Solid Waste Collection RFP.pdf

CITY OF BRUNSWICK, GEORGIA

REQUEST FOR PROPOSALS

October 2026

SOLID WASTE COLLECTION

Project ID: RFP 2027-02

Proposal Available: Thursday, October 8, 2026

Proposals Due: Wednesday, November 18, 2026

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TABLE OF CONTENTS

1 Invitation to Service Providers 6 2 Background 8 3 Instructions to Service Providers 10

3.1 Intent 10

3.2 Examination 10

3.3 Determination of Successful Service Provider 10

3.4 Responsiveness 10

3.5 Proposal Form 10

3.6 Submission of Proposals 11

4 Section A - Proposal Schedule 11 5 Section B - Terms and Definitions 12 6 Section C - Introduction 17

6.1 General 17

6.2 Purpose 18

6.3 Term of Contract 18

6.4 Use of Subcontractors 19

6.5 Addenda to RFP 19

6.6 Selection of Successful Service Provider 19

6.7 Cost of RFP Preparation and Negotiation 19

6.8 Disclaimers 20

7 Section D - Scope of Services 20

7.1 Service Requirements 20

7.2 Suspension of Curbside Collection 21

7.3 Collection Equipment 21

7.4 Missed Collections and Complaint Handling 23

7.5 Payment to Contractor 24

7.6 Public Education 24

7.7 Personnel 25

7.8 Work Statement 25

7.8.1 Reporting 25

7.8.1.1 Ad Hoc Reports 26

7.8.1.2 Monthly Reports 26

7.8.1.3 Annual Report 26

7.9 Carts 27

7.9.1 Request for Change of Service 27

7.10 Backdoor Services 28

7.11 Task 001 Garbage Collection 28

7.12 Task 002 Collection of Recyclables 28

7.12.1 Reporting 29

7.12.2 Processing Facilities 30

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7.13 Task 003 Collection of Yard Trimmings 30

7.13.1 Reporting 31

7.14 Task 004 Bulky Waste 31

7.15 Task 005 Drop Off Centers (Optional) 32

7.16 Task 006 Special Solid Waste Collection Projects 32

8 Section E- Fee Schedule 33 9 Section F - Technical and Fee Proposal Requirements 33

9.1 Introduction 34

9.1.1 Overview 34

9.1.2 Documents 34

9.1.3

9.1.4 Cover Letter Executive Summary

9.1.5 Submission 35

9.2 Personnel Experience 35

Company

9.2.1 Principles 35

9.2.2 Staff 35

9.2.3 Resumes 35

9.3 Approach 36

9.3.1 Project Methodology 36

9.3.1.1 Transition

Collection

9.3.1.2 Schedule

9.3.1.3 Equipment 36

9.3.2 Management of Collected Materials 36

9.3.2.1 Solid Waste 36

9.3.2.2 Recyclables 37

9.3.2.3 Yard Trimming

s

9.3.2.4 Bulky Waste 38

9.3.2.5 Illegal Piles 38

9.3.3 Public Education 38

9.4 Company Experience 39

9.4.1 Experience 39

9.4.2 Capabilities 39

9.4.3 Customer Service 39

9.4.4 References 40

9.5 Company Organization 40

9.5.1 Primary Business 40

9.5.2 Records Management 40

9.5.3 Company History 40

9.6 Fee Proposal 40

9.6.1 Reasonableness 40

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9.6.2 Best Value 40

9.7 Proposal

9.7.1

Evaluation Factors Evaluation Method

9.7.2 Oral Presentations 41

9.7.3

9.7.4

Negotiations Contract Formation

10 Section G - General Conditions 42

10.1 Contract Administration 43

10.2 Contract Coordinator 43

10.3 Notice of Award of Contract 43

10.4 Execution of Contract Documents 44

10.5 Insurance 44

10.5.1 Liability 44

10.5.2 Certificates of Insurance 45

10.6 Quantities 44

10.7 Indemnification 45

10.8 Notice to Proceed 46

10.9 Liquidated Damages 46

10.10 Suspension or Termination of Services 47

10.11 Transition Services Upon Termination 48

10.12 Assignments 48

10.13 Laws and Regulations 49

10.14 Force Majeure 49

10.15 Notice and Service Thereof 50

10.16 Schedule, Reports and Records 50

10.17 Changes in the Contract 51

10.17.1 Changes in the Service 51

10.17.2 Changes in Fee 51

10.17.3 Changes in Contract Period 51

10.18 Payments and Completion 52

10.18.1 Application for Payments 52

10.18.2 Certificate for Payments

Failure of

10.18.3 Payment

10.18.4 Governing Document 53

10.19 Contactor's Claim 53

10.20 Contract Agreement Jurisdiction 53

10.21 Permits and Regulations 53

10.22 Business License 53

10.23 Responsibilities of the Contractor 53

10.23.1 Subcontractors, Manufacturers and Suppliers 53

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10.23.2 Contractor's Employees 54

10.23.3 Payment for Labor and Materials 54

10.23.4 Attention to Work 54

10.23.5 Employee Safety 54

10.23.6 Public Safety and Convenience 55

10.23.7 Cooperation in Disasters 55

10.23.8 Disposal Facilities 55

10.24 Compliance with Laws 55

11 Section H - Representation 56

11.1 Non-Discrimination 56

11.2 Drug-Free Workplace 56

12 Section I - Attachments 58

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SOLID WASTE COLLECTION RFP

1. Invitation to Service Providers

The City of Brunswick, Georgia (the City) will accept sealed technical and fee proposals for the solid waste collection described in the attached schedules until 5:00 p.m. EST on Wednesday, November 18, 2026. Service providers are invited to submit proposals that meet the requirements of this Request for Proposals (RFP).

A pre-proposal conference is scheduled for Tuesday, October 20, 2026, at 10:00 a.m. in the second-floor conference room at City Hall, 601 Gloucester Street, Brunswick, Georgia 31520. Service providers planning to submit a proposal are strongly encouraged to attend. Questions or requests for clarification regarding the specifications must be submitted by email to the Purchasing Agent, Raquel McCray at rmccray@cityofbrunswick-ga.gov .

The envelopes containing the proposal must be sealed, and addressed to:

City of Brunswick

601 Gloucester Street Brunswick, Georgia 31520 Attention: Raquel McCray

Purchasing Agent

All proposals must be marked “Proposal for Solid Waste RFP 2027- 02”. The envelope must bear on the outside the name and address of the Service provider. No proposal may be withdrawn or modified after closing for a period of 30 calendar days.

Proposals will be publicly opened Friday November 20, 2026, at 2:00 pm, at City Hall in the second-floor Conference room located at 601 Gloucester Street, Brunswick, Georgia 31520. Only the name(s) of those service providers responding will be mentioned. All service providers are invited to be present during the proposal opening.

Proposals must be valid for ninety (90) days following the opening date. If mailto:rmccray@cityofbrunswick-ga.gov

P a g e 7 | 58 the current service provider does not submit the winning proposal, then there will be an expectation that the current service provider will not hinder the newly selected service provider during the transition period.

The service providers’ response shall include a technical proposal and fee proposal with all other information requested in this Request for Proposal (RFP). The fees shall be the full cost to the City, and the City may request additional information from proposers, including a presentation if deemed necessary to clarify elements of their bid proposals. The City also reserves the right to make independent investigations into the qualifications of each service provider, including existing customers, or site visits to existing operations.

The City anticipates making a single award; however, it reserves the right to make multiple awards should it deem it in the best interest of the City. Such an award, if any, is projected to be accomplished within sixty (60) days from the proposal opening.

The City reserves the right to reject any or all proposals, waive technicalities and make the award in the best interest of the City.

~End of This Section~

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2. Background:

The City of Brunswick, Georgia is located in the southeastern portion of Georgia in Glynn County, nestled along the Georgia coast. Brunswick has approximately 15,000 residents and its chief industry is tourism though it has a major involvement in manufacturing wood pulp and paper products as well as various chemicals derived from pine tree stumps. Brunswick is the second-largest urban area on the Georgia coast after Savannah and contains the Brunswick Old Town Historic District.

Brunswick is located on a harbor of the Atlantic Ocean approximately 40 mi (60 km) north of Florida and 80 mi (130 km) south of South Carolina, Brunswick is bordered on the west by Oglethorpe Bay, the East River, and the Turtle River. It is bordered on the south by the Brunswick River and on the east by the Atlantic Intracoastal Waterway in the Mackay River, which separates it from the Golden Isles.

Solid Waste Collection:

Currently Republic Services provides solid waste and recycling services for the City of Brunswick, below is the estimated number of monthly pickups that are made within Brunswick’s city limits:

TYPE Estimated TOTAL

Residential (+/-) 6000 carts Commercial Carts (+/-) 400 carts

Yard Waste (+/-) 4800 addresses Illegal Dump Pickups (+/-) 400 tons a month Unscheduled Pickups (+/-) 100 pick ups

Recycling (+/-) 2400 carts

Currently the City of Brunswick bills all residential and commercial customers and the City pays the contractor on a monthly basis.

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The successful proposer must offer the following optional services:

• Additional carts

• Weekly yard trash pickup

• Back Door Service for those subscribers that are medically certified as handicapped service at no charge.

• Subscription Recycling Collection program.

The Contractor must provide recyclable collection as a subscriber-paid option. At minimum, the Contractor must collect:

• Aluminum cans

• Clean steel/tin cans

• Plastic containers coded 1–7

• All grades of paper products, including but not limited to newspapers, junk mail, magazines and corrugated cardboard

Each subscribing household’s recyclables must be collected curbside every two weeks on its regular garbage day. Recycling vehicles must be clearly identified and secured to prevent spills.

Recyclables must be stored separately in a Contractor-provided, industry-standard 95-gallon wheeled cart that differs in color from the garbage cart and is clearly labeled for recycling. Collected recyclables become the Contractor’s property, and the Contractor is responsible for removal and disposal.

Before processing City recyclables, the Contractor must weigh and record them. Within ten (10) days after each month, the Contractor must submit a tonnage report by material type to the City’s Contract Technical Representative. Weight tickets must be retained for five (5) years and made available for City inspection.

All recyclables must be processed at an approved facility in compliance with applicable federal, state, and local requirements.

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The Contractor may not mix separated household recyclables with garbage without the City’s prior written approval. The City may reasonably revise the designated recyclable materials.

The Contractor must not collect carts containing non-recyclables. If prohibited materials are present, the Contractor must leave the cart and provide instructions on accepted materials and proper preparation.

3. Instructions to Service Providers:

3.1 Intent

It is intended that the Instructions to Service Providers, General Conditions and Detailed Schedules/Specifications shall define and describe the complete services to which they relate.

3.2 Examination

The service provider is advised to examine all documents and current parameters of the services and become fully informed as to their conditions. This includes the conformity with specific standards and the character, quality and quantity of the reports and services provided. Failure to examine these areas will not relieve the successful Service Provider of the obligation to furnish all products and services necessary to carry out the provisions of the contract.

3.3 Determination of Successful Service Provider

The contract will be awarded, if awarded, to the most responsive and responsible Service Provider according to the criteria provided for in Section D of this RFP.

3.4 Responsiveness

The City will consider the degree to which each Service Provider has submitted a complete Technical and Fee Proposal without irregularities, excisions, special conditions, or alternative proposals for any item unless specifically requested in the RFP.

3.5 Proposal Form

Proposals shall be submitted on the Schedule Forms included herein. The Service Provider will submit an original and five (5)

P a g e 11 | 58 copies of their technical proposal and an original and five (5) copies of their price proposal. All service providers should include a USB drive of both technical and price proposal.

3.6 Submission of Proposals

Proposals received after the scheduled bid opening time and date will remain unopened and will not be considered.

Technical and Fee proposals are to be packaged and sealed separately. Proposals shall be clearly marked as “Proposal for Solid Waste Collection RFP 2027-02”. Addressed as Follows:

601 Gloucester Street Brunswick, Georgia 31520 Attention: Raquel McCray

Purchasing Agent

4. SECTION A – PROPOSAL SCHEDULE

ACTIVITY TIME DATE WHO DURATION

Advertise and distribute request 5:00 pm Thursday

October 8 City Day 1 for proposals

Pre-Proposal Conference

(non-mandatory)

10:00 am

Tuesday October 20

City & Service Providers

Day 12

Deadline to Submit Written

5:00 pm Monday October 26

Service Providers

Day 18

Questions (via e-mail)

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ACTIVITY TIME DATE WHO DURATION

Summary of questions and responses distributed

5:00 pm

Monday November 2

City Day 25

Submission of Proposals

5:00 pm

Wednesday November 18

Service Providers

Day 40

Review of Proposals

Monday – Monday Nov. 23 – Dec. 4

City Day 41 - 56

Submit recommendation to

Mayor and Board of

Commissioners

6:00 pm

Wednesday December 16

City Day 68

Award Contract TBD TBD Mayor & Board of

Commissioners

TBD

5. SECTION B – TERMS AND DEFINITIONS

• Annexed Area: Refers to any area contiguous to the Contract Area that is added to the boundaries of the City of Brunswick by any method of annexation.

• Billing Month: Means the calendar month.

• Bulky waste: Stoves, refrigerators, water tanks, washing machines, furniture, television sets, audio equipment and similar household appliances and (other waste materials other than construction debris, tires or hazardous waste) with weights or volumes greater than those allowed for containers or carts.

Estimated area size of bulk waste would be 6x6x6.

• Cart: A receptacle not to exceed 95 gallons, with wheels and a light fitting lid, provided by service provider, designed for the purpose of curbside collection of refuse.

• City: The City of Brunswick, Georgia.

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• City Employee: An employee of the City subject to its personnel policies.

• Collection Schedule: Refers to the defined days of collection authorized by the City.

• Company: Refers to a service provider that has been selected by the City to provide services required by this RFP.

• Contract Administrator: Refers to the City Manager or someone acting in their role.

• Contract Area: Refers to the area(s) of the City, including any Annexed areas within which services will be provided by the Service Provider, during the term of the contract and any extensions, if granted.

• Contract Documents: The Request for Proposals, Instruction to service providers, Definitions, Contractor’s Proposal, the Contract, the contract Performance Bond and any addenda or changes to the foregoing documents agreed to by the city and the Contractor.

• Contract Coordinator: Refers to a City employee(s) who observes the operation to ensure that such services are performed in compliance with the contract agreement and City Code.

• Curbside: Means that location immediately across the street from the residence.

• Customer: Refers to the recipient of collection services, specifically referring to the resident in the Contract Area.

• Disposal Site: A refuse depository including but not limited to sanitary landfills, transfer stations 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 refuse for processing or final disposal.

• Effective Date: Refers to the date that the contract between the City and the Company is in effect.

• Evaluation Committee: Refers to a committee as appointed by the City responsible for determining the best Service Provider for the Services described in this RFP.

• Extraordinary Circumstances: Defined as a significant event or condition(s) that result in excessive amount of debris as determined by the City.

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• Fee: A dollar amount inclusive of all Service Provider’s costs (overhead insurance, labor, equipment, advertisements, etc.)

general and accounting and profit charged for a specific service(s).

• Hazardous waste: Means materials (whether solids, liquids or gases) which constitute a hazard to health or safety, including, but not limited to, poisons, acids, caustic materials or solutions, chemicals, Freon gas, polychlorinated biphenyls (PCBs), asbestos, lead based paints, infections or infected wastes radioactive materials, and petroleum based products, offal, fecal matter, explosives, flammable substances, and any waste, substance or material that under any federal, state or local environmental law is deemed hazardous, toxic, a pollutant, or contaminant, including, without limitation, any substance defined or referred to as a “hazardous waste,” a “hazardous substance,” a toxic substance,” or similar designation under any federal, state or local environmental law.

• HDPE: High Density Polyethylene – Colored or opaque plastic used in laundry product bottles and milk jugs (aka No. 2 plastics).

• Holidays: Means holidays observed shall be: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day (Observed).

• Illegal Dump: Means dumping waste in a manner inconsistent with local laws, regulations or ordinances or by means other than those authorized by local ordinances, officials or by placing waste in unauthorized rights of way operated by the City such as streets, alleys, street medians or any property designated for public use, or other areas inconsistent with applicable rules for waste disposal.

• Landfill: Means a disposal site for disposing of municipal solid waste.

• LDPE: Means low density polyethylene, a type of plastic resin (aka No. 4 plastics)

• Missed Collection: Refers to a properly prepared Refuse, Recyclable, Yard Waste and/or Bulk item not picked up on the scheduled collection day.

• Mixed paper: Includes the following: Magazines, junk mail, phone books, bond or ledger grade, cardboard and paper board packaging. This does not include tissue paper, paper towels, frozen food containers, milk cartons, or paper packaging combined with plastic wax or foil.

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• Multi-Family Unit: Individual residential units in a multi-family structure (i.e. apartment building) which units are not separately owned, but are owned by one common entity, for which refuse collection is using dumpsters or carts.

• NTE: Not to Exceed

• PET: Polyethylene Terephthalate, clear plastic used in some household cleaning product bottles as well as soda, water, and sports drink bottles (aka No. 1 plastics)

• Plastic: Includes HDPE, LDPE and PET containers as well as other plastic products as defined herein and included in “Recyclables.”

• PP: Polypropylene, a type of plastic resin (aka No, 5 plastic).

• Principal: Any officer or director of the proposing organization, and any person, firm, corporation, partnership, joint venture or other entity, who or which owns or controls three percent (3%) or more of the voting stock or any equivalent voting interest of a partnership or joint venture.

• Producer: An occupant of a Resident Unit or Commercial and Industrial Unit who generates refuse.

• Proposal: An offer or statement of a price and project description in response to a request for materials or services to be rendered to the City or its employees.

• PS: Means polystyrene a type of plastic, resin (aka No. 6 plastics)

• PVC: Means polyvinyl chloride, a type of plastic resin (aka No. 3

Plastics)

• Recyclables: Means materials designated by the City to be collected separately from refuse and yard trimmings for diversion from a landfill and conveyed to one or more recyclables processing facility. For the purpose of this Agreement Recyclables include but are not limited to: (newsprint, aluminum cans, steel cans, telephone books, magazines, catalogs, mixed paper corrugated cardboard [without plastic coating], chipboard, #1-7 plastic bottles [PET, HDPC, PVC, LDPE, PP, PS, and all other materials that can be processed and recycled]). Recyclables do not include hazardous waste or items contaminated with food waste.

• Recycling: Means any process by which materials which otherwise would become refuse are collected, separated, or processed and reused or returned to use in the form of raw materials or products. This specifically excludes depositing recyclables into a landfill or incinerator.

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• Recycling Container: A Contractor provided container suitable for on-site collection of recyclables. The container must be distinguishable from the garbage cart by color, size, and/ or general makeup.

• Recycling Services: Means the collection of recyclables from residential curbsides and from selected commercial establishments, and institutional buildings and transporting same to recycling processors. It includes related activities such as public information and education about recycling, handling complaints about collecting recyclables and reporting pertinent information about the collection of recyclables.

• Refuse: Refers to residential refuse and commercial and industrial refuse and shall mean “municipal solid waste” as defined by Georgia Law, Municipal solid waste (MSW) is any waste resulting from the operation of residential, commercial and industrial, governmental or institutional establishments or units as the case may be, unless the context otherwise requires.

• Request for Proposal: Executed documents, including documents attached or incorporated by reference, utilized for soliciting proposals in accordance with the instructions set forth herein.

• Residential Unit: A free-standing structure constructed for use as a residence or a residential unit within a multi-family structure for which refuse collection using carts is deemed appropriate.

• Roll-Off Containers: To be utilized where dumpsters are not of sufficient capacity or materials are not suitable for dumpster usage.

Container sizes are 20, 30, and 40 cubic yards either open top or enclosed compactor type.

• Service Provider: Any corporation, partnership, individual, sole proprietorship, Joint Stock Company, joint venture, local government, solid waste authority or any other private or public legal entity that has submitted a bid which conforms in all material respects to the requirements set forth in the RFP.

• Single Stream Collection: Collecting recyclable material commingled, rather than separated, by providing customers with a single container for all recyclable material.

• Solid Waste: Refers to garbage and trash, and may include glass jars, bottles, aluminum cans, steel/tin cans, plastic beverage containers (PET & HDPE), newspapers and inserts, spiral paper, and other

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Solid Waste excluding yard waste. Solid waste shall not include discarded building materials, trees, brush and other materials resulting from the activities of building Contractors, commercial tree trimmers or commercial lawn services, large quantities of sod, dirt and trash from land clearing, and other materials requiring special handling.

• Staff: Refers to all employees of the Company who performs services for the City.

• Street: A public or private way used for public travel.

• Submission Date: Refers to the date and time Proposals for this

RFP are due to the City.

• Term: The term of the Service Provider’s performance of Services pursuant to this Agreement (“Term”) shall commence on April 4, 2027 and shall continue through April 5, 2030. Thereafter, unless either party terminates the agreement by advance notice, not more than sixty and not less than thirty days prior to the commencement of the next renewal term. The renewal term shall consist of two (2), one (1) year automatic renewal unless a majority of the City’s Board of Commissioners votes to terminate the contract. Renewal Term commencing on April 5, 2031. Thereafter, unless either party terminates the agreement by advance notice not more than sixty and not less than thirty days prior to the commencement of the next renewal term the term shall be extended commencing on April 5, 2032.

• Yard waste: Refers to grass, weeds, leaves, trees and shrubbery pruning, and other similar materials generated in the maintenance of lawns and gardens which are separated from other Solid Waste.

Yard waste piles shall not exceed the size of a 6x6x6 area.

6. SECTION C – INTRODUCTION

6.1 General:

The City is advertising for qualified service providers to provide solid waste collection and recycling services for the City of Brunswick, Georgia.

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6.2 Purpose:

The City is issuing the RFP to secure curbside collection services for residential household garbage, yard trimmings and recyclable materials within the city limits. The RFP is also to secure dumpster services for the City facilities, parks and special City sponsored solid waste collection events. The purpose of this procurement is to achieve the following goals:

• Support the overall cleanliness of the City and enhance the quality of life of local citizens and residents.

• Secure services at the rate that best suits the needs of the City by consolidating and contracting household collection services.

• Extend street and road life by minimizing heavy truck traffic throughout the City.

• Consolidate collection days to minimize the number of days materials are set out and minimize littering.

• Provide a basic level of solid waste management services to meet the waste reduction and disposal needs of residents, the City and the State of Georgia.

• Provide a revenue source for recyclables collected within the City.

• Reduce the amount of waste disposed of in local and regional landfills through a robust and marketed recycling program.

6.3 Term of Contract:

In accordance with Georgia Code 36-60-13, the initial term of any contract awarded as a result of this RFP will be Three (3) years from the contract start date. There will be annual renewals thereafter for an additional two years renewed automatically unless a majority of the City’s Board of Commissioners votes to terminate the contract in a duly noticed meeting of the Council in accordance with the agreement of this contract. The successful Service Provider will not imply that the provision to extend the initial term of the contract is an obligation of the City or future Board of Commissioners to renew the contract.

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6.4 Use of Subcontractors:

It is understood that the primary service provider responding to this request for proposal may not have the capability to undertake all the tasks outlined in this RFP. The successful candidate may develop agreements with subcontractors in order to provide and manage the full scope of services requested by the City. If one or more sub-contractors are to be used, the subcontractor must be clearly identified and noted in the proposal when it is submitted. The City must approve any change in the use of subcontractors in advance and in writing. No such approval will be construed as making the City a party to such subcontract or subjecting the City to liability of any kind to any sub-contractor. No subcontractor under any circumstances will relieve the Contractor of its liability and obligation under any resulting contract.

Subcontractor is subject to the same contractual conditions as is the Contractor including all federal, state and local regulations and ordinances.

6.5 Addenda to RFP:

The City reserves the right to amend or clarify this RFP by addenda.

Addenda may be issued no later than ten (10) days prior to the due date of the proposals. All addenda issued will become part of the original or modified RFP document.

The addenda will be posted on the city website and emailed to pre-proposal conference attendees. The service provider must acknowledge receipt of each addendum, if any, in the cover letter submitted with its proposal.

6.6 Selection of Successful Service Provider:

The evaluation criteria describe the procedures for evaluating proposals submitted to the City. The City will select the service provider that best serves the interests of the Board of Commissioners and the residents of the City of Brunswick. The Board of Commissioners reserves the right to waive any irregularities or inconsistencies in the submitted proposals and to reject any or all proposals.

6.7 Cost of RFP Preparation and Negotiation:

Service Providers participating in this procurement process and subsequent negotiations will prepare the proposal and any subsequent

P a g e 20 | 58 materials and submittals at their own expense, with the express understanding that there may be no claims whatsoever for reimbursement from the City or its advisors for the cost associated with this process. The City reserves the right to terminate the proposal proceedings at any time.

6.8 Disclaimer:

The City and its advisors have, to the best of their knowledge, represented information and data that are current and applicable to this project. The City is providing the information contained herein as a courtesy to the service provider. The City and its advisors neither guarantee nor warrant the information contained in this RFP. It is the service provider’s responsibility to use this information and verify the same during the proposal, negotiation, and contract implementation periods through its own due diligence.

7. SECTION D – SCOPE OF SERVICES

7.1 Service Requirements

The contactor will collect all properly prepared garbage, yard waste and bulk pickups from each residence eligible for collection services on the designated collection day. Recycling will be based on subscription services.

Solid Waste and Recycling Collection will typically occur at the curb;

however, the service provider will provide backdoor collection services at no additional cost for those customers that can provide documentation from their health care provider that prevents them from placing the cart in the designated area.

The contractor will handle all serviced collection containers in a manner that avoids damage to them. Containers will be returned to the designated setout location at each residence; they will not be thrown or placed in areas where they become obstructions to pedestrians or traffic flow. The contractor will make collections with a minimum of noise and disturbance to the householder between specified hours. Collection hours are between 7:00 a.m. and 7:00 p.m.

Contractors MUST adhere to the designated collection times and must be completed in a sanitary manner. The contractor’s employees will immediately pick up trash, recyclables or yard trimmings spilled by the

P a g e 21 | 58 contractor. All areas where glass has been broken or dropped will be swept clean and glass deposited in the truck. All solid waste hauled by the contractor shall be so contained, tied, covered or enclosed such that leaking, spilling, or blowing are prevented.

The contractor will maintain City facility (dumpsters), administrative buildings and multifamily recycling collection sites in the same physical condition as before implementing their collection program.

7.2 Suspension of Curbside Collection

Curbside collection service may be suspended due to extreme weather or declared emergencies issued by either federal, state or local agencies with proper authority such as GEMA (Georgia Emergency Management Agency). The contractor will stop all work when so directed by the City during severe weather. The contractor will complete the work as soon as authority has been granted to proceed.

If collection is suspended, the contractor will perform collection on the next regular collection day.

Pickup days will not be reduced by holidays but may be combined with proper notice to the customers. Pickups normally scheduled on holidays will be rescheduled on the next regular collection day. The City must approve any schedule changes in advance, and the contractor must submit any proposed changes in writing thirty (30) days in advance so that proper approval can be granted. The following is a list of anticipated holidays:

• New Year’s Day

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving Day

• Christmas Day

7.3 Collection Equipment

The contractor will keep all equipment in safe operating condition and in proper repair in a clean, sanitary, and presentable condition.

Vehicles must be painted uniformly with the name of the contractor, the vehicle identification number and contractor’s telephone number printed on each side.

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No advertising will be permitted on vehicles of any type, and all vehicles will be secure and prevent leakage of any fluids or littering of materials collected. All vehicles used for collection of household garbage/trash will have a fully enclosed metal top. All loading doors and cab doors must be closed before a vehicle is placed in motion, and vehicles will not be overloaded as to scatter refuse, but if for any reason refuse is scattered, it is the responsibility of the contractor to immediately pickup scattered matter, which escapes during transport.

If a vehicle has a malfunction that causes fluids to leak or spew from the vehicle on City rights of way will be required to immediately stop operation, clean up the fluid with either a compound or sand to soak up the leakage and place the resulting matter in the truck. A replacement truck must be called, or repair of the vehicle must be completed prior to proceeding with the scheduled route. All spills or leaks must be immediately reported to the Contract Coordinator, and the resulting report shall include the following information:

• The address where the leak/spill occurred. (Area ID number is acceptable if GPS tracking is used.)

• Time and date that the spill occurred.

• Type of spill/leak.

• Detailed description of what caused the leak/spill.

When in the opinion of the contractor, the damaged area is cleaned;

the contractor will contact the Contract Coordinator who will be responsible for approving that the cleanup was satisfactory and acceptable.

Vehicles are to be washed and maintained in a clean and sanitary condition and be visually presentable when on collection routes.

Vehicles are not to disturb or impede vehicle or pedestrian traffic and are not to be left standing on streets or alleys unattended, except as made necessary by loading operations.

The contractor will promptly repair any damage to any City property, road, right of way, bridge, or highway caused by the contractor except through normal wear and tear. Such repair will restore the City property, road, right of way, bridge or highway to a condition at least equal to that which existed immediately prior to damage infliction, this includes damage or depressions created in the right of way or private

P a g e 23 | 58 yards due to yard waste removal. Repairs by contractor should be completed within one week of notification.

The collection containers and carts are and will remain the property of the contractor, and the contractor will replace any lost or damaged containers without charge to the City or the customer being served except where the customer is known to have willfully removed or damaged a container or cart. In such incidences that the customer willfully damaged or removed a cart then the customer shall be subject to be charged a fee to repair or replace the container or cart. The charges for replacement of items such as lids and wheels will be part of the technical proposal. Also, the contractor should have or plan to have at least 1% of the total amount of containers (after each customer has received one) on hand to serve as replacements for damaged or lost containers. Lost, damaged or stolen containers should be replaced within one week of contractor receiving notification.

7.4 Missed Collections and Complaint Handling

If a collection from a subscribing address is missed, the City will notify the contractor who will return to collect the refuse. Any missed collection will be handled within a 24-hour period falling on the next business day of notification or during the next scheduled work shift, whichever is sooner. The contractor will be assessed a fine of $25.00 for each missed collection that has not been rectified within 24 hours of receipt of notice of the missed collection.

The contractor should note and document via photo and/or RFID tracking device, any container that is not located in the designated pickup area after a complaint has been lodged.

In the case of complaints regarding collection service or any related activities, the contractor will, upon being notified of the complaint either in writing or by phone, resolve the complaint with the subscribing household and/or Contract Coordinator submitting the complaint. The contractor will work cooperatively with the subscribing households and/or City to resolve the complaint in a timely manner.

The contractor will be accessible to the citizens who wish to register a complaint through local telephone service. The contractor will provide prompt handling of complaints from the City or its citizens by maintaining a physical office and office staff in Glynn County, Georgia, that can receive record, report and handle complaints. Such staff will

P a g e 24 | 58 be available during regular business hours, Monday through Friday, and the contractor must provide message service during weekends, holidays, and after hours. The contractor will ensure that its employees always serve the public in a professional courteous manner even when handling customer complaints.

The contractor is expected to maintain a log of every complaint lodged against them and report them to the City weekly. A monthly report should be submitted to the City that must contain details of the complaint lodged to include, time, day, date and nature of the complaint as well as the resolution or plans on how to resolve the issue.

The monthly report should be received within ten (10) days of the end of the month. It is the expectation of the City that 98% of all complaints be satisfactorily handled within 24 hours of receiving the complaint.

7.5 Payment to Contractor

The City will be responsible for billing its customers and collecting all payments for collection, transportation and disposal of the materials collected. Invoices submitted to the City will be paid on a monthly basis according to the terms and conditions of the agreement resulting from this proposal.

7.6 Public Education

The contractor will provide public education materials (English & Spanish) about recycling, household refuse, yard trimmings and bulky waste collection. The first-year public educational material shall be distributed via USPS mailings or door to door method, on a quarterly basis. After the first year the contractor is required to distribute public educational material on a semi-annual basis via USPS mailings or door to door method. The educational materials will include but not be limited to detail of acceptable recyclable materials, collection schedules, yard trimming specifications, locations for collections and all other information deemed pertinent to the proper collection and disposal of household and yard refuse as well as recyclables.

Public Education and Community Outreach Programs will be developed and implemented in partnership with the City and the service provider and other appropriate parties including, websites, social media & electronic media, which will be updated on a quarterly basis, after reviewed by the City. The public education program will include information on recycling and waste reduction

P a g e 25 | 58 programs and goals. To ensure message consistency, all materials must be pre-approved by the City as well as any revisions to pre-approved materials. The contractor will be solely responsible for coordinating, producing, and disseminating the information regarding the service by U.S.P.S. and all costs shall be the responsibility of the contractor.

7.7 Personnel

The contractor will assign a qualified manager or managers to oversee its operations within the City and will provide the name, address and telephone numbers of such person(s) to the City. The person(s) in charge of the contractor’s operations with the City cannot be changed without the written approval of the City’s Contract Coordinator whose approval will not be unreasonably withheld. However, the City retains the right to approve or disapprove of any replacement manager(s).

7.8 Work Statement

All debris collected will be delivered to a permitted solid waste disposal facility operating in compliance with applicable federal, state, and local laws. The contractor will be responsible for ensuring the disposal facility is operating and continues to operate in compliance with all applicable laws and regulations. The service provider will perform the work as outlined in this RFP in a competent, qualified, diligent and efficient manner. The pickup and removal of hazardous waste is not included in this service.

7.8.1 Reporting

Before disposal, all solid waste collected from waste generators in the City will be weighed and recorded. The contractor will provide the City with a monthly tonnage report that is to be delivered to the City’s designated representative within twenty days of the end of the month for which the data was collected. The contractor will maintain for a period of five (5) years, report tonnage by solid waste, recycling, yard waste and bulk pickups, copies of weight tickets which are to be made available for City inspection.

The contractor will be responsible for maintaining and submitting reports on an ad hoc, monthly, and annual basis. Failure to submit

P a g e 26 | 58 reports within the mandated timeframe will result in a fine of fifty dollars ($50.00) for each report not submitted.

7.8.1.1 Ad Hoc Reports

Ad Hoc Reports should be submitted to the City upon request, and the reporting period shall be defined at the time of the request. Ad Hoc reports shall include the following information for each collection service (refuse, recycling, and yard trimmings):

a. Complaints/Resolution summary.

b. Daily route sheet with attached disposal site weight ticket.

c. Recycling participation.

d. Route operational data form.

e. Vehicle identification number.

f. Daily staffing summary (including substitutions).

g. Landfill tickets.

h. Disposed tonnage of refuse and recyclables, itemized on a per-day basis.

7.8.1.2 Monthly Reports

Monthly reports must be submitted to the City by the twentieth (20th) day of the month following the end of the previous month for which the data was collected and shall include the following information:

a. A cover letter that abstracts the report and highlights major accomplishments, problems, trends and other pertinent information for the associated month;

b. Complaints/resolution summary for the associated month;

c. Daily route sheet with attached disposal site weight ticket for the associated month;

d. Recycling station participation for the associated month;

e. Tonnage summary for the associated month.

7.8.1.3 Annual Report

The obligation to submit an annual report shall survive the termination or expiration of the contract. The City may withhold payment of

P a g e 27 | 58 balances due the service provider at the end of the contract until such final report is received and accepted by the City. The annual report should be submitted to the City no later than thirty (30) days following every twelve (12) month period of the contract and shall include a compilation of the monthly reports for the associated year, and a detailed audit of all active pickups for the year.

7.9 Carts

The contractor will offer all households in the city a 95-gallon lidded, wheeled trash container/cart and a different color 95-gallon recycling collection cart. The carts will be at no cost to the City or customer and will be wholly owned by or leased to the contractor. All equipment will bear the name of the contractor and will be maintained by the contractor and will remain in good repair and functioning properly. The contractor will provide containers to each household within thirty (30) days of receiving notice of the contract award. The container will remain the property of the contractor who will be responsible for replacing faulty or damaged carts to the household. If the household is deemed responsible for the necessary replacement an appropriate fee shall be assessed for the customer. The contractor will maintain no less than 1% of the total amount of containers (after each customer has received one) to serve as replacements for damaged or lost containers.

7.9.1 Request for Change of Service

After selecting a level of service, the City and contractor will grant each customer the opportunity to change their level of service, once per year, free of charge. If a customer elects to change their service, the contractor will provide a replacement container to the household within five (5) working days of receiving notice. Any additional changes requested by the customer within the one (1) year period will be made at the customer’s expense. The change in the level of service is to be effective at the start of the next billing cycle provided the contractor has been given seven to 10 business days’ notice of the customer’s intent to change the level of service. The contractor will propose a service fee for changing the level of garbage collection service in its proposed fee schedule.

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7.10 Backdoor Services

This task is an optional service that may be chosen by physically disabled residential subscribers. The contractor will provide backdoor garbage and recycling pickup for those handicapped.

Backdoor service will be provided for medically certified handicapped individuals free of charge, provided no other able-bodied person resides in the household and provided that the backdoor service has been determined to be a medical necessity by a licensed physician and approved by the City. The resident will allow pathway to said cart to be unobstructed. If not, notification to the contract coordinator must be submitted.

Contractor’s employees servicing backdoor collection will be required to follow regular walk patterns for pedestrians while on private property. Employees will take care not to damage property, shrubs, and other plantings. Employees will not be required to expose themselves to danger by vicious animals to accomplish collection.

7.11 TASK 001 Garbage Collection

The contractor will be required to pick up on a weekly basis, all garbage and household trash generated at the eligible household, provided same is placed in an approved collection container.

Any materials set out for collection that are not in an approved container will be left at the curb along with instructional materials educating the customer about the City’s solid waste plan and recycling program. The contractor will be free to establish routes to achieve the maximum efficiency of operation. The contractor will notify the public of the collection schedule at the time service is established. All route changes must be communicated to both the City and the customers in writing, ten days prior to the effective date.

7.12 TASK 002 Collection of Recyclables

The contractor shall collect the following recyclable materials via dedicated and distinct 95-gallon collection cart using a single stream methodology:

• Aluminum cans

• Clean tin cans

• Plastic bottles and containers Coded 1-5

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• All grades of paper including but not limited to newspaper, junk mail, magazines, and corrugated cardboard

Materials shall be sorted at a predetermined sorting facility and appropriately recycled following all federal, state and local recycling regulations regarding recycling. Recyclable goods shall be collected curbside at least bi-weekly on the same day curbside waste is collected from each customer. Vehicles designated for recycling will be identified as recycling vehicles and will be either covered or secured to prevent recyclables from being scattered or spilled.

Recyclable materials will be kept separate from garbage by customers and stored in a distinct 95-gallon wheeled cart provided by the contractor. The container will be labeled as a recycling container so that it is easily identified as recyclables for curbside collection by the contractor. Collected materials by the contractor will be owned by the contractor. The contractor shall deliver the collected recyclables to a recycling processing center. All recyclable containers shall differ in color but meet the same specifications as household trash containers.

The contractor will provide containers that must be clearly labeled to receive single stream recyclables. Containers must be maintained in good working conditions and must be covered to prevent windblown litter and access by birds or animals. If needed, labeling should be replaced or repainted to maintain legibility. The contractor will have on hand a supply of cans within 1% of an adequate amount of recycling containers for all of the properties owned or controlled by the City.

7.12.1 Reporting

Before processing the recycling, materials collected within the City, the contractor will weigh and record the amount of recyclables collected.

The contractor will provide the City with a monthly tonnage report as well as the number of participating households where recycling was collected no less than 50% of the scheduled pickups. The report shall be given to the City’s designated Contract Coordinator within twenty

(20) days of the month end for which the data was collected. The contractor will maintain, for a period of five (5) years, copies of weight tickets which are to be made available for City inspection.

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7.12.2 Processing Facilities

All recyclable items must be recycled at an approved recycling facility;

ownership of the recyclable materials shall become the property of the processor mutually agreed to by the City and the contractor throughout the duration of the contract and any extensions.

The contractor is prohibited from collecting separated recyclables from a household and mixing them with garbage unless the City grants prior written approval. The contractor is prohibited from disposing of recyclable materials in any landfill.