RFP_ 26_04_013 Waste C_D Services.pdf

RFP# 26-04-013

Request for Proposal

WASTE COLLECTION & DISPOSAL SERVICES

Oconee County Board of Commissioners

Notice for Request for Proposal (RFP)

Waste Collection & Disposal Services

RFP NUMBER 26-04-013

ISSUE DATE April 28, 2026

PRE-BID MEETING N/A

SUBMITTED QUESTIONS DEADLINE May 11, 2026 at 5:00 pm

Questions regarding clarification or interpretation of the Scope of Services must be submitted electronically via BidNet Direct www.bidnetdirect.com//oconeecounty.

RESPONSE DEADLINE May 15, 2026 at 5:00 pm

Responses to submitted questions will be issued via an addendum and posted on BidNet Direct.

PROPOSAL SUBMISSION Bidder’s must register with BidNet Direct to respond to this RFP.

All proposals will be received by the Finance Department electronically through BidNet Direct at www.bidnetdirect.com//oconeecounty on or before the date and time indicated below. All submitted responses will be electronically stamped at the time and date when all documents are uploaded and received.

Any proposals received after the established deadline will be deemed late and will not be considered.

Physical proposals will not be accepted.

CLOSING DATE & TIME May 21, 2026 at 10:00 am

CONTACT Jessica Ellis, Procurement Officer ocbids@oconee.ga.us

SecƟon I - General InformaƟon

A. VENDOR REGISTRATION & BID NOTIFICATION SYSTEM

Bidders are encouraged to sign up for the County’s public solicitaƟon plaƞorm powered by BidNet Direct. This system allows the Bidder to quickly register and update details such as products and services it provides, as well as contact informaƟon. This will enable the County to noƟfy the Bidder of opportuniƟes in the future. Proposals are not rejected for failure to register. To Register or check the status of registraƟon:

Please visit the County’s website at www.oconeecountyga.gov

Hover over ‘Doing Business’ and select ‘View Current SolicitaƟons’.

Select the link ‘Click here to access bids issued on or aŌer November 13, 2025 in BidNet’.

Complete registraƟon by following the instrucƟons provided.

B. CONTACT PERSON

Bidders may contact Ms. Jessica Ellis, Procurement Officer by email at ocbids@oconee.ga.us to clarify any part of the solicitaƟon requirements. Any unauthorized contact shall not be used as a basis for responding to this solicitaƟon and may result in the disqualificaƟon of the Bidder's submiƩal.

Bidders may not contact any elected official or other County employee to discuss the bid process or bid opportuniƟes except through the procurement officer named herein or as provided by exisƟng work agreement(s). This policy shall be strictly enforced, and the County reserves the right to reject the submiƩal of any vendor violaƟng this provision.

C. BID SUBMISSIONS

All proposals will be received by the Finance Department electronically through BidNet Direct at www.bidnetdirect.com//oconeecounty on or before 10:00 am on May 21, 2026. All submiƩed responses will be electronically stamped at the Ɵme and date when all documents are uploaded and received.

Any proposals received aŌer the established deadline will be deemed late and will not be considered. Physical proposals will not be accepted.

In addiƟon to proposal requirements, your submission shall include a completed copy of all provided county forms and required documents.

More than one bid received for the same work from an individual, firm, partnership, corporaƟon, or associaƟon under the same of different names will not be considered. Reasonable grounds for believing that any bidder is involved in more than one bid for the same work will cause the County to reject all bids from the Bidder. If the County believes collusion exists among bidders, bids from parƟcipants in collusion will not be considered.

CondiƟons, limitaƟons, or provisions aƩached by the Bidder to the bid forms may cause its rejecƟon. Bids containing items not included in the form of bids will be considered irregular.

D. ADDENDA AND INTERPRETATIONS

Oconee County will issue responses to inquiries and any other correcƟons or amendments it deems necessary in a wriƩen addenda issued prior to the due date posted on the County’s website under the bid informaƟon. Bidder should not rely on any representaƟons, statements, or explanaƟons other than those made in this solicitaƟon or in any addendum to this solicitaƟon. Where there appears to be a conflict between the solicitaƟon and any addenda issued, the last addendum issued will prevail. Bidders are advised to check the website for addenda before submiƫng their bids.

Bidders shall acknowledge any issued addenda by including the Addenda Acknowledgement Form with the bid submiƩal. Bid submiƩals that fail to acknowledge the Bidder’s receipt of any addendum may result in the rejecƟon of the bid if the addendum contains informaƟon that substanƟally changes the owner’s requirements.

Addenda may be issued to modify the bid document package as deemed necessary by Oconee County.

E. ALTERATIONS OF SOLICITATION AND ASSOCIATED DOCUMENTS

AlteraƟons of County documents are strictly prohibited and will result in automaƟc disqualificaƟon of the Bidder’s solicitaƟon response. If there are “excepƟons” or comments to any of the solicitaƟon requirements or other language, the supplier may make notes to those areas but may not materially alter any document language.

F. BID REQUIREMENTS

Bidder QualificaƟons

Oconee County may make any invesƟgaƟons deemed necessary to determine a Bidder’s ability to perform the work, and the Bidder shall furnish all informaƟon and data requested by the County. The County reserves the right to reject any bid from any bidder that the County considers not properly qualified to carry out agreement obligaƟons or able to saƟsfactorily complete the work on schedule.

ExaminaƟon of Bid Documents and Site

Before submiƫng a bid, each bidder shall: examine the bid document package thoroughly; become familiar with local condiƟons affecƟng cost and work progress or performance; become familiar with federal, state, and local laws, ordinances, rules, regulaƟons affecƟng cost and work progress or performance; study and carefully correlate bidder’s observaƟons with the bid document package; noƟfy the County concerning conflicts, errors, or discrepancies in the bid document package.

Bid submission will consƟtute incontroverƟble representaƟon that bidder understands and has complied with requirements contained in this arƟcle, and that bidder has read and understood the bid document package and hereby sƟpulates that the documents are sufficient in scope and detail to indicate and convey understanding for terms and condiƟons in order to perform work.

Copies of Bid Documents

The solicitaƟon package includes the AdverƟsement, SecƟons I-II, all aƩachments, exhibits, and addenda issued during the solicitaƟon period.

Complete sets of the solicitaƟon package shall be used in preparing bids. The County assumes no responsibility for errors or misinterpretaƟons resulƟng from using incomplete sets of the bid document package.

The County, in making the solicitaƟon document package available on the above terms, does so only to obtain bids on work and does not confer license or grant for any other use.

Any part of the solicitaƟon package may be modified by addenda.

G. MODIFICATION AND WITHDRAWAL OF BIDS

Bids may be modified or withdrawn any Ɵme prior to the deadline for submiƫng bids. Bid withdrawals will not prejudice the Bidder’s rights to submit a new bid prior to the deadline for submiƫng bids.

AŌer the period for receiving bids has expired, no bid may be withdrawn, modified, or explained, except as provided for in the arƟcle below.

H. AWARD OF CONTRACT

The OCBOC reserves the right to cancel this solicitaƟon and/or reject any and all proposals in whole or in part if it is determined that cancellaƟon and/or rejecƟons are advantageous to the County. RFP’s are legal and binding upon the Respondent when submiƩed. It will also be the responsibility of each Respondent to obtain any addenda issued from the Procurement Officer. The wriƩen RFP documents supersede any verbal or wriƩen prior communicaƟons between the parƟes.

To the extent permiƩed by applicable state and federal laws and regulaƟons, the County reserves the right to reject any and all bids, to waive any and all informaliƟes, and to disregard nonconforming, non- responsive, or condiƟonal bids. Bids may be considered irregular and subject to rejecƟon if they show serious omission, unauthorized form alteraƟons, use of unauthorized forms, unauthorized alternate bids, incomplete or unbalanced unit prices, or other irregulariƟes. In case of error in the extension of prices in the bid, the unit price will govern. No bid shall be altered, amended, or withdrawn within sixty (60) days aŌer the opening date of bids. Negligence on the part of the Bidder in preparing the bid confers no right for the withdrawal of the bid aŌer it has been opened. Any mistake, which is obviously a clerical one, such as an error in price extension, or in placement of decimal points, reversal of prices, FOB desƟnaƟon, FOB point of origin, etc., may be corrected by Oconee County aŌer verificaƟon is made by the applicant.

However, under no circumstances can unit prices be changed.

Contract will be awarded by the County pursuant to applicable law. Nothing contained herein shall place duty upon the County to reject bids or award bids based upon anything other than the County’s sole discreƟon as described herein.

The successful Bidder(s), upon his failure or refusal to execute and deliver the Contract and required bonds within fiŌeen (15) days aŌer NoƟce of Award has been issued, shall forfeit to the County as liquidated damages the security deposit submiƩed with his bid.

I. POST AWARD DOCUMENTATION

Upon issuance of a NoƟce of Award, the selected Bidder may be required to submit the following:

CerƟficate of Insurance (Refer to SecƟon J below for requirements & cerƟficate holder informaƟon)

S.A.V.E. Affidavit

Drug Free Workplace CerƟficate

W9 (March 2024 Version)

OccupaƟonal Tax License (issued from the County/City your business is located)

List of Subcontractors (if applicable)

Subcontractor Georgia Security & ImmigraƟon Compliance Act Affidavit (if applicable)

Payment & Performance Bonds (if applicable)

General Contractor’s License (if applicable)

Any documents required by the Bidder will be outlined in the NoƟce of Award. Once received, a NoƟce to Proceed can follow.

J. OCONEE COUNTY INSURANCE REQUIREMENTS

The following recommended minimum insurance limits apply to vendors doing business with the Oconee County Board of Commissioners. The Standard Insurance Limits are recommended for all procurements of goods and ancillary services. The specific requirements for vendors providing high risk services supersede the Standard Insurance Limits.

Coverage types and limits are recommended minimums and should be increased appropriately based on contract value and potenƟal risks to the County.

To achieve the appropriate coverage levels, a combinaƟon of a specific policy wriƩen with an umbrella policy covering liabiliƟes above stated limits is acceptable.

Important:

All policies shall contain a provision that coverage afforded under the policies shall not be canceled, changed, allowed to lapse, or allowed to expire unƟl thirty (30) calendar days aŌer wriƩen noƟce has been given to the cerƟficate holder on the cerƟficate of insurance. All such coverage shall remain in full force and effect during the iniƟal term of the agreement and any renewal or extension thereof.

All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best raƟng of A-, and signed by an authorized agent.

For example: If appropriate limits are $2 million per occurrence and $2 million aggregate, acceptable coverage would include a specific policy covering $1 million per occurrence and $1 million aggregate written with an umbrella policy for an additional $1 million.

Certificate Holder should read: Oconee County Board of Commissioners 7635 Macon Highway Watkinsville, Georgia 30677

Bidder 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. Bidder 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 the Bidder at the Bidder's expense.

No Bidder 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 Oconee County as to form and content has been filed with Oconee County.

Compliance with the foregoing requirements as to carrying insurance shall not relieve the Bidder and all Subcontractors of their liability provisions of the contract.

All Bidder’s and 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.

The Bidder shall at a minimum apply risk management practices accepted by the Bidder’s industry.

A. STANDARD INSURANCE LIMITS FOR GOODS AND ANCILLARY SERVICES

Workers Compensation (WC): Statutory Limits – required in all contracts

Bodily injury by Accident – each employee $ 100,000

Bodily injury by Disease – each employee $ 100,000

Bodily Injury by Disease – policy limit $ 100,000

Commercial General Liability (CGL):

Each Occurrence Limit $ 1,000,000

Personal & Advertising Injury Limit $ 1,000,000

General Aggregate Limit $ 2,000,000

Products/Completed Ops. Aggregate Limit $ 2,000,000

Automobile Liability:

Combined Single Limit $ 1,000,000

B. HIGH RISK INSURANCE LIMITS

1. Refuse TransportaƟon and Disposal: See the “Solid Waste CollecƟon and Disposal Services of Oconee County, Georgia” for insurance requirements. Document available upon request.

AddiƟonal Insured: The vendor shall add the “Oconee County Board of Commissioners, its officers, employees and agents” as an addiƟonal insured under the commercial general and contractor’s polluƟon liability policies.

END OF SECTION I

SecƟon II – Scope of Services

I. INTRODUCTION

Oconee County is seeking to establish a contract with a company interested in providing Waste CollecƟon & Disposal Services. This contract would consist of the collecƟon and disposal of both solid waste and recyclable materials from the County’s collecƟon sites, County faciliƟes & schools.

II. GENERAL INFORMATION

The term of the iniƟal contract(s) shall be for one (1) year starƟng July 1, 2026 followed by four (4) one year renewal opƟons.

Either party shall offer a minimum of 180 days’ noƟce, in wriƟng, if the contract is to be terminated and a saƟsfactory negoƟaƟon cannot be concluded.

The Contractor shall be responsible for preparing a monthly invoice indicaƟng the amount due.

The Contractor shall be responsible for providing a monthly breakdown of number of recyclable materials Ɵps per facility.

ReporƟng Requirements – Contractor will be responsible for submiƫng reports of operaƟon to Oconee County monthly. This informaƟon will be used for state reporƟng purposes. Reports shall contain weight Ɵckets, manifest, or similar documentaƟon that all recycling materials were delivered to an approved facility capable of handling the material.

Respondent is encouraged to read the enƟre solid waste management ordinance of Oconee County (AƩachment A) in preparaƟon of submiƫng a proposal for this contract. In ArƟcle 3, SecƟon 5 ‘Requirements for Licenses’ and SecƟon 6 ‘Licensing Fees’ , the following are required upon contract award:

Solid Waste Handling Permit issued by the EPA.

Proof of Insurance

Fidelity bond and Performance bond.

Georgia Solid Waste Management License

III. RECYCLABLE MATERIAL COLLECTION & DISPOSAL

A. Scope of Services

The Contractor shall provide all direct and incidental services, labor, materials, and equipment to accomplish the collecƟon, transportaƟon and disposal of all recyclable materials to an authorized recycling center. Services include but aren’t limited to the following:

Contractor shall provide sufficient dumpsters, the emptying of dumpsters and the transporƟng/disposal of collected recyclable materials.

The recyclable materials are to be collected from the County collecƟon sites, County faciliƟes and schools as shown on the Recycling Site Map.

Contractor shall provide a monthly breakdown of the number of Ɵps per facility.

Contractor shall provide monthly summaries of the quanƟty (weigh Ɵckets with tonnage) and type of recyclable materials collected at each site and facility.

The recyclables collected by the County in dumpsters are commingled fibers and commingled containers.

Total number of Ɵps for all locaƟons is approximately 2200 annually.

Contractor shall maintain all dumpsters at the County collecƟon sites, County faciliƟes and schools in a clean, funcƟonal and safe condiƟon to the saƟsfacƟon of the Oconee County Public Works Department.

The material to be collected shall be idenƟfied with signs that will be provided by the Contractor.

The Contractor or County may negoƟate to increase or decrease the number of dumpsters as well as the type of dumpsters at a future date without addiƟonal charge.

Lockable dumpsters shall be provided at the request of the County without addiƟonal charge.

The Contractor shall provide the County will all informaƟon as required for reporƟng to the Federal and State authoriƟes.

Recyclable collecƟon at all collecƟon sites and faciliƟes shall be performed during the normal, scheduled operaƟon hours. Only full dumpsters, as idenƟfied by the County (using magneƟc signs provided by the Contractor) shall be Ɵpped.

CollecƟon/Ɵpping may be scheduled on a weekly basis with ‘on call’ pickup service for full dumpsters or seasonal peak usage such as, but not limited to the beginning of the school year, Christmas holiday, etc.

IV. SOLID WASTE COLLECTION & DISPOSAL

A. Scope of Services

The Contractor shall provide waste collecƟon and disposal services for non-recyclable solid waste for the Macon Highway Site roll-offs, the County collecƟon site dumpsters, and the County faciliƟes dumpsters shown on the Solid Waste Site Map.

Solid waste collecƟon at all collecƟon sites shall be performed prior to the opening for each business day. Only roll-offs and full dumpsters, as idenƟfied by the County (using magneƟc signed provided by the Contractor) shall be Ɵpped.

CollecƟon/Ɵpping at the collecƟon sites may be scheduled on a weekly basis with ‘on call’ pickup service for full roll-offs and dumpsters or during seasonal peak usage such as, but not limited to the beginning of the school year, Christmas holiday, etc.

CollecƟon/Tipping at the County faciliƟes shall be scheduled by the frequency chart below with ‘on call’ pickup service for full dumpsters or during seasonal peak usage such as, but not limited to the beginning of the school year, Christmas holiday, etc.

Facility Name Frequency Oconee County Administrative Building 1x Daily M-F Oconee County Courthouse 1x Daily M-F Oconee County Civic Center 1x Daily Fire Station #1 1x every other week Fire Station #2 1x monthly Fire Station #4 1x every other week Fire Station #5 1x every other week Fire Station #8 1x every other week Oconee County Annex 1x Daily M-F Oconee County Health Department 1x weekly Oconee County Road Department 1x Daily M-F Oconee County Fleet Department 1x Daily M-F Oconee County Sheriff’s Complex 1x Daily Oconee County Senior Center 1x Daily M-F Oconee County Animal Services 1x every other week Herman C. Michael Park 2x weekly Oconee Veterans Park 1x Daily Bogart Sports Complex 1x weekly Heritage Park 1x every other week

The Contractor shall provide all direct and incidental services, labor, materials, and equipment to accomplish the solid waste collecƟon and disposal services. Those services are to include but not limited to the following:

Macon Highway Landfill Roll-Off Containers/Dumpsters

Contractor shall provide sufficient roll-offs, the emptying of the roll-offs, and the transporƟng/disposal of collected solid waste at a County approved facility.

Solid waste to be collected is to include but not limited to ‘brown goods’ (sofas and maƩresses), PAYT Bags’ (domesƟc household garbage) and other domesƟc, non-hazardous solid waste.

The Macon Highway site currently has ten (10) roll-offs. Contractor can increase the number of containers if needed.

Contractor shall provide freestanding signs for each roll-off at the landfill, numerically labeled with 12-inch leƩers.

Contractor shall replace any damaged or lost signs with no addiƟonal cost to the County.

Contractor is responsible for keeping the roll-offs in good repair.

Contractor is responsible for keeping collecƟon sites clean of all debris surrounding dumpsters/roll-offs as well as any that falls out when container is Ɵpped.

Contractor is responsible for any loose debris that is not securely dumped at the landfill.

Contractor shall provide the County with all informaƟon as required by and for use in reporƟng to the Federal, State and County authoriƟes, including by not limited to, monthly summaries of tonnage of solid waste collected at each site and facility.

CollecƟon Sites & County FaciliƟes Dumpsters

Contractor shall provide dumpsters, the emptying of dumpsters, and the transporƟng/disposing of collected solid waste at a County approved facility.

Solid waste to be collected is to include but isn’t limited to ‘brown goods’ (sofas and maƩresses), PAYT bags’ (domesƟc household garbage) and other domesƟc, non-hazardous solid waste.

Contractor shall provide a magneƟc sign for each of the dumpsters, with six (6) inch leƩers, idenƟfying dumpsters that are ready to be Ɵpped.

Contractor shall replace any damaged or lost signs at no addiƟonal cost to the County.

Contractor shall maintain all dumpsters at the County collecƟon sites and County faciliƟes in a clean, funcƟonal, and safe condiƟon to the saƟsfacƟon of the Oconee County Public Works Department.

The material to be collected in the dumpsters shall be idenƟfied with signs that will be provided by the Contractor.

The Contractor or County shall negoƟate to increase or decrease the number or change the type of dumpsters at future date without addiƟonal charge.

Lockable dumpsters shall be provided at the request of the County without addiƟonal charges.

V. PROPOSAL REQUIREMENTS

The areas of interest shall be ranked and scored by an evaluation panel whose purpose is to develop a well-researched recommendation for award.

Please include the following in your proposal using the same order and titles below to help facilitate scoring your proposal. Respondent can utilize the provided proposal forms or submit their own.

1. Letter of Interest

A statement in the letter of interest shall specifically stipulate that the contractor accepts all terms and conditions contained in the RFP. Suggestions for non-substantive modifications may be made, but the acceptance may not be conditioned upon such modifications.

The letter shall name the person(s) authorized to represent the Contractor in any negotiations and the name of the person(s) authorized to sign any contract, which may result.

The Letter of Interest must be signed by a representative of the Contractor firm who is authorized to bind the firm in contractual matters.

2. Company Information

Name of company as registered in Georgia

Company business location

Years in business under name stated above

General nature of work performed by company

Has the company ever been removed from a contract or failed to complete a contract as assigned? If yes, provide explanation.

General description of your company’s capabilities to perform the proposed waste hauling services.

Equipment Inventory is of particular interest as well as your company’s ability to provide the information needed for Federal, State & Local authority reporting requirements.

3. Similar Experience and Capabilities

Provide a minimum of three (3) examples of similar scoped contracts with other government entities in the last five years. Project information should include:

a. Owner Contact Name/Phone/Email/Location

b. Description of tasks required under the contract

c. List of Equipment inventory to be used for the contract

4. Contractor References

Provide a minimum of three (3) references from similar work. Include the reference company/agency, address, contact person and title, phone/email, scope of work, and contract period.

5. Cost Proposal

Respondent shall submit aƩached “Cost Proposal” form. In addiƟon, Respondent may also submit their own form as part of the proposal submiƩal documents.

Cost data submiƩed at this stage is not binding and is subject to negoƟaƟon if your firm is chosen as a finalist.

If possible, idenƟfy and include esƟmates for all labor and non-labor costs.

6. SupporƟng DocumentaƟon

Respondent shall provide documentaƟon showing all necessary licenses are current as well as your company’s receiving/processing facility is permiƩed by EPD.

I. EVALUATION CRITERIA

The selecƟon commiƩee will evaluate and rank the responses that best saƟsfy the project requirements by applying the comparaƟve evaluaƟon criteria below.

Criteria/Description Weighted Value Similar Experience 40 pts References 30 pts Cost Proposal 30 pts

*Although the SupporƟng DocumentaƟon is not weighted in the evaluaƟon, it is a very important part of your submiƩal and evaluaƟon process.

EvaluaƟon Criteria & SelecƟon

- The selection committee will evaluate and rank the responsive proposals by applying the weighted comparative evaluation criteria set forth in the criteria descripƟon using the informaƟon provided by the Contractor in previous secƟons

- In order to complete the evaluaƟon process, the Owner may request addiƟonal informaƟon from one or more Respondents. At its opƟon, the Owner may invite one or more Respondents to make a presentaƟon or discuss their proposal. At its opƟon, the Owner may select the top ranked Respondent for contract award or offer an opportunity to negoƟate the final terms of the Contract. If the Owner determines that the top-ranked Respondent’s proposed final terms of the Contract are not advantageous to the Owner, the Owner may choose to select or negoƟate with the next-ranked Respondent.