Addendum #3 - RFP - Solid Wast

REQUEST FOR PROPOSALS

RESIDENTIAL CURBSIDE SOLID WASTE AND RECYCLING SERVICES

May 3, 2022 Addendum #3

TO ALL RESPONDERS:

You hereby informed that the Request for Proposals for the above-mentioned Project is modified, corrected and/or supplemented as follows and that Addendum #3 becomes a part of the Request for Proposals Package.

The City is extending the RFP Due Date by one week. The new due date and time is May 17, 2022, at 2:00 p.m. EST for all submissions.

The following requested items are being supplied as a part of this addendum.

1. Would it be possible for the City to provide a Sample Draft Service Agreement (Contract)? This will have other terms and conditions not specified in the RFP document such as an annual CPI increase, extraordinary costs in doing business, force majeure language etc. This will help us better determine our rate calculations.

City is reviewing this request and may supply a sample in a separate Addendum

2. What are the City approved disposal sites for all waste streams?

Per the RFP - Designated Disposal Facility: means the State Road 110 Landfill located in Camden County, or any other Solid Waste Facility or Solid Waste Management Facility mutually agreed to between the City and the Contractor in writing.

3. Is residential recycling optional or mandatory for all residents?

Optional

4. When is the last day to submit questions?

Per the RFP - Any explanation regarding the meaning or interpretation of the contract, project manual, specifications, or any other contract documents must be requested in writing at least one week prior to proposal opening date.

5. On Pg. 2 of the RFP the City states that all tipping fees for solid waste will be reimbursed by the City. Does this also include recycling and yard waste tipping fees?

Yes

6. Pages 7 and 11 section 3.9 Bulky waste and White goods: In our experience, Bulky waste and White goods are collected separately. According to the definitions in this section, it appears that they are all in the same category. Are Bulky waste and White goods serviced by the same truck and disposed with solid waste, or are they collected and disposed of separately?

That is a logistic decision that the Contractor will be responsible for making.

Contractor must conform with any and all state laws and regulations.

7. Pg.12 section 3.11: The last paragraph refers to a vendor certification form. Where can we find this form?

Certification Form is attached to this Addendum.

8. Pg.19 section 5.2: Will the City consider changing the notification period from 10 days to 30 days to allow contractors more time to communicate with the customers?

The notification period can be up to 30 days but no less than 10 days in advance of any route changes.

9. Pg. 20 section 5.7: Due to safety concerns for our employees and equipment, will the City consider yard waste guidelines of no more than 6ft. in length, 5 inches in diameter and no more than 40 pounds in weight?

Then following is currently the guideline for yard debris allowed by the Camden County Landfill.

Land clearing debris, tree waste, stumps and yard waste materials that meets the following criteria:

Logs greater than 6 inches in diameter must be cut into 4 foot lengths without branches attached.

Branches greater than 4 inches in diameter must be cut into 8 foot lengths.

Tree stumps must be cut with 1 foot or less of tree trunk attached to the stump.

10. When is the start date for the new contract?

December 1, 2022

11. Question: Would the City allow a vendor to submit an Alternative Bid that would change the Scope of Work listed in the RFP? We would like to propose the following Alternative Bid:

a. 1x/week Garbage is collected in 96-gallon carts ONLY. No customer cans or bags. We would collect the carts with an Automated Side Loader (ASL) vehicle.

This requires just a driver and no helpers on the back of a truck.

b. 1x/week. Recycling would be collected in a 65-gallon carts ONLY not bins and cardboard placed outside the carts. Similar to garbage collection, we would collect the carts with an Automated Side Loader (ASL) vehicle. This requires just a driver and no helpers on the back of the truck.

c. 1x/week. There needs to be a clearly defined standard for the collection of yard debris that applies all year. Piles that do not conform to the standard are tagged as non-compliant. The current contract sets the standard at 5 cubic yards. Ideally, yard waste should be bagged (Loose material) and bundled (tree limbs).

NOTE: These alternative methods of collection are not as labor intensive as manual collection. The labor shortages that seem to persist make it difficult to service a city that requires helpers on the back of a truck. Automation eliminates the need for helpers or drivers that must get out of the truck to help collect material.

The submitted proposals will be reviewed and scored based on the requirements set forth in the RFP. Value added options may be considered after the award.

12. Will residents be limited to 2 (two) 18-gallon bins for recycling? Will there be an extra charge to the resident for the additional bin(s)?

One recycling bin is standard, any additional bins will be charged the rate per month submitted per the RFP.

13. If residents want more then 1 (one) 96-gallon cart for garbage, will there be an extra charge to the resident for the additional cart?

One cart is standard is standard, any additional carts will be charged the rate per month submitted per the RFP.

14. Are there any limitations on the number of bulk items that can be set out by residents?

No

15. Will the service agreement include language for an annual price increase based on an CPI index?

City is reviewing this request and may supply a sample in a separate Addendum

16. Will the service agreement include language for an Extraordinary Rate Increase that the vendor can appeal for on an annual basis for unforeseen increased costs such as rapidly rising recycling processing fees or change in law?

City is reviewing this request and may supply a sample in a separate Addendum

17. Will the city consider an alternative proposal on recycling that would offer the following? A larger 95-gallon cart would be provided. This would be dumped every other week by an automated truck, reducing workforce and safety concerns. Also Recycling works much better when it’s not mandatory to every home. The way we’ve found it works best is if the citizens who want to recycle can sign up for it separately. Unfortunately, many citizens ( about 85% average nationwide) are not bought into recycling and they use it for a second trash cart. This leads to most of the recycling being thrown away by the recycling facility for contamination, wasting the work of those who care to do it right. In this proposal citizens who want to recycle could sign up and pay a separate rate for recycling. This option also provides the city the best value for the money while allowing the rates to be lower for citizens who do not wish to recycle.

The submitted proposals will be reviewed and scored based on the requirements set forth in the RFP. Value added options may be considered after the award.

18. Does a local facility have any value to the city? We would locate a facility in St Mary’s and we know that another local company is bidding. Would the city consider a company being part of the tax base and local employment force as an additional value to the bid? We’ve found in the past this can have great value to cities.

The submitted proposals will be reviewed and scored based on the requirements set forth in the RFP.

19. Does the city wish to have new carts and equipment for this contract? Can an addendum be added stipulating carts and trucks be less than 2 years old? This is a perfect opportunity to refresh your equipment.

New carts and bins will be required as part of this contract. Please see RFP concerning any other equipment requirements

20. Can the city make a commitment to finalize an award by the end of July? This is critical to allow any potential company that is awarded the contract an ample opportunity to plan and implement the contract in a manner that is fair to the customers while providing minimum service interruption.

It is the City of St. Marys intent to make a recommendation to Council before the end of July.

21. What is the service frequency for the City Roll-offs?

Per the RFP - … trash containers will typically be emptied once per week on the same schedule set forth above, however some may require multiple weekly pickups such as at water/sewer plants.

22. Will the contractor be required to pick up yard debris generated by a “lawn maintenance” company/contractor?

No – homeowner generated yard debris only. Any yard debris pile placed at curbside by a contractor will be turned over to the City Code Enforcement.

23. Can the resident bag yard debris in biodegradable bags?

Yes

24. Will the selected contractor be required to clean up any loose debris left from pickup?

Yes

25. Will the selected contractor be required to fix or repair “grapple holes”?

Yes

CERTIFICATION FORM

I, __________________________, being duly sworn, state that I am ______________________

(title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached proposal and any enclosure and exhibits thereto.

Initial each box below indicating certification. The person initialing must be the same person who signs the Certification Form. (If unable to initial any box for any reason, place an “X” in the applicable box and attach a statement explaining the non-certification. The City will review and make a determination as to whether or not the firm shall be considered further or disqualified).

I further certify that to the best of my knowledge the information given in response to the Request for Qualifications is full, complete and truthful.

I further certify that the submitting firm and any principal employee of the submitting firm has not, in the immediately preceding five (5) years, been convicted of any crime of moral turpitude or any felony offense, nor is any team members/principals currently under indictment for any reason related to actions on public projects.

I further certify that I understand that Firms included on the current Federal list of firms suspended or debarred are not eligible for selection and that the submitting firm has not, in the immediately preceding five (5) years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the submitting firm is not now under consideration for suspension or debarment from any such agency.

I further certify that the submitting firm has not in the immediately preceding five (5) years been defaulted in any federal, state or local government agency contract and further, that the submitting firm is not now under any notice of intent to default on any such contract, nor has been removed from a contract or failed to complete a contract as assigned due to cause or default.

I further certify that the firm or any affiliate(s) has not been involved in any arbitration, litigation, mediation, dispute review board or other dispute resolution proceeding with a client, business partner, or government agency in the last five (5) years involving an amount in excess of $500,000 related to performance.

I further certify that there are not any pending regulatory inquiries that could impact our ability to provide services if we are the selected contractor.

I further certify that the submitting firm’s annual average revenue for the past five (5) years is sufficient to allow the services to be delivered effectively by our firm and that there are no trends in the revenue which may be concerning other than normal market fluctuations.

I acknowledge, agree and authorize, and certify that the proposer acknowledges, agrees and authorizes, that the City of St. Marys may, by means that either deems appropriate, determine the accuracy and truth of the information provided by the proposer and that the City may contact any individual or entity named in the Proposal for the purpose of verifying the information supplied therein.

I acknowledge and agree that all of the information contained in the Proposal is submitted for the express purpose of inducing the City of St. Marys to award a contract.

A material false statement or omission made in conjunction with this proposal is sufficient cause for suspension or debarment from further contracts, or denial or rescission of any contract entered into based upon this proposal thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the proposal to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Sworn and subscribed before me

Signature

This _____ day of ________, 20___.

NOTARY PUBLIC

My Commission Expires: _________________ NOTARY SEAL