Trash Removal RFP.doc

L’ANSE CREUSE PUBLIC SCHOOLS

REQUEST FOR PROPOSALS

“Trash Removal/Recycling Program RFP” Prepared By:

Rochelle M. Gauthier Assistant Superintendent for Business and Operations

586-783-6300, x-1212

Date:

February 20, 2018 Due Date of Bids:

March 6, 2018 Please complete the section below and include this page as the first page of the bid package:

Vendor Name:___________________________

Representative Name:

Street Address: ____________________________

City, State and Zip:__________________________

Phone: ________________________

Fax:___________________________

L’Anse Creuse Public Schools

24076 F. V. Pankow Blvd.

Clinton Township, MI 48036

INVITATION TO BID

TRASH REMOVAL/RECYCLING PROGRAM

I. BID PROPOSAL

L’Anse Creuse Public Schools (LCPS) is seeking bids for waste management services for period indicated in ‘Contract Length.’ LCPS has a student enrollment of approximately 10,500 students and ten (9) elementary schools, four (4) middle schools, two (2) high school schools, one (1) vocational center, and eight (7) auxiliary buildings or offices. A district map is enclosed.

The contact for this procurement is: Robert Prill, Manager of Facilities or Randy Baker, Supervisor of Maintenance and Custodial Services, Larry F. Brender Support Services Center, 24400 F. V. Pankow Blvd., Clinton Township, Michigan 48036, Telephone: (586)-783-6550 ext. 1110.

A. Bid Submission Instructions

The words "Trash Removal/Recycling Program”, Sealed Bid, Date Due: Tuesday, March 6, 10:00 a.m." must appear on the outside of the envelope in the lower left-hand corner. Bids must be signed by a representative of the company submitting the bid. Original bids must be delivered to: L’Anse Creuse Public Schools, Harry L. Wheeler Community Center and Administrative Offices, 24076 F. V. Pankow Blvd., Clinton Township, Michigan 48036, Attention: Ms. Rochelle Gauthier, Assistant Superintendent for Business and Operations. Bids to be valid must be received no later than 10:00 a.m. Tuesday, March 6, 2018. No bids received after this time and date will be opened by the Board of Education and will be returned unopened to the vendor.

B. General Terms and Conditions

Bidders that submit a proposal to LCPS must accept/meet the following Terms and Conditions:

Collusion / Good Faith: It is the intent of LCPS that all vendors act independently and in good faith by not soliciting one another or acting in any manner that might be viewed as collusion.

Right to Reject: In submitting this bid, it is understood and agreed by bidder that L’Anse Creuse Public Schools reserves the right to reject any or all bids, wholly or in part, or to award to multiple bidders in whole or part. All awards will be made in a manner deemed in the best interest of LCPS.

Non-Compliance: The LCPS Board of Education reserves the right to cancel said bid or contract at any time that LCPS staff feels vendor has not met conditions and requirements of such. Vendor will be given opportunity to meet with LCPS staff to discuss such issues before any termination is made.

Assignment, Transfer or Subcontracting: Vendor shall not during contract assign, transfer or subcontract any part of agreement to any other supplier.

Hold Harmless Agreement: The vendor shall agree to a ‘Hold Harmless’ clause concerning the process, selection criteria, award, and contract as entered into with LCPS.

Insurance: The vendor shall maintain adequate insurance for protection from claims under Workmen's Compensation Acts and from claims for damages or personal injury, including death and damage to property which may arise from operations under the purchase order. The supplier may be required to file certificate of such insurance with the district.

II. SPECIFICATIONS AND VENDOR REQUIREMENTS

Scope of Work: The Contractor shall provide collection of regular and recycled trash on regularly scheduled days for the building locations as listed on the attached “Trash/Recycle Removal Schedule A and B”. Bidders must submit quotes for both refuse and recycling collection services. The contractor must demonstrate they can meet pickup requirements. The trash/recycle pickup schedule for all buildings within the district is subject to final approval by LCPS and may change during the contract period at the school district’s discretion.

The Contractor must be responsible for the collection, transportation, and disposal of the contents from each container. Each container must be emptied, returned to its original position and lid replaced or hoses reconnected. Garbage and refuse spilled by collectors must be swept up and removed during the current pickup. All open top containers must be covered for over the road transportation. The Contractor must be responsible for any garbage that leaves the container during transportation.

LCPS will occasionally require extra pickups and/or containers (usually roll-offs), including some weekend pickups and multiple pickups per day, including weekends. Extra services and containers (usually roll-offs) may also be required for construction, demolition, and landscaping projects at the district.

Adjustment of Services: LCPS reserves the right to adjust the size, number of containers, frequency of pick-ups, number of locations, or to eliminate service from any building during the contract period.

Containers: Containers will be supplied and owned by the contractor, will be maintained in good working condition at all times, and periodically cleaned and deodorized to maintain them in a sanitary condition and to eliminate breeding of vermin, insects, objectionable odors and unsightly outward appearance. There will be no rental or lease charge on the containers. The contractor must have refuse and recycling containers available to meet the immediate needs of the district per “Trash/Recycle Removal Schedule A and B”, as detailed in the “Trash and Recycling Service Schedule Bid Form.” All recycling containers will have padlocking capabilities on all doors to prevent contamination. Locks will be provided by the school district. Damaged and vandalized containers will be repaired or replaced by the contractor at no additional cost to the school district.

Pickup Schedule and Times: Contractor will pick up rubbish containers between the hours of 7:00 a.m. and 12:00 noon. Exceptions could occur by mutual agreement. Prior to July 1, 2018, the Contractor will furnish the district with a collection route and written schedule that will include the approximate pick up time for each location, for approval by the district. If a building is scheduled for pick up on a holiday, the containers will be picked up on the next scheduled workday. During the summer months between mid-June and mid-August, a reduced pickup schedule will be assigned for all school buildings consisting of approximately 43 weeks (refer to Schedule B).

Permits and Responsibilities: The contractor must, without additional expense to LCPS, be responsible for obtaining any necessary license and permits, and for complying with any applicable Federal, State and local laws, codes and regulations in connection with the scope of services.

Contract Length: Duration of this agreement shall be for a period of 36 months, from July 1, 2018 until June 30, 2021, with a one-year renewable option from July 1, 2021 through June 30, 2022.

Invoice Submission: Invoices will be submitted on a monthly basis to L’Anse Creuse Public Schools, 24076 F. V. Pankow Blvd., Clinton Twp., MI 48036. All invoices shall be itemized indicating the number and cost of each container location.

III. COMPANY REFERENCE AND OTHER INFORMATION

Please provide the following information:

2. Can you pick up trash at all locations in the district?

3. Can you provide containers at all of the locations on Schedule A by July 1, 2018?

Yes

No

Yes

No

4. Please list at least three references, Public Schools if possible, with which you are currently doing business other than LCPS:

Name

Telephone

Address

Contact Person

Name

Telephone

Address

Contact Person

Name

Telephone

Address

Contact Person

A. Service and Operations Information

Please answer the following questions, using a separate sheet for your answers:

1. Describe your company’s trash pick service including any restrictions on pickup.

2. Describe your company’s recycle services.

3. Does your company have a recycling coordinator, instructional materials, or other programs that would be available to support the district’s effort of increasing school-wide waste prevention/recycling/composting efforts?

4. Do you offer services to pick-up and dispose of occasional unwanted bulky items? If yes, what is the charge for pickup and disposal of such items?

5. Describe your methodology for keeping outdoor container free of trash and debris that may drop as the containers are being emptied.

6. Are you open for business on the weekends? If yes, describe what days, hours, and types of service would be available on the weekends. Please provide a 24/7 contact name and phone number.

7. Describe the type (make, model, year) of collection vehicle would be used for servicing the district?

IV. COST PROPOSAL

A. Unit Pricing (Please read and follow all instructions)

1. On the attached bid form, “Trash/Recycling Bid Form”, quote your price for each service listed. All submitted proposals will be based on a per unit cost. The per unit cost will include labor, material, equipment and related costs associated with the collection and disposal of trash from district buildings. Services include regular trash pickup, pickup of recycling trash and price for containers needed by request on infrequent basis. Incomplete pricing may disqualify bid proposal from further consideration.

2. Bid prices will be in effect and will not be subject to change for the entire length of the contract.

3. L’Anse Creuse Public Schools is tax exempt. DO NOT INCLUDE SALES TAX IN YOUR BID. Tax-exempt number can be provided by calling the school district if necessary.

4. LCPS will not pay for any charges such as fuel charges, surcharges or other charges or fees.

5. Will your company guarantee current pricing from July 1, 2018, through June 30, 2021? Yes ___________ No ___________

If not, please explain:

6. Will your company accept payment via district Purchase Card? Yes ____ No ____

7. Does your company have the ability to export the monthly billing statement in Excel format? Yes ____ No ____

We request that you complete the bid form on the attached Excel spreadsheet(s) and submit in digital format. Also, please print and submit a hardcopy of the bid lists with the bid proposal. Please do not alter the bid list format structure in any way.

V. CERTIFICATE OF COMPLIANCE WITH MICHIGAN ACT NO. 517, PUBLIC ACTS OF 2012

We, __________________________________________________________(Company) Certify that we are not an “Iran linked business” within the meaning of Michigan Act No. 517, Public Acts of 2012, and that in the event it is awarded Contract as a result of this Invitation to Bid, we will not become an “Iran linked business” during the course of performing our Work under the Contract.

NOTE: Whoever knowingly and willfully makes any false, fictitious or fraudulent representation may be liable for civil penalties of $250,000 or two times the amount of the contract or proposed contract, whichever is more, as more fully set forth in Section 5 of Act No. 517, Public Acts of 2012.

(Name of Company) By: _____________________________ Date: _______________________ Title: _____________________________ Acknowledged by before me on the day of, Signature______________________________________________ Printed name___________________________________________ Notary public, State of Michigan, County of My commission expires___________________________________

*If performing a notarial act in a county other than the county of commission include: Acting in the County of_________________

NOTARIZED FAMILIAL DISCLOSURE STATEMENT

FAMILIAL DISCLOSURE AFFIDAVIT

The undersigned, the district or authorized office of the below-named vendor, Pursuant to the familial disclosure requirement provided in L’Anse Creuse Public Schools Request for Proposals for Financial Audit Services, hereby represents and warrant that, excepts as provided below, no familial relationship exists between the district or key employee of the vendor, and any member of the L’Anse Creuse Public School Board, the L’Anse Creuse Public School Superintendent, the L’Anse Creuse Assistant Superintendent for Business and Operations. A list of the School District’s Board of Education Members, Superintendent and Assistant Superintendents for Business and Operations, Human Resources, Manager of Operations and Supervisor of Maintenance and Custodial Services may be found at http://www.lc-ps.org.

List any Familial Relationships:

Firm:

Print Name of Vendor

By: _______________________________

Its: _______________________________

Subscribed and sworn before me, this __________ Seal:

day of ____________, 20 ____, a Notary Public in and for _____________ County, ____________

(Signature)

NOTARY PUBLIC

My Commission Expires ________________________________________

Conflict of Interest Disclosure Form Note: A potential or actual conflict of interest exists when commitments and obligations are likely to be compromised by vendor (s) other material interests, or relationships (especially economic), particularly if those interests or commitments are not disclosed.

This Conflict of Interest Form should indicate whether the vendor (s) has an economic interest in, or acts as an officer or a director of, any outside entity whose financial interest would reasonably appear to be affected by the purchase. The vendor (s) should also disclose any personal, business, or volunteer affiliations that may give rise to a real or apparent conflict of interest.

Date:

Name:

Position:

Please describe below any relationships, transactions, positions you hold (volunteer or otherwise), or circumstances that you believe could contribute to a conflict of interest:

I have no conflict of interest to report

I have the following conflict of interest to report, please specify other nonprofit and for-profit boards you (and your spouse) sit on, any for-profit businesses for which you or an immediate family member are an officer or director, or a majority shareholder, and the name of your employer and any businesses you or a family member own:

1. ____________________________________________________________________________

2. ____________________________________________________________________________

3. ____________________________________________________________________________

I hereby certify that the information set forth above is true and complete to the best of my knowledge.

Signature: ____________________________________________________________________

Date: _____________________________________

VI. SELECTION PROCESS

LCPS will base award on several evaluation factors including but not limited to: the vendor meeting bid specifications, pricing, references, ability to meet the district’s schedule and billing system and support. Responses must be complete and address all the questions listed. LCPS reserves the right to make purchases from other vendors should it be on an emergency basis or should there be a substantial price difference favorable to LCPS.

VII. ACCEPTANCE OF PROPOSAL

I have read the bid proposal including bid requirements, terms and conditions, and vendor requirements and specifications, which are integral parts of the terms of this contract.

My signature certifies that the accompanying proposal is not the result of, or affected by any unlawful act of collusion with another person or company engaged in the same line of business or commerce or any act of fraud punishable under current Federal or Michigan law.

The undersigned agrees to execute a Contract for work covered by this proposal provided that he or she is notified of its acceptance within ninety (120) days after date of Proposal.

I hereby certify that I am authorized to sign as a Representative for the Firm:

Company Name_________________________________________________________

Address:_______________________________________________________________

Name of Company Representative (Type/Print):________________________________

Title:_________________________________________

Telephone:____________________________________

Fax No: ________________________________ E-mail address ____________________________

Website Address :_______________________________________

Signature:________________________________ Date:__________________________

PAGE

L’Anse Creuse Public Schools – Invitation to Bid for Trash/Recycling Program; Bids Due March 6, 10:00 a.m.