RFIQ_25_093_K_Household_Hazardous_Waste_Event.pdf

RFIQ# 25-093-K

Request For Informal Quotes

For

Household Hazardous Waste Events

Mar 6, 2025

BID DUE DATE and OPENING DATE:

Thursday, April 3rd, 2025, at 2:30 p.m. EST.

Join the meeting now

Meeting ID: 229 058 807 582

Passcode: tg2BQ2Tt

Questions should be directed in writing to City of Roswell Purchasing Division, Thursday March 20th, 2025 @ 3:00 PM Est. via e-mail to:

https://roswellgov.bonfirehub.com/portal/?tab=openOpportunities https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzFiOGY4MmYtNzYzYi00ZGRlLTk4MjItNzlmNDQyYWNiYzU3%40thread.v2/0?context=%7b%22Tid%22%3a%2263b7f8af-4de1-4dab-9416-0761fb64698d%22%2c%22Oid%22%3a%22672d41b7-72b0-4e4a-ac07-7e84874062da%22%7d

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PROPOSAL LETTER AND CERTIFICATION

(FAILURE TO INCLUDE THIS SIGNED PROPOSAL LETTER AND CERTIFICATION MAY RESULT IN THE

REJECTION OF YOUR PROPOSAL.)

We propose to furnish and deliver any and all of the deliverables and services named in the attached RFIQ 25-093-K Household Hazardous Waste Events for the City of Roswell.

It is understood and agreed that this Proposal constitutes an offer, which when accepted in writing by the City of Roswell, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Roswell (“City”).

It is understood and agreed that we have read the City’s Scope of Work shown or referenced in the Request for Informal Quotes (RFIQ) and that this statement is made in accordance with the provisions of such scope / specifications. By our written signature on this document, we guarantee and certify that all items included in this statement meet or exceed any and all such City scope of work / specifications described in this RFIQ. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the scope of work / specifications. The City reserves the right to reject any or all Proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL LETTER AND CERTIFICATION

I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a statement for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the RFIQ and certify that I am authorized to sign this Proposal for the Bidder. I further certify that the provisions of O.C.G.A. § 45-10-20, et seq. regarding conflicts of interest for government employees have not been violated and will not be violated in any respect.

Authorized Signature for Bidder

Date

Print/Type Company Name

Print/Type Bidder Name Here

Print/Type Bidder E-mail Here

RFIQ# 25-093-K 4

1.1 RFIQ INSTRUCTIONS

1.2 Single Point of Contact

From the date this Request for Informal Quotes (the “RFIQ”) is issued until a Bidder is selected, Bidders are not allowed to communicate with any staff (other than designee below) or elected officials of the City regarding this procurement. Any unauthorized contact may disqualify the Bidder from further consideration.

1.3 Required Review

1.3.1 Review RFIQ

Bidders should carefully review this RFIQ in its entirety including all instructions, requirements, specifications, and terms/conditions and promptly notify the Buyer, identified above, in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which may be discovered upon examination of this RFIQ.

1.4 Submitting an Offer

1.4.1 Organization of Offer

Bidders must submit their proposals per the link https://roswellgov.bonfirehub.com/portal/?tab=open

All City of Roswell formal solicitations are posted on and responded through Bonfire and the State of Georgia Procurement Registry. A schedule of events and all other information, including standard instructions specific to the relevant solicitation are posted on Bonfire.

1.4.2 Offer in Effect for 60 Days

Except in rare cases as described in Section 1.4.2, a bid may not be corrected, withdrawn, or canceled by the Bidder for a 60-day period following the deadline for Proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and Bidder so agrees in submitting the Proposal.

1.5 Cost of Preparing a Proposal

1.5.1 Roswell Not Responsible for Preparation Costs

The costs for developing and delivering responses to this RFIQ and any subsequent presentations of the Proposal as requested by the City of Roswell are entirely the responsibility of the Bidder. The City of Roswell is not liable for any expense incurred by the Bidder in the preparation and presentation of their Proposal.

1.5.2 All Timely Submitted Materials Become Roswell’s Property

All materials submitted in response to this RFIQ become the property of the City of Roswell and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City of Roswell and Bidder resulting from this RFIQ process.

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2 RFIQ RECEIPT AND EVALUATION PROCESS

2.1 Authority

This RFIQ is issued under the authority of the City of Roswell.

2.2 Receipt of RFIQs and Public Inspection

2.2.1 Public Information

All information received in response to this RFIQ, including copyrighted material, is deemed public information and will be made available for public viewing and copying shortly after award with the following four (4) exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Roswell; (3) any company financial information requested by the City of Roswell to determine vendor responsibility, unless prior written consent has been given by the Bidder; and (4) other constitutional protections.

Any information that the Proposer believes will fall under this protection should be clearly marked in red ink at the bottom of any page of the proposal with such material “*Confidential”.

2.2.2 Buyer’s Review of Proposals

Upon opening the quotes received in response to this RFIQ, the Buyer in charge of the solicitation will review the quotes and separate out any information that meets the referenced exceptions in Section

2.2.1 above, providing the following conditions have been met:

2.2.2.1 Confidential information is clearly marked and separated from the rest of the Proposal;

2.2.2.2 Proposal does not contain confidential material in the cost/price section; and

2.2.2.3 An affidavit from a Bidder’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each Proposal containing trade secrets.

Information separated out under this process will be available for review only by Buyer, the Finance Director, and limited other designees. Bidders must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

2.3 Classification and Evaluation of Proposals

2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive

All Proposals will initially be classified as either “responsive” or “nonresponsive”. As this is an informal process, proposers may or may not be contacted by the buyer for additional information and/or documents to make their quotes responsive.

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2.3.2 Determination of Responsibility

The Buyer will determine whether a Bidder has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through negotiation if information surfaces that would result in a determination of non-responsibility. If a Bidder is found non-responsible, the determination must be in writing and made a part of the procurement file.

2.3.3 Completeness of Proposals

Selection and award will be based on the Bidder’s Proposal and other items outlined in this RFIQ.

Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Bidders outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Bidder being disqualified from further consideration.

2.4 Roswell’s Rights Reserved

While the City of Roswell has every intention to make an award as a result of this RFIQ, issuance of the RFIQ in no way constitutes a commitment by the City of Roswell to award and execute a contract. Upon a determination such actions would be in its best interest, the City of Roswell, in its sole discretion, reserves the right to:

✓ Cancel or terminate this RFIQ at any time. A notice of cancellation will be issued on the Roswell website. If the RFIQ is cancelled, the City of Roswell will not reimburse any Bidder for the preparation of its Proposal. Proposals may be returned upon request if unopened;

✓ Reject any or all Proposals received in response to this RFIQ,

✓ Make a contract award, based directly on the Proposals received, determined to be in the best interest of the City, in its sole discretion,

✓ Enter into further discussions with one or more Bidders;

✓ Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of this RFIQ which would not have significant impact on any Proposal;

✓ Not award if it is in the best interest of the City of Roswell; or

✓ Terminate any contract if the City of Roswell determines adequate funds are not available.

3 SCOPE OF PROJECT/SPECIFICATIONS

3.1 Introduction and Background

The City of Roswell is soliciting informal bids from highly qualified firms for two (2) Household Hazardous Waste Events per calendar year. The number of participants can range from 200 to 250 per event.

The City intends to contract the services of an experienced, qualified contractor to establish and operate two (2) Household Hazardous Waste events to be held at the City of Roswell Solid Waste Division located at 1810 Hembree Road, Alpharetta, GA 30009.

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3.2 Project Manager for City of Roswell

The successful Bidder will report to the Environmental Public Works Director or his designee. Successful Bidders agree to take direction from the project manager and to make all project documentation available upon request. The project manager shall have sole discretion as to the acceptability of all work.

3.3 No limit to competition

No specification implied or expressed is intended to limit competition. The specifications below are intended as a guide for the goods and services on which vendors are to submit a Proposal. These requirements and other specifications are not designed to prevent any vendor from submitting a Proposal. All equipment should comply with the requirements within a generally acceptable range.

3.4 Scope of Work and Overview

The City of Roswell is soliciting informal bids from highly qualified firms for two (2) Household Hazardous Waste Events per calendar year. The number of participants can range from 200 to 250 per event.

The City intends to contract the services of an experienced, qualified contractor to establish and operate two (2) Household Hazardous Waste events to be held at the City of Roswell Solid Waste Division located at 1810 Hembree Road, Alpharetta, GA 30009. The contract is for two (2) one day events per calendar year, on dates to be determined and negotiated for the current and renewal years. Collection periods are from 8:30 AM to 11:30 PM (Eastern Time). Successful contractor must comply with all Federal, State, and local government regulations for the hauling of hazardous waste material.

• The City of Roswell will provide staff for traffic direction and control, to check resident’s addresses, and signage. Any signage that specifically pertains to the vendor must be provided by the vendor.

• Restroom facilities are available to the vendor staff.

• The City will provide a container(s) for cardboard boxes, empty containers, and other trash.

• The City will provide a forklift to unload and load vendor containers and supplies.

• Due to restricted access, set-up for the event will take place the morning of the event.

The City requires prices to remain firm for the initial contract period of one (1) year. Contract to begin upon execution of the contract documents. The contract may be automatically renewed for four (4) additional years provided fees are firm (or subject to a pre-approved increase), service is satisfactory, and both parties are willing to renew. Prior to each period of renewal, any increases in rates will be evaluated and compared to the actual rate of inflation experienced and will thereby remain subject to negotiation.

All interested, qualified firms are invited to submit a quote with pricing information to accomplish the Scope of Work described herein, in conformance with the prescribed format. The submittal is to be signed by a principal of the firm.

1. The event will be hosted in the name of the City of Roswell.

2. Each event is to be held bi-annually, spring (May) and fall (November).

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3. Each event will be open to residents (with proof of Roswell residency), no commercial or industrial customers will be permitted.

4. Each event will be free to all participating City of Roswell households.

5. Firm to provide adequate resources to ensure all materials brought to the event (during the event period) are accepted, so that no vehicles are turned away.

6. Items that are to be accepted:

a. Mercury-metallic and compounds

b. Mercury Containing Devices

c. Adhesive

d. Flammable solvents, fuels

e. Household cleaning supplies

f. Batteries

g. Hobby and artist supplies

h. Corrosives, acids, bases

i. Reactives (EXCLUDING explosives)

j. Lawn Care Products

k. Dioxins/Pentachlorophenol

l. Aerosols (all types)

m. Paint related products (stripper, solvents, etc.)

n. Propane Gas Cylinders (1-20 lb.)

o. Photo Chemicals

p. Swimming Pool and Spa Chemicals

q. Oxidizers, bleaches, chlorine

r. Oils & Grease, automotive and household

This event does not include the collection of latex paint in the original container, original sticker, and in liquid form. This type of paint is collected for recycling at the Roswell Recycling Center.

Items that are Restricted:

Business generated waste Explosives Pharmaceuticals Fluorescent bulbs

PROPOSAL CONTENT

The Request for Quotes must be organized and provided in a clear concise format, it is desired that the information is provided in the order listed:

1. Transmittal letter to include firm name, address, contact name to include telephone and e-mail in regards to questions/clarifications to the submittal, if it is to be a team all first are to be listed:

Lead, and then the other firms and what service(s) they would be providing, acknowledgement of any addenda issued, state whether or not your firm has been involved in any litigation within the

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past five (5) years arising out of your performance.

2. Provide a copy of your license to handle, haul, and disposal of hazardous waste and registered business license with the Secretary of State Office.

3. Provide the number of staff/personnel that will be onsite during the event.

4. Provide certification of contractor’s personnel’s training completion under OSHA 29CFR 1910.120.

5. Provide information on fines paid for violation of any Federal, state, and local requirements over the last five (5) years. This must include a description of the fine, case number, and resolution.

6. Provide a minimum of three (3) written references from municipalities/firms that you have provided this service to. This is to include contact information, event date(s) and approximately number of household’s services or amount collected.

7. Provide your Health and Safety Plan.

8. Provide details on items that are recycled vs. disposed of. Provide location(s) of recycling site(s) and disposal site (s).

9. What is your firm philosophy?

10. Provide a sample manifest.

11. Provide pricing on attached sheet, add additional sheets if other items are accepted and not listed, if there is an economy of scale please provide that breakdown. (if a certain quantity of an item is received, will the price decrease?)

SELECTION PROCESS

The City of Roswell will evaluate all responsive proposals to determine which proposal best meets the needs of the City based on the evaluation criteria. Evaluation will be made by a Committee established for this purpose. Award will be based on a review of all information submitted and proposer references. Finalists may be asked to appear before an Evaluation Committee, if required. The City will negotiate with the first ranked proposer; if negotiations are not satisfactory to the City, the City reserves the right to negotiate with the next ranked proposer and so forth. The City of Roswell, at its sole discretion may at any time during the evaluation process reinstate (bring back the process) any bidder that has been removed from the process during any previous phase. The City reserves the right to accept or reject and or all bids, or part(s) of bids, to waive minor variations to specifications.

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4 BIDDER QUALIFICATIONS

4.1 City’s Right to Investigate

The City may make such investigations as deemed necessary to determine the ability of the Bidder to provide the supplies and/or perform the services specified.

The City reserves the right to use any information or additional references deemed necessary to establish the ability of the Bidder to perform the conditions of this request, including the City’s own history with the Bidder.

5 EVALUATIONS

5.1 Initial Buyer Review

All Quotes received will be reviewed by the Buyer to ensure that all administrative requirements of the RFIQ package have been met, such as all documents requiring a signature have been signed and submitted. Failure to meet these requirements may be cause for rejection.

5.2 Evaluation

The determination of the responsive and responsible Bidder representing best value for the City may involve all or some of the following factors:

✓ Approach to Work / Proposed program

✓ Term and Cost

✓ Previous Performance (Minimum of three similar contracts within the past five years)

✓ Other objective and accountable factors (if any)

The City shall be the judge of the factors and will make the award in the best interest of the City.

6 TERMS AND CONDITIONS

The City of Roswell’s Terms and Conditions are set forth below. Bidders should notify the City of Roswell of any Terms and Conditions that either preclude them from responding to the RFIQ or add unnecessary cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Bidder’s RFIQ response. Any requests for material, substantive, important exceptions to the standard terms and conditions will be addressed by formal written addendum issued by the designated Buyer.

The City of Roswell reserves the right to address any non-material, minor, insubstantial exceptions to the terms and conditions with the highest-scored Bidder at the time of contract negotiation.

6.1 Additional Contract Provisions and Terms

This RFIQ, including all documents and any addenda, the Bidder’s submittal, including any amendments, any clarification question responses, shall be included as part of the contract upon award. In the event

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of a dispute as to the duties and responsibilities of the parties under the contract, the contract, along with any attachments prepared by the City of Roswell, will govern in the same order of precedence as listed in the contract.

6.2 Performance Prior to Contract Execution

The successful Bidder shall not begin performance of the project prior to the execution of a formal written contract by the City of Roswell and the Bidder. Any Bidder beginning performance prior to the execution of the contract shall be deemed to be proceeding at the Bidder's risk, and shall not be entitled to any compensation for such performance. In addition, the City of Roswell reserves the right to withdraw or cancel the award of the RFIQ.

6.3 Contract Term

This contract is intended to be a muli-year contract for the services or items described in the solicitation. Pursuant to Georgia Law, this contract will terminate absolutely on June 30th of the fiscal year in which it is executed. Unless either party gives written notice on or before June 15th of any year in which the agreement is in effect. The terms of this contract will be for three (3) years with the option to renew for an additional two (2) year terms.

6.4 Contract Termination

The City may terminate, by written notice to the Bidder, any resulting contract without cause. The City must give notice of termination to the Bidder at least 30 days prior to the effective date of termination.

If funds are not appropriated or otherwise made available to support continuation in any fiscal year succeeding the first fiscal year, this Contract will be terminated automatically as of the beginning of the fiscal year for which funds are not available. The Contractor may not recover anticipatory profits or costs incurred after termination.

6.5 Subcontractors

The submitting responsive and responsible Bidder will be the prime contractor, if a contract is awarded, and shall be responsible, in total, for all work of any subcontractors. The City of Roswell reserves the right to approve all subcontractors. The Contractor shall be responsible to the City of Roswell for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract award derived from this RFIQ shall create any contractual relationships between any subcontractor and the City of Roswell.

6.6 Compliance with Workers’ Compensation Act

The Contractor is required to supply the City of Roswell with proof of compliance with the Workers’ Compensation Act while performing work for the City of Roswell. Neither the Contractor nor its employees are employees of the City of Roswell. Proof of compliance must be received at the address

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listed under Section 1.1 within acceptable time limits established by the contract. If the Contractor does not meet the State’s requirement for workers’ compensation coverage, the certificate of insurance shall state that the contractor waives subrogation in regard to workers’ compensation.

6.7 Compliance with Illegal Immigration Reform and Enforcement Act

E-Verify Program: The City of Roswell is committed to compliance with federal and state laws requiring the verification of newly hired employees to ensure they are lawfully entitled to work in the United States.

As such, the City of Roswell shall not enter into a contract for the physical performance of services unless the contractor registers and participates in a federal work authorization program (E-Verify). An Bidder should include a fully executed E-Verify affidavit as part of its proposal (Exhibit D).

Requirement to Participate in a Federal Work Authorization Program (E-Verify):

(1) Pursuant to O.C.G.A. § 13-10-91:

a. Public employers shall not enter into any contract for the physical performance of services within the State of Georgia unless the contractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees;

b. Subcontractors shall not enter into any contract with a contractor for the physical performance of services within the State of Georgia unless such subcontractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees; and

c. Sub-subcontractors shall not enter into any contract with a subcontractor or sub-subcontractor for the physical performance of services within the State of Georgia unless such sub-subcontractor registers and participates in a federal work authorization program to verify the employment eligibility of all newly hired employees.

(2) As of the date of enactment of O.C.G.A. § 13-10-91, the applicable federal work authorization program is “E-Verify” (https://e-verify.uscis.gov/enroll/StartPage.aspx?JS=YES) operated by the United States Citizenship and Immigration Services Bureau of the United States Department of Homeland Security. Information and instructions regarding E-Verify program registration, corporate administrator registration, and designated agent registration can be found at that website address.

Contractor, Subcontractor, and Sub-subcontractor Evidence of Compliance:

(1) Public employers who enter into a contract for the physical performance of services within the State of Georgia shall include in such contract a provision stating that compliance with the requirements of O.C.G.A. § 13-10-91 are conditions of the contract.

(2) Pursuant to O.C.G.A. §13-10-91, public employers shall include in all covered contracts a provision stating the contractor’s agreement that, in the event the contractor employs or contracts with a subcontractor in connection with the covered contract, the contractor will secure from such subcontractor attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 by the subcontractor’s execution of the subcontractor affidavit and maintain records of such attestation for inspection by the City of Roswell at any time. Such subcontractor affidavit shall become a part of the contractor/subcontractor

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agreement.

(3) Pursuant to O.C.G.A. §13-10-91, public employers shall include in all covered contracts a provision stating the contractor’s agreement that, in the event the contractor employs or contracts with a subcontractor that employs or contracts with any sub-subcontractor, the subcontractor will secure from such sub-subcontractor attestation of the sub-subcontractor’s compliance with O.C.G.A. § 13-10-91 by the sub-subcontractor’s execution of the sub-subcontractor affidavit and maintain records of such attestation for inspection by the City of Roswell at any time. Such sub-subcontractor affidavit shall become a part of the subcontractor/sub-subcontractor agreement.

(4) All portions of contracts pertaining to compliance with O.C.G.A. § 13-10-91 and these rules, and any affidavit related hereto, shall be open for public inspection in this State at reasonable times during normal business hours.

6.8 Compliance with Laws

The Bidder must, in performance of work under the contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including, but not limited to, the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the Bidder subjects subcontractors to the same provision. The Bidder agrees that the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

6.9 Drug-Free Workplace

If Contractor is an individual, he or she hereby certifies that he or she will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this contract.

6.9.1 Certification:

If Contractor is an entity other than an individual, it hereby certifies that:

i. A drug free workplace will be provided for the Contractor's employees during the performance of this contract; and

ii. It will secure from any subcontractor hired to work in a drug free workplace the following written certification: "As part of the subcontracting agreement with (Contractor's Name), (Subcontractor's Name), certifies to the Contractor that a drug free workplace will be provided for the subcontractor's employees during the performance of this contract pursuant to paragraph 7 of subsection B of Code Section 50 24 3."

6.9.2 Penalties:

Contractor may be suspended, terminated, or debarred if it is determined that:

i. The Contractor has made false certification hereinabove; or

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ii. The Contractor has violated such certification by failure to carry out the requirements of Official Code of Georgia Section 50 24 3.

6.10 Substitutions and Change Orders

NO substitutions of material, schedule cancellations, or change orders are permitted after contract award without written approval by the City Administrator. Where specific employees are proposed by the Bidder for the work, those employees shall perform the work as long as those employees work for the Contractor, either as employees or subcontractors, unless the City of Roswell agrees to a replacement.

Requests for any substitution will be reviewed and may be approved by the City of Roswell at its sole discretion. Verbal agreements to the contrary will not be recognized.

6.11 Invoicing and Payment

The City of Roswell agrees to pay the Bidder in current funds for the performance of the contract. Upon completion of work and acceptance of the items or services, the Bidder shall submit an invoice detailing the appropriate charges as currently allowed.

The City will process approved payment requests under this project to the awarded Contractor. Payment to subcontractors and suppliers is the responsibility of the awarded Contractor. The City will not entertain any other payment arrangements.

Invoices shall be submitted to:

Roswell Finance Department Attn: Accounts Payable invoices@roswellgov.com 38 Hill Street Roswell, GA 30075

Upon receipt of invoice and inspection and acceptance of the items, the City of Roswell will render payment. All such invoices will be paid within thirty (30) days by the City of Roswell unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Bidder will provide complete cooperation during any such investigation.

No sales tax will be charged on any orders.

Successful Bidder(s) must provide the City with a completed and signed W-9

6.12 Deliveries

In the event there are to be deliveries on site, all goods and materials will be F.O.B. Destination, Freight Prepaid and Allowed.

No freight or postage charges will be paid by the City of Roswell unless such charges are included and accepted in the bid price and awarded by contract. The Bidder, at Bidder’s expense, will arrange to have someone onsite to inspect and accept delivery. The Bidder has sole responsibility for securing all mailto:invoices@roswellgov.com

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materials at the project site. Bidder shall transfer and deliver to the department named all of the goods and/or services described in this bid for the consideration set forth herein. Risk of loss of the goods shall pass to the department upon acceptance only. Title to the goods shall remain with vendor until acceptance by the department.

City of Roswell RFIQ 25-093-K Household Hazardous Waste Events page 25 of 25

REQUIRED EXHIBITS

ALL DOCUMENTS MUST BE SIGNED IN “BLUE” INK AND RETURNED

WITH YOUR PROPOSAL DOCUMENTS.

CONTINUED ON NEXT PAGE

EXHIBIT 1 = E-VERIFY

EXHIBIT 2 = GEORGIA SECURITY AND IMMIGRATION COMPLIANCE AFFIDAVIT

EXHIBIT 3 = DRUG FREE WORKPLACE

EXHIBIT 4 = NON-COLLUSION

EXHIBIT 5 = WITHDRAWAL REQUEST

EXHIBIT 6 = INSURANCE REQUIREMENTS

kfletcher Highlight

City of Roswell Standard Forms

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13- 10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User ID Number (6 or 7 digits only) Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ________________, _____, 20__ in ___________________________ (city), ________(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _____________, 20______.

NOTARY PUBLIC

My Commission Expires: _________________________

City of Roswell, GA

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contractor(s) Name:

Address: __________________________________

By executing this affidavit, the undersigned person or entity verifies its compliance with O.C.G.A.

§ 13- 10-91, stating affirmatively that the individual, firm, or corporation which is registered with, is authorized to participate in, and is participating in the federal work authorization program commonly known as E- Verify,* in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the information required by O.C.GA. § 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a copy of each such verification to the City of within five (5) business days after any subcontractor(s) is/are retained to perform such service.

E Verify TM Company Identification Number Date of Authorization

BY: Authorized Officer or Agent Date (Name of Person or Entity)

SUBSCRIBED AND SWORN BEFORE

ME ON THIS THE

__________ DAY OF , 20_

[NOTARY SEAL]

Notary Public

My Commission Expires:

* Or any subsequent replacement 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. 99-60

(1) A drug-free workplace will be provided for the Service Provider’s employees during the performance of the Contract; and

(2) Each Service Provider who hires a subcontractor to work in a drug-free workplace shall secure from the subcontractor the following written certification:

NON-COLLUSION AFFIDAVIT

The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation, or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to include anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding.

He/She further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee gift, commission or thing of value on account of such sale.

OATH AND AFFIRMATION

I HEREBY AFFIRM UNDER THE PENALTIES FOR PERJURY THAT THE FACTS AND

INFORMATION CONTAINED IN THE FOREGOING BID FOR PUBLIC WORKS ARE TRUE

AND CORRECT.

Dated this day of , (Name of Organization)

(Title of Person Signing)

(Signature)

(Bid Number)

STATE OF ___________________________)

COUNTY OF )

Before me, a Notary Public, personally appeared the above named and swore that the statements contained in the foregoing document are true and correct.

Subscribed and sworn to me this day of .

Notary Public Signature:

My Commission Expires:

WITHDRAWAL REQUEST

City of Roswell Purchasing Department

a. Prior to the due date, a submitted proposal may be withdrawn by the Offeror by submitting a written request to the Buyer named herein. A person authorized to sign for the Offeror must sign all such requests.

The City reserves the right to add provisions to the contract to be consistent with the successful Offeror's offer and to negotiate with the successful Offeror other additions to, deletions from, and/or changes in the language in the Contract, provided that no such addition, deletion or change in Contract language would, in the sole discretion of the City affect the evaluation criteria set forth herein, or give the successful Offeror a competitive advantage.

Any exceptions to the agreement must be clearly identified, accompany the Offeror's proposal, and be attached to the agreement. Offerors are cautioned that any exception submitted that will give the Offeror a competitive advantage over another Offeror or that will cause a failure to meet a mandatory requirement of the RFP will not be accepted.

Prior to award, the apparent winning Offeror(s) may be required to enter discussions with the city to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within one (1) week of notification, if not, this could lead to rejection of the Offeror's proposal. The offer will not retype the enclosed contract.

I. CERTIFICATION

By my signature below, it is certified that my firm can meet all terms of the RFP and will perform the services specified and for the privilege of doing so on the City of premises. I understand that, upon proper acceptance of this offer by the City of , a contract will thereby be created.

Given under my hand this day of , 20 .

Name of Firm

Signature

Title

Business Address

Sworn to and subscribed before me this day of , 20 .

Email address

Rev 10/2020

PROFESSIONAL SERVICES INSURANCE GUIDELINES

(For projects less than $5,000,000)

Statutory Workers' Compensation Insurance

(a) Employers Liability:

Bodily Injury by Accident - $100,000 each accident Bodily Injury by Disease - $500,000 policy limit Bodily Injury by Disease - $100,000 each employee

Commercial General Liability Insurance

(a) $1,000,000 limit of liability per occurrence for bodily injury and property damage

(b) The following additional coverage must apply:

1986 (or later) ISO Commercial General Liability Form Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04) Additional Insured Endorsement (Form B CG 20 10 with a modification for completed operations or a separate endorsement covering Completed Operations) Blanket Contractual Liability Broad Form Property Damage Severability of Interest Underground, explosion, and collapse coverage Personal Injury (deleting both contractual and employee exclusions) Incidental Medical Malpractice Hostile Fire Pollution Wording

Auto Liability Insurance

(a) $500,000 limit of liability per occurrence for bodily injury and property damage

(b) Comprehensive form covering all owned, nonowned, leased, hired, and borrowed vehicles

(c) Additional Insured Endorsement

(d) Contractual Liability

4. Professional Liability Insurance - $1,000,000 (project specific for the City project) limit of liability per claim/aggregate or a limit of $1,000,000 per occurrence and $2,000,000 aggregate.

Insurance company must be authorized to do business in the State of Georgia.

Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04 or some other form)

5. City of Roswell should be shown as an additional insured on General Liability and Auto Liability policies.

6. The cancellation should provide 10 days notice for nonpayment and 30 days notice of cancellation.

7. Certificate Holder should read:

City of Roswell 38 Hill Street Roswell, GA 30075

8. Insurance Company, except Worker' Compensation carrier, must have an A.M. Best Rating of A-5 or higher. Certain Workers' Comp funds may be acceptable by the approval of the Insurance Unit.

European markets including those based in London and domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the contractor’s broker/agent can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best’s rating of A-5 or better.

9. Insurance Company must be licensed to do business by the Georgia Department of Insurance.

*See above note regarding Professional Liability

10. Certificates of Insurance, and any subsequent renewals, must reference specific bid/contract by project name and project/bid number.

11. The Contractor shall agree to provide complete certified copies of current insurance policy (ies) or a certified letter from the insurance company (ies) if requested by the City to verify the compliance with these insurance requirements.

12. All insurance coverages required to be provided by the Contractor will be primary over any insurance program carried by the City.

13. Contractor shall incorporate a copy of the insurance requirements as herein provided in each and every subcontract with each and every Subcontractor in any tier, and shall require each and every Subcontractor of any tier to comply with all such requirements. Contractor agrees that if for any reason Subcontractor fails to procure and maintain insurance as required, all such required Insurance shall be procured and maintained by Contractor at Contractor's expense.

14. No Contractor or Subcontractor shall commence any work of any kind under this Contract until all insurance requirements contained in this Contract have been complied with and until evidence of such compliance satisfactory to City as to form and content has been filed with City. The Acord Certificate of Insurance or a preapproved substitute is the required form in all cases where reference is made to a Certificate of Insurance or an approved substitute.

15. The Contractor shall agree to waive all rights of subrogation against the City, the City Council, its officers, officials, employees, and volunteers from losses arising from work performed by the contractor for the City.

16. Special Form Contractors’ Equipment and Contents Insurance covering owned, used, and leased equipment, tools, supplies, and contents required to perform the services called for in the Contract.

The coverage must be on a replacement cost basis. The City will be included as a Loss Payee in this coverage for City owned equipment, tools, supplies, and contents.

17. The Contractor shall make available to the City, through its records or records of their insurer, information regarding a specific claim related to any City project. Any loss run information available from the contractor or their insurer relating to a City project will be made available to the City upon their request.

18. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liability provisions of the Contract.

19. The Contractor and all Subcontractors are to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and any other laws that may apply to this Contract.

20. The Contractor shall at a minimum apply risk management practices accepted by the contractors’ industry.

Surety Bonds (If Required)

All of the surety requirements will stay the same except the Surety Company must have the same rating as item 8 above.

City of Roswell RFIQ Contract RFIQ#25-093-K page 1 of 1

City of Roswell

CONTRACT AGREEMENT

RFIQ #25-093-K

HOUSEHOLD HAZARDOUS WASTE EVENTS

This Agreement made and entered into on the execution date; by and between the City of Roswell, Georgia, having its principle place of business at 38 Hill Street, Roswell GA 30075 and ___________ having its principle place of business at _____________________.

WHEREAS, the City of Roswell issued Request for Informal Quotes #25-093-K soliciting quotes for Household Hazardous Waste Events; and

WHEREAS, the Contractor submitted a quote in response to the RFIQ; and

WHEREAS, the Contractor’s proposal was deemed by the City of Roswell to be the most advantageous to the City;

NOW THEREFORE, in consideration of the mutual covenant and promises contained herein, the parties agree to compensation according to the submitted costs for goods and services included in the RFIQ submittal as follows:

1 Statement of Work The Contractor agrees to provide all Services and comply with all requirements specified in the attached statement of work, and provide those Services as may additionally be specified in the Contractor’s proposal in accordance with the terms and conditions of this agreement. Said specifications are hereby made a part of this agreement by reference.

2 Term of Contract

This contract is intended to be a multi-year contract for the services or items described in the solicitation.

Pursuant to Georgia Law, this contract will terminate absolutely on June 30 of the fiscal year in which it is executed (the initial term). Unless either party gives written notice on or before May 1st of any year in which the agreement is in effect, the agreement will automatically renew on July 1st of any year in which a renewal is available. The initial term, renewal terms, and final renewal term will equal five (5) years.

Contract RFIQ#25-093-K page 2 of 8

3 Price Escalation for Multi-Year Contracts

3.1 Limitation

Pricing as proposed in the contractor’s offered price must be adjusted in accordance with this section (if at all). The successful contractor shall submit a written request for modification to pricing in the contract 90 days prior to the option term. If the successful Contractor fails to submit a written request for modification to pricing by that date, the successful Contractor waives the right for a modification to the fees.

4 Independent Contractor

4.1 The Contractor shall be an independent Contractor.

The Contractor is not an employee, agent or representative of the City of Roswell. The successful Contractor shall obtain and maintain, at the Contractor’s expense, all permits, license or approvals that may be necessary for the performance of the services. The Contractor shall furnish copies of all such permits, licenses or approvals to the City of Roswell Representative within ten (10) days after issuance of Notice to Proceed.

4.2 No False Representation

Inasmuch as the City of Roswell and the Contractor are contractors independent of one another neither has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other, unless otherwise expressly agreed to in writing signed by both parties hereto. The Contractor agrees not to represent itself as the City’s agent for any purpose to any party or to allow any employee of the Contractor to do so, unless specifically authorized, in advance and in writing, to do so, and then only for the limited purpose stated in such authorization. The Contractor shall assume full liability for any contracts or agreements the Contractor enters into on behalf of the City of Roswell without the express knowledge and prior written consent of the City.

4.3 Invoices

The Contractor may submit progress invoices on a monthly basis for all Services performed in the preceding month.

The City of Roswell shall pay undisputed portions of each milestone progress invoice within thirty (30) days of the date of the invoice.

5 Indemnification

The Contractor agrees to indemnify, hold harmless and defend the City from and against any and all liabilities, suits, actions, legal proceedings, claims, demands, damages, costs and expenses (including attorney’s fees) rising out of any negligent act or omission of the Contractor, its agents, subcontractors or employees in the performance of this Contract.

6 Insurance The Offeror shall provide the City of Roswell with a certificate of insurance, along with an additional insured endorsement indicating the existence of the policies prior to the beginning of the contract term.

Each policy shall contain a valid provision or endorsement that the policy may not be canceled without giving thirty

(30) days written notice thereof to the City of Roswell representative named in the contract. A renewal policy or certificate shall be delivered to the City of Roswell at least thirty (30) days prior to the expiration date of each expiring policy.

If at any time, any of the policies shall be or become unsatisfactory to the City of Roswell as to form or substance, or any of the carriers issuing such policies shall be or become…