RFP 2024_011 Commercial Solid Waste Collectio.pdf

Request for Proposal For

Douglasville Commercial Solid Waste Collection Services

RFP 2024-011

Issue Date: September 11, 2024

Due Date: October 11, 2024, 4:00 PM

City of Douglasville, Georgia Page 2 of 19 RFP 2024-011, Commercial Solid Waste Collection Services

RFP ESTIMATED TIMELINE

RFP ESTIMATED TIMELINE

Owner issues public advertisement of RFP September 11, 2024 Pre−proposal meeting with site visit following September 25, 2024, 10:00am Deadline for written questions/requests for clarification September 30, 2024, at

4:00PM

Publish responses to questions October 4, 2024 Deadline for submission of Proposals October 11, 2024, 4:00 PM Interviews by Selection Committee (If Required) October 16, 2024 Selection recommendation to City Council for approval October 31, 2024 (Tentative)

Table of Contents

1. General Project Information and Background

2. Scope of Services

3. Procurement Process and Information

4. Evaluation of Proposals and Presentation

5. General Conditions

6. Exhibits

7. Glossary of Terms

I. General Project Information and Background The City of Douglasville (the "City" or "Owner") is seeking Proposals from qualified vendors ("Supplier", "Proposer", or "Firm") to provide Commercial Solid Waste Collection Services for Douglasville, Georgia, as specified in this RFP.

II. Scope of Services

1. General

Supplier shall provide commercial collection services inside the City limits, as shown on Exhibit A, with the following exception: the City has identified a downtown business district which is not included in Supplier's scope of services. The City will provide collection services within the downtown business district, which is shown on Exhibit B.

The City currently services 658 FEL customers and 133 RO customers, excluding the downtown business district.

City of Douglasville, Georgia Page 3 of 19

2. Services to be Provided by Supplier

Supplier shall provide municipal solid waste front end load (FEL) and rolloff (RO) collection and disposal services in accordance with the terms of this Proposal to the City's commercial customers (excluding the downtown business district). No other person or entity except the Supplier may offer or provide these services inside City limits. The City agrees that so long as the Supplier is not in default hereunder, it will not enter into any agreement with any other entity for performance of these services inside City limits.

3. Containers

At the beginning of the contract period, Supplier shall take possession from the City of 744 commercial FEL containers currently in service. Commercial FEL containers shall remain the property of the City but shall remain in the possession and control of Supplier during the term of the contract entered into between Supplier and City. The Supplier will be responsible for maintenance, repair, and replacement of these containers as needed.

Supplier shall provide containers for commercial RO collection. The Supplier will be responsible for delivery and maintenance of all containers as needed.

4. Missed Collections

The Supplier will be responsible for receiving all reports of missed collections from commercial customers, rectifying the missed collection, and providing this information to the City. If the missed collection was solely the fault of the Supplier, Supplier shall provide the applicable collection service within one day of receiving the report (excluding Sundays for RO collection). If the missed collection was due to any act or failure to act by the commercial customer, Supplier shall not perform an additional pickup and the commercial customer shall be subject to an approved No-Load charge.

5. Fees and Payments for Services

Supplier will provide pricing for two different billing and collection options, as described below. The City will select one of these options for implementation upon contract award.

5.1 Billing Option 1 - City Handles Billing

City of Douglasville, Georgia Page 4 of 19

• Supplier will propose a service fee per container to be paid by the City to the Supplier for commercial FEL or RO solid waste collection services.

• The Supplier will invoice the City the municipal solid waste collection service fee for all commercial units on a monthly basis.

• The City will be responsible for invoicing the commercial customers for the required service.

• The City may charge each customer a fee for administration and related expenses.

5.2 Billing Option 2 - Supplier Handles Billing

• Supplier will propose a service fee per container to be paid by commercial customers to the Supplier for commercial FEL or RO solid waste collection services.

• The Supplier will direct invoice the commercial customers for the municipal solid waste collection service fee.

• Supplier will propose a percentage of gross revenues that the Supplier will pay to the City to support administration and related expenses.

6. General Performance Requirements for Collection Services

Collection of municipal solid waste from each commercial customer will be performed by Supplier in accordance with all performance requirements set forth in the Contract.

6.1 Supplier Responsibilities

• Initiation of Accounts and Billing (if Billing Option 2 is chosen)

• Initiation of Service

• Customer Service

• Collection Routes and Days

• Collection Processing and Disposal

• Notification of Improper Set-Outs

• Safety

6.2 City Responsibilities

• Initiation of Accounts and Billing (if Billing Option 1 is chosen)

• Monitoring Supplier Compliance

City of Douglasville, Georgia Page 5 of 19

7. Schedule of Collection

7.1 Hours of Collection

All commercial RO collection must be performed between the hours of 7:00 am and 5:00 pm during the Contract term, Monday through Friday (Monday through Saturday during a Holiday week). Supplier will perform commercial FEL collection seven days per week. Collection hours must adhere to the City noise ordinances. Supplier or City may request a variance to these normal hours of operations when special or unforeseen incidents occur.

7.2 Holidays

The Supplier shall not be required to perform collection services on public Holidays as defined by the City, with the exception of hospital and medical facilities, which must be picked up on their normal schedule. The collections that would have been made on a Holiday may be rescheduled by Supplier.

8. Supplier Personnel

8.1 Qualified Personnel

Supplier shall furnish qualified drivers, mechanical, supervisory, clerical, and other personnel as may be necessary to provide the collection 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.

8.2 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 of materials under the Contract between City and Supplier. Supplier shall train its employees in solid waste collection to identify and not collect hazardous waste or biomedical waste.

8.3 Employee Training

Supplier will train its employees as to the City's collection rules and regulations, ensuring that employees can answer questions from commercial customers and follow the City's collection rules. This training should be ongoing and reach new hires. All

City of Douglasville, Georgia Page 6 of 19 drivers and collection vehicle crews shall be trained in recognizing acceptable commercial municipal solid waste.

9. Collection Equipment

Supplier shall provide a fleet of collection vehicles sufficient in number and capacity to efficiently perform the work required by the Contract in strict accordance with its terms.

Supplier shall have available on days of collection, sufficient back-up collection vehicles to respond to complaints and emergencies. Collection vehicles must be reliable, safe, well maintained, clean, and in good working order. The City reserves the right to inspect all collection vehicles to be used in servicing this Contract at any time upon forty-eight

(48) hours' notice. The City shall notify Supplier within ten (10) days of inspection about the failure of any collection vehicle to meet these requirements.

9.1 Specifications

All collection vehicles used by Supplier in providing collection of materials under this Contract shall comply with all applicable local, County, State, and federal regulations.

Collection vehicles must be enclosed and designed to prevent leakage, spillage, or overflow.

9.2 Identification

Supplier's name, local telephone number, and a unique collection vehicle identification number designated by Supplier for each collection vehicle shall be visibly displayed in at least three places on all collection vehicles, in letters and numbers no less than six inches high. Supplier shall not place the City's name or logo on its collection vehicles.

9.3 Vehicle Inventory

Supplier shall furnish the City a written inventory of all collection vehicles used in providing collection services and shall update the inventory annually at the beginning of each Contract year. The inventory shall list all collection vehicles by manufacturer, ID number, date of acquisition, model year, type, and capacity.

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.

City of Douglasville, Georgia Page 7 of 19

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 (www.bidnetdirect.com) no later than September 30, 2024 at 4:00PM.

Questions and answers will be issued in the form of an addendum to all interested and will be available submitted on Bidnet Direct (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

A MANDATORY pre-proposal Conference will be held on September 25, 2024, at 10:00 AM, at 6700 Church Street, Douglasville, GA 30134. All firms intending to respond to this Request for Proposal must attend. Late attendees will not be admitted.

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:

(www.bidnetdirect.com), no later than October 11, 2024, at 4:00 PM. 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 2024-011 Douglasville Commercial Solid Waste Collection Services.

Any Bid received after that time will not be considered for award.

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.

City of Douglasville, Georgia Page 8 of 19

2. A list of firms submitting responsive Proposals will be available on City of Douglasville RFP/RFQ website after stated deadline.

3. 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.

4. 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 also 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.

5. 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.

6. 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.

City of Douglasville, Georgia Page 9 of 19

IV. Evaluation of Proposals 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

• Fleet size and condition

• Staffing levels and qualifications

• Management team experience in waste collection services

• Training programs and safety protocols

2. Experience and Past Performance - 25 Points

• Past performance on similar municipal waste collection contracts

• Experience in providing services of similar scale and complexity

• Client references (whether included in the bid response or not)

• 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 waste collection services

• Understanding of collection schedules and routes provided by the city

• Strategies for handling peak loads and special events

• Proposed methods for performance tracking and reporting

• Completeness and responsiveness to the RFB 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.

City of Douglasville, Georgia Page 10 of 19

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 - Map of Douglasville City Limits

• Exhibit B - Map of Downtown Business District

• Exhibit C - Fee Proposal

• Exhibit D - Organization's Statement of Experience: Recent Collection Contracts

• Exhibit E - Disclosure Statement

• Exhibit F - Certification Form

• Exhibit G - Contractor's Oath

• Exhibit H - Contractors and Subcontractors affidavits of compliance with the

Georgia Security and Immigration Act

• Exhibit I - Certificate of Corporate Existence

City of Douglasville, Georgia Page 11 of 19

VII. Glossary of Terms

FEL

Front End Load - A type of waste collection container typically used for commercial and industrial applications.

RO

Roll-Off - A type of open-top dumpster characterized by a rectangular footprint and wheels to facilitate rolling the dumpster in place.

Supplier The company or entity selected to provide the commercial solid waste collection services as outlined in this RFP.

City The City of Douglasville, Georgia.

Downtown Business District A specific area within the City of Douglasville, as defined in Exhibit B, where waste collection services are not included in this RFP.

City of Douglasville, Georgia Page 12 of 19

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:

City of Douglasville, Georgia Page 13 of 19

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency. Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville. <Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, t within the prior one-year period.

<Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts.

Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville. <Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

City of Douglasville, Georgia Page 14 of 19

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.

City of Douglasville, Georgia Page 15 of 19

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, 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

City of Douglasville, Georgia Page 16 of 19

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).

City of Douglasville, Georgia Page 17 of 19

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 RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB 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 SUSCRIBED BEFORE ME

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

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

City of Douglasville, Georgia Page 18 of 19

List of Similar Projects:

1. Project Name: _________________________________________________ Project Location: __________________________________________________ Project Owner: ___________________________________________________ Owner Contact (Name and Phone): ___________________________________ Project Contract Amount: ___________________________________________ Description of Project: ______________________________________________

City of Douglasville, Georgia Page 19 of 19

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: ______________________________________________

<Insert Response Here>