Curbside RFP.pdf

Request for Proposals for Residential Solid Waste & Recycling Services, Collection & Disposal

McIntosh County Board of Commissioners, Georgia Patrick Zoucks, County Manager

1200 North Way Post Office Box 584

Darien, Georgia 31305 Patrick.zoucks@mcintoshcounty-ga.gov

All proposals are due in the Office of the County Manager, no later than 2:00 pm on June 24, 2025.

Thank you for your interest in doing business with the McIntosh County Board of Commissioners.

mailto:Patrick.zoucks@mcintoshcounty-ga.gov

1 Introduction

1.1 General

The McIntosh County Board of Commissioners (referred herein as “county”) invites proposals for the collection of curbside residential solid waste and curbside recycling county-wide to include the City of Darien. This includes picking up materials and the disposing of the materials in a legal manner.

1.2 About McIntosh County

McIntosh County was created in 1793 and is seventeenth in size of 159 counties in the state with 574 square miles of area. The City of Darien is the County Seat. The Altamaha River is the County's southern border and Interstate I-95 and U.S. Hwy 17 pass through the County as well as GA Hwy 251, 99, and 57. McIntosh County’s population estimate as of 2023 according to the U.S. Census bureau is 11,501.

McIntosh County is home to several barrier islands with largest being Sapelo Island, followed by Blackbeard Island, and then Wolf Island to name a few. Both Blackbeard and Wolf Islands are federally owned and do not have residents. Sapelo Island, Hird Island, and Barbour all house residents along with several other small islands and hammocks.

1.3 Scope of Work

It is the intention of the county to enter into a service contract with the qualified bidder having the best and most detailed proposal for accomplishing the tasks outlined, at the lowest cost to the recipients. It is the intent of this proposal to have each cost broken out separately for each service requested. Yearly consumer price index adjustments may be made to the cost per household upon proper documentation of cost increases to the service provider. Fuel fluctuations may affect the cost of the service. If fuel cost rise significantly, the service provider may request a rate increase from the county upon proof that all existing fuel reserves at the lower rates have been depleted, and that the service provider must have a minimum increase to reflect this increase. Any fuel allowances granted the service provider shall be taken into account when adjusting costs by the consumer price index. If fuel rates are reduced substantially, the county may lower rates being charged by the service provider.

The following are the services, and requested frequency of services, requested by the county. The service provider shall perform and carry out in satisfactory and proper manner, as determined by the county, its obligations described as follows:

a. Curbside Solid Waste Pick-Up

The service provider shall furnish one (1) “New” serial-numbered, weatherproof, and animal resistant 96-gallon (or larger) roll-out cart to each occupied household within the proposed service area for this purpose. Carts shall have consistent colors or coloring (to differentiate trash from recycling) with the Company’s name and/or logo along with the company’s phone number. Service provider shall maintain the Carts in reasonably good condition.

Service is to be weekly throughout the county including the City of Darien. Said service shall be provided to all areas on the mainland which can receive rural U.S. Postal Service delivery of mail; other areas shall be served from the closest such area to a residence (exact areas will be decided by mutual agreement between the county and the service provider); all solid waste from the various areas of McIntosh County shall be disposed in accordance with state law.

The service provider may contract with individual property owners for additional services such as additional carts, backyard or remote pickup of carts or other services beyond the scope of this proposal.

I. Current Customers with Curbside Pickup – 7,139 (as of March 2025)

II. Service provider will maintain an inventory of the carts being serviced under this contract and provide a monthly report to the county showing cart serial number, address cart is assigned to and any additions or deletions during the previous month.

III. Service provider will provide a single point of contact for residents to directly report missed collections or damaged or stolen carts.

IV. Bidder will specify if new sequentially numbered carts will be utilized or if existing carts acquired, refurbished, serial numbered and redeployed.

V. Bidder will specify if all new trucks will be utilized for curbside pickup; if not, service provider is to provide model year and typical mileage of trucks being deployed.

VI. Bidder will specify if trucks are equipped with screens/baffles to prevent material from leaving the truck when traveling.

VII. Bidder will specify days and hours of operation. Bidder will also provide a holiday schedule and process for making up for services missed due to a holiday.

b. Solid Waste Collection for Barrier Islands

Currently curbside pickup is not offered on any of the barrier islands without road access within the county. Sapelo Island utilizes a compactor on the island and shall be emptied as needed, but no less than once per month, while all the other islands have an 8yd dumpster for solid waste disposal at a transient location on the mainland. Please describe how your company will collect and dispose of the solid waste of the barrier islands.

Please include in description:

I. Type of service provided.

II. Location on compactors/dumpsters.

III. Frequency of pickup.

IV. Other relevant information.

c. Governmental Buildings Solid Waste Collection

The service provider shall provide trash services for County facilities. Please see below the location and type of service for each County facility that currently receives service and include the cost in your proposal. Please also list if there are any additional charges for items such as lock bars or overage charges.

Location Type of Receptacle Frequency

E-911 4yd – Front Load 1/week Animal Control 6yd – Front Load 1/week Health Dept. 6yd – Front Load 1/week Senior Citizens Bldg. 6yd – Front Load 1/week Jail 8yd – Front Load 5/week Road Dept. 4yd – Front Load 1/week GA Forestry 4yd – Front Load 1/week Lions Club Park 4yd – Front Load 1/week Recreation Complex 4yd – Front Load 1/week Elections Office 4 – Roll-Out Carts 1/week Public Defender/Probation 2 – Roll-Out Carts 1/week Commission Office 4 – Roll-Out Carts 1/week Courthouse 6 – Roll-Out Carts 1/week Eulonia Fire Dept. 1 – Roll-Out Cart 1/week Townsend Fire Dept. 1 – Roll-Out Cart 1/week Cox Fire Dept. 1 – Roll-Out Cart 1/week Jones Fire Dept. 1 – Roll-Out Cart 1/week Shellman Fire Dept. 1 – Roll-Out Cart 1/week Harris Neck Fire Dept. 1 – Roll-Out Cart 1/week Meridian Fire Dept. 1 – Roll-Out Cart 1/week Northside Fire Dept. 1 – Roll-Out Cart 1/week Crescent Fire Dept. 1 – Roll-Out Cart 1/week Eulonia EMS 1 – Roll-Out Cart 1/week

d. Curbside Recycling Pick-Up

Currently McIntosh County has 1,332 recycle customers. The service is not mandatory and residents have to request the service.

The service provider shall furnish one (1) “New” serial-numbered, weatherproof, and animal resistant 96-gallon (or larger) roll-out cart to each occupied household within the proposed service area for this purpose. Carts shall have consistent colors or coloring (to differentiate trash from recycling) with the Company’s name and/or logo along with the company’s phone number. Service provider shall maintain the Carts in reasonably good condition. Service is to be bi-weekly throughout the county including the City of Darien.

Said service shall be provided to all areas on the mainland which can receive rural U.S.

Postal Service delivery of mail; other areas shall be served from the closest such area to a residence (exact areas will be decided by mutual agreement between the county and the service provider).

Service provider shall provide the name and all contact information for facility in which recyclables are to be delivered. A list of all acceptable recyclables shall be provided as part of the proposal

e. Recycling Convenience Center

Currently McIntosh County has a single stream 20-yard roll-off container at the McIntosh County Landfill that is emptied as needed. Please provide in your proposal the cost to continue you this service or a proposal for a new service along with the cost.

1.4 Form of Contract

The successful bidder will enter into a form of service contract(s) for the delivery of the services to McIntosh County.

1.5 Contract Term

The service contract(s) for the delivery of this service in being proposed as a Four (4) year contract, commencing in 2025 with provisions for the Contract to be extended for Two (2) successive One (1) year periods, by mutual consent. If the Contract is extended, the same terms, conditions, and method of payment shall apply during the extension period. Price for extension shall be determined by results of negotiation between the parties.

2 Instructions to Bidders

2.1 RFP Timetable

RFP Release Date Thursday, May 22, 2025 Mandatory Pre-Bid Conference Monday, June 9, 2025 Deadline for Questions Friday, June 13, 2025 RFP Due Date Tuesday, June 24, 2025 Tentative Award Date Tuesday, August 12, 2025 Collection Start Date Monday, November 3, 2025

There will be a mandatory pre-bid meeting on Monday, June 9, 2025 at 2pm, EST at the McIntosh County Annex located at 1200 North Way, Darien, Georgia.

2.2 Bid Submission

Five (5) bound copies and one electronic copy on flash drive of the complete signed submittal must be received Tuesday, June 24, 2025, at 2pm EST. Proposals must be submitted in a sealed envelope stating on the outside, the vendor’s name, address, and the RFP- Residential Solid Waste & Recycling Services, Collection & Disposal. Proposals will be received at the McIntosh County Annex:

McIntosh County Board of Commissioners Attn: J. Patrick Zoucks, County Manager

Post Office Box 584 1200 North Way

Darien, Georgia 31305

2.3 Contact Person

Bidders are encouraged to contact Patrick Zoucks, County Manager via email at patrick.zoucks@mcintoshcounty-ga.gov to clarify any part of the RFP requirements. All questions that arise prior to the Deadline for Questions due date shall be directed to the contact person in writing via email. Any unauthorized contact shall not be used as a basis for responding to this RFP and may result in the disqualification of the bidder’s submittal.

2.4 Additional Information/Addenda

McIntosh County will issue responses to inquires and any other corrections or amendments it deems necessary in writing via email.

2.5 Late Submittals and Late Modifications

Submittals or modifications received after the due date and time will not be considered.

McIntosh County assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation.

2.6 Rejection of Proposals/Cancellation

McIntosh County reserves the right to reject any and all submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of McIntosh County. McIntosh County reserves the right to cancel the RFP at any time.

2.7 Minimum RFP Acceptance Period

Submittals shall be valid and may not be withdrawn for a period of 90 days from the date specified for the receipt of submittals.

2.8 Non-Collusion Affidavit

By submitting a response to this RFP, the bidder represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the bidder has not directly or indirectly induced or solicited any other mailto:patrick.zoucks@mcintoshcounty-ga.gov bidder to put in a sham proposal or any other person, firm or corporation to refrain from submitting and that the bidder has not in any manner sought by collusion to secure to that bidder any advantage over any other bidder By submitting a proposal, the bidder represents and warrants that no official or employee of McIntosh County has, in any manner, an interest, directly or indirectly in the proposal or in the contract, which may be made under it, or in any expected profits to arise there from.

2.9 Cost Incurred by Bidders

All expenses involved with the preparation and submission of the RFP to the McIntosh County Board of Commissioners, or any work performed in connection therewith is the responsibility of the bidder(s).

2.10 Open Records

All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other state and federal laws. All such materials shall remain the property of McIntosh County and will not be returned to the respondent.

2.11 Taxes

McIntosh County is tax exempt. No sales tax will be charged on any products or services.

McIntosh County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relation to this project. Selected vendor will be provided with McIntosh County’s Sales and Use Tax Certificate or Exemption number upon request.

2.12 Non-Discrimination

In the performance of the Work under the terms hereof, Proposer covenants and agrees not to discriminate against any person because of race, age, sex, creed, color, religion or national origin.

2.13 Indemnity

Proposer will indemnify, hold harmless, and defend the Board, its officers, agents, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and reasonable attorney’s fees incidental to the Work done in the performance of this Proposal arising out of a willful or negligent act or omission of Proposer, it officers, agents, and/or employees.

2.14 Force Majeure

Except for the obligation to pay for services rendered, neither party hereto shall be liable for failure to perform hereunder due to contingencies beyond its control, including but not limited to strikes, riots, war, fire, acts of God(including without limitation flood, hurricane, tornado, or storm), compliance with any law, regulation or order, whether valid or invalid, of the United States of America or any other governmental body or instrumentality thereof, whether now existing or hereafter created (collectively referred to as “Force Majeure Event”). In addition, the performance required under this Proposal does not include the collection or disposal of any increased volume of solid wastes resulting from a Force Majeure Event. In the event of such Force Majeure Event, Proposer will vary routes and schedules as may be deemed necessary. In addition, the Board and Proposer shall negotiate the amounts to be paid Proposer for services to be performed as a result of increased volumes resulting for a Force Majeure Event.

2.15 Licenses &Taxes

Proposer shall obtain all licenses and permits and promptly pay all state and county taxes. During the term of the Proposal, Proposer is subject to all applicable taxes and surcharges in effect on commercial hauling businesses and establishes with the County.

2.16 Ownership of Waste

Ownership of Residential Solid Waste shall be deemed to be the property of Proposer upon the collection and placement of the Residential Solid Waste in Proposer's vehicle pursuant to this Proposal.

2.17 Insurance

Proposer shall at all times during the Proposal maintain in full force and effect Employer's Liability, Workmen's Compensation, Public Liability, and Property Damage Insurance, including contractual liability coverage for the provisions of this Section.

2.18 Insurance Indemnity

All insurance shall be by insurers and for policy limits acceptable to the Board. Before commencement of work hereunder Proposer agrees to furnish the Board certificates of insurance or other evidence satisfactory to the Board to evidence that such insurance has been procured and is in force. The certificates shall contain the following express obligation: "This is to certify that the policies of insurance described herein have been issued to the insured for whom this certificate is executed and are in force at this time.

In the event of cancellation or material change in a policy affecting the certificate holder, thirty (30) days prior written notice will be given to the certificate holder." For the purpose of this Proposal Proposer shall carry the following types of insurance in at least the limits specified below: The carrier of such insurance shall have a rating by AM Best of B+ or better.

2.19 Coverages & Limits of Liability

For the purpose of this Proposal, Proposer shall carry the following types of insurance with the minimum limits specified below:

General Liability $2,000,000

Property Damage Liability $1,000,000

Automobile Liability $2,000,000

Umbrella Policy $5,000,000

Worker’s Compensation $1,000,000

2.20 Bonding Requirements

Each proposal shall include a letter from a corporate Surety stating that a Performance Bond will be furnished by it in the event that the Proposer is chosen for award. The letter shall be signed by an authorized representative of the Surety together with a certified copy of his/her power of attorney attached thereto.

Upon execution of the agreement the Proposer shall have 14 days to provide the County a Performance Bond in an amount equal to the annual revenue. The Performance Bond shall be renewed annually.

3 Evaluations and Selection

3.1 Evaluation Process

McIntosh County is soliciting a Request for Proposal (RFP) for Residential Solid Waste & Recycling Services, Collection & Disposal. Proposers will be graded on the following criteria:

1. Qualifications and experience of the company and/or staff, references, and overall quality of the RFP. (10 points)

2. Fees for Services:

a. Residential Solid Waste Collection & Disposal Cost per bin per month (Paid by County) (40 points)

b. Residential Recycling Collection & Disposal Cost per bin per month (Paid by County) (15 points)

c. Additional Solid Waste Collection & Disposal and/or Residential Recycling Collection & Disposal Cost per bin per month (Paid by Customer) (5 points)

d. Commercial Front Load containers (listed by size & frequency) (10 points)

3. Recycling Program:

a. Recyclables Accepted (15 points)

b. Convenience Center Options (Recyclables Only) (5 points)

3.2 Selection of Service Provider

Each of the above criteria in Section 3.1 will be reviewed by the McIntosh County Commission.

The successful applicant will be the proposer with the highest score. McIntosh County is not bound to accept the lowest priced proposal.

3.3 Alternative Proposals

McIntosh County is prepared to consider Proposals that include alternatives to the specifications and requirements set out in this RFP. McIntosh County welcomes alternative proposals that will result in a more efficient system, reduce environmental impacts, provide better customer service, and result in lower overall system costs; such as a variation in the method of collection.

McIntosh County will consider alternatives, provided each alternative is fully and completely described, along with the benefit and value. The bidder must specifically identify those parts of their proposal that include alternatives. McIntosh County is under no obligation to consider any alternative proposal, and this section does not affect McIntosh County’s discretion under this RFP. All provisions of this RFP apply to preparation, submission, and consideration of any alternative proposal.

3.4 Good Faith Negotiations

By submission of this proposal, the bidder agrees that if at any time in the 60 days from the RFP submittal date it is selected by McIntosh County to enter into negotiations for a contract, the bidder will, in good faith, participate in negotiations with McIntosh County and use reasonable commercial efforts to reach an agreement and finalize a contract based on the bidder’s proposal.

3.5 Negotiation of Contract & Award

When McIntosh County selects a preferred services provider or preferred service providers base on the grading matrix provided in section 3.1 of this RFP, then the County may:

a. Enter into a contract with the service provider(s); or

b. Enter into discussions with the preferred service provider(s) to clarify any outstanding issues and attempt to finalize the terms or the contract(s), including financial terms. If discussions are successful, McIntosh County and the preferred service provider(s) will finalize the contract(s); or

c. If at any time the County reasonably forms the opinion that a mutually acceptable agreement is not likely to be reached within a reasonable time, give the preferred service provider(s) written notice to terminate discussions, in which event the County may then either opens discussions with another service provider or terminate the RFP and retain or obtain the services in some other manner.

Attachments

a. Signature Affidavit

b. Vendor Data Sheet

c. E-Verify Affidavit

d. Proposal Price Sheet

ATTACHMENT A

SIGNATURE AFFIDAVIT

In signing this proposal, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and specifications required by the County in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith.

Name (Type or Print) Title

Signature Firm

Address: (Street, City, State, Zip Code)

Telephone Fax E-Mail

Date

ATTACHMENT B

VENDOR DATA SHEET

1. Proposing Company Name:

Telephone: Toll Free Telephone: Fax:

Address:

City: State: Zip + Four:

E-Verify #: _________________________Federal Tax ID #:__________________________

2. Contact Persons in the event there are questions about your proposal

Name: Title:

Telephone: Toll Free Telephone:

Name: Title:

Telephone: Toll Free Telephone:

Address:

City: State: Zip + Four:

ATTACHMENT C

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of McIntosh County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,202__.

NOTARY PUBLIC

My Commission Expires:

ATTACHMENT D

PROPOSAL PRICE SHEET

Proposed Price for County Provided Billing Service:

1. Once per week curbside solid waste garbage collection: $________________ Unit Price/Month

2. Bi-Weekly curbside recycling collection: $___________________ Unit Price/Month

3. 20-Yard Single Stream Recycling Container: $_________________ Unit Price/Disposal

4. Governmental Buildings:

Location Type of Receptacle Frequency Cost/Month E-911 4yd – Front Load 1/week __________ Animal Control 6yd – Front Load 1/week __________ Health Dept. 6yd – Front Load 1/week __________ Senior Citizens Bldg. 6yd – Front Load 1/week __________ Jail 8yd – Front Load 5/week __________ Road Dept. 4yd – Front Load 1/week __________ GA Forestry 4yd – Front Load 1/week __________ Lions Club Park 4yd – Front Load 1/week __________ Recreation Complex 4yd – Front Load 1/week __________ Elections Office 4 – Roll-Out Carts 1/week __________ Public Defender/Probation 2 – Roll-Out Carts 1/week __________ Commission Office 4 – Roll-Out Carts 1/week __________ Courthouse 6 – Roll-Out Carts 1/week __________ Eulonia Fire Dept. 1 – Roll-Out Cart 1/week __________ Townsend Fire Dept. 1 – Roll-Out Cart 1/week __________ Cox Fire Dept. 1 – Roll-Out Cart 1/week __________ Jones Fire Dept. 1 – Roll-Out Cart 1/week __________ Shellman Fire Dept. 1 – Roll-Out Cart 1/week __________ Harris Neck Fire Dept. 1 – Roll-Out Cart 1/week __________ Meridian Fire Dept. 1 – Roll-Out Cart 1/week __________ Northside Fire Dept. 1 – Roll-Out Cart 1/week __________ Crescent Fire Dept. 1 – Roll-Out Cart 1/week __________ Eulonia EMS 1 – Roll-Out Cart 1/week __________

Proposed Price for Service Provider Providing Billing Service:

1. Additional carts once per week curbside solid waste garbage collection: $________Unit Price/Month

2. Additional Bi-Weekly curbside recycling collection: $_____________ Unit Price/Month