RFP #26-015 Addendum #2 final.pdf

RFP# 26-015 TOWN OF DUMFRIES WASTE MANAGEMENT SERVICES – (Addendum #2)

ADDENDUM NO. 2 TO ALL OFFERORS:

DATE: JULY 28, 2026

REQUEST FOR PROPOSAL: 26-015

TITLE: TOWN OF DUMFRIES WASTE MANAGEMENT

DATED: JULY 22, 2026

DUE DATE: AUGUST 3, 2026 @ 2:00 PM

SUBJECT: RESPONSES TO OFFEROR QUESTIONS

This Addendum supplements, modifies, deletes from, or adds to the original Request for Proposals noted above.

This addendum is issued in response to questions received to date and shall be considered part of the RFP.

I. Question and Responses

1. Pg. 8 Carts: Since the town is requesting service twice a week, could we supply 64g trash carts instead of the requested 96g carts?

Answer: Yes. The Town will permit offerors to propose 64-gallon trash carts in lieu of 96-gallon carts, provided the proposed cart size is adequate to support twice-weekly collection service and meets the needs of the Town's residential customers.

2. Pg 8. Recycle Carts: Is it possible to offer 32g carts (with lids) to the single-family homes and 18g bucket style bins to the town homes?

Answer: Yes. The Town will permit offerors to propose the use of 32-gallon lidded recycling carts for single-family homes and 18-gallon bucket-style recycling bins for townhomes, provided the proposed collection system meets the service requirements of the solicitation and is capable of effectively serving the Town's residents.

3. What is the expected start date of this new contract? (goes with question 4 below)

Answer: The Town's intent is to begin services as quickly as possible following the selection of the successful offeror, execution of the contract, and completion of all required transition activities. The exact start date will be coordinated with the selected offeror to ensure a seamless transition of services.

4. Cart Delivery: Turnaround time for cart ordering is at least 8 weeks; when is the town expecting carts to be delivered?

Answer: As cart delivery may vary for each Offeror, the Town will solidify delivery expectations with the selected Offeror.

RFP# 25-015 TOWN OF DUMFRIES WASTE MANAGEMENT SERVICES – (Addendum #2)

5. Pg. 1 With the outlay of cart cost, is the town willing to do a base contract of 5 years with (5) one year options years

Answer: The Town will proceed with 3 - year contract with (4) one year renewal options as proposed on page #1 of the RFP.

6. Is the contractor responsible for paying all tipping fee & disposal costs?

Answer: Yes, the selected Offeror will be responsible for paying all tipping fee and disposal costs.

7. Pg 9. Does the hauler or the town retain monies from E-waste & Metal disposal?

Answer: The Town elects to receive a credit against its monthly invoice for the net proceeds generated from those materials. The chosen Offeror shall also provide supporting weight tickets, receipts, and revenue documentation.

8. Pg. 19 - Can the contractor use CPIU-water, sewer & Trash as basis for price increases?

Answer: Please refer to page #18 of the RFP that references when Consumer Price Index will be evaluated at contract renewal.

9. Will you incorporate previously submitted questions into this new round of questions?

Answer: There were no questions submitted prior to this round of questions so this addendum addresses all questions sent in for this solicitation.

10. Can a fuel surcharge be added in the language of the contract?

Answer: The Town has considered this request and has determined that a fuel surcharge provision will not be added to the contract. Offerors should include all anticipated costs, including fuel, in their proposed pricing. The Town intends for the proposed prices to remain firm for the duration of the contract term, except as otherwise expressly provided in the solicitation and resulting agreement.

11. What is the town prefer collection and can the hauler make collection day changes.

Answer: As stated within the RFP on page #10, Wednesday is designated as a mandatory collection day and one additional collection day is to be mutually agreed upon by the selected Offeror and the Town.

12. Pg 9. Please provide materials that are part of the construction debris?

Answer: Construction debris is non-hazardous solid waste generated from building, remodeling, repair and demolition:

Included Materials

• Masonry and aggregates: Concrete, brick, stone, and tile

• Wood products: Lumber, framing, and plywood (treated or untreated)

• Finishing and metals: Drywall, plaster, glass, plumbing fixtures, and wiring

RFP# 25-015 TOWN OF DUMFRIES WASTE MANAGEMENT SERVICES – (Addendum #2)

• Roofing: Asphalt shingles and roof coverings Excluded Materials

• Hazardous substances: Asbestos, lead paint chips, and chemical solvents

• Household garbage: Food waste and general municipal trash

• Liquids and containers: Fuel tanks, sealed drums, and paint cans with liquid residue

13. Pg. 11 (Disposal Location) States town reserves the right to choose the landfill disposal site for the contractor. Is there a mileage perimeter for this disposal location from the town?

Answer: The mileage perimeter shall be within an 18-mile radius of Town Hall.

14. Pg 15. (Contract Cancellation). For clarification purposes what is the extent to the monthly misses/failure to perform? Is it one miss consistently or cumulative? Will the hauler receive a right to cure note? Please clarify.

Answer: The Town intends for this requirement to apply to cumulative failures to perform during a monthly service period rather than a single isolated occurrence. Performance will be evaluated based on the contractor's overall compliance with the contract requirements throughout the month as outlined on Page #15 of the RFP.

In the event of a documented service deficiency, the Town will notify the contractor of the issue and provide an opportunity to cure the deficiency when the nature of the issue reasonably permits.

However, repeated or recurring deficiencies, failure to timely correct identified issues, or deficiencies that cannot reasonably be cured after the fact may be considered cumulative performance failures and may result in the assessment of applicable remedies or other actions as provided in the contract.

15. In the current contract, the hauler coordinates the calls about missed collection or any other collection issues in the town. Will this continue or will the Town now coordinate the calls?

Answer: The new contract will remain the same and the selected Offeror will coordinate calls about missed collection or any other issues in the Town.

The offeror must take due notice and be governed accordingly. This addendum must be acknowledged, or your proposal may not be considered.

Ayana B. Thurston, VCA Procurement Specialist