Addendum 1 .pdf

COUNTY OF LOUISA

Finance Department

REQUEST FOR PROPOSAL # GS-27-05

ADDENDUM NUMBER 1

Date: October 23, 2026

Title: Hauling and Disposal Services of Scrap Tires

Question: A Prime Contractor would handle managing contract administration, regulatory compliance oversight, service coordination, and documentation, while qualified and licensed subcontractors perform the physical collection, transportation, recycling, and disposal activities. Would Louisa County accept this operating structure, provided that all subcontractors maintain the required licenses, permits, equipment, and insurance coverage?

Answer: The County maintains discretion on whether to allow subcontracting and does not categorically reject the proposed operating structure. Such operating structure would require the Subcontractor to provide a certificate of insurance listing the County and the Prime Contractor as additional insured prior to commencing any work.

Question: Section 11.1 of the Standard Terms and Conditions requires written consent for subcontracting. Could this authorization be obtained before bid submission, or would it be addressed during the contract award process?

Answer: Authorization of a subcontractor will be addressed after bid submission.

Question: Would the licenses and permits held by our subcontracted transportation and recycling providers satisfy the operational licensing requirements, or must the

Prime Contractor independently hold specific licenses related to scrap tire hauling and disposal?

Answer: As the Prime Contractor holds primary responsibility for performing the scope of services, the Prime Contractor must independently hold the licenses required to do so.

Question: Is Virginia State Corporation Commission (SCC) registration required at the time of bid submission, or may an out-of-state company complete registration before contract execution?

Answer: Contractors must be registered with the Virginia SCC prior to the award of the contract.

Question: If all field operations are performed by an appropriately insured subcontractor, may the subcontractor's coverage satisfy the Workers' Compensation and

Employer's Liability requirements, or must the Prime Contractor independently maintain these policies?

Answer: The Prime Contractor must independently maintain the policies required by the Contract.

Question: Would the County accept the required additional insured endorsements under the applicable Prime Contractor and subcontractor policies?

Answer: Yes. The additional insured endorsements are acceptable.

Question: The solicitation requires two containers or semi-trailers with a minimum length of

45 feet. Could you confirm whether both units must remain continuously available on-site throughout the contract term, including periods of low collection volume?

Answer: There shall be two trailers or containers onsite at all times, so that when one is container becomes full, tires may be immediately be placed into the second empty one to prevent storing of tires outside or workers having to move stockpiled tires from an outside stockpile into a new container/trailer.

Question: The solicitation requires at least three client references for similar services. Would

Louisa County consider relevant project experience from both the Prime

Contractor and its proposed specialized subcontractors when evaluating bidder qualifications?

Answer: The Prime Contractor must provide no fewer than three (3) client references for similar service for the Prime Contractor itself, as the scope of services of the Contract is primarily the responsibility of the Prime Contractor. The

County may consider client references for subcontractors when considering whether to allow the Prime Contractor to subcontract.

Question: May the trailers, hauling, and authorized disposal/recycling be provided by an approved subcontractor, with the prime contractor retaining contract administration and oversight?

Answer: The County maintains discretion on whether to allow subcontracting and does not categorically reject the proposed operating structure. Such operating structure would require the Subcontractor to provide a certificate of insurance listing the County and the Prime Contractor as additional insured prior to commencing any work.

Question: Section II.E allows five business days for collection but also provides for a $7-per-tire handling deduction when collection occurs more than 48 hours after notification. Does that deduction apply within the five-business-day service window? Does the 48-hour period exclude weekends and County holidays, and is the deduction limited to overflow tires actually handled by County staff?

Answer: These are two separate penalties. The contractor shall have two trailers onsite at all times. If a loaded trailer is not picked up within five business days from call for pickup, the $200.00 will be deducted from the invoice for the cost of additional administrative time to schedule another pull. If both trailers become full onsite then a separate penalty is incurred for each tire the county will have to stockpile and later load into the trailer after 48 hours.

Question: Is it possible for you share the most recent 12 months of pickup counts and load weights, along with the approximate mix of passenger/light-truck, commercial truck, and rimmed tires? Are agricultural, equipment, or other oversized tires subject to the contractor’s advance approval?

Answer: In the past twelve months, our current vendor pulled fifteen loads. No records were kept about tire type or trailer weight.

Question: Does the County stack tires inside the trailers, or are they loaded loosely? Please confirm who handles overflow loading and whether County equipment or staff assistance is available.

Answer: Citizens stack tires inside the trailers and County staff ensures daily that they are organized to maximize the number of tires that will fit in each trailer load. Any overflow that is placed outside of the trailer due to the contractor not having a second trailer available is the contractor’s responsibility to load.

Question: Please confirm that “per pickup” means collection and replacement of one trailer.

If both onsite trailers are full, would collecting both count as two pickups? Are the trailers generally filled sequentially, or can both require collection at the same time?

Answer: One trailer is filled at a time. Each filled trailer counts as one pickup.

Question: What are the permitted trailer delivery and pickup hours, and is an appointment required? Are there any trailer configuration, parking surface, or access restrictions we should account for?

Answer: Pickup is permitted from 8:00 AM to 3:30 PM Monday through Friday. No pickup is allowed on the following observed holidays: New Years Day, New

Years Eve, Christmas Eve, Christmas Day, Thanksgiving Eve, Thanksgiving

Day, Memorial Day, Labor Day, Independence Day.

Question: Section II.D states that tires become the contractor’s property when placed in its trailer, while Section II.J states that ownership transfers upon pickup. Please confirm which provision controls and who is responsible for loss or damage to tires and trailers while onsite (this is primarily for insurance clarification).

Answer: Ownership transfers upon pickup.

Question: The title page references a Virginia contractor’s license “if applicable.” Does the

County require a Virginia construction contractor’s license for this hauling and recycling scope, or will applicable business, transportation, and environmental credentials satisfy the requirement?

Answer: Contractor shall have a valid Virginia Contractor’s license applicable to the annual value of this contact.