9-RFP-26-00349 Roll Cart Management Services.pdf

Request for Proposals Roll Cart Management Services

RFP-26-00349

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IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING PROPOSAL

SOLICITATION TYPE: Competitive Sealed Proposals

SOLICITATION NUMBER: RFP-26-00349

SOLICITATION TITLE: Roll Cart Management Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and qualified Contractors to provide ongoing and as-needed residential roll cart management services for a four (4)-year period.

DUE DATE & TIME: September 14, 2026, 2:00 P.M. Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

The Director of Procurement is considered the issuing department director for the purpose of Section 2-567(c) of the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

PROPOSAL SUBMISSION: The County will only accept proposals submitted through its electronic bidding system (Euna Procurement). Proposals that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed proposal process, proposals submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your proposal, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your proposal, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to

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Euna Procurement Support at 1-844-226-3862 or support.bonfire@eunasolutions.com.

● To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-proposal conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no proposer, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a proposer from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the proposer from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

SITE VISIT: A site visit will be held at 10:00 A.M. Eastern Time on August 19, 2026, at the Hillsborough County South County Transfer Station, Admin Building, located at 13000 US Highway 41 S., Gibsonton, Florida 33534. All interested parties are strongly encouraged to attend. The purpose of this site visit is to allow prospective Proposers access to inspect the storage location and wash area.

INSURANCE: Insurance coverage is required for this procurement. Please see RFP-26-00349 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Proposal, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

DIGITAL ACCESSIBILITY COMPLIANCE:

Any and all information and communications technology developed, provided, procured, maintained, or otherwise made available under this Contract and

RFP-26-00349 Page 3 intended for public access or use, shall comply with various accessibility standards. Please see General Terms and Conditions for complete details and requirements.

INSTRUCTIONS TO PROPOSERS:

Please see Sections 1.6., 1.7., and 4. for various instructions for Proposers.

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed proposals from experienced and qualified Contractors to provide ongoing and as-needed residential roll cart management services for the Solid Waste Management Department (SWMD) for a four (4)-year period.

1.1.2 The County seeks to award a Contract for comprehensive services for Roll Carts to include, but not limited to:

1.1.2.1 Deliveries

1.1.2.2 Removals

1.1.2.3 Exchanges

1.1.2.4 Repairs

1.1.2.5 Washing

1.1.2.6 Unloading new inventory

1.1.2.7 Loading warranty and scrap inventory

1.1.2.8 Inventory management

1.2. Background

1.2.1 The County provides residential automated collection services to approximately 327,000 Residential Units (as of February 2026). It is projected that there will be 329,000 Residential Units by the Commencement Date of the Contract resulting from this solicitation. Projected growth is not guaranteed.

1.2.2 Each Residential Unit has been issued a minimum of two (2) Roll Carts: one for solid waste and one for recycling.

1.2.3 The County owns all Roll Carts, which will remain in place at Residential Units.

1.2.4 Residential Customers receive twice-weekly automated solid waste collection services and once-weekly automated recycling collection services.

1.2.5 The County currently contracts with Rehrig Pacific Company and Cascade Engineering, Inc., to purchase Roll Carts.

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1.2.6 The following Attachments have been provided for your information and use.

1.2.6.1 Attachment A - Service Area Map

1.2.6.2 Attachment B – Storage Location and Wash Area

1.2.6.3 Attachment C – Roll Cart Warranty

1.3. Applicable Publications, Terminology, and Acronyms

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.3.1 United States Department of Transportation (USDOT), Federal Motor Carrier Safety Administration (FMCSA).

https://www.fmcsa.dot.gov/regulations/search

1.3.2 Forklift Certification

https://www.osha.gov/laws-regs/regulations/standardnumber/1910.178

The following terminology forms a part of this specification:

1.3.3 “Cart Action” shall mean an action that the Contractor takes with a Roll Cart, as part of completing a Service Request, to include but not limited to: Delivery, removal, replacement, swap, repair, and/or lid replacement.

1.3.4 “Case Management System (CMS)” shall mean the SWMD’s web-based system used to track, document, and manage Service Requests and communications between the County and the Contractor.

1.3.5 “Commencement Date” shall mean the date that the Contractor shall begin providing Roll Cart management services pursuant to these specifications.

1.3.6 “Unrepairable“ shall mean a roll cart that is obsolete, unsuitable for continued service, or has sustained damage that cannot be restored to safe and functional operating condition via repair or replacement of replaceable parts, making replacement of the roll cart necessary.

1.3.7 “Non-Action Notice” shall mean a written form, tag, or sticker approved by the County and used by the Contractor to notify Residential Customers of the reason(s) that a Service Request was not fulfilled.

1.3.8 “Repair” shall mean any action designed to improve the condition of a Roll Cart, including repair or replacement of wheels, axles, pins, axle caps, lids, lid caps, and lid pins.

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1.3.9 “Residential Customer” shall mean any person who receives residential curbside solid waste/recycling collection services and is authorized to receive a Roll Cart.

1.3.10 “Residential Unit” shall mean any building or structure designed or constructed for and capable of use as a residence for one (1) or more families, including but not limited to single-family homes, mobile homes, condominiums, townhomes, apartment complexes, public lodging establishments, and other multifamily units.

1.3.11 “Resolution Code” shall mean the code selected in the CMS before the case is Resolved.

The provided list of Resolution Code(s) is delivered, recovered, repaired, replaced (recovered & delivered), swapped (delivered & recovered), not delivered, not recovered, not repaired, not swapped, and not replaced. This list may be edited periodically at the County’s discretion.

1.3.12 “Resolve(d)” shall mean that a Service Request has been completed and documented, and a Resolution Code has been selected and confirmed by selecting the Resolve button.

1.3.13 “Roll Cart” shall mean a container (95-gallon, 65-gallon, or 35-gallon) issued by the County that is designated and intended to be utilized for residential curbside solid waste or recycling collection services.

1.3.14 “Scheduled Collection Day” shall mean the day that Residential Customers are scheduled to receive residential curbside solid waste or recycling collection services.

1.3.15 “Service Area” shall mean the SWMD ‘s service area as shown in Attachment A.

1.3.16 “Service Complaint” shall mean any Resolved Service Request that is incorrectly resolved by the Contractor. Service Complaints must be accurately Resolved within one (1) Business Day, excluding County observed Holidays and weekends at no cost to the County.

1.3.17 “Service Request” shall mean a request to perform a Cart Action(s). NOTE: Service Requests may involve more than one (1) Cart Action. All Cart Actions performed under a single Service Request are considered billable as one (1) Service Request.

1.3.18 “Site Manager” shall mean the person designated by the Contractor to be the Contractor’s representative regarding the management of the Roll Cart operations pursuant to these specifications.

1.3.19 “Storage Area” shall mean the area designated by the County for the storage of Roll Carts and the management of Roll Cart operations pursuant to these specifications, as shown in Attachment B, and includes vehicle parking for the Contractor’s vehicles.

The following acronyms form a part of this specification:

CMS Case Management Software CSV Comma-Separated Values FMCSA Federal Motor Carrier Safety Administration

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GPS Global Positioning System PPE Personal Protective Equipment USDOT United States Department of Transportation

1.4. Minimum Qualifications

The Proposer or principal thereof shall demonstrate recent experience in providing substantially similar services.

1.5. Minimum Requirements

1.5.1 The Contractor shall be responsible for all costs related to completing Service Request(s) and any other services required under this Agreement. This includes, but is not limited to, the following:

1.5.1.1 Service vehicles and trailers

1.5.1.2 Fuel

1.5.1.3 Labor

1.5.1.4 Equipment

1.5.2 Storage Area

1.5.2.1 The County will provide the Storage Area for Roll Cart operations, at no cost to the Contractor, for the term of the resulting Contract.

1.5.2.1.1 Location Address and Site Access Hours

South County Transfer Station 13000 US Highway 41 S.

Gibsonton, Florida 33534

Site Access hours: 6:00 A.M. – 5:30 P.M.

1.5.2.2 The County will provide the Contractor with a roll-off container and assume all disposal costs for solid waste removed from Roll Carts by the Contractor while fulfilling Service Requests and accumulated in the Storage Area.

1.5.2.3 The County will provide new Roll Carts and new components to the Storage Area as needed to satisfy Service Request demand as determined by the County, during the term of the resulting Contract.

1.5.2.4 The County will conduct daily/weekly random site inspections during normal business days and hours to ensure the Storage Area meets the requirements of these specifications.

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1.5.2.5 Unless otherwise approved by the County, the Contractor shall assign as their primary duty one (1) employee to be onsite or available within 30 minutes during operating hours to manage the Storage Area.

1.5.2.6 The Contractor shall maintain the Storage Area in a clean and orderly fashion and immediately pick up/clean up any materials dropped on the grounds of the Storage Area.

1.5.2.7 The Contractor shall provide a portable toilet on the grounds of the Storage Area for use by their staff. The Contractor shall be responsible for all associated costs and maintenance of the portable toilet.

1.5.2.8 The Contractor shall keep new Roll Cart inventory stacked in the Storage Area no higher than five (5) Roll Carts high, unless otherwise approved by the County, to ensure the weight will not damage the carts over time. The Contractor shall display County approved signage to identify commodity and size of the new, used, reclaim and warranty Roll Cart Inventory and components.

1.5.2.9 The Contractor shall prepare and submit a monthly inventory forecast to the County no later than the fifth (5th) Business Day of each month. The forecast shall include current inventory levels by cart size and commodity, historical inventory usage trends, projected inventory demand for the next three (3) months, available warranty and refurbished inventory, anticipated inventory shortages and supply chain risks, and recommended reorder quantities with estimated delivery dates. The purpose of the inventory forecast is to assist the County in maintaining adequate inventory levels, minimizing service disruptions, and supporting proactive inventory planning.

1.5.2.10 If the Contractor is notified that the Storage Area does not meet the requirements of these specifications, corrections shall be made within six (6) Business Days of notification and shall be at the expense of the Contractor. Failure to make corrections identified by the County within six (6) Business Days will subject the Contractor to liquidated damages as outlined in these specifications.

1.5.2.11 The Contractor shall not be deemed in default if its non-performance is directly related to the County's non-performance.

1.5.3 Roll Cart Delivery Vehicles

1.5.3.1 The Contractor's vehicles shall display the County’s logo and phone number on all vehicles assigned to fulfill Service Requests at the Contractor’s cost. The County will provide the approved artwork and size of the artwork.

1.5.3.2 The Contractor shall ensure that each vehicle used to fulfill Service Requests is equipped with a handheld electronic device (iPad or similar device) that has internet access.

1.5.3.3 The Contractor’s vehicles shall be equipped with a vehicle locator system or the employee operating each vehicle shall have a device (iPad or similar device) that uses a GPS that provides the capability of monitoring each vehicle’s movements.

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1.5.3.4 The Contractor shall, at no cost to the County, provide the County with access to the web-based software system that monitors the location of vehicles used to complete Service Requests.

1.5.3.5 The Contractor shall remove any material dropped on public or private property while performing a Service Request.

1.5.3.6 During transportation, all collected solid waste shall be contained, tied, or enclosed so that the vehicle can prevent leaking, spilling, falling, escaping, and blowing.

1.5.3.7 If litter is released or falls from a vehicle for any reason, the Contractor shall immediately and safely retrieve the litter and dispose of such litter at the Storage Area in the roll-off container provided by the County.

1.5.3.8 The Contractor’s vehicles shall be equipped with a heavy-duty broom and a large shovel or dustpan; a spill response kit for leaks and spills; and an audible back-up warning device.

1.5.4 Contractor’s Personnel

1.5.4.1 The Contractor shall designate one (1) of its personnel to act as Site Manager during the term of the resulting Contract who shall be the Contractor's primary liaison with the County. The Site Manager shall be available during operating hours to respond to calls, texts, or e-mails from the County. The Site Manager's primary assignment shall be to manage the operations during the term of the resulting Contract. If the Site Manager is not available on any given day, the Contractor shall assign another person the authority to act on behalf of the Site Manager. The Contractor shall immediately advise the County should the Site Manager change at any time during the term of the resulting Contract.

1.5.4.2 The Contractor's employees shall always maintain a courteous and respectful attitude toward the public. The Contractor's employees may answer general questions as to their purpose; however, questions from Residential Customers about Service Requests or other County functions shall be directed to County SWMD staff.

1.5.4.3 The Contractor shall notify the County within four (4) hours whenever assistance is needed to resolve a dispute between a Residential Customer and the Contractor. The County, whose determination shall be final, shall promptly evaluate and resolve any disputes regarding a Residential Customer and the Contractor.

1.5.4.4 Disputes regarding damaged roll carts, warranty eligibility, documentation requirements, billing, or assessment of Liquidated Damages shall follow a standardized dispute resolution process established by the County. The Contractor shall submit documentation in support of their dispute within five (5) Business Days of notification. The County shall review the dispute and issue a written determination.

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1.5.4.5 The Contractor's employees shall always wear identification as part of a uniform and/or safety vest with the Contractor's logo displayed while performing services during the term of the resulting Contract.

1.5.4.6 The Contractor shall submit a monthly safety performance report to the County that documents PPE compliance, vehicle inspection completion rates, forklift inspection and operator certification compliance, reportable safety incidents, corrective actions taken, and any safety training conducted during the reporting period. The County reserves the right to review safety records, conduct inspections, and require corrective action if deficiencies are identified.

1.5.4.7 The Contractor shall ensure that all employees wear the proper PPE, at all times, while performing services during the term of the resulting Contract.

1.5.5 Public/Private Property Damage and Accident Notification

1.5.5.1 The Contractor shall not damage any public/private property, including but not limited to roadways, driveways, sidewalks, utilities, trees, flowers, shrubs, sod, or mailboxes.

However, if the Contractor damages public or private property, the Contractor shall restore the public/private property to a condition that is equal to the condition that existed before the damage occurred.

1.5.5.2 If the Contractor's employee damages private/public property, the employee shall immediately notify the Site Manager, and the Site Manager shall notify the property owner and County within one (1) hour from when the damage occurs. If the property owner is not known or readily identifiable, the employee or Site Manager shall leave a notice that includes the Contractor's name and phone number and the SWMD’s phone number.

1.5.5.3 The Contractor shall provide the County with a written detailed account of a property damage incident, by email, within 48 hours of such an incident occurring. The notification shall include the date and time the incident occurred, the address of the incident, type of damage, photo of damage, name of the employee involved in the incident, and vehicle identification information if a vehicle was involved.

1.5.5.4 The Contractor shall repair any private/public property damage within 15 days of said damages, unless the Contractor requests an extension and the County approves the extension. Both the request and approval or non-approval must be communicated via email.

1.5.5.5 In the event that the Contractor fails to repair damages to private/public property within the time allowed in these specifications, the County reserves the right to arrange for the repair(s) to be completed. If the County arranges to have the repair(s) completed, the County shall deduct the cost of the completed work from the Contractor's monthly payment.

In the event that the cost of the damage exceeds the monthly payment amount, the contractor shall be billed directly for the cost of the repair(s).

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1.5.5.6 The Contractor shall notify the County, within one (1) hour of any accident involving the Contractor's employee, vehicle, or equipment that occurs while performing services pursuant to these specifications. Additionally, the Contractor shall provide the County a written detailed account of the accident, by email, within 48 hours from the time of the accident.

1.5.6 Case Management System (CMS)

1.5.6.1 The County will be responsible for all associated costs, training, and maintenance of the CMS. The County reserves the right to change the CMS during the term of the resulting Contract.

1.5.6.2 Prior to the Commencement Date, the County will provide the Contractor with training on the proper use of the CMS including what should be documented.

1.5.6.3 The County will submit all Service Requests to the Contractor through the CMS.

1.5.6.4 The Contractor shall update each County-issued Service Request in the County's CMS with all required information, including the appropriate resolution code, replacement or repaired roll cart serial number (when applicable), required photographs, notes documenting the service performed, and any other information required by the County. All required documentation shall be completed prior to resolving a Service Request.

1.5.6.5 The Contractor’s systems shall support electronic data exchange through API, CSV, or other County-approved formats to facilitate automated reporting, reconciliation, and inventory management.

1.5.6.6 The Contractor shall utilize the CMS to document the status of Service Requests and Service Complaints, as follows.

1.5.6.6.1 Resolved Service Requests.

1.5.6.6.2 Service Request(s) that are not completed: The Contractor shall comply with all documentation requirements to Resolve Service Request(s). Failure to meet these requirements may result in denial of compensation:

1.5.6.6.2.1 If a Roll Cart cannot be recovered during a replacement Service Request, due to an excessive amount of solid waste in the Roll Cart, the Contractor shall document the issue by uploading the following to the CMS and mark the Resolution Code as “Roll cart delivered, but not recovered”:

1.5.6.6.2.1.1 A photo of the contents inside of the unserviceable Roll Cart.

1.5.6.6.2.1.2 A photo of the Non-Action Notice left at the service location.

1.5.6.6.2.1.3 A photo of the entire front of the service location, including the house number, if available.

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1.5.6.6.2.2 If the Contractor is unable to access the service address (missing gate code or incorrect address etc.) of a Service Request, then the Contractor shall make two (2) attempts to contact the County for assistance. If they are unable to reach the County, the Contractor shall document both attempts with the dates, times, and name of the person(s) they attempted to call from the County. The Contractor shall then mark the Resolution Code accordingly and Resolve the Service Request.

1.5.6.6.3 The Contractor shall only be compensated for Service Requests that are Resolved and are not duplicates.

1.5.6.6.3.1 If the Roll Cart requiring replacement is not out at the curb for service or has excessive amount of solid waste for recovery, the Contractor is to deliver the new cart and leave a Non-Action Notice, noting that the recovery could not be completed, and Resolve the case.

1.5.6.6.3.2 The Contractor shall document the Roll Cart’s serial number using a handheld electronic device (iPad or similar device) that has internet access and shall assign it to the Service Request in the CMS.

1.5.7 Roll Cart Assembly and Distribution

1.5.7.1 The Contractor shall coordinate, through the County, orders of Roll Carts and components from the Roll Cart manufacturer. Upon delivery of Roll Carts, the Contractor shall unload, document, and store the new Roll Carts and accompanying components in a designated area in a uniformed manner. Roll Carts shall be stacked at no more than five (5) Roll Carts high.

1.5.7.2 The Contractor shall not be deemed in default if its non-performance is directly attributable to the County's failure to supply adequate Roll Carts and components after exhausting all reusable Roll Cart parts.

1.5.7.3 The Contractor shall deliver and assemble Roll Carts curbside in front of the Residential Unit. The Contractor shall not place Roll Carts in a manner that will block driveways, mailboxes, or provide any other similar inconvenience to Residential Customers.

1.5.7.4 The Contractor shall distribute County-provided educational and promotional materials by fastening them to each Roll Cart delivered, including replacements (one (1) set of educational and promotional material per address). The County will provide all educational and promotional materials.

1.5.7.4.1 If the Contractor fails to deliver the required educational and promotional material, the Contractor shall return and deliver the educational and promotional material, no later than 24 hours after notification from the County, and at no additional cost to the County.

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1.5.8 Roll Cart Washing

1.5.8.1 The Contractor shall remove all debris and wash reusable Roll Carts that have been recovered before redistributing them to another Residential Customer.

1.5.8.2 The Contractor shall be responsible for all costs related to the pressure washing of the Roll Carts, including the equipment and any necessary biodegradable detergents.

1.5.8.3 The County will provide a Roll Cart washing area onsite near the Storage Area for the Contractor’s use.

1.5.8.4 The Contractor shall not wash Roll Carts in any area other than the washing area designated by the County. Refer to Attachment B - Storage Location and Wash area.

1.5.8.5 The Contractor shall be permitted to utilize the washing area between 6:30 A.M. and 5:30 P.M., Monday – Friday, except for County observed Holiday and unless the County requires the use of the washing area during the same time as the Contractor. If this is to occur, the Contractor shall schedule another day and time to wash the Roll Carts.

1.5.8.6 The County will provide access to water for the Roll Cart washing equipment.

Electricity will not be provided. The water provided by the County shall not be used for any other purpose without the consent of the County.

1.5.8.7 The Roll Cart wash area is not to be used for storage of Roll Carts long term.

1.5.8.8 The Contractor shall ensure that all replacement and repaired Roll Carts are thoroughly washed and sanitized prior to being placed back into service. Roll Carts stored for more than 90 Calendar Days shall be rewashed before delivery to Residential Customers.

The Contractor shall utilize County-approved cleaning methods and equipment to remove dirt, debris, odors, and other contaminants to maintain a clean and sanitary appearance.

The County reserves the right to inspect washed Roll Carts at any time and require re-cleaning of any Roll Cart that does not meet the County's cleanliness standards at no additional cost to the County.

1.5.9 Warranty and Unrepairable Roll Carts

1.5.9.1 The Roll Cart manufacturers warrant the Roll Carts and components against defects in materials and workmanship, insufficient resistance to weathering, or any cause whatsoever other than negligence or abuse for a minimum of 10 years from the date Roll Carts are delivered to the Storage Area.

1.5.9.2 The Contractor shall visually inspect Roll Carts during delivery, handling, maintenance, and retrieval activities and shall promptly document and report any observed defects, damage, or performance concerns to the County. Documentation and reporting shall be achieved via an electronic spreadsheet that is to be submitted to the County. Upon notification by the County, the Roll Cart manufacturer will evaluate, inspect, and test any

RFP-26-00349 Page 14 cart alleged to be defective to determine warranty eligibility and appropriate corrective action. Attachment C – Roll Cart Warranty outlines the manufacturer’s warranty inspection, testing, and replacement guidelines.

1.5.9.3 The Contractor shall provide the County, in electronic format (CSV or Microsoft Excel), with a weekly report identifying all Warranty and Unrepairable Roll Carts. The Contractor shall notify the County when 400 Roll Carts from the same manufacturer, or the County designated storage capacity, whichever occurs first, have accumulated and require warranty inspection or have been determined to be Unrepairable.

1.5.9.3.1 Upon notification, from the County, the Contractor shall be responsible for coordinating the timely processing, warranty inspection, recycling, or other County-directed disposition of the accumulated Roll Carts. The Contractor shall ensure that Unrepairable Roll Carts do not accumulate at the County's facility in a manner that adversely affects County operations, storage capacity, inventory management or create an unsightly appearance.

1.5.9.4 The Contractor shall provide the County, in electronic format (CSV or Microsoft Excel), with a list of Roll Carts that require removal or inspection by the Roll Cart manufacturer to determine if the defect is covered under the manufacturer's warranty. The list shall include the type, size, serial number, type of defect, photo if required by the manufacturer and the manufacturer name for each defective Roll Cart being submitted for evaluation.

1.5.9.5 For Roll Carts that are Unrepairable, the Contractor shall provide the County, in electronic format (CSV or Microsoft Excel), with a list of Roll Carts that require removal by the Roll Cart manufacturer. The list shall include the type, size, serial number, type of damage, and manufacturer of each Unrepairable Roll Cart.

1.5.9.6 The County will coordinate with the Roll Cart manufacturer and schedule a date for the Roll Cart manufacturer to remove or inspect the damaged or defective Roll Carts.

1.5.9.7 The Contractor shall stack all carts that are deemed to be scrap and ready for shipment to the recycler. Any inspection, photo, or evaluation deemed necessary by the cart manufacturer for warranty shall be the sole responsibility of the County.

1.5.9.8 The Contractor shall prepare (stack one inside another) the Roll Carts to be picked up by the Roll Cart manufacturer.

1.5.9.9 All reusable Roll Cart parts shall be removed and separated into the designated holding area for later use and documented in electronic format (CSV or Microsoft Excel).

1.5.9.10 The Contractor shall remove all reusable components from damaged Roll Carts and maintain an inventory of salvaged parts. Salvaged components shall be used first to Repair Roll Carts, prior to the use of new inventory parts, unless the salvaged component is

RFP-26-00349 Page 15 damaged, incompatible, or otherwise unsuitable for safe and proper use. Reusable components include, but are not limited to, wheels, axles, lids, lid caps, pins, and handles.

1.5.9.11 Roll Carts being returned to the manufacturer for warranty submission or reclaim shall be reassigned with a Unrepairable/warranty status in the CMS system.

1.5.9.12 The County will provide a forklift for use in management of the Roll Cart Storage Area; however, the Contractor shall have an employee onsite that is forklift certified to operate the forklift. The Contractor shall provide, upon County request, a copy of forklift certification.

1.5.10 Recycling, Reclamation, and Disposition of Unrepairable Roll Carts

1.5.10.1 All Unrepairable Roll Carts and any resulting materials shall remain the property of the County unless otherwise authorized in writing.

1.5.10.2 The Contractor shall not dispose of, repurpose, or remove Unrepairable Roll Carts or associated materials without prior written authorization from the County.

1.5.10.3 For all Roll Carts deemed Unrepairable, obsolete, or otherwise unsuitable for continued service (“Unrepairable Roll Carts”), the County reserves the right, at its sole discretion, to determine the method of disposition. Such methods may include, but are not limited to, the following:

1.5.10.3.1 Manufacturer Warranty: Where applicable, Unrepairable Roll Carts may be returned to the original manufacturer for warranty evaluation, replacement, or credit in accordance with the manufacturer’s warranty terms and conditions.

1.5.10.3.2 Sale to Contractor: Unrepairable Roll Carts or associated recyclable materials may be sold to the Contractor at a mutually agreed-upon price, based on the weight and type of recoverable material.

1.5.10.3.3 Open Market Sale: The County may elect to market and sell recyclable or reclaimed materials derived from Unrepairable Roll Carts on the open market to a qualified and creditworthy purchaser, with the objective of obtaining the highest reasonable market value.

1.5.10.4 The Contractor shall cooperate with the County in the segregation, handling, weighing, and documentation of such materials as necessary to facilitate the selected disposition method. The Contractor shall maintain accurate records of quantities, weights, and disposition activities via spreadsheet in electronic format and provide such documentation to the County upon request.

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1.5.11 Service Requests

1.5.11.1 In the event a Service Request consists of performing multiple Cart Actions, the Contractor will be compensated based on the unit price of one (1) Service Request.

1.5.11.2 The Contractor shall maintain the capacity to complete a minimum of 250 Service Requests per day, unless otherwise approved by the County. This requirement does not guarantee that 250 Service Requests will be issued each day.

1.5.11.3 The Contractor shall Resolve, within 72 hours excluding County observed Holidays and weekends, Service Requests that require the delivery of Roll Cart(s) to Residential Customers.

1.5.11.4 The Contractor shall Repair Roll Carts curbside when possible.

1.5.11.5 Additional time may be granted to the Contractor by the County to complete a Service Request(s) when the Contractor cannot do so within the time required herein.

1.5.11.6 The Contractor shall document, in the CMS, on the Service Request case, the action or non-action status of the Service Request, on the same Business Day the Service Request is attempted. Documentation shall include, but is not limited to:

1.5.11.6.1 Two (2) photos:

1.5.11.6.1.1 Roll Cart with serial number

1.5.11.6.1.2 House, showing cart and address, when possible.

1.5.11.6.2 A Resolution Code.

1.5.11.6.3 Resolution notes, including serial numbers and/or reasons for no action.

1.5.11.6.4 If Service Request is Resolved: Case shall be marked as “Resolved.”

1.5.11.7 If a Service Request is not able to be completed pursuant to these specifications, the Contractor shall leave a County-issued Non-Action Notice explaining why the Service Request was not completed. The County will provide the Contractor with the Non-Action Notices.

1.5.11.8 If the Contractor is at fault for not accurately Resolving a Service Request, a Service Complaint will be generated and the Contractor shall Resolve Service Request within one (1) Business Day excluding County observed Holidays, and at no cost to the County.

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1.5.12 Contract Reporting

1.5.12.1 The following reports shall be submitted on the first Business Day of each week following the previous week's Roll Cart management services. The County, at any time during the term of the resulting Contract, may add additional reports, reformat the reports, and/or change the frequency of the reports. The approved reporting format will be provided prior to the Commencement Date.

1.5.12.1.1 Report of Roll Carts damaged due to Contractor’s negligence.

1.5.12.1.2 Manufacturer Warranty Report.

1.5.12.1.3 Weekly New and Used Roll Cart Inventory.

1.5.12.1.4 Weekly New and Used Roll Cart Components.

1.5.12.1.5 Roll Cart Washing Report.

1.5.12.2 The Contractor shall submit a monthly Roll Cart Case Billing report, following the end of each full month completed. This report shall be submitted within seven (7) business days following the end of the preceding month. The approved reporting format will be provided prior to the Commencement Date.

1.5.13 Safety Requirements

1.5.13.1 The Contractor shall develop, implement, maintain, and adhere to a written safety plan for its operations during the term of the resulting Contract. The safety plan shall comply with the applicable USDOT – FMCSA requirements and other applicable laws. The Contractor shall always comply with its safety plan.

1.5.13.2 The Contractor shall provide safety training to all employees in compliance with all requirements and applicable laws. Refresher courses and supplemental training shall be provided annually.

1.5.13.3 Documentation of the Contractor's safety training programs and the successful training of each employee shall be provided to the County, in electronic format (CSV or Microsoft Excel), upon request.

1.5.14 Operating Hours

1.5.14.1 The Contractor shall fulfill Service Requests between 6:00 A.M. and 4:30 P.M.

Monday through Friday, excluding County observed Holidays. If approved by the County, in writing, the Contractor may provide services to fulfill Service Requests outside of normal operating hours.

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1.5.14.2 The Contractor may request approval to work on Saturdays. If approved by the County, in writing, the Contractor may provide services on Saturdays to fulfill Service Requests between 6:00 A.M. and 4:30 P.M.

1.5.14.3 No services shall be fulfilled outside of the aforementioned days and times unless approved by the County.

1.5.15 Transition Requirements

1.5.15.1 It is imperative that Hillsborough County solid waste customers do not experience an interruption in service due to a Contractor transition as a result of this Solicitation. The Contractor shall participate in frequent and ongoing transition meetings conducted by the County to plan and manage the transition process so that there is no solid waste collection service interruptions. The Contractor shall comply with the following transition requirements:

1.5.15.1.1 Identify the Site Manager one (1) week before the Commencement Date, so the County has a single point of contact for communications.

1.5.15.1.2 The County will provide the Contractor, one (1) week before the Commencement Date, with guidelines on how to maintain the Storage Area.

1.5.15.1.3 The County will provide the Contractor, one (1) week before the Commencement Date, with training on how/what shall be documented in the CMS.

1.5.15.1.4 These timelines may be adjusted upon the sole determination of the County.

1.5.15.2 During the first 60 Calendar Days following the Commencement Date, the Contractor shall work collaboratively with the County to ensure the successful implementation of all services required under this Contract. This shall be referred to as the Transition Period. During the Transition Period, the Contractor shall validate operational workflows, inventory management procedures, Case Management System (CMS) documentation and reporting requirements, communication protocols, staff training, and other operational processes necessary to achieve full compliance with the Contract. The Contractor shall correct any deficiencies identified by the County within the timeframe established by the County through documented corrective action plans and process improvements.

1.5.15.3 Prior to the conclusion of the Transition Period, the County may conduct an operational review to evaluate the Contractor's readiness for full contract administration and verify compliance with all applicable performance, documentation, inventory management, safety, and operational requirements. Any deficiencies identified during the operational review shall be corrected by the Contractor within a timeframe established by the County. Completion of the Transition Period shall not relieve the Contractor of its responsibility to comply with all Contract requirements throughout the term of the Contract.

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1.6. Monthly Contractor Performance Scorecard

1.6.1 The County may evaluate the Contractor's performance on a monthly basis using a standardized performance scorecard. The scorecard will evaluate the Contractor's performance in the following areas:

1.6.1.1 On-time completion of Service Requests

1.6.1.2 Accuracy and completeness of CMS documentation

1.6.1.3 Storage Area cleanliness and organization

1.6.1.4 Timeliness of warranty processing

1.6.1.5 Customer complaint resolution

1.6.1.6 Compliance with inventory management and reporting requirements

1.6.1.7 Safety performance and compliance

1.6.1.8 Compliance with Contract requirements and corrective action plans

1.6.2 The County may use these results during contract performance reviews and when considering contract renewals or corrective action plans.

1.7. Instructions to Proposers

The Proposer shall submit a comprehensive Proposal that meets or exceeds the minimum qualifications and requirements of these specifications. The Proposer’s response shall contain sufficient detail to permit the County to properly evaluate the Proposer’s qualifications, experience, technical approach, transition plan, and overall approach, and shall conform in structure and order to, the following:

1.7.1 An Executive Summary, as an attachment, using no less than a 10-point font size, including, but not limited to:

1.7.1.1 Cover Page with the following:

1.7.1.1.1 Name, title, address, phone number and email address of the Proposer’s contact representative for the County and Proposer’s engagement manager, if different from the contact representative.

1.7.1.1.2 Proposer’s address

1.7.1.1.3 Proposer’s phone number

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1.7.1.1.4 Proposer’s fax number

1.7.1.1.5 Proposer’s website link

1.7.1.2 Proposer’s history, date established, overview, and organizational profile, to include number of years performing similar services.

1.7.1.3 Provide a summary of the Proposer’s understanding of the County’s insurance program, key qualifications, proposed approach, and unique capabilities.

1.7.1.4 Qualifications: A written summary of Proposer’s organization and staff qualifications that demonstrate the Proposer’s quality of services and ability to comply with all the minimum qualifications of this solicitation document, including, but not limited to:

1.7.1.4.1 General information

1.7.1.4.2 Organizational Chart

1.7.1.4.3 Staff Resumes.

1.7.1.5 Experience: A list of at least three (3) references, documenting Proposer’s organization and staff experience in providing services substantially similar in scope and size to Hillsborough County, including but not limited to:

1.7.1.5.1 Client Name and Address

1.7.1.5.2 Contact Name and Title

1.7.1.5.3 Contact Email

1.7.1.5.4 Contact phone number

1.7.1.5.5 Brief description of services provided including, but not limited to:

1.7.1.5.5.1 Size of the service area.

1.7.1.5.5.2 Average daily number of Cart Actions required.

1.7.2 Technical Approach and Transition Plan: A detailed description of the Proposer’s approach to providing the services required under this solicitation document and transition plan, as an attachment, including but not limited to:

1.7.2.1 Comprehensive Roll Cart management plan.

1.7.2.2 Transition Plan to ensure that customers will not experience a service interruption.

1.7.2.3 Number of staff and personnel anticipated to be assigned to the resulting Contract.

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1.7.2.4 A list of vehicles and equipment, to be assigned to the resulting Contract.

1.7.2.5 Plan shall be subject to change, as per Paragraph 1.5.15 (Transition Requirements) of this Solicitation Document.

1.7.3 A copy of the Proposer’s Safety Plan.

The County's receipt of the safety plan does not constitute the County's approval of the plan or the County's acceptance concerning the appropriateness of such plan.

1.8. Proposal Response (Attachments)

The Proposer shall submit as their proposal the following required attachments. Note: Euna Procurement has a file size limitation of 1GB.

1.8.1 Submit with Proposal

1.8.1.1 Proposer Requirements/Acknowledgements Questionnaire

1.8.1.2 Deviation(s) Questionnaire (Optional)

1.8.1.3 Proposer Acknowledgement(s) of Addenda (if applicable)

1.8.1.4 Declaration of Documents Exempt from Public Disclosure (Optional, if applicable)

1.8.1.5 Executive Summary

1.8.1.6 Technical Approach and Transition Plan

1.8.1.7 Safety Plan

1.8.2 Complete upon County’s Request

1.8.2.1 Insurance Certificate

1.8.2.2 W-9 or Substitute W-9

2. SPECIAL TERMS AND CONDITIONS

2.1. Evaluation/Selection Process

2.1.1 The County will review and evaluate all Proposals submitted in response to this Solicitation Document. The evaluation process is designed to award the Contract to the Proposer with the best combination of attributes as demonstrated in the Proposal scores. Scores are based on the evaluation of the information contained in Proposer's Proposal which include, but is not limited to, Proposer's responses to the questions set forth in the Requirements Section of this Solicitation

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Document and any corresponding attachments including a brief description of methodology, qualifications, experience, and the cost of the Services/Work.

2.1.2 Evaluation Procedures

The evaluators will consider how well the Proposer's Proposal meets the needs of the County as described in the Proposer's response to each question in this Solicitation Document. It is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the response. Please follow all instructions carefully. The Proposal should be submitted according to the instructions/outline specified in this Solicitation Document.

A Proposal that fails to follow these instructions may be considered non-responsive and may be eliminated from further consideration.

2.1.2.1 Based on information acquired through the Proposer's responses and the responses of references (if applicable), the County will award a preliminary score to each Proposal.

2.1.2.2 Based on the preliminary scores, the County may request that the top scoring Proposers conduct an oral presentation and/or submit a Best and Final Offer that may include revisions to Technical Approach, Integration, and/or Cost. Be advised that the evaluators may revise the preliminary scores based on the oral presentations (if applicable), reference inquiries, other information obtained through the County's investigations of past performance and/or submissions of Best and Final Offers (if applicable).

2.1.3 Scoring/Weighting of Questions

The scoring/weighting of Proposals will be accomplished utilizing the evaluation criteria identified in the following table:

Award Criteria Point Value Technical Approach/Transition Plan 40 Quote/Cost Total 25 Qualifications 20 Experience 15

Total: 100

2.1.3.1 Quote/Cost Total: Points awarded for the "Quote/Cost Total" portion of this Solicitation Document will be based upon the following formula:

Score = Lowest Cost Proposal x Maximum Points Proposer's Cost

The County reserves the right not to award the Contract to the Proposer with the lowest Quote/Cost.

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2.2. Insurance, Contractor

See RFP-26-00349 Insurance Requirements Attachment

2.2.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.2.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.2.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.2.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

2.2.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.3. Liquidated Damages

Liquidated damages will be assessed…