IFB 126379 - Compost Collection Services - Terms & Conditions.pdf

City of Fairfax, Virginia

Office of Procurement Services 10455 Armstrong Street Fairfax, Virginia 22030

Title Compost Collection Services

Invitation for Bid IFB 126379

Commodity Code 95896 – Waste Management Services

Contract Administrator Natalya Henrich

Issue Date 9/09/2026

Questions Deadline 9/23/2026

Due Date/Time 9/30/2026 by 3:00 p.m.

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website eva.virginia.gov

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

https://eva.virginia.gov/ https://eva.virginia.gov/

IFB 126379

1. PURPOSE

2. SCOPE OF WORK……………………………………………………………………………………………………….……………..1-2

3. AWARD………………………………………………………………………………..……………………………………………….……..2

4. CONTRACT TERM

5. BID SUBMISSION:

6. RENEWAL OF CONTRACT………………………………………………………………………………………..………………..2-3

7. PERMITS AND LICENSES…………………………………………………………………………………………………….……..…3

8. PROTECTION OF WORK AND PROPERTY

9. CLEANING UP

10. PROMPT PAYMENT DISCOUNTS

11. PURCHASE ORDER:……………………………………………………………………………………………………………..……3-4

12. DEBARMENT STATUS…………………………………………………………………………………………………………….……4

13. ANTITRUST

14. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS

15. QUANTITIES

16. PAYMENT…………………………………………………………………………………………………………………………………4-5

17. UNREASONABLE CHARGES

18. PRECEDENCE OF TERMS

19. QUALIFICATIONS OF BIDDERS

20. ADDITIONS/DELETIONS

21. DEFAULT

22. INSURANCE………………………………………………………………………………………………………………………………5-6

23. ANNOUNCEMENT OF AWARD

24. COOPERATIVE PROCUREMENT………………………………………………………………………………………….…….….6

25. REFERENCES

26. SUBCONTRACTS

27. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER…………………………………………………7

28. E-VERIFY PROGRAM

29. REQUIRED DOCUMENTATION………………………………………………………………………………….…..….………...7

SPECIAL TERMS AND CONDITIONS

1. PURPOSE: The purpose of this solicitation is to establish a term contract for Compost Collection Services for the City of Fairfax, VA. The resulting contract will establish a ready, “as required” source for the services listed in this solicitation.

2. SCOPE OF WORK: The Contractor shall provide food and organic waste composting services to the City of Fairfax. The Contractor shall provide collection, hauling and processing of food and organic waste. Yard waste is managed under a separate contract and is not included in the scope of this solicitation. Bids are being sought for large quantity collections for the City’s Composting Center.

The City currently has a Composting Center located at City Hall, 10455 Armstrong Street, Fairfax, VA 22030. The City currently utilizes ten (10) 65-gallon carts at City Hall, collected two (2) times per week.

The City will consider expanding capacity at the site or to add additional sites based on future demand.

Contractor services include:

a. Collect food waste from approved location(s);

b. Transport collected food waste to a permitted processing facility;

c. Process food waste at a permitted facility according to all applicable regulations;

d. Provide food waste collection carts;

e. Provide “How-To” information, including a list of acceptable items;

f. Provide a mechanism to keep collection bins sanitary by placing new compostable liners in the carts secured by bands after each pick-up and monthly washout of carts, or by swapping carts after each pick-up.

g. Monthly reporting of food scrap tonnage collected; and

h. Assist the City in “right-sizing” collection containers and pickup frequency.

Requirements:

1. Oversight: The City’s Sustainability Coordinator (or designee) will serve as Program Manager (PM) and will provide oversight, approvals, direction and contract administration for the implementation of these services.

2. Collection Schedules and Frequency: The collection schedule shall be mutually agreed upon by the Contractor and the City. Collections shall occur at a minimum of twice per week. If a scheduled pickup falls on a holiday, the pickup shall be coordinated with the City’s PM to assure continuation of service through the holiday period.

3. Additional Pickups: The Contractor shall have the ability to provide additional pickups and emergency collections, outside of the normal schedule, as requested by the City PM.

4. Spills/Leakage: The Contractor shall immediately clean up all accidental spills or discharges and shall notify the City of any such spills within four (4) hours. Any container that is determined to be leaking shall be replaced by the Proposer within forty eight (48) hours of notification.

5. Transportation: The Contractor shall be responsible for providing all labor, services and equipment necessary to transport the food and organic material to a permitted processing facility, pre-approved by the City PM. Transportation to an alternative permitted site must be requested in advance and approved by the City PM.

6. Contractor vehicles shall be equipped with appropriate safety and warning devices according to VDOT and OSHA standards. Each vehicle shall be clearly marked with Contractor’s name, telephone number, vehicle number and “food waste collection” or similar. It shall be the

Contractor’s responsibility to ensure that no liquid waste is spilled from the vehicle as part of routine collection. Each vehicle shall be equipped with appropriate clean-up supplies. The costs associated with operating and maintaining the Contractor vehicles and equipment are the responsibility of the Contractor.

7. Missed collections must be reported before 10:00 am the day following collection and must receive a return visit.

8. Processing of collected waste: The successful bidder is required to compost all food and organic waste collected under this contract. Food and organic waste may only be transported to permitted processing facilities pre-approved by the City. Processing facilities, including permit information, shall be disclosed to the City in the proposal. Changes must be approved by the City PM. It is the Contractor’s responsibility to notify the City Project Manager within 24 hours if a preapproved facility is closed or temporarily shut down due to permitting issues. All food and organic waste processing must be conducted in compliance with applicable federal and state environmental regulations.

9. Reporting: The Contractor shall provide a monthly performance report (number of carts collected, tonnage and/or volume collected, # of missed pick-ups etc.). Such reports are critically important for the City to assess the performance the program.

3. AWARD: The City will make the award on a firm fixed unit pricing per cart basis to the lowest responsive and responsible bidder. The City reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the City to be in its best interest.

4. CONTRACT TERM: The term of the contract shall be from date of award to September 30, 2029.

This contract may be renewed by the City upon written agreement of both parties for two (2) successive one (1) year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

5. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA website, no later than “Bid Closing” and will be publicly posted, following the Bid Closing. Bidders are responsible for ensuring its submission prior to Bid Closing. The time a Bid is received shall be determined by the time stamp on the Bid receipt by the time clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any technical difficulties which may result in the Bidders response not uploading in time, or any responses that are not properly uploaded. Late bids will not be accepted. The City will not receive any bids in person and paper bids will not be accepted. Any paper bids received will be not be considered and will be returned, unopened, to the bidder. Bids received after the Bid Closing shall not be considered.

6. RENEWAL OF CONTRACT: This contract may be renewed by the City for two (2) successive one

(1) year periods under the terms and conditions of the original contract except as stated below.

Price increases may be negotiated only at the time of renewal. Written notice of the City’s intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If the City elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

b. If during any subsequent renewal periods, the City elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

c. Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the City of Fairfax; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers.

d. The contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the City.

7. PERMITS AND LICENSES: The contractor is responsible for obtaining any necessary licenses and permits, and for complying with any federal, state, and local laws, codes, and regulations.

8. PROTECTION OF WORK AND PROPERTY: The contractor shall protect the city’s property from damage or losses in connection with the work to be performed. The contractor’s own work and that of adjacent property shall be guarded from damage. The contractor shall replace or make good any such damage, loss or injury unless caused directly by errors contain in the contact documents or at the direction of a city representative.

9. CLEANING UP: The contractor shall keep the premises and adjacent areas free from accumulations of waste material or rubbish at all times. At the completion of the work, all rubbish, tools used for work and surplus materials shall be removed from and about the premises and adjacent areas, and the area shall be “broom cleaned” and ready for use.

10. PROMPT PAYMENT DISCOUNTS: The City will pay within 30 days after acceptance and receipt of a proper invoice. A prompt payment discount offered for prompt payment of (15) calendar days or longer will be calculated in determining net low bid.

11. PURCHASE ORDER: City purchases are authorized only if the city issues a Purchase Order in advance of the transaction, indicating that the city has sufficient funds to pay for the purchase. If the Contractor provides goods or services without a city purchase order, it does so at its own risk and expense. The city is not liable for payment for any purchases made by its employees that are not authorized by the City Purchasing Agent.

To be valid, a purchase order issued under this Contract must be issued during the term of the Contract. The period specified for performance of the purchase order may extend past the term of the Contract. If a notice terminating this Contract is issued, the notice shall be construed as applying only to the Contract and not to any existing purchase order, unless the notice expressly states the intent to terminate the purchase order.

12. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the City of Fairfax from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the City of Fairfax.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

13. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the City of Fairfax all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

14. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official City form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid;

however, the City reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the City may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

15. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

16. PAYMENT:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number.

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. Invoices shall be submitted to:

City of Fairfax – Accounts Payable or accountspayable@fairfaxva.gov 10455 Armstrong Street, Suite 312 Fairfax, VA 22030

17. UNREASONABLE CHARGES. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed.

In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance the Fairfax City Purchasing Resolution.

18. PRECEDENCE OF TERMS: The following General Terms and Conditions, VENUE, ANTI-

DISCRIMINATION, OFFICIALS NOT TO BENEFIT, IMMIGRATION REFORM AND CONTROL ACT OF

1986, DEBARMENT STATUS, ANTITRUST, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions (Appendix A) and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

19. QUALIFICATIONS OF BIDDERS: The City may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the City all such information and data for this purpose as may be requested. The City reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The City further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the City that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

20. ADDITIONS/DELETIONS: The City reserves the right to add similar items/services or delete items/services specified in the resultant contract as requirements change during the period of the contract. Fairfax City and the Contractor will mutually agree to prices for items/services to be added to the contract. Contract amendments will be issued for all additions or deletions.

21. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs.

This remedy shall be in addition to any other remedies which the City may have.

22. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

mailto:accountspayable@fairfaxva.gov

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $500,000. Up to $1,000,000 based on contract.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate.

Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The City of Fairfax shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit.

23. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the City will publicly post such notice on the Virginia Business Opportunities website (www.eva.virginia.gov).

24. COOPERATIVE PROCUREMENT: Bidders are advised that the resultant contract(s) may be extended, with the authorization of the Bidder, to other public bodies, or public agencies or institutions of the United States to permit their use of the contract at the same prices and/or discounts and terms and conditions of the resulting contract. If any other public body decides to use the final contract, the Contractor(s) must deal directly with that public body concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing and payment. The City of Fairfax acts only as the "Contracting Agent" for these public bodies. Failure to extend a contract to any public body will have no effect on consideration of your bid.

It is the Contractors responsibility to notify the public body(s) of the availability of the contract(s).

Other public bodies desiring to use this contract must make their own legal determination as to whether the use of this contract is consistent with their laws, regulations, and other policies.

Each public body has the option of executing a separate contract with the Contractor(s). Public bodies may add terms and conditions required by statute, ordinances, and regulations, to the extent that they do not conflict with the contract’s terms and conditions. If, when preparing such a contract, the general terms and conditions of a public body are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that public body. The City of Fairfax shall not be held liable for any costs or damages incurred by another public body as a result of any award extended to that public body by the Contractor.

25. REFERENCES: Bidders shall provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number.

26. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, http://www.eva.state.va.us/ qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

27. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance.

28. E-VERIFY PROGRAM: Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with the City to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with the City for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

29. REQUIRED DOCUMENTATION:

The Offeror shall include the documentation listed specified in the Check List along with their bid for IFB 126379 Compost Collection Services.

Check List

IFB REFERENCE SECTION

RESPONSE

INCLUDED

Yes No

Attachment 3, Bid Submission Form

Attachment 4, Appendix B – References