QR - Compost Collection and Maintenance.pdf

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City of Knoxville Purchasing Division

Quote Request This is not a sealed bid. See instructions below for submission options.

The City of Knoxville requests your delivered price for food scrap collection and compost pile maintenance per attached specifications.

This project is funded in part by the Tennessee Department of Environment and Conservation. By submitting a quote you agree to the clauses listed herein.

Scope of Work:

The City of Knoxville is seeking quotes from qualified compost management companies for the provision of food waste hauling. The project involves the collection and transportation of food waste from public drop-off locations to designated composting sites as well as the ongoing maintenance of the compost piles. The term of the agreement is to be for one year, with two one-year renewal options.

Food Waste Collection:

• Regularly collect food waste from the designated drop-off points on scheduled dates and times.

• Ensure the use of appropriate containers and bins for the safe and efficient collection of food waste.

• Weigh and record the collected food waste quantities at each drop-off location.

Transportation:

• Safely and efficiently transport the collected food waste to the designated composting facilities.

• Comply with all relevant transportation regulations and safety standards.

• Minimize environmental impact through the use of sustainable practices.

• Implement spill response plans and take immediate action in the event of any accidental spills during transportation.

Compost Pile/Cart Maintenance:

• Ensure only accepted food scraps are being dumped into the designated compost piles.

• Properly maintain the piles by adding wood chips, monitoring the temperature, and monitoring the moisture.

• Turn the compost piles as needed.

• Ensure food scrap collection carts are clean and properly labeled.

• Ensure public food scrap drop-off locations are properly labeled and maintained, reporting any issues to the Waste and Resources Management staff.

Collaboration with the Waste and Resources Management Office and Community Partners:

• Communicate all concerns, suggestions, or need for potential changes to the Waste and Resources Management Office.

• Collaborate with other partners of the Knoxville Compost Project to ensure efficiency, best practices, and any process improvements.

Reporting and Documentation:

• Maintain accurate records of food waste collection, including weights, dates, and locations.

• Generate regular reports detailing the collected food waste quantities and any notable incidents or issues encountered.

• Provide comprehensive documentation, as required, to demonstrate compliance with regulations and contractual obligations.

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In order for your quote to be considered for award, your completed form must be received by the Purchasing Office by no later than 2:30 p.m. (Eastern Time) on August 22, 2025. Late submissions will not be accepted.

Instructions and Conditions:

By submitting a quote to the City of Knoxville, the submitter warrants the following:

1. The quote is good for 60 days.

2. The Quoter is licensed to conduct business in the City or County where it is headquartered.

3. The Quoter will use environmentally friendly products and services whenever possible.

4. The Quoter has not entered into any collusion with any person in respect to the pricing of this order or any other.

5. The Quoter represents and agrees to the termination clause (if applicable) and indemnification clause attached to this document.

6. The Quoter, to the best of its knowledge and belief, does not engage in investment activities in Iran and is not on the list created pursuant to T.C.A § 12-12-106.

https://www.tn.gov/content/dam/tn/generalservices/documents/cpo/library/public-information-library/iran-divestment-act-list-of-entities-10.15.24.pdf

7. The Quoter is responsible for full compliance with all applicable federal, state, and local laws, rules and regulations.

8. Inclement Weather: During periods of inclement weather, the Purchasing Division will enact the following procedures with regard to solicitations and weather delays:

• If City offices are closed due to inclement weather on the date that quotes are due into the Purchasing

Office, all solicitations due that same day will be moved to the next operational business day.

• The City of Knoxville shall not be liable for any commercial carrier’s decision regarding deliveries during inclement weather.

9. Modifications: If modifications to this document are necessary, such changes will be made in the form of an addendum, posted to the Purchasing website: www.knoxvilletn.gov/bids. It is the vendor's responsibility to review the website to ascertain whether such addenda have been posted.

10. Insurance Requirements: When applicable and prior to the commencement of the contract, contractor must, at its sole expense, obtain and maintain in full force and effect for the duration of the Agreement and any extension hereof at least the following types and amounts of insurance for claims which may arise from or in connection with this Agreement. Contractor shall furnish the City of Knoxville with properly executed certificates of insurance which shall clearly evidence all insurance required by the City. All insurance must be underwritten by insurers with an A.M.

Best rating of A-VIII or better. Such insurance shall be at a minimum the following:

A. Commercial General Liability Insurance: occurrence version commercial general liability insurance, and if necessary, umbrella liability insurance, with a limit of not less than $2,000,000 each occurrence for bodily injury, personal injury, property damage, and products and completed operations. If such insurance contains a general aggregate limit, it shall apply separately to the work/location in this Agreement or be no less than $3,000,000.

Such insurance shall:

a) Contain or be endorsed to contain a provision that includes the City, its officials, officers, employees, and volunteers as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. The coverage shall contain no special limitations on the scope of its protection afforded to the above-listed insureds. Proof of additional insured status up to and including copies of endorsements and/or policy wording will be required.

b) For any claims related to this project, Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, officers, employees, and volunteers. Any insurance or self-insurance programs covering the City, its officials, officers, employees, and volunteers shall be excess of Contractor's insurance and shall not contribute with it.

c) At the sole discretion of the City, dedicated limits of liability for this specific project may be required.

B. Automobile Liability Insurance: including vehicles owned, hired, and non-owned, with a combined single limit of not less than $1,000,000 each accident. Such insurance shall include coverage for loading and

3 | P a g e unloading hazards. Insurance shall contain or be endorsed to contain a provision that includes the City, its officials, officers, employees, and volunteers as additional insureds with respect to liability arising out of automobiles owned, leased, hired, or borrowed by or on behalf of Contractor.

C. Workers' Compensation Insurance: Contractor shall maintain workers' compensation insurance with statutory limits as required by the State of Tennessee or other applicable laws and employers' liability insurance with limits of not less than $500,000. Contractor shall require each of its subcontractors to provide Workers' Compensation for all of the latter's employees to be engaged in such work unless such employees are covered by Contractor's workers' compensation insurance coverage.

D. Other Insurance Requirements:

Contractor shall:

• Prior to commencement of services, furnish the City with original certificates and amendatory endorsements effecting coverage required by this section and provide that such insurance shall not be cancelled, allowed to expire, or be materially reduced in coverage except on 30 days' prior written notice to the City Attorney of Knoxville, P.O. Box 1631, Knoxville, Tennessee 37901. Proof of policy provisions regarding notice of cancellation will be required.

• Upon the City's request, provide certified copies of endorsements and policies if requested by the City in lieu of or in addition to certificates of insurance. Copies of policies will only be requested when contracts are deemed to be extremely or uniquely hazardous, include a dollar amount that is significant to the overall budget of the City or a City Department, or the coverage(s) may not follow standard insurance forms. A policy will only be requested after the City's Risk Manager has reviewed the contract and proof of coverage has been provided. Should the certificate of insurance refer to specific coverage wording or endorsements(s), proof of such policy wording or endorsement(s) will be required.

• Replace certificates, policies, and endorsements for any such insurance expiring prior to completion of services.

• Maintain such insurance from the time services commence until services are completed. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

• If Contractor cannot procure insurance through an insurer having an A.M. Best rating of A-VIII, Contractor may, in the alternative, place such insurance with insurer licensed to do business in Tennessee and having A.M. Best Company ratings of no less than A. Modification of this standard may be considered upon appeal to the City Law Director.

• Require all subcontractors to maintain during the term of the Agreement Commercial General Liability insurance, Business Automobile Liability insurance, and Workers' Compensation/Employer's Liability insurance (unless subcontractor's employees are covered by Contractor's insurance) in the same manner as specified for Contractor. Contractor shall furnish subcontractors' certificates of insurance to the City without expense immediately upon request.

• Large Deductibles/Self-Insured Retentions: Any deductibles and/or self-insured retentions greater than $50,000 must be disclosed to and approved by the City of Knoxville prior to the commencement of services. Use of large deductibles and/or self-insured retentions may require proof of financial ability as determined by the City.

• Waiver of Subrogation Required: The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, and employees for losses arising from work performed by Contractor for the City. Proof of waiver of subrogation up to and including copies of endorsements and/or policy wording will be required.

• Occurrence Basis Requirement: All general liability policies must be written on an occurrence basis, unless the Risk Manager determines that a claims made basis is reasonable in the specific circumstance.

Use of policies written on a claims made basis must be approved by the City. Risk Manager and retroactive dates and/or continuation dates must be provided to the City prior to commencement of any work performed. Professional Liability and Environmental Liability (Pollution Coverage) are most commonly written on a claims made basis and are generally acceptable in that form.

11. Indemnification Clause: Contractor shall defend, indemnify and hold harmless the City, its officers, employees and agents from any and all liabilities which may accrue against the City, its officers, employees and agents or any third

4 | P a g e party for any and all lawsuits, claims, demands, losses or damages alleged to have arisen from an act or omission of Contractor in performance of this Agreement or from Contractor's failure to perform this Agreement using ordinary care and skill, except where such injury, damage, or loss was caused by the sole negligence of the City, its agents or employees.

Contractor shall save, indemnify and hold the City harmless from the cost of the defense of any claim, demand, suit or cause of action made or brought against the City alleging liability referenced above, including, but not limited to, costs, fees, attorney fees, and other expenses of any kind whatsoever arising in connection with the defense of the City; and Contractor shall assume and take over the defense of the City in any such claim, demand, suit, or cause of action upon written notice and demand for same by the City. Contractor will have the right to defend the City with counsel of its choice that is satisfactory to the City, and the City will provide reasonable cooperation in the defense as Contractor may request. Contractor will not consent to the entry of any judgment or enter into any settlement with respect to an indemnified claim without the prior written consent of the City, such consent not to be unreasonably withheld or delayed. The City shall have the right to participate in the defense against the indemnified claims with counsel of its choice at its own expense.

Contractor shall save, indemnify and hold City harmless and pay judgments that shall be rendered in any such actions, suits, claims or demands against City alleging liability referenced above.

The indemnification and hold harmless provisions of this Agreement shall survive termination of the Agreement.

12. Termination: The City may terminate this Agreement at any time, with or without cause, by written notice of termination to the Contractor.

If the City terminates this Agreement, and such termination is not a result of a default by the Contractor, the Contractor shall be entitled to receive as its sole and exclusive remedy the following amounts from the City, and the City shall have no further or other obligations to the Contractor: the amount due to the Contractor for work executed through the date of termination, not including any future fees, profits, or other compensation or payments which the Contractor would have been entitled to receive if this Agreement had not been terminated.

The City may, by written notice of default to the Contractor, terminate the whole or any part of this Agreement if the Contractor fails to perform any provisions of this Agreement and does not cure such failure within a period of ten

(10) days (or such longer period as the Purchasing Agent may authorize in writing) after receipt of said notice from the Purchasing Agent specifying such failure. If this Agreement is terminated in whole or in part for default, the City may procure, upon such terms and in such manner as the Purchasing Agent may deem appropriate, supplies or services similar to those terminated.

13. Renewal Pricing: All agreement pricing shall remain firm and fixed for the period of one year following contract execution. After the completion of the first full year term and any renewal terms thereof, the Contractor may adjust the contract price in accordance with the increase or decrease, if any, in the Consumer Price Index (CPI), using a basis of such adjustment the “Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W)” (“Index”) not seasonally adjusted for the month prior to the term expiration, published by the Bureau of Labor Statistics of the United States Department of Labor, excepting that the maximum annual increase shall not exceed 5% (“annual cap”).

The City reserves the right to renegotiate the annual cap based on extreme market conditions.

The new rate for each year will be calculated as per the following example:

CPI for current period (Current August Index): 694.71 - CPI for previous period (Prior year August Index): 683.84 = Index point change 10.87

Index point change (10.87) ÷ Prior year August Index (683.84) = 0.02 x 100 = 2.0% index change 2.0% index change x current contract price = New Price

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The increase in the price may occur after Contractor has given the City written notice of such change and received written approval of the increase from the City’s Contract Manager.

Submission Instructions:

Prior to submitting their quote, vendors are to be registered with the Purchasing Division through the City of Knoxville’s online Vendor Registration system. Instructions for registering on-line are available at www.knoxvilletn.gov/purchasing.

Bids may be submitted electronically via email or through the City’s Procurement website. A hard copy may be delivered to the Purchasing Division. Only one type of submission is required.

1. Hard Copy Submission Instructions:

Each quote delivered via hardcopy must be submitted in an envelope addressed to the City of Knoxville Purchasing Division at the City/County Building, 400 Main Street, Room 667-674, Knoxville, TN 37902. Each envelope containing a quote must be plainly marked on the outside as: “Compost Collection and Maintenance.”

2. Email & Fax Submission Instructions:

• Quotes can be submitted via email to James McKeehan, Assistant Purchasing Agent for the City of

Knoxville, at jmckeehan@knoxvilletn.gov.

• Quotes can be faxed to 865-215-2277 attention to James McKeehan, Assistant Purchasing Agent for the

City of Knoxville.

3. Electronic Submission Instructions:

Electronic submissions can be submitted online through the City’s Procurement website. If submitting electronically, a paper bid is not required. All vendors must register in order to submit an electronic file.

Step One: Register as a City of Knoxville vendor (Vendors are encouraged to complete this step now to ensure seamless submission process prior to deadline.)

To register as a vendor:

• Visit the website at www.knoxvilletn.gov/purchasing

• Click the “Vendor Registration” link

• Click the link titled “Click here to register as a City of Knoxville Vendor”

• Follow the prompts to complete online registration. There is no cost to register as a vendor with the City of

Knoxville.

o Note: An account activation email will be emailed to you and may be sent to your spam or junk folder.

DO NOT WAIT UNTIL SUBMISSION DEADLINE TO REGISTER AS A VENDOR. The electronic submission link will be disabled at 2:30:00 p.m. Eastern Time. Vendors will not have the ability to submit any electronic files once the deadline has passed and the City will accept no late submissions.

Step Two: Submit all materials electronically as one (1) file to City’s Procurement website PRIOR to 2:30:00 p.m.

(Eastern Time) on the submission due date.

To submit electronic file:

• Visit the City’s solicitation website at https://www.bidnetdirect.com/tennessee/cityofknoxville

• Select “Compost Collection and Maintenance”

• Click “Place Bid” (located in the blue bar at top of screen)

• Follow the prompts to upload and submit electronic file o The City prefers only one (1) bid file per submission. Please use the following naming convention, listing the firm’s name followed by the title of the project. Example: “ABC Company - Compost Collection and Maintenance.pdf.” Should you need to merge multiple documents into one PDF please utilize Google to download a free software intended for merging pdf documents.

Please complete the Quote Section and send your written quote via one of the methods above by either submitting a hardcopy or an electronic copy to the City of Knoxville Purchasing Division.

http://www.knoxvilletn.gov/purchasing https://www.bidnetdirect.com/tennessee/cityofknoxville

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Quote Section

Having carefully examined the specification detailed above, and agreeing to the clauses below we hereby propose to furnish the supervision, labor, materials, equipment, delivery, and services as stated for the following sum:

Quoted Price Per Year $ ______________________________________________________________________________

Company Name: ____________________________________________________________________________________

By: ____________________________________________ Name: ____________________________________________ Signature Printed

Date: ______________________________________________ Title: __________________________________________

Email: _____________________________________________ Phone: ________________________________________

Required State of Tennessee Clauses

Conflicts of Interest.

The contractor warrants that no part of the total Grant Contract Amount shall be paid directly or indirectly to an employee or official of the State of Tennessee as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Contractor in connection with any work contemplated or performed relative to this Contract.

Lobbying.

The contractor certifies, to the best of its knowledge and belief, that:

a. No federally appropriated funds have been paid or will be paid, by or on behalf of the contractor, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

b. If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this contract, grant, loan, or cooperative agreement, the Contractor shall complete and submit Standard Form-LLL, “Disclosure of Lobbying Activities,'' in accordance with its instructions.

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c. The Contractor shall require that the language of this certification be included in the award documents for all subcontractors at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into and is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. § 1352

Nondiscrimination.

The Contractor hereby agrees, warrants, and assures that no person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of this Grant Contract or in the employment practices of the Contractor on the grounds of handicap or disability, age, race, color, religion, sex, national origin, or any other classification protected by federal, Tennessee state constitutional, or statutory law. The Contractor shall, upon request, show proof of nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

Public Accountability.

If the Contractor is subject to Tenn. Code Ann. § 8-4-401 et seq., or if this Grant Contract involves the provision of services to citizens by the Contractor on behalf of the State, the Contractor agrees to establish a system through which recipients of services may present grievances about the operation of the service program. The Contractor shall also display in a prominent place, located near the passageway through which the public enters in order to receive Grant supported services, a sign at least eleven inches (11") in height and seventeen inches (17") in width stating:

NOTICE: THIS AGENCY IS A RECIPIENT OF TAXPAYER FUNDING. IF YOU OBSERVE AN AGENCY DIRECTOR OR EMPLOYEE ENGAGING IN ANY ACTIVITY WHICH YOU CONSIDER TO BE ILLEGAL, IMPROPER, OR WASTEFUL, PLEASE CALL THE STATE

COMPTROLLER’S TOLL-FREE HOTLINE: 1-800-232-5454.

The sign shall be on the form prescribed by the Comptroller of the Treasury. The Grantor State Agency shall obtain copies of the sign from the Comptroller of the Treasury, and upon request from the Contractor, provide Contractor with any necessary signs.

Public Notice.

All notices, informational pamphlets, press releases, research reports, signs, and similar public notices prepared and released by the Contractor in relation to this Grant Contract shall include the statement, “This project is funded under a grant contract with the State of Tennessee, Department of Environment and Conservation.” All notices by the Contractor in relation to this Grant Contract shall be approved by the State.

Records.

The Contractor and any approved subcontractor shall maintain documentation for all charges under this Grant Contract. The books, records, and documents of the Contractor and any approved subcontractor, insofar as they relate to work performed or money received under this Grant Contract, shall be maintained in accordance with applicable Tennessee law. In no case shall the records be maintained for a period of less than five (5) full years from the date of the final payment. The Contractor’s records shall be subject to audit at any reasonable time and upon reasonable notice by the Grantor State Agency, the Comptroller of the Treasury, or their duly appointed representatives.

The records shall be maintained in accordance with Governmental Accounting Standards Board (GASB) Accounting Standards or the Financial Accounting Standards Board (FASB) Accounting Standards Codification, as applicable, and any related AICPA Industry Audit and Accounting guides.

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In addition, documentation of grant applications, budgets, reports, awards, and expenditures will be maintained in accordance with U.S. Office of Management and Budget’s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Grant expenditures shall be made in accordance with local government purchasing policies and procedures and purchasing procedures for local governments authorized under state law.

The Contractor shall also comply with any recordkeeping and reporting requirements prescribed by the Tennessee Comptroller of the Treasury.

The Contractor shall establish a system of internal controls that utilize the COSO Internal Control -Integrated Framework model as the basic foundation for the internal control system. The Contractor shall incorporate any additional Comptroller of the Treasury directives into its internal control system.

Any other required records or reports which are not contemplated in the above standards shall follow the format designated by the head of the Grantor State Agency, the Central Procurement Office, or the Commissioner of Finance and Administration of the State of Tennessee.

Licensure.

The contractor, its employees, and any approved subcontractor shall be licensed pursuant to all applicable federal, state, and local laws, ordinances, rules, and regulations and shall upon request provide proof of all licenses.

Debarment and Suspension.

The contractor certifies, to the best of its knowledge and belief, that it, its current and future principals, its current and future subcontractors and their principals:

a. are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal or state department or agency;

b. have not within a three (3) year period preceding this Grant Contract been convicted of, or had a civil judgment rendered against them from commission of fraud, or a criminal offence in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or grant under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property;

c. are not presently indicted or otherwise criminally or civilly charged by a government entity (federal, state, or local) with commission of any of the offenses detailed in section of this certification; and

d. have not within a three (3) year period preceding this Grant Contract had one or more public transactions (federal, state, or local) terminated for cause or default.

The Grantee shall provide immediate written notice to the State if at any time it learns that there was an earlier failure to disclose information or that due to changed circumstances, its principals or the principals of its subcontractors are excluded or disqualified, or presently fall under any of the prohibitions of sections a-d.