Addendum No. 2- RFP No. 100316-FY25-07 Trash Services.pdf

RFP No. 100316-FY25-07

RESIDENTIAL SOLID WASTE COLLECTION SERVICES

ADDENDUM NO. 2

FEBRUARY 7, 2025

ITEM NO.1: PRE-PROPOSAL MEETING ATTENDEES

• The attendees of the non-mandatory pre-proposal meeting included representatives from the following firms: American Disposal, Waste Management, Waste Collections, Apple Valley Waste, Republic Services, Bates Trucking & Trash, Inc., Patriot Disposal, and Zero Waste Solutions.

ITEM NO. 2: PRE-PROPOSAL MEETING OVERVIEW

A non-mandatory pre-proposal meeting was held on Friday, January 17, 2025 at 9:00AM via Microsoft Teams.

The Town’s Buyer provided an overview of the following procurement information:

• All information regarding this project can be found on the Town’s Bid Board:

http://www.leesburgva.gov/bidboard

• To receive updates, such as addenda, please register to receive updates on the Town’s Bid Board

• Question deadline is 5:00 p.m. on Tuesday, January 21, 2025.

• Up until contract award, all questions must be submitted in writing to: bidquestions@leesburgva.gov

• Unless modified via addendum, proposals are due on Wednesday, February 12, 2025 @ 3:00 p.m. ET *SEE

ADDENDUM NO. 1 FOR REVISED DUE DATE*

• Proposal Submission:

o Proposals must be submitted to the Commonwealth’s eProcurement website, eVA o No late proposals will be accepted.

• Proposal Submittal Instructions (Page 34-41)

• Evaluation Criteria o The business reputation, performance history, qualifications, ability and experience of the Offeror in successfully providing the specific services requested in this solicitation – 25% o The proposed approach and methodology to implement the scope of work and the likelihood of success – 30% o The Offeror’s demonstrated responsiveness and ability to provide customer education and outreach support and excellent customer service – 25% o Cost for proposed services – 20%

• Proposal Evaluation and Award o A committee will evaluate, and rank proposals based upon the evaluation criteria.

Discussions/Negotiations with proposers may be required.

• Town of Leesburg Demographic Survey (optional) o In an effort to help the Town evaluate access to public meetings, a demographic survey is available at: https://portal.laserfiche.com/h4073/forms/DemoSurvey.

o The demographic survey is strictly voluntary and anonymous.

http://www.leesburgva.gov/bidboard mailto:bidquestions@leesburgva.gov https://portal.laserfiche.com/h4073/forms/DemoSurvey o The demographic survey is strictly voluntary and anonymous.

ITEM NO. 3: PRE-PROPOSAL MEETING STATEMENT OF NEEDS DISCUSSION

The Town’s Public Works Department described the Statement of Needs as described in the RFP.

The purpose of this Request for Proposal (RFP) is to contract with a highly qualified Contractor to provide:

• Trash, recycling, and yard waste collection services to approximately 12, 147 residential customers with collection 1x per week;

• Curbside commercial collection for approximately 167 stops

• Bulk and special collection

• Provide customer service representatives to answer questions and resolve issues

• Cart maintenance and management services

• Potential additional services - yard waste collection in December, January, February and March either as 1x per week or 2x per month; cleaning of commercial toters 2x per year; concierge service for commercial toters, purple can club service for glass-only recycling

• Statement of Needs (Starting on Page 3)

ITEM NO. 4: QUESTIONS AND RESPONSES

Interested offerors shall be mindful of the following responses to the questions received:

1. Recycling Audit – Can the Town provide the findings of your last or recent recycle material audit?

RESPONSE: Yes, it is attached as Attachment B of this Addendum.

2. Recycle Processing Facility – Which facility currently receives your recyclables?

RESPONSE: Waste Management on Woodland Road, Sterling, VA.

3. Yard Waste Facility – Which facility currently receives your Yard Waste Materials?

RESPONSE: Freestate Farms.

4. Concierge Services – Page 7, Section B – do not see where this service is to bid.

RESPONSE: It has been added to the Pricing Form. See Item No. 6 below.

5. Cart Type – What brand of mobile carts are currently utilized by the Town?

RESPONSE: Toter.

6. Liquidated Damages – can the Town provide an estimate of liquidated damages in a year?

RESPONSE: Over the past couple of years, the Town has assessed under $1,000/year in liquidated damages.

7. Certificate of Insurance – Should a certificate of insurance be provided with our RFP submittal?

RESPONSE: No.

8. CPI-U Adjustments, Page 47, Section A – request removal of the 3% cap for CPI increases? By keeping it at 3%, Town may see higher pricing to ensure Contractor’s costs are covered.

RESPONSE: Requirement remains as-is.

9. Disposal Escalator – are increased tipping fees treated as a pass-through expense?

RESPONSE: Yes, provided that documentation clearly shows the increase is provided from each entity where the waste is disposed.

10. Current Rates – can the Town provide the current rates for services or a copy of a current invoice?

RESPONSE: The Town declines to provide this information.

11. What is deemed an approved MRF by the Town?

RESPONSE: An approved MRF is considered to be one legally licensed in Virginia to operate as a material recovery facility and is in compliance with the Loudoun County Zoning Ordinance and meets the criteria outlined in County Code Chapter 1080, Section 1080.05 (Permits). See Attachment E of this Addendum.

12. Please clarify the proposed opt-in of the purple bin program. The purple bin program is a Fairfax County run program. What services would be required?

RESPONSE: The Town may opt to participate in the Purple Can Club, which originated in Fairfax County, but has expanded beyond just Fairfax County. The services that would be required include: provision of the purple dumpsters, monitoring of the locations and cleanliness of the areas, recycling of the collected glass. It would be anticipated that each site would require at least twice per week collection. The Town would start with two potential locations that are TBD with one on the north side of town and one on the south side of town.

13. Would you please provide a copy of the existing contract?

RESPONSE: Refer to Attachment D - the contract, with contract amendment to date.

14. Would you share copies of the last 90 days of invoices for current services?

RESPONSE: See response to question 10.

15. Would the Town consider modifying the proposed 1-year with renewals structure to a 5-year base term with two (2) one-year renewal options? This could potentially offer better pricing and equipment investment opportunities.

RESPONSE: No. See Item No. 5 of this Addendum for the Town’s revised contract term.

16. Would the Town consider adding a line item to the pricing form for white-glove service options?

RESPONSE: This has been added to the pricing form.

17. What type of collection vehicles does the current contractor utilize (rear load or automated side load trucks)?

RESPONSE: The current contractor utilizes a combination of rear load and automated side load trucks.

18. Who is the Town’s current cart vendor and who maintains ownership of the carts?

RESPONSE: The Town currently has Toter brand carts and under the current contract, the hauler maintains ownership. Ownership under this new solicitation will transfer to the Town.

19. Has the Town implemented the liquidated damages outlined int eh RFP during the current contract? If so, what has been the total amount assessed?

RESPONSE: See response to question 6.

20. Regarding the potential year-round yard waste collection, what are the Town’s specific expectations and how would they differ from the current program?

RESPONSE: The current program has no specific collection for yard waste through the winter months, if set out it is collected as regular trash. The expectation is to continue the yard waste collection through the months of December, January, February, and March as either a weekly or bi-monthly collection. The frequency of collections during the winter months will be determined by the Town Council and based on the available budget for the program.

21. What is the average annual cart replacement rate?

RESPONSE: The number of carts that have broken and require replacement are estimated to be between 10 and 15 carts per month.

22. Can you share any projections for residential growth within the Town, including planned developments or anticipated new home construction?

RESPONSE: On average, the Town has added between 100 – 200 residential units to the contract each year during the past 7-year contract. The Town is almost at build-out with the next phase of development expected to be redevelopment of existing sites.

23. Given the scope and complexity of services requested, would the Town consider a three-week extension of the proposal due date to February 28th?

RESPONSE: See Addendum 1 for the revised proposal due date.

24. Who owns the current cart system? If the Town does not, who does?

RESPONSE: See response to question 18.

25. What type of system does the Town currently use for cart maintenance? Is it cloud based?

RESPONSE: Cart maintenance tracking is currently done by the contractor with a monthly report submitted to the Town.

26. What is the current rate for collection services?

RESPONSE: See response to Question No. 10 above.

27. Will the Town own the cart at the end of the contract, or will the hauler take the carts back?

RESPONSE: The Town will own the carts at the end of the contract.

28. Are there specific colors the Town wants for cart colors and does the Town want the logo on the carts?

RESPONSE: Yes, the current colors are black for trash and blue for recycling. Yes, the Town logo will be required to be on the carts, inclusive of the phone number.

29. Who is the current cart manufacturer?

RESPONSE: See response to question 5.

30. What is the rate the Town is currently paying for replacement carts?

RESPONSE: $56.50 for each 96 gallon cart and $51.75 for each 64 gallon cart.

31. What is the rate of services for cart maintenance and management services?

RESPONSE: This is included as an incidental to the current contract for the original carts. Carts added in the later years of the contract average $726/month.

32. What cart management system is currently being used by the hauler?

RESPONSE: The carts disbursed to properties for use and those stored in inventory are currently maintained on a spreadsheet.

33. Is the cart inventory being stored in the Town or the hauler location?

RESPONSE: The carts are currently stored at the Town’s shop facility on Russell Branch Parkway.

34. Is there a current part inventory for the carts and if so, who owns the inventory?

RESPONSE: The existing contractor owns the part inventory for the maintenance work.

35. Is the Town requesting all the new carts at the start of the contract?

RESPONSE: No.

36. What is the average number of carts replaced per year?

RESPONSE: See response to question 21 above.

37. Does the Town have the size breakdown of carts required?

RESPONSE: Of the carts currently disbursed to properties for use:

32 Gal 64 Gal 96 Gal Recycle (blue) 379 5,696 5,925 Trash (black) 332 4,809 6,878 Totals 711 10,505 12,803

Grand Total: 24,019

38. How does the Town handle stolen or vandalized carts, does the hauler get reimbursed for the cost of these carts?

RESPONSE: The Town has not had an issue with stolen or vandalized carts during this past contract term.

If one is lost or stolen, the replacement cart comes from the on-hand inventory and the hauler is to deliver it to the affected resident and this delivery is as an incidental to the contract.

39. Page 4, Summary Scope of Services – can the contract term be a 5-year contract with two (2) one-year renewal options?

RESPONSE: See response to question 15.

40. Could you add a line item for year-round yard waste collection on the pricing form?

RESPONSE: Lines 67 and 68 on the revised pricing form ask for pricing to cover the months currently not collected.

41. Page 5. Is there a limit on how many bulky items can be placed out?

RESPONSE: No, the limit is based on maximum volume of 4ft x 4ft x 8ft.

42. Page 5 states commercial carts to be repaired/replaced in 1 business day but page 4 (cart maintenance) states 3 business days. Please clarify.

RESPONSE: 3 business days.

43. Page 6, No. 22 – how often is the hauler notified of new builds and when can the hauler bill for the services?

RESPONSE: The Town provides a change order to the contractor twice per year to add the new residential collections. The change order pays the back charges for each month for the number of residential units added per month and then they are billed per month after that change order is added.

44. Will the Town be ordering new carts, parts and lids as needed? Will the Town or the hauler be responsible for entering the order in the system?

RESPONSE: The contractor will be placing any new orders for carts, parts and lids as needed in consultation with the Town’s contract manager. The contractor will be responsible for entering them into the system.

45. Page 7 (A) collection routes and schedules – can the Town provide a daily house count and number of trucks used for collection? Is it possible to change the current service days?

RESPONSE: Yes, see Attachment “C” for the map with the number of collections per zone. The Town will not change the current service days.

46. Page 10 Scope of Services – does not indicate bulky item services but it mentions in the summary of services on page 5. Please clarify.

RESPONSE: Bulk item collection is part of the scope of services as discussed on page 5 and page 8 and is to be included as shown on the pricing form.

47. Page 10, Section 3.3 (scope of work) – how many extra personal carts are residents allowed to put out each collection day for trash and recycle?

RESPONSE: There is currently no limit.

48. Page 11 – how many purple cans are being considered for gas collection? Will this need to be collected separately from regular recycle? Where is the current hauler taking glass for disposal?

RESPONSE: See response to question 12. The intent would be to collect the glass separately from regular recycle. The Town does not currently have a program for glass only recycling.

49. Page 12 – does the current hauler use a specialized truck for cleaning of the commercial carts in the downtown historic district?

RESPONSE: This is a new service being requested as part of this contract.

50. Page 12 – are you adding cart cleaning for all residential carts? Summary of proposal does not include that service. Please clarify.

RESPONSE: The cleaning is only for the carts in the Downtown Commercial collection area.

51. Please clarify start time in the historic commercial district. Paragraph 3 says 5AM; last paragraph on page states 6AM.

RESPONSE: The start time for the historic district collection is 5am to ensure completion by 7am.

52. Page 67 asks for pricing for refuse collection going 2XW but scope says 1XW. Please clarify.

RESPONSE: See revised price form.

53. Price adjustments – can hauler use CPI-U for Water, Sewer and Trash Collection services? I.e.

https://www.bls.gov/news.release/cpi.t07.htm

RESPONSE: Yes, that is the correct one.

54. Can the Town provide a unit count by day (townhouse vs. single family) by service area?

RESPONSE: See response to question 45.

55. Cart maintenance for the commercial portion calls for the cart to be washed twice per year. can we swap the cart instead of onsite cleaning?

RESPONSE: Yes, but it would be at no cost to the Town, and the cart would need to be cleaned, repaired, and remain in inventory for future use in the commercial collection area.

56. How would the Town like to see the price? Do they want to see a per home/commercial stop price per month, or an all-in price per month?

RESPONSE: The pricing form is to be filled out in full as shown. It requests weekly, monthly, and yearly costs for collection.

57. Can the Town provide a cart inventory data? What is expected to be on hand in terms of replacement carts and parts?

RESPONSE: A summary of toters currently in storage/inventory are below. We do not currently require a minimum, number to remain on site, however, for the purpose of this bid the contractor should anticipate https://www.bls.gov/news.release/cpi.t07.htm having at least 1% of the total of each color and size that is disbursed and in service at Town properties. This minimum excludes planned replacement toters to be ordered each year to swap out those that have reached their useful life.

32 Gal 64 Gal 96 Gal Recycle (blue) 53 113 225 Trash (black) 48 132 0 Totals 101 245 225

Grand Total: 571

58. Can I share your project on DemandStar with our vendors (for free)?

RESPONSE: Yes.

59. Would the Town consider an additional two (2) years or more for the contract term?

RESPONSE: See response to question 15.

60. Please add a line item for concierge services on the pricing form.

RESPONSE: Added, see revised pricing form.

61. When is the start date of service?

RESPONSE: The anticipated start date is September 2025.

ITEM NO. 5: CONTRACT TERM REVISION

Interested offerors shall be mindful of the following changes to Section I, Summary Scope of Services.

Summary Scope of Services

It is the intent of the Town to award a contract (hereafter the “Contract”) to one (1) Contractor for solid waste services for a period of two (2) years. At the Town’s sole discretion, the contract may be renewed for up to five (5) additional one-year renewal periods (option years). The residential solid waste services include:

ITEM NO. 6: PRICING FORM REVISION

Interested offerors shall provide pricing to the Town using the revised pricing form, Attachment A to this Addendum.

Offerors must take due notice and be governed accordingly. This addendum must be acknowledged as indicated in the Request for Proposal or your proposal may not be considered.

For the Town of Leesburg, Kelly Neff, CPPB, VCO Buyer II Town of Leesburg, Virginia Email: kneff@leesburgva.gov Bid Board: http://www.leesburgva.gov/bidboard mailto:kneff@leesburgva.gov

Line

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

RESIDENTIAL

1 Collection and disposal of refuse from residential properties once per week 12147 $0.00 $0.00 $0.00

2 Collection and disposal of recyclable materials from residential properties once per week. 12147 $0.00 $0.00 $0.00

Collection and disposal of yard waste once per week from residential properties on collection day from the first day of April to the last day of November 12147 $0.00 $0.00 $0.00

4 Collection and disposal of bulk items from curbside residential customers - NOTE: Variable-see Table 2.1 1 $0.00 $0.00 $0.00

CONTAINER SERVICES - TOWN OF LEESBURG FACILITIES

5 Airport, 1001 Sycolin Road SE 3 - 8cy refuse; 1X per week 3 $0.00 $0.00 $0.00

A.V. Symington Aquatic Center, 80 Ida Lee Drive NW 1 - 8cy refuse; 2X per week (5 months only - May 1 through September 30) 1 $0.00 $0.00 $0.00

7 Freedom Park, Tolbert Lane and Colonel Grenata Circle 1 - 8cy refuse; 1X per week on Thursday 1 $0.00 $0.00 $0.00

8 Freedom Park, Tolbert Lane and Colonel Grenata Circle 1 - 8cy recycle; 1X per week on Thursday 1 $0.00 $0.00 $0.00

9 Ida Lee Park Recreation Center, 60 Ida Lee Drive NW 2 - 8cy refuse;3 X per week 2 $0.00 $0.00 $0.00

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

10 Ida Lee Park Recreation Center, 60 Ida Lee Drive NW 2 - 8cy recycle; 2X per week 2 $0.00 $0.00 $0.00

11 Liberty Street Parking Lot, 200 block of Liberty Street SW 1 - 8cy refuse; 2X per week 1 $0.00 $0.00 $0.00

Leesburg Police Department Public Safety Center, 65 Plaza Street NE 1 - 8cy refuse; 1X per week 1 $0.00 $0.00 $0.00

13 Thomas Balch Library, 208 West Market Street 1 - 4cy refuse; 1X per week 1 $0.00 $0.00 $0.00

14 Utility Maintenance Facility, 1385 Russell Branch Parkway SE 1 - 4cy refuse; 2X per week 1 $0.00 $0.00 $0.00

15 Utility Maintenance Facility, 1385 Russell Branch Parkway SE 2 - 8 cy recycle; 1X per week 2 $0.00 $0.00 $0.00

16 Water Pollution Control Facility, 1391 Russell Branch Parkway SE 3 - 4cy refuse; 2X per week

3 $0.00 $0.00 $0.00

Public Works Maintenance Facility, 1393 Russell Branch Parkway

SE

1 - 8cy refuse; 2X per week 1 $0.00 $0.00 $0.00

Public Works Maintenance Facility, 1393 Russell Branch Parkway

SE

1 - 4cy recycle; 1X per week 1 $0.00 $0.00 $0.00

19 Utility Water Treatment Plant, 43234 Edwards Ferry Road NE 1 - 6cy refuse; 2X per week 1 $0.00 $0.00 $0.00

CONTAINER SERVICES

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

20 Brookmeade Condos, 660-678 Gateway Drive SE 5 - 6cy refuse; 3X per week 5 $0.00 $0.00 $0.00

21 Brookmeade Condos, 660-678 Gateway Drive SE 5 - 2cy recycle; 1X per week 5 $0.00 $0.00 $0.00

22 Cavalier Arms Condos, 100 block of Washington Street NE 1 - 8cy refuse; 3X week 1 $0.00 $0.00 $0.00

23 Cavalier Arms Condos, 100 block of Washington Street NE 9 - 96 gal toters recycle; 3X week 9 $0.00 $0.00 $0.00

24 Colonial Square Condos, 100 block of Edwards Ferry Road NE 1 - 8cy refuse; 3X week

1 $0.00 $0.00 $0.00

25 Country Club Green Condos, 127 Clubhouse Drive, SE 6 - 8cy refuse; 2X per week

6 $0.00 $0.00 $0.00

26 Country Club Green Condos, 127 Clubhouse Drive, SE 6 - 2cy refuse; 2X per week

6 $0.00 $0.00 $0.00

Fox Chapel Condos, 100 block of Fort Evans Road SE & Prosperity Avenue SE 10 - 6cy refuse; 3X per week 10 $0.00 $0.00 $0.00

Fox Chapel Condos, 100 block of Fort Evans Road SE & Prosperity Avenue SE 2 - 8cy refuse; 3X per week 2 $0.00 $0.00 $0.00

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

Fox Chapel Condos, 100 block of Fort Evans Road SE & Prosperity Avenue SE 5 - 6cy recycle; 1X per week 5 $0.00 $0.00 $0.00

Fox Chase Condos, 1100 block of Huntmaster Terr NE & 1100 block of Fox Hunt Terr NE 7 - 8cy refuse; 3X per week 7 $0.00 $0.00 $0.00

Fox Chase Condos, 1100 block of Huntmaster Terr NE & 1100 block of Fox Hunt Terr NE 14 - 96 gal toters recycling; 3X per week 14 $0.00 $0.00 $0.00

32 Gateway Condos II, Constellation Square SE 3 - 8cy refuse; 3X per week 3 $0.00 $0.00 $0.00

33 Gateway Condos II, Constellation Square SE 3 - 6cy recycle; 1X per week 3 $0.00 $0.00 $0.00

Heritage Square Condos, 1-120 Adams Drive NE & 1-33 Hancock Place NE 11 - 8cy refuse; 3X per week 11 $0.00 $0.00 $0.00

35 Lexington Place Condos, 704-706 South King Street 1 - 6cy refuse; 2X per week 1 $0.00 $0.00 $0.00

36 Market Station Condos, 300 block of Harrison Street SE 1 - 6cy refuse; 2X per week 1 $0.00 $0.00 $0.00

37 Market Station Condos, 300 block of Harrison Street SE 3 - 96 gal toters recycle; 1X per week 3 $0.00 $0.00 $0.00

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

38 Market Station, 200 block of Harrison Street SE 3 - 8cy refuse; 5X per week 3 $0.00 $0.00 $0.00

39 Old Towne Condos, 200 block of Loudoun Street SW 1 - 6cy refuse; 2X per week 1 $0.00 $0.00 $0.00

40 Old Towne Condos, 200 block of Loudoun Street SW 1 - 4cy recycle; 1X per week 1 $0.00 $0.00 $0.00

41 Potomac Station Market Place, 700 Airy Terrace NE 1 - 8cy refuse; 2X per week 1 $0.00 $0.00 $0.00

42 Potomac Station Market Place, 700 Airy Terrace NE 1 - 8cy recycle; 2X per week 1 $0.00 $0.00 $0.00

43 Plaza 66 Condos, 66 Plaza Street NE 2 - 8cy refuse; 3X per week 2 $0.00 $0.00 $0.00

Stratford Club Condos, 500 Sunset View Terr SE 1 - 40cy refuse compactor; 1X per month or on will-call basis

– Please note that the Stratford Club Condominium Association shall own and maintain its own facility, to include operation, care, maintenance and clean-up.

1 $0.00 $0.00 $0.00

45 Stratford Club Condos, 500 Sunset View Terr SE 3 - 4cy recycle; 3X per week 3 $0.00 $0.00 $0.00

46 Sycolin Road Office Condos, 48-64 Sycolin Road SE 1 - 8cy refuse; 3X per week 1 $0.00 $0.00 $0.00

47 Collection and disposal of bulk items from container customers - Variable 1 $0.00 $0.00 $0.00

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

COMMERCIAL DOWNTOWN HISTORIC DISTRICT

Collection and disposal of refuse from curbside commercial non-residential properties in Town of Leesburg Downtown Historic District daily from Monday through Saturday

167 $0.00 $0.00 $0.00

Collection and disposal of recycling from curbside commercial non-residential properties three (3) times per week on Tuesday, Thursdays and Saturdays 167 $0.00 $0.00 $0.00

50 Town Hall, 25 West Market Street 2 - 96 gallon toter refuse

2 $0.00 $0.00 $0.00

51 Town Hall, 25 West Market Street 3 - 96 gallon toter recycle

3 $0.00 $0.00 $0.00

Kings Court Tavern, Georgetown Café, Old Town Grill, Balls Bluff Tavern, 15 S King Street 7 - 96 gallon toters refuse; 6X per week

7 $0.00 $0.00 $0.00

Kings Court Tavern, Georgetown Cafe, Old Town Grill and Balls Bluff Tavern, 15 South King Street 2 - 64 gallon toters recycle; 3X per week

2 $0.00 $0.00 $0.00

54 Leesburg Restaurant, 9 South King Street 2 - 96 gallon toters refuse; 6X per week 2 $0.00 $0.00 $0.00

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

55 China King Restaurant, 5 South King Street 2 - 96 gallon toters refuse; 6X per week

2 $0.00 $0.00 $0.00

56 China King Restaurant, 5 South King Street 2 - 96 gallon toters recycle; 3X per week

2 $0.00 $0.00 $0.00

57 Tally Ho Theatre/Restaurant, 19 West Market Street.

3 - 96 gallon toters refuse; 6X per week

3 $0.00 $0.00 $0.00

58 Tally Ho Theatre/Restaurant, 19 West Market Street.

2 - 96 gallon toters recycle; 3X per week

2 $0.00 $0.00 $0.00

59 2 West Market Street & 7 N King Street 3 - 96 gallon toters refuse; 6X per week

3 $0.00 $0.00 $0.00

60 2 West Market Street & 7 N King Street 3 - 96 gallon toters recycle; 3X per week

3 $0.00 $0.00 $0.00

61 246 West Market Street 8 - 96 gallon toters refuse; 2x per Week Monday and Thursday

8 $0.00 $0.00 $0.00

62 246 West Market Street 3 - 96 gallon toters recycle; 2X per week Monday and Thursday

3 $0.00 $0.00 $0.00

MISCELLANEOUS

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

Repair and Maintenance of refuse and recycling toters -residential (Quantity is shown only for estimating purposes and is assumed at 25% of current deployed toters) 6100

64 Repair and Maintenance of refuse and recycling toters -commercial (Quantity shown is for estimating purposes only)

GRAND TOTAL (Lines 1 - 65) $0.00 $0.00 $0.00

ADDITIONAL REQUESTED PRICING FOR CONSIDERATION

65 Cleaning of Downtown Commercial Toters 2X per year N/A

66 Christmas Tree collection - first two Mondays of January, collected as yard waste

67 Cost for residential yard waste collection for the months of December, January, February, and March - 1X per week

68 Cost for residential yard waste collection for the months of December, January, February, and March - 2X per month

69 Cost for conceirge service for Downtown Commercial collection of trash - 6 days per week, Monday through Friday

Description of Work Total # Units

Price per unit

Total Weekly (=Total # of units X Price Per Unit)

Total Monthly (=Total Weekly x

4.33) Total Yearly (= Total

Monthly x 12)

REVISED - ATTACHMENT A - ADDENDUM No. 2 PRICING FORM - Offerors must complete the pricing form in entirety. Note that offered prices for all services shall be firm for the initial term of the contract.

70 Cost for conceirge service for Downtown Commercial collection of recycling - 3 days per week, Tuesday, Thursday and Saturday

A-LA CART CONTAINERS FOR SPECIAL EVENTS

Refuse Container Pricing to include delivery, pickup and disposal of material

72 2-cy refuse container, daily 1 $0.00 $0.00 $0.00

73 4-cy refuse container, daily 1 $0.00 $0.00 $0.00

74 6-cy refuse container, daily 1 $0.00 $0.00 $0.00

75 8-cy refuse container, daily 1 $0.00 $0.00 $0.00

76 25-cy refuse container, daily 1 $0.00 $0.00 $0.00

Co-Mingled Recycling Container Pricing to include delivery, pickup and disposal of material

78 2-cy co-mingled recycling container, daily 1 $0.00 $0.00 $0.00

79 4-cy co-mingled recycling container, daily 1 $0.00 $0.00 $0.00

80 6-cy co-mingled recycling container, daily 1 $0.00 $0.00 $0.00

81 8-cy co-mingled recycling container, daily 1 $0.00 $0.00 $0.00

81 25-cy co-mingled recycling container, daily 1 $0.00 $0.00 $0.00

Wednesday, December 4, 2024

8:34:13 PM

Aggregated Customer Audit Report

Location LFF Recycling

From 12/1/2024

To 12/4/2024Customer PATRIOT DISPOSAL SS

# of Audits

Total Audit Time (hr.min)

Avg Audit Time (hr.min)

Total Weight (lbs)

Avg Weight (lbs)Status

Sample Confidence 50% Shift

Material Sub Type Shape Color Sum (lbs)

% of Total

Min (lbs)

Max (lbs)

Avg (lbs)

290.73.38 290.73.381Complete

Fiber OCC 112.60 38.7%112.6 112.6 112.6

Fiber Chipboard-Paperb 34.40 11.8%34.4 34.4 34.4

Fiber ONP-SRPN 21.00 7.2%21.0 21.0 21.0

Plastic 1 PET Bottles-Jars- 11.40 3.9%11.4 11.4 11.4

Plastic 2 HDPE Bottles-Jars- Natural 2.60 0.9%2.6 2.6 2.6

Plastic 2 HDPE Bottles-Jars- Colored 4.40 1.5%4.4 4.4 4.4

Plastic Plastics 3, 6 and 1.50 0.5%1.5 1.5 1.5

Plastic Tubs and Lids -4- 6.00 2.1%6.0 6.0 6.0

Metal Aluminum UBC 6.00 2.1%6.0 6.0 6.0

Metal Steel-Tin Can 7.70 2.6%7.7 7.7 7.7

Glass Three Mix Glass > 39.00 13.4%39.0 39.0 39.0

Residue Unrecoverable Re 1.80 0.6%1.8 1.8 1.8

Residue Plastic Bagged Ma 8.80 3.0%8.8 8.8 8.8

Residue Contamination 33.50 11.5%33.5 33.5 33.5

100.0%290.7Total Sample Weighed

Page 1 of 1NOTE: Values calculated by hand will differ due to rounding.

Attachment B Addendum No. 2

Town of Leesburg Residential Trash Collection Area Map

Updated 2024

Northwest

´Map created by: Department of Public Works, Leesburg, VA Date: November 16, 2024

Monday (~ 640 Locations) Northeast

Inside Bypass Tuesday

(~2,150 Locations)

Southwest Thursday

(~3,150 Locations)

Northeast Outside Bypass

Wednesday (~2,800 Locations)

Southeast Friday

(~3,500 Locations)

Attachment C

CONTRACT NO. 100316-FY18-28

RESIDENTIAL REFUSE, RECYCLABLES, YARD WASTE, & OTHER SOLID WASTE

COLLECTIONS

This CONTRACT ( the " Contract") is made this 12th day of June, 2018, by and between the TOWN OF LEESBURG, VIRGINIA (the " Town"), a municipal corporation, and PATRIOT

DISPOSAL, INC., a Virginia Corporation, having a usual place of business at 9115 Industry Drive, Manassas Park, VA 20111, ( the " Contractor"), collectively referred to herein as " Parties".

The Contractor and the Town, in consideration of the mutual covenants, promises, and agreements herein contained, agree as follows:

1. Contract Documents. The Contract Documents consist ofthis Contract, RFP No. 100316-

FY18-28 dated Thursday, February 23, 2018 ( incorporated herein by reference), Addendum No. 1 dated March 13, 2018( incorporated herein by reference), Addendum No.

2 dated March 15, 2018( incorporated herein by reference), the Contractor' s Proposal dated March 22, 2018 ( attached hereto as " Exhibit A"), and the Contractor' s Revised Cost

Proposal dated May 17, 2018 ( attached hereto as " Exhibit B"). Where the terms of this

Contract and the Contractor' s proposal are at variance, the provisions of this Contract shall prevail.

The Contract Documents set forth the entire agreement between the Town and the

Contractor. The Town and the Contractor agree that no representative or agent of either of them has made any representation or promise with respect to the Parties' agreement, which is not contained in the Contract Documents. The Contract Documents may be referred to herein below as the " Contract" or the" Agreement".

2. Provision of Services. The Contractor hereby agrees to provide residential refuse, recyclables, yard waste and other solid waste collections as described in RFP No. 100316- FYI 8- 28(" Scope of Work") and/ or as negotiated by the Parties. It shall be the Contractor' s responsibility, at the Contractor' s sole cost, to efficiently provide the services set forth in the Contract Documents.

Scope of Services as negotiated:

Collection of all trash, recycle and yard waste based on the following schedule:

o Curbside commercial within the historic district, as depicted on the map provided to Contractor with the RFP:

Trash: Monday, Tuesday, Wednesday, Thursday, Friday and Saturday Recycling: Tuesday, Thursday, and Saturday o Residential trash and recycle:

Monday: Northwest trash and recycle Tuesday: Northeast inside the bypass trash and recycle Wednesday: Northeast outside the bypass trash and recycle Thursday: Southwest including Meadowbrook trash and recycle Friday: Southeast trash and recycle

Attachment D o Bulk collections: by request only with the collection day being Wednesday, and overflow day being Thursday o Yard waste: Collected May through October; all town collected on

Mondays

Cart/Toter program: all single family residential units including townhomes and duplexes will receive two toters. Large Lot Single family homes will receive two 96- gallon toters, one for trash and one blue for recycling. Smaller Lot Single

Family homes will receive one 96- gallon toter for trash and one 64-gallon toter for recycling. Town homes will receive two 64-gallon toters, one for trash and one blue for recycling. The Town reserves the right to adjust toter sizes based on information received and verified by residents after the initial toter rollout.

The minimum performance standard for the completion time will be 4:00 p.m., unless authorized by the Town. Hours for collection are 6: 30 a.m. to 4: 00 p.m.

Based on the updated performance standard, missed collections are to be reported by 12 noon for collection on the same day.

All other scope of service items remain as listed in the RFP.

3. Adjustments for Changes. The Town may order changes in the Scope of Work within the general Scope of the Work consisting of additions, deletions or other revisions. No claim may be made by the Contractor that the Scope of the Work or that the Contractor's services have been changed requiring adjustments to the amount of compensation due the Contractor unless such adjustments have been made by a written amendment to the Contract signed by the Town and the Contractor. If the Contractor believes that any particular work is not within the Scope of the Work or is a material change or otherwise will call for more compensation to the Contractor, the Contractor must immediately notify the Contract Manager, defined in paragraph 14, below, after the change or event occurs and within ten ( 10) calendar days thereafter must provide written notice to the Contract

Manager. The Contractor' s notice must provide to the Contract Manager the amount of additional compensation claimed, together with the basis therefore and documentation supporting the claimed amount. The Contractor will not be compensated for performing any work unless a proposal complying with this paragraph has been submitted in the time specified above and a written Contract amendment has been signed by the Town and the Contractor and a Town purchase order is issued covering the cost of the services to be provided pursuant to the amendment.

4. Contract Term. The Initial Contract Term of this Contract shall be two ( 2) years, commencing on July 1, 2018, and continuing in force until June 30, 2020. Upon mutual agreement of the Parties, this Contract may be renewed for up to five ( 5) additional one-year terms(" Subsequent Contract Term").

5. Contract Amount. In return for the services identified above, the Town certifies that sufficient funds are budgeted and shall compensate the Contractor in the amount of. Two

Million, Eight Hundred Thousand, Nine Hundred Sixteen Dollars, Thirty Three Cents 2, 800,916.33) for year one of the Contract. No reimbursable expenses are allowed under this Contract. The Contract Amount includes all costs and expenses of providing to the Town the services described in this Contract. The Contractor shall not be compensated for any goods or services provided except those included in Exhibit A and included in the Contract Amount, unless those goods or services are covered by a written amendment to this Contract signed by the Town and the Contractor, and a Town Purchase Order is issued covering the expected cost of such services.

6. Contract Price Adjustments. The Contract Amount shall remain firm throughout the first year of the Initial Contract Term. Adjustments in the amount for ensuing years shall be made in accordance with the following:

A. CPI- U: The Town will allow an annual CPI- U price adjustment for each year of the

Contract after the first year as described herein. The CPI- U used shall be the percentage of movement of the U.S. Department of Labor, Consumer Price Index, Water and Sewer and Trash Collection Services, Series ID: CUSROOOOSEHG for the 12- month period ending in January of each Contract year. The cost for any cart purchase that is pro-rated over the Initial Contract Term of the Contract shall not be subject to the CPI-U adjustment. The CPI-U will be applied to the operating cost of the Contract.

CPI-U ADJUSTMENT EXAMPLE: For Refuse Collection Service, the CPI- U shall be applied to the Operating Cost. The Operating Cost is the difference between the Total Monthly Cost and the Monthly Disposal Cost: ( Total Monthly Cost) — Monthly Disposal Cost)= Operating Cost.

DISPOSAL: The Town will allow an annual disposal price adjustment for each year of the Contract after the first year as described herein. Disposal Costs shall be adjusted in the following manner:

Solid Waste: The increase in solid waste disposal costs from the beginning of the 12 month period starting July

1St to the following July 1St multiplied by the solid waste disposal tonnage of the previous contract year.

Recycling: The increase in recycling disposal costs from the beginning of the 12 month period starting July

1St to the following July 1St multiplied by the recycling disposal tonnage of the previous contract year.

Yard Waste: The increase in yard waste disposal costs from the beginning of the 12 month period starting July

1St to the following July 1St multiplied by the yard waste tonnage of the previous contract year.

New Contract pricing is based on the operating costs multiplied by the CPI-U plus the disposal costs. Once the operating and disposal costs are added together, this total will be compared with the prior years total contract value and the increase between the two should not be greater than the maximum allowable 3% increase to the Contract.

II

In no case shall the increase per year on this Contract exceed 3%, unless industry disposal costs and circumstances require an increase greater than 3%. If such instance occurs, the Contractor shall provide documentation justifying the further increase.

B. HOUSE COUNT: For Contract unit prices that are billed by Contractor per household, the Town shall pay the Contractor based on the Town' s actual household numbers. The house count shall be adjusted twice per year, in January for the period of July 1 through December 31 and again in July for the period of January 1 through June 30.

7. Liquidated Damages. The Town specifies that time and quality of the service is of the essence under this Contract. The Town and the Contractor agree that damages for failure to complete the Scope of Work within timeframes, or with quality and attention to detail specified in the Scope of Work, are not susceptible to exact' determination but that the schedule included in this section is reasonable and in proportion to the actual loss that the

Town would suffer from such delay. Therefore, the Contractor will pay the Town on demand amounts as specified in this section for each instance of non-performance or poor performance, as damages caused by such delay and not as a penalty. The Town shall be entitled to deduct liquidated damages against any sums owed by the Town to the Contractor under this Contract. The Contractor hereby waives any defense to the validity of any liquidated damages stated in this Agreement as they may appear on grounds that such liquidated damages are void as penalties or are not reasonably related to actual damages.

The individual liquidated damages assessed will be documented by the Town in writing and shall be deducted by the Town from the Contractor' s invoice for services under the Contract in accordance with the following schedule presented below. Consecutive assessments by the Town of liquidated damages over three( 3) or more calendar months may be considered grounds for Contract termination:

A. Cart Placement, Location: Failure to return carts and personal containers to the same location where the cart or container was set out OR placing a cart such that it blocks a driveway or traveled portion of a road—$ 50 each occurrence up to a maximum of$500 per route per day.

B. Cart Placement, Position: Failure to replace the cart in an upright position with the lid closed, and the wheels, ifany, placed against the curb—$ 50 each occurrence up to a maximum of$500 per route per day.

C. Cart Services, Delivery to New Account ( if added to the Contract): Failure to deliver a new, unused cart of the specific type, make, model, and size designated by the Town to a new account by no later than 5 ( five) business days following notification by the Town—$ 150 each occurrence and$ 50 per day thereafter until delivery of the specified cart is made.

D. Cart Services, Service Orders( if added to the Contract): Failure to complete and close a cart service order within five( 5) business days following notification by the Town— $ 100 each occurrence and $ 50 per day thereafter until the Scope of Work requested under the service order is completed and the service order closed.

E. Cart Services, Cart Provided ( if added to the Contract): Failure to deliver, exchange, replace, or otherwise provide to an address the specific type, make, model, and size cart designated by the Town within five( 5) business days following notification by the Town—$ 100 each occurrence and $ 50 per day thereafter until delivery of the Town- specified cart is made.

F. Cart Services, Proactive Repair( if added to the Contract): A cart with damage such as cracked body, large hole, broken lift bar, or inoperable lid that has not been proactively repaired pursuant to the Contract—$ 50 each occurrence.

G. Cart Service Database Records ( if added to the Contract): Failure to maintain accurate cart database records, to maintain complete records, or to update the cart database records on a daily basis pursuant to the Contract—$ 50 per day.

H. Cart Service Database, Access by Town ( if added to the Contract): Failure to provide the Town access to the cart database and database records, as well as reporting and download features, at all times pursuant to the Contract— $ 50 per day.

I. Collection and Handling, Commingling Waste Types: Commingling during or after collection, any refuse, recyclables, or yard waste—$ 1, 000 each occurrence.

J. Collection and Handling, Limited to Service Area: Commingling refuse, recyclables, or yard waste with that of any other customer, agreement, contract, program, or jurisdiction—$ 1, 000 each occurrence.

K. Collection and Handling, Improper Disposal: Improper disposal of collected recyclables or yard waste as refuse—$ 1, 000 each occurrence.

L. Collection Schedule, Start Time: Collection or cart services started before 6:30

a. m., unless authorized in writing by the Town—$ 250 each occurrence per truck per day.

M. Collection Schedule, End Time: Collection or cart services completed after 4:00 p.m., unless authorized in writing by the Town—$ 250 each occurrence per truck per day.

N. Collection Schedule, Notification of Delays: Failure to notify the Town within 1 hour of any event that impacts or delays completing collections or cart services by 4:00 p.m.—$ 100 each occurrence.

O. Contractor Personnel, Misconduct: Employee misconduct pursuant to the Contract

100 each occurrence.

P. Contractor' s Contract Representative: Failure of Contractor' s Contract

Representative or designee to respond within 2 hours to Town phone call or email

300 each occurrence.

Q. Contractor' s Field Supervisor, Availability: Contractor' s Field Supervisor or qualified replacement not present in the Town at all times during collection and/or cart maintenance activities—$ 300 each occurrence per day.

R. Contractor' s Field Supervisor, Absence or Replacement: Failure by Contractor to notify Town of Field Supervisor' s absence or replacement — $ 200 each occurrence per day.

S. Contractor' s Field Supervisor, Response Time: Failure of Contractor' s Field

Supervisor to respond to Town phone call or email within 30 minutes while collection activities are ongoing or until 6:00 p.m., whichever is later—$ 100 each occurrence per day.

T. Customer Complaints, Written Response/ Resolution Required: Failure to provide written response/ resolution to customer complaint within three( 3) business days

50 each complaint per day.

U. Damage to Property, Responsibility: Damage to public or private property caused by carelessness or negligence — $ 300 each occurrence in addition to any compensatory damages.

V. GPS Tracking of Vehicles, Data: Lack of OR inaccessible tracking data for Contractor' s vehicles—$ 200 per vehicle per day.

W. GPS Tracking Software, Access by Town: Inaccessible website and/ or inability to view vehicle tracking data and/or download reports within the 3 days stipulated in Section III.3. 3. 13. 8.—$ 100 per day.

X. Missed Collections, Collection of: Failure to collect a missed address on the day of the miss when notified by the Town prior to 12: 00 p.m., OR failure to collect a missed address by 12: 00 p.m. of the following business day when notified by the Town after 2: 00 p.m.—$ 50 each occurrence.

AA. Missed Collections, Same Address: Three misses of the same address within a 6-month period, whether or not the misses were collected within the required timeframe—$ 100 each occurrence.

BB. Missed Collections, Adjacent Addresses: Missed collection of 3 or more adjacent addresses, whether or not the misses were collected within the required timeframe

250 each occurrence per route per day.

CC. Missed Collections, 15 or More Households: Failure to collect more than 30 households on any one route by the end of the collection day — $ 500 each occurrence per route per day.

DD. Missed Collections, Performance Standard: Failure to successfully complete 100% of day' s collection for more than three( 3) days during any calendar month— two percent ( 2%) reduction in monthly invoice.

EE. Notification Tag, Failure to Leave: Failure to leave Notification Tag on uncollected cart, container, bag, bundle, pile, or item—$ 100 per occurrence.

FF. Notification Tag, Procedures: Failure to notify Town of non- collection due to prohibited material, improper preparation/ set out, or other non- compliance —

100 per occurrence.

GG. Scavenging: Scavenging by Contractor' s employees—$ 100 each occurrence.

HH. Service Orders, Responsibility for: Failure to complete and close a service order within the required timeframe—$ 100 each occurrence and $ 50 per day thereafter until the Scope of Work requested under the service order is completed and the service order closed.

II. Spillage: Failure to clean up any blown, spilled, littered, or broken, solid waste, materials, items, and/or liquids, including vehicle fluids — $ 100 to $ 500 each occurrence depending on severity.

JJ. Transportation of Collected Waste/Materials, Disposal Location: Failure to deliver and unload ALL collected refuse, recyclables, and yard waste to the approved facility for the specific waste/material type—$ 1, 000 each occurrence.

KK. Vehicles, GPS Tracking: Contractor' s vehicle not equipped with functioning GPS tracking unit and/ or vehicle not tracked by real- time, web-based, GPS- tracking system—$ 200 per vehicle per day.

8. Method ofPayment. The Contractor shall submit invoices to the Town with all supporting documentation and shall be reimbursed within thirty ( 30) days of receipt of invoice or completion of services, whichever occurs later. Invoices must detail the services performed and must reference the purchase order number, and be mailed to the address specified below:

Town of Leesburg Department of…