Dumfries_Waste_Management - 7.22.26.pdf

TOWN OF DUMFRIES

RFP #26-015 WASTE MANAGEMENT SERVICES

REQUEST FOR PROPOSALS

#26-015

PROJECT TITLE: RFP #26-015 –TOWN OF DUMFRIES

WASTE MANAGEMENT

ISSUE DATE: JULY 22, 2026

CONTRACT COMMENCEMENT AND EXPIRATION: The contract shall commence on the Commencement Date set forth in the contract for Waste Management Services and shall expire three (3) years later, unless terminated earlier in accordance with the provisions of this Contract.

EXTENSION OF CONTRACT: The Town reserves the right to extend the contract for any reason for a period or periods up to but not to exceed 12 months. This extension may be exercised when the Town determines that an extension of the Contract is advantageous to the Town. Any extensions beyond the 12 months will be subject to the Town’s renewal clause as set forth in the contract. This provision in no way affects or alters the Town’s ability to renew the Contract consistent with the renewal clause.

RENEWAL: The Town, at its sole option, may renew this Contract for up to seven (4) one-year renewal terms, for a total contract term not to exceed seven (7) years, by furnishing the Contractor with written notice of its decision to renew the contract at least 60 calendar days before the expiration of the then-current term.

PRE-PROPOSAL MEETING: There is no pre-bid conference for this solicitation.

QUESTIONS: Questions must be submitted in writing to the Procurement Specialist no later than 12 noon, July 27, 2026. An electronic message may be submitted to athurston@dumfriesva.gov . If necessary, an addendum will be issued and posted on the Town mailto:athurston@dumfriesva.gov website at Town of Dumfries, VA (dumfriesva.gov). It is the responsibility of the Offeror to download any addenda.

SEALED PROPOSALS WILL BE RECEIVED UNTIL 2:00 P.M. prevailing local time July 31, 2026, in the Procurement Office, 17739 Main Street, Suite 200, Dumfries, Virginia 22026.

Responses to this solicitation may also be submitted electronically through the Commonwealth of Virginia electronic procurement portal (eVA). For guidance on how to submit your proposal, go to https://eva.virginia.gov/supplier-training-materials.html and select the “Steps for Responding to a Request for Proposal (RFP)” PDF located under the sub-heading “Sourcing”.

Ayana B. Thurston, VCA Procurement Specialist https://www.dumfriesva.gov/business/procurement.php https://eva.virginia.gov/supplier-training-materials.html

TABLE OF CONTENTS FOR RFP # 26-015

PAGE

A. PURPOSE 4

B. BACKGROUND 4

C. STATEMENT OF NEEDS 7

D. CONTRACTOR ELIGIBILITY REQUIREMENT 19

E. PROCUREMENT SCHEDULE AND GENERAL PROVISIONS 19

F. PROPOSAL CONTENTS 20

G. FACTORS FOR CONSIDERATION AND EVALUATION

CRITERIA

22-23

H. INSTRUCTIONS TO OFFERORS 23

I. GENERAL TERMS AND CONDITIONS 27

J. FORMS 32-39

K. SAMPLE CONTRACT 40

I. PURPOSE:

The Town of Dumfries seeks to engage a qualified waste management contractor to provide comprehensive residential refuse, recycling, yard waste, and bulk item collection services. This Request for Proposal (RFP) is issued to modernize and enhance the Town’s waste management operations by incorporating best practices.

The selected contractor will be expected to deliver high-quality, reliable, and environmentally responsible services that align with updated municipal standards and community expectations.

Key objectives of this RFP include:

• Implementation of recycling performance metrics and regular reporting.

• Establishment of emergency response protocols for inclement weather and service disruptions.

• Deployment of updated container specifications and replacement procedures.

• Adherence to enhanced customer service standards and complaint resolution timelines.

• Integration of electronic waste and universal waste item handling procedures.

• Compliance with Virginia Department of Environmental Quality (DEQ) and Occupational Safety and Health Administration (OSHA) safety standards.

• Optional Add on Service: Development and implementation of a curbside food waste composting pilot program.

This RFP represents the Town’s commitment to sustainability, operational efficiency, and continuous improvement in public services. Proposals should demonstrate the contractor’s ability to meet or exceed the scope of work as outlined and contribute to the long-term success of the Town’s waste management strategy.

II. BACKGROUND

The Town of Dumfries, located in Prince William County, Virginia, is a thriving community that covers approximately 1.6 square miles, and has a population of about 5,700 people; it has a rich history and a promising future. You can explore more about the Town of Dumfries on our website at the embedded link: Town of Dumfries, VA

The Town of Dumfries operates under the Council-Manager form of government. The Town Manager, as the Chief Executive Officer, plays a pivotal role in the proper administration of the town government, comprised of about 50 full-time employees. The seven-member Town Council is comprised of an elected at-large Mayor and six at-large council members. The Town Council, among other things, establishes local laws, provides government policy and oversight, and approves the Town budget, ensuring transparent and accountable governance.

Bates Trucking Company, Inc. has provided the Town’s residential refuse and recycling services since 2016. Since the start of this agreement, the Town has experienced significant development, and the number of service units now exceeds the 1,450 reflected in the contract.

More information regarding the Town of Dumfries, Virginia Strategic priorities and Capital Improvement Plan can be obtained by reviewing our 2024-2027 Strategic Plan on the Town’s website at the embedded link: Town of Dumfries Strategic Plan 2024 -2027 and our Fiscal Year 2027 budget is on the Town’s website at the embedded link: FY27 ADOPTED BUDGET.

Definitions "Address" shall mean the legal address assigned to properties within the boundaries of the Town of Dumfries.

"Bulk Item" shall mean all types of household debris, electronic devices, television sets, computers, printers, refrigerators, washers, dryers, dishwashers, other appliances, couches, beds, and other trash. The scope excludes motor vehicles and universal waste item and/or materials.

"Bundle" shall mean yard and garden trimmings securely tied together forming an easily handled package not exceeding four (4) feet in length and two (2) feet in diameter and fifty (50) pounds in weight.

"Complaints" shall mean issues which may arise between the Contractor, the Town and/or Customers concerning the implementation and acts noted within this scope.

"Construction Debris" shall mean waste building materials resulting from residential construction, remodeling, repair, or demolition operations.

"Containers" shall mean vessels used to hold recyclables and containers used to hold materials for disposal. All containers are the property of the Contractor.

"Customer" shall mean a resident of the Town who uses the services provided within this scope.

"Customer Service" shall mean the Contractor's responsibility to handle all customer issues arising from the services. The Contract Administrator only becomes involved if dispute arises between the Customer and Contractor.

"Dwelling, Single Family Detached" shall mean a detached dwelling designed for occupancy by https://cms5.revize.com/revize/dumfries/Documents/Departments/Building%20Permits%20and%20Inspections/Document%20Center/Town%20of%20Dumfries%20Strategic%20Plan%202024%20-2027%20-%20Submission%20to%20Council.pdf?t=202506181110100&t=202506181110100 https://images.fillout.com/orgid-589513/flowpublicid-fgc9lenmyo/widgetid-default/fouK9Mved66JQCLRB6uJyi/pasted-image-1779468997186-h3cufoei.pdf one (I) family.

"Garbage" shall mean discarded food, animal ·or vegetable wastes resulting from the handling, preparation, cooling, serving or consumption of food, including food containers.

"Universal Waste Item/(infectious/Toxic Waste Or Substance" shall mean waste designated infectious, or toxic by the applicable federal, state, or local laws and regulations.

as universal waste item, "Holidays" shall mean days of the year designated by federal, state, or local officials. The Town of Dumfries observes the following holidays:

Thursday, January 1, 2026 (New Year’s Day)

Monday, January 19, 2026 (Martin Luther King Jr Day) Monday, February 16, 2026 ( Presidents’ Day) Friday, April 3, 2026 (Good Friday) Monday, May 25, 2026 ( Memorial Day) Friday, June 19, 2026 (Juneteenth) Friday, July 3, 2026 (Independence Day) Monday, September 7, 2026 (Labor Day) Monday, October 12, 2026 (Indigenous People’s Day) Tuesday, November 3, 2026 (Election Day) Wednesday, November 11, 2026 (Veterans Day) Thursday-Friday, November 26-27 (Thanksgiving Observed) Thursday, December 24, 2026 (½ day for Christmas Eve) Friday, December 25, 2026 (Christmas Day) Friday, January 1, 2027 (New Year’s Day)

In addition, the Town observes any other holiday declared by the Governor of the Commonwealth.

"Inclement Weather" shall mean weather related conditions causing delays through no fault of the Contractor.

"Municipal Locations" shall mean municipal government collection points.

"Processing Center" shall mean a facility licensed by the Commonwealth of Virginia for processing recyclable material.

"Numbering System" shall mean a system for tracking which Containers are provided for which property within the Town.

"Recyclable Materials (Recyclables)" shall mean newsprint, glass, phone books, magazines, mixed paper, aluminum and bi-metal cans, #)(PETE), #2 (HDPE) plastics, cardboard and other material as agreed upon between Town and Contractor.

"Recycling Collection Service" shall mean those recycling services to be performed by Contractor as set forth herein.

"Recycling Container" shall mean a container made of rigid plastic construction to be used by residents to set out their recyclable materials. Recycling containers will be provided by the Contractor and are the property of the Contractor.

"Refuse" shall mean discarded waste materials in a solid or semi-liquid state, consisting of garbage, rubbish, or a combination thereof.

"Residential Unit Or Service Unit" shall mean a dwelling, detached, attached, or mobile homes, for which Containers are provided.

"Rubbish" shall mean solid wastes consisting of combustible and non-combustible materials including yard and garden wastes.

“Townhouse” shall mean one (1) of a series of three (3) or more dwelling units separated from one another by common party walls without openings.

“Yard Waste" shall mean organic material that can be composted and. used as fertilizer, consisting of dead plants, weeds, Christmas trees, tree or hedge trimmings, grass clippings and leaves; excludes dirt and tree limbs over four (4) inches in diameter or forty-eight (48) inches in length or 50 pounds in weight.

III. STATEMENT OF NEEDS

General:

• The Contractor shall provide curbside collection and disposal services for residential refuse and yard waste within the corporate boundaries of the Town of Dumfries for approximately `1600 units that be adjusted on yearly basis. Acceptable refuse shall include, but not be limited to, bulk items, i.e. appliances, HVAC units, furniture, electronics including televisions, computers, and printers, and residential construction debris (not to exceed one (1) cubic yard), according to Town Codes.

• Yard waste collection shall run year-round and shall include Christmas tree collection in December - January. Contractor will provide residents with a source for disposal of Freon from appliances.

• The Contractor shall provide curbside collection of recyclables. Contractor shall transport the collected recyclable materials, shall be responsible for the sale of such recyclables and shall retain ownership of same from curbside collection to drop off at an approved processing center. Recyclables shall include, but not be limited to, all colors of glass, all colors of type #1Polyethylene (PETE) and #2 High-Density Polyethylene (HDPE) plastics, aluminum and other metal beverage and food containers, magazines, telephone books, newsprint and mixed paper, and cardboard cut to fit in a recycling bin. The Contractor shall provide refuse containers and recycling container in sizes specified to locations as designated or determined by the Town.

• The Contractor shall distribute fully assembled and functional refuse Containers and curbside recycling Containers to Service Units prior to beginning of the term of this contract. The number and size of the Containers and Recycling Containers to be distributed will be in accordance with the information to be provided by the Contract Administrator to the Contractor and the distribution shall be completed by July 1 of each fiscal year of the contract. Contractor is to affix property addresses to the front of Containers without covering the serial number on the Containers and the Recycling Containers through use of a numbered six (6) inch nameplate with four (4) inch numbers which is pop-riveted to the Containers.

• Containers shall have a nominal ANSI load rating of at least 300 pounds, nominal 96 gallons in capacity, must have a working hinged lid, and an empty weight of less than 50 pounds with 10 inch to 12 inch wheels.

• Recycling Containers shall be made of high density polyethylene or equivalent light weight strong material with a capacity of between 16 and 21 gallons with integrated handles.

• All residential units shall have curbside collection of yard waste. All yard waste shall be recycled at a site approved by the Town of Dumfries.

• The Contractor shall remove those Bulk Items with Freon.

• Bulk Items can be handled through a "Special Pick-up" arrangement where the Customer arranges for pick-up of these large items.

The Contractor shall not be responsible for the collection or disposal of universal waste item.

Contractor shall collect and recycle Christmas trees from December 26th through January 10th of each year.

Contractor shall provide curb side collection of bulk waste (including items requiring special handling). Bulk Waste is considered any large item, including but not limited to a major household appliance, large rug, mattress, bed springs, furniture, washers, dryers, microwaves, bundled lumber no greater than 4 feet in length and weighing no more than 50 pounds, grills, and other household items that are too large to fit into suitable refuse containers and not otherwise prohibited by Town regulations from collection.

Items requiring special handling:

Contractor shall provide curb side collection the following items that require special handling because they contain hazardous gases. Contractor shall be responsible for safely and legally removing hazardous gases and properly disposing of them.

• Freezers

• Humidifiers

• Refrigerators

• Dehumidifiers

• Air Conditioners

• Stoves

Contractor shall provide curb side collection and recycling of electronic appliances, including, televisions, computers, electronics and automotive patis

Contractor shall provide curb side collection and disposal of construction debris, limited to one cubic yard (3' x 3' x 3') per collection week. Construction debris shall be nonhazardous, uncontaminated material resulting from construction, remodeling or repair, including the following material:

Contractor shall track and report recycling performance metrics monthly and annually, including tonnage by material type, buyer summaries, and participation rates. Reports shall be submitted to the Town within 7 business days of month-end and 30 days of year-end.

Contractor shall maintain a replacement protocol for damaged containers including customer contact information (Phone & monitored email). If a container is lost or damaged through no fault of the Contractor, a replacement shall be delivered within 3 business days at the customer's expense. Contractor shall maintain a semi-annual inspection schedule and repair all containers as needed.

If a container has been lost or damaged beyond repair through no fault of the Contractor, the Contractor shall deliver a replacement Container to such Customer within three (3) workdays of notification by the Town or Customer, at the sole expense of the Customer. The Contractor must make the Customer aware of the cost to be incurred. A predetermined amount for cost for the types of Containers is to be negotiated through this contract. The replacement cost will not be incurred by the Town.

The Contractor shall be responsible for repair and management of all Container(s) to include, but not be limited to, hinged lids, wheels and axles, and numbering nameplates.

This shall be accomplished before the next scheduled pick-up date with proper notification by the Town or a Customer of the need of such repairs. The Contractor shall remove the Container for repairs and deliver a replacement Container to the Residential Unit, or make the needed repair(s) of said Container if such repair(s) can be accomplished and shall be at the expense of the Contractor. The Contractor shall supply the Public Works Director with a semi-annual inspection schedule for all Containers to verify Containers are maintained in good working condition.

Collection Schedule:

Collection shall be conducted twice weekly, with Wednesday designated as a mandatory collection day and one additional collection day to be mutually agreed upon by the Contractor and the Town of Dumfries at the commencement of this contract. If either collection day falls on a Holiday, an alternate collection day shall be scheduled in advance and agreed upon by the Town. Days of collection may be changed only with the written consent of the Town. Collection hours shall not begin prior to 7:00 a.m. and shall conclude by 5:00 p.m. If inclement weather prevents collection, pickups shall proceed on the following day.

Payment Schedule:

The Contractor shall be paid once monthly based on the unit price. The units shall be based on the previous month's units and adjusted monthly. The Public Works Department of the Town shall determine the total units within the Town on a monthly basis and report the information to the Contractor by the tenth of each month for invoice preparation. Contractor shall be paid within 30 days of receipt of an approved invoice.

Dumpsters

Contractor shall supply the required size and number of dumpsters and/or Containers required at Town owned facilities. Dumpsters and/or Containers at all Town owned facilities shall be emptied one (1) time per week at No Charge.

Increased Regulatory Costs at the Landfill:

The parties recognize that future changes in federal or state law may cause an increase in the cost of operating or maintaining the landfill during the life of the Contract. Such costs may include additional fees, taxes, tariffs or other regulatory costs that arise directly as a result of changes in state or federal law after the date of full execution of this Contract.

Such costs may be added to the disposal portion of the monthly per unit price only if such costs can be clearly quantified and allocated. Additionally, all such increased costs must be specifically reviewed and approved by the Town of Dumfries. The Contractor shall provide the Town prior written notice of any potential increases at least forty-five (45) days prior to the effective date of such increase. If Contractor fails to provide said written notice, the Town will not be responsible for the asked increase.

Disposal Location:

All refuse collected by the Contractor shall be disposed of at a site acceptable to the Town. The Town expressly reserves the right to choose the landfill disposal site for the Contractor. All recycling materials shall be disposed of at an approved Material Recovery Facility (MRF). The Contract price may be adjusted if any change in the disposal location causes additional expenses to the Contractor. Contractor must justify these increases in writing. Additionally, all such increased costs must be specifically reviewed and approved by the Town of Dumfries. The Contractor shall provide the Town prior written notice of any potential increases at least one hundred eighty (180) days prior to the effective date of such increase.

Inspection:

All services to be performed under this Contract shall be subject to inspection and approval by the Director of Public Works or his designee. The Contractor shall routinely monitor its employee's performance for compliance with Contract requirements. The Contractor shall at all times enforce strict discipline and good order among their employees. The Contractor shall not employ any person not reasonably proficient in the work assigned.

Collection Procedures:

Handling of Containers: Rigid containers, including cans, recycling bins and plastic containers, shall be carefully handled by the Contractor and shall be thoroughly emptied and left back at the curbside, i.e. on Town easements or curbside, but not on the street, standing upright, either end up with the Container cover in near the Container in cases of detached lids. All Containers shall be returned to the curbside standing upright. Trash and debris dropped, or blown about by the wind, while emptying containers shall be picked up by Contractor’s personnel.

Damage to Property:

The Contractor shall be responsible for any damage to private or public property caused by the negligence of the Contractor's employees during performance under this Contract. The Contractor shall replace or restore to its original condition any property damaged by the Contractor at no cost to the Town. If the Contractor fails to repair, restore or replace such damaged property within three (3) days of receipt of notice from the Town, the Town shall deduct an amount equal to the cost of replacement, restoration or repair of the property from the next payment due to the Contractor. Such deductions, once made, will not be returned or reimbursed to the Contractor.

Interruption of Service:

The Contractor shall not interrupt the regular schedule and quality of service due to street repairs or closures. If the Contractor is unable to provide scheduled refuse collection service due to street closures or repairs, the Contractor will make arrangements to collect the refuse within twenty-four hours of the street reopening. In the case of heavy snowstorms or other severe inclement weather which makes collection impossible or impracticable, the collection of refuse may be temporarily suspended only if authorized by the Contract Administrator or his designee.

When refuse collection has been suspended due to inclement weather, the Contractor will coordinate with the Contract Administrator within 24 hours to determine when any missed collection will be made up. The Town will pay for contract services when service is suspended as long as collection is made within 48 hours.

Supervision:

The Contractor shall provide full-time field supervision by a qualified supervisor. The supervisor shall be available by radio, cellular phone or text to respond to inquiries and complaints during normal working hours. The supervisor shall respond to inquiries or complaints within one hour of notification. The supervisor will be responsible for monitoring work performed by the Contractor on the routes assigned, ensuring full compliance with the provisions of this Contract and the Town Code.

Vehicles:

Collection and disposal of residential refuse shall be made in enclosed, watertight packer-type collection vehicles. These vehicles shall be clean and properly identified. All collection vehicles shall be in compliance with any applicable federal state, and municipal laws, codes and regulations. Recycling vehicles shall be the standard type used by the industry for collection of such materials, also clean and properly identified. The Contractor shall maintain and operate a sufficient number of clean and serviceable vehicles needed to perform the required collection service on each collection day. Sufficient spare collection vehicles and repair parts shall be maintained by the Contractor to replace any vehicles out of service. The Town shall have the right to inspect equipment and any business records (including equipment inheritance records) related to the performance of this Contract at all reasonable times and to require the Contractor to provide equipment conforming to the specifications of this Contract needed to perform the collection service. Each truck shall have a broom and dust pan for cleaning up road spills. All refuse collection vehicles shall be maintained in a clean and sanitary condition. All collection vehicles used in the servicing of this Contract shall be painted the same color. The Town shall have the option to perform a complete inspection of the general mechanical safety condition of all vehicles at reasonable times during the term of the. Contract. All collection vehicles shall comply at all times with the inspection regulations of the Division of Motor Vehicles of the Commonwealth of Virginia.

Communications:

The Contractor shall provide means of communications to vehicles of the Contractor's supervisory personnel, so as to provide communications between the Town and those of the Contractor: The Contractor shall provide a cell phone, radio, or equivalent equipment that provides direct contact with the route supervisors to the Town. Upon completion of weekly collection route, the Contractor shall notify the Town to check any service calls or report any difficulties encountered on the route.

Collection Employee Behavior:

All persons employed by the Contractor shall be competent, skilled and qualified in the performance of work to which they are assigned. The Contractor shall direct its employees to avoid loud and profane language at all times during performance of their duties. At no time shall there be any soliciting, requesting or accepting of gratuities of any type or amount from any source relating to their performance under the Contract. The Town reserves the unilateral right to require immediate removal from Contract participation any service employee of the Contractor who fails to meet these standards.

Training:

All employees involved in the performance of the Contract, including drivers and helpers, shall receive adequate training before their starting date of service under this Contract on the specific routes to which they will be assigned in order to learn the route layouts previously established and approved, and to eliminate delays and missed Containers when actual collection service begins. If collection of a route must be interrupted to transport a full load to the designated disposal site, each truck driver shall be instructed to recommend service at the proper point so as to ensure complete service of all accounts of the route.

Uniforms:

The Contractor shall furnish each person involved in the on-route performance of the Contract with a uniform, approved in advanced by the Town, identifying the person as an employee of the Contractor. The uniform need not be a complete set of clothing but shall be sufficient to ensure easy identification. Employees of the Contractor shall wear such uniforms at all times while on duty.

Safety:

The Contractor shall comply with and ensure that the Contractor's personnel and subcontracted personnel comply with all current applicable local, state and federal policies, regulations and standards relating to safety and health including, by way-of illustration and not limitation, the standards of the Virginia Occupational Safety and Health Administration for General Industry.

The Contractor shall provide or cause to be provided all technical expertise, qualified personnel, equipment, tools and materials to safely accomplish the work specified to be performed by the Contractor and Subcontractor(s).

Qualified Work Force:

A fully qualified work force with a sufficient number of workers to perform all required services shall be maintained throughout the period of this Contract. These workers shall be thoroughly instructed by their supervisors prior to performing any work under the Contract as to required duties and standards of performance. All personnel shall receive close and continuing supervision and shall maintain a courteous and respectful attitude toward the public at all times.

All drivers of commercial vehicles: shall possess an appropriate Commercial driver's license in accordance with state law, as well as comply with any other requirements specific to the vehicle being operated.

Contractor shall maintain an emergency response plan for inclement weather and service disruptions. This plan must include communication protocols, alternate collection schedules, and coordination with the Town within 24 hours of disruption. Missed collections must be completed within 48 hours.

Contractor shall comply with all Virginia DEQ and OSHA safety standards. All personnel must complete annual safety training and maintain certifications as required by law.

Failure to Perform:

Missed Collections:

In the event that Containers or Dumpsters are missed during the collection of the route, the Contractor shall collect the refuse the same day (if the Contractor is notified by 2:00pm) or shall collect the refuse from the missed Containers by 5pm the following day for any misses notified after 2pm the previous day. Notification may consist of e-mail, text, or by telephone. If the Contractor thus collects the Containers, after they are notified or received a complaint, such a "miss" will not be subject to the remedy described in subparagraph b. below. It is the Contractors' responsibility to provide a system, approved by the Town, for reporting these failures by the Residential Units. If the Public Works Director or their designee must field complaints with no resolution, the Town may implement a remedy per subparagraph b. below.

a. Town May Perform if Contractor Fails: If the Contractor fails to collect refuse/recycling/yard waste from the missed Containers or routes as specified in above, the Town shall charge Fifty ($50) dollars per missed Container to the Contractor by deducting such costs from the Contractor's monthly payment.

a. If the Contractor fails to collect: Containers on a repeated basis for two or more times per month, the Town shall assess fifty ($50) dollars for each unit missed by deducting such costs from the Contractor's monthly payment.

Liquidated Damages:

Collection points shall be left clean and free of spills or blown debris, trash, and other refuse after refuse is collected by the Contractor. Care shall be taken in the loading and transportation of refuse so that no refuse is scattered or spilled on private or public property. Any refuse so spilled shall be immediately picked up and removed by the Contractor. Each event of failure to pick up spilled refuse within 8 hours after notification will result in the assessment of fifty ($50) dollars of liquidated damages per occurrence.

The Town shall deduct such costs from the Contractor's monthly payment.

Contract Cancellation:

After three consecutive monthly deductions for failure to perform, the Town may terminate this Contract by sending written notice to the Contractor.

Contractor's Office/Administrator:

The Contractor shall maintain an office within the Washington Metropolitan area and notify the Town of its location. The Contractor shall provide a local telephone number and email address to receive requests for new or replacement containers and to address resident complaints. In addition, the Contractor shall provide the Town’s Public Works Director with a comparable method of communication to ensure direct and immediate contact.

The Contractor's office shall be staffed by the Contractor with competent and responsible persons and shall be open during regular working days between 8:00am and 4:30pm.

The Contractor shall designate an Administrator to receive all written notices and other communications as well as be responsible for all day-to-day administrative matters within seven

(7) days of full execution of this Contract.

Records And Reports:

Contractor shall maintain its books and records related to the performance of recycling and waste collection and transportation services under this Contract in accordance with the following minimum requirements:

Contractor shall maintain any and all ledgers, books of accounts, invoices, vouchers and canceled checks, as well as all other records or documents evidencing or relating to charges for services, expenditures, or disbursements borne by the Town for minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor.

The Contractor shall record and maintain an inventory of refuse and recycling containers issued over the duration of the contract.

Contractor shall maintain all documents and records which demonstrate performance under this Contract for a minimum period of three (3) years, or for any longer period required by law, from the date of termination of completion of this Contract.

Any records or documents required to be maintained pursuant to this Contract shall be made available for inspection or audit, at any time, during regular business hours, upon written request by the Contract Administrator or his designee at Contractor's address indicated for receipt of notices in this Contract.

Contractor shall provide a comprehensive monthly report and a yearly contract term summary report to the Town designated representative during the contract period, to be due within seven

(7) working days and 30 working days, respectively, of the end of the previous month or twelve-month period. At a minimum, the report shall include:

1. Summaries of the tonnages or volumes of materials collected, by type.

2. Summaries of the tonnages and buyers of all materials sold.

3. Summary of Outreach activities for the previous month

4. Route participation rates in terms of weekly set out counts by collection area and estimated program participation.

5. Provide participation and educational materials at Town events and focus on public discussions and education on program progress, recycling, addressing waste management problems and measures that can be taken to resolve associated environmental problems and increase program efficiency and household participation.

6. Host and participate in activities with a focus on providing public education activities and providing analysis on the program’s impact on waste management participation and recovered volumes.

7. Provide written quarterly recommendations for program revisions and Homeowner Best Management Practices.

Disaster Recovery Assistance:

The Contractor shall provide support for disaster recovery operations as requested by the Municipality. This includes, but is not limited to, emergency debris removal, temporary waste collection services, and coordination with local emergency management agencies. The Contractor must maintain the capability to mobilize resources within 24–48 hours of a declared emergency or natural disaster affecting the service area.

The Contractor shall also assist in post-disaster waste stream assessment, documentation for FEMA reimbursement (if applicable), and restoration of regular waste management services. All disaster recovery activities must comply with applicable federal, state, and local regulations, including guidance from the Virginia Department of Emergency Management (VDEM) and

FEMA.

The Contractor shall maintain an emergency response plan and provide annual updates to the Municipality. The plan must include:

• Contact information for emergency response personnel

• Equipment and vehicle availability

• Response timelines

• Coordination protocols with municipal and state agencies

The Municipality reserves the right to conduct periodic drills or request documentation to verify the Contractor’s readiness.

Separate Disaster Recovery Fees:

While general disaster recovery support is included in the scope of services, the Town acknowledges that large-scale or extended disaster recovery operations may incur additional costs. The Contractor may submit a request for separate compensation for such services, including but not limited to extraordinary debris removal, extended emergency staffing, and specialized equipment mobilization. All such fees must be itemized, justified, and submitted in writing to the Town for review. No additional charges shall be incurred without prior written approval from the Town of Dumfries.

Monthly cost per service unit for Collection and Disposal of Residential Solid Waste and Recycling: $__________ Increased Regulatory Costs At The Landfill: $1.00 per unit per $1.00 increase Customer costs for replacement containers: $__________ Cost per replacement Refuse Container: $ ___________ Cost per replacement Recycling Container: $__________

Optional Add-on Services

As a pilot program, the Contractor shall conduct public outreach to gauge citizen interest in developing a pilot “optional” curbside food waste composting program. Interested households may enroll and receive composting bins. Contractor shall collect food waste weekly and report participation and diversion rates.

Contractor may develop and offer an optional curbside food waste composting pilot program within six (6) months of Contract Award. Interested households may enroll and receive composting bins. Contractor shall collect food waste weekly and report participation and diversion rates.

Contractor may also provide curbside collection of universal waste items including batteries, fluorescent bulbs, and small electronics. These items must be handled in accordance with Virginia DEQ regulations.

• Wood, including nonhazardous painted, treated, and coated wood and wood products

• Wall coverings

• Plaster

• Drywall

• Plumbing fixtures

• Non-asbestos insulation

• Roofing shingles and other roof coverings

• Glass

• Plastics that do not conceal waste

• Piping

• Metal materials incidental to any of the materials above

OPTIONAL CONTRACT RENEWAL PERIODS:

Any Contract price increases allowed for the Contract renewal periods, shall be effective on the first day of each Contract renewal period. For each contract renewal period, in accordance with the pricing structure described herein, in the event there is no percentage increase in the CPI, or the CPI reflects a percentage decrease, then there will be no price adjustment allowed.

All price increases will be adjusted on the following:

Web Site- WWW.BLS.GOV U.S. Department of Labor, Bureau of Labor Statistics Data Consumer Price Index - All Urban Consumers (one screen data search) Area: Washington- Baltimore, DC-MD-VA-WV Item: Services Series Id: CUURA3 l 1SAS, CUUSA31 ISAS Posted: August 12, 2025(421.785) Contract Base

EXAMPLE

To calculate the CPI percent change (the percentage increase allowed for contract renewals)

IV. CONTRACTOR ELIGIBILITY REQUIREMENT

To be eligible for contract consideration, the contractor must not have had any contracts terminated by the Town of Dumfries or any governmental agencies for cause within the past three (3) years. Any firm whose contract has been terminated within this timeframe may be deemed ineligible to submit proposals for this solicitation.

V. PROCUREMENT SCHEDULE AND GENERAL PROVISIONS

A. Schedule

The Town anticipates following the procurement schedule as shown below. The Town reserves the right to make changes to the schedule. All such changes shall be made by an addendum to this solicitation. Offerors must frequently monitor the Town’s webpage at the following location:

Town of Dumfries, VA (dumfriesva.gov)for information concerning this solicitation, including any addenda or notices.

JULY 22, 2026 RFP Issued by Town

JULY 27, 2026 12:00 Noon Final Questions Due JULY 28, 2026 Town Response to Questions

JULY 31, 2026 2:00 PM Proposals DUE AUGUST 10, 2026 Intent to Award Recommendation

The Town intends to engage in competitive negotiation to reach agreement on a contract, pursuant to the Virginia Public Procurement Act (VPPA”), Va. Code §2.2-4302.2, with the top https://www.bls.gov/regions/mid-atlantic/news-release/consumerpriceindex_washingtondc.htm https://www.dumfriesva.gov/business/procurement.php two (2) or more Offerors deemed fully qualified, responsible, and best suited among those making proposals. After negotiations are conducted, the Town shall select the Offeror which, in its opinion, has made the best proposal and provides the best value within the funds appropriated by the Town for the work, and shall award the contract to that Offeror.

Notice of Award, made as a result of this solicitation, will be made via official electronic mail.

B. Clarification of Terms

In order to ensure an impartial competitive process, questions and private communication from the Offerors during proposal preparation and initial evaluation period will not be accepted. If an Offeror has questions about the Scope of Work or other solicitation documents, the Offeror should contact in writing the Contract Administrator, whose name appears in this solicitation.

The contract administrator for this solicitation is Ayana B. Thurston, Procurement Specialist.

Inquiries regarding this RFP will be accepted up until July 27, 2026, at 12:00 PM, and the inquiries together with the responses shall be distributed to all Offerors. Any revisions to the solicitation shall be made only by addendum issued by the Town.

C. Permits and Licenses

Contractors must be qualified to do business in the Commonwealth of Virginia.

VI. PROPOSAL CONTENTS

The proposal must include all the information set forth in this section and be organized as set forth in this section.

a. Tab 1- Signed Forms. This tab should include the completed and signed forms:

1. Proposal Signature Sheet

2. Offeror Data Sheet

3. Virginia State Corporate Commission Registration

Information Sheet (SCC)

4. Proprietary/Confidential Information Identification

b. Tab 2- Statement of the Scope. In concise terms, state the Offeror's understanding of the scope of work presented by the RFP. The Offeror should address each section of the scope of services with an indication of the response.

The Offeror shall identify any exceptions, referenced to paragraph number, in a sub-section titled "Exceptions".

c. Tab 3-Executive Summary. This tab should provide a brief summary of the proposal's contents, emphasizing any unique aspects or strengths of the proposal. The Executive Summary should not exceed three (3) pages.

d. Tab 4 - Key Personnel. This tab should include the resumes or curriculum vitae of the Offeror's key staff members. It should identify the specific employees assigned to provide the services solicited by this Request for Proposals. For each key person identified by the Offeror, this tab should include the following information, provided in resume format:

1. Name and title.

2. Office location and City/County of residence.

3. Project responsibilities and roles.

4. Educational background.

5. Professional registrations and memberships (if applicable).

6. Years of relevant experience.

e. Tab 5 - Offeror History. This tab should include a comprehensive narrative history of the firm, including the development of its experience in providing waste management services to governmental entities and the depth of resources to provide the Waste Management Services solicited by this Request for Proposals. Explain the size of your firm, including years in business, office locations and legal structure.

f. Tab 6 - References. This tab should include the names, addresses and telephone numbers of at least five (5) other local governments with whom the Offeror has worked during the last five (5) years. The tab should briefly identify the project, location and services performed. The tab should also include an affirmative statement that the Offeror grants its consent for the Town to contact the Offeror's references for purposes of evaluating the Offeror for this Contract and acknowledges that any information obtained from the Offeror's references will not be disclosed to the Offeror. Offerors may not use the Town of Dumfries as one of their references.

g. Tab 7 – Waste Management Services Approach. This tab shall include a comprehensive description of the Offeror’s proposal for the services solicited under this Request for Proposals, including a Base Service Price and separate line items for the Composting Pilot, Universal Waste Handling, and Disaster Recovery Services.

h. Tab 8- Subcontracting. This tab should identify any of the required services that you intend to subcontract, if any, providing the following information:

i. Reasons for subcontracting.

ii. Proposed subcontractor responsibilities.

iii. Identity of proposed subcontractors including location, relevant personnel and experience, previous use as a subcontractor, and any other relevant supporting information.

i. Tab 9 - Transmittal Letter - Each proposal must include a letter of transmittal containing the signature of the representative authorized to enter contracts for the prime contractor. The transmittal letter should not exceed two (2) pages in length. It should also include a brief background of the firm in general including the size and organizational structure.

VII. FACTORS FOR CONSIDERATION AND EVALUATION CRITERIA

A. These criteria are to be utilized in the evaluation of qualifications for the development of the shortlist of those Offerors to be considered for negotiations. Individual criteria will be assigned varying weights at the Town's discretion to reflect relative importance. Offerors are required to address each evaluation criterion in the order listed and to be specific in presenting their qualifications.

B. The Evaluation Committee will carefully evaluate all proposals received and select a limited number of Offerors to present additional details via an on-site evaluation. The evaluation committee will also use similar evaluation criteria in ranking and selecting Offerors for negotiation pursuant to this Request for Proposals:

C. Available Evaluation Points - 100

Evaluation Criteria Points 1 Experience – Offerors past performance on 3-5 relevant contracts, the results, and the Offerors experience in providing Waste Management Services to governmental entities.

2 Qualification of the staff to be assigned to the project.

This criterion considers (i) the qualifications of the Offeror’s personnel whom the Offeror proposes to assign to provide the services solicited by this RFP as set forth in the Offeror’s proposal.

3 Approach – Offerors proposed approach to furnishing the Town of Dumfries with the Waste Management Services solicited by this RFP.

4 Compliance with Requirements.

This criterion considers the extent of the Offeror’s compliance and willingness to comply with all of the terms, conditions and other requirements of the RFP and resulting contract.

5 Proposed cost to the Town –Cost will be considered in negotiations but will not be the sole factor in determining award.

Total 100

The Town shall engage in individual discussions with two (2) or more Offerors deemed fully qualified, responsible, and suitable based on initial responses and with emphasis on professional competence, to provide the required services. Repetitive informal interviews shall be permissible. Such Offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. At the discussion stage the Town may discuss non-binding estimates of total project costs, including, but not limited to, life-cycle costing, and, where appropriate, non-binding estimates of the price for services. Proprietary information from competing Offerors shall not be disclosed to the public or to competitors. At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Proposals and all information developed in the selection process to this point, the Town shall select, in the order of preference, two (2) or more Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the Town can be negotiated at a price considered fair and reasonable, the award shall be made to that Offeror.

Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable price. The Town reserves the right to make multiple awards as a result of this solicitation. Should the Town determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

In negotiations regarding the terms of the contract, the Town has no legal authority to indemnify the Offeror. Firms submitting proposals agree that they will not ask the Town to indemnify them in any resulting contract.

VIII. INSTRUCTIONS TO OFFERORS

A. Proposal Submission Instructions and Preparation

1. GENERAL INSTRUCTIONS:

In order to be considered for selection, Offerors must submit a complete response to the RFP. Proposals may be submitted electronically through eVA or by U. S.

Mail, overnight service, or hand delivery.

I. Electronically through eVA

a. For guidance on how to submit a proposal, go to https://eva.virginia.gov/supplier-training-materials.html and select the “Steps for Responding to a Request for Proposal (RFP)” PDF located under the sub-heading “Sourcing”.

i. There is also an instructional video available on the Supplier Training Materials page at:

https://www.youtube.com/watch?v=KSxcAkOekW0

b. It is the responsibility of the Offeror to ensure the proposal and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting.