Request for Proposal - Recycling Center.pdf

Request for Proposal For

Single Stream Recycling Materials Collection and Processing Services

RFP 2025-012

Issue Date: September 04, 2025

Due Date: October 06, 2025

RFP ESTIMATED TIMELINE

RFP ESTIMATED TIMELINE

Owner issues public advertisement of RFP September 04, 2025 Deadline for written questions/requests for clarification September 15,2025 Publish responses to questions September 22, 2025 Deadline for submission of Proposals October 06, 2025 Interviews by Selection Committee (If Required) TBD Selection recommendation to City Council for approval TBD

Table of Contents

I. General Project Information and Background II. Scope of Services

III. Procurement Process and Information IV. Evaluation of Proposals and Presentation V. General Conditions

VI. Exhibits VII. Glossary of Terms

I. General Project Information and Background

The City of Douglasville (the "City" or "Owner") invites qualified and interested parties to participate in a competitive, sealed bid process for the purpose of establishing a contract for recyclables collection and processing services as specified in this RFP.

Sealed proposals shall be received no later than 4:00 PM EDT on October 06, 2025, at https://www.bidnetdirect.com.

The City of Douglasville reserves the right to reject proposals or waive any technicality in bidding in order to complete a purchase which serves in the best interest of the City.

II. Scope of Services

1. General

The City of Douglasville does not currently offer curbside recycling for residents of Douglasville who are interested in participating in a recycling program and reducing the amount of reusable household items that flow into the City’s solid waste stream.

The city is currently constructing a new, drop-off, recycling center which will be convenient and accessible for the public – commercial or residential – that wish to utilize the facility.

The facility may be utilized by anyone and will not be restricted to city residents or businesses. The facility will be a 9,800 sq ft. state-of-the-art facility located at the City of Douglasville’s Public Services Operational location, 8145 Cedar Mountain Road, Douglasville, GA. The center will be a multi-stream collection center, manned by City employees Tuesday – Saturday 8:30 am – 4:30 pm. Acceptable materials will consist of https://www.bidnetdirect.com/ cardboard, paper, plastics, plastic film and plastic bags, glass, and aluminum cans and will be separated and/or baled as indicated below prior to transportation.

The city is seeking cost proposals from qualified providers for the transport of separated materials from the Douglasville recycling center to a nearby recycling processor as well as the purchase price/revenue sharing for the materials.

2. Term of Contract

The contract will be for 12 consecutive months with an option to renew for 12 additional months. Contract renewal shall be contingent upon mutual agreement between the City and the Supplier.

Termination of contract – if the supplier refuses or fails to perform any provisions of the contract or fails to satisfy the contract provisions in a timely manner, the City may notify the supplier in writing of the non-performance. If non-performance is not cured within 60 days, the City may terminate the contract. Other contract terms shall apply and will be included in a contract between the successful proposer and the City.

3. Services to be Provided by Supplier The contract may include servicing of all items listed below or in part based on cost, relevant experience and company background.

Items that will be collected and transported may include the following:

1. Plastics (#1 and #2 items) Baled.

2. Cardboard – Baled

3. Paper – Mixed paper including junk mail, newspapers, magazines etc. Baled.

4. Aluminum Cans - Loose

5. Glass (mixed)

4. Fees and Payments for Services

Supplier(s) will invoice the city for the recycling services fee on a monthly basis.

Invoices are net 30 payment terms. Supplier may not charge interest to City per Georgia law.

Supplier will provide rebate/revenue payments on a monthly basis.

All invoices and/or payments shall be sent from Supplier to:

City of Douglasville P.O. Box 219 Douglasville, GA 30133

Each invoice and/or payment shall include detailed reports confirming the service date, equipment rental charges, tonnage by material, total of material serviced (bales), contamination percentage, receiving facility, any additional costs for the prior month service period.

5. General Performance Requirements for Collection Services Collection of recycling materials from the city’s recycling center will be performed by Supplier in accordance with all performance requirements set forth in the Contract.

5.1 Supplier Responsibilities

• Collection Process and Transportation

• Completion of Service Requests

• Notification of Collection, Transportation or Contamination Issues

• Safety

• Reporting

• Payment Process

5.2 City Responsibilities

• Separation of Materials

• Material Baling

• Material Storage

• Initiation of Service Requests

• Monitoring Supplier Reporting

• Monitoring Payment and Reporting Process

6. Schedule of Collection

6.1 Hours of Collection

Collection of items will be on a per request basis and will be completed within 48 hours of the initial request from the city. Collection must be performed Tuesday – Saturday between the hours of 8:30 am – 4:00 pm.

6.2 Holidays

The Supplier shall not be required to perform recycling collection/transportation services on public Holidays as defined by the City.

7. Supplier Personnel

7.1 Qualified Personnel

Supplier shall furnish qualified drivers, mechanical, supervisory, clerical, and other personnel as may be necessary to provide the collection and transportation services in a safe, economical, and efficient manner. All drivers shall be trained and qualified in the operation of collection vehicles and must have a valid commercial driver's license, of the appropriate class, issued by the Georgia Department of Driver Services. All drivers and collection employees shall wear a uniform bearing the Supplier's name and the name of the individual employee.

7.2 Operational and Safety Training

Supplier shall provide annual operational and safety training for all its employees who utilize or operate collection vehicles or equipment for collection and transporting of materials under the Contract between City and Supplier. Supplier shall train its employees in recycling waste collection to identify and not collect hazardous materials.

8. Collection Equipment

Supplier shall provide appropriate collection vehicles sufficient in availability, number and capacity to efficiently perform the work required by the Contract in strict accordance with its terms. Supplier shall have availability on days of service requests, sufficient back-up vehicles to respond to emergencies. Collection vehicles must be reliable, safe, well maintained, clean, and in good working order.

8.1 Specifications

All vehicles used by Supplier in providing collection and transportation of recycling materials under this Contract shall comply with all applicable local, County, State, and federal regulations. Vehicles must be enclosed or covered and designed to prevent leakage, spillage, or overflow.

8.2 Identification

Supplier's name, local telephone number, and a unique collection vehicle identification number designated by Supplier for each vehicle shall be visibly displayed on all service vehicles operating on city property.

9. Cost Proposal Please check (X) each material below which you are proposing to transport from the City of Douglasville’s recycling center. Please complete the applicable form for each material that you are proposing to service.

Material Accept Complete Form Baled Cardboard Form 1

Baled Mixed Paper Form 2

Baled PET and HDPE Form 3

Loose Aluminum Cans

Form 4

Glass (mixed colors)

Form 5

III. Procurement Process and Information A. Request for Proposal Documents

All RFP documents are available in electronic format on Bidnet Direct at http://www.bidnetdirect.com.

B. Availability of Request for Proposal

The RFP is open to all qualified candidates and is available free of charge.

C. Request for Information

All requests for information and clarifications regarding this project shall be submitted on Bidnet Direct (https://www.bidnetdirect.com) no later than September 15, 2025, at 4:00PM EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available on Bidnet Direct (https://www.bidnetdirect.com). It is the proposer's responsibility to check the website for any addenda issued for this RFP.

D. Pre-proposal Meeting, Site Visit and Existing Documents Review

There will be no mandatory pre-proposal Conference.

E. Communication

From the issue date of this (RFP) solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP, or during the pre-proposal conference (if applicable), or as provided by any existing work agreement(s).

For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

F. Submittal Date and Information All bids must be submitted electronically in PDF format via Bidnet Direct:

(https://www.bidnetdirect.com), no later than October 06, 2025, at 4:00 PM EDT. The entire submittal should be submitted as one (1) PDF file. Please do not submit individual documents or sections separately. Electronic submittals must include a reference to RFP 2025-012 Single Stream Recycling Materials Collection and Processing Services.

1. It is the sole responsibility of the proposer to ensure delivery of the proposal by the specified deadlines to the correct location; the City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

2. Every proposal shall include price for all labor and materials, including unclassified site work. Proposals may not be withdrawn for a period of 60 days after the due date for receipt of proposals.

3. All proposals must be accompanied by a Certificate of Insurance to include

General Liability Insurance with limits of no less than $1 million per occurrence and $2 million aggregate, and a general liability umbrella policy with a limit of no less than $10 million aggregate: Worker's Compensation coverage as provided by Georgia law. All insurance policies shall be written by surety companies with an overall A.M. Best rating of A− (Excellent) or better, and which is listed in the U.S.

Treasury Circular 570, and which are licensed to do business in the State of Georgia. Said policies shall provide for jurisdiction and venue in Douglas County, Georgia, for resolution of any disputes.

4. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing. Supplier shall present a Liability Insurance Certificate naming the City of Douglasville as an Additional Insured. Supplier shall be responsible for all injuries or damages of any kind to persons or property resulting from its work done pursuant to a contract with the City.

5. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals "proprietary" or "confidential" or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

The City of Douglasville reserves the right to waive any and all technicalities, formalities, or irregularities in proposals. The City may reject the proposal of any vendor that has previously failed to perform properly or complete on time contracts of a similar nature with the City of Douglasville, or if the proposer has within the last 5 years:

a. Failed to satisfactorily complete a similar contract due to delays caused by the proposer or non−conforming work performed by the proposer; or

b. Incurred criminal sanctions against company or any current proposer officer; or

c. Had its insurance company pay a claim against proposer's insurance, due to proposer's failure to perform.

G. Right to Reject, Waive, or Disqualify The City of Douglasville reserves the right to waive any technicalities, formalities, or irregularities in any bid submission. The City may reject any bid if:

• The bid is incomplete, conditional, or fails to address the full scope of work

• Required forms or certifications are missing

• The bidder has previously failed to perform satisfactorily or complete similar contracts on time with the City.

H. Insurance Requirements Prior to the issuance of a Notice to Proceed, the Contractor must furnish certificates of insurance meeting the following minimum requirement Commercial General Liability Insurance Minimum Limits: $1,000,000 per occurrence / $3,000,000 aggregate. Coverage to include: Bodily Injury, Property Damage, Personal and Advertising Injury, and Products/Completed Operations. The City of Douglasville must be listed as an Additional Insured

Workers’ Compensation Insurance Statutory limits as required by Georgia law. Employer’s Liability: $1,000,000 each accident / $1,000,000 disease-policy limit / $1,000,000 disease-each employee

Commercial Automobile Liability Insurance Minimum Limits: $1,000,000 combined single limit. Coverage to apply to all owned, hired, and non-owned vehicles used in performance of the contract. The City of Douglasville must be listed as an Additional Insured.

Responsibility for Damages The Contractor shall be solely responsible for any and all damage to persons or property that may occur as a result of operations under this contract. The City shall not be held liable for any injuries or damages resulting from the work.

Damage complaints received by the City will be forwarded to the project manager for resolution.

IV. Evaluation of Proposal and Presentation

The evaluation by the Selection Committee will be based on the Selection Criteria listed below. The City will appoint a committee of key staff members (Selection Committee) to review each response to this RFP and provide a rank list of all the proposers.

1. Operational Capacity and Staffing - 15 Points

• Service Scheduling Availability

• Staffing levels and qualifications

• Management team experience in recycling collection services

• Training programs and safety protocols

2. Experience and Past Performance - 25 Points

• Past performance on similar municipal recycling contracts

• Experience in providing services of similar scale and complexity

• Client references (included in the bid response)

• Overall responsiveness to client needs

• Track record of service reliability and customer satisfaction

3. Service Approach and Methodology - 10 Points

• Overall understanding of the scope of the required recycling services

• Proposed methods for performance tracking and reporting

• Completeness and responsiveness to the RFP requirements

4. Cost Proposal - 50 Points

• Overall cost-effectiveness of the proposed services

• Pricing structure and transparency

• Value for money considering the scope of services offered

Evaluation Process

1. The selection committee members will each review the responses to the RFB and provide a score for each based on the selection criteria above.

2. The selection committee will convene and summarize the points earned by each bidder.

3. A list of bidders found by the selection committee to have submitted bids reasonably susceptible of being selected for award will be established.

4. As needed, the selection committee shall select bidders to be invited to provide a presentation of their proposal(s) to the selection committee.

V. General Conditions

Upon submission of a bid, the bidder hereby certifies on behalf of his or her company or organization that:

a. This proposal is genuine and not made in the interest of, or on behalf of, an undisclosed person, firm, or corporation.

b. This proposal is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation.

c. The proposer has not directly or indirectly induced or solicited any other proposer to submit a false or sham bid.

d. The proposer has not solicited or induced any person, firm, or corporation to refrain from proposing.

e. The proposer has not sought by collusion to obtain for itself any advantages over any other bidder or over the City of Douglasville.

VI. Exhibits

• Exhibit A: Bid Proposal

• Exhibit B: Organization's Statement of Experience

• Exhibit C: Georgia Security & Immigration Compliance: Contractors and

Subcontractors affidavits of compliance with the Georgia Security and Immigration Act

• Exhibit D: Contractor's Bidding Oath

VII. Glossary of Terms Supplier

The company or entity selected to provide the recycling services as outlined in this

RFP.

City The City of Douglasville, Georgia.

PET

PET plastic (polyethylene terephthalate – Type 1 Plastic) is a versatile plastic that’s normally used for food and beverage containers, clothing fibers or engineering plastics.

HDPE

HDPE plastics (High Density Polyethylene – Type 2 Plastic) is a polyethylene thermoplastic made from petroleum. Commonly used in making plastic containers for household items.

EXHIBIT A

Bid Proposal

FORM 1

Baled cardboard will be baled. Please complete the form below if you are proposing to transport/accept baled cardboard.

Baled Cardboard Minimum Number of Bales per Service

Storage container monthly rental (size, type) if needed.

Charge Per Pick Up

Less Than Load Charge Per Pickup If different than Charge Per Pick Up

Revenue/Rebate Paid Per Ton to Douglasville

Specifications (bale size, material, weight, etc)

Noted Exceptions

FORM 2

Mixed Paper will be baled. Please complete the form below if you are proposing to transport/accept baled paper.

Baled Paper

FORM 3

PET and HDPE will be baled. Please complete the form below if you are proposing to transport/accept PET and HDPE materials.

Baled PET and HDPE

FORM 4

Aluminum Cans will be loose. Please complete the form below if you are proposing to transport/accept Aluminum Cans.

Aluminum Cans Minimum Quantity for Service

Specifications (material accepted)

FORM 5

Glass materials. Please complete the form below if you are proposing to transport/accept Glass Materials.

Glass Material Minimum Quantity for Service

Specifications (material accepted, weight, size)

EXHIBIT B

Organization’s Statement of Experience References must be provided by ALL responding Vendors using the form below. It is the vendor’s responsibility to provide COMPLETE and ACCURATE reference information on the form below, INCLUDING PHONE NUMBERS AND EMAIL

ADDRESSES.

List of Similar Projects:

1. Project Name: ________________________________________________ Project Location: _________________________________________________ Project Owner: ___________________________________________________ Owner Contact (Name and Phone): ________________________________ Project Contract Amount: _________________________________________ Description of Project: ____________________________________________

2. Project Name: _________________________________________________ Project Location: __________________________________________________ Project Owner: ____________________________________________________ Owner Contact (Name and Phone): _________________________________ Project Contract Amount: __________________________________________ Description of Project: _____________________________________________

3. Project Name: _________________________________________________ Project Location: __________________________________________________ Project Owner: ____________________________________________________ Owner Contact (Name and Phone): _________________________________ Project Contract Amount: __________________________________________ Description of Project: _____________________________________________

EXHIBIT C

Certification Form

CERTIFICATION FORM

I, , being duly sworn, state that I am

(title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFP for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFP is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A.

§16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

EXHIBIT D

Contractors and Subcontractors Affidavits

Ga. Security and Immigration Act

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10- 91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, the contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor)| on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration

(SSA).

EXHIBIT E

Contractor’s Bidding Oath

We, the undersigned do hereby swear under oath that regarding the subject work, we have not violated OCGA subsection 36-91-21(d) by preventing or attempting to prevent competition in bidding, by preventing or endeavoring to prevent anyone from making a bid or proposal therefor by any means whatever, nor by inducing another to withdraw a bid or proposal for the work.

Further, if the contractor is a partnership, all of the partners and any officer, agent, or other person who may have represented or acted for the contractor in bidding for or procuring the contract are shown and signed below. If the contractor is a corporation, all officers, agents, or other persons who may have acted for or represented the corporation in bidding for or procuring the contract are shown and signed below.

Sworn or affirmed this day of , 2025.

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License Number:

9. Cost Proposal