Town of Timberville RFP for 2025-2027 Collection Services.pdf

TOWN OF TIMBERVILLE

Request for Proposals (RFP)

PROPOSAL TITLE: Solid Waste Collection Services

PROPOSAL SUBMITTAL DEADLINE: Friday, March 7, 2025 at 4:00 P.M.

The purpose of this RFP is to select a contractor to provide solid waste collection services within the Town of Timberville.

Scope of Work

The solid waste collection services to be provided under this contract may include the following:

1. Curbside collection of trash using contractor provided totes or other similar collection device.

2. Collection of trash from dumpsters, as specified by the Town.

3. Collection of refuse from Town facilities.

Background Information.

The Town of Timberville is responsible for the collection of refuse from approximately 1,100

“curbside customers” some having multiple contractor provided containers. Customers include single family homes, duplexes, town homes, apartment complexes, and qualifying businesses within the

Town.

The town’s current waste collection contractor provides 96-gallon trash collection totes for each location. The town may designate up to five percent of the overall number of residential stops as special pickup households for elderly/persons with disabilities. The solid waste collection provider will offer reasonable “at the door” service to those particular residences designated by the town.

Solid waste collection provider will also supply the specified mechanically serviced containers and weekly collection to the following public and quasi-public locations without additional charge.

• Plains District Memorial Park, pool parking lot two cubic yard

• Town Public Works Facility two cubic yard

• Timberville Volunteer Fire Department two cubic yard

• Timberville VFD Lawn Party Grounds four cubic yard

• Plains District Memorial Museum two cubic yard

• Plains District Community Center two cubic yard

Contract service for solid waste collection will be provided once per week, on a day mutually agreed upon by the town and the solid waste collection provider, prior to the commencement of service. Trash and refuse shall be placed curbside no later than 7:00 a.m. on the normal collection day. The contractor shall not be responsible for returning to pick up a residence if the trash or refuse is placed curbside after 7:00 a.m. Pickup will not begin prior to 7:00 a.m. The contractor will notify the Town of any holidays that are observed by the contractor which alters the collection day from its regular day of service. In no manner does this relieve the contractor of its obligation to provide collection service.

The town conducts a spring and an autumn clean-up period. A heavier volume and variety of waste is expected on the collection day during these two periods, and an additional collection vehicle and crew may be required. The town will give the solid waste collection provider a minimum thirty day notice of the specific dates of these clean up periods. These planned high demand days may be included in the base contract price or as a separate fee but whichever method is chosen it shall be clearly stated on the proposal.

The town shall be billed separately for the contracted collection services. Solid waste shall be disposed of only at the Rockingham County Landfill and tipping fees at that location will be billed directly to the town by the county. The town shall only be charged for solid waste collected at legitimate stops within the Timberville corporate limits. Each monthly statement will include copies of landfill tickets.

Specifications

1. Contract Term. The contract term will be for a period of two years beginning on July 1, 2025.

The contract may, by mutual agreement, be extended for up to one (1) additional one-year term.

2. The amount is to be submitted on a per location basis (business or residence), determined by the type and size of container(s) used, currently a 96-gallon tote or cart. The contractor shall bill the Town monthly, with the total determined by the number of locations served. The

Town will notify the contractor of new accounts or the discontinuation of service.

3. The contractor shall be responsible for any damage to private or public property resulting from the contractor’s performance or non-performance. The contractor shall replace or restore to its original condition any property damaged by the contractor at no cost to the owner of the property or the Town. If the contractor fails to repair, restore, or replace damaged property with fifteen (15) days of receipt of notice from the Town, the Town may provide replacement, restoration, or repair of the damaged property and deduct an amount equal to the cost of replacement, restoration, or repair from payment due to the contractor.

The contractor shall immediately (within one hour) notify the Town by phone or email of any accident, injury, or failure to complete a route, property damage, or other significant event, occurring on the contractor route.

4. The contractor may suspend collection due to hazardous weather conditions with the prior approval by the Town. Such approval shall not be unreasonably withheld. If possible, approval should be 24 hours in advance to allow the Town the opportunity to notify residents.

5. The contractor shall provide a route supervisor responsible for operation and performance of the contractor’s employees and equipment, and for communication with the Town. The route supervisor should be available by phone or email during the normal workday of 7:00 a.m.

and 5:00 p.m. The Town will contact the supervisor in a timely manner with complaints regarding service delivery.

6. Employees of the contractor shall at no time throw or otherwise improperly handle trash containers. Employees shall use care in loading and transporting materials collected. The contractor shall ensure that no material is scattered or spilled on either private property or public streets or rights-of-way. Any material spilled is to be cleaned up immediately and removed by the contractor. The Town will advise residents to dispose of materials in containers in a manner conducive to loading.

7. Contractor shall ensure that all equipment is well maintained, clean, and painted so as not to prove unsightly. Sufficient trucks must be available to provide good service for the Town, with replacement trucks available within one to two hours’ notice.

8. Contractor shall during the continuation of work under this contract maintain the insurance as detailed below:

a. Statutory worker’s compensation and employer liability insurance in limits of no less than $100,000 to protect the contractor from any liability or damages for any injuries

(including death and disability) to its employees or subcontractors, including all liability which may arise by virtue of any statute or law in force within the

Commonwealth of Virginia, or which may hereinafter by enacted.

b. Commercial general liability insurance in the amount of $1,000,000 per occurrence/ aggregate, to protect the contractor, its subcontractors, and the interest of the Town, its officers, and employees against all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under this contract or in connection with contracted work. The general liability insurance shall include broad form property damage endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required. Completed liability endorsement shall continue in force for three (3) years after the termination of this contract.

c. Owned, non-owned, hired automobile liability insurance in the amount of $1,000,000 per occurrence/aggregate, including property damage covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the contractor.

d. Environmental impairment liability insurance including sudden and accidental pollution, in-transit coverage, and storage at site, with limits of $2,000,000 per occurrence/aggregate.

e. Professional liability insurance in the amount of $1,000,000 per occurrence/aggregate for each individual professional staff.

The Contractor shall provide an original, signed Certificate of Insurance citing the contract number and detailing the endorsements as described in this section.

The Town, its officers, and employees, shall be named as “additional insured” in the automobile and general liability policies, and it shall state on the insurance certificate that this coverage is “primary to all other coverage the Town may possess.”

No change, cancellation or non-renewal shall be made in any insurance coverage without a forty-five (45) day advance written notice to the Town. The contractor shall furnish a new certificate prior to any change or cancellation date. Failure by the contractor to submit a valid certificate in a timely manner shall result in a suspension of payments by the Town.

9. All contractor drivers must be fully licensed in compliance with applicable state and federal laws.

Questions regarding this RFP should be directed to the Town Manager at (540) 896-7058 or townmanager@townoftimberville.com.

The Town reserves the right to accept or reject proposals, to waive informalities or irregularities and to award the service to other than the lowest offeror in the best interest of the Town of Timberville.

The proposal submitted shall remain in effect through the completion of the term specified in the proposal documents to be supplied. The Town may, at its discretion, have additional work performed without being obligated to solicit additional proposals.

The Town of Timberville does not discriminate in the solicitation or award of contracts based on race, religion, sex, gender, national origin, disability, or any other basis prohibited by law.

All proposals must be submitted in a sealed envelope plainly marked “Solid Waste Collection

Services” on the envelope. PROPOSALS MUST BE SEALED AND CLEARLY MARKED.

Submit Sealed Proposals To:

Town of Timberville

Attn: Town Manager

392 S. Main St.

Timberville, VA 22853

Town of Timberville Waste Collection Proposal

*Price includes tipping fees

RESIDENTIAL SANITATION $ __________ per month

Price includes the cost of one 96-gallon waste collection tote or cart, or equal.

Approximately1,100 units

Once per week curbside collection

Please provide the unit cost for each additional tote or cart per residence. $___________ per month

Cost of bi-annual spring and autumn clean up period if not included in monthly pricing. $_________

This proposal is submitted in conformance with the specifications and conditions listed herein.

Name/Title Signature

Company Date