Burke County TD RFP (1).docx

Solid Waste Transfer and Disposal Services Request for Proposals

Invitation to Service Providers

Burke County (the County) will receive sealed proposals until January 7, 2026, by 2:00 P.M, for the above referenced services which are described in the schedules attached hereto. The County invites service providers to submit proposals responsive to the specific requirements set forth in this request for proposals (RFP).

Any questions and/or specifications that may need clarification should be submitted in writing, according to the attached schedule, and submitted to the County’s representative electronically only at merv.waldrop@burkecounty-ga.gov. It shall be the Service Provider’s responsibility to seek clarification as early as possible prior to the opening of Proposals.

The envelopes containing the Proposal (one copy only) must be sealed and addressed to: Merv Waldrop, County Manager, P.O. Box 89, Waynesboro, Georgia 30830. The envelop shall be plainly marked “Solid Waste Transfer and Disposal Services.” The envelope must bear on the outside the name of the Service Provider and the Service Provider’s address. No proposal may be withdrawn or modified in any way after the deadline for proposal openings.

Proposals must be valid for ninety (90) days following the opening date.

The Service Providers’ response shall include the fee schedule with all other information requested in this Request for Proposal (RFP).

The County may request additional information by suppliers, including a presentation if needed, to clarify elements of their bid proposals. The County also reserves the right to make independent investigations as to the qualification of each Bidder, including contacting existing customers or site visits to existing operations.

The County anticipates making a single award; however, it reserves the right to accept or reject any proposals based on what it deems is in the best interest of the County. Such an award, if any, is projected to be accomplished within 30 days from the proposal due date.

The County reserves the right to reject any or all proposals, waive technicalities and make the award in the best interest of the County.

Scope of Services Required

Transfer Services -The County currently has a Solid Waste Transfer Station located on Landfill Rd off Clark Place Rd east of Waynesboro. Currently the Station receives on average 62 tons per day of solid waste. The waste stream is estimated to be 65% Municipal Solid Waste (MSW) and 35% Construction and Demolition Waste (C&D). The waste will be loaded by County staff and equipment onto Contractor owned trucks and trailers. The average loaded truck is estimated to be 18.5 tons. The Current Rate for trucking waste to the Richmond County Landfill is $300.00. The disposal rate at the landfill is currently $31.00 per ton. Contractor shall provide enough trucks and trailers to handle average daily volume as well as volume spikes in the event of holidays and demolition projects so that Contractor must not leave waste on the tipping floor overnight.

Holidays - Hauling days will not be reduced by holidays unless coordinated with County Staff at a minimum of three (3) days in advance. The contractor is not obligated to take off for all holidays.

Hauling Equipment - Contractor will keep all equipment in safe operating condition and in proper repair, in a clean, sanitary, and presentable condition. Vehicles must be painted uniformly with the name of the contractor. All trailers must be equipped with operating tarps in effort to limit blown waste from getting on County and State roads and highways. Any equipment not functioning properly shall be replaced or repaired before returning to operations.

Missed Hauling and Complaint Handling - All complaints shall be made directly by the County and shall be given prompt and courteous attention. In the case of alleged missed hauls or volume overflow, the Contractor shall investigate and, if such allegations are verified and due to the fault of the Contractor, then Contractor shall arrange for the waste to be hauled completely from Transfer station within 24 hours after complaint has been received. The County’s goal is the resolution of 99% of all complaints within 24 hours of the complaint.

Payment to Contractor - The Contractor will submit an invoice to the County monthly at the end of each month (arrears) of service and the County will pay contractor within 20 days of the submitted invoice.

Personnel - The Contractor will assign a qualified person or persons to oversee its operations within the County and will provide the name, address, and telephone numbers of such person to the County.

Disposal of County volumes - All MSW garbage collected from the Transfer station shall go to an approved Subtitle D MSW Landfill and in the case of C&D waste, an approved C&D Landfill should it be advantageous for the County to separate the waste stream. Contractor may choose the landfill(s) but must provide locations and permit numbers for all waste volumes and any back up facilities.

FEE SCHEDULE

Transfer Schedule:

· Transportation- Primary landfill to be Used. NAME AND ADDRESS ___________________________________________________________________________

Transportation- Secondary landfill to used NAME AND ADDRESS ___________________________________________________________________________

· Fuel Surcharge if any, When and how does it apply $ ___________________ __________________________________________________________________________________________________________________________________________________________

· Disposal- Primary landfill to used NAME AND ADDRESS ___________________________________________________________________________

$ /ton

· Disposal-Secondary landfill to used NAME AND ADDRESS ___________________________________________________________________________

$ /ton

Any other Alternative Bid: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Proposal Requirements

Fee Schedule - All fees for services should be shown in the FEE SCHEDULE template above. All fees will be firm for the first 12 months of the service contract. All service fees will be subject to an annual increase based on the changes in the consumer price index, water and sewar and trash collection index.

Cover Letter - The Proposal must include a letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents on behalf of the Service Provider. The cover letter shall provide the name, address, telephone of the Service Provider along with the name, title, address, telephone numbers of the executive that has the authority to contract with the County. The cover letter shall present the Service Provider's understanding of the Project, a summary of the approach to be undertaken to perform the Services.

Company Summary - The Service Provider shall submit a Company summary, which outlines its Proposal, including the proposed general management philosophy. The summary shall, at a minimum, include an identification of the proposed project team, assign a Company point of contact for the Project, give the responsibilities of the project team, and a summary of the proposed Services including details of how best to implement the hauling service. This section should highlight aspects of the Company's Proposal, which make it superior or unique in addressing the needs of the County. Provide pertinent company historical information that will demonstrate your capability to successfully accomplish this project such as, fleet size, age and proximity and other attributes necessary to make an informed decision.

References - Provide no less than Three (3) County references similar in size and scope to the County. Include the County’s name, the contract start date, and name, position, phone number, and email address of the primary contact at each County. A minimum of three (3) years of experience with similar contracts with Transfer and Disposal services is required in the evaluation process.

Market Area – Show the company’s current market area of current service contracts and demonstrate the experience level and company strengths of all types of solid waste services if any, the company provides in its market (i.e., residential, commercial, industrial, recycling, convenience centers, transfer stations and landfills).

Submission - The Service Provider shall package and seal its proposals so that they will not be damaged in mailing. Service Providers are reminded that under Georgia law, all opened documents fall under the open records act and are subject to inspection by the public. Accordingly, proprietary information and/or data cannot be withheld from public inspection. All proposals and supporting documents will be submitted in accordance with the “Instructions to Service Providers” section

General Conditions

Contract Administration - The Contract Administrator for this Request for Proposals (RFP) is Merv Waldrop, County Manager. The Contractor Administrator shall act as the County’s representative during the execution of any subsequent contract and related amendments. He will evaluate any contract disputes in a fair and unbiased manner. The decisions of the Contract Administrator shall be final and conclusive and binding upon all parties to the Contract. Any contractual questions arising during the proposal period or during the contract period(s) are to be addressed to the Contract Administrator at the following address:

Merv Waldrop County Manager, P.O. Box 89, Waynesboro, GA 30830 Merv.waldrop@burkecounty-ga.gov

Addenda to RFP: The County reserves the right to amend or clarify this RFP by addenda. Addenda may be issued no later than ten days prior to the due date of the proposals. All addenda issued will become part of the original or modified RFP document. The addenda will be posted to the County’s web site.

Selection of Successful Service Provider: The Evaluation Criteria describes the criteria and procedures for evaluating proposals submitted to the County. The County will select the Service Provider that best serves the interests of the County and the residents of the County. The County reserves the right to waive any irregularities or inconsistencies in the submitted proposals and to reject any or all proposals.

Evaluation Criteria

Each proposal will be reviewed by an evaluation team. The evaluation will involve a holistic review of all material provided with a distinct interest in the following components. The evaluation team will provide a weighted score for each of the following categories in the RFP Scoresheet listed as Schedule A.

Notice of Award of Contract - As soon as possible, and within 30 days after receipt of proposals, the County shall notify the successful Service Provider of its intent to enter into a contract agreement. Should the County require additional time to award a contract, the time may be extended by mutual agreement between the County and the successful Service Provider. If an Award of Contract has not been made within 90 days from the proposal opening date or within the extension mutually agreed upon, the Service Provider may withdraw its proposal without further liability on the part of either party.

Term of Contract: The initial term of this Agreement shall be five (5) years, ending five years after the contract’s inception date. The Agreement shall be automatically renewed for an additional five (5) years with annual renewal notice, unless either party provides notice of non-renewal 120 days prior to end of term first five-year term. Pursuant to the terms of this Agreement, both the Contractor and the County shall have the right to terminate this Agreement at the end of the five (5) year term or end of any renewal term.

Insurance Requirements

Liability - The Contractor shall maintain such insurance as will protect him from claims under workmen’s compensation acts and from any other claims for damages to property, and for personal injury, including death, which may arise from operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them. Certificates of such insurance shall be filed with the County.

*The limits of insurance are as follows:

Comprehensive General Liability -The successful service provider shall exercise proper precaution at all times for the protection of persons and property. It shall carry approved public liability and property damage insurance with the following minimums:

Worker’s Compensation: Statutory-minimum $1,000,000 Employers Liability $1,000,000 each accident

General Liability: Bodily Injury/ Property Damage $5,000,000 each occurrence Automobile Liability: Bodily Injury/Property Damage $5,000,000 each accident Excess Umbrella: $10,000,000 each occurrence *Liability Insurance shall be effective for the duration of the contract period as described in the contract documents, including authorized change orders.

Certificates of Insurance - Certificates acceptable to the County shall be attached to the signed Contract Documents when they are transmitted to the County for execution. These certificates shall contain the statement that “Coverage afforded under the policies will not be canceled unless at least thirty (30) days prior to cancellation written notice has been given to the County, as evidenced by receipts of Registered or Certified mail.”

Indemnification - The successful Service Provider will indemnify and hold harmless the County and its agents and employees from and against all claims, damages, losses and expenses including attorneys’ fees arising out of or resulting from the performance of the services, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting there from; and is caused in whole or in part by any negligent or willful act or omission of the successful Service Provider and anyone directly or indirectly employed by the Service Provider or anyone for whose acts any of them may be liable. In any and all claims against the County or any of its agents or employees, by any employee of the successful Service Provider, directly or indirectly employed by the Service Provider, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the successful Service Provider or under the Worker Compensation Acts, Disability Benefits Acts or other employee benefits acts.

Notice to Proceed - The Notice to Proceed shall be issued within ten (10) days of the execution of the Contract Agreement by the County. If there are reasons why the Notice to Proceed should not be issued within this period, the time may be extended by mutual agreement between the County and successful Service Provider. If the Notice to Proceed has not been issued within the ten (10) day period or within the period mutually agreed upon, the successful Service Provider may terminate the Contract Agreement without further liability on the part of either party.

Assignments - The successful Service Provider shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of the County. In case the successful Service Provider assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Service Provider shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract.

Laws & Regulations - The successful Service Provider’s attention is directed to the fact that all applicable Federal, State and County laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Service Provider shall keep fully informed of all laws, ordinances, and regulations of the Federal, State, County and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, the Service Provider shall herewith report the same in writing to the County.

The Service Provider shall at all times observe and comply with all such existing and future laws, ordinances, and regulations, and shall protect and indemnify the County and its agents against the violation of any such law, ordinance, regulation, order, or decree, whether by the Service Provider or by his/her employees. Licenses of a temporary nature, necessary for the prosecution of the services shall be secured and paid for by the successful Service Provider.

Force Majeure - The Contractor shall not be liable for any failure or delay in the performance of its obligations pursuant to this Agreement and such failure or delay shall not be deemed a default of this Agreement or grounds for termination hereunder if all of the following conditions are satisfied if such failure or delay:

· could not have been prevented by reasonable precaution, and

· cannot reasonably be circumvented by the non-performing party through the use of alternate sources, workaround plans, or other means; and

· if and to the extent such failure or delay is caused, directly or indirectly by fire, flood, earthquake, hurricane, elements of nature or acts of God, acts of war, terrorism, riots, civil disorders, rebellions or revolutions, or court order.

Upon the occurrence of an event which satisfies all of the conditions set forth above (a "Force Majeure Event") the Company shall be excused from any further performance of those of its obligations pursuant to this Agreement affected by the Force Majeure Event for as long as (a) such Force Majeure Event continues and (b) the Company continues to use commercially reasonable efforts to recommence performance whenever and to whatever extent possible without delay.

Upon the occurrence of a Force, Majeure Event, the Company shall immediately notify the County by telephone (to be confirmed by written notice within two (2) days of the inception of the failure or delay of the occurrence of a Force Majeure Event and shall describe in reasonable detail the nature of the Force Majeure Event.

Strikes, slow-downs, walkouts, lockouts, and individual disputes are not excused under this provision.

Responsibilities of the Contractor

Subcontractors, Manufacturers, and Suppliers - The Contractor shall be responsible for the adequacy, efficiency and sufficiency of subcontractors, manufacturers, suppliers, and their employees. This includes the responsibility for conducting operations in such a manner as to cause the minimum damage possible to existing private property and improvements, and to the public and private infrastructure.

Contractor’s Employees - The Contractor shall be responsible for the adequacy, efficiency, and sufficiency of his employees. Workers shall have sufficient knowledge, skill, and experience to perform properly the work assigned to them. The Contractor shall be fully responsible for the acts and omissions of its subcontractors and of persons directly or indirectly employed by them, as the Contractor is for the acts and omissions of persons employed by it.

Public Safety and Convenience - The Contractor shall conduct his work so as to insure the least possible obstruction to traffic and inconvenience to the general public and the residents in the vicinity of the work and to insure the protection of persons and property.

Compliance with Laws - The Contractor shall keep himself fully informed of all existing and future State and Federal Laws, all regulations of the various departments or agencies of the State of Georgia, and local ordinances and regulations in any manner affecting those engaged or employed in the services, or the materials used in the services, or in any way affecting the conduct of the services and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall at all times observe and comply with and cause all his agents and employees to observe and comply with, all such existing and future laws, ordinances, regulations, orders, and decrees; and shall protect and indemnify the County, its officers, employees and agents against any claim or liability arising from or based upon violation of any such law, ordinance, regulation, order, or decree, whether by himself or his employees or any subcontractor.

Schedule A

RFP EVALUATION SCORE SHEET

Burke County

Score Score

Must be three years minimum.

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