GCPS IFB Addendum #1 1.4.25.pdf

To: Potential Bidders

Date: January 4, 2025

Subject: Addendum #1, IFB #GCPS-122624, Refuse Removal Service for Greene

County Public Schools

Addendum #1 is hereby issued to address the following to the above referenced IFB:

• Change Solicitation Due Date and Time:

From: Bids will be Received Until: January 10, 2025 at 12:00 p.m. local time

To: Bids will be Received Until: January 15, 2025 at 12:00 p.m. local time

• Delete the following two (2) items from the IFB:

o 3.I.M (Page 5) The Contractor shall provide monthly reports to Greene Schools reflecting the weight (tons) of waste material collected at their respective sites as indicated on Attachment A. The monthly reports shall accurately reflect the correct weight (tons) of waste material, per school. Weight tickets or similar weight recordation from an industry accepted scale is required. Estimates are not acceptable. Contractor shall email reports to Greene Schools no later than the 10th working day of each month. Reports shall be sent to mkozuch@greenecountyschools.com o 3.I.N (Page 5&6) The Contractor shall utilize weight measuring devices (scales) for waste servicing vehicles that are industry accepted/approved and used to provide accurate weight measurements of waste material. This weight measuring device must be dependable and have a proven record of staying within industry calibrated standards. Failure to comply with specifications identified within the scope of work shall be grounds for contract termination.

ALL OTHER TERMS, CONDITIONS, AND SPECIFICATIONS IN THE IFB

REMAIN THE SAME.

Answer the following questions received for the above referenced IFB:

1. Who is the current hauler and what is the current pricing?

GCPS will not be providing this information during the IFB process.

2. On page 22, C. Cancellation of Contract, it states you may terminate with 60 days’ notice. Could you change that to cancel with Cause?

GCPS will keep the original “Cancellation of Contract” language (5.C Page 22)

3. On page 5, N. Weight Measuring. Could you change that requirement to quarterly?

GCPS is deleting 3.I.M and 3.I.N from the IFB. Please see above.

4. We understand that pricing is firm fixed for 3 years. Would you allow an increase if the disposal rate goes up? This would be a pass through only and would be required to have documentation.

GCPS will not allow an increase in the first 3 years. Price increases may be negotiated only at the time of the renewal periods.

5. Please provide:

o copy of current contract and any addendums o last 90 days of invoices

GCPS will not be providing this information during the IFB process.

6. Please provide the contract start date.

The start date will be discussed and determined during the negotiation process.

7. Given that the IFB was released during the holiday season, is it possible to please extend the IFB response due date?

GCPS is extending the IFB response due date. Please see above.

8. Would you be able to provide addresses for each GCPS location requesting service?

The addresses are included at the end of this document (Page 6).

9. If no (to the previous questions), will you provide the address to the GCPS Maintenance

Department?

The addresses are included at the end of this document (Page 6).

10. Page 5, M. – Does GCPS currently receive (monthly) weight reports? Does GCPS receive the actual weight of commercial container loads?

11. Page 5, N. – Does the current contractor use scales to weigh containers?

12. Is GCPS willing to remove the scale requirement from the IFB? This is not a standard practice in the industry. Currently, I am unaware of any company in our area that utilizes scales on trucks.

13. Is GCPS charged for overflowing containers?

GCPS’ goal is to have efficient, sanitary, and satisfactory refuse collection and disposal services so that there are no overflowing containers.

14. Is the solicitation intended to allow only a price increase after the initial three-year term? And then each renewal thereafter?

That is correct. GCPS will not allow an increase in the first 3 years. Price increases may be negotiated only at the time of the renewal periods.

15. If yes, will GCPS allow for the awarded bidder to increase the price, based on the CPI-U:

Water and Sewer and Trash, upon each anniversary of the contract/agreement? This will allow for bidders to provide more competitive pricing upfront.

GCPS will not allow an increase in the first 3 years. Price increases may be negotiated only at the time of the renewal periods.

16. Does the current contract provide GCPS with a dedicated company representative?

GCPS requires the contractor to provide multiple contacts so that there can be immediate communication. Full requirements are listed under 3.III (Page 6).

17. Who is the incumbent?

18. Will you provide a copy of the current contract pricing?

19. Will you provide a copy of the most recent invoice?

20. Will GCPS provide a copy of the bid tabulation for the last refuse removal solicitation that GCPS put out to bid?

21. Are there any specific issues that the incumbent has faced while performing these services? Are there any issues that GCPS would like for bidders to specifically address in our proposal?

GCPS’ goal is to have a Contractor that will provide all equipment, labor, and supplies necessary to provide efficient, sanitary, and satisfactory refuse collection and disposal services for GCPS on an as-needed basis. “Satisfactory” shall be defined as no visible trash, dirt, dust or odors, uniformly clean, hygienic, orderly, and attractive; a level of cleanliness which will reflect favorably upon GCPS.

22. What is the anticipated start date for this work?

The start date will be discussed and determined during the negotiation process.

Thank you for your questions and your interest in IFB #GCPS-122624, Refuse

Removal Service for Greene County Public Schools

Respectfully, Michael Kozuch

GCPS Procurement/Contract Officer

Note: A signed acknowledgment of this addendum must be attached to your bid. The signature on this addendum does not substitute for your signature on the original bid document. The original bid document must be signed.

Signed Acknowledgment

Company Name

Signature

Printed Name/Title

Date

Question 8: Addresses for each GCPS Location

Nathanael Greene Primary School

64 Monroe Drive, Stanardsville, VA 22973

Nathanael Greene Elementary School

8094 Spotswood Trail, Stanardsville, VA 22973

Ruckersville Elementary School

105 Progress Place, Ruckersville, VA 22968

William Monroe Middle School

148 Monroe Drive, Stanardsville, VA 22973

William Monroe High School

254 Monroe Drive, Stanardsville, VA 22973

Greene County Technical Education Center

101415 Spotswood Trail, Stanardsville, VA 22973

William Monroe High School Stadium

254 Monroe Drive, Stanardsville, VA 22973

GCPS Maintenance Department

254 Monroe Drive, Stanardsville, VA 22973