Specs Solid Waste Collection and Disposal.pdf

CITY OF MADISON HEIGHTS

PURCHASING DEPARTMENT

300 WEST 13 MILE ROAD

MADISON HEIGHTS, MICHIGAN, 48071

(248) 583-0828

INVITATION TO BID #MH-1075

ITEM: Solid Waste Collection and Disposal

DEADLINE: April 2nd before 11:00 am

Sealed bids will be accepted by the City Clerk’s Office at 300 West 13 Mile Road, Madison

Heights, Michigan, 48071 until, April 2nd at 11:00 a.m. (EST). Bids will be opened at 11:05 am

(EST).

The City of Madison Heights is a Participating Agency in the Michigan Inter-Governmental

Trade Network (MITN). Interested vendors are encouraged to register with MITN at www.MITN.info to view specifications for this and all of our open bids.

Tracee Miller

HR Director/Purchasing Coordinator

City of Madison Heights

(248) 583-0828

SECTION I – BID SUBMITTAL REQUIREMENTS/GENERAL REQUIREMENTS

A. PREPARATION OF BIDS

1. Bidders are expected to examine specifications and all instructions. Failure to do so will be at the bidder's sole risk.

2. Each bidder shall furnish all information required on bid form. Erasures or other changes must be initialed by the person signing the bid form. All places on the bid form requiring a signature or signatures must be signed where indicated prior to submission of the bid.

Failure to do so will be at the bidder’s sole risk.

3. If there is any doubt as to the meaning of any part of the specifications or other conditions within this invitation, please call 248-583-0828 for clarification.

B. SUBMISSION OF BIDS

1. All bids shall be submitted in sealed envelopes and shall include the following information on the face of the envelope:

Bidder's Name

Bidder's Address

Bid Number and Item

Failure to do so may result in a premature opening and disqualification, or failure to open and disqualification, of such proposal. All bids must be hand-delivered or mailed to:

Madison Heights City Clerk's Office

300 W. 13 Mile Road

Madison Heights, MI 48071

PLEASE INCLUDE ONE (1) ORIGINAL AND FOUR (4) COPIES OF YOUR BID.

2. Bidders are responsible for submitting proposals before stated closing time. Delays in the mail will not be considered. Any proposal received after the stated deadline will be rejected.

3. In the event no bid is to be submitted, do not return the invitation. Please send a letter or postcard to the Purchasing Coordinator to advise whether future invitations are desired for the type of items or services covered by this invitation.

4. Any bid may be withdrawn by giving written notice to the Purchasing Coordinator before stated closing time. After stated closing time, no bid may be withdrawn or canceled for a period of ninety (90) days after said closing time.

5. The bidder shall specify a unit price for each item listed. Unit price will prevail on all items.

C. CONSIDERATION OF PROPOSALS

1. Proposals submitted on the bid forms are understood to be according to specified data.

In cases where an item is requested by a manufacturer's name, trade name, catalog number, or reference, it is understood that the bidder proposes to furnish the item so identified or an item of "equal quality and value," as defined below.

Reference to any of the above is intended to be descriptive but not restrictive and only indicates articles that will not be satisfactory. Bids of "equal quality and value" will be considered, provided that the bidder states in his/her proposal exactly what he/she proposes to furnish, including illustration or other descriptive matter which will clearly indicate the character of the article covered by such proposal.

2. The Purchasing Coordinator hereby reserves the right in his/her sole and absolute discretion to approve as an equal, or reject as not being an equal, any article proposed which contains any variations, whether major or minor, from specification requirements but which may comply substantially therewith.

3. The City reserves the right, in its sole and absolute discretion, to reject any/or all bids, to waive any irregularities and technical defects contained therein, to award the bid in its entirety, in part or not at all and/or to determine which bid is the lowest and/or best to enter into a Contract, including the right to reject all bids and re-bid the project, as it may deem to be in the best interest of the City.

4. The Contractor / Company acknowledges and agrees that the City, with the written approval of the Contractor / Company, may extend this Contract for new projects or additional work of a similar nature at the same unit prices as set out by Contractor /

Company for this Contract, by execution of a change order. Any work to be performed under a change order of this contract is subject to all the requirements contained herein.

The Contractor / Company shall provide all insurance certificates and performance bonds for the required coverage for the new work to be performed for any change order extending this contract. A change order extending this Contact, as set out herein, shall be in compliance with Section 2-249 (c)(1) of the City’s purchasing ordinance.

D. TERMS

All bids to be tax exempt, State of Michigan #B386025685.

1. All bid quotations will be based on F.O.B. Destination – City of Madison Heights, MI.

48071

Please direct your questions to the City of Madison Heights Purchasing Department at 248-

583-0828, Monday through Friday, from 8:00 a.m. to 4:30 p.m. (EST). Note that we are closed for lunch from 11:30 a.m. to 12:30 p.m.

SECTION II – INSURANCE REQUIREMENTS

All Insurance shall be on an occurrence basis with firms acceptable to the City of Madison Heights and licensed and admitted to conduct business in the State of Michigan.

A. Contractor's and Sub-Contractor's Insurance

The Contractor shall not be awarded work under this contract unless the insurance required under this section has been procured and maintained during the life of the contract. The Contractor shall not permit any sub-contractor to commence work on a sub-contract unless like insurance has been obtained by the sub-contractor. The insurance required shall contain a thirty (30) day written notice to the City of Madison Heights, c/o Purchasing Department, 300 W. 13 Mile Road, Madison

Heights, MI 48071 of cancellation, modification, non-renewal or change (which the City in its sole and absolute discretion considers "material") in coverage.

B. Worker's Compensation Insurance

The Contractor shall procure and maintain during the term of this Agreement, Workers

Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the State of Michigan; and, in case that any such work is subcontracted, with the approval of the City, the Contractor shall require that the Subcontractor provide Workers

Compensation Insurance, including Employer’s Liability Coverage, for any and all of the

Subcontractor’s, agents, servants and/or employees engaged in the work for the services provided under this Agreement.

C. Commercial General Liability Insurance

The Contractor shall procure and maintain during the term of this Agreement, Commercial General

Liability Insurance, on an “Occurrence Basis,” with limits of liability of not less that the sum of

Three Million and 00/100 ($3,000,000.00) Dollars per occurrence and/or aggregate combined single limit, personal injury, bodily injury, and property damage. The coverage shall include the following extensions: (a) Contractual Liability; (b) Products and Completed Operations; (c)

Independent Contractors Coverage; (d) Personal and Advertising Injury; (e) Broad Form General

Liability Extensions or Equivalent; (f) Deletion of all Explosion, Collapse and Underground

(XCU) Exclusions, if Applicable; (g) and, Medical Expense Coverage For Any One (1) Person in the Amount of Five Thousand and 00/100 ($5,000.00) Dollars.

D. Contractor's Motor Vehicle Liability Insurance

The Contractor shall procure and maintain during the term of this Agreement, Motor Vehicle

Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than the sum of Three Million and 00/100 ($3,000,000.00) Dollars, per occurrence, combined single limit, Bodily Injury and Property Damage. Coverage shall include any vehicles, all non-owned vehicles, and all hired vehicles.

E. Owner's and Contractor's Protective Public Liability Insurance

The Contractor shall procure and maintain during the term of this Agreement, a separate Owner’s and Contractors’ Protective Liability Policy with limits of liability of not less than the sum of Three

Million and 00/100 ($3,000,000.00) Dollars, per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury and Property Damage. The name of the City shall be the

“Named Insured” on said coverage. The thirty (30) days Notice of Cancellation, as hereinafter provided, shall apply to this Policy.

F. City of Madison Heights as Additional Insured

The City of Madison Heights shall be named specifically as an Additional Insured with respect to the operations of the Contractor and/or sub-contractor for the City of Madison Heights and a copy of an Endorsement (per the attached sample) to this effect shall be supplied for each policy involved. The endorsement shall include the following language: "The City of Madison Heights, all elected and appointed officials, all employees and volunteers, servants and agents, all boards and commissions, including the employees and volunteers thereof."

G. Proof of Insurance Coverage

The Contractor shall provide the City, at the time contracts are returned by him or her for execution, the certificates and policies listed below. A guarantee of thirty (30) days notice shall be endorsed on each policy and certificate of insurance (per the attached sample).

1. One (1) copy of Certificate of Contractor's Worker's Disability Compensation Insurance.

2. One (1) copy of Certificate of Coverage of Commercial General Liability Insurance.

3. One (1) copy of Certificate of Coverage of Contractor's Motor Vehicle Bodily Injury and

Property Damage Insurance covering any vehicles, all non-owned vehicles, and all hired vehicles.

4. One (1) copy of Owner's and Contractor's Protective Public Liability Insurance Policy.

SECTION III – GENERAL INFORMATION

A. Background

Incorporated in 1955, the City of Madison Heights is a 7.25 square mile city with a total population of 28,468 according to the 2020 U.S. Census. There are approximately 9,194 occupied single family residential homes (as of February, 2025).

From 1955 to 1969, the City had a contractor, but wanted to upgrade the service. From 1969 to

January 1997, City forces handled collection of solid waste and our residents were pleased. As a member of the Southeastern Oakland County Resource Recovery Authority (“S.O.C.R.R.A.”), the

City was under contract to deliver residential municipal solid waste to S.O.C.R.R.A. through June

30, 1997. (The City formally withdrew from S.O.C.R.R.A. on March 28, 2003.) On November

25, 1996 City Council approved a three- year agreement beginning in July 1997 for collection and disposal of trash, compost, and recyclables to the lowest responsible bidder, City Environmental

Services – East (became Waste Management), through June 30, 2000. On April 10, 2000, City

Council approved a ten-year agreement for collection and disposal of trash, compost, and recyclables to the lowest responsible bidder, Waste Management, beginning July 1, 2000, through

June 30, 2010. Services were rebid for a 10 year period (extended a further 5 years) to the lowest responsible bidder Rizzo Services, later GFL, later Priority Waste.

Each week on an assigned day (see Sanitation Route Map), the City’s contractor collects and disposes of refuse and recyclables from single family and condominium residential homes and mobile homes. Currently, there are also approximately 87 businesses that receive weekly curbside refuse collection and disposal (6 bag limit per building). Compost collection and disposal occurs from approximately mid-March through the first week of December. The contractor collects compost in paper bags or up to 32-gallon refuse cans to which a minimum of two compost stickers

(supplied by the City) are affixed. There are also several 96-gallon park, bus stop, and municipal building carts to be emptied. The selected bidder will also be responsible for providing appropriate front load containers and recycling containers for pick-up at municipal buildings and parks (see

Section III (D)).

The City is in the process of a universal cart rollout for trash (96 gallon) and recycling (64 gallon) to every single-family and mobile home, anticipated to be completed in September, 2025. Contractors are advised to keep this in mind when preparing their bids.

Our goal is to continue to provide the residents of Madison Heights with responsible, efficient, respectful, timely, reliable, cost-effective and exceptional curbside collection, while allowing the selected contractor to be innovative to ensure a reasonable profit.

B. Mandatory Pre-Bid Meeting

There will be a mandatory Pre-Bid meeting of potential bidders at 10:00 am on Monday, March

17, 2010 in Council Chambers, 300 West Thirteen Mile Road (City Hall Building), Madison

Heights Michigan, 48071 to discuss any problems or questions with the bid.

The City will issue an addendum, if necessary, and post it at www.mitn.info by the end of business on Tuesday, March 25, 2025.

http://www.mitn.info/

C. Current Collection Statistics

1. Number of Single Family Residential (SFR) Homes 9,19449194 9,460

(as of February 1, 2025)

2. Curbside Collection Stops Per Day:

Day of Week

SFR

Businesses

(6 Bag Max.)

Mobile Homes

(3 Locations)

Total Occupied

Monday 1,956 17 0 0

Tuesday 1,983 7 0 0

Wednesday 1,956 10 0 0

Thursday 1,554 19 502 486

Friday 1,745 34 0 0

Totals: 9,194 87 502 486

3. Other Collection Statistics (as of March, 2025):

Curbside Units Recycling Drop-Off

Type Name Address Refuse Recycling Centers Carts

Apartment Chatsford Village 501 – 541 E. Irving -- -- -- --

Apartment Emerald 370 E. Thirteen Mile -- -- 1 4

Apartment Harlo Apts. 31800 Harlo -- -- 1 4

Apartment Lexington Village 31000–32600 Concord Dr. -- -- 4 19

Apartment Madison Apts. 1380 – 1450 E. Lincoln -- -- 2 8

Apartment Madison Hts. Coop 500 E. Irving -- -- -- --

Apartment Madison Park 31400 John R. -- -- 1 8

Apartment Madison Solberg 27690 – 27795 Dequindre -- -- 1 2

Apartment Madison Woods 330 E. Thirteen Mile -- -- 1 4

Apartment Masri Manor 320 E. Thirteen Mile -- -- -- --

Apartment New Horizons 31101 Edward -- -- 1 6

Apartment Northwood Manor 1630 E. 13 Mile 12 -- 1 4

Apartment Oakland Mall 365 E. Edmund -- -- -- --

Apartment Park Place 540 E. 13 Mile -- -- -- --

Apartment President Madison 31301 – 31965 Harlo -- -- 1 4

Apartment Royal Madison 1803 W. 13 Mile -- -- 2 9

Apartment Stephenson House 27700 Stephenson -- -- 2 9

Apartment The Heights 1630 E. 13 Mile -- -- -- --

Apartment Totals 12 -- 18 77

Condo Covington Square 280 – 286 E. 13 Mile -- -- -- --

Condo Dover Glen 250 – 276 E. 13 Mile -- -- 1 5

Condo Fox Run 30811 – 30933 Lee Frank 21 21 -- --

Condo Lincoln Row 481 – 499 W. Lincoln 10 10 -- --

Condo Lincoln Condos 732 W. Lincoln 3 -- -- --

Condo Madison Manor Tessmer Ct. – 12 & Deq. -- -- 4 16

Condo Madison Townhse. 1224 – 1230 E. Lincoln -- -- 1 4

Condo Plum Lane 30783 – 30933 Plum Lane 29 29 -- --

Condo Willow Hill 1720 – 1914 E. 13 Mile 49 49 -- --

Condo Totals 112 109 6 25

Mobile Home Ackel’s 25151 Dequindre 116/112 116/112 -- --

Mobile Home Madison Oaks 26131 Dequindre 264/255 264/255 -- --

Mobile Home Red Run 1066 Linda Lane 122/119 122/119 -- --

Mobile Home Totals 502/486 502/486 -- --

Restaurant Boodles 935 W. 11 Mile -- -- -- --

Restaurant Masters 1775 E. 13 Mile -- -- 1 2

Restaurant Totals -- -- 1 2

School Bishop Foley 32000 Campbell -- -- 1 5

D. Municipal Building, Park, and Bus Stop Collection and Disposal

CITY BUILDING DUMPSTER PICK-UP

MUNICIPAL PARKS

TWICE A WEEK (if necessary)

REFUSE CART COLLECTION AND

DISPOSAL OF REFUSE AT LICENSED

DISPOSAL SITE

Facility Quantity Size Pick-Up

Days Park

# of

Carts

Pick-Up

Days

CIVIC CENTER COMPLEX Ambassador Park 3 F

City Hall 1 4 yard F Civic Center Park 14 Winter – M Summer –

M, F

Police Station 1 4 yard F Edison Park 2 Tu

Fire Station #1 1 2 yard F Exchange Park 1 W

Library 1 2 yard F Gravel Park 1 F

43rd District Court 1 6 yard F Greenleaf Park 2 Th

Civic Center Park 1 4 yard F

Huffman Park 6 M

OTHER LOCATIONS Little League Baseball 12 M

(4/1-8/1)

Fire Station #2 1 2 yard M McGillivray Park 2 Th

DPS Building 1 6 yard F Monroe Park 4 M

Red Oaks Soccer 1 6 yard M S o c c e r C o m p l e x 4 M, F

Rosie’s Park 1 4 yard M

Rosie’s Park/Madison Woods 10 M, F

REFUSE CARTS AT: Wildwood Park 3 W

Police Station

(North Side) 2 96 gal. F

Bus Stops 7 W

Animal Shelter 1 96 gal. F DDA Cans (9) (contracted separately, but may exist in future)

Nature Center

96 gal. F (in parking lot)

DPS Building and

Gas Station 8 96 gal.

F (inside bldg.)

RECYCLING CONTAINERS AT:

Library 2 96 gal. F (inside bldg.)

City Hall 4 96 gal. F (loading dock)

Animal Shelter

96 gal. F

DPS Building 4 96 gal. F

Nature Center 2 96 gal. F

Fire Station 1 1 96 gal. F

Fire Station 2 1 96 gal. M

E. City of Madison Heights Tonnage History (T=Trash; C=Compost; R=Recyclables)

F. Sanitation Route Map

SECTION IV – GENERAL SPECIFICATIONS

A. Term

This section contains the General Specifications for curbside collection and disposal of residential and small business refuse, single-stream recycling, and compost beginning Tuesday, July 1, 2025, for a minimum period of five (5) years. Bidders must bid a minimum term of five

(5) years, but may bid a maximum term of ten (10) years. Bidders may bid on as many years as desirable beyond the five (5) year minimum and up to the ten (10) year maximum. The City will decide what length of service is in the best interest of the City based upon the final bids. Refer to

Section IV (R), Contract Extension, for more information.

B. Routes and Scheduling

1. As shown in Section III (F), the City has maintained long-established sanitation routes and proposes to maintain these routes. Changes may be made to the routes only if approved by the City and the Contractor provides door-to-door notices of such changes. The City has an ordinance that prohibits parking on the street on refuse collection day and all streets are posted. City staff will work with the Police

Department and the Contractor to resolve any recurring problems.

2. All curbside items shall be collected on the same day and on the day scheduled on the attached route map, except when that day falls on New Year’s Day, Memorial

Day, Independence Day, Labor Day, Thanksgiving Day, or Christmas Day. On these Holidays, collection will occur on the following day, with subsequent days in that week also collected on the following day, ending in a Saturday pick-up for

Friday’s route.

3. Collection hours shall be between 7:00 a.m. and 5:00 p.m.

C. Basic Curbside Services (generally known as “Cart-Plus”)

Proposals shall provide for the curbside collection of the following items including the legal disposal at a State-approved site:

COMMODITY DESCRIPTION

SERVICE

FREQUENCY

a. Residential Refuse –

Curbside Collection and

Disposal at a State-

Approved Site

• All refuse normally generated by households including brush and boards cut in 3' to 4' lengths and tied in bundles;

minimal and reasonable remodeling and/or construction debris.

• Must be in 32-gallon plastic bag or 32-gallon trash can weighing less than 60 pounds OR a 96 gallon cart weighing less than 225 pounds.

Weekly

b. Commercial Refuse –

Curbside Collection and

Disposal at a State-

Approved Site

A maximum of 6-bags per building of office type refuse that is not a by product of their business.

Weekly

COMMODITY DESCRIPTION

SERVICE

FREQUENCY

c. Bulky & Other Waste –

Curbside Collection and

Disposal at a State-

Approved Site

Items such as:

• furniture (e.g. couches, chairs, beds, mattresses, box springs)

• carpet & padding (cut into 3’ – 4’ widths, rolled, folded and tied – manageable for one person to handle)

• appliances (e.g. refrigerators, stoves, washers, dryers – all with doors and lids off) NOTE: You will also be responsible for legally removing refrigerant from refrigerators, freezers, and air conditioners.

• bathtubs, sinks, toilets

• disassembled swing sets

• Garage doors that are cut into sections and tied into bundles

• Glass windows

• Railroad ties & wooden fencing that are cut into 3-foot lengths and bundled – no more than 50 pounds

• Tires cut in half

Weekly

d. Compostable Yard Waste

– Curbside Collection and Disposal at a State-

Approved Site

• Grass clippings, leaves, thin bush trimmings o 32 gallon or smaller can with approved compost stickers on it (minimum 2 stickers per can with one on each side), OR o Paper compost bags o No plastic bags or cardboard boxes.

• Brush that is cut to 3’ to 4’ lengths and tied securely in bundles.

• The City currently performs fall curbside leaf collection from approximately mid-October through early December, disposal by City materials hauling contractor.

Weekly, beginning

Monday of the week after March

15th in it to, at the latest, the first week in December.

Working in conjunction with the Route

Supervisor, the City may cease the separate collection of compost earlier if the amount collected is so small as to not justify the extra truck.

e. Christmas Trees –

Curbside Collection and

Disposal at a State-

Approved Site

Performed by City crews with brush chipper; disposal by City materials hauling contractor.

Annually beginning

Christmas week and running through mid-January

COMMODITY DESCRIPTION

SERVICE

FREQUENCY

f. Recycling Program –

Curbside Collection and

Disposal at a State-

Approved Site

• Recycling container must be 18 gallon size with Madison

Heights sticker or logo on it OR 64 gallon recycling cart.

Note: As indicated below, newspaper in paper bags or bundled and tied will also be collected, and cardboard that is collapsed and bundled or placed within another cardboard box is also to be recycled.

• Corrugated cardboard, paperboard, boxboard o Folded, flattened or cut into bundles no larger than

2’ x 2’ x 3’ and tied securely o Packing material and badly stained materials discarded o All food, cellophane, and liners removed o No milk cartons, drink boxes, or books o Paperboard flattened and stuffed tightly in biggest paperboard box, and tied securely with string or strong rubber band

• Metal o Cans, pie tins, metal lids, aluminum trays, metal clothes hangers, pots & pans, toasters, faucets, silverware, pipe, and other small steel, aluminum, and tin metal items o Must fit in recycling bin o Loose metal lids placed inside cans and bent so the lids don’t fall out

• Glass bottles and jars o Clear, brown, green and blue only o Must be clean o Plastic jugs and bottles o All numbers accepted (1 – PET, 2 – HDPE, 3 –

V, 4 – LDPE, 5 – PP, 6 – PS, 7 – Other) o Plastic lids only

• Glossy magazines and catalogs o Tied securely with string or strong rubber band

• Newspapers, glossy and newsprint advertisements & inserts o Tied securely with string or strong rubber band, placed in recycling bin

• Telephone books o Not bundled with newspapers or magazines o Placed in recycling bin

• Brown paper grocery bags o Folded and placed inside another paper grocery bag o Placed in recycling bin

Weekly

COMMODITY DESCRIPTION

SERVICE

FREQUENCY

g. Exclusions • Cast iron

• Car parts

• Household hazardous waste (e.g. oil based paint, paint thinners, paint removers, solvents, wood preservatives, flammable liquids, corrosive acids, motor oil, mercury, weed and feed / fertilizers, fungicides, pesticides, herbicides, poisons

• Loose needles (i.e. insulin needles / medical sharps that are not secured in a empty liquid laundry detergent bottle that is sealed with a taped lid)

• Bricks, roof shingles, drywall or building materials

• Excessive construction debris

• Cement (even if it’s attached to something)

• Aluminum foil (not recyclable)

• Propane tanks

• Paint cans with wet paint still in them (latex paint that is hardened in a paint can (with lid off) is acceptable

• Sod, logs, root balls, tree stumps, dirt

• Tires not cut in half

• No bottle or can that is labeled with 10 cent Michigan

Deposit can be thrown away in the garbage.

• Recycling exclusions:

o Window glass and Pyrex o Light bulbs and dishes o Ceramic bulbs o Broken glass o Plastic bags o Motor oil containers and automotive batteries

Note: Homeowners may wish to contract separately with the vendor for collection and disposal of items not normally picked up.

h. Household Hazardous

Waste Disposal Day at

Department of Public

Services (DPS)

Please quote the price for this event. See Section V (J)

Has never been held, due to cost

i. Spring Clean Up Day at

DPS (when held)

Cost quoted separately. Household debris, metals, concrete, wood, siding, appliances, stumps/root balls, dirt, fencing, and other household junk.

Annually on a

Saturday from 8:00 am to Noon in early to mid May

j. City Building Dumpster

Pickup (Supply of Front

Load Containers at no cost and Collection and

Disposal of Refuse at no cost at a State-Approved

Site)

See Section III (D)

Twice a Week

k. Municipal Park and Bus

Stop Litter Barrel Pickup

– Collection and Disposal of Refuse at no cost at a

State-Approved Site

See Section III (D)

Twice a Week

(if necessary)

l. Special Events Pre 4th of July Festival on the last Sunday in June – special

Civic Center Park dumpster pick-up the following Monday Annually

(when held)

D. Alternatives to Basic Curbside Services:

Contractors may offer any innovative methods or changes in collection or disposal that may be of mutual benefit to the residents, the Contractor and the City. Please explain these alternatives fully, use a duplicate pricing page, and demonstrate quantitatively how the quoted alternative(s) will be cost-effective for the City.

Contractor will be responsible for a door-to-door mailing or other notification if the

City accepts an alternate which fundamentally changes the current level of service.

As an example, the City is interested in exploring the following alternative options:

• Curbside “cart-only” collection of garbage and recycling with weekly bulk pickup.

• Curbside collection of kitchen food scraps (or integration of kitchen food scrap pickup as part of the yard waste program).

• If a “cart-only” program is selected, options to collect and recycle unwanted GFL trash carts and Madison Heights-branded recycle bins.

*please note that due to the grant-funded cart rollout, the service frequency of trash and recycling collection must remain weekly.*

E. Containers and Preparation (basic curbside service):

1. Residential refuse must be in 32 gallon plastic bags or up to 32 gallon trash cans weighing less than 60 pounds, OR a 96 gallon cart weighing less than 225 pounds.

2. Compostable yard waste must be in paper yard waste bags or up to 32-gallon trash cans with Madison Heights compost stickers on the can.

3. Brush must be cut in 3’ to 4’ lengths and tied securely in bundles.

4. Recycling containers – 18-gallon size with Madison Heights sticker or logo on it

OR 64 gallon cart. Also newspaper in paper bags or bundled and tied will also be picked up. Cardboard that is collapsed and bundled or placed within another cardboard box is also to be recycled.

F. Right of Refusal:

Contractor has the right to inspect and refuse collection of items at curbside if:

1. Containers are too heavy (in excess of 60 pounds or 225 pounds for the cart).

2. Containers are too large (in excess of 32 gallons OR 96 gallon cart).

3. Containers are too weak.

4. The items are not generally accepted items.

5. The City agrees that the items should not be collected.

6. If a container or item is refused, the Contractor shall attach a notice with their company logo on it, along with the reason for the refusal with a local phone number of your company’s service representative. The Contractor shall also notify the City on the same day of the address of the home and reason for non-collection.

G. Special Services:

The Contractor shall make available, at the request of a resident, special pickup or subscription pickup service for any items or commodities which are not included in the Basic or Alternate Curbside service or if the resident wishes to have refuse picked up before the scheduled collection.

Special services shall be strictly a matter between the Contractor and the resident, with no involvement by the City. The Proposal shall include a list of Bidder’s current pricing for special pickup for informational purposes only.

H. Complaint Resolution:

The contractor shall either correct any individual complaint or notify the City of a correction plan by 4:00 p.m. on the day of a Resident’s valid complaint. If an individual valid complaint is not corrected by 12:00 noon of the day following the valid complaint, the City may correct the complaint and deduct the reasonable cost plus 20% from the next payment to the Contractor. A complaint will be considered valid when the City has investigated and found that the contractor departed from

General Specifications or Service Regulations. The City may pursue other remedies in its sole and absolute discretion. The Contractor shall provide a well attended local phone line for the purpose of receiving all service complaints.

The Contractor’s Route Supervisor for Madison Heights shall have a cellular phone for the City to contact as well as an e-mail address for receiving and responding to service requests. The City will be provided with phone numbers of contractor personnel who can be contacted 24 hours a day, 7 days a week in case of emergency.

It is also expected that the Supervisor will check in at the DPS office regularly each day to review any issues or service requests.

I. Service Regulations:

The selected Contractor, while performing work under this contract, shall abide by the following regulations and such other regulations as the City may promulgate throughout the life of the contract:

a. All refuse, compost, or recyclables spilled by the collectors must be swept up prior to moving to the next stop. Each truck shall be equipped with a broom and shovel at all times.

b. Employees must be courteous and respectful of residents’ property. Employees must be neat and clean and dressed in appropriate uniforms including safety equipment and reflective outerwear. Anyone not meeting these requirements shall not work on the Madison Heights contract.

c. Containers and lids need to be placed standing up upon the right-of way, not thrown or scattered, and not placed in the street.

d. Containers damaged by the Contractor shall be replaced by the Contractor.

e. Collection crews will neither ask for nor accept remunerations of any kind from businesses or residents when making a pickup.

f. The Contractor reflects the City of Madison Heights. Responsible, efficient, respectful, timely, cost-effective and exceptional sanitation service is of utmost importance to the City. All new employees working on the Madison Heights contract should be informed of this credo.

g. In all cases, the City of Madison Heights’ designee shall have sole, absolute and final authority on determination of appropriate resolution of all problems.

h. Hydraulic oil, oil, or paint spills or leaks will be handled by the Contractor in an effective manner (including power washing of the affected area) within one hour of the spill.

i. Trucks must be clean, washed and well maintained with the company logo on either side and a vehicle number on either side. Drain plugs shall be in place to eliminate spills.

j. All trash, from every street on the assigned daily route, shall be picked up on the scheduled day by no later than 5:00 p.m. No truck shall be on a Madison

Heights residential road prior to 7:00 a.m.

k. Employees shall not “trash pick”.

l. Employees shall make sure refrigerators, freezers, and air conditioners are collected daily in such a way as to not allow Freon/refrigerant to escape. Freon shall be removed by the Contractor in a method to conform to Federal and State

Regulations.

m. In no case shall recyclable materials or yard waste be thrown in with garbage.

J. Other Services:

1. Please note in your proposal any other services you may wish to include that may augment or heighten your level of service and benefit or enhance the quality of life of our residents. Some items for consideration may include, but are not limited to:

a. What services you may wish to provide to our schools or service clubs regarding education of solid waste issues based upon their request.

b. Would you like to become involved in our Recreation events, such as the 5K

Run/Walk, Festival in the Park, or Tree Lighting? How so?

c. Would you be able to provide an amount of cured compost annually for City use?

d. Contractor will be responsible for separately tracking and reporting monthly tonnage of the collected trash, compost, and recyclables.

K. Assignment:

The Contractor covenants not to assign, transfer, hypothecate or sublet this

Agreement, or any part thereof, without the knowledge and the express written consent of the City. Further, the Contractor covenants not to sell, convey, transfer, lease, modify or change ownership and/or management of its business without the knowledge and the express written consent of the City. Any violation of this provision shall give the City the right to terminate this Agreement.

L. Indemnification, Defend and Hold Harmless:

The Contractor agrees to indemnify, defend and hold harmless the City of Madison

Heights, from and against any losses, expenses, damages, charges and costs

(including court costs and attorney fees) for injury to or death of any person or persons and injury to or destruction of property suffered or alleged to have been suffered as a result of or in any way connected with any act, error or omission on the part of the contractor, its agents, servants and/or employees, or anyone directly or indirectly controlled by either of them, whether such act, error or omission is due to carelessness, negligence and/or intentional acts. In the event any action or proceeding shall be brought against the City by reason of any claim covered hereunder, the

Contractor shall, at is sole cost and expense, resist and defend the same. If it is necessary for the City to provide its own counsel, in the City’s sole and absolute discretion, the cost will be assessed to the Contractor. Further, the Contractor agrees that it is its responsibility, and not the responsibility of the City, to safeguard its property or the property and materials that any agents, servants or employees use or have in their possession while performing under this Agreement. In addition, the

Contractor agrees to hold the City harmless for any loss of such property and materials used by any such persons pursuant to the Contractor’s performance under this Agreement or which is in their possession.

M. Compliance with the Law:

The Contractor shall make payment of all federal, state, county or municipal sales, use or other taxes or permits now in force or which may be enacted during the progress and completion of the work covered by this Agreement, including but not limited to any and all permits and licenses required by ordinance in the City of

Madison Heights and maintain the same in full force and effect.

The Contractor shall train their personnel, provide appropriate personal safety equipment and meet all requirements of MIOSHA, MDOT, the State of Michigan, and the City of Madison Heights; and, otherwise comply with all federal, state, and local laws and regulations.

N. Bonds – Bid Bond and Performance Bond:

1. Bid Bond:

Please include a check to the City of Madison Heights in the amount of $25,000 with your bid. The City will cash the check and hold the money pending agreement with the successful bidder. Thereafter, but not more than 60 days after entering into a contract, the City will send a check in the amount of the bid bond back to all unsuccessful bidders.

The City shall keep the $25,000 from the successful bidder during the life of the contract. This money will be used to draw from should the City need to complete a portion of the Contractor’s daily pick up if it is not completed. The deduction will be the cost of the service plus 20%. This money will also be used to deduct money to bring to the attention of the Contractor continued poor service levels.

Any deduction will follow a request for a meeting to solve problem issues and a letter explaining the amount of deduction and the reason. The Contractor will keep the amount at $25,000 during the life of the contract or the amount to bring it back to $25,000 shall be deducted from the amount the City owes the

Contractor for monthly service.

Should a designated bidder not enter into a contract within 30 days after the award of the bid and commence pickup within 60 days after the award of the bid, the Contractor shall forfeit his $25,000 bid bond and the City, in its sole and absolute discretion, may go to the next qualified bidder or may pursue other remedies in its sole and absolute discretion.

2. Performance Bond:

At the time that the contract is executed by the Parties, the Contractor shall tender to the City a performance bond, in a form acceptable to the City and from a surety company acceptable to the City, in the amount of One Million and 00/100

($1,000,000) dollars for the duration of the contract and any renewal or extension thereof, in favor of the City of Madison Heights, conditioned upon the faithful performance of the contract and saving the City harmless from all losses or damages caused by any person or property by reason of any carelessness, negligence and/or intentional acts by the Contractor, its agents, servants or employees, and from any and all expense of inspection, engineering or otherwise, caused by the delay in the completion of any performance contained herein, and further conditioned to pay all agents, servants, laborers, mechanics, materialmen, as well as all just debts and demands incurred in the performance of such work.

O. Contract Requirements:

The successful Contractor will be required to sign a contract that will include the entire bid package as part of the contract.

Insurance

• The successful contractor shall provide insurance as indicated in Section II –

Insurance Requirements.

• All policies shall be on an occurrence basis and name the City of Madison

Heights as additional insured as outlined in Section II. The contractor shall be responsible for timely payment of any and all deductibles and/or self insured retentions and shall indemnify, defend and hold the City harmless from the foregoing and as previously stated. Any and all deductibles and/or self insured retentions shall be subject to approval by the City.

• Certificates of Insurance shall be provided utilizing the format in the attached sample. The City reserves the right to review the actual policy and upon request, the successful contractor shall supply same. Within thirty (30) days prior to the expiration of said policies, the Contractor shall provide updated, valid Certificates of Insurance to the City.

P. Bid Evaluation:

The City reserves the right, in its sole discretion, to reject any/or all bids, to waive any irregularities and technical defects contained therein, to award the bid in its entirety, in part or not at all and/or to determine which bid is the lowest and/or best to enter into a

Contract, as it may deem to be in the best interest of the City.

Q. Contract:

The successful Contractor shall be required to execute a contract with the City of

Madison Heights. This contract shall incorporate the terms of the bid specifications herein and contain additional provisions not specified herein. In the event of conflict between the bid specifications and the contract, the contract shall prevail. As previously stated, should a successful Contractor fail to enter into a contract within thirty (30) days after the award of the bid and commence pick-up within 60 days after the award of the bid, the Contractor shall forfeit their $10,000 bid bond and the City, in its sole and absolute discretion, may award the bid to the next qualified bidder or may pursue other remedies in its sole and absolute discretion.

R. Contract Extension:

If the City is pleased with the performance of the contractor, the City may select to extend the Contract past the end of the agreed upon contract date. Should the City decide, the two parties may negotiate a mutually agreed upon extension, up to a maximum extension period of five (5) years, by February 28th of the last year of the contract. Extension pricing will be based upon those prices contained in the bid proposal. The five (5) year agreement may be extended only through the last year in which prices have been submitted in this bid proposal. In other words, if the vendor selected for the five (5) year agreement has not submitted bid figures for years six through ten, the agreement may not be extended. If an extension is not achieved, the

City will begin the competitive bidding process.

SECTION V – PROPOSAL FOR REFUSE COLLECTION AND DISPOSAL,

CONTRACT BEGINNING JULY 1, 2025 (PRICING PAGES)

A. RESIDENTIAL SOLID WASTE pick up including bulky wastes, removal of refrigerants, delivery to an appropriate licensed disposal site within fifty (50) miles of Madison Heights or your licensed facility; and disposal.

Price per unit for WEEKLY collection.

Please write pricing in numbers and words.

Pricing should follow the Fiscal Years as listed:

Fiscal Year

July 1, 2025 – June 30, 2026: $

July 1, 2026 – June 30, 2027: $

July 1, 2027 – June 30, 2028: $

July 1, 2028 – June 30, 2029: $

July 1, 2029 – June 30, 2030: $ End of minimum bid period

July 1, 2030 – June 30, 2031: $

Extend pricing through bid

July 1, 2031 – June 30, 2032: $

July 1, 2032 – June 30, 2033: $

July 1, 2033 – June 30, 2034: $

July 1, 2034 – June 30, 2035: $

B1. Collection of RESIDENTIAL COMPOST and delivery to an appropriate compost site within fifty (50) miles of Madison Heights, or your licensed facility, during normal compost periods – March 15th through the first week of December. This rate is to be billed only during the compost season, estimated at thirty-eight (38) weeks per year.

Option 1 – Assumes Continuation of City’s Fall Curbside Residential Leaf

Collection

B2. Collection of RESIDENTIAL COMPOST and delivery to an appropriate compost site within fifty (50) miles of Madison Heights, or your licensed facility, during normal compost periods – March 15th through the first week of December. This rate is to be billed only during the compost season, estimated at thirty-eight (38) weeks per year.

Option 2 – Assumes No Fall Curbside Residential Leaf Collection by City

C. WEEKLY Collection of RESIDENTIAL RECYCLABLES IN 18 GALLON

RECYCLING CONTAINERS OR 64 GALLON CARTS and delivery to an appropriate licensed recycling site within fifty (50) miles of Madison Heights or your licensed facility.

D. Collection of BUSINESS BAG STOPS (which do not include bulky waste) and delivery to an appropriate licensed disposal site within fifty (50) miles of Madison Heights or your licensed facility.

E. Collection of a set of Commercial

(APARTMENT/CONDOMINIUM/RESTAURANT/SCHOOL) 96-GALLON

RECYCLING CONTAINERS and delivery to an appropriate Recycling Center within fifty (50) miles of Madison Heights or your licensed facility.

F. Collection of REFUSE AND BULKY WASTES FROM MOBILE HOMES within the three Mobile Home Parks within the City and delivery to an appropriate licensed disposal site within fifty (50) miles of Madison Heights or your licensed facility.

G. Collection of COMPOST FROM MOBILE HOMES within the three Mobile Home

Parks within the City and delivery to an appropriate licensed disposal site within fifty (50) miles of Madison Heights or your licensed facility. This rate is to be billed only during the compost season, estimated at thirty-eight (38) weeks per year.

H. WEEKLY Collection of RECYCLABLES IN 18 GALLON RECYCLING

CONTAINERS OR 64 GALLON CARTS FROM MOBILE HOMES within the three

Mobile Home Parks within the City and delivery to an appropriate licensed recycling site within fifty (50) miles of Madison Heights or your licensed facility.

I. Supply of 2 to 6 yard front load containers at no cost and weekly collection and disposal at no cost to the City of Madison Heights government buildings. Collection of 96 gallon recycling containers from municipal buildings and facilities at no cost.

Collection of garbage carts and disposal of refuse from municipal parks and bus stops twice per week, if necessary, at no cost and disposal at an appropriate licensed site.

See table on Section III, (D)

J. Where will you be taking the solid waste?

Name and Address of Primary Disposal Site

Phone Number Email Contact

Name of Secondary Disposal Site

Address City/State/Zip

K. Where would it be landfilled?

Name and Address of Primary Facility

Name of Secondary Facility

Address City/State/Zip

Phone Number

L. Is the Primary Landfill Facility a State Licensed Landfill?____________________

Please list license number:_______________________

Is the Secondary Landfill Facility a State Licensed Landfill?____________________

Please list license number:_______________________

M. Where will you be taking recyclables?

Name and Address of Recycling Materials Recovery Facility

Phone Number

OPTION A

N. Alternative Collection and Disposal

Contractor may wish to offer another cost-effective method of collection and/or disposal that would be of mutual benefit. Please explain your alternative fully and provide:

Price per unit for WEEKLY collection

Attach detailed proposal to this bid, marked “OPTION A”

Please use as many sheets as necessary to properly itemize pricing

OPTION B

O. Household Hazardous Waste

How would you propose collection and disposal of household hazardous waste?

Attach detailed proposal to this bid, marked “OPTION B”.

Include the name, address, and contact information of the company you would propose to use for this service.

OPTION C

P. DPS Building Roll Off

Cost of providing a 40-yard roll off at the Public Services Building, and disposal of same.

List price per 40-yard roll off including disposal.

OPTION D

Q. Street Sweepings, Sewer Sand, Logs, Asphalt, Water Main Break and/or City-Generated

Construction Spoils, at DPS

Cost of disposal of street sweepings, sewer sand, logs, asphalt, water main break and/or

City-generated construction spoils, and miscellaneous debris loaded by City Employees into your trucks or containers at the Public Services. Pricing should be listed as price per unit, and specify unit (e.g. 30-yard load, 40-yard load, etc.)

per

July 1, 2029 – June 30, 2030: $

End of minimum bid period

July 1, 2031 – June 30, 2032: $ per Extend pricing through bid

July 1, 2032 – June 30, 2033: $ per Extend pricing through bid

July 1, 2033 – June 30, 2034: $ per Extend pricing through bid

July 1, 2034 – June 30, 2035: $ per per Extend pricing through bid

OPTION E

R. Leaves at DPS

Cost of disposal of leaves loaded by City Employees into your trucks at the Public Services

Building. Pricing should be listed as price per unit, and specify unit (i.e. 30 yard load, 40 yard load etc.)

July 1, 2029 – June 30, 2030: $

End of minimum bid period

July 1, 2031 – June 30, 2032: $ per Extend pricing through bid

July 1, 2032 – June 30, 2033: $ per Extend pricing through bid

July 1, 2033 – June 30, 2034: $ per Extend pricing through bid

July 1, 2034 – June 30, 2035: $ per per Extend pricing through bid

PLEASE SUBMIT ONE (1) ORIGINAL AND FOUR (4) COPIES OF YOUR BID.

Please complete the following:

COMPANY NAME: __________________________________________________________

COMPANY ADDRESS: ____________________________________________________

PRINTED NAME OF PERSON SUBMITTING BID: _________________________________

SIGNATURE: __________________________________

TITLE: _________________________________________

PHONE:_________________________________________

FAX: ___________________________________________

EMAIL: _________________________________________

The City may visit the site and landfill and/or transfer station of the three low bidders – who should we contact for a tour?

PRINTED NAME: ___________________________________________

PHONE NUMBER: __________________________________________

EMAIL: ____________________________________________________

THIS PAGE ONLY – NOT PART OF BID – FOR CITY’S INFORMATION ONLY

Please indicate below your pricing for special pick up service for items or commodities which are not included in the Basic or Alternative Curbside services but which a resident may wish to have picked up. This will be solely between the resident and the contractor with no involvement by the

City.

List Price per Yard – Pick up AND Disposal.

NON-COLLUSION AFFIDAVIT

Return this completed form with your sealed bid.

______________________________________being duly sworn deposes and says:

That he/she is_____________________________________________________

(state official capacity in firm)

The party making the foregoing proposal or bid, that such bid is genuine and not collusion or sham;

that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit, or cost element of said bid price or that of any other bidder, or to secure the advantage against the City of Madison

Heights or any person interested in the proposed contract; and that all statements contained in said proposal or bid are true.

(Signature of person submitting bid)

Subscribed and sworn this ______________day of_____________, 2025 before me, a Notary

Public in and for said County.

Notary Public

My Commission Expires: