CITY OF CALHOUN, GA

REQUEST FOR PROPOSALS

The Mayor and Council of the City of Calhoun, GA intends to award a contract to a qualified company to:

1. Provide pick-up and disposal of residential garbage once per week at the curb for houses and apartments of less than five (5) units within the Calhoun city limits. Apartments with more than five (5) units should have a dumpster (this is at the discretion of Public Works Director). No trash placed outside the container will be picked up. Residential addresses will be limited to three (3) containers and commercial addresses will be limited to three

(3) containers. All residents must be provided service. All carts belong to the provider and are furnished at the expense of the provider. In the event that special pickups of non-garbage waste are required, what would be an additional monthly rate to the resident (if any)? What would be your lead pick up time? Would the resident call your company directly for these pickups? Also, if the resident habitually overfills their cart (such as filling to the point that the tops will not close), would a second cart be provided at the request of the resident? Would there be an additional charge if the driver stops to clean up the overfill debris (anything falling to the ground while the cart is being loaded)?

2. Provide pickup and disposal of approximately thirty-five (35) commercial cans in the downtown area for customers that do not have access to an alley beside or behind their building. All carts would be rolled to the curb for pickup. These businesses shall be picked up on Tuesday and Friday of each week.

3. Special events occur from time to time in the downtown area (i.e., Harvest Fest, BBQ Boogie & Blues, and so forth). Additional carts and pickup for these events would need to be made. Will there be additional charges for these events? If so, what are the charges?

TENTATIVE RFP TIMELINE

Issue Request for Proposal (RFP) December 19th, 2025 Submission Deadline January 20th, 2026 at 2:00p.m. Proposals will be opened and read aloud at 10:00 a.m. on

January 21st, 2026

Evaluation of RFPs January 21st – 22nd, 2026 Contract negotiations with the top firm

January 23rd, 2026

Mayor & Council Award January 26th, 2026

PRE-PROPOSAL QUESTIONS

All questions should be in written form submitted by mail or email to the following no later than Thursday, January 8th, 2026 at 3:00 p.m.

Sarah Wiggins, Purchasing Agent 700 W Line St Calhoun, GA 30701 swiggins@calnet-ga.net

All questions and answers will be distributed to all interested parties through a formal written addendum to the RFP prior to the submittal deadline email.

PROPOSAL SUBMISSION DEADLINE

Proposals are due no later than 2:00 p.m. on 20th of January, 2026. An original and seven (7) copies of the proposal must be enclosed in a sealed envelope clearly marked, “Residential Garbage Proposal for the City of Calhoun, GA.” All proposals must be delivered to the Purchasing Department, City of Calhoun, 700 W. Line Street, Calhoun, GA on or before 20th of January, 2026 at 2:00 p.m. A representative of the City of Calhoun will open and read the names of the firms submitting proposals at 10:00a.m. on January 20th, 2026. Any proposals received after the January 20th, 2026 at 2:00p.m. deadline will be returned unopened to the vendor.

Incomplete proposals may not be considered if the omission(s) are determined to be significant.

METHODOLOGY FOR SELECTION

A proposal evaluation team consisting of the City Administrator, Director of Public Works, Director of Finance, one Purchasing person, and one City Council person will evaluate all submitted proposals. The evaluation process will be conducted in three phases:

The first phase will evaluate the information submitted based on the following technical qualifications:

Technical Qualifications

Brief of history and information about the company, the number of years the company has been active in the waste removal business (a period of five years of continuous successful operation is required).

Resumes of the key personnel that will be assigned to the account and their contact information (including office telephone, fax, cell phone number, and email address).

Names and references of at least two local governments that the company presently serves, including full contact information for a representative of the government cited.

Proof that the company is an authorized corporation in the state of Georgia, and as such is permitted to conduct business in the state of Georgia.

A listing of any violation(s) sited by the EPD or EPA for the company or for key officers.

The second phase will evaluate the monthly cost per container and any special conditions or special features offered by the vendor. (Actual may vary slightly when placed in service.)

List the price per month for weekly pickup and disposal of 95-gallon containers furnished by the vendor. (Assume: 5,000 containers)

List the price per month for additional 95-gallon containers. (Assume: 790 containers) List any special recommendations, free services, or special offers that the vendor can provide (i.e., downtown events, concerts, parades, and so forth).

Please include pricing for “special” or “extra pickups” requests by the residents. In the case such pickups should be needed, what would be the cost to the resident, if any, and what would be the projected lead time for making the pickup?

In the case that carts are habitually overfilled by the resident and presented at the curb for pickup with rounded tops which will not close, would a second cart be provided to the resident, and at what cost? Would there be an additional charge for the driver having to stop and clean up any debris which might spill into the roadway?

The third and final phase will be for the two vendors who have attained the highest ratings during phases one and two. These two companies will be invited to interview before the evaluation team. Upon completion of these interviews, a final vendor will be selected for recommendation to the Mayor and Council on January 26th, 2026. The city and the vendor chosen will enter into negotiations for the final contract document.

PROPOSAL FORMAT

All vendors shall submit an original and seven (7) copies of their proposal which will include the following information and documentation in this order:

A Cover Sheet

Table of Contents

Technical Qualifications

Brief history and company information Resumes of key personnel References Proof of Georgia Corporation Authorization List of any EPD or EPA violations

Compensation Proposal form

Non-Collusion Affidavit of the Vendor and Drug-Free Workplace Certificate

Evidence of All Required Insurance

Documentation/Certification for General Terms and Conditions

Documentation/Certification for Special Conditions

Other Vendor Recommendations or Considerations

GENERAL TERMS AND CONDITIONS

1. There is no expressed or implied obligation for the City of Calhoun, GA to reimburse responding companies for any expense(s) incurred in preparing a proposal in response to this RFP.

2. The City of Calhoun, GA reserves the right to request clarifications regarding information submitted as well as to request additional information from any company submitting a proposal.

3. By submitting a proposal, a company certifies that it has fully read and understands this RFP, has reviewed all attached documents, and has full knowledge of the nature, scope, quantity, and quality of the work to be performed. The detailed requirements of the service to be provided as well as the conditions under which the service is to be performed. Failure to do so will not relieve the successful proposing company of their obligation to enter into a contract and perform in a strict accordance with the RFP.

4. Any proposal submitted shall constitute an irrevocable offer for a period of 90 days.

5. Ownership of all data, materials, and documentation prepared for and submitted in response to this RFP shall belong exclusively to the City of Calhoun, GA and will be considered to be a public record and subject to public inspection in accordance with the

Georgia Open Record Act, O.C.G.A. 50-18-70 et Seq. unless otherwise provided by law.

6. The City of Calhoun, GA reserves the right to reject any and all proposals, call for new proposals, to waive any information in a proposal, or to award a contract to the next most qualified company submitting a proposal if the selected company does not execute a contract within 15 days after notification of the award. The City of Calhoun, GA reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed to be in the best interest of the citizens of the City of Calhoun, GA.

7. The contract between the City of Calhoun, GA and the successful proposing company will be on the form supplied by the City.

8. This RFP and any resulting contract shall be governed in all respects by the laws of the State of Georgia and the successful proposing company shall comply with all applicable federal, state, and local laws and regulations.

9. By submitting the proposal and the Non-Collusion Affidavit or Proposer form, all proposing companies certify that their proposals are made without collusion or fraud, and that they have not offered or received any kickbacks or inducements from any other person or party in connection with their proposals, and that they have not conferred with any City of Calhoun employees having official responsibility for this procurement transaction or any payment, loan, subscription, advance, deposit of money, service(s), or anything of value of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. The proposing companies specifically certify that by submitting their proposals that they are not in violation of O.C.G.A. 16-10-2 and 16-10-22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

10. By submitting their proposals, all proposing companies certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia, the federal government, or any other local government(s), nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia, the federal government, or other local government(s).

GENERAL TERMS AND CONDITIONS

1. Residential pickup shall not begin before 5:00 a.m. without written permission from the City of Calhoun, GA.

2. The vendor must provide pickups on all holidays on the day of the holiday or the next working route day.

3. The vendor must provide a telephone number with an actual person to respond to citizens or City of Calhoun staff questions or complaints.

4. The vendor must be prepared to pick up residential refuse on the same schedule as the current vendor in order to eliminate as much confusion as possible for the customer.

5. The vendor must agree to supply residential customers with up to three (3) 95-gallon carts and commercial customers with up to three (3) 95-gallon carts in areas that currently require three carts.

6. Vendor is responsible for approximately 35 carts located in the downtown area for customers that do not have access to the dumpsters provided by the city. These carts require moving by hand in order to be serviced with an automated truck. These businesses shall be picked up on Monday through Friday of each week.

7. The vendor must provide service for special events in the downtown area (such a Harvest Fest, BBQ Boogie & Blues, parades, and so forth). Additional carts may be required as well as pick up for these events.

8. The vendor is responsible for servicing 25 wrought iron trash receptacles located in the downtown area. These receptacles must be emptied on Monday, Wednesday, and Friday.

Receptacles have inner liners and must be emptied by hand. Automated trucks are not able to service these receptacles.

9. The vendor must provide service for approximately 10 residential customers on Reeves Street, South Dale Avenue, and Huey Streets. This area is known as “Fox Mountain” and cannot be serviced by an automated truck due to the width and steep grade of the streets.

Hand pick up can be accomplished by various methods of your choosing in this area.

10. The City of Calhoun supports the usage of the Red Bone Ridge Landfill and requests that vendors make an effort to secure a contract utilizing the Gordon County Landfill;

however, the city will retain the right to make the final decision for disposal of waste

a. Based on the proposal option selected by the city (Note: Refer to page 14 of the

Proposal Document for Cost Proposal Form.)

11. Vendors will provide 95-gallon carts and pickup service in the several locations operated by the Calhoun Housing Authority. Only carts placed on the street will be picked up.

12. Vendors will agree to provide a quarterly reconciliation of customers (in an Excel file) with the City of Calhoun Billing services using City of Calhoun customer numbers.

13. Vendors must agree to provide proper evidence of the following types of insurance as listed in the sample copy of the contract, listed as item 11.00.

14. Vendors must agree to furnish a Performance Bond as outlined in the sample copy of the contract, listed as item 12.00.

15. Vendors must agree to the term of the contract as outlined in the sample copy of the contract, listed as item 10.00.

16. Vendors must agree to the basis and method of payment as outlined in the sample copy of the contract, listed as item 13.00.

17. Vendors must review and agree to the remaining requirements as outlines in the attached sample copy of the contract.

18. Vendors must comply with the RFP. Any exceptions must be clearly indicated and approved prior to bid award. Failure to comply may be a basis for rejection of the proposal.

19. Vendors are responsible for setting up, removing, or changing customers for pickup service, then notifying the City of Calhoun billing department. The City of Calhoun billing department will give the vendor a customer number for the new account. It shall be the responsibility of the vendor to verify with the City of Calhoun tax department, located at 226 S Wall St, Calhoun, GA that each address requesting service is indeed within the boundaries of the City of Calhoun (addresses not currently being served).

20. Vendors must prepare and sign all documents as included in the proposal. Information must be clearly written and easily understood in both word and figures.

21. If a price is altered, it must be initialed to indicate an authorized change.

22. Any proposal may be withdrawn prior to the above scheduled time for the opening of the proposal or any amended opening schedule.

23. Each proposal must be accompanied by a certificate of insurance evidencing the coverage as set forth in the documents.

24. Each vendor submitting a proposal must complete and submit a Vendor Application Packet which is included in the proposal document, including all requested documentation.

25. The contract shall be deemed as having been awarded when formal notice of award shall have been mailed by the City of Calhoun to the selected vendor by certified mail with return receipt requested. The vendor will be required to execute the number of copies of the contract as requested by the city, to furnish insurance certificates, all as required. In case of refusal or failure to do so within fifteen (15) days after receipt of formal notice of award, vendor will be considered to have abandoned all their rights and interests in the award, and the award may then be made to the next best qualified vendor or the city may elect to issue a new RFP.

26. The proposal shall be accompanied by a letter from a corporate surety satisfactory to the city stating that the Performance Bond will be furnished by it to the vendor submitting the proposal in the event the company is the successful vendor. Such letter is to be signed by an authorized representative of the surety, together with a certified and effectively dated copy of their power of attorney attached thereto. The successful vendor will be required to furnish a Performance Bond as security for the faithful performance of this contract. Said Performance Bond must be in an amount equal to a full contract yearly price (1 residential customer pickup price x 52 weeks x 5,000 customers). The premium for the bond described above shall be paid by the vendor. A certificate from the surety indicating the bond premiums is paid in full shall accompany the bond. The surety of the bond shall be a duly authorized corporate surety authorized to conduct business in the State of Georgia.

27. Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their power of attorney.

28. Each vendor shall fully acquaint themselves with conditions relating to the scope and restrictions attending the execution of the work under the RFP and draft contract. Vendors shall thoroughly examine and be familiar with all of the condition and specifications. The vendor will obtain information concerning the conditions that may affect their work. The failure or omission of any vendor to receive or examine any form, instrument, addendum, or other document, or to acquaint themselves with conditions existing, shall in no way relieve the vendor of any obligations with respect to their proposal response or the contract. Except with respect to events or conditions which are not discoverable, the vendor shall make their own determination as to conditions and shall assume all risk, responsibility, and shall complete the work in and under conditions they may encounter or create, without extra cost to the City of Calhoun. The vendor’s attention is directed to the fact that all applicable state laws, city ordinances, and regulations having jurisdiction over the work to be performed shall apply to the contract as throughout in full in the contract.

29. The proposal must be properly signed in ink and the address of the vendor given. The legal status of the signer, whether corporation, partnership, or individual, shall also be stated in the proposal. A corporation shall execute the proposal by their duly authorized officers in accordance with their corporate bylaws and shall also list the state in which they are incorporated. A partnership shall give full names and addresses of all partners.

Partnerships and individuals will be required to state all persons who have an interest therein to the proposal. The place of residence of each vendor with street, county, state, and telephone number must be given after their signature. If the vendor is a joint venture consisting of a combination of any of al of the above entities, each one shall execute the proposal. Anyone signing a proposal as an agent of another or others must submit, with their proposal, legal evidence of their authority to do so.

30. The opening and reading of the proposal shall not be construed as an acceptance of the vendor as a qualified, responsible bidder. The city reserves the right to determine the competence and responsibility of a vendor from their knowledge of the vendor’s qualifications and from other sources, and act in the best interest of the city. The city will require submission with the proposal certified supporting data regarding the qualifications of the vendor in order to determine whether or not they are a qualified, responsible vendor. The vendor will be required to furnish the following information sworn to under oath by them:

a. An itemized list of the vendor’s equipment available for use on the contract.

b. A copy of the latest available financial statement of the vendor (or their parent corporation if individual subsidiary or division financial statements are not prepared and generally available) certified by a nationally recognized firm of independent certified public accountants.

c. Evidence that the vendor is in good standing under the laws of the State of Georgia. In the event that the city shall require additional certified supporting data regarding the qualifications of the vendor in order to determine whether they are a qualified, responsible vendor, the vendor may be required to furnish any or all of the following information sworn to under oath by them:

i. Evidence that the vendor is capable of commencing performance as required in the contract documents.

ii. Evidence, in form and substance satisfactory to the city that the vendor has been in existence in excess of five years and possess not less than five years actual operating experience as a going concern in the residential refuse collection and disposal business.

iii. Evidence, in form and substance satisfactory to the city, that the vendor possesses the managerial and financial capabilities to perform all phases of the work called for in the contract documents.

iv. Evidence, in form and substance satisfactory to the city that the vendor’s experience with refuse collection and disposal derives from operations of comparable size to that contemplated by the contract documents.

v. Such additional information as will satisfy the city that the proponent is adequately prepared to fulfill the contract.

Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following causes, among others, may be considered sufficient for the disqualification of the vendor and the rejection of their proposal:

a. Evidence of collusion among vendors.

b. Lack of competency as revealed by financial statements, experience, or equipment statements as submitted or other factors.

c. Lack of responsibility as shown by past work, judged from the standpoint of the workmanship as submitted.

d. Default on a previous contract for failure to perform.

31. Proposals with respect to refuse collection and disposal are solicited on the basis of the summation of the rates proposed. The rates written out in words in the bid proposal shall govern and any errors found will be corrected.

32. The city estimates that the number of 95-gallon container customers to be initially serviced under the contract is approximately 5,000 as of December 1, 2025. Unit price computations shall be based upon these estimates. The city is approximately 13 ½ square miles in area and has approximately 100 miles of municipal streets. The provider is required to verify, with the City of Calhoun Tax Department whether accounts are actually city residents.

33. The city reserves the right to accept any proposal or to reject any or all proposals and to wave the defects or irregularities in any proposal. In particular, any alteration, erasure, or interlineations of the contract document and the bid proposal shall render the accompanying proposal irregular and subject to (but not requiring) rejection by the city.

34. The vendor shall indicate on the proposal: the name and location of the disposal site(s) that the vendor intends to use to perform the contract and the vendor’s disposal rate at the said disposal site. Further, the vendor shall provide evidence reasonably satisfactory to the city that the vendor, if awarded the contract, will have the right to use said disposal site(s) under and for the duration of the contract.

Attachment ''A"

NON-COLLUSION AFFIDAVIT OF VENDOR

State of County of _ I, ,being first duly sworn, depose and say that:

He/She is of , the vendor that has submitted the attached proposal;

He or She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal;

Such proposal is genuine and is not a collusive or sham proposal;

Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees, or pm1ies in interest, including this person, has in any way colluded, conspired, connived, or agreed, directly or indirectly with any other vendor, firm, or person to submit a collusive or sham proposal in connection with the contract for which the attached proposal has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other vendor, firm or person to fix the price or prices in the attached proposal or of any other vendor, or to fix any overhead, profit, or cost element of the proposal price or the proposal price of any other vendor, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Calhoun or any person interested in the proposed contract; and the price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the pat1 of the vendor or any of its agents, representatives, owners, employees, or parties in interest, including this person.

Vendor _________________________________________________

By:

Name Printed _

Title Date ------

Subscribed and sworn to me this day of

,202_

Notary Public

Commission Expires _

Attachment "B"

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the vendor certifies that the provision of O.C.G.A. Section 50-24-1 through 50-24-6 related to the "Drug-Free Workplace Act" will be complied with in full. The Vendor further certifies that:

1) A drug-free workplace will be provided for the vendor's employees during the performance of the contract; and

2) Each contractor who hires a subcontractor to work in a drug-free workplace shall secure from that subcontractor the following written certification: "As part of the subcontracting agreement with (contractor’s name) (subcontractor's name) certifies to the contractor that a drug-free workplace will be provided for the subcontractor's employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b) (7)."

By signature on this certificate, the vendor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Vendor:

By: _

Name Printed:

Title:

Date:

Attachment "C"

COST PROPOSAL FORM

Please calculate your Proposal in two (2) ways, Proposals (1) Using the Red

Bone Ridges disposal site, and Proposal (2) with no restriction on the selection of the landfill.

Proposal #1 - Using the Red Bone Ridges Disposal Site:

1) List the individual monthly rate of pick-up and disposal per residential unit for 95-gallon containers$ x 5,000 = $

Monthly Charge.

2) Extra can charge per month $ x 500 = $ Monthly Charge.

Add total monthly charges for items 1 and 2 = $_ _ _ _ _ _ _ _

(Using the Red Bone Ridges Landfill).

Proposal #1 - FOR TOTAL Bid of $ _

Proposal #2 - No restriction on the select ion of the landfill:

Landfill site(s) which will be used: - - - - - - - - - - - - - - -

3) List the individual monthly rate of pick-up and disposal per residential unit for 95-gallon containers $_ _ _ _ _ _ _ _ x 5,000 = $

Monthly Charge.

4) Extra can charge per month $_ _ _ _ _ _ _ x 500 = $ Monthly Charge.

Add total monthly charges for items 1 and 2 = $_ _ _ _ _ _ _ _ _

(no restriction on the selection of the Landfill).

Proposal #2 - FOR TOTAL Bid of $ _

BID ADVERTISEMENT

The City of Calhoun is accepting written proposals from qualified vendors to:

1. Pick-up and dispose of residential garbage once per week at the curb for houses and apartments of less than five units at each location for approximately 5,000 units.

2. Provide Pick-up and disposal of commercial containers two times per week in the downtown area for customers that do not have access to an alley beside or behind their building.

3. Provide additional containers for those locations that require more than one container.

Requests for Proposals (RFPs) may be obtained from The City of Calhoun Purchasing Department, 700 W. Line Street, Calhoun, Georgia beginning at 8:00 a.m. December 19th, 2025 through January 16th, 2026 at 5 p.m.

All RFPs shall be returned no later than 2:00 p.m. on January 19th, 2026 to the office of the Purchasing Department for the City of Calhoun, 700 W. Line Street, Calhoun, Georgia. The Proposals will be opened and the names of the companies read aloud at 10:00 a.m. on Tuesday, January 20th, 2026 at the City of Calhoun Purchasing Department, 700 West Line Street, Calhoun, Georgia. RFPs must be clearly marked on the outside of each proposal package as "Residential Garbage Proposals".

The Mayor & Council of the City of Calhoun reserve the right to accept or reject any or all proposals, to waive informalities, and to ask for re-submission of proposals.

For additional information regarding the proposal, contact Shane Cox, Director of Public Works, at (706)602-6040 scox@calnet-ga.net, or Sarah Wiggins, Purchasing Agent, at (706)602-5680 or swiggins@calnet-ga.net .

CONTRACT

THIS CONTRACT, made and entered into this of

,2026, by and between the City of

Calhoun, a Municipal Corporation of Gordon County, Georgia, (hereinafter called the "City") and , (herein after called "Contractor").

WITNESSETH:

WHEREAS, the Contractor did on the day of

,2026, submit a Proposal to provide Residential Refuse collection within the corporate boundaries of the City of Calhoun, and perform such work as may be incidental thereof.

NOW THEREFORE, in consideration of the following mutual agreements and covenants, it is understood and agreed by and between the parties hereto as follows:

1. The contractor is hereby granted the sole and exclusive franchise, license, and privilege within the territorial jurisdiction of the city and shall furnish all personnel, labor, equipment, trucks, and other items necessary to provide refuse collection, removal, and disposal service as specified and to perform all of the work called for and described in the contract documents.

2. The contract document shall include the following documents, and this contract does hereby expressly incorporate same herein as fully as if set forth verbatim in this contract:

a. RFP

b. Contractor’s accepted proposal

c. Contract – Attachment of General Specifications

d. Performance bond

e. And addenda or changes to the foregoing documents agreed to by the parties hereto.

3. All provisions of the contract documents shall be strictly complied with and conformed to by the contractor and no amendment to this contract shall be made except upon the written consent of the parties, which consent shall not be unreasonably withheld. No amendment shall be construed to release either party from any obligation of the contract document except as specifically provided in such amendment.

4. This contract is entered into subject to the following conditions:

a. The contractor shall procure and keep in full force and effect throughout the term of this contract all of the insurance policies specified in, and required by, the contract documents.

b. Neither the contractor nor the city shall be liable for the failure to perform their duties if such a failure is catastrophe, riot, war, governmental order or regulation, strike, fire, accident, or other similar of different contingency beyond the reasonable control of the contractor.

c. In the event that any provision or portion thereof any contract document shall be found to be invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with the applicable laws. The invalidity or unenforceability of any other provision or portion of the contract document.

IN WITNESS WHEREOF, we the contracting parties, by our duly authorized agents, affix our signature and seals this of .2026

CITY OF CALHOUN, GA

A Municipal Corporation of Gordon County, Georgia SEAL of the City of Calhoun, Georgia James F. Palmer, Mayor

ATTEST: CONTRACTOR:

Paul Worley, City Administrator

CONTRACT DOCUMENTS FOR RESIDENTIAL REFUSE COLLECTION/DISPOSAL

GENERAL SPECIFICATIONS

1.0 Definitions

1.01 Bags

1.02 Bin

1.03 Bulky Waste

1.04 Bundle

1.05 City

1.06 Commercial and Industrial Refuse (left off intentionally)

1.07 Commercial and Industrial Units

1.08 Construction Debris

1.09 Container

1.10 Contract Documents

1.11 Contractor

1.12 Dead Animals

1.13 Disposal Site

1.14 Garbage

1.15 Hazardous Waste

1.16 Producer

1.17 Refuse

1.18 Residential Refuse

1.19 Residential Unit

1.20 Rubbish

1.21 Stable Matter

2.0 Scope of Work

2.01 Storms and Disasters

3.0 Collection Operation

3.01 Service Provided

3.02 Locations of Bins, Containers, Bags, and Bundles for Collection

4.0 Collection Operation

4.01 Hours of Operation

4.02 Holidays

4.03 Complaints

4.04 Collection Equipment

4.05 Office

4.06 Hauling

4.07 Disposal

4.08 Notification

4.09 Point of Contact

5.0 Compliance with Laws

6.0 Effective date

7.0 Nondiscrimination

8.0 Indemnity

9.0 Licenses and Taxes

10.0 Term

11.0 Insurance

12.0 Bond

12.01 Performance Bond

12.02 Power of Attorney

12.03 Sole Remedy

13.0 Basis of Method of Payment

13.01 Collection and Disposal Rates

13.02 City to Act as Collector

13.03 Delinquent and Closed Accounts

13.04 Contractor Billings to City

14.0 Transferability of Contract

15.0 Exclusive Contract

16.0 Ownership

1.0 DEFINITIONS

1.01 Bags

Plastic sacks designed to store refuse with sufficient wall strength to maintain physical integrity when lifted by the top. Total weight of a bag and its contents/shall not exceed 35 lbs.

1.02 Bin

Metal receptacle designed to be lifted and emptied mechanically for use only at commercial and industrial units.

1.03 Bulky Waste

Stoves, refrigerators, water tanks, washing machines, furniture and other waste material other than construction debris, dead animals, hazardous waste or stable matter with weights or volumes greater than those allowed for bins or containers, as the case may be.

1.04 Bundle

Tree, shrub, and brush trimmings or newspaper and magazines securely tied together forming an easily handled package not exceeding three feet in length or 35 lbs. in weight.

1.05 City

City of Calhoun, GA (Incorporated)

1.06 Commercial and Industrial Refuse (left off intentionally)

1.07 Commercial and Industrial Units

All premises, locations or entities, public to private, requiring large container refuse collection within the corporate limits

1.08 Construction Debris

Waste building materials resulting from construction, remodeling, repair or demolition operations.

1.09 Container

A quality receptacle with an approximate capacity of 95 gallons also referred to as carts. Said containers shall have wheels and a pull type handle.

1.10 Contract Documents

The (RFP) request for proposals, instructions to proponents, contractor's accepted proposal, general specifications, the contract performance bond and any addenda or changes to the foregoing documents agreed to by the city and the contractor.

1.11 Contractor

The person, corporation or partnership performing refuse collection and disposal under contract with the city.

1.12 Dead Animals

Animals or portions thereof equal to or greater than 10 lbs. in weight that have expired from any cause, except those slaughtered or killed for human use.

1.13 Disposal Site

A refuse depository, including but not limited to sanitary landfills, transfer stations, incinerators, and waste processing/separation centers licensed, permitted or approved by all governmental bodies and agencies having jurisdiction and requiring such licenses, permits or approvals to receive for processing of final disposal of refuse and dead animals.

1.14 Garbage

Any animal product slaughtered for residential type human consumption; every accumulation of waste (animal, vegetable and/or other matter) that results from the preparation, processing, consumption, dealing in, handling, packing, canning, storage, transportation, decay or decomposition, of meats, fish, fowl, birds, fruits, grains or other animal or vegetable matter (including, but not by way of limitation, used tin cans and other food containers; and all putrescible or easily decomposable waste animal or vegetable matter which is likely to attract flies or rodents); except any matter included in the definition of bulky waste, construction debris, dead animals, hazardous waste, rubbish or stable matter.

1.15 Hazardous Waste

Waste, in any amount, which is defined as hazardous waste in regulations promulgated by the Georgia Board of Natural Resources.

1.16 Producer

An occupant of a commercial unit or residential unit who generates refuse.

1.17 Refuse

Commercial refuse, bulky waste, construction debris and stable matter generated at a residential unit, unless the context requires otherwise, and commercial refuse.

1.18 Residential Refuse

Garbage and rubbish generated by a producer at a residential unit (items common to residential waste).

1.19 Residential Unit

A dwelling within the corporate limits of the city occupied by a person or group of persons comprising not more than four families. A residential unit shall be deemed occupied when either water or domestic light and power services are being supplied thereto. A condominium dwelling, whether of single of multi-level construction, consisting of four or less contiguous or separate single-family dwelling units, shall be treated as a residential unit, except that each single-family dwelling within any such residential unit shall be billed separately as a residential unit.

1.20 Rubbish

All waste wood, wood products, chips, shavings, sawdust, printed matter, paper, pasteboards, rags, straw, used and discarded mattresses, used and discarded clothing, used and discarded shoes and boots, combustible waste pulp and other products such as are used for packaging or wrapping crockery and glass, ashes, cinders, floor sweepings, glass, mineral or metallic substances, and all other waste material not included in the definition of bulky waste, construction debris, dead animals, garbage, hazardous waste or stable matter.

1.21 Stable Matter

All manure and other waste matter normally accumulated in or about a stable, or any animal, livestock or poultry enclosure, and resulting from the keeping of animals, poultry or livestock.

2.0 SCOPE OF WORK

The work under this contract shall consist of the items contained in the RFP, including all the supervision, materials, equipment, labor, and all other items necessary to complete said work in accordance with the contract documents.

2.01 Storms and Disasters

The work under the contract does not include the collection and disposal of any increased volume resulting from a flood, hurricane or other special circumstances.

Upon the occurrence of any special circumstance, the contractor will notify the city, and the city will determine if such a condition constitutes a special circumstance. If a special circumstance does exist, then the contractor and the city will negotiate the payment to be made to the contractor under said special circumstance. In any event, the city reserves the right to remove said special circumstance material on its own.

3.0 COLLECTION OPERATION

3.01 Service Provided

(a) Contractor shall provide curbside collection service for the collection of residential refuse to each residential unit one (1) time per week. Downtown commercial units and-any future commercial or industrial units that might be added to the contract shall be serviced on Tuesday and Friday of each week.

3.02 Locations of Bins, Containers, Bags, and Bundles for Collection

(a) Each container shall be placed at curbside for collection. Curbside refers to that portion of right of-way adjacent to paved or traveled city streets. Containers shall be placed as close to the roadway as practicable without interfering with or endangering the movement of vehicles or pedestrians. When construction work is being performed in the right-of-way, containers shall be placed as close as practical to an access point for the collection vehicle. Contractor may decline to collect any container not so placed or any refuse not in a container.

4.0 COLLECTION OPERATION

4.01 Hours of Operation

(a) Collection of Residential Refuse shall not start before 5:00 a.m. on the same day;

however, downtown litter receptacles and commercial businesses may be started at 4:30 am. Exceptions to collection hours shall be affected only upon the mutual agreement of the city and contractor, or when contractor reasonably determines that an exception is necessary in order to complete collection on an existing collection route due to unusual circumstances.

4.02 Routes of Collection

Residential unit collection routes shall be established by mutual agreement between the city and the contractor. The contractor may from time to time propose to the city for approval changes in routes or days of collection affecting residential units. At the beginning of the service period, the contractor is required to maintain the current service routes. Changes may be requested after six months if necessary.

4.03 Holidays

The following shall be holidays for the purpose of this contract:

New Year’s Day

Good Friday

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Christmas Day

Contractor may decide to observe any or all of the above-mentioned holidays by suspension of collection service on the holiday, but such decision in no manner relieves the contractor of their obligation to provide collection service at all residential units at least once each week and should be done either on the day of the holiday or the next working route day.

4.04 Complaints

All complaints shall be made to the contractor via the telephone number (local telephone listing) provider by the vendor, and shall be given prompt and courteous attention. In the case of reported missed scheduled collections, the contractor shall investigate and, if such allegations are verified, shall arrange for the collection of the refuse not collected within 48 hours after the report is received.

4.05 Collection Equipment

The Contractor shall provide an adequate number of vehicles for regular services. All vehicles and other equipment shall be kept in good repair, appearance, and in a sanitary condition at all times. Each vehicle shall have clearly visible on each side the identity and telephone number of the contractor.

4.06 Office

The contractor shall maintain an office or such other facilities (local telephone listing) within the city through which they can be contacted. It shall be equipped with sufficient telephones and shall have a responsible person in charge from 7:00 a.m. to 4:00 p.m. on regular collection days.

4.07 Hauling

All refuse hauled by the contractor shall be contained, tied or enclosed so that leaking, spilling or blowing is prevented.

4.08 Disposal

All Refuse collected for disposal by the contractor shall be hauled to a State-approved disposal site. The charge for disposal shall be included in the rates set forth in the proposal for each residential unit and/or commercial unit serviced by the contractor under this contract. The City of Calhoun strongly supports the usage of the Red Bone Ridge Landfill and requests that vendors make a concerted effort to secure a contract utilizing the Gordon County Landfill.

4.09 Notification

The City shall notify all producers of residential units about complaint procedures, rates, regulations, and day(s) for scheduled refuse collection.

4.10 Point of Contact

All dealings contacts, etc., between the contractor and city shall be directed by the contractor to the Director of Public Works or the City Administrator.

5.0 COMPLIANCE WITH LAWS

The Contractor shall conduct operations under this contract in compliance with all applicable local, state, and federal laws.

6.0 EFFECTIVE DATE

The contract shall be effective upon the execution of the contract and performance of such contract shall begin on February 1st, 2026.

7.0 NONDISCRIMINATION

The contractor shall not discriminate against any person because of race, sex, age, creed, color, disability, religion, or national origin.

8.0 INDEMNITY

The contractor will indemnify and save harmless the city, their officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorney’s fees arising out off a willful or negligent act of the contractor, their officers, agents, servants, and employees; provided, however, that the contractor shall not be liable for any suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorney’s fees arising out of the award of this contract or a willful negligent act or omission of the city, their officers, agents, servants, and employees.

9.0 LICENSES AND TAXES

The contractor shall obtain all licenses and permits (other than the license and permit granted by the contact) and pay all taxes as required by the city, county, and the state.

10.0 TERM

The contract shall be for a five (5) year period beginning upon the start date of service under this contract and ending fiver (5) years thereafter. The City and the contractor may elect to renew or extend this contract for on additional five-year term.

11.0 INSURANCE

The contractor shall at all times during the contract maintain in full force and effect Employer's Liability, Worker's Compensation, Public Liability and Property Damage Insurance, including contractual liability coverage for the provisions of Section 8.00. All insurance shall be by insurers and for policy limits acceptable to the city and before commencement of work hereunder the contractor agrees to furnish the city certificates of insurance or other evidence satisfactory to the City to the effect that such insurance has been procured and is in force. The certificates shall contain the following express obligations: "This is to certify that the policies of insurance described herein have been issued to the insured for whom this certificate is executed and are in force at this time. In the event of cancellation or material change in a policy affecting the certificate holder, thirty (30) days prior written notice will be given to the certificate holder."

For the purpose of the contract, the contractor shall carry the following types of insurance in at least the limits specified below

Coverages Limits of Liability

Worker’s Compensation Statutory

Employer’s Liability $ 500,000

Bodily Injury Liability Except $ 500,000 each occurrence

Automobile $ 1,000,000 aggregate

Property Damage Liability Except Automobile

$ 500,000 each occurrence $ 1,000,000 aggregate

Automobile Bodily Injury Liability

$ 1,000,000 aggregate

Automobile Property Damage Liability

Excess Umbrella Liability

As an alternate to the above, contractor may insure the above public liability and property coverage under a plan of self-insurance. The coverage may be provided by the contractor’s parent corporation.

Full documentation is required.

12.0 BOND

12.01 Performance Bond

The contractor will be required to furnish a corporate surety bond as security for the performance of this contract

Premium for the bond described above shall be paid by the contractor. A certificate from the surety showing that the bond premiums are paid in full shall accompany the bond.

The surety on the bond shall be a duly authorized corporate surety company authorized to do business in the State of Georgia.

12.02 Power of Attorney

Attorneys-in-fact who sign performance bonds or contract bonds must file with each bond a certified and effectively dated copy of their power of attorney.

12.03 Sole Remedy

The city’s sole remedy for breach of contract under this contract or failure to perform shall be to make demand under the terms of this performance bond.

13.0 BASIS AND METHOD OF PAYMENT

13.01 Collection and Disposal Rates

(a) For collection services required to be performed pursuant to sections 3.01 (a).

(b) For special collection provided by the contractor pursuant to section 3.01 (a), the charges are to be negotiated between the contractor and the city.

13.02 City to Act as Collector

The City shall submit statements to, and collect from all residential units and/or commercial units for, services provided by the contractor pursuant to Section 3.01 (a), including those accounts that are delinquent.

13.03 Delinquent and Closed Accounts

(a) The contractor shall discontinue refuse collection service under this contract at any residential unit and/or commercial unit as set forth in a written notice sent to it by the city. Upon further notification by the city, the contractor shall resume refuse collection on the next regularly scheduled collection day. The city shall indemnify and hold the contractor harmless from any claims, suits, damages, liabilities or expenses (including but not limited to expenses of investigation and attorney's fees) resulting from the contractor's discontinuing service at any location at the direction of the city.

13.04 Contractor Billings to City

(a) The contractor shall bill the city for service rendered to residential units within ten (10) days following the end of the month and the city shall pay the contractor on or before the 15th day following the end of the month. Vendor will be paid based on the number of actual customers and extra carts billed monthly by the city. Such billing and payment shall be based on the price rates and schedules set forth in the contract documents. Any new residential units which are added shall be billed-at one half (1/2) the monthly rate, regardless of the actual start date. The contractor shall be entitled to payment for services rendered to residential units irrespective of whether or not the city collects from the customer for such service, unless the contractor has continued to provide service after being notified by the city to discontinue service. The city's obligation to pay shall end 24 hours after said notification to Contractor.

14.0 TRANSFERABILITY OF CONTRACT

Other than by operation of law, no assignment of the contract or any right accruing under this contract shall be made in whole or in part by the contractor without the express written consent of the city, which consent shall not be unreasonably withheld;

in the event of any assignment, the assignee shall assume the liability of the contractor.

15.0 EXCLUSIVE CONTRACT

The contractor shall have the sole and exclusive franchise, license, and privilege to provide…