Residual Bio-Solids Hauling Services.pdf

REQUEST FOR PROPOSALS

Event #12481

Residual Bio-Solids Hauling Services

Water Resources Department

SECTION 1

OVERVIEW

1. Request for Proposals (“RFP” or “Event”): The City of Greensboro (“City”) hereby solicits and invites proposals from qualified Companies and Businesses (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFP and provide proposals to haul municipal wastewater treatment plant residuals (Sludge) from the

City’s T.Z. Osborne Water Reclamation facility to an approved landfill on as needed basis for a period of three years.

2. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFP. The contract term will be for three (3) years. Services shall begin approximately on

October 1, 2026 through September 30, 2029.

3. Selection Process: After the close of this RFP, Contractor proposals will be reviewed and evaluated for responsible and responsive submissions, and that all proposals have the required documents as outlined in the RFP (if required). Award will be made based on best value, using the Award Matrix on page 6 of this RFP.

A Contractor that wishes to be considered for selection shall submit a complete, concise and comprehensible proposal in the form and manner required by this RFP.

All proposals, inquiries, or correspondence relating to this RFP, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All proposals received are subject to North

Carolina Public Records laws, as outlined in Chapter 132 of the North Carolina General

Statutes, along with the Public Records Confidentiality Clause in this RFP, which governs access to such documents. Any statements or endorsements that contradict these laws and clauses will be disregarded. All proprietary information shared with the City will be subject to the provisions of Chapter 132 of the North Carolina General Statutes and the Public Records

Confidentiality Clause.

4. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFP. Contractors are required to acknowledge all exceptions to the minimum specifications, terms, and conditions in their proposals. Failure to do so may result in the response being deemed nonresponsive.

5. Awarded Contractor Responsibilities:

Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements

Actively registered with the NC Secretary of State

6. RFP Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within three days of the close of the Question and Answer Period; see Item 11: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFP must be directed to

Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

7. Rights of the City – Proposals and Additional Documentation: As a result of this RFP, the

City reserves the right to accept or reject any and all proposals received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The

City also reserves the right to request financial documentation such as independently audited financial statements, most recent tax returns, or profit loss statements before awarding this contract.

8. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

9. Terms and Conditions: Contractor will abide by all the Terms and Conditions posted in the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

10. Due Date: Submittals in response to this RFP must be submitted to the City’s Procurement

Services Division via GePS no later than September 15, 2026 by 2:00 PM EST as determined by the City’s computer server. Although the City tries to maintain continuous access to the

GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit proposals 24 hours prior to the event closing.

11. Submission and Response Schedule

RFP Issuance August 25, 2026

Questions and Answer Period Closes September 3, 2026 at 2:00 PM EST

Submission Period Ends September 15, 2026 at 2:00 PM EST

Anticipated Start Date* October-November, 2026

*Some awards may require Council approval

12. Submittal Requirements: Contractors submitting a proposal must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

Contractor shall be required to answer the Local Preference question on the Event.

Provide a minimum of three (3) references with current contact information, including the name, title, and phone number of a contact person along with a brief description and dates of services provided.

Contractor must have at least five (5) years’ experience providing Residual Bio-

Solids Hauling Services

Please provide a list of equipment that will be used to facilitate the requested services.

Contractor must provide the name and address of the facility at which all materials will be disposed.

13. Contractor will bear all costs associated with the preparation of the bid response.

14. Any proposals may be withdrawn or modified prior to the RFP Submission Period End date and time stated in the Submission and Response Schedule.

15. Non-Discrimination:

It is the policy of the City to ensure that all businesses, including Small Business Enterprises, are afforded the maximum practical opportunity to participate in the City’s purchasing and contracting processes. Therefore, the City will not enter into a contract or be engaged in a business relationship with any business entity that has discriminated in the solicitation, selection, hiring, or commercial treatment of vendors, suppliers, subcontractors, or commercial customers on the basis of race, color, religion, national origin, sex, age or on the basis of handicap or any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners;

provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring.

SECTION 2

SCOPE OF SERVICES

2.1 Introduction and Background:

a. During times of maintenance or unplanned shutdown, there is a need to remove sludge in a wet form and to dispose of the sludge to an approved landfill.

b. The T.Z. Osborne Water Reclamation facility incinerates its sludge to manage the wastewater system. Centrifuges and belt filter press dewater the sludge. The solids are then conveyed to a small sludge hopper. From the hopper, the sludge is pumped into the trucks via an automated

Schwing pumps piping system.

c. The Contractor will be responsible for removing the sludge from the plant site by whatever means they deem necessary using their own hauling equipment (dump trucks, tractor-trailer, etc.).

d. The sludge will be hauled to a permitted and approved landfill (as designated by the City) by the Contractor and disposed of properly.

2.2 Services To Be Provided:

Contractor’s services will generally consist of the following:

a. Provide a price per Load and Demurrage to haul the residuals.

b. Provide a list of the equipment that will be used for the hauling.

c. Clean up of the loading areas at the end of each day.

d. If the tailgates on the Contractor’s dump beds leak, lining the trucks with leak proof liners, will be necessary (liners to be supplied by the Contractor).

e. All loads on dump trucks or trailers must be covered before leaving the plant site.

f. Cleanup of spills from trucks, whether on plant site or in route to the landfill.

g. Stockpiling of sludge on site will not be allowed. Loaded trucks are not to remain on site for any longer than six hours.

h. Range of services include identifying available bio-solid landfills and getting permissions to dump at those landfills.

i. Credentials / project personnel and qualifications include having a CDL license for minimum of

1 year.

j. Availability and flexibility of consultants include being on-site within 24 hours of the initial call. Historically, the city transports 8-9 loads a day. Consultant will need a minimum fleet of 4 trucks.

k. Ability to dispose of a minimum of 18 tons per day to a maximum of 36 tons per day

l. To demonstrate the ability to carry out projects on time and within budget, consultant must provide 3 references of closely related hauling jobs.

2.3 Responsibilities of the City:

The following is general information concerning the City and the operations of the T.Z. Osborne

Water Reclamation facility:

a. The address of the facility is 2350 Huffine Mill Rd., McLeansville, NC 27301.

b. The standard operating hours of the plant are Monday through Friday, 7:00 a.m. - 3:30 p.m.

Plant Operations personnel are always on site, which will enable the Contractor to work hours beyond this period on weekdays, and in such cases the facility will provide plant access enabling the Contractor to work a longer day, and weekends if desired.

c. The facility will provide a schedule for services needed.

d. The facility operates an active safety program. The selected contractor will be expected to comply with all applicable state and federal worker safety laws and regulations. The Contractor, to the City's satisfaction, shall address safety problems identified by the City.

e. The Osborne facility will provide current analytical data for the dewatered Sludge.

f. The Osborne facility will supply dewatered Sludge with a moisture content of no less than

20%.

g. The Osborne facility will have dewatered Sludge ready to be loaded at the designated time agreed upon by the City and the Contractor.

h. All bidders are invited to visit the treatment facility to obtain samples of the dewatered Sludge, observe local site conditions, etc. The on-site contact is Tim Dunlap (Plant Superintendent) at

(336) 433-7212.

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

It is the City’s intent to select Contractor(s) qualified to provide such services based on demonstrated competence and qualification for the type of services proposed and thereafter to negotiate a contract for those services with the best-qualified Contractor(s). If a contract cannot be negotiated with the best-qualified Contractor(s), negotiations with that contractor shall be terminated and initiated with the next best-qualified Contractor. Selection of a Contractor shall include the use of good faith efforts to notify small business firms of the opportunity to submit qualifications for consideration.

The City reserves the right to accept any proposal deemed to be in the best interest of City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The

City intends to proceed with the proposal review and selection process then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFP dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result the response being excluded from further analysis or evaluation. The responses must meet the following minimum qualifications in order to be considered for selection:

Complete and accurate submittal of the specific proposal components.

Contractor must demonstrate the ability to staff and supply the services proposed

Company financial information including audits, statements, etc. to be provided to City upon request

Bid Line Information

Contractor’s bid shall be entered into the line section of the GePS event as specified.

Bio-Solids Services $_________per load

Demurrage Rate $_________per load

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFP and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the best value Contractor(s).

Award Matrix

Available

Points Selection Criteria

Cost of services rendered The vendor with the lowest evaluated bid price (combined) will receive the full allocation of price points. Each subsequent proposal will receive a

5‑point deduction from the maximum price score for every position it ranks above the lowest bid.

Qualifications and Experience: Vendors will be evaluated on the depth, relevance, and demonstrated capability of their organization to perform the required work.

Evaluation will consider Years of Experience, List of Equipment, Trained and Certified

Operators, and Key Personnel.

References: A maximum of 15 points will be assigned for references. The score will be based on the evaluators’ assessment of the feedback provided by each reference

5 Meets Local Preference Policy

100 Total Score

SECTION 4

SUBMITTAL MATERIALS

Contractors submitting a proposal must meet the minimum requirements and submit the following information with their response:

Contractor should respond to each of the following requirements in a clear, concise and comprehensive manner. The Contractor should carefully review the Public Records Confidentiality Clause when submitting information for this RFP.

Each proposal submitted for consideration must comply with the stipulations set forth in this RFP as well as any addenda and any written responses from the City to Contractor inquiries.

Contractor’s submission shall identify a single contact person for receipt of responses and information from the City. The method of receipt and distribution of information will be by e-mail. Therefore, include a contact name, phone number, mailing address and e-mail address with the proposal.

The Contractor shall include the information below in its submission in the following order:

1. Letter of Interest:

A concise letter of interest that must include the following:

a. Contractor Information

The name and address of the Contractor and the states in which Contractor is incorporated and chiefly located.

b. Date of Business Establishment

Contractor shall provide the date on which their business enterprise was originally established.

c. Principals Authorized to Conduct Negotiations

The name, address, telephone number, and e-mail address of the designated contact and principals authorized to conduct negotiations for the business.

d. Contractor’s Interest in Performing Services

Description of experience in providing Residual Bio-Solids Hauling Services.

e. Validity of Proposal

Statement indicating the proposal will remain valid for acceptance for a period of three (3) months from its submission and thereafter until the Contractor withdraws or a contract is executed, whichever first occurs.

f. An acknowledgment of all addenda to this RFP.

2. Qualifications and Experience: Qualifications and experience discussed should be limited to the specific scope of services being requested. At a minimum, this section should include the following:

Overview of Contractor's firm, including size of organization, types of services provided, and a description of organizational structure.

Consultant’s Description of Scope of Services: The Proposal shall include a description in clear and precise terms of the firm's understanding of the scope of work for this project. Include a narrative and description of the proposed effort and the products that will be delivered.

Outline your understanding of this project, scope of services, technical plan and organization. List, in detail, the full scope of services you intend to provide to achieve a successful completion of this program evaluation.

The proposal shall list all proposed partnering and/or subcontracting arrangements, including reporting hierarchy, entered into to provide the services requested by the City of Greensboro.

Contractor's length and level of experience in the proposed services.

Must demonstrate knowledge and experience in proposed solutions.

Contractors’ list of equipment.

Contractors’ list of trained and certified operators with their resumes and any a copy of any related certificate

3. Resumes of Key Personnel:

Provide a summary of all key staff with their associated duties and responsibilities along with an organizational chart of the organization. Full resumes shall be provided and may be included as an Appendix. All relevant experience, certifications, professional licenses and professional memberships should be highlighted on each resume.