RFP No. 100316-FY25-07 Trash Services (FINAL).pdf

REQUEST FOR PROPOSAL (RFP)

RESIDENTIAL SOLID WASTE COLLECTION SERVICES

ISSUWE DATE: Friday, January 10, 2025

RFP NO.: 100316-FY25-07

PRE-PROPOSAL MEETING: Friday, January 17, 2025; 9:00 A.M.

QUESTION DEADLINE: Tuesday, January 21, 2025; 5:00 P.M.

PROPOSAL DUE DATE: Wednesday, February 12, 2025; 3:00 P.M.

DELIVERY ADDRESS : Commonwealth’s eProcurement website www.eva.virginia.gov

CONTACT: Kelly Neff, CPPB, VCOBuyer II Phone: 703-771-6501 E-mail: BidQuestions@leesburgva.gov

NOTE: Effective January 1, 2021, and until further notice, all bids and proposals in response to a formal solicitation issued by the Town will be securely received via eVA, the Commonwealth’s eProcurement website. All formal solicitations, including notices of addenda, will be posted on the Town’s Bid Board (http://www.leesburgva.gov/bidboard) and eVA (www.eva.virginia.gov).

Courtesy notifications will be provided to interested parties who have registered to receive updates. Interested parties are responsible for providing the correct contact information to the Town.

TABLE OF CONTENTS

I. INTRODUCTION TO REQUEST FOR PROPOSAL NO. 100316-FY25-07

II. BACKGROUND INFORMATION AND CURRENT PROGRAM DESIGN

III. SCOPE OF SERVICES

IV. INSTRUCTIONS TO OFFERORS

V. PROPOSAL REQUIREMENTS

VI. EVALUATION CRITERIA

VII. INTRODUCTION TO EVALUATION PROCESS AND MANDATORY REQUIREMENTS

VIII. SAMPLE CONTRACT

IX. REQUIRED FORMS

OFFEROR SUBMISSION FORM

ACKNOWEDGEMENT OF ADDENDA……………………………………………………………………………………………64

REFERENCES……………………………………………………………………………………………………………………………….65

PRICING FORM

X. ATTACHMENTS

ATTACHMENT A – Collection Route Maps

ATTACHMENT B – Town Code

ATTACHMENT C – Fuel Surcharge

I. INTRODUCTION TO REQUEST FOR PROPOSAL NO. 100316-FY25-07

Overview of the Request for Proposal The Town of Leesburg, Virginia (hereafter the “Town”) is soliciting proposals from qualified companies to provide residential refuse collection, recyclables collection, yard waste collection, as well as other solid waste services to approximately 12,147 single-family homes, duplex housing units, townhouses, and commercial and multi-family locations within the Town. It is the Town’s intent to contract with one (1) successful vendor (hereafter the “Contractor”) that will provide these services to Town residents on behalf of The Town’s Department of Public Works & Capital Projects. By Town Code Section 28.26, all one-family and two-family residential dwellings, and townhouse developments shall be eligible to use Town-provided refuse and recycling collection services.

Pre-Proposal Meeting

A non-mandatory virtual pre-proposal conference will be held at 9:00 a.m. on Friday, January 17, 2025 via Microsoft Teams. It is strongly recommended that all potential offerors attend this meeting to gain a thorough understanding of the contract requirements and to become completely familiar with the scope of work. There will be no site visit(s).

• To join on your computer, mobile app or room device click here:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM3YjhkMGYtODczYy00ODMwLTg0ZjgtZDY5OWIxZWVhMDRh%40thread.v2 /0?context=%7b%22Tid%22%3a%22fcff6f14-98e4-4734-bf54- 941f010e77b7%22%2c%22Oid%22%3a%229bec83ad-0021-4134-81bd-403ce78b1921%22%7d

• Call in (audio only) o 1-689-218-0588 o Phone Conference ID: 582 541 186#

Statement of Goals It is the intent of the Town to provide residential solid waste and recycling services with the following goals in mind:

• Provide an integrated, comprehensive, customer-friendly, residential solid waste collection program delivered with professionalism, accountability and professional management services;

• Maximize to the fullest extent possible, the recovery of recyclables from the residential waste stream;

• Increase the Town’s recycling rate, inclusive of a minimum of two recycling audits each year of the contract;

• Encourage efficiency in solid waste collection;

• Educate residents about recycling services and waste diversion to reduce waste generation and increase diversion rates; and

• Provide high-quality residential solid waste services at a reasonable cost.

Purpose of Solicitation The purpose of this Request for Proposal (RFP) is to contract with a highly qualified Contractor to provide https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM3YjhkMGYtODczYy00ODMwLTg0ZjgtZDY5OWIxZWVhMDRh%40thread.v2/0?context=%7b%22Tid%22%3a%22fcff6f14-98e4-4734-bf54-941f010e77b7%22%2c%22Oid%22%3a%229bec83ad-0021-4134-81bd-403ce78b1921%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM3YjhkMGYtODczYy00ODMwLTg0ZjgtZDY5OWIxZWVhMDRh%40thread.v2/0?context=%7b%22Tid%22%3a%22fcff6f14-98e4-4734-bf54-941f010e77b7%22%2c%22Oid%22%3a%229bec83ad-0021-4134-81bd-403ce78b1921%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM3YjhkMGYtODczYy00ODMwLTg0ZjgtZDY5OWIxZWVhMDRh%40thread.v2/0?context=%7b%22Tid%22%3a%22fcff6f14-98e4-4734-bf54-941f010e77b7%22%2c%22Oid%22%3a%229bec83ad-0021-4134-81bd-403ce78b1921%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM3YjhkMGYtODczYy00ODMwLTg0ZjgtZDY5OWIxZWVhMDRh%40thread.v2/0?context=%7b%22Tid%22%3a%22fcff6f14-98e4-4734-bf54-941f010e77b7%22%2c%22Oid%22%3a%229bec83ad-0021-4134-81bd-403ce78b1921%22%7d the Town’s existing residential l solid waste services to approximately 12,147 households, which include weekly curbside collection of refuse; weekly single-stream recyclables; weekly yard waste and bulk collection, and cart maintenance and management.

Summary Scope of Services It is the intent of the Town to award a contract (hereafter the “Contract”) to one (1) Contractor for solid waste services for a period of one (1) year. At the Town’s sole discretion, the contract may be renewed for up to six (6) additional one-year renewal periods (option years). The residential solid waste services include:

(1) Refuse Collection – Weekly curbside collection with GPS-tracked collection vehicles and transportation of collected refuse to the Loudoun County landfill. Refuse disposal fees will be paid by the Contractor directly to the facility.

(2) Recyclables Collection – Weekly curbside collection with GPS-tracked collection vehicles of single-stream recyclables and transportation of collected recyclables to an approved Material Recovery Facility (MRF).

(3) Yard Waste Collection – Weekly curbside collection with GPS-tracked collection vehicles and transportation of collected yard waste to an approved facility. Yard waste is currently collected once weekly from March to the end of November. Yard waste disposal fees will be paid by the Contractor directly to the approved facility. The Town is considering adding year-round yard waste collection to include the months of December, January and February either as once per week or other collection schedule. The successful vendor will also collect Christmas trees from all curbside residential and applicable downtown commercial properties the second and third weeks of January on the recycling day.

(4) Cart Maintenance and Management – The Town has generally provided one trash and one recycling cart to each single family detached, townhome, and applicable condominiums in its service area.

The Town has also provided trash and recycling carts to the downtown businesses where commercial collection is provided. Cart maintenance and management will require a contractor-provided request system and repairs to be made on the next available collection date after the request for repair services for all households served under the Contract, and within three (3) business days for all Commercial customers in the Historic District under this contract.

The Contractor must establish and maintain an accurate and complete asset and parts inventory.

At a minimum, the Contractor must keep accurate counts of repair material quantities, and carts to include cart serial number, age, condition, size, color, current location or address and location history. The inventory database will be kept current and accessible by Town staff with a monthly inventory update provided to the Town’s contract manager with each monthly invoice.

This report must include all distribution of carts, replacement of carts whether with new or refurbished cart, corresponding cart serial numbers, and maintenance required/completed for the month. The Contractor must provide a web-based reporting mechanism, or utilize a town owned and maintained system (to be negotiated with successful offeror) for all maintenance requests from residents and/or businesses.

The Contractor must perform twice-per-year inventory audits (December and June) of all stored parts, materials and carts scheduled with and under the observation of Town staff.

Audit results must be provided by the Contractor no later than January 15th and July 15th, respectively, noting reasons for any discrepancies, and the corrections made to inventory records to match on-hand quantities. The Contractor must maintain an error rate of less than 2% by total items.

Prior to retiring or disposing of any carts, parts or materials, the Contractor must provide photo documentation or allow for visual observation of the cart and receive permission by the Town’s contract administrator or designee.

For commercial carts in the Historic District, the Contractor will be required to perform a visual inspection of all the carts on a weekly basis and cleaning of all the carts on a semi-annual basis.

All damaged carts must be repaired if possible or replaced within one business day.

Maintenance when needed must be recorded on the monthly inventory update report.

(5) Bulk Collection – Weekly curbside collection with GPS-tracked collection vehicles and transportation of collected bulk refuse to the Loudoun County landfill. Bulk collection is an on-demand program where customers schedule service with the Contractor in advance of the pick-up. Refuse disposal fees will be paid by the Contractor directly to the facility. Collection is limited to a 4x4x8-ft size pile per residential property. Where a larger volume of bulk waste is placed out for collection, the Contractor must collect an amount equivalent to the limited volume above and tag the remainder. In FY2024 the total number of collection stops = 3,439.

The Town also offers an enhanced bulk collection to deal with items such as toilets, vanities, sinks, up to 3 bags of contractor type debris from “homeowner” level projects. The Contractor must maintain an annual list of all bulk collection tracked by address, date of collection, quantity and type of material collected and cost paid by the property owner or the Town.

The Contractor must provide monthly data and statistics with each monthly invoice that includes at a minimum:

• volume, weight or quantity of each waste stream collected as outlined above including locations of disposal

• daily route durations by day

• List of resident or Town calls or complaints by date, issue and number of days to resolution

• List of all missed collections by date and address

• List of any truck breakdowns, hydraulic spills, trash spills or other service interruptions by date and location

• List of new carts issued by address

• List of all tagged or uncollected waste by date, address and reason for non-collection.

• List of any loads rejected by disposal facility (landfill, MRF), including date and reason

• List of all changes to cart inventory including carts and dumpsters, those in storage, in service, or retired from service.

Prospective Offerors should carefully review all service level assumptions listed in this RFP, including the number of households to be serviced under the contract, waste generation information, and historical collection data. Questions, clarifications, and suggested adjustments to these assumptions may be submitted in writing in accordance with Section V. of this solicitation.

II. BACKGROUND INFORMATION AND CURRENT PROGRAM DESIGN

This section describes SOME of the Town’s CURRENT residential solid waste services, which are provided by the Town’s Contractor. Offerors should carefully review Section III. of this RFP to determine the scope of services envisioned under the Contract. Offerors may use the data presented in this section for purposes of estimating the level of effort required in providing services under the new Contract; these are the current estimates only and do not represent any guarantee of future service levels.

Information related to solid waste planning and residential services is available on the Town’s website at https://www.leesburgva.gov/departments/public-works/trash-recycling-services. The website information should not be relied upon as complete or most current, and in the event of any conflicts between the website information and this solicitation, the Offeror must rely upon the information contained herein or provided in addenda.

2.1. Description of Service Area

The Town of Leesburg is a jurisdiction of 12.6 square miles located adjacent to the Potomac River and approximately 35 miles west of Washington, D.C. The Town is almost fully developed with just under 270 miles of streets. The estimated population of the Town is approximately 50,000.

2.2. Number of Households Served

Under the Town’s code (Chapter 28–Solid Waste), all residential properties except multi-family developments must be eligible to use Town-provided refuse and recycling collection services. In addition, there are curb side commercial customers within the Town’s Historic District and some multi-family condominium developments that are provided residential solid waste and recycling services

The best available estimate of households that receive residential curbside collection service is 12,147. The number of households served remains relatively stable but does increase slightly each year as a result of new development and redevelopment. Over the last 5 (five) years, the Town has added on average, 100 units per year and this trend is expected to continue over the course of this contract.

2.3. Waste Generation

In Fiscal Year 2024 (July 1, 2023 – June 30, 2024), a total of 17,583 tons of refuse and 4,276 tons of single-stream recyclables were collected by the Town’s Contractor from residential routes.

Additionally, the Town’s Contractor collected; 1,000 tons of bagged yard waste (9-month collection) and bulk pickups stops numbering 3,439.

2.4. Current Solid Waste Services

Currently, the Town contracts with a company that provides weekly curbside collection of refuse, weekly single-stream recyclables, yard waste, and weekly pre-scheduled curbside bulk collection.

Year-round curbside collection of brush and seasonal collection of bulk leaves is provided by Town staff -and these services are not part of this contract.

A. Collection Routes and Schedule The Town is divided into five residential collection areas with schedule for refuse and recycling collection as follows:

• Northwest (NW) on Monday,

• Northeast (NE) inside the bypass on Tuesday,

• Northeast (NE) outside the bypass on Wednesday,

• Southwest (SW) (and the Meadowbrook Farm development) on Thursday and

• Southeast (SE) on Friday.

The Town does not currently have set routes within each area. The Contractor will be required to determine their most efficient routing for each collection area.

Curbside yard waste is collected townwide on Mondays. Bulk collection is scheduled by the Contractor upon resident request and must be collected within 5 to 7 business days of the Contractor being contacted. The maps for these areas are shown in Section X. as Attachment A.

Commercial collection for the Historic Downtown Business area is as follows:

• Refuse: Monday through Saturday

• Recycling: Tuesday, Thursday, and Saturday

Currently, a single contractor services all collection routes. Residential property collections start no earlier than 6:30 a.m. and end by 6:00 p.m. with some exceptions made only with prior written approval of the Town. In order to limit impacts to traffic, collection in the Historic Downtown may start at 6:00 a.m. and collection must be complete by 7:30am.

Collection service occurs on all Federal holidays except for Christmas Day, New Year’s Day, Memorial Day, Fourth of July, Labor Day and Thanksgiving Day. The residents must receive refuse service on the next regularly scheduled collection day for any observed holidays. (Example: Holiday is on Monday, entire collection schedule is moved one day from Tuesday through Saturday.

B. Refuse and Single-Stream Recyclables Collection Refuse and single stream recycling is collected once per week from each household. Residents are required to place all refuse and recyclable materials at the curb for collection. A concierge service is being considered only for Historic Downtown Commercial properties and pricing is being requested as part of the proposal. This potential service would include gathering carts from their storage locations, emptying and then placing toters back in the designated storage areas.

Residents may place no more than 10 additional plastic refuse bags next to their cart if it does not fit inside the cart. Residents may place extra recyclable materials adjacent to the recycling cart if it does not fit in the cart for collection, i.e. large cardboard that can’t break down far enough to fit in the cart. The extra recycling material must not be accepted if it is contained in a plastic bag. The weight limit for the contents placed in a Town cart is 50 pounds, and the weight of any additional container, whether a bag or can, may not exceed 50 pounds.

All collected refuse must be transported to the Loudoun County Landfill on Evergreen Mill Road. The fee for the refuse disposal is the Contractor’s responsibility. For single-stream recyclables, the Contractor is responsible for finding an approved Material Recovery Facility (MRF), retains the revenues generated by the recyclable materials, and is responsible for paying all fees to the recycling facility.

According to reports submitted to the Town by the current Contractor, the total quantity of residential curbside refuse and single-stream recyclables collected and disposed or processed during Fiscal Year 2024 was 17,582.81 tons and 4,276.17 tons, respectively. A breakdown of residential curbside refuse and single-stream recyclables collected by month is shown in Table 2-1 below.

Table 2.1 for Fiscal Year 2024 (in Tons)

Month Refuse Residential

Refuse Commercial

Single- Stream

Recyclables

Yard Waste

July 1,325.46 285.97 253.13 107.84

August 1,148.96 215.64 259.77 64.24

September 1,164.16 229.37 229.37 54.44

October 1,156.03 242.26 224.53 136.02

November 1,156.55 234.68 277.43 129.13

December 1,014.57 217.04 248.52 -

January 1,173.89 217.54 250.66 -

February 1,243.55 232.74 327.68 -

March 1,455.36 224.37 338.09 -

April 1,566.85 204.72 392.13 211.57

May 1,130.88 203.24 280.17 166.00

June 1,090.44 210.44 351.25 71.20

TOTALS 14,626.70 2,718.01 3,432.73 940.44

C. Bulk Item Collection Residents may also request a bulk pick-up and if they call and schedule that pick-up, the materials are to be set out at the curb in an area not to exceed 4’x4’x8’ typical. This includes household items that are too bulky to be bagged, bundled, or placed in a trash container such as furniture, mattresses, or box springs as long as the item will fit into a rear-loading collection vehicle.

D. Yard Waste Collection Currently yard waste collection is provided every Monday between April 1 and November 30. Yard waste is set out by residents in personal containers marked with “yard waste” stickers or in biodegradable brown paper bags with a weight limit of 50 pounds. Residents are limited to 10 bags or containers at the curb for any one collection day. Accepted yard waste includes plants and plant trimmings, vines, twigs, pinecones and needles, wood chips, leaves, hay and straw, grass clippings, shrub pruning’s, and small tree limbs. The collected yard waste is to be transported to an approved facility.

Yard waste collection for the months of December, January, February, and March are being considered for addition to the contract and pricing is being requested as part of this proposal.

E. Brush and Fall Leaf Collection Year-round curbside collection of large brush and seasonal collection of bulk leaves are performed by Town staff and these services are not part of this contract.

F. Cart Maintenance and Management A cart service program is part of the Town’s current contract. The Contractor will be responsible for providing maintenance on the existing carts. This maintenance is to include wheel and/or axle repair or replacement, cracked or broken lid replacement, broken cart replacement from Town inventory, and disposal of all broken parts or carts. The cart inventory and maintenance performed must be reported with each monthly invoice.

The Contractor must provide cleaning services twice per year for all carts assigned to the Historic Downtown commercial properties District that receive 6- day- per week trash and 3 day per week recycling services. The machine used for the cart cleaning must be capable of having a self-contained water system so that the dirty water is not released onto the street, sidewalk, or into the storm sewer system.

G. Customer Service and Missed Collections The Contractor must provide a customer service representative(s) to handle resident calls to report missed or partial collection(s). The Contractor may also employ an online form to be utilized by residents to report missed, partial collections, cart damage, or any other concern or complaint with service. Residents who report valid missed and/or partial collections by 2:00 p.m. must have the missed collection(s) picked up that same day. Reports of missed collections received after 2:00 p.m. must be collected on the following day. The Contractor is responsible for tracking, managing, responding to, and closing all resident calls for missed, partial collection(s) or complaint(s) requests accurately and in a timely fashion. The Contractor must use a request system that is accessible to the Town and must provide access for Town staff to enter requests, observe open and closed request, dates of request and resolution and any notes, photos or other documentation related to the request. All requests must be trackable by date and address.

H. Education and Notification Informational brochures supplied by the Town are distributed by the contractor at least twice per year to each household. These brochures may be affixed to the refuse or recycling cart or container.

The brochures are typically used to educate residents.

In the event that refuse, recycling, or other materials are not collected due to improper preparation, recyclable contamination, or set out, a notification tag must be affixed by the Contractor to the cart, container, or material. This notice provides the resident with an explanation about why the item was left uncollected. All instances of uncollected refuse or other materials must be reported electronically by the Contractor to the Town’s Department of Public Works & Capital Projects, inclusive of a photograph showing the tag attached to the materials not collected.

III. SCOPE OF SERVICES

3.1. GENERAL

This section provides the list of services being sought under this solicitation and the Minimum Performance Standards that apply to the work, as well as identifies the specific tasks and deliverables required.

The Contractor must be responsible for performing all work as outlined in the specification herein to a high level of quality and must provide and furnish all materials, equipment, supplies, facilities, vehicles, labor, and supervision necessary to perform and complete all contracted services. The services described in the Scope of Work must be provided by the Contractor to approximately 12,147 single-family detached homes, duplex housing units, townhouses, curbside commercial and a few multi-family housing developments within the Town.

3.2. ESTIMATED QUANTITIES

For purposes of this solicitation, the quantities of solid waste and recyclables that may be collected under the Contract must be estimated by the Offeror and may be based on the information provided in Section II. of this RFP. The Town in no way warrants or guarantees any specific quantities and expressly disclaims any liability arising from reliance or non-reliance on the provided data.

3.3. SCOPE OF WORK:

A. Offerors must submit a proposal along with the price to provide the following solid waste services, in accordance with the requirements included in the Price Form:

1. Refuse Collection The Contractor must provide once weekly residential curbside collection in dedicated containers, carts, bags, and bundles. The Contractor’s collection vehicles must be GPS-equipped and tracked with a real-time online tracking system, which the Town must have access to track the locations and progress of the vehicles. All work must be performed in accordance with the applicable Minimum Performance Standards included in Section III.3.3.B. The Contractor must also provide the required deliverables and perform other tasks as described in Section III.3.3.D of this RFP.

The Contractor must transport all collected refuse directly to the approved refuse facility, the Loudoun County landfill on Evergreen Mill Road. Disposal fees will be paid by the Contractor directly to the facility.

For purposes of estimating the potential quantity of refuse collected under this new Contract, Offerors may refer to Section II.2.4 and Table 2-1 for quantities collected in Contract Year 2024 (July, 1, 2023 through June 30, 2024).

Single family residential properties have all been provided one trash cart for use in collections.

Residents may also utilize their own containers.

2. Recyclables Collection The Contractor must provide once weekly residential curbside collection of an unlimited amount of single-stream recyclables in dedicated containers or carts marked with “recycling” stickers, placed alongside the container, and/or as bundles. The Contractor’s collection vehicles must be GPS-equipped and tracked with a real-time online tracking system, which the Town must have access to track the locations and progress of the vehicles. All work must be performed in accordance with the applicable Minimum Performance Standards included in Section III.3.3.B. The Contractor must also provide the required deliverables and perform other tasks as described in Section III.3.3.D of this RFP.

The Contractor must transport all collected single-stream recyclables directly to an approved Material Recovery Facility (MRF). The Contractor is responsible for all costs associated with the recycling facility’s processing fees for single-stream recyclables, and revenues for the materials are retained by the Contractor.

Single family residential properties have all been provided one recycling cart for use in collections. Residents may also utilize their own, properly marked containers.

The Town is considering the addition of purple cans for glass recycling. Locations will be determined if this is added to the contract. Offerors should assume a minimum of once per week collection.

The Town will require a minimum of two recycling audits each year of the contract. These audits will report the tonnage and specific material type breakdown of the tonnage received for the audit. In advance of the audit, the Contractor must assist the Town with a public information/education campaign related to proper recycling practices, that could include a tagging campaign to mark toters that include contaminated materials and other information.

For purposes of estimating the potential quantity of recyclables collected under this new Contract, Offerors may refer to Section II.2.4 and Table 2-1 for quantities collected in 2017.

3. Yard Waste Collection The Contractor must provide weekly residential curbside collection of a maximum of 10 containers of yard waste per residence in dedicated containers marked with “yard waste” stickers, biodegradable brown paper bags, and/or bundles. The Contractor’s collection vehicles must be GPS-equipped and tracked with a real-time online tracking system, which the Town must have access to track the locations and progress of the vehicles. All work must be performed in accordance with the applicable Minimum Performance Standards included in Section III.3.3.B.

The Contractor must also provide the required deliverables and perform other tasks as described in Section III.3.3.D of this RFP.

During the months of April through November, yard waste is collected once weekly townwide on Mondays. During the months of December through the end of March, yard waste is collected with the trash collection. The Contractor must transport all collected yard waste to an approved facility. Disposal fees are the responsibility of the Contractor.

Yard waste collection for the months of December, January, February, and March is being considered for addition to the contract and pricing is being requested as part of the proposal.

For purposes of estimating the potential quantity of yard waste collected under this new Contract, see Section II.2.4 and Table 2-1 for further details. Under the Contract, the Contractor must be responsible for collecting all yard waste and leaves placed in brown biodegradable bags, or containers properly marked as yard waste. In addition, the Town will continue to offer loose brush collection year around that is not within the Scope of Services of this contract. The Town will also continue its seasonal vacuum leaf collection program and anticipates that the annual quantity of leaves collected will remain fairly steady (see Sections II.2.4.D and II.2.4.E).

4. Cart Maintenance and Management The Contractor must maintain and manage the Town’s entire cart inventory. All work must be performed in accordance with the applicable Minimum Performance Standards included in Section

III.3.3.B.20.

The Contractor must provide, on-demand cart maintenance and management for all households and downtown commercial customers served under the Contract to include any additional cart purchase, assembly, storage, delivery, exchange, clean, collect, maintain, repair, and replacement, both proactively and in response to Town or customer service requests. The Contractor must perform on-demand cart services Monday through Friday of each week on the same day as the customer’s normal refuse collection day, except that requests for delivery of new carts to new accounts must be completed within 5 (five) business days.

The Contractor must establish and maintain an accurate, electronic cart database with reporting ability for tracking cart inventory and maintenance history. The database must be maintained and updated by the Contractor daily and provided in full to the Town with the required monthly report.

The Contractor must also ensure the Town is provided access to the up-to-date database and unfiltered data, as well as reporting and download at any time and provide technical assistance as needed.

Cart cleaning is being considered for addition to the contract and pricing is being requested as part of the proposal. It is anticipated that carts will be cleaned once per year except for the Downtown Historic District Commercial properties which must be cleaned on a quarterly basis. Cleaning must be done by truck at each property location and must be self-contained such that all materials, including wastewater, remain on the truck. The Contractor is responsible for proper disposal of all materials associated with washing and must never use the Town’s streets, stormwater utilities or other Town property for disposal.

B. Minimum Performance Standards

The following items below are the MINIMUM Performance Standards that the Contractor must adhere to at all times when conducting any work required under the Contract. Offerors are advised that the Minimum Performance Standards described below will be made part of the Contract documents.

1. Collection and Cart Service Schedule All collections and cart service activities must be performed during weekdays only, Monday through Friday, unless an observed holiday causes work on Saturday or is otherwise specified by the Town’s Contract Manager in writing. Collections must be made on a regular schedule on the same days of the week each week at approximately the same time on each collection day.

Repair and maintenance of the proposed carts should occur on the customer’s normal refuse collection day.

The Contractor must provide collection services on all Federal holidays except Christmas Day, New Year’s Day, Memorial Day, Fourth of July, Labor Day, and Thanksgiving Day, unless the County landfill is closed on the Federal Holidays not listed above. These days will be rescheduled by pushing the collection one day, e.g. if the holiday is on Monday, the entire schedule shifts one day later, or Thanksgiving being a Thursday causes Thursday collection to move to Friday and Friday collection to move to Saturday. The holiday collection schedule must be provided to the Contractor by the Town and agreed to by the Contractor and a press release issued by the Town for the change in schedule. The Town may change the holiday collection schedule at its sole discretion but will provide the Contractor with a minimum of seven (7) business days advance notice of any such change.

Residential collections and cart services must begin no earlier than 6:30 a.m. on any day and must be completed by no later than 6:00 p.m. of that same day. The Historic Downtown Commercial properties may be collected starting at 5:00 a.m. or as approved in writing by the Town. The Contractor must notify the Town by email, or other Town-approved method by 4:30 p.m. to indicate the anticipated end of the day’s collection activities in accordance with the Contract.

The Contractor must notify the Town’s Contract Manager by phone and email within one (1) hour of occurrence of any event that may impact or cause delay in starting or completing collections or cart services for the day. If for any reason the Contractor determines that collections or cart services may continue after 6:00 p.m., the Contractor must IMMEDIATELY upon Contractor’s determination, notify the Town’s Contract Manager by email about the cause of the delay (e.g., accidents, road closures, inclement weather) and the estimated time of completion for the day’s collection activities.

If the Town approves any collection schedule changes prior to, or during, the term of the Contract, the Town’s Contract Manager may request that the Contractor, at their expense, at least one (1) month prior to the initiation of any such change, notify all affected customers of the collection day change by direct mail to the service address. The format of the notice to the customer must be subject to prior written approval by the Town’s Contract Manager.

2. Collection and Cart Service Schedule for Downtown Commercial Properties

The Contractor must collect from all Downtown Commercial Properties, located in the H-1 District, as shown on the map in Section X. The collection schedule for this area is as follows:

Refuse on Monday, Tuesday, Wednesday, Thursday, Friday and Saturday. Single Stream Recycling on Tuesday, Thursday, and Saturday.

Collection must be completed between the hours of 6:00 a.m. and 7:30 a.m. daily Monday through Friday. Saturday collections must be completed by 10:00 a.m. If Concierge service for these commercial properties is implemented, collection time may start earlier than 6:00 a.m.

with written approval by the Town.

The Contractor must completely empty each cart and container set out for collection. For carts that cannot be completely emptied due to sticking waste/materials, the Contractor must leave a Notification Tag stating that the cart needs to be cleaned by the customer. Under no circumstances must the Contractor commingle any refuse and recyclables.

The Contractor must not be responsible for collecting refuse, recyclables, and/or other items that are not compliant or not prepared or set out in accordance with the current version of the Town Code, to include prohibited materials. Any changes to the Town’s list of prohibited wastes and preparation and set-out requirements as specified in the current version of the Town Code are at the sole discretion of the Town. Obvious contaminants included with recyclables, or yard waste must be collected as trash by the Contractor. The Contractor is responsible for following the procedures outlined in the Contract for any refuse, recyclables, and yard waste, or any other items not collected due to what the Contractor believes to be prohibited materials or improper preparation or set out.

3. Collection and Handling of Refuse, Recyclables, and Yard Waste The Contractor must collect from all Town-specified addresses. The total number of households in the Service Area is subject to change at the Town’s sole discretion. The Contractor must collect all refuse, recyclables, and yard waste as required under the Contract that have been set out in accordance with the current version of the Town of Leesburg Code (Chapter 28 – Solid Waste), applicable sections are included in this solicitation as Attachment B. The Town Code is subject to change at the Town’s discretion. Under no circumstances shall the Contractor commingle, either during or after collection, any refuse, recyclables, or yard waste that have been set out for collection under the Contract.

The Contractor must completely empty each cart and container set out for collection. For carts that cannot be completely emptied due to sticking waste/materials, the Contractor must leave a Notification Tag stating that the cart needs to be cleaned by the customer.

The Contractor must not be responsible for collecting refuse, recyclables, yard waste, and/or other items that are not compliant or not prepared or set out in accordance with the current version of the Town Code, to include prohibited materials. Any changes to the Town’s list of prohibited wastes and preparation and set-out requirements as specified in the current version of the Town Code are at the sole discretion of the Town. Obvious contaminants included with recyclables, or yard waste must not be collected by the Contractor. The Contractor is responsible for following the procedures outlined in the Contract for any refuse, recyclables, and yard waste, or any other items not collected due to what the Contractor believes to be prohibited materials or improper preparation or set out.

When performing services under the Contract, the Contractor must ONLY collect from the households and downtown commercial businesses within the Service Area pursuant to the Contract; collection from any location other than those specified by the Town is strictly prohibited without the express written permission of the Town’s Contract Manager. Any such unauthorized commingling shall be grounds for Contract termination.

Under no circumstances will the Contractor dispose of collected recyclables, or yard waste as refuse without the express written permission of the Town’s Contract Manager.

ALL waste/materials collected under the Contract, including but not limited to, refuse, single-stream recyclables, and yard waste, must be delivered and unloaded by the Contractor at the Town-approved facility as specified in the Contract without exception.

Incidents of Contractor’s failure to deliver and unload ALL collected materials to the specific receiving facility approved by the Town must be grounds for Contract termination.

4. Transportation and Weighing of Collected Waste and Materials

Unless written permission is obtained from the Town, ALL collected refuse, recyclables, and yard waste, must be transported from Town collection routes directly to, and unloaded at, the Town approved receiving facility for that specific waste or material type. Under no circumstances shall a vehicle leaving Town collection routes, collect from any location outside the Service Area or unload, discharge, or dispose of refuse, recyclables, yard waste, or other items at any location other than the Town approved receiving facility for the specific waste or material type.

Any such unauthorized collection from outside the Service Area or unauthorized unloading, discharge, or disposal shall be grounds for Contract termination.

Unless prior authorization in writing is obtained from the Town’s Contract Manager, all collected refuse, recyclables, and yard waste must be weighed. The Contractor is responsible for ensuring that vehicles deliver and unload all collected refuse, recyclables, and yard waste to the respective Town approved receiving facility and are weighed at that facility’s scales. The vehicle must clearly display the unique vehicle number and license plate, and the vehicle driver MUST verbally inform the scale house operator of the waste or material type and identify Town of Leesburg as the originating jurisdiction for EACH AND EVERY load delivered to the facility. If the receiving facility’s records are in error because the driver failed to verbally inform the scale house operator as required, then the Contractor must be responsible for promptly resolving all such discrepancies immediately upon discovery by the Contractor or notification by the Town.

The Contractor must obtain a valid weight ticket for EACH load deposited at the receiving facility.

Legible copies of all weight tickets must be tracked by the Contractor in accordance with the Contract; however, the Town’s Contract Manager reserves the right to request, in which case the Contractor must provide, any weight tickets. The Town may withhold all or partial payment for any of Contractor’s invoices for which the Contractor is not able to provide legible copies of ALL the weight tickets, if requested, for collections that occurred during that month’s invoice.

5. Uncollected Waste and Materials and Notification Tag

The Contractor will not be required to collect refuse, recyclables, yard waste, or other items that are, or contain, prohibited materials or have not been prepared or set out in accordance with the current version of the Town Code Chapter 28-Solid Waste.

When the Contractor encounters refuse, recyclables, yard waste, or other items that it believes are prohibited, improperly prepared or set out, or otherwise not compliant with the Town’s guidelines, the Contractor must adhere to the following procedures:

a. The Contractor must collect all properly prepared/set-out and compliant refuse, recyclables, yard waste, and any other items that are not specifically prohibited;

b. The Contractor will NOT collect any prohibited, improperly prepared/set-out, or non-compliant refuse, recyclables, yard waste, or other items;

c. For ANY and ALL refuse, recyclables, yard waste, or other items NOT collected due to prohibited materials, improper preparation/set, or non-compliance, the Contractor MUST complete a Notification Tag and securely affix the completed tag to each uncollected cart, container, bag, bundle, pile, and/or item;

d. Each Notification Tag left by the Contractor must include a clear and legible explanation as to the reason why the refuse, recyclables, yard waste, and/or items were not collected; and

e. The Contractor will notify the Town through an approved method specified by the Town, within one (1) hour of EACH non-collection due to prohibited materials, improper preparation/set out, or non-compliance. The notification to the Town must be in the format specified by the Town and must include, at a minimum: the service address; date and time of attempted collection; collection truck number; reason for non-collection; and a photograph(s) of the uncollected cart, container, bag, bundle, pile, and/or item that clearly shows the Notification Tag(s) affixed.

The Contractor’s failure to leave a completed Notification Tag as required herein will be counted against the Contractor as a missed collection. The Town’s Contract Manager will make the final determination as to whether the uncollected refuse, recyclables, yard waste, or other items containing prohibited materials, were improperly prepared or set out, or were otherwise non-compliant.

Notification tags required for this section, will be provided by the Town and wording will be agreed to between the Town and the selected Contractor.

6. Service Disruptions

The Contractor must notify the Town’s Contract Manager by phone and email within one (1) hour of occurrence of any event that may impact or cause delay in starting or completing collections or cart services for the day.

In the event of street repairs or closures, the Contractor must not disrupt the regularly scheduled day of collections and cart services, and must, by the most expedient manner, conduct the Work as though no interference existed (e.g., walk out containers), unless otherwise approved by the Town’s Contract Manager. In the event that Town representatives or public safety personnel have closed a street or portion thereof AND have expressly prohibited the Contractor’s access by vehicle AND on foot, the Contractor must immediately notify the Town’s Contract Manager and must complete collections and cart services either later on that collection day or the next scheduled collection day.

In cases of snow or other severe inclement weather, the Contractor must notify the Town’s Contract Manager by phone and email as soon as possible, and collection activities may be temporarily suspended by the Contractor only with the prior written approval of the Town’s Contract Manager.

When collection activities have been suspended due to inclement weather, the Contractor must coordinate with the Town’s Contract Manager to reschedule missed collections. In general, when inclement weather prevents collection on the scheduled day, the Contractor must make up the missed collection on the next available scheduled collection day. If such weather conditions continue for a second consecutive day or more, the Contractor must, on the first day that regular service resumes, first make up only the missed collection from the previous workday and then resume the regular service schedule for all other missed days. The Town’s Contract Manager may authorize the Contractor to perform collections after 6:00 p.m. or on a Saturday, during or immediately after service disruptions to finish the collection routes.

In the event that Town of Leesburg Government Offices are closed for a full day due to inclement weather, the Contractor must NOT perform collections and cart services during that day; collections and cart services must be made up in accordance with the Contract. In the event that Town of Leesburg Government Offices open late due to inclement weather, the Contractor may choose to start collections/cart service at 6:00 a.m. or, with notice to the Town’s Contract Manager, may delay collections until the Town’s official opening time for that day. In the event that the Contractor delays starting collections/cart services for the day due to the Town’s delayed opening, then the Collector must complete all collections/cart services during that day or must obtain approval from the Town’s Contract Manager to perform collections after 6:00 p.m. or complete collections on the following day, which may include Saturday. In the event that the Town of Leesburg Government closes early due to inclement weather, then the Contractor may at its discretion suspend collections/cart services upon prior notice to the Town’s Contract Manager, but all remaining collections/cart services must be made up by the Contractor on the following day, which may include Saturday.

The Contractor must be responsible for making all the collections required during the collection week. If all collections are not performed during the collection week, then the Town may adjust the Contractor’s payment for such non-collections. The Town will not pay for non-collections due to the Contractor’s disruption of service that was not authorized by the Town, nor will the Town pay for non-collections due to inclement weather unless the missed collections are made up by the Contractor on the following day or the first day that regular service resumes if such weather conditions continue.

7. Cart/Container Placement

At each service address, the Contractor must return carts and personal containers to the same location where the cart or container was set out, but in no case will the cart or container be replaced such that it blocks the traveled portion of the road, sidewalk, or driveway.

Carts and containers must be completely emptied and replaced in an upright position; the lids closed; and the wheels, if any, placed against the curb.

8. Contractor’s Vehicles

The Contractor must always operate and maintain a sufficient number of primary vehicles and spare vehicles to perform 100 percent of each day’s collection within the designated timeframe, as well as maintain the level of performance described herein. No vehicle used in the performance of the Contract will exceed ten (10) years of age at any time. The cost of purchase, installation, and maintenance of any vehicles, lift mechanisms, equipment, and/or supplies used by the Contractor in service of the Contract is the Contractor’s sole responsibility.

The Contractor must have and maintain a sufficient number of operable spare vehicles dedicated to the Contract. In the event of a vehicle malfunction or breakdown that exceeds one (1) hour, the Contractor must promptly dispatch and supply sufficient spare vehicle(s) to complete the Work in accordance with the terms of the Contract. The Contractor must notify the Town’s Contract Manager by email or other method acceptable to the Town within 30 minutes of a vehicle malfunction or breakdown.

All collection vehicles must have fully enclosed, watertight, steel bodies to prevent loss or spillage of the contents. Collection vehicles must predominantly display in a contrasting color on each side of the vehicle and on the rear of the vehicle a unique vehicle number, the size and color of which is subject to approval by the Town’s Contract Manager.