RFP_26_003 Residential Solid Waste Addendum 2.pdf

Addendum 2 – RFP 26-003 Residential Solid Waste Collection and Disposal

Addendum 2

COSTS TABLE FORM

RFP 26-003 RESIDENTIAL SOLID WASTE COLLECTION AND DISPOSAL

Questions Asked and Answered 8/24/2026

Scope

1. Recycling (p. 4, 2.2.B/C; p. 9, question h; Attachment II) — Curbside recycling is not in the Scope of

Work or on Attachment II, but monthly recycling reports are required and question (h) asks about sharing recyclable revenue. Is recycling in scope? If yes, state frequency, container type/size, accepted materials, and add a line item.

No recycling.

2. Yard waste (p. 8, Criterion A; p. 4, 2.2) — Criterion A scores yard waste bundle size under Chapter 26, but yard waste is not in the scope or on Attachment II. Is it in scope? If yes, state frequency, set-out and volume limits, disposal location, and add a line item.

Just solid waste. No recycling, bulk, or yard waste services are being requested; however, pricing may be provided if this is something you think council should consider. These should be listed as optional added services and not included in residential solid waste pricing.

3. Bulk / white goods (p. 4, 2.2) — In scope? If yes, state frequency, scheduled or on-call, annual per-household limit, and whether Freon evacuation and tire disposal are included.

Just solid waste. No recycling, bulk, or yard waste services are being requested; however, pricing may be provided if this is something you think council should consider. These should be listed as optional added services and not included in residential solid waste pricing.

4. Roll-offs, open tops, compactors (p. 7, Cost Proposal Format; p. 4, 2.2) — Must be declared new or used but never appear in the scope. In scope? If yes, provide locations, sizes, and estimated annual pull counts.

Dumpsters for City Facilities Currently Provided at no cost to the City

1. City Hall/Police Department

1. Plus two residential carts.

2. WWTP (excluding sludge)

3. Public Work

4. Mars Theatre

5. Second Street Parking Lot – 2 Cardboard Only Dumpsters for Public

6. Fall Festival Weekend - November

1. 75 Cardboard Trashcans

2. Two Short Wall 20-yard Dumpsters

5. The five dumpsters and back-door service (p. 4, 2.2.A; Attachment II) — No line item exists for the two cardboard dumpsters, three City dumpsters, or side/back-door service. Absorbed into the per-household rate, or quoted separately? State size and placement location of each dumpster.

See #4 answer.

6. Back-door volume (p. 4, 2.2.A.a) — How many households currently receive it, and who approves eligibility?

Current provider notes that no back/side door collections exist. City would have to review and approve requests on a case by case basis.

7. Chapter 26 (p. 8, Criterion A) — Incorporated into the evaluation criteria but not attached. Please provide the current text.

Springfield GA Code of Ordinances, including Chapter 26, are available on Municode – library.municode.com

Rate Structure and Term

8. Seven-year rate (Attachment II; p. 7, Cost Proposal Format) — Attachment II has one rate column for all seven years, and rates must include CPI and fuel adjustment. Does the City require a flat rate held seven years, or a Year 1 rate with an annual adjustment mechanism? If the latter, will the City accept a schedule by contract year, and does the City wish to specify index, adjustment date, and cap?

The proposed base fees should be listed on Attachment II. Any proposed escalations or adjustments should be detailed in the blank space below.

9. Reopener (p. 7, Cost Proposal Format) — If a flat rate is required, will the City consider a pass-through for a change in tipping fee or landfill ownership, a regulatory change, or a new or increased host fee, franchise fee, or state surcharge?

The proposed base fees should be listed on Attachment II. Any proposed escalations or adjustments should be detailed in the blank space below.

10. Term and start date (Attachment II; p. 2) — Confirm 3 base years plus two 2-year renewals, whether renewals are at the City’s sole option, and the commencement date. April 1, 2027?

Yes.

11. Cart specs (p. 4, 2.2.A) — Required cart size, number included per household, required color or City identification?

96 gallon, 1 per household with option to add additional carts for additional fee.

12. Cart ownership and replacement (p. 4, 2.2.A) — Who owns carts and dumpsters at term end? Is replacement at no charge in all circumstances including theft, vandalism, and resident misuse, or only normal wear and manufacturer defect?

Vendor owns carts and dumpsters. Replacement has been at no charge in all circumstances for the current vendors contract. If a fee is proposed for replacement outside of normal wear and tear – bidder should specify those fees.

13. Additional cart (Attachment II) — Cart size, and is the rate monthly recurring, one-time delivery, or both?

96 gallon, monthly recurring, no delivery fee.

Service Standards and Data

14. Service standards (p. 4, 2.2.A; p. 9, question a) — Required collection days and hours, expectation for holidays falling on a collection day, and required timeframes for recovering a missed collection and responding to a complaint. Will the contract include liquidated damages or service credits? If so, provide the schedule.

Vendor should establish one day per week for pickup, if a holiday falls on that day pickup should occur on the following business day and should not delay the next regularly scheduled pickup.

15. Disposal (p. 4, 2.2.B; p. 9, question e) — May the contractor designate any permitted Subtitle D facility, or is a specific facility required? Must the capacity certification cover three years or all seven?

Any. Minimum three years.

16. Operating data (p. 4, 2.2.A) — To the extent available: current account count as of the most recent billing cycle; residential tons disposed each of the last three years; current tipping fee and disposal facility;

collection days and vehicles required weekly; any streets that cannot accommodate a standard collection vehicle.

Roughly 1200 customers. No streets that cannot accommodate a collection vehicle to our knowledge.

Deadline and Responsiveness

17. Labor Day deadline (cover page; p. 9, Section V) — The due date is Monday, September 7, 2026 at 2:00

PM, which is Labor Day. Will City Hall be open and staffed to receive proposals? If not, will the City issue an addendum with a revised date or an alternate receipt location and time-stamp procedure? With the addendum issued after close of business September 1, the effective delivery window closes September 4.

Asked and answered in Addendum 1.

18. Scope items D through H (p. 6, Section 3.2) — Section III directs a response to “3.2 A. through H. of the Scope of Service,” but the Scope of Service is 2.2 and contains only A, B, C. Confirm there are no items D through H.

Correct only A, B, C.

19. 120 vs. 90 days (p. 6, Section 3.2; p. 11, Section X) — Section 3.2 requires a 120-day non-withdrawal statement; Section X states 90 days. Which governs?

90 days minimum.

20. Inner envelopes (p. 4, Section 3.2) — Are technical and cost proposals to be sealed in separate inner envelopes within the outer package?

The entire package should be sealed.

21. Draft contract (p. 11, Section X) — Award obligates the successful proposer to a Professional Services Agreement whose content is agreed upon after award, but no draft is attached. Will the City issue it by addendum before the deadline?

Asked and answered in Addendum 1

22. Subcontracting after award (p. 10, Section 7.1; p. 11, Section X) — Section 7.1 covers subcontractor disclosure at proposal time.

Does the City require notice or consent to subcontract a discrete function after award where no subcontractor was proposed? Yes

Will the Professional Services Agreement contain assignment or subcontracting restrictions? Yes

23. Will the county accept an alternative bid?

Just solid waste. No recycling, bulk, or yard waste services are being requested; however, pricing may be provided if this is something you think council should consider. These should be listed as optional added services and not included in residential solid waste pricing.

24. Billing (p. 7, Cost Proposal Format; Attachment II) — Attachment II requests a monthly charge per household. Does the City bill residents and remit a single monthly payment to the contractor, or does the contractor bill residents directly? If the City bills: are payments based on a fixed monthly account count or actual serviced accounts, what are the payment terms, and does the City bear delinquency risk? If the contractor bills: who authorizes service suspension for non-payment, and what is the contractor's recourse on uncollectible accounts?

The contractor bills the city monthly on net 30.

The city bills residents directly.

25. Is the no-charge material to be collected at the WWTP and Public Works locations considered heavy material, such as construction and demolition (C&D) debris?

No

26. Will the City allow the scheduled service days to be changed from those identified in the bid specifications?

Yes

27. If changes to the service days are permitted, would the City allow the services to be performed over two consecutive days?

Yes – but map must be provided so residents can be notified of their designated collection day.

28. Where is the current provider disposing of the City’s solid waste?

Chatham County

29. How many additional carts is each residential customer permitted to have?

Currently no cap.

30. Can the City provide historical solid waste tonnage data for the past one to two years, if available?

Not currently available for the purpose of this bid.

31. What is the earliest time that collection trucks are permitted to begin residential collection within the City?

7am

32. Can the City clarify whether there are any restrictions on the hours during which collection services may be performed?

None at this time.