Municipal and Residential Waste Collection Services Invitation to Bid.pdf

CITY OF SOUTHGATE

INVITATION TO BID

MUNICIPAL & RESIDENTIAL SOLID WASTE COLLECTION AND

DISPOSAL,

RECYCLING & COMPOSTING PROGRAM

Bid Packets are available at:

City of Southgate

14400 Dix-Toledo

Southgate, MI 48173

Proposals must be received by Monday, October 28, 2024 at 2:00 P.M.

Sealed bids for City of Southgate Residential Solid Waste, Yard Waste Collection and

Disposal, and Curb Side Recycling Service will be received by the City of Southgate in the Office of the City Clerk, 14400 Dix-Toledo, Southgate, MI 48195, until 2:00 P.M. on

Monday, October 28, 2024, and the bids will be publicly opened a short time thereafter.

Proposals submitted by telephone, fax transmission, or email will not be accepted.

Work related to this project consists of furnishing all necessary labor, supervision, equipment, insurance and supplies for the collection and transportation of municipal and residential solid waste, compost materials, and recyclable products. The City is seeking proposals for 3, 5, and 8 year terms, and for both “all in” (collection, hauling, and disposal) services, and for collection and hauling services only. Bids are solicited to serve approximately 10,000 residential customers, five (5) city owned facilities consisting of;

City Hall, Civic Center, Animal Control Facility, Golf Course Restaurant, Police

Department/Fire Department. Also, the City utilizes a large roll off system for leaf collection and miscellaneous refuse at the Department of Public Services yard.

Each bid must be accompanied by an acceptable bid surety bond in the form of a certified check, cashier’s check, or standard form bid bond, made payable to the City of Southgate, in an amount of not less than five (5) percent of the first year base bid, as submitted.

Failure of any accepted bidder to enter into a contract for this work will cause forfeit of the bid surety bond After contracts for the work have been signed, all bid securities will be returned to the unsuccessful bidders.

The City of Southgate will award a contract within ninety (90) calendar days from the date of opening bids. The accepted bidder will be required to furnish a satisfactory performance bond and labor and materials payment bond, each in an amount equal to 100 percent of the first year of the contract, as well as proof of the required insurance coverage. These bonds will need to be renewed and resubmitted annually for the duration of the contract.

Bids may be withdrawn up to the time and date of the bid opening. After the bid opening, bids may not be withdrawn for a period of ninety (90) days thereafter. Bids arriving after the scheduled bid opening date and time will not be opened nor considered by the City for this project.

The City of Southgate reserves the right to waive any irregularity or informality in bids, to reject any and/or all bids, in whole or in part, to select various options, or award any contract to other than the low bidder, should it be deemed in the City’s best interest to do

so. Past performance on City contracts will also be taken under consideration.

INSTRUCTIONS TO BIDDERS

1. EXAMINATION OF BID DOCUMENT: Before submitting a bid, bidders shall carefully examine the specifications and shall fully inform themselves as to all existing conditions and limitations. The bidder shall indicate in the bid the sum to cover the cost of all items included on the bid form. The bidder shall familiarize oneself with the City of Southgate City Charter and Section 1060 of the City’s

Codified Ordinances.

2. PREPARATION OF BID: The bid shall be legibly prepared in ink or typed. If a unit price or extension already entered by the bidder on the Bid Document is to be altered, it shall be crossed out and the new unit price or extension entered above or below and initialed by the bidder with ink. The bid shall be legally signed and the complete address of the bidder given thereon. All bids shall be tightly sealed in an opaque envelope, properly identified and addressed to the City Clerk. Bids opened by mistake, due to improper identification, will be so documented and resealed. The

City will maintain and guarantee confidentiality of the contents until the specified opening date and time.

3. EXPLANATION TO BIDDERS: Any explanation desired by a bidder regarding the meaning or interpretation of the Invitation to Bid (ITB) and attachments must be requested in writing, with sufficient time allowed for a reply no later than three days prior, to reach all prospective bidders before the submission of their bid. Any information given to a prospective bidder concerning the ITB will be furnished to all prospective bidders as an amendment or addendum to the ITB if such information would be prejudicial to uninformed bidders. Receipt of amendments or addenda by a bidder must be acknowledged in the bid by attachment, or by letter, telegram, fax, or email. received before the time set for opening the bids. Oral explanation or instructions given prior to the opening will not be binding.

4. WITHDRAWAL OF BIDS: Bids may be withdrawn in person by a bidder or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the exact time set for receipt of bid. No bid may be withdrawn for at least 90 days after bid opening.

5. ALTERNATE BIDS: Bidders are to submit their bids in the precise format displayed in the Bid Document. However, the City of Southgate welcomes alternate approaches to the various aspects of the services herein described, and will consider alternatives and/or options submitted in writing, attached to their base bid submission.

6. LATE BIDS: Any bid received at the office designated herein after the exact time specified for receipt, will not be considered. (Note: The City reserves the right to consider bids that have been determined by the City to be received late due to mishandling by the City after receipt of the bid and no award has been made.)

7. UNIT PRICES: If there is a discrepancy between unit prices and their extension, unit prices shall prevail. The quantities shown in the Bid Proposal Form are approximate only. Contractor shall be paid based on actual quantities and the unit prices provided.

8. PRE-BID MEETING: A mandatory Pre-Bid Meeting of all interested parties is scheduled for Wednesday October 16, 2024 at 10:00am. The meeting will take place at Southgate City Hall located at 14400 Dix-Toledo Southgate, MI 48195. Any bidder not present at this meeting shall have their bid disqualified. During this time the City shall answer any questions of the bidders. One week after the meeting the City shall make a list of questions and answers available to all participants at the meeting.

9. MICHIGAN PUBLIC ACT 115: It will be required that the successful bidder shall furnish complete equipment, labor, supervision, machinery, materials and all necessary supplies to perform all of the work required under these Contract

Documents and to provide a legal disposal site as documented by a letter of acceptance and copy of licensure from said site (for “all in” proposals) as defined in

Michigan Public Act 115 as amended for the disposal of municipal refuse. Further the successful bidder shall be able to verify in writing that recyclables are in fact being recycled in a manner acceptable to the City.

10. TIMETABLE-The Bidders shall have the option to bid the contract terms in the following manner:

Option A. Three year term

Option B. Five year term

Option C. Eight year term

NON-COLLUSION AFFIDAVIT

STATE OF MICHIGAN

COUNTY OF ____________________

__________________________________________________, being first duly sworn, deposes and says that:

1. They are the _________________________of ______________________________, (owner, partner, officer, representative. or agent) the bidder that has submitted the attached bid;

2. They are fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid;

3. Such bid is genuine and is not a collusive or sham bid;

4. Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other bidder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder or person to fix the price or prices in the attached bid or of any other bidder, or, to fix any overhead, profit or cost element of the bid price or the bid price of any other bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Southgate or any person interested in the proposed contract; and,

5. The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed) ___________________________

Title

Subscribed and sworn to before me this ______ day of ___________, 2024. ___________________________

Notary

My Commission Expires: ______

SPECIAL CONDITIONS

A. CONTRACT DOCUMENTS: These documents have been prepared to obtain a solid waste and compost collection contractor for the City to serve approximately

10,000 residential customers and five city owned facilities. The City reserves the right to add or subtract services outside of the basic, solid waste collection services and to assign the location to dispose of solid waste material.

B. PERFORMANCE BOND: A performance bond shall be furnished in the amount of the first year contract amount ensuring the City of faithful performance of all the provisions of the contract, and the satisfactory performance of equipment required hereunder. The bond shall be renewed and effective for each year of the contact. The surety on the bond shall be duly authorized to do business in the

State of Michigan and shall be a United States company.

C. EQUAL EMPLOYMENT OPPORTUNITY: In connection with the performance of work under this contract, the Contractor agrees not to discriminate against any employee or application for employment because of race, religion, color or national origin. The Contractor shall further not discriminate against any employee or applicant to be employed in the performance of this contract with respect to his/her hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment because of age or disability, except where based on a bona-fide occupational qualification. In the event of the Contractor’s non-compliance with this non-discrimination clause of this contract, the contract may be terminated or suspended in whole or in part, and the Contractor may be declared ineligible for further City of Southgate contracts.

D. RESIDENTIAL SOLID WASTE COLLECTION LICENSE: The selected

Contractor will receive a license for collection and disposal of commercial and residential solid waste in the City of Southgate. However, other contractors who wish to collect commercial solid waste in the City of Southgate are required to obtain a license from the City for an annual fee as stipulated by City Ordinance.

E. RESOLUTIONS OF RESIDENT’S CONCERNS: The Contractor is expected to professionally and courteously listen to, and resolve solid waste collection issues brought to his/her attention by residents. If the City is contacted by residents after unsuccessful efforts to obtain satisfaction from the Contractor, and it is determined that the Contractor is in violation with these Contract Documents, measures will be taken by the City to withhold payment from the Contractor as further outlined in this document. If problems persist, the City will take steps to terminate this contract, and issue a claim against the Contractor’s Performance

Bond.

F. CONTRACT LENGTH: The subject contract for the City is set up to cover either three (3), five (5), or eight (8) years of service. The Contractor is also requested to provide unit prices for other various services as listed on an annual basis beginning March 31, 2025. It must be understood that the City operates on a year-to-year basis. If the City should find itself unable to continue to finance a solid waste program, it retains the option to terminate this contract at each anniversary date with a 60 day notice.

G. EDUCATIONAL COMPONENT: The selected Contractor will be expected to prepare a brochure explaining various elements of the solid waste/recycling/yard waste collection program. A brochure designed to inform and educate the public is to be sent out once each year (Spring) to all City residents either by mail or a mutually agreed upon publication. This written material must first be reviewed and approved by the City. The City will provide the Contractor with a list of customer names and addresses. The selected Contractor will also provide additional copies of the brochure to the Building Department to be distributed to new residents.

H. SUPERVISION: The Contractor shall at all times have a supervisor in close proximity of the City able to address any problem that could arise during routine collection procedures. If, in the sole discretion of the Director of Public Services or designee, this supervisor is determined to be ineffective or unknowledgeable of the contract documents, upon the City’s request, he/she shall be removed by the

Contractor and immediately replaced with an acceptable project supervisor. Said supervisor shall check in with the City DPW office as needed during the day in which solid waste collection activities are taking place.

INSURANCE REQUIREMENTS

Should probably check with our insurance carriers to see if these insurance limits are still the norm. The Contractor shall defend, indemnify and save harmless the City of

Southgate, its officials, employees, departments, agents, boards, council and volunteers against and from all claims, judgments, losses, damages, demands, payments, recoveries, legal proceedings and decrees of every nature and expense to persons or property occasioned, wholly or in part by the negligent act or omissions of the Contractor, his/her agents, employees or subcontractors.

The Contractor shall furnish within five (5) days of Notice of Award, certificate(s) of insurance providing insurance coverage as follows:

(A) Workers’ Compensation Insurance - Covering all persons engaged in work under this contract to the full statutory limits stipulated in the Michigan Workers’

Compensation Act.

(B) Comprehensive General Liability Insurance - Including premises and operations, including XCU coverage, if the nature of the contract requires XC or U work.

Product and completed operations, contractual and independent contractor’s protection with limits as follows:

Bodily Injury $1,000,000 each occurrence

$2,000,000 aggregate

Property Damage $1,000,000 each occurrence or $2,000,000 aggregate

Bodily Injury/

Property Damage $2,000,000 CSL

Umbrella Coverage $5,000,000 each occurrence

(Pollution Liability) $5,000,000 aggregate

(C) Automobile Liability Insurance - Including owned, non-owned and hired motor vehicles as well as Michigan Property Protection Insurance as required by statute.

Limits as follows:

Bodily Injury $1,000,000 each occurrence

$2,000,000 aggregate

Property Damage $2,000,000 each occurrence or $2,000,000 aggregate

Bodily Injury/

Property Damage $2,000,000 CSL

Umbrella Coverage $5,000,000 each occurrence

(Pollution Liability) $5,000,000 aggregate

The above requirements should not be interpreted to limit the liability of the Contractor under this contract. Proof that premium for said policy must also be furnished within five

(5) days of Notice of Award, and at the beginning of each year of the contract.

All insurers shall be either licensed or authorized to do business in the State of Michigan.

At a minimum, the insurer shall have a Best’s rating of A.

These coverage’s shall protect the Contractor, its employees, agents, representatives and subcontractors against claims arising out of the work performed. The City of Southgate, its agents and employees shall be included as additionally insured with respect to all liability policies herein.

A thirty (30) day cancellation clause with notice to the City of Southgate shall be included; words modifying the cancellation clause such as “endeavor to provide notice” will be unacceptable and must be stricken.

It shall be the Contractor’s responsibility to provide similar insurance for each sub-contractor or to provide evidence that each subcontractor carries such insurance in like amount prior to the time such sub-contractor proceeds to perform under this contract.

A current certificate of coverage meeting the above requirements shall be provided to the

City on an annual basis through the duration of this contract term.

PROPOSAL/BID DOCUMENT

TO: CITY OF SOUTHGATE

1. The undersigned, having familiarized himself/herself with the existing conditions of the project area affecting the cost of the work, and with these Contract

Documents (which includes Invitation for Bids, Instructions to Bidders, the

Proposal/Bid Document, Bid Bond, Agreement, Non-Collusion Affidavit, General

Specifications, Special Conditions, Terms and Conditions, Insurance

Requirements, and Addenda Nos. _____, _____, _____, and _____, issued thereto and Surety Bond or Bonds on file in the Public Works Department Office, hereby proposes to furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment and services, including utility and transportation services, and to perform and complete all work required for the collection and disposal of solid waste and yard waste at the prices hereinafter set forth:

OPTION 1 “ALL IN” COLLECTION AND DISPOSAL PROPOSAL – CITY OF

SOUTHGATE

OPTION 1A (OPTION 1, 3 YEAR TERM)

YEAR ONE - COLLECTION AND DISPOSAL OF RESIDENTIAL AND MUNICIPAL

SOLID WASTE, COMPOST MATERIAL, AND CURB SIDE RECYCLING SERVICE

BEGINNING March 31, 2025 UNTIL March 31, 2026 FOR FIVE (5) MUNICIPAL

FACILITIES AND APPROXIMATELY 10,000 RESIDENTIAL SITES ON A WEEKLY

BASIS.

Item Quantity Unit

Price

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

YEAR TWO - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

MUNICIPAL SOLID WASTE, COMPOST MATERIAL, AND CURB SIDE

RECYCLING SERVICE BEGINNING April 1, 2026 UNTIL March 31, 2027 FOR

FIVE (5) MUNICIPAL FACILITIES AND APPROXIMATELY 10,000 RESIDENTIAL

SITES ON A WEEKLY BASIS.

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

YEAR THREE - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2027 UNTIL March 31, 2028 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

OPTION 1B (OPTION 1, 5 YEAR TERM)

YEAR FOUR* - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2028 UNTIL March 31, 2029 FOR

SITES ON A WEEKLYBASIS.

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

OPTION 1B (OPTION 1, 5 YEAR TERM)

YEAR FIVE* - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2029 UNTIL March 31, 2030 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

OPTION 1C (OPTION 1, 8 YEAR TERM)

YEAR SIX* - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2030 UNTIL March 31, 2031 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

YEAR SEVEN* - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2031 UNTIL March 31, 2032 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

YEAR EIGHT* - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2032 UNTIL March 31, 2033 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96

OPTION 2 - COLLECTION AND HAULING PROPOSAL – CITY OF

OPTION 2A (OPTION 1, 3 YEAR TERM)

YEAR ONE - COLLECTION AND HAULING OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2025 UNTIL March 31, 2026 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

Hauling to Carleton Farms 12

Hauling to Woodland Meadows 12

YEAR TWO - COLLECTION AND HAULING OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2026 UNTIL March 31, 2027 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

YEAR THREE - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2027 UNTIL March 31, 2028 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

OPTION 2B (OPTION 1, 5 YEAR TERM)

YEAR FOUR - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2028 UNTIL March 31, 2029 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

OPTION 2B (OPTION 1, 5 YEAR TERM)

YEAR FIVE - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2029 UNTIL March 31, 2030 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

OPTION 2C (OPTION 1, 8 YEAR TERM)

YEAR SIX - COLLECTION AND DISPOSAL OF RESIDENTIAL AND MUNICIPAL

SOLID WASTE, COMPOST MATERIAL, AND CURB SIDE RECYCLING SERVICE

BEGINNING April 1, 2030 UNTIL March 31, 2031 FOR FIVE (5) MUNICIPAL

FACILITIES AND APPROXIMATELY 10,000 RESIDENTIAL SITES ON A

WEEKLY BASIS.

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

YEAR SEVEN - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2031 UNTIL March 31, 2032 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

YEAR EIGHT - COLLECTION AND DISPOSAL OF RESIDENTIAL AND

RECYCLING SERVICE BEGINNING April 1, 2032 UNTIL March 31, 2033 FOR

Months Total Price

Weekly residential solid waste collection including bulk items

10,000 12

Weekly residential yard waste collection

(April 1 through December 15, as allowable by law

10,000 12

Residential collection of Freon bearing appliances, picked up weekly or as needed

NA Each NA

Supply five (5) front loading dumpsters

(approx. 6 yard) at five (5) municipal facilities’ pick-up and dispose of waste at five (5) municipal facilities 1x per week

NA 12

Weekly Curb side Recycling Service

(weekly collection)

10,000 12

Monthly: Municipal Yard Roll Off Box

Pick Up

NA 12

Alternate 1: Contractor provided 65 gallon recycling containers

10,000 12

Alternate 2: Contractor provided 96 gallons waste containers

10,000 12

Hauling to Riverview Land Preserve 12

DISCLAMER

1. In submitting this bid, the bidder understands that the City reserves the right to reject any and all bids. If written notice of the acceptance of this bid is mailed, telegraphed or delivered to the undersigned within ninety days after the opening thereof, or at any time thereafter before this bid is withdrawn, the undersigned agrees to execute and deliver an agreement in the prescribed form and furnish the required bonds within ten days after the agreement is presented to him for signature.

2. Accompanying this bid is a surety bond or check in the amount of five percent

(5%) of the first year bid, or _________________________ Dollars

3. Attached hereto is an affidavit in proof that the undersigned has not colluded with any person in respect to this bid or any other bid for the contract for which this bid is submitted.

4. The bidder is prepared to submit a financial and experience statement upon request.

Date: ___________________, 2024, ___________________________________

(Name of Bidder)

Official Address:

________________________________ By: __________________________

(Signature)

________________________________ Title: ________________________

AGREEMENT

COMMERCIAL & RESIDENTIAL

SOLID WASTE COLLECTION AND DISPOSAL & COMPOSTING PROGRAM

THIS AGREEMENT made and entered into this ______ day of __________, 2024, by and between ________________________________ hereinafter called the “Contractor” and the CITY OF SOUTHGATE, hereinafter called the “Owner” or “City”.

In consideration of the mutual obligations set forth below, the parties agree for themselves, their personal representatives, successors, assigns as follows:

ARTICLE I - STATEMENT OF WORK: The Contractor shall furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment and services, including utilities and transportation services, and perform and complete all work required for the collection (Owner shall be responsible for disposal charges) of commercial and household solid waste, the collection and disposal of yard waste in a legal composting facility, and the collection of Freon bearing appliances in a proper and legal manner (Owner shall be responsible for disposal charges), all in strict accordance with the terms of this Agreement.

In addition Contractor shall agree to the following special conditions:

A supervisor must be available and check in with the Director of Public

Services on a daily basis when residential solid waste collection is being performed.

A $500 fine will be deducted from Contractor’s monthly invoice, each time a truck is stopped collecting solid waste before 6:00 a.m.

A $35 fine will be assessed each time a complaint is not resolved within 24 hours of notification.

A $500 fine will be deducted from Contractor’s monthly invoice for each failure to clean up spillage or litter caused by Contractor by end of work date of the day of notification.

A $1000 fine will be deducted from Contractor’s monthly invoice for failure or neglect to complete each route on the regular scheduled, and holiday collection work days.

A $100 fine will be deducted from Contractor’s monthly invoice for failure to repair and or replace residents carts within 2 working days of resident or

City request.

If the Contractor does not tag a stop that is put out at the curb improperly, it will be considered a missed stop and the Contractor must return and pick up the material within 24 hours.

The four weeks following Christmas the Contractor shall collect Christmas trees, garland and wreaths at the curb from each homeowner’s residential address.

ARTICLE II - TERM, THE CONTRACT PRICE: The term of this Contract shall commence on April 1, 2025, and the Bidder , subject to the terms and conditions set forth herein. The City will pay the Contractor for performance of the contract the estimated sum of:

YEAR ONE of the Contract (Mach 31, 2025 to March 30, 2026) per unit per month

$ Trash collection

$ Yard waste collection and disposal

Billed 12 months per year

$ Any additional services (recycling, waste container rental, etc. will be listed here)

$ Contract Total

YEAR TWO (March 31, 2026 to March 30, 2027) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

YEAR THREE (March 31, 2027 to March 30, 2028) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

YEAR FOUR* (March 31, 2028 to March 30, 2029) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

YEAR FIVE* (March 31, 2029 to March 30, 2030) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

YEAR SIX* (March 31, 2030 to March 30, 2031) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

YEAR SEVEN* (March 31, 2031 to March 30, 2032) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

YEAR EIGHT* (March 31, 2032 to March 30, 2033) per unit per month

$ Yard waste collection and disposal

Billed 12 months per year

Note: It should be noted that this contract is a unit price contract whereby the Contractor will be paid for work performed based on the amount of unit work items completed multiplied by the unit price submitted. The total bid price referred to in the “Contract Price” listed above is based on estimated quantities. Actual quantities will prevail in determining progress payments. The above pricing is based upon approximately 10,000 single family homes and the terms of Contractor’s bid sheets are attached as Exhibit “A” and incorporated herein. Contractor shall provide a performance bond equal to the cost of the first year’s service.

ARTICLE III - CONTRACT: The executed contract documents shall consist of the following:

This Agreement, Addenda

Invitation for Bids

Instructions to Bidders

Signed Copy of Bid

Insurance Requirements

Special Conditions

General Specifications

Terms and Conditions

THIS AGREEMENT, together with the other documents enumerated in this Article III, with said other documents are as fully a part of the contract as if hereto attached or herein repeated, forms the contract between the parties hereto. In the event that any provision in any component part of this contract conflicts with any provision of any other component part, the provision of the component part first enumerated in the Article III shall govern except as otherwise specifically stated.

If the City should find itself unable to continue to finance a solid waste program as specified, it retains the right to terminate this agreement at each year anniversary date.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in three (3) original copies on the day and year first above written.

Attest: CONTRACTOR

_____________________________ By: _______________________________

_____________________________ Title: ______________________________

Attest: CITY OF SOUTHGATE

_____________________________ By: _______________________________

_____________________________ Title: _____________________________

GENERAL SPECIFICATIONS

The Specifications described herein shall prevail in the event of any conflict or contradiction between them and any other part of the contract documents. These

Specifications shall include detailed requirements for the City of Southgate solid waste program.

1.00 DEFINITIONS

Whenever, in the contract documents, the following terms (or pronouns used in place of them) occur, the intent and meaning thereof shall be interpreted as follows:

Building Refuse: Shall mean waste materials from the demolition, construction, remodeling and repair on residences within the City, a small amount of which shall be accepted by the Contractor as part of the normal amount of refuse from households if the quantity does not exceed sixty (60) pounds in weight or more than 35 gallons per week, or four (4) foot in length with no nails sticking out. In greater quantity, it shall be removed by the resident or company employed by the resident to perform such work generating said material.

Bulk Item: Large pieces of furniture, such as bed springs and mattresses, non-Freon bearing appliances and other discarded materials incidental to usual routine housekeeping.

Loose trash bags will not be considered bulk.

Christmas Trees: Trees, wreaths and miscellaneous garland used for decoration to celebrate the Christmas holiday.

Director of Public Services: Shall be the primary contact person for the City of Southgate.

Compost or Compost Materials: Yard waste material bundled, placed in yard waste paper bags, or in rigid garbage type containers with handles no larger than 35-gallons marked “Yard Waste” for collection at curbside for the purpose of processing into humus or compost.

Contractor: Shall mean a private individual, firm, partnership or corporation collecting and disposing of municipal refuse pursuant to a duly authorized and executed contract with the City of Southgate to provide such services at a certain price or rate. Throughout these documents, the words “hauler” and “company” may be substituted for the term

“Contractor”.

Curbside: Shall refer to the designated physical location for the placement of refuse accumulations intended for residential service collection, composting, recycling and disposal. This designated location shall be as near as possible to the traveled streets. The intention of a curbside designation is to allow collection by the Contractor’s personnel in a rapid manner with walking or reaching requirements minimized.

Dumpster: A metal container type box , of various capacities, used for the collection of solid waste or yard waste. These containers are to be delivered to specified location and emptied as specified in these documents.

Freon Bearing Appliances: Appliances such as air conditioning units, refrigerators, dehumidifiers, freezers, etc., which contain Freon. These appliances are covered under special EPA guidelines regulating their disposal.

Garbage: All waste material of animal, fish, fowl, fruit or vegetable matter incidental to the use and storage of food for human consumption.

Household Hazardous Waste: Shall mean any waste material that may be described as ignitable, reactive, corrosive or toxic, or other such materials as defined by the Michigan

Department of Environmental Quality under the Hazardous Waste Management Act (Act

64 of 1979, as amended), including both wet and dry cell batteries, oil, oil based paint, antifreeze, asbestos, etc. This material shall not be collected.

Mixed Waste / Household Solid Waste: A mixture of garbage, rubbish, and building refuse.

Multi-Family Residence: For the purpose of this contract, multi-family residence shall mean the grouping together of more than three residential units under a common roof, including condominiums, and apartments.

Project Supervisor: Shall be the contact person for the Contractor in which the City can call at any time to resolve an issue or correct a problem. Said person shall have complete authority to direct employees and equipment operating in the City of Southgate.

Recyclable Materials: All newspapers, glass bottles and jars, ferrous and nonferrous

(aluminum) PET/HDPE plastics and such other materials as noted in these documents.

Recyclable materials shall be collected on the day that rubbish is collected.

Resident Manager: Shall mean the contractor’s operations manager responsible for the coordination of all work completed under this contract and the resolution of complaints and inquiries. The Contractor shall have substantial experience in the operation and management of a garbage and rubbish collection and recycling system.

Roll-off: A large 20 to 40-yard container used to collect and transport solid waste to a landfill, transfer station, or compost facility. This container is to be left at the City Yards site, periodically removed for disposal, and then returned for DPW use per the contract.

Rubbish: The miscellaneous solid waste material, resulting from housekeeping, will include, but not be limited to packing boxes cartons, excelsior, paper, magazines, ashes, tin cans, bottles, glassware, dishes, rubber, rags, wood (included pressure treated), leather, automobile, automobile parts, floor sweepings, etc. It will further include large pieces of furniture, bed springs, storm doors and windows, metal furniture, refrigerators, stoves, washers, dryers, dishwashers, air conditioning units, furnaces, humidifiers and dehumidifiers, hot water heaters, water closets, toilets, bathtubs, sinks, carpets and pads, and fences or fence posts not exceeding 3’ x 5’ in dimension and other discarded material incidental to the usual routine of housekeeping.

Single Family Home: For the purpose of this contract, single family homes (individual stops) shall be defined as single family homes, detached/site condominiums with each site having direct access to public roads, cluster condominiums in grouping of two or less dwelling units with direct access to public roads, duplexes, and any other individual living unit as designated by the City of Southgate.

Contractor Provided Container: 96 gallon, wheeled container with attached lid. The City may request a limited number of 65 gallon trash carts (instead of 95 gallon) for some residents.

Recycling Container: 65 Gallon plastic container, with handles, and recyclables labeling.

Solid Waste: A mixture of garbage, rubbish and building refuse.

Surety: Shall mean the party who is bound with/for the contractor to insure the performance of the contract. Surety shall be a U.S. company

Unit Rate: The monthly rate or fee charged by the Contractor for various collection, processing and disposal services (as described herein) prorated on a unit basis, i.e., per single-family residence, multi-family residence, commercial site, etc.

Yard Waste: The miscellaneous waste material resulting from landscaping a home will include, but not be limited to grass, weeds, leaves, shrub clippings, twigs, tree trimmings

(if not over two inches in diameter, four feet in length and tied in bundles and not to exceed sixty pounds). Also included shall be Christmas trees (whole), garden waste material, dirt incidental to minor plantings, etc.

TYPE OF COLLECTION (Unless additional options are selected as a result of the bidding process)

2.00 RESIDENTIAL

A. Solid Waste Collection and Disposal: The Contractor shall provide for the weekly collection, transportation and disposal (if “all in” option is selected) of household solid waste. This contract item shall include the collection and disposal of bulk items. All solid waste collected under this program shall be disposed of at a properly licensed and permitted landfill.

All household solid waste is required to be placed at the curb by the homeowner.

Each homeowner will be allowed to place an unlimited amount of household solid waste out each week. In addition to household solid waste, the Contractor will be expected to collect any bulk items left at the curb by the homeowner.

B. Commingled Recycling: Contractor shall provide recycling services. Weekly collection and transportation of commingled recyclables placed into, or next to thirty-five gallon carts, as specified below, and placed at the curb side by residents at the same time as the household solid waste and yard waste. The “curbside” recycling program includes the following items: glass, plastics, ferrous and non-ferrous metals, and paper.)

C. Yard Waste Collection and Processing: The Contractor will collect yard waste on a weekly basis. The Contractor shall provide separate yard waste collection from the first full week of April through the second week of December of each contract year, with the exception that Christmas trees and Christmas garland may be collected separate from Household solid waste and processed as compost/yard waste in accordance with the specifications below. The Contractor shall, once each year, collect from each residence a discarded Christmas tree of any size (trees over 6 foot cut in ½ by the resident) along with miscellaneous Christmas garland, if placed at the curbside.

Residents will be required to place grass and leaves in yard waste paper bags or properly marked 32-35 gallon containers with formed handles that are placed at the curbside. Containers shall be marked with a “Yard Waste Only” or “Compost” sticker. Other yard waste, such as tree limbs and brush, shall be tied in bundles, not to exceed four feet in length, two inches in diameter, 18 inches around and sixty pounds per bundle.

D. Containers:

A. Eligible Recyclables: Contractor shall provide recycling services allowing for a collection of recyclable material such as glass, plastics, ferrous and non-ferrous metals, paper, etc. placed in a single approved container for collection at curbside.

B. Household Solid Waste/Yard Waste: Contractor will collect Solid Waste in 65 gallon carts, 95 gallon carts, or 32-35 gallon containers with formed handles

E. Bulk Item Collection and Disposal:

The Contractor shall collect and dispose of all bulk items for all single-family residential locations within the city on a weekly schedule on the same day as the regularly scheduled pickup. Residents are not required to call in advance for bulk item pick up. Residents must have bulk items, permitted under this contract, at the curbside before 6:00 a.m. of their regular collection day. The contractor shall complete collection by 6:00 pm on the collection day.

Bulk items to be picked up under this contract shall include, but not be limited to the following household discards: Washers, dryers, microwave ovens, stoves, hot water heaters, carpet and pads, furniture, storm doors and windows lawn furniture, concrete blocks (4 per home per year weighing no more than 50 pounds each less than 1 foot square each) fence parts or sections no larger than 3’ x 5’ and similar household rubbish, as well as all other items listed in the Bid Request and

Instructions. Residents shall be charged $_____ per item, for Freon bearing appliances.

Large items subject to exclusion under…