ITB Services No. N1501

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

INVITATION TO BID NO. N1501

ELECTRONIC SEALED BIDS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 1:30 P.M. ON

THE 14TH DAY OF OCTOBER 2026.

FOR THE PROVISION OF SOURCE SEPARATED ORGANICS (SSO) COLLECTION AND COMPOSTING SERVICE

FOR ARLINGTON COUNTY FACILITIES

NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

• NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. AS A PART OF NEW SUPPLIER

REGISTRATION, IT IS IMPORTANT TO SELECT THE PRODUCTS AND SERVICES RELEVANT TO YOUR

ACCOUNT.

• EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE. TO MAKE

CHANGES TO YOUR PRODUCT AND SERVICE OFFERINGS, PLEASE SUBMIT YOUR REQUEST HERE.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE BID SOLICITATIONS IN PRISM+, REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE SEALED BIDDING, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM

ARLINGTON COUNTY.

The County will conduct a virtual bid opening via Microsoft Teams Application (APP). Bidders interested in viewing the public bid opening must download the APP and join the meeting via the Microsoft Teams APP and enable audio, video or both. The link to join the virtual bid opening is provided below:

Join Microsoft Teams Meeting +1 347-973-6905 United States, New York City (Toll)

Conference ID: 306 243 076# https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-exkk-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Fredwood%2Fsupplier-registration%2Fregister-supplier%2Fregister-supplier-verification%3Fid%3DRBAftsyLsxSthoDqyfAnzfehRnTK0SFy3Lx4mg8FNL22rWJ%252FZ8sUGRoTNQ%253D%253D&data=05%7C02%7Clalexander%40arlingtonva.us%7Cde2fad2841704c609bb608dd4dd5f468%7C803548041fdf428e9f5f5091e994cf54%7C0%7C0%7C638752303541450466%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6e8v7qravz6alsbuEcEY0kSxFqjz%2FZEy8JQ3%2F9PcHh8%3D&reserved=0 https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/ https://egov.arlingtonva.us/TicketGeneration/Tickets/SupplierTechTicket https://teams.microsoft.com/meet/240905795336641?p=WE3wZf36BBzi8KYlEC tel:+1%20347-973-6905,,814000887#%20

NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA

BEFORE CONTRACT AWARD (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE

SOLICITATION FOR FURTHER INFORMATION).

Arlington County reserves the right to reject any and all bids, cancel this solicitation, and waive any informalities as defined in the Arlington County Purchasing Resolution.

Arlington County, Virginia Office of the Purchasing Agent

Sy Gezachew, VCO

Procurement Officer sgezachew@arlingtonva.us mailto:sgezachew@arlingtonva.us

TABLE OF CONTENTS

I. INFORMATION FOR BIDDERS

II. BACKGROUND

III. SCOPE OF SERVICES

IV. AGREEMENT AND CONTRACT TERMS AND CONDITIONS

LIVING WAGE FORMS

EXHIBIT A

LIVING WAGE QUARTERLY COMPLIANCE REPORT

IV. ATTACHMENTS AND FORMS

B I D F O R M

I. INFORMATION FOR BIDDERS

1. QUESTIONS AND ADDENDA

BIDDERS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS INVITATION TO BID.

All communications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award of a contract resulting from this solicitation, bidders are prohibited from contacting any County staff other than those assigned to the Office of the Purchasing Agent.

QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY SEPTEMBER 30, 2026, AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION

DEADLINE WILL BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL BIDDERS.

Any revisions to this solicitation will be by formal addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued by the Office of the Purchasing Agent.

If the County issues an addendum after a bidder submits a bid, the bidder must acknowledge the addendum in PRISM+ and resubmit the bid. The bidder must take these steps after each addendum if the County issues more than one in the course of a solicitation. If the bidder does not take these steps, the County will no longer see or consider the bidder’s original bid. The County is not responsible for missed PRISM+ acknowledgments or the bidder’s failure to acknowledge the addendum or resubmit a bid.

2. INTEREST IN MORE THAN ONE BID AND COLLUSION

Reasonable grounds for believing that a bidder is interested in more than one bid for a solicitation, including both as a bidder and as a subcontractor for another bidder, or that collusion exists between two or more bidders, will result in rejection of all affected bids. However, an individual or entity acting only as a subcontractor may be included as a subcontractor on bids of two or more different bidders. Bidders rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same work.

3. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that a bidder submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the bidder must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the bidder’s original bid and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the bidder considers the material confidential or proprietary. It is the bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

4. DEBARMENT STATUS

The bidder must indicate on the Bid Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

5. EQUIVALENT EXPERIENCE AND REFERENCES

If a bidder is unable to meet the experience and/or reference requirements of this solicitation, the bidder may submit a resume indicating the qualifying experience and references for previous work by the proposed project manager. The Project Manager’s resume must include a description of the previous project(s) and contact information for the previous employer(s), the project owner(s) and a verifying reference, if different.

Arlington County may request additional information and will determine whether the project manager’s experience is an acceptable substitute for all or part of the experience and/or reference requirements of the solicitation.

If a contract is awarded based on documents and information submitted pursuant to this section, the bidder may not change the named project manager for the duration of the contract unless the County approves a substitute project manager with equivalent qualifications.

6. AUTHORITY TO TRANSACT BUSINESS

Any bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the bidder by the Virginia State Corporation Commission must be included on the Bid Form. Any bidder that is not required to be authorized to transact business in the Commonwealth must include in its bid a statement describing why the bidder is not required to be so authorized. The County may require a bidder to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov.

The County reserves the right to waive this requirement at any time, for any reason.

7. ARLINGTON COUNTY BUSINESS LICENSES

The successful bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

8. VIRGINIA CONTRACTOR LICENSE

For all work that is classified as being performed by "Contractors" as defined by the Virginia State Board for Contractors, a Class A, B, or C License is required.

If a contract for performing or managing construction, removal, repair or improvements is for $120,000 or more, or if the total value of all such construction, removal, repair, or improvements undertaken by http://www.scc.virginia.gov/ mailto:business@arlingtonva.us the bidder within any twelve month period is $750,000 or more, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS A CONTRACTOR."

If a contract for performing or managing construction, removal, repair or improvements is for $10,000 or more, but less than $120,000, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $150,000 or more, but less than $750,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS B CONTRACTOR."

If a contract for performing construction, removal, repair or improvements is for $1,000 or more, but no more than $10,000 or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is less than $150,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS C CONTRACTOR."

Class C contractors shall not include electrical, plumbing, and heating, ventilation and air conditioning contractors.

For further information, contact the State Board for Contractors, 2 South Ninth Street, Richmond, VA 23219, (804) 367-8511.

9. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

The contract that will result from this solicitation will not obligate the County to purchase a specific quantity of items during the Contract Term. Any quantities that are included in the contract documents are the present expectations the County has for the period of the contract, and the County is under no obligation to the estimated quantity, or any, amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods than the estimated annual amount, and any such additional quantities will not give rise to any claim for compensation over the unit prices and/or rates specified in the contract.

The items covered by this contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items through such other contract(s).

The County does not guarantee that the selected contractor will be the exclusive provider of the goods covered by the resulting contract.

10. BID FORM SUBMISSION

The submitted Bid Form must be fully executed. A bid may be rejected if the Bid Form is not signed in the designated space by a person authorized to legally bind the bidder.

The bidder name on the electronic bid submittal shall be the same as the Contractor/Vendor name on the uploaded W9 Form and the registration in PRISM+ to be considered a valid response.

ONLY ELECTRONIC SUBMISSION IS ALLOWED. NO BID SUBMITTED VIA MEANS OTHER THAN PRISM+

ELECTRONIC UPLOAD WILL BE ACCEPTED.

The bid must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept bids after the close date and time. Timely submission is the sole responsibility of the bidder.

Arlington County is not responsible for late submissions, missed Addendums, or questions not submitted before the last date and time to submit.

Bids and all documents uploaded/submitted to Arlington County by a bidder become the property of the County upon receipt.

The County may reject any bid that modifies or supplements the solicitation requirements; however, Arlington County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to bid acceptance, Arlington County may request the bidder to withdraw or modify any such modifications or additions, if it does not affect quality, quantity, price, or delivery.

11. BIDDER CERTIFICATION

Submission of a signed Bid Form is certification by the respective bidder that it is registered with the Virginia State Corporation Commission, if applicable, it is the legal entity authorized to enter into an agreement with the County, and that it will accept any award made to it as a result of the submission.

12. ERRORS IN EXTENSION

If the unit price and the extension price differ, the unit price will prevail.

13. USE OF BRAND NAMES/OR EQUIVALENT BIDS

Unless identified as a "No Equivalent" item in the solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to that specific brand, make or manufacturer. The use of the brand, make or manufacturer’s identification is intended to convey the general type, style, character, and quality of the article described. When a brand name is specified and followed by the phrase “or approved equal,” the brand name product may be substituted if a suitable equivalent considering quality, workmanship, economy of operation, and suitability for the intended us, is accepted by the County Purchasing Agent.

The County may accept any equivalent item(s) that it considers suitable for the intended use.

For those items not identified as “No Equivalent”, and followed by the phrase “or approved equal,” the County has established the following procedure for determining the equivalency of a particular item:

Bidder Submission of Proposed Equivalent Item(s):

1) Bidder shall submit to the County its proposed item(s) for determination of their equivalency to the Brand Name(s) specified.

2) Each proposed item must be described on a separate page, indicating the appropriate specification section number, product or fabrication or installation method to be replaced, and specifics of the proposed item. Attach any technical information, photographs, brochures and the relevant data listed below that supports the proposed item and will permit the County to fairly determine acceptability of the item proposed:

a. Reasons why the specified product cannot be provided, if applicable.

b. Coordination information, including a list of changes or modifications needed to other parts of the Work that will be necessary to accommodate proposed substitution.

c. Detailed comparison of significant qualities of proposed substitution with those of the product specified.

d. Product Data, including drawings and descriptions of products and fabrication and installation procedures.

e. Samples, where applicable or requested.

f. Material test reports from a qualified testing agency indicating and interpreting test results for compliance with requirements indicated.

g. Statement of impact. If specified product or method cannot be provided within the

Contract Time, include letter from manufacturer, on manufacturer's letterhead, stating lack of availability or delays in delivery.

h. Cost information.

i. Contractor's certification that proposed substitution complies with requirements in the

Contract Documents and is appropriate for applications indicated.

3) The County will consider factors such as relative costs, equivalency of features, serviceability, the design of the item proposed, and/or pertinent performance factors as provided in the project technical specifications.

4) All pages of the submission shall be marked with the name, address and contact information of the bidder, and sent via email to the Office of the Purchasing Agent to arrive prior to the question deadline established in Section I., Paragraph I. QUESTIONS AND ADDENDA. E-mail transmittals will be accepted at sgezachew@arlingtonva.us.

5) Items not submitted for review as approved equals during the bidding period may be approved during contract period at the sole discretion of the County Project Officer. If the Project Officer rejects such submission, the Contractor shall provide items specified in the Contract Documents.

County Review of Proposed Equivalent Item(s):

1) Approved item(s) will be added to the solicitation, in the form of an Addendum to the solicitation, and forwarded to all bidders of record.

2) Bidders whose item(s) have not been approved will be so advised in writing simultaneously with the issuance of the Addendum.

14. EXCEPTIONS AND NONCONFORMING TERMS AND CONDITIONS

If a bid contains exceptions to the solicitation or alternate terms and conditions that do not conform to the terms and conditions in this solicitation, the bid will be subject to rejection for nonresponsiveness.

The County reserves the right to permit a bidder to withdraw such exceptions or nonconforming terms and conditions from its bid prior to the County’s determination of nonresponsiveness.

15. DISCOUNTS

Discounts for the County’s on-time payment of invoices are allowed, but the County will not consider the discount when evaluating bid prices or awarding the contract.

16. NEW MATERIAL

Unless the solicitation specifically allows it, all offered goods, materials, supplies and components must be new, not used or reconditioned, and must be current production models. If the bidder believes that used or reconditioned goods, materials, supplies or components will be in the County's best interest, the bidder must notify the County in writing of the reason(s) at least ten business days before the bid deadline.

mailto:sgezachew@arlingtonva.us

If the Purchasing Agent authorizes the bidding of used or reconditioned goods, materials, supplies or components, such approval will be communicated to the bidders in an Addendum to the solicitation.

17. PURCHASE OF THE UNITED STATES OR COMMONWEALTH FLAG FOR PUBLIC USE

Whenever a purchase of a flag of the United States or a flag of the Commonwealth is made for public use, the bidder shall ensure such flag shall be made in the United States from articles, materials, or supplies that are grown, produced, and manufactured in the United States, if available.

18. BIDDERS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a bid, each bidder must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the bidder will rely. No pleas of ignorance of such conditions and requirements will relieve the successful bidder from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful bidder.

19. BIDDER’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each bidder is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its bid, and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent or suspected inaccuracy or error in the solicitation documents.

20. QUALIFICATION OF BIDDERS

The Purchasing Agent may require a bidder to demonstrate that it has the necessary facilities, capability and financial resources to provide the services, materials, or goods specified herein. A bidder must submit a Facilities List (see Scope of Service) and provide evidence of at least five years of relevant experience, including past performance history and references.

21. ALTERNATE BID

Bidders who have other items they wish to offer in lieu of, or in addition to, what is required by this solicitation shall submit a separate bid clearly marked “ALTERNATE BID”. Alternate bids will be automatically deemed nonresponsive.

22. BID WITHDRAWAL PRIOR TO BID OPENING

The bidder may withdraw a bid from PRISM+ before the opening date and time. It is the sole responsibility of the bidder to remove and/or resubmit a bid before the bid deadline.

23. WITHDRAWAL OF BID FROM CONSIDERATION AFTER BID OPENING

After the opening of a bid, a bidder may withdraw its bid from consideration if the price of the bid is substantially lower than other bids due solely to a mistake therein, provided the bid is submitted in good faith, the mistake is a clerical mistake as opposed to a judgment mistake, and is actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. No partial withdrawals of bids will be permitted after the time and date set for the bid opening. The bidder must give an electronic written notice to the Arlington County Purchasing Agent of a claim of right to withdraw a bid and provide all work papers, documents and other materials used in the preparation of the bid sought to be withdrawn, within two (2) business days after the date of bid opening. A bid may also be withdrawn if the County fails to award or issue a notice of intent to award the bid within ninety (90) days after the date fixed for opening bids.

24. METHOD OF AWARD

The County will award the contract to the lowest responsive and responsible based on the lowest total monthly cost submitted on the Bid Form for the Participating Arlington Facilities.

25. INFORMALITIES

The County reserves the right to waive minor defects or variations from the exact requirements of the solicitation in a bid insofar as those defects or variations do not affect the price, quality, quantity, or delivery schedule of the goods being procured. If insufficient information is submitted for Arlington County to properly evaluate a bid or a bidder; the County may request such additional information after bid opening, provided that the information requested does not change the price, quality, quantity, or delivery schedule for the goods being procured.

26. INSURANCE REQUIREMENTS

Each bidder must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the bidder is not able to do so, it may propose alternate insurance coverage for consideration by the County. Written requests for consideration of alternate coverage must be received by the County Purchasing Agent at least 10 working days prior to bid due date. If the County permits alternate coverage, an amendment to the Insurance Checklist will be issued prior to the time and date set for receipt of bids.

27. LIVING WAGE CONTRACT

If this solicitation and the resulting contract are subject to the Service Contract Wage (also called “Living Wage”) provisions covered under Article 4-103 of the Arlington County Purchasing Resolution, all employees of any contractor or subcontractor working on County-owned, County controlled property, facilities owned, or leased, and operated by a Contractor if services provided at that location are exclusive to Arlington County, or contracts for home-based client services must be paid an hourly wage no less than the Living Wage published on the County’s website. By submitting a bid, the bidder certifies that it will comply with this provision and will ensure that its subcontractors, if any, do so as well. (Refer to draft Contract Terms and Conditions for further Living Wage details specific to this solicitation/contract.)

28. NOTICE OF DECISION TO AWARD

When the County has made a decision to award a contract(s), the County will post a Notice of Award or Intent to Award to the Arlington County’s Purchasing Division website.

29. EXPENSES INCURRED IN PREPARING BID

The bidder is responsible for all expenses related to its bid.

30. RIDER CLAUSE

The bidder will have the option to extend any contract resulting from this solicitation as follows:

A. Extension to Other Jurisdictions The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories.

B. Inclusion of Governmental & Nonprofit Participants Eligible entities include but are not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities.

C. Contract Agreement

The contractor may be required by a using jurisdiction to enter into a separate contract containing general terms and conditions unique to that jurisdiction.

31. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE BIDDER

If the bid by the lowest responsive and responsible bidder exceeds available funds, the County reserves the right to negotiate with the apparent low bidder to obtain an acceptable price. Negotiations with the apparent low bidder may involve discussions of reduction of quantity, quality, or other cost saving mechanisms. The final negotiated contract shall be subject to final approval of the County, in its sole discretion.

32. ELECTRONIC SIGNATURE

If awarded, the bidder may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

II. BACKGROUND

The Arlington County Board has adopted a goal of achieving a 90% waste diversion rate by 2038.

Continuing to provide opportunities for food scraps diversion in Arlington County facilities is key to making progress towards this goal. As of this writing, Arlington County facilities include nine (9) fire stations1, eight (8) libraries2, twelve (12) community centers3, one (1) aquatic center4, and approximately thirty-five (35) administrative offices and government facilities (collectively with any other owned, leased, or affiliated facilities now or in the future, “Arlington Facilities”).

Arlington County intends to contract with a qualified contractor (“Contractor”) to provide source separated organics (SSO) collection and composting services for Arlington facilities that opt in to receive such services (each a “Participating Arlington Facility”). Contractor will collect SSO from all Participating Arlington Facilities and deliver the collected SSO to a Receiving Facility (as defined in this Scope of Service). Some locations may require indoor collection and/or a supply of compostable bags.

For most Arlington Facilities, SSO are generated from daily staff activities, such as leftover food from lunch. Arlington Facilities, such as fire stations and detention centers, generate SSO from a live-in population. Currently, Arlington County Detention Center location at 1435 N. Courthouse Rd., Arlington VA, 22201 (“Detention Center”) and Arlington County Fire Station #9 located at 1900 S. Walter Reed Drive, Arlington VA, 22204 (“Fire Station 9”) are the only Participating Arlington Facilities. In calendar year 2025, the current Contractor collected around 90 tons of SSO from Participating Arlington Facilities.

In order to help achieve Arlington County’s waste diversion goals, it may seek to expand SSO collection and composting services to additional Arlington Facilities as part of this contract. Thus, the list of Participating Arlington Facilities may be updated from time to time at Arlington County’s discretion.

However, Arlington County makes no guarantees about the addition of Arlington Facilities under this contract.

Bidders shall submit prices for SSO collection and composting services at the Detention Center and Fire Station 9, as well as prices for additional Arlington Facilities that may opt in to receive services under this Contract (based on pricing for different container size, frequency of pick-up, and whether compost bags are supplied), all as set forth on the Price Sheet. Prices submitted on the Price Sheet shall be inclusive of the cost of SSO collection for the volume and frequency indicated, purchase and maintenance of appropriately sized collection receptables, supply of compost bags if indicated, and composting of the collected materials. Meaning, all prices submitted in the bid shall include, without limitation, the cost of all required labor, transportation, equipment, processing, fuel, environmental

1 Fire Station 1 (Glebe Road), Fire Station 2 (Ballston), Fire Station 3 (Cherrydale), Fire Station 4 (Clarendon), Fire Station 5 (National Landing), Fire Station 6 (NW Arlington), Fire Station 8 (Langston Blvd), Fire Station 9 (Walter Reed), and Fire Station 10 (Rosslyn).

2 Central branch, Aurora Hills branch, Cherrydale branch, Columbia Pike branch, Courthouse branch, Glen Carlyn branch, Shirlington branch, and Westover branch.

3 Arlington Mill Community Center, Aurora Hills Community Center, Barcroft Sports & Fitness Center, Dr. Charles Drew Community Center, Fairlington Community Center, Gunston Community Center, Langston-Brown Community Center, Lubber Run Community Center, Madison Community Center, Thomas Jefferson Community Center, Walter Reed Community Center, and Carver Community Center.

4 Long Bridge Aquatic and Fitness Center.

compliance and related expenses, insurance, and any other items and expenses necessary to provide such for the collection of SSO, purchase and maintenance of collection containers and receptacles, and composting of collected materials.

III. SCOPE OF SERVICES

The Contractor must provide Source Separated Organics (SSO) collection and composting of collected materials from Arlington County government facilities. Facilities include government and administrative offices and buildings, community centers, fire houses and the Arlington Detention Facility. The services to be performed under this Contract include all labor, transportation, equipment, processing of and composting of collected materials, fuel and environmental related operational expenses, purchase and maintenance of collection containers and receptacles, insurance and other items necessary to provide the services set forth in this document.

Prior to the start of service under this Contract and prior to the start of service for any Arlington Facility opting in to receive services under this Contract at any time during the term of the Contract, Contractor shall ensure that all containers selected by any Participating Arlington Facility are delivered and operational one week prior to the start of collection at such Participating Arlington Facility.

1. Composting Facility Access Requirement

The Contractor must have access to ar composting facility to receive and process SSO collected by Contractor for processing under this Contract. Contractor must provide Arlington County with a list of all such composting facilities that will receive SSO collected under this Contract (“Facilities List”).

Contractor must be responsible for notifying Arlington County of any changes to the Facilities List within one week of any such change. Arlington County reserves the right, in its sole discretion, to request that Contractor add or remove any composting facility from its Facilities List and Contractor must reasonably comply (each facility on the Facilities List, a “Receiving Facility”).

The Contractor must not dispose of collected SSO anywhere other than at a Receiving Facility without the express written permission of the Project Officer. In the event that Contractor disposes of collected SSO at a facility that is not a Receiving Facility, Contractor will not be compensated for any costs associated with the load containing the improperly disposed SSO.

2. Collection Procedures

Contractor must collect SSO in watertight, non‐leaking vehicles. Collections must be carried out so as not to allow spilling of any SSO on private or public property. Contractor must comply with laws and regulations applicable to collection and composting of these materials, including but not limited to, Chapter 10 of Arlington County Code (chapter-10-trash-recycling-and-care-of-premises_2018.pdf) and applicable state and federal laws.

Arlington County reserves the right, in its sole discretion, to modify container size, collection frequency, the number of containers, and to add or delete Arlington Facilities to be serviced by Contractor.

Contractor must implement any such changes within 10 business days of said notification by Arlington County. Such changes must be at no additional cost to Arlington County beyond the costs associated with the addition of services under this Contract.

The Contractor must pro‐rate charges for Participating Arlington Facilities that begin service at any point past the first regular collection day of the month. Participating Arlington Facilities that desire to https://www.arlingtonva.us/files/sharedassets/public/v/1/recycling/documents/chapter-10-trash-recycling-and-care-of-premises_2018.pdf discontinue service will have the container removed by Contractor and charges stopped at the date of the discontinuation of service. Removing services will not result in any additional fees or charges.

The Contractor must collect SSO from each address specified by Arlington County and on the day of the week agreed to with Arlington County. The Contractor must collect all SSO that have been set out for collection.

Containers and carts must be thoroughly emptied and returned to their assigned location at each collection location. Contractor must be responsible for picking up all spillage resulting from the servicing of the container or cart. Failure to maintain clean sites at the collection area may be considered grounds for withholding payment for the collection.

Care must be taken in the loading and transportation of SSO so that none of the material collected is scattered or spilled either on private or public property. Any SSO so spilled must be immediately picked up and removed by Contractor. The Contractor must be responsible for any damages to any property affected by the spillage.

3. Collection Schedule

The Contractor must perform collections between 7:00 AM and 5:00 PM Monday through Friday, including all holidays, except Thanksgiving Day, Christmas Day, and New Year's Day. These days must be made up before or after the holidays so that no facility skips service. Arlington County may change the holiday collection schedule at its sole discretion with 10 business days advance notice. Contractor must also have emergency availability on Saturdays for collections.

Contractor must submit a collection schedule consistent with the hours of operation described in the section above, no later than 10 business days prior to the start of the Contract for review and approval of the Participating Arlington Facility. The collection schedule is subject to change upon request(s) from such Participating Arlington Facility at no additional cost to Arlington County.

4. Contamination during Collection

Contractor and Arlington County will agree on a list of acceptable materials for SSO collection, including without limitation, food scraps, organic materials, compostable bags, and food soiled paper (“Acceptable Materials List”). The Contractor will not be required to collect materials that are not, or contain materials that are not, on the Acceptable Materials List. When Contractor encounters materials that it believes are not on the Acceptable Materials List, Contractor must adhere to the following procedures:

a. The Contractor must not collect such materials;

b. For any and all SSO not collected Contractor must complete a County‐ provided notification tag and securely affix the completed tag to each uncollected dumpster, cart, container, bag, bundle, pile, and/or item;

c. Each notification tag left by Contractor must include a clear and legible explanation as to the reason why the SSO were not collected; and

d. Contractor must notify the Project Officer, as appropriate, via email, within two (2) hours of each non‐collection. The notification to the Project Officer must be in the format specified by Arlington County and must include, at a minimum: the service address; date and time of attempted collection; collection truck number; reason for non‐collection; and a photograph(s) of the uncollected cart, container, bag, bundle, pile, and/or item that clearly shows the notification tag(s) affixed. Upon review of the photograph(s), the Project Officer will determine if the load is contaminated. If the Project Officer determines the load is contaminated, Arlington County will pay for the collection of the material by Contractor and Arlington County will dispose of the load as refuse. If the Project Officer determines the load is not contaminated, Contractor must return within 24 hours to collect the load. The Project Officer will have final sole discretion over all such determinations of contamination.

5. Collection Weight Data

The Contractor must weigh materials at all Participating Arlington Facilities that have on site scales.

Contractor must provide weight, number of containers, and size of containers for each Participating Arlington Facility with an on-site scale. For a Participating Arlington Facility that does not have on-site scales, Contractor must report the number of containers and size of container collected at each pick-up.

Weight data and container data must be sent to Arlington County on a monthly basis.

6. Collection Vehicle Standards and Permitting

a. Collection Vehicle Permitting: Contractor must obtain and maintain a valid and current hauler permit from Arlington County for each collection vehicle operating within Arlington County limits during the term of the Contract. Contractor must comply with all requirements of Chapter 10 of Arlington County Code (chapter-10-trash-recycling-and-care-of-premises_2018.pdf).

b. Collection Vehicle Standards: All vehicles used by Contractor in service of the Contract must be in compliance with all applicable federal, state, and local laws and regulations.

For example, all collection vehicles must comply at all times with the inspection regulations of the Division of Motor Vehicles of the Commonwealth of Virginia and of any other applicable state. Any collection vehicle determined to have failed these standards must be removed from service under this contract.

c. All collection vehicles must be maintained in a clean and sanitary condition, be watertight, and be free of oil and hydraulic leaks at all times. Sufficient spare collection vehicles must be maintained by Contractor to replace any vehicles out of service without impact to the collection schedules. Collection vehicles must prominently display Contractor’s name and brand, and a local or toll-free telephone number.

d. Contractor must maintain two-way mobile communication between collection vehicles and Contractor's office. Contractor must maintain and operate on each collection day the number of collection vehicles needed to perform the required collection service.

https://www.arlingtonva.us/files/sharedassets/public/v/1/recycling/documents/chapter-10-trash-recycling-and-care-of-premises_2018.pdf https://www.arlingtonva.us/files/sharedassets/public/v/1/recycling/documents/chapter-10-trash-recycling-and-care-of-premises_2018.pdf

The Contractor must provide the County with access to inspect equipment and any business records related to the performance of this Contract at all reasonable times and to require Contractor to provide equipment conforming to the requirements of this Contract and needed to perform the collection service.

7. Missed Collections

Contractor must provide same‐day notification of missed pick‐ups, for any reason, and any corrective action schedule.

When a missed collection is caused by snow or severe weather or from a blocked container, or any other condition that makes collection impossible (in the sole opinion of the Project Officer), Contractor must restore service as quickly as possible once conditions improve. It is the responsibility of Contractor to notify the Project Officer by phone or email if any collection receptacle is inaccessible or not serviced on time.

The Contractor must make up collections not performed due to street repairs or closures at the earliest possible time. In case of severe snow storms or other severe inclement weather which makes collection impossible or impracticable, Arlington County may suspend collection services or Contractor may temporarily suspend collection services, only with the prior approval of the Project Officer. Arlington County will not pay for contract services not performed as a result of suspended collections due to inclement weather, natural disasters, or other events beyond Arlington County’s control, or Contractor's failure to perform required services. Failure to collect at scheduled locations without notifying the Project Officer may result in contract termination.

8. Cart and Container Maintenance and Inventory

a. Carts and Container Inventory: Contractor must be responsible for ordering, purchasing, assembling, and storing on its premises, all necessary spare parts required for delivery of the required cart or container to Participating Arlington Facilities. Contractor must at all times maintain an adequate supply of such carts and containers to service all Participating Arlington Facilities.

All carts must be wheeled, with a tight‐fitting, hinged‐lid and made of shock resistant plastic. All carts and containers must include signage that clearly states in English and Spanish that they are intended for source separated organics. Contractor’s markings on each cart and container must include an identification number, contractor name and telephone number.

Carts and containers used for SSO must be green in color, or in a color approved in advance by the Project Officer.

b. Proactive Cart and Container Maintenance: Contractor must proactively maintain all carts and containers in good working order and must ensure that cart and container bodies, lids, hinges, wheels, axels, and lift‐bars are free of cracks, holes, and missing parts. Contractor’s collection crews must note damaged carts and containers, and forward repair notices that same day to Contractor’s maintenance personnel.

Contractor may elect to make repairs in the field or may remove the carts and containers for offsite repair, in which case a temporary replacement cart or container, as the case may be, must be left in its place.

Contractor is responsible for the disposal of any end-of-life containers and carts.

FOLLOWING THIS PAGE IS THE AGREEMENT THAT WILL BE ENTERED INTO BETWEEN THE COUNTY AND THE CONTRACTOR. THE AGREEMENT IS PART OF THIS SOLICITATION. THIS AGREEMENT IS SUBJECT TO REVIEW BY THE COUNTY ATTORNEY PRIOR TO BEING SUBMITTED FOR CONTRACTOR'S

SIGNATURE.

IV. AGREEMENT AND CONTRACT TERMS AND CONDITIONS

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

SUITE 500, 2100 CLARENDON BOULEVARD

ARLINGTON, VA 22201

AGREEMENT NO. _______

THIS AGREEMENT is made, on the date of execution by the County, between ____Contractor’s name__ (“Contractor”), a name of state jurisdiction listed on SCC check______ type of entity (i.e., corporation) , authorized to do business in the Commonwealth of Virginia with a place of business at ___address______, and the County Board of Arlington County, Virginia (“County”). The County and the Contractor, for the consideration hereinafter specified, agree as follows:

1. CONTRACT DOCUMENTS

The “Contract Documents” consist of this Agreement, bid of the successful bidder (hereinafter “Contractor”) and Arlington County (hereinafter “County”) Invitation to Bid No. N1501.

The Contract Documents set forth the entire agreement between the County and the Contractor. The County and the Contractor agree that no representative or agent of either party has made any representation or promise with respect to the parties’ agreement that is not contained in the Contract Documents. The Contract Documents may be referred to below as the “Contract” or the “Agreement”.

2. SCOPE OF WORK

The Contractor agrees to perform the services described in the Contract Documents (the “Work”), more particularly described in the Scope of Services included with the Invitation to Bid. The primary purpose of the Work is to provide Source Separated Organics (SSO) collection and composting service for Arlington County facilities. The Contract Documents set forth the minimum work estimated by the County and the Contractor to be necessary to complete the Work. It will be the Contractor’s responsibility, at its sole cost, to provide the services set forth in the Contract Documents and sufficient services to fulfill the purposes of the Work. Nothing in the Contract Documents limits the Contractor's responsibility to manage the details and execution of the Work.

3. PROJECT OFFICER

The performance of the Contractor is subject to the review and approval of the County Project Officer, who will be appointed by the Director of the Arlington County department or agency requesting the Work under this Contract.

4. CONTRACT TERM

Time is of the essence. The Work will commence on __________, 20____ and must be completed no later than ___________20 ____ ("Initial Contract Term"), subject to any modifications provided in the Contract

Documents. Upon satisfactory performance by the Contractor the County may, through issuance of a bilateral Notice of Renewal, authorize continuation of the Agreement under the same contract prices for not more than four additional 12-month periods, from ____________, 20____ to ____________, 20____ (each a "Subsequent Contract Term"). The Initial Contract Term and any Subsequent Contract Term(s) are together the “Contract Term”.

5. CONTRACT PRICING

Unless otherwise provided in the Contract Documents, the Contractor shall provide the goods and services covered in the County’s Invitation to Bid No. N1501 at the prices provided in the bid of the Contractor.

6. CONTRACT PRICING WITH OPTIONAL PRICE ADJUSTMENTS

The Contract Amount/unit price(s) will remain firm until ___________________________ (“Price Adjustment Date”). To request a price adjustment, the Contractor or the County must submit a written request to the other party not less than 90 days before the Price Adjustment Date. Adjustments to the Contract Amount/unit price(s) will not exceed the percentage of change in the U.S. Department of Labor Consumer Price Index, All Items, Unadjusted, Urban Areas (“CPI-U”) for the 12 months of statistics available at the time of the Contract’s renewal.

Any Contract Amount/unit price(s) that result from this provision will become effective the day after the Price Adjustment Date and will be binding for 12 months. The new Price Adjustment Date will be 12 months after the price adjustment.

If the Contractor and the County have not agreed on a requested adjustment by 30 days before the Price Adjustment Date, the County may not renew the Contract, whether or not the County has previously elected to renew the Contract’s term.

7. PAYMENT TERMS

The Contractor must submit invoices to the County’s Project Officer, who will either approve the invoice or require corrections. The County will pay the Contractor within 45 days after receipt of an invoice for completed work that is reasonable and allocable to the Contract and that has been performed to the satisfaction of the Project Officer. All payments will be made from the County to the Contractor via ACH.

The number of the County Purchase Order pursuant to which goods or services have been delivered or performed must appear on all invoices.

The Contractor also must submit to the County’s Project Officer its W-9 Form, which will include its Federal Employer Identification Number (“FEIN”) or Social Security Number (“SSN”), whichever is applicable, before the County can process payment to the Contractor…