meeting the required specifications. Contractor’s containers removed from service must immediately have the County information decals removed at the Contractor’s expense.

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E. Front-end Loading Container Specifications: Capacity is specified at 8-cubic yards with lids or doors that completely close and lock.

Waste Hauling Service

A. Contractor shall haul container prior to waste overflowing or becoming difficult to discard as defined by the Owner. The collection schedule shall allow for the complete removal of all materials placed both in the containers and on the ground during each collection event, and be at a sufficient frequency to maintain collection capacity at every location at all times. To maintain collection services and to maintain clean collection centers, the Contractor shall place empty replacement containers in service at the same time that full containers are pulled, unless otherwise approved by the Owner.

B. Though Appomattox County Solid Waste Ordinance restricts the type of solid waste items/materials permissible at a collection site, this restriction in no way impacts the number, type, placement, form or any other characteristic of waste that the Contractor shall remove and haul under this contract. Excluding bulk hazardous and medical waste streams, the Contractor shall haul all waste from a collection site, whether placed in a container or on the ground, in a timely manner, as defined by the Owner, and deliver this waste to the Livestock Road Regional Landfill. Waste originating from the owner’s Front-Loader system may be commingled together or commingled with other non-Owner waste streams as defined above, Contractors are required to cover applicable landfill tipping fees for all front-load transactions that are not a part of the curb-side service.

C. The Livestock Road Regional Landfill does not operate on Sundays, New Year’s Day, Independence Day, Thanksgiving Day, and Christmas Day. However to maintain collection capacity, the Contractor is required to haul on Sundays and major holidays as required to maintain collection capacity.

D. The Contractor shall have sufficient licensed drivers and collection vehicles to accommodate the Owner’s system needs and to maintain collection capacity and public services.

E. All waste container pulls from the Convenience Centers shall be transported to the Livestock Road Regional Landfill. In order to receive payment, Contractor shall weigh all waste loads at the scales and generate a transaction ticket. A copy of the individual ticket and monthly scale summary will provide verification of pulls for submitted invoices.

Recycling Service Summary

A. The Contractor shall provide the equipment needed to maintain recycling collection capacity and service at each collection site. The container may only be absent from the site for a maximum period of 1-2 hours depending on the site location. The Contractor will make every effort to minimize this time by immediately returning empty containers back to the center.

B. If the Contractor is not performing the timely removal of full containers, the County reserves the right to require the Contractor to place additional trucks and drivers into servicing this contract at no additional expense to the County.

C. Though the County defines the types of recyclable items/materials permissible at the collection sites, this restriction in no way impacts the number, type, placement, form or any other characteristic of recyclable material/item or waste stream (other than bulk hazardous and medical waste) that the Contractor shall remove and haul under this contract.

D. The Contractor shall have sufficient licensed drivers and collection vehicles to accommodate the system needs and to maintain collection capacity and public services at all times.

Site Maintenance Responsibilities

A. The Contractor’s collection schedule shall allow for the complete removal of all materials placed both in the containers and on the ground during each collection event. Upon completion of switching containers and before

14 | P a g e hauling, each site and nearby areas shall be left in a clean condition.

B. Appomattox County staff members are responsible for cleaning container pad whenever a container is switched out during normal hours of operation.

C. Contractor’s drivers should make sure that all waste is removed from underneath compactors at each container change made outside of normal convenience center hours.

D. Drivers must make sure that receiving containers are properly attached to the compactor before leaving a location.

E. The County should immediately be notified of any hazardous materials that may be observed at a collection center. The County will coordinate collecting and disposing of hazardous materials through County staff or special contractors.

On-Call Container Rental & Hauling Services

Additional container rental and hauling services may be required on a daily, weekly, or monthly basis. The Contractor shall provide in their proposal the rental and pull cost for the duration of the contract, of delivering a container to any location in the County (including special collection events at the collection centers), rental for various time periods, and collection/disposal/delivery and container removal/re-delivery. Containers should be open-top roll-offs with 20-, 30- or 40-cubic yard capacity as required by the County and comply in other respects with specifications in this RFP.

Expanded County Operations

The County reserves the right to assume full operational (including hauling) responsibility for some or all of the collection locations at the end of the contract term or for any new services added during the contract term.

Ownership of Materials

All waste and recycling streams belong to the County. The Contractor and Contractor’s employees shall not scavenge waste of any kind. All waste streams, originating from the convenience centers, shall be delivered to the Livestock Road Regional Landfill and recycling streams delivered to the Appomattox County Waste Department unless otherwise directed by Appomattox County Staff. The Contractor shall ensure that the truck number, driver’s name and specific origin(s) of material is included on every transaction ticket. The County reserves the right not to compensate the Contractor if any required information has been omitted. The Contractor is fully responsible for the safe and timely delivery of waste and recyclable materials. Any spills or accidents while loading or transporting a container are the complete financial responsibility of the Contractor. The Contractor shall immediately cleanup any materials or liquids from a truck or container while being loaded or transported. The County must be notified of the spill to insure adequate cleanup.

Contractor’s Injuries & Accidents

The Contractor shall report all injuries and accidents to the County immediately. The Contractor shall be responsible financially for all repairs to County property including County owned containers due to accident, negligent or careless operations by Contractor’s personnel. The County shall make a repair and deduct the cost from a subsequent Contractor’s invoice as compensation. Receipts will be provided to the Contractor. County Staff will routinely inspect county owned containers; any damage (other than normal wear) will be repaired and deducted from the haulers monthly invoice. Drivers must not slam receiving containers onto hoppers or attempt to push or pull receiving containers with bumpers, etc. The County will reject drivers who slam containers or damage County equipment.

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Performance Bond

The Contractor will be required to provide a performance bond on an annual basis during the term of the contract.

The Contractor shall be fully responsible for the cost of the Bond. The bond will be equal to the estimated annual cost as negotiated. The Bond shall indemnify the County against any loss or damage resulting from any failure by the Contractor to perform as required by the terms of the contract up to the amount of the Bond.

Annual Inflation Adjustment

The contractor may, every 12 months, request an annual inflation adjustment to the services for an amount up to six (6) percent using a CPI-U unadjusted for the most recent twelve (12) month period available from the Federal Bureau of Labor Statistics. The Contractor is required to give Appomattox County three (3) months’ notice and provide a copy of the index showing the rate change prior to adjusting any fees.

Inspections

The County will periodically inspect all trucks, operations and facilities for compliance with regulations and the contract. Upon completion of the inspection, the Contractor shall be notified of all operational deficiencies in writing and be provided a reasonable time to address, how and when the deficiencies will be corrected. Failure to correct the deficiencies within the approved time may, at the County's sole discretion, cause the County to take one or more of the following actions:

A. Hold payment until deficiencies are corrected

B. Have a third party complete the work and deduct the cost of this work from any payments due the Contractor

C. Terminate the contract with 90 days written notice

D. Notify the bond company of the contractor’s failure to comply and request compensation

Weather-Related Operations

A. The Contractor shall begin hauling operations from all collection locations within 24 hours after any significant weather event (i.e., hurricane, heavy snow/ice, etc.). However, this schedule may be modified by the County depending on the severity of the storm. The County reserves the right to impose liquidated damages following any storm if the County determines in its sole opinion that a good faith effort on behalf of the Contractor to maintain the waste collection and recycling centers and to begin hauling operations has not been undertaken.

B. The Contractor will also be responsible for the hauling of l a r g e a m o u n t s of debris a n d o t h e r waste generated from a significant weather event. Offerors will be required to provide in their proposals special emergency policies such as pricing caps or rates that will not exceed, but may be lower than, their proposed regular rates. Ultimately, a negotiated emergency weather policy will become part of this contract.

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Required Seasonal, Holiday & After-Weekend Resources

Because of heavy waste flows in the spring months, after holidays and weekends, special collection procedures are required for the timely hauling of waste and recyclable materials. To respond properly during these times, the

Contractor shall be required to provide additional equipment and labor resources. Contractor should describe available resources on the submittal form.

Maintenance Schedules & Reporting

The Contractor shall maintain a maintenance schedule with the County, and submit a report to the County with their monthly invoice summarizing all container maintenance. The report shall provide the following information concerning all County service requests and work completed: date, container number and work description.

Additionally, anytime it is necessary for the Contractor to provide emergency on-call service in addition to the regular collection schedule, information shall be provided as described above. The County reserves the right to withhold approval of submitted invoices until a maintenance report has been submitted.

Origin of Waste

Whenever delivering a recycling container to the Appomattox County Waste Management and Recycle Facility, the Contractor shall inform scale house personnel from which site(s) the load originated.

Recycling Revenue & Documentation

All revenue generated from delivered recyclable materials remains the property of the County. Along with the monthly invoice and individual weight tickets, the Contractor shall submit a monthly summary report stating the pull date, number of pick-ups, delivery location, and weight of each material collected on a per site basis. The County reserves the right to withhold approval of submitted invoices until complete recycling documentation has been submitted. The Contractor's summary is essential to reconcile with the recycling processor's report and revenue stream.

Compensation and Company Invoices

A. The Contractor shall submit invoice(s) to the County on a monthly basis for the work performed the preceding month. The County will pay the Contractor within 45 days following receipt and acceptance of the services performed the previous month providing that all required documentation has been submitted to the Contract Administrator. The Contractor shall supply the following documentation with each invoice request:

a. Report to summarize all container maintenance & repairs including date, container number and work description

b. Any emergency on-call service performed.

B. Additional reports and documentation may be required at the County's discretion.

C. Appomattox County is exempt from State sales tax and a sales tax exemption certificate will be provided to the Contractor upon request.

Regular Office Hours & Emergency Communications

The Contractor shall provide a contact person who can be reached Monday-Friday during standard office hours (8:00 a.m. to 5:00 p.m., local prevailing time). Additionally, because of emergencies the Contractor shall provide contact persons and phone numbers for emergency response twenty-four (24) hours per day, seven (7) days each week, throughout the term of this contract. The County must be able to speak to a representative of the

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Contractor who can dispatch and/or coordinate equipment repairs at any time day or night. If the County cannot immediate reach a representative who can dispatch trucks and/or coordinate equipment repairs, liquidated damages will be assessed.

Supervision

The Contractor shall provide management of all collection activities. Management shall include a contract administrator and a field supervisor. The field supervisor may be a working supervisor. The Contractor shall designate a back-up supervisor for times when the full-time field supervisor is absent from the operation for whatever reason. The County reserves the right to reject Contractor's personnel who, in the County’s judgment, are not adequately qualified to perform the work. The Contractor shall arrange for a replacement within twenty-four

(24) hours.

Meetings

The Contractor (contract administrator and/or field supervisor) shall meet with County representatives upon request without limitation.

Vehicle Requirements

A. The Contractor's truck fleet to be used for hauling waste and recycling containers shall be well maintained in a clean, safe and sanitary operating condition. Signage shall be readily visible on both sides of each truck identifying the truck number, and the company's name and phone number. The Contractor shall ensure that the trucks are operated in such a manner as to comply with all applicable regulations including the Department of

Transportation Commercial Driver's License requirements for operators and Federal Motor Carrier requirements.

B. The County may reject vehicles that are not clean, safe, and properly labeled.

C. For open-top roll-off containers, a tarp system must be used to cover the load completely to prevent waste from blowing out of the container. The County may reject vehicles that have torn or damaged tarps.

D. For compactor loads, a strap with clasp system shall be required for waste containment. Bungee cords may supplement, but shall not replace, the required strap system. All drivers using bungee cords shall wear safety glasses when handling bungee cords. One strap with clasp and a minimum of four (4) bungee cords should be used to secure the rear tarp of each compactor. Compactor tarps will be inspected at the scale house for compliance with these requirements. The scale house may refuse to allow driver's to dump until loads have been properly covered with a tarp or strapped. The County will reject drivers with repeated tarp/strapping problems. Tarps must completely cover all waste materials and be properly secured.

Vehicle & Equipment Repairs

The Contractor is responsible for all vehicle and equipment repairs including those related to tires. Punctured tires and other equipment damage as the result of landfill road conditions is strictly the responsibility of the Contractor.

Subcontractors

The Contractor may wish to employ subcontractors to support hauling operations during peak operating periods or when needed as back-up in the case of equipment failure. All subcontractor employees are the responsibility of the

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Contractor and shall comply with all terms, conditions and specifications contained in the contract. The Contractor shall obtain prior written approval from the County for any subcontracted employees. The Contractor shall provide the County verification of proper insurance, indemnification, truck numbers, dates, and individuals who will represent the Contractor. No subcontractor may be used to provide services under this contract without prior written approval from the County.

Contractor’s Employees

A. The County reserves the right to reject Contractor's personnel who, in the County’s judgment, are not adequately qualified to perform the work or for just cause (lack of courtesy, profanity, repeated lack of compliance with operating procedures, unsafe operation, damaging County's equipment, damaging collection centers buildings/grounds/fencing, etc.). The Contractor shall arrange for a replacement within twenty-four (24) hours.

B. Contractors may request that certain drivers have keys to the County's collection centers and container storage area. Drivers must be responsible to avoid losing these keys. These keys are for access before or after hours to remove containers. Drivers are responsible for making sure that collection centers are secured upon departing.

Drivers are not to leave a site's gates open without a County attendant on site. All keys are to be returned to the County at the end of the contract.

C. Contractor must insure that drivers operate only on roads designated for heavy truck traffic.

D. Drivers must strictly abide by all Speed Limit I Safe Driving requirements. The Contractor must promptly notify the County of any traffic violations occurring as the result of hauling County's materials. The County may reject drivers with repeated accidents or violations while hauling County’s materials. Since the safety of County citizens is of utmost importance drivers operating in unsafe conditions will be rejected by the County and must be replaced within 24 hours.

Inappropriate or Illegal Activity

Whenever the Contractor's employees witness any inappropriate or illegal activity, a description of the activity including the date, time, license plate and other related information shall be provided to the County at the earliest possibility through the Contractor's supervisor.

Contractor Operating Standards

A. The County's expectation of the Contractor's performance is that minimum performance standards will be consistently exceeded.

B. The Contractor shall provide competent driver(s) who possess a valid commercial driver's license and an adequate number of personnel, vehicles and equipment to perform the requested services.

E. The Contractor will submit and maintain with the County a current list of employees proposed to work under this contract, their work history and qualifications.

F. Contractor's employees will wear County-approved uniform(s) with nametag. To promote safety, employees should wear high visibility clothing or vests, and necessary personal protective equipment.

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G. The Contractor shall not incur any regulatory violations, and will seek and recommend ways to improve environmental protection and safety during daily operations.

H. The Contractor's employees shall consistently show the highest levels of customer service and courtesy.

I. The Contractor's employees shall display professional attitudes and behavior, and be dressed in clean uniforms at all times.

J. The Contractor shall maintain the highest level of communications with the County in all aspects of the operation.

County Responsibilities

A. The County understands that managing collections and hauling properly to provide excellent customer service requires a partnership between the Contractor and the County. The County will make every effort to support the Contractor's needs during the contract period.

B. The County will provide trained site attendants at the convenience centers.

C. The County will perform periodic inspections of incoming loads to comply with regulatory and contract requirements. However, the County and the Contractor will both continuously monitor and screen loads to take appropriate action to manage inappropriate items.

D. Facility Closure - The County has the sole authority to close facilities to the public and cease operations due to inclement weather or other emergencies. The Contractor is encouraged to make recommendations to the

County concerning how to maintain and improve facility operations. The County will be responsible for snow and ice removal within the residential convenience center.

Contract and Financial Information

Contract Term – Length of Contract

The initial term of this contract shall be two (2) years beginning on November 1, 2026 and ending on October 31, 2028. Up to three (3) additional annual renewals may be awarded with the agreement of both parties. In no case shall this contract go beyond five (5) years and shall end on or before October 31, 2030.

Contract Administrator

Appomattox County shall appoint a person to be responsible for the County's performance and obligations under this contract. The contractor shall provide to the County’s designee the name, email address, business address, and cellphone number of the contractor's official or employee responsible for fulfilling the terms and conditions of the contract on behalf of said contractor. The County’s designee shall make all necessary interpretations of the terms and conditions of the contract.

Liquidated Damages

The County has no desire to implement liquidated damages. However, it is understood and agreed by the Offeror that time is of the essence in the delivery of services or equipment of the character and quality specified in the proposal document. In the event these specified services or equipment are not delivered as specified, there will be

20 | P a g e deducted, not as a penalty but as liquidated damages, the sum of $50.00 for each and every violation during the remaining term of the contract. Liquidated damages will only be implemented after the Contractor receives verbal and written notification from the Contract Administrator concerning an unresolved, ongoing problem.

Reporting and Invoicing

Contractor shall submit a monthly invoice to the County prior to the fifteenth day of the following month. Along with this invoice, the contractor shall also submit a report describing all activities pertaining to the invoice, including schedule changes, disposal receipts, “no collection” notices left at residences and the reason for such notices, complaints received and settled, and tonnage summaries

For those households that requested an extra container or containers, these shall be billed by the company straight to the…