Glenn Heights 2026 Request for Proposal - Solid Waste and Recycling Collection Services (PDF).pdf

REQUEST FOR

PROPOSAL SOLID WASTE

AND RECYCLING

COLLECTION SERVICES

RFP NO. 2026-05

SUBMITTALS DUE SEPTEMBER 16, 2026, BY 2PM CST

City of Glenn Heights RFP No. 2026-05

Table of Contents Preliminary Schedule of Events

Current Demographics

5-Year Estimated Demographics

1.0 INTRODUCTION

1.1 Overview

1.2 Draft Agreement

1.3 Agreement Term

1.4 Overview of Stages of Procurement and Implementation

2.0 DEFINITIONS

3.0 BACKGROUND

3.1 Verification of Information

3.2 City Information

3.3 Existing Residential Curbside Collection Services

3.3.1 Estimated Curbside Residential Households

3.3.2 Residential Curbside Tonnage

3.3.3 Alley Services

3.3.4 Disabled Carry-out Service

3. 4 Existing Commercial Collection Services

3.4.1 Commercial Front End Load Tonnage

3.4.2 Commercial Cart Service

3.4.3 Front Load Commercial Service

3.4.4 Commercial Roll-Off Service

3.5 City Facilities

3.5.1 City Facilities

3.6 City Events and Special Projects

4.0 GENERAL CONDITIONS OF RFP PROCESS AND TERMS OF CONTRACT

4.1 Proposal Submission

4.2 Late Proposals

4.3 Withdrawal of Proposals

4.4 Amendment of Proposals

4.5 Proposal Irrevocability

4.6 Authorized Signatures

4.7 Proposer Costs

4.8 Tax Exempt Status

4.9 Proprietary Data

4.10 Waiver of Claims

4.11 Compliance with Federal, State, County, and Local Laws

4.12 Purchase Orders and Payment

4.13 Letter of Credit or Performance Bond

4.14 Agreement Incorporation

4.15 Cooperative Purchasing

4.16 Invoicing

4.17 Venue

4.18 Exclusive Franchise and Franchise Fee

4.19 Termination

4.20 Change Orders

4.21 Invalid, Illegal, or Unenforceable Provisions

4.22 Injuries or Damages Resulting from Negligence

4.23 Conflict of Interest

4.24 Certificate of Interested Parties (Form 1295)

4.25 Insurance Requirements

5.0 RFP PROCESS AND EVALUATION CRITERIA

5.1 Schedule of Events

Link to Teams meeting:

5.2 RFP Documents and Document Distribution

5.3 Addenda to the RFP Documents

5.4 RFP Procedural and Content Clarifications

5.5 Proposer to Make Own Examination

5.6 Errors or Omissions

5.7 The City’s Clarification and Verification of Proposals

5.8 Proposal Acceptance Period

5.9 Communication Restrictions

5.10 Exceptions to the RFP Documents

5.11 Proposer Interviews

5.12 Evaluation Criteria

5.12.1 Minimum Requirements

5.12.2 Experience and Qualifications

5.12.3 Proposed Approach

5.12.4 Financial Capacity

5.12.5 Financial Proposal

5.13 Evaluation Committee and Advisors

5.14 Steps in the Evaluation Process

5.14.1 Step 1 – Compliance of Proposals

5.14.2 Step 2 – Review and Scoring of the Technical Criteria

5.14.3 Step 3 – Review and Scoring of the Financial Proposal

5.14.4 Step 4 – Short List

5.14.5 Step 5 – Interviews and Best and Final Offers

5.14.6 Step 6 – Negotiation and Contract Award

5.15 General Evaluation and Disqualification Provisions

5.15.1 The City’s Discretion in Determining Compliance, Scoring and Ranking

5.15.2 Disqualification

5.15.3 Dispute Resolution

6.0 SCOPE OF WORK

6.1 Cost Adjustments

6.2 Recordkeeping and Reporting

6.3 Contingency Plan

6.4 Transition Plan

6.5 City’s Responsibilities

6.6 Inspection Rights

6.7 Days and Hours of Operation

6.8 Holidays

6.9 Personnel Standards

6.10 Nuisance Control

6.11 Property Damage

6.12 Liquidated Damages

6.13 Customer Service and Communications

6.14 Residential Trash Collection Services

6.15 Residential Recycling Collection Services

6.16 Yard, Brush, and Bulky Waste Collection Services

6.17 Additional Yard, Brush, and Bulky Waste Collection Services

6.18 Household Hazardous Waste Collection Services

6.19 Commercial Collection

6.20 Cart Purchase Service

6.21 City Facilities

6.22 City Events and Special Projects

6.23 Collection Location

6.24 Waste Disposal Sites

6.25 Recyclable Material Facility

6.26 Transfer Stations

6.27 Household Hazardous Waste Processing Facility

6.28 Commingling of Materials

6.29 Unaccepted Set-Outs

6.30 Carts and Containers

6.31 Missed Collection

6.32 Storm and Disaster Debris Management

6.33 Education and Outreach

6.34 Vehicle and Equipment Standards

6.35 Customer Billing or Option to Bill Customer

7.0 PROPOSAL FORMAT

7.1 General Instructions

7.2 Signatures

7.3 Typed or Inked Corrections

7.4 Proposal Format

7.5 Letter of Intent

7.6 Company History and Ownership

7.7 Statement of Organization

7.8 Company Experience

7.9 Proof of Satisfaction of Minimum Requirements

7.10 Method of Approach

7.10.1 Service Plan

7.10.2 Yard Waste and Brush Collection

7.10.3 Residential Household Hazardous Waste Collection

7.10.4 Delivery Facilities

7.10.5 Collection Vehicles

7.10.6 Residential Collection Schedule and Route Maps

7.10.7 Cart Maintenance

7.10.8 Personnel

7.10.9 Unaccepted Set-outs

7.10.10 Missed Collection

7.10.11 Storm and Disaster Debris

7.10.12 Program Recyclable Materials to be Collected

7.10.13 Customer Service and Communication

7.10.14 Cart Purchase Service

7.11 Financial Statements

7.12 Required Planning Documents

7.13 Key Personnel

7.14 Contractor’s Representative

7.15 Legal Terms and Conditions

7.15.1 Financial Disclosure and Auditing

7.15.2 Litigation, Regulatory Actions, and Liquidated Damages History

7.15.3 Compliance Records

7.16 Financial Proposal

7.17 Forms

Forms

Form 1

Statement of Organization

Form 2

Project References and Experience

FORM 3

FINANCIAL PROPOSAL

FORM 4

DISCOUNT FOR 7 YEAR INITIAL TERM FOR CONTRACT

FORM 5

ANNUAL FINANCIAL CONTRIBUTION

Form 6

CERTIFICATE OF INSURABILITY

Form 7

ACKNOWLEDGEMENT OF ADDENDA

Form 8

NON-COLLUSION ACKNOWLEDGEMENT

Form 9

EXCEPTION FORM

Form 10

SUSPENSION OR DEBARMENT CERTIFICATE

Form 11

RELEASE AND INDEMNIFICATION

Form 12

SIGNATURE FORM

Exhibit A

City Map

Map 1

Street Map

Exhibit B

Draft Agreement

Preliminary Schedule of Events Event Date

Issue Date Thursday, August 20, 2026, by COB Pre-proposal Conference Monday, August 31, 2026, at 2PM Question Submission Deadline Wednesday, September 2, 2026, by COB Deadline to Issue Addenda Monday, September 7, 2026, COB Submission Deadline Wednesday, September 16, 2026, 2PM Proposal Opening Date Wednesday, September 16, 2026, 2PM Interview of Bidders Tuesday, November 17, 2026, 7PM Negotiations November 17 – December 1, 2026 Contract Awarded Tuesday, January 5, 2027, 7PM Notification to Finalist Wednesday, January 6, 2027, by COB Finalist Presentation to City Council Tuesday, February 2, 2027, 7PM Contract Beginning Date Tuesday, June 1, 2027

Current Demographics Description Amount

Population Served 21,600 Residential Units 6,439

Mutli - Family Units 1,500 Commercial Units 48

5-Year Estimated Demographics Description Amount

Population Served 25,350 Residential Units 8,600

Multi – Family Units 1,750 Commercial Units 60

1.0 INTRODUCTION

1.1 Overview

The City of Glenn Heights, Texas (the City) is seeking proposals from qualified waste management firms to provide Solid Waste and Recycling Collection to residents and businesses. Services to be provided include:

• Residential Trash Collection Services

• Residential Recycling Collection Services

• Residential Yard, Brush, and Bulky Waste Collection Services

• Residential Household Hazardous Waste Collection Services

• Commercial Trash Collection Services

• Commercial Recycling Collection Services

• Cart Purchase Service

• City Facilities

• City Events and Special Projects

The Contractor shall have the exclusive right to provide Collection Services within the City except as otherwise stated in this Request for Proposals (RFP).

The purpose of this section is to provide Proposers with an overview of the requested scope of services. The Proposer shall carefully review in their entirety this Request for Proposals (RFP), the Forms and the draft Agreement provided as Exhibit B, and all other information contained herein for the complete scope of services and RFP process.

Services performed will be in accordance with the final Agreement as negotiated between the City and the Proposer selected for contact award. The draft Agreement may be adjusted at the City’s sole discretion to reflect the specific services to be provided by the Contractor to achieve the best overall value for the City. Based on its evaluation of submittals, City staff shall seek City Council authorization to enter into an Agreement. The City reserves the right to cancel the RFP at any time and to award no contract without further obligation to Proposers.

1.2 Draft Agreement

Exhibit B to the RFP provides a draft Agreement that may be awarded as a result of this RFP. It is the intention of the City for the final Agreement terms to be the same or better than those provided in the draft Agreement. However, terms of the final Agreement may be modified based upon negotiation and agreement by the City and Selected Proposer.

The City reserves the right to waive negotiations and award an Agreement based on initial proposals received without further negotiation. Therefore, initial proposals should contain the Proposer’s best terms.

It is the responsibility of the Proposer to carefully review the RFP and Agreement in their entirety to understand the complete scope of services and contract requirements.

1.3 Agreement Term

The City is considering an initial term of five (5) or seven (7) years. In Form 4, Proposers are asked to identify the discount if the City elects a seven (7) year initial term. Unless earlier terminated in accordance with Section 42.0 of the Agreement, the Initial Term shall be for a five (5) or seven (7) year period commencing on June 1, 2027, and remaining in effect through May 31, 2032, or May 31, 2034.

The City may, at its sole discretion, specify one or more Optional Renewal Term(s) with a combined total length of not more than five (5) or seven (7) years such that the combined total Agreement Term including the Initial Term and the Optional Renewal Terms(s) shall not exceed twelve (12) years. The City shall notify the Contractor in writing of any Optional Renewal Term at least one hundred eighty (180) days prior to the commencement date of the Optional Renewal Term. Unless otherwise agreed in writing, the Optional Renewal Term(s) shall be on the same terms and conditions as the original Agreement, as amended.

[Reference: Section 7.0 of the Agreement]

1.4 Overview of Stages of Procurement and Implementation

The City will carry out the procurement and implementation of the Services in accordance with the following stages.

Stage 1 – RFP Procurement Process

The RFP procurement process is the competitive procurement process by which the City will receive and review Proposals, rank the submittals and seek to negotiate an Agreement with a Selected Proposer.

Stage 2 – Implementation of the Service Agreement

At the completion of Stage 1, the City will request final authority from City Council to execute an Agreement with the Selected Proposer on final terms and conditions as approved by City Council.

2.0 DEFINITIONS

The following terms have the following meanings when used in the RFP Documents.

Terms that are capitalized throughout the RFP but are not defined in this section of the RFP shall have the meanings described in Section 2.1 of the Agreement.

A. Addendum (pl. Addenda) – shall mean any written revisions, clarifications or other supporting documentation on the RFP Documents issued by the City during the RFP Process and becoming incorporated into the RFP documents by reference pursuant to Section 5.4.

B. Agreement – shall mean any contractual agreement between the City and a Contractor resulting from this RFP.

C. Contractor– shall mean the corporation(s) responsible for performing Services pursuant to the Agreement and includes the Contractor’s assignees and subcontractors.

D. Contract Award – shall mean final authorization by City Council to award a contract for Services to a Selected Proposer.

E. Contract Rates – shall mean the unit prices proposed for Services in the Financial Proposal (Form 3), or as otherwise agreed to by the City and Contractor(s) in any Agreement developed as a result of this RFP.

F. Draft Agreement – shall mean the Draft Agreement provided as Exhibit B.

G. Evaluation Committee – shall mean the group of individuals selected by the

City to evaluate RFP Submissions as described in Section 5.14.

H. Financial Proposal – shall mean the pricing submitted by a Proposer in response to the RFP as submitted on Form 3 or as amended by the parties during negotiations.

I. Finance Director– shall mean the City representative responsible for purchasing of goods or services that serves as the sole point of contact for Proposers pursuant to Section 5.5.

J. Proposal – shall mean an offer to provide services submitted in response to this RFP including the Proposer’s initial submission, Best-and-Final-Offer(s) (BAFO) or other written correspondence and amendments submitted by a Proposer during negotiation.

K. Proposal Acceptance Period – shall mean the minimum 180-day period after the Submission Deadline when the Proposer’s Financial Proposal remains valid as further described in Section 5.9.

L. Proposer – shall mean a firm or entity submitting a Proposal in response to this RFP including all members of the Proposer team including individual persons or subcontractors.

M. Question Submission Deadline – shall mean the deadline to submit questions on the RFP Process pursuant to Section 5.1.

N. RFP Documents – shall mean all documents included in the RFP as described in Section 5.3.

O. RFP Process – shall mean the procurement process to select a Contractor to provide services in accordance with this RFP.

P. Selected Proposer – shall mean a Proposer selected to enter into negotiations with the City in accordance with the terms and conditions of this

RFP.

Q. Submission Deadline - shall mean the date and time that Proposal submissions are due in accordance with Section 5.1 or as amended in writing by the City through an Addendum to the RFP.

R. Technical Proposal - shall mean all parts of a Proposal excluding the Financial Proposal.

S. City’s Representatives – shall mean any of the City’s advisors or any other employees or representatives of the City.

3.0 BACKGROUND

3.1 Verification of Information

This section provides background information about existing demographics and solid waste management programs and services in the City and is provided for the reference and convenience of Proposers only.

Proposers are responsible to independently research all information used to inform their Proposals. The City does not guarantee the completeness or accuracy of any information provided in the RFP Documents and will not be responsible for consequences of any reliance upon it by any Proposer.

3.2 City Information

The City of Glenn Heights, Texas, is a growing residential community located in southern Dallas County near the junction of Interstate 35E and U.S. Highway 67, approximately 21 miles south of downtown Dallas. Incorporated in 1969, Glenn Heights developed from a primarily agricultural community into a suburban city that serves as a residential hub within the Dallas–Fort Worth metropolitan area.

Over the past decade, Glenn Heights has experienced steady population growth, increasing from approximately 15,819 residents in 2020 to an estimated 21,000 residents in 2026. This growth has been supported by ongoing residential development, with hundreds of new single family housing units added in recent years, along with supporting commercial and institutional infrastructure. The City is characterized primarily by single family residential neighborhoods, with limited multifamily and commercial development.

Glenn Heights places a strong emphasis on maintaining a high quality of life for residents and supporting orderly, sustainable growth. The City’s comprehensive planning efforts emphasize reinvestment in established areas, expansion of public services and amenities, and preservation of community character while accommodating growth. The City continues to invest in public facilities, parks, transportation access, and essential municipal services to meet current and future demands.

As the City continues to grow, reliable and efficient solid waste, recycling, and related services are critical to maintaining public health, neighborhood aesthetics, and resident satisfaction. Through this Request for Proposals (RFP), the City of Glenn Heights seeks qualified service providers capable of delivering high quality solid waste and recycling services that align with the City’s service expectations, operational needs, and long-term community goals.

The City places a high priority on providing excellent municipal services, including solid waste and recycling services. The City’s current contract for solid waste and recycling services expires on May 31, 2027. The current contract provides for residential, commercial and City services.

For materials collected within the City, the current contractor is responsible for disposal of all solid waste and bulk waste, and processing of all program recyclable materials.

Current estimated household counts by dwelling type are provided in Table 3.2.

Table 3.2: Household Counts by Dwelling Type as of 2025

Dwelling Type Number of Units Single Family 6,439

The Proposer’s ability to manage projected growth is a key consideration for the City. As further described in Section 7.10, the Proposer shall submit with their Proposal a detailed plan describing how they will provide additional vehicles, fleet parking, maintenance facilities, staffing and other resources required throughout the Agreement Term to manage projected future growth.

The following customer account information with household counts and cart types are estimates based on City-provided information. All service fee rates are rates the contractor charges the City. The rates include Collection, Disposal, and Processing and exclude City administrative/franchise fees.

3.3 Existing Residential Curbside Collection Services

Residential and Commercial Solid Waste and Recycling Collection Services are currently provided by Community Waste Disposal (CWD). A summary of existing curbside collection material types, collection frequencies, and other key program information is provided in Table 3.3. Additional information about existing City curbside collection programs is available on the City’s website.

https://glennheightstx.gov

Table 3.3: Existing Residential Services Summary

Residential Services Description Duration Trash Included Once Week Recycling Included Yard, Brush, and Bulky Waste

$22.14 Solid Waste - once a week service - CWD 95-gallon cart Bulky Waste /Separated Loose Brush-once a week service - up to 4 cubic yards Tied & Bundled Brush - once a week service - unlimited - Manual Rear Load Vehicle

Household Hazardous Waste

Not currently included N/A https://glennheightstx.gov/

The current contractor’s rate effective June 1st, 2026, for basic residential service as described in Table 3.3 is $22.14 per household per month plus $116.32 for each additional Trash Cart or Recycling Cart. These are the rates charged to the City by the contractor and include the cost of Collection, Processing, Disposal, and supply and maintenance of Carts. Purchasing new Carts that reflect the terms of this contract is required. The appearance shall conform with this contract, including using the same color for the body and lid of Carts and that Trash and Recycling Carts are different colors.

3.3.1 Estimated Curbside Residential Households

As of 2026, the City provided Residential Curbside Collection Service to 6,439 households. Base residential service includes one Trash Cart and one Recycling Cart per household with additional Carts available for a fee. Table 3.3.1 provides additional detail on the number of households that pay for additional Trash or Recycling Carts above the standard service level.

Table 3.3.1: Residential Trash and Recycling Carts per Household

Carts Per Household

Trash Recycling Number of

Households Total Carts Number of

Households Total Carts

1 6,439 6,439 6,439 6,439 2 613 613 69 69

Total 7,052 6,508

The Contractor shall provide Curbside Collection Service to all current and future single-family residences within the limits of the City as may be amended from time to time.

3.3.2 Residential Curbside Tonnage

Monthly curbside tonnages are summarized by material type for the one-year period from January 2025 through December 2025 in Table 3.3.2.

Table 3.3.2: Monthly Residential Curbside Tonnage by Material Type

Month Trash Recycling January 2025 644 93.22 February 2025 552 68.57 March 2025 725 91.07 April 2025 744 84.99 May 2025 728.4 84.51 June 2025 722.41 90.82 July 2025 768.87 79.1 August 2025 630.86 86.89 September 2025 643.96 71.45 October 2025 673.92 77.07 November 2025 614.42 50.81

December 2025 754.22 82.89 Total 8202.06 158

3.3.3 Alley Services

The Contractor shall provide Collection Services in alleys at no additional cost to the City. In residences where the designated collection location is in an alley, Trash and Recycling collection shall be provided in the alley and Yard, Brush, and Bulky Waste Collection and Household Hazardous Waste shall be provided in front. The Contractor may need to modify equipment or operations if its regular collection vehicles are unable to safely operate in alleys. The Contractor shall make a careful examination of all streets and alleys and ensure that the equipment selected allows for full and complete performance of Services under the Agreement. Currently, there are no alley collection locations. Future residential housing development may add alley service. If alleys are to be developed, the City requested that developers install 12-foot-wide alleys. If additional developments are approved with alleys in the future the Contractor shall provide service to the new alley units at Contract Rates with no additional cost to the City.

3.3.4 Disabled Carry-out Service

If the City deems that all Residents of a Residential Service Unit are unable due to age or verified physical limitations to safely move a Cart to the Curbside, the Contractor shall provide Residential Trash Collection Services and Residential Recycling Collection Services at a Modified Collection Location acceptable to the Resident and the Contractor at no additional cost. There are currently unknown number of homes that would potentially qualify for Disabled Carry-out Service.

3. 4 Existing Commercial Collection Services Community Waste Disposal currently provides Commercial Collection Services as part of the same contract for Residential Services. Commercial Collection Services include Commercial, industrial, institutional, and Multi-family Complexes and construction projects. Commercial Services are currently provided through a combination of Front Load Containers, Commercial Carts, Compactors, and Roll-Off Containers. The Contractor shall provide Commercial Collection Services to all current and future Commercial Customers at a level requested by the Customer including Recycling Collection Services upon request. Commercial Carts, Front End Load Dumpsters, and Roll-Off appearance shall reflect the terms of this contract. The number of Commercial customers fluctuates as the City continues to grow. There are approximately 48 Commercial customers.

3.4.1 Commercial Front End Load Tonnage

Monthly commercial front end load tonnages are summarized by material type for the one-year period from January 2025 through December 2025 in Table 3.4.1.

Table 3.4.1: Monthly Commercial Front End Load Trash Tonnage

Month Trash January 2025 Not Provided February 2025 Not Provided March 2025 Not Provided April 2025 Not Provided May 2025 Not Provided June 2025 Not Provided July 2025 Not Provided August 2025 Not Provided September 2025 Not Provided October 2025 Not Provided November 2025 Not Provided December 2025 Not Provided

Total 2517

3.4.2 Commercial Cart Service

As of December 2025, 48 Commercial Trash Cart customers and zero (0) Commercial Recycling Customers. Additional details are provided in Table 3.4.2.

Table 3.4.2: Summary of Commercial Trash and Recycling Carts Accounts

Number of Containers

Trash Recycling Number of Accounts

Total Carts Number of Accounts

Total Carts

1 48 Not Provided Not Provided Not Provided Total Not Provided Not Provided

The monthly rate for Commercial Trash Carts is $28.22 per month plus $22.58 per month for each additional Trash Cart. These rates include the cost of Collection, Processing, Disposal, and supply and maintenance of Carts.

3.4.3 Front Load Commercial Service

As of December 2025, there are 48 commercial customers receiving front load commercial service. The container counts and pickup frequency was not obtained.

Container counts vary over time as Commercial activity in the City grows and changes.

Table 3.4.3 presents Commercial rates charged to the City by the current contractor for Trash and Recycling Front Load Container service. These rates exclude City administrative/franchise fees and include Disposal and Processing. The current contract does not provide Commercial Recycling Collection Service.

Table 3.4.3: Commercial Rates Charged to the City Container Size

Weekly Collection Frequency EOW 1 2 3 4 5 6 Extra

Pickup

2 CY $108.66 $201.13 $279.72 $358.36 $435.42 $515.56 $53.44

3 CY $124.30 $229.93 $319.87 $409.74 $499.66 $589.58 $55.02

4 CY $155.40 $287.56 $399.92 $512.22 $624.54 $736.82 $56.56

6 CY $186.41 $345.36 $480.28 $615.21 $750.17 $885.12 $59.76

8 CY $233.30 $431.70 $600.53 $769.39 $938.24 $1,106.52 $61.29

10 CY N/A N/A N/A N/A N/A N/A N/A

3.4.4 Commercial Roll-Off Service

Information on the number of Commercial Roll-Off Container hauls for Trash, including permanent, temporary, compacted and uncompacted units was not obtained.

Table 3.4.4 presents rates charged by the current contractor to the City for Commercial Roll-Off Container Service.

Table 3.4.4: Commercial Roll-Off Container Rates

Roll-Off Container Type

Rate Per Delivery

Trip Charge Rate Per Haul 1,2

Disposal Per Ton

Weekday Weekday Weekday Weekday

20 CY $157.83 $157.83 $651.46 $60.77

30 CY $157.83 $157.83 $648.36 $60.77

40 CY $157.83 $157.83 $697.62 $60.77

3.5 City Facilities

The Contractor shall be required to provide Trash and Recycling Collection Services at City Facilities at no cost to the City. The City may increase levels of service or designate additional City facilities or City events at its sole discretion in accordance with Section 6.21.

3.5.1 City Facilities

Table 3.5.1 provides a list of current expected service levels at City Facilities.

Table 3.5.1: Estimated Service Requirements for Existing City Facilities

Facility Name

Facility Address

Trash Collection Recycling Collection Containers Frequency Containers Frequency

City Center 1938 S.

Hampton Road

8 – Yard Weekly 8 – Yard Weekly

Public Safety

1938 S.

Hampton Road

30 – Yard Roll Off

As Needed N/A N/A

Family Life Center

1932 S.

Hampton Road

96 – Gallon Cart

Weekly 96 – Gallon Cart

Weekly

Heritage Park

400 E. Bear Creek Road

N/A N/A N/A N/A

Animal Shelter

550 E. Bear Creek Road

8 – Yard Weekly 8 – Yard Weekly

Public Works

2118 S. Uhl Road

8 – Yard Weekly 8 – Yard Weekly

Public Works

2118 S. Uhl Road

30 – Yard Roll Off

As Needed N/A N/A

3.6 City Events and Special Projects

The City may request event and special project trash and recycling collection services, as further described in Section 6.22. The City hosts approximately twenty-six (26) events and special projects annually.

4.0 GENERAL CONDITIONS OF RFP PROCESS AND

TERMS OF CONTRACT

By submitting a Proposal, the Proposer accepts all general and special conditions of the contract as outlined below and, in the specifications, and plans.

4.1 Proposal Submission

The City encourages all Proposals to be submitted electronically to Sherry Roberts at:

sherry.roberts@glennheightstx.gov

However, the City will also accept paper proposals, if received at the following location by the due date and time specified in Section 5.1.

Mailing Address

Attn: Finance Director

1938 S. Hampton Road

Glenn Heights, Texas 75154

Paper Proposal submissions shall include at least one (1) original and one (1) copy, and one (1) electronic copy in PDF format on USB submitted in a sealed envelope with the RFP number and the Proposer’s name and address clearly indicated on the front of the envelope.

The City cannot guarantee, due to internal mail delivery procedures, that any submittal sent priority mail will be picked up from the Post Office by City mail employees and delivered to the Finance Director by the closing date and time. It is recommended that submittal deliveries be made either in person or via an alternate delivery method ensuring delivery to the physical address. Respondent shall bear full responsibility for ensuring the submittal is delivered to the specified location by the due date and time.

Late submittals will be rejected as non-responsive.

Proposals shall be limited to one hundred (100) 8-1/2” X 11” pages printed on one side only using a font size no smaller than twelve (12) point and one-inch margins. The page limit includes the cover letter and title page but does not include the RFP Forms. If a Proposal is larger than the page limits described above or has a font of less than twelve

(12) point it may be deemed non-responsive and disqualified pursuant to Section 5.16 of the RFP. Whether submitting as a paper proposal, Proposer shall submit one searchable pdf version of the Proposal.

mailto:sherry.roberts@glennheightstx.gov

Proposals shall be completed in accordance with the requirements of this RFP.

Statements made by a Proposer shall be without ambiguity, and with adequate elaboration, where necessary, for clear understanding. All Proposals are subject to the terms and conditions of this solicitation. Material deviations from the terms and conditions that are not indicated in Proposer’s submittal of the Exception Form (Form 9), or failure to meet the City’s minimum requirements, may render the Proposal non-responsive to this RFP.

Failure to submit all required documents in accordance with Section 7.0 of the RFP may result in the proposal being declared non-responsive. The City reserves the right to reject any and all Proposals.

A responsive Proposal shall substantially conform to, and fulfill, the minimum requirements of this RFP. Proposals containing any clause that would limit contracting authority may be considered non-responsive. An example of a proposal that would limit contracting authority is one made contingent upon award of other bids or proposals currently under consideration.

4.2 Late Proposals

Proposals must be in the office of the Finance Director before or at the specified time and date proposals are due pursuant to Section 5.1 of the RFP. Proposals received in the office of the Finance Director after the Submission Deadline shall be rejected as non-responsive proposals.

4.3 Withdrawal of Proposals

Proposals may be withdrawn before the opening date by submitting a written request for its withdrawal to the Finance Director pursuant to Section 5.4 or by emailing Sherry Roberts at sherry.roberts@glennheightstx.gov .

Proposals may not be withdrawn or cancelled by the Proposer for a period of one hundred eighty (180) days following the Submission Deadline unless otherwise agreed upon by the City and Proposer in writing.

4.4 Amendment of Proposals

A Proposer may amend its Proposal after submission but only if the Proposal has first been withdrawn and is subsequently resubmitted on or before the Submission Deadline.

4.5 Proposal Irrevocability

Except as subject to the Proposer’s right to withdraw a Proposal prior to the Submission Deadline in accordance with Section 4.3, the Proposal shall be irrevocable and shall remain in effect and open for acceptance for the entire Proposal Acceptance Period in accordance with Section 5.8 of the RFP.

4.6 Authorized Signatures

The Proposal must be executed personally by a duly authorized partner of the Proposer’s partnership or duly authorized officer of the Proposer’s corporation. If executed by an agent, a power of attorney or other evidence of authority to act on behalf of the Proposer shall accompany the Proposal to become a valid offer.

4.7 Proposer Costs

All costs and expenses directly or indirectly related to any aspect of a Proposer’s participation in this RFP shall be the sole responsibility of and shall be borne solely by the participating Proposer, including, but not limited to, all costs and expenses related to the Proposer’s involvement in

A. The preparation, presentation, and submission of its Proposal B. Attendance at the optional pre-proposal conference or any other, meeting with the City C. Due diligence and information gathering processes D. Responding to questions or requests for information from the City E. Submitting questions or requests for information from the City F. Negotiations G. Any other cost

4.8 Tax Exempt Status

The City is exempt from federal excise tax and state sales tax. Unless specifications specifically indicate otherwise, the prices included in Form 3 (Financial Proposal) shall be net exclusive of above-mentioned taxes and will be so construed. Therefore, the Proposal prices shall not include taxes.

4.9 Proprietary Data

Proposer may, by written request, indicate as confidential any portion(s) of a Proposal that contains proprietary information, including manufacturing and/or design processes exclusive to the Proposer by highlighting and clearly and conspicuously marking “Trade Secret” or “Confidential” on each page where confidential information is provided. The City will not be responsible for any public disclosure of the trade secret or confidential information if it is not clearly marked.

The City will protect from public disclosure such portions of a proposal unless directed otherwise by legal authority including existing Open Records Acts. If a request is made under the Texas Public Information Act to inspect information designated in a proposal as trade secret or confidential, the Proposer shall, upon notification by the City, immediately furnish sufficient written reasoning as to why the information should be protected from disclosure in a timely manner to the Texas Attorney General Open Record Division for final determination through its e-filing system at https://www.texasattorneygeneral.gov/open-government/governmental-bodies/submit-documents-online-using-efiling or to the following address:

Office of the Attorney General Open Records Division

P.O. Box 12548 https://www.texasattorneygeneral.gov/open-government/governmental-bodies/submit-documents-online-using-efiling https://www.texasattorneygeneral.gov/open-government/governmental-bodies/submit-documents-online-using-efiling

Austin, TX 78711

Trade secrets and confidential information contained in a Proposal are subject to the Texas Public Information Act. Pricing is not confidential information. A Proposal in its entirety is not confidential. Proposer agrees to protect the City from claims involving infringements of patents and/or copyrights by submission of a Proposal to this RFP.

4.10 Waiver of Claims

Each Proposer by submission of a Proposal to this RFP waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFP process, the RFP evaluation, and the critique and selection of qualified Proposers. Submission of a proposal indicates the Proposer’s acceptance of the evaluation technique set out in this RFP. In this regard, Proposer acknowledges that the selection process and evaluations of proposals submitted constitute public information under Texas law and Proposer waives any claim it has or may have regarding any information contained in or derived from such evaluations.

4.11 Compliance with Federal, State, County, and Local Laws

Proposals must comply with all federal, state, county, and local laws. Any vehicles or equipment shall contain all standard safety, emission, and noise control requirements required for the types and sizes of equipment at the time of their manufacture. The Proposer agrees, during the performance of work or service, to comply with all applicable codes and ordinances of the City, County, or State of Texas as they may apply, as these laws may now read or as they may hereafter be changed or amended.

4.12 Purchase Orders and Payment

A purchase order(s) shall be generated by the Finance Director and issued to the Contractor. The purchase order number must appear on all invoices. The City will not be held responsible for any work orders placed and/or performed without a valid current purchase order number. Payment will be made for all services rendered and accepted by the Finance Director for which a valid invoice that meets the requirements of Section

47.0 of the Draft Agreement is provided.

All invoices shall reference the Purchase Order number. Invoices shall provide a detailed description for each item invoiced. Payment will be made under terms of net thirty (30) days unless otherwise agreed upon by the Contractor and the Finance Director.

4.13 Letter of Credit or Performance Bond

Upon Contract Award, the Contractor shall be required to provide the City with a letter of credit or performance bond meeting the criteria set forth in the Draft Agreement.

Proposers shall submit a letter from their bank or surety with their Proposals confirming their ability to obtain a letter of credit or performance bond in the specified amount if awarded a contract resulting from this RFP in accordance with Section 7.9 of the RFP.

[Reference: Section 40.0 of the Draft Agreement]

4.14 Agreement Incorporation

Any Agreement developed as a result of this RFP may include the RFP, the Proposal, and such other terms and conditions as the parties may agree.

4.15 Cooperative Purchasing

As permitted under Chapter 791 of the Texas Government Code, other governmental entities may wish to participate under the same terms and conditions contained in this Agreement. In the event any other entity participates, all purchase orders will be issued directly from the entity requiring supplies/services and shipped directly to the Contractor.

Each entity reserves the right to determine their participation in this Agreement.

Proposers shall indicate in the space provided on Form 1 whether they agree to offer the proposed services to other governmental entities based on the same terms, conditions, specifications, and pricing through cooperative purchasing.

If a Proposer agrees to extend the resulting Agreement to other governmental entities, then those other governmental entities will be eligible, but not obligated, to purchase goods and services under any Agreements(s) resulting from this RFP. All purchases by governmental entities other than the City will be billed directly to that governmental entity and paid by that governmental entity. The City will not be responsible for another governmental entity’s debts. In addition, the letter of credit or bond provided pursuant to Section 40.0 of the Draft Agreement shall not be used to satisfy the requirements of any other governmental entity. Each governmental entity will order its own goods and services as needed.

4.16 Invoicing

The Contractor shall invoice the City for Residential Collection Services on a monthly basis. The invoice shall be based on the number of Service Units multiplied by the applicable Contract Rates. Within thirty (30) calendar days of receiving the Contractor’s invoice, the City shall remit to the Contractor payment for the amounts on the invoice less disputed amounts, Liquidated Damages, and payments withheld. The City shall also deduct franchise fees from the Contractor’s invoice if applicable.

The Contractor’s shall invoice the Commercial Customers based on the number, size, and Collection frequency for in-service Carts and Containers charged at applicable Contract Rates. The Contractor shall also invoice residents for any Additional Yard, Brush, and Bulky Waste Collection Services that are requested in in accordance with Section 6.17. Within ten (10) days of the end of each month, the Contractor shall remit to the City a statement of all fees invoiced for Commercial Collection Services and Additional Bulky Waste Collection Services performed during that month. The City shall deduct the franchise fee payable on Commercial Collection Services and Additional Yard, Brush, and Bulky Waste Collection Services from its payment to the Contractor for Commercial Collection Services.

Contract Rates include Collection, Processing, and Disposal costs except as described in Section 6.0.

[Reference: Section 47.0 of the Agreement]

4.17 Venue

Any Agreement developed as a result of this RFP shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to any Agreement developed as a result of this RFP, venue for such action shall lie in state courts located in Dallas County and Ellis County, Texas. The Service is performable in Dallas County and / or Ellis County, Texas. Venue shall lie exclusively in Dallas County and / or Ellis County, Texas or in counties that are directly adjacent to Dallas County and / or Ellis County, as required to perform the Service(s).

4.18 Exclusive Franchise and Franchise Fee

For the term of any Agreement developed as a result of this RFP, the City shall grant the right, privilege, and franchise to collect Trash, Program Recyclable Materials, Yard, Brush, and Bulky Waste, and Yard Waste on an exclusive basis as part of Collection Services. The Contractor shall remit franchise fees equal to ten percent (10%) of gross receipts for all collections for all residences, businesses, customers, and accounts within the City Service pursuant to Section 6.0 of the Agreement. Submitted pricing shall exclude the franchise fee.

The City reserves the right to implement a food waste diversion program at a future date. The Contractor hereby agrees that the City may enter into Agreements with other service providers for food waste collection, and that such Agreements would not violate their exclusive franchise for Trash collection.

[Reference: Section 6.0 of the Agreement]

4.19 Termination

Any Agreement developed as a result of this RFP shall remain in effect until the Agreement expires or is terminated for cause by the City by written notice to the Contractor. The City may terminate the Agreement for cause in accordance with Section

42.0 of the Agreement.

[Reference: Section 42.0 of the Agreement]

4.20 Change Orders

No different or additional terms will become part of any Agreement developed as a result of this RFP with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting Agreement. All change orders to the Agreement will be made in writing and at the discretion and approval of the City. No change order will be binding unless signed by an authorized representative of the City and the Contractor.

4.21 Invalid, Illegal, or Unenforceable Provisions

In case any one or more of the provisions contained in the Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and the Agreement shall be considered as if such invalid, illegal, or unenforceable provision had never been contained therein.

4.22 Injuries or Damages Resulting from Negligence

The Contractor shall defend, indemnify and save harmless the City and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the Contractor, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any Agreement which may result from award. The Contractor shall pay any judgment with cost which may be obtained against the City growing out of such injury or damages.

[Reference: Section 48.1 of the Agreement]

4.23 Conflict of Interest

The City requires ethical behavior and compliance with the law from all individuals and companies with whom it does business. For the purposes of this RFP, a conflict of interest includes any perceived, potential, or actual situation where, in relation to the RFP or potential Agreement resulting from this RFP, the Proposer, or any officer, employee, agent or representative of the Proposer

A. Has other commitments, relationships, or financial interests that could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of independent judgement by any of the City’s employees, officials, or representatives.

B. Could or could be seen to compromise, impair, or be incompatible with the effective performance of a Proposer’s obligations under the Agreement if that proposer were selected for award of the Contract.

C. Has contractual or other obligations to the City that could or could be seen to have been compromised or otherwise impaired as a result of its participation in the RFP Process or award of any Agreement.

Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with the City disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that may cause a conflict of interest with the City. The form is available online at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf . Failure to complete Form CIQ will result in the disqualification of the Proposer, in accordance with Section 5.16 of the

RFP.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

By law, this questionnaire must be filed with the City of Glenn Heights, 1938 S.

Hampton Road, Glenn Heights, Texas 75154, not later than the seventh business day after the date the person becomes aware of facts that require the statement to be filed.

A person commits a Class C misdemeanor offense if the person violates Section 176.006, Texas Local Government Code. By submitting a Proposal to this RFP, the Proposer represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. If a Proposer has questions regarding compliance with Chapter 176, the Proposer should consult its own legal counsel.

No public official shall have any interest in this Agreement, in accordance with the Texas Local Government Code. If a Proposer, or any officer, employee, agent or representative of the Proposer, discovers any conflict of interest, the Proposer shall promptly disclose the conflict of interest to the City in a written statement to the Finance Director. At the request of the City, the Proposer shall provide the City with the Proposer’s proposed means to mitigate and minimize to the greatest extent practicable any conflict of interest. The Proposer shall submit any additional information to the City that the City requests and considers necessary to properly assess the conflict(s) of interest.

The City may, at its sole discretion, exclude from the RFP Process any Proposer or officer, employee, agent or representative of the Proposer on the grounds of such conflict of interest.

The City may, at its sole discretion, waive any and all conflicts of interest. A waiver may be upon such terms and conditions as the City, at its sole discretion, requires to satisfy itself that the conflict of interest has been appropriately managed, mitigated and minimized, including requiring the Proposer to put into place such policies, procedures, measures and other safeguards as may be required and be acceptable to the City, in its sole discretion, to manage, mitigate and minimize the impact of such conflict of interest.

4.24 Certificate of Interested Parties (Form 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added Section 2252.908 of the Texas Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The disclosure requirement applies to a contract entered on or after January 1, 2016.

The Texas Ethics Commission (“Commission”) has made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the City.

The City must notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the effective date of the Agreement. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the City.

Certificate of Interested Parties Form is available from the Texas Ethics Commission website at the following address:

https://www.ethics.state.tx.us/filinginfo/1295/

For questions regarding and assistance in filling out this form, please contact the Texas Ethics Commission at: 512-463-5800.

4.25 Insurance Requirements

The Contractor shall be subject to the insurance requirements set forth in Section 37.0 of the Agreement. The Contractor shall obtain coverage for each required insurance for the duration of any Agreement developed as a result of this RFP and furnish certificates of insurance along with copies of policy declaration pages and policy endorsements as evidence thereof. All General Liability and Business Auto Policies shall name the City as an Additional Insured by endorsement.

[Reference: Section 37.0 of the Agreement] https://www.ethics.state.tx.us/filinginfo/1295/

5.0 RFP PROCESS AND EVALUATION CRITERIA

5.1 Schedule of Events

The deadlines for submission of a proposal and the general schedule of events for the RFP Process are provided in Table 5.1.