VDPS_RFP Trash Removal_2026.pdf

Van Dyke Public Schools

Request for Proposal – Trash Removal Service

Due Date: May 5, 2026, at 2:00PM

REQUEST FOR PROPOSAL – TRASH REMOVAL SERVICE

INSTRUCTIONS TO BIDDERS

1. INTRODUCTION - Van Dyke Public Schools is seeking bids for district-wide trash removal services from July 1, 2026 thru June 30, 2028. Locations, dumpster size, and pick-up schedules for each site are listed in the table below.

Location Address City Zip Size # of

Dumpsters Pickup Days

July-Aug Pickup Days

Sept - Jun

Lincoln High School - Cafeteria 22900 Federal Warren 48089 8 yard 2 Mon, Wed, Fri M, W, F

Lincoln High School - Receiving Room 22900 Federal Warren 48089 8 yard 1 Wed M, W, F

Lincoln Middle School - Cafeteria 22500 Federal Warren 48089 8 yard 2 Wed M, W, F

Lincoln Middle School - Receiving Room 22500 Federal Warren 48089 8 yard 1 Wed

M, W, F

Lincoln Elementary 22100 Federal Warren 48089 8 yard 1 Mon, Wed, Fri M, T, W, Th, Fri

Thompson Community Center 11370 Hupp Warren 48089 8 yard 1 Wed

Wed

Service Building 11387 East Nine Mile Warren 48089 8 yard 1 Wed

Wed

Administration Building 23500 MacArthur Blvd Warren 48089 8 yard 1 Wed

Wed

Kennedy Early Childhood Center 11333 Kaltz Warren 48089 8 yard 1 Wed

M, W, F

Carlson Elementary 12355 Mruk Warren 48089 8 yard 1 Wed M, T, W, Th, Fri

McKinley Elementary 13173 Toepfer Warren 48089 8 yard 1 Wed M, T, W, Th, Fri

Washington Elementary 11400 Continental Warren 48089 6 yard 1 Wed

Wed

2. TIMELINE

• RFP issued: April 20, 2026

• Bids Due: May 5, 2026 2:00 pm Local Time

• Anticipated Board Action: May 18, 2026

3. SUBMISSION OF BIDS & REQUIREMENTS

A. Due Date: Sealed bids clearly labeled “Proposal for Trash Removal Service” will be received by Van Dyke Public Schools until Tuesday, May 5, 2026, at 2:00 pm local time, at which time bids will be publicly opened and read. Bids must be submitted on the forms provided, in a sealed envelope, clearly labeled “Proposal for Trash Removal Service”, and delivered by the date and time stated above to:

Attn: Jeff VanConant, Director of Facilities and Operations 23500 MacArthur Blvd.

Warren, MI 48089

B. Late Proposals: Proposals received after the date and time stated above will not be accepted or considered. The School District is not liable for any delivery or postal delays. All proposals received after the deadline will be returned unopened.

C. Signed Original Proposal: Each proposal submitted must be an original hard copy and signed by an authorized member of the company. This member should be the highest-ranking officer at the local level. No oral, faxed or emailed proposals will be accepted. To be considered, each proposal must include all of the following:

a. Attachment A – Bid Proposal Form

b. Attachment B – Business Reference Form

c. Attachment C – Familial Relationship Disclosure Statement

d. Attachment D - Iran Linked Business Affidavit

e. Attachment E – Legislation

f. Bid Bond/Certified Check

D. Copies of Proposal: The bidder shall also submit with its original proposal, two (2) complete copies of the signed original proposal.

E. Pricing Schedule: Proposals must include the monthly cost with a per building breakdown for the school year and summer schedules, cost for additional pick ups per container, and cost for any additionally requested roll-off containers for special projects.

F. Questions: Questions concerning the bid specifications may be directed to Jeff VanConant at

(586) 759-9439, or via email at vanconant.jeff@vdps.net.

G. Addenda to this RFP: If it becomes necessary to revise any part of this RFP, all addenda will be posted on the School District’s website https://www.vdps.net/page/district-bids-and-rfps and all addenda shall become a part of the RFP. Each Contractor must in its Proposal, acknowledge all addenda which it has received. The failure of a Contractor to receive, or acknowledge receipt of, any addendum shall not relieve the Contractor of the responsibility for complying with the terms thereof.

H. Good Faith Deposit: Each Proposal must be accompanied by a bid bond or certified check in an amount equal to 5% of the annual contract, as a guarantee of bidder’s good faith. The good faith deposit shall be forfeited to the district as liquidated damages, not a penalty, if the bidder withdraws its proposal after the due date, or upon award of its proposal, the bidder fails to execute the form of the contract and provide insurance acceptable to the School District, within fifteen (15) days of awarding the RFP.

I. Reservation of Rights: The School District reserves the right to accept or reject any or all bids, to award to other than the low bidder, to accept any and all alternates, to waive irregularities and/or informalities, and, in general, to make the award in any manner deemed by it, in its sole discretion, to be in the best interest of the School District.

J. Irrevocability of Proposals: Bids may not be withdrawn for a period of sixty (60) days after the scheduled time of opening bids.

4. CONTRACT PERIOD

A. Bid prices shall be firm through the end of this contract.

B. The contract award resulting from this Request for Proposal shall encompass a two (2) year contract but may be renewed for additional years based on Owner’s request and Contractor’s approval to extend the contract. If the contract is renewed, any price increases shall not exceed three (3) percent per year for any reason. Owner shall agree in writing to the price increase by issuance of a purchase order if Owner has agreed to renew the contract.

C. The Owner reserves the right to suspend work wholly or in part if deemed necessary for the best interest of the Owner. This suspension will be without compensation to the Contractor, other than to adjust the contract completion/delivery requirement.

5. SPECIFICATION OF SERVICES

A. All contractors must have a minimum of 5 years of experience providing this service.

B. Contractors shall provide a point of contact designee available for questions concerning service or additional services needed.

C. Contractor shall notify the Director of Facilities and Operations within 24 hours if there is an impediment preventing the collection of trash at any given location.

D. Contractor is responsible for all licenses, permits or certifications from the City of Warren, County of Macomb, State of Michigan, EPA, or EGLE that is necessary to fulfill this contract.

E. All proposals should reflect the attached School Year and Summer schedules that are included in this packet. The included Summer schedule is for the summer of 2026. The Summer schedule may be subject to change due to the educational program demands in 2027.

F. Contractors shall place State and federally approve covered containers in the numbers noted for the various locations. Should additional containers be required at a later date, they will be provided at a cost per container per month as bid.

G. Contractor agrees to abide by the schedule as specified. In instances where this schedule cannot be met because of unusual circumstances, the contractor will contact the Director of Facilities and Operations at 586-759-9439 as soon as possible. However this action will not relieve the contractor of their responsibility to provide such services as are necessary to completely remove any and all accumulated trash and refuse caused by failure to maintain the schedule.

H. Contractor is responsible for care and maintenance of all containers under this contract. Any container that becomes unfit for refuse storage, or loses its protection from vermin, shall be replaced at no cost to District. The District or its Designee shall notify the contractor of the need for replacement of any unsatisfactory container.

I. All containers shall have the ability to be locked. Annually all containers are to be power washed and painted (in compliance with all stormwater regulations) before the start of school in the fall.

Any damaged containers will be repaired or replaced by the contractor at no cost to the School district.

J. Contractor shall submit Certificates of ACORD for the following minimum amounts of coverage;

Workers Compensation-$100,000 liability, $1,000,000 coverage pertaining to vehicles, property damage and public liabilities, personal injury, etc., and shall hold the District blameless in any incident involving the contractor, his employees, his equipment and vehicles.

K. Contractors bidding on trash and refuse services for Van Dyke Public School District shall visit each building area and familiarize themselves with container locations and with access to the areas.

L. Refuse picked up from the District must be disposed of in an approved type landfill. Contractor shall maintain all licenses required by EGLE. All dump fees, equipment, transportation and other pertinent expenses are the responsibility of the contractor.

M. Van Dyke Public Schools reserves the right to terminate the contract at any time due to the contractor’s failure to comply with the terms of the contract: i.e., placement of approved containers, maintenance of established schedules, care and maintenance of all containers, and appropriate insurance coverage. The District will notify the contractor of the termination thirty

(30) days prior to any action being instituted. The contractor will be permitted a rebuttal during this period.

N. Contractor shall submit a list of three (3) references complete with names, address, phone numbers and contact person to allow the District to verify ability to meet the terms of this contract.

O. Bid prices shall be fixed for a period of twenty-four (24) months. The District reserves the right to an annual review of compliance with specifications and overall contractor performance. A finding of noncompliance may result in the termination of the contract

P. It shall be the responsibility of the contractor to pay all costs incurred from a cleanup associated with an environmental hazard created by way of release, spill, leak or other means of contamination caused by accident or negligence.

Q. Specifications are to be considered as the minimum accepted standards. Alternates will be accepted for evaluation only. The primary bid shall be as specified in these documents.

R. Trash pickup shall be completed for all sites on or before 10:00am on the scheduled days. Local laws and ordinances governing noise and nuisance shall be observed.

S. Please refer to the schedule in Item #1 of this RFP for locations, container information and required days of pickup.

6. NO SMOKING POLICY - Van Dyke Schools Board of Education policy prohibits the use of any tobacco product (including cigar, pipe, cigarette, snuff, or any other matter or substance that contains tobacco) in all District buildings, on all District grounds or in vehicles on District grounds.

7. TERMINATION OF CONTRACT - The Owner reserves the right to review and/or terminate the contract if at any time the Contractor fails to conform to the requirements of this contract, seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt, if any legal proceedings are commenced against Contractor which may interfere with the performance of the contract or if the Contractor has failed to supply an adequate working force, or material or proper quality, or has failed in any other respect to complete the work with the diligence and force specified and intended by the terms of the contract. In the event of termination of the contract, all monies due the Contractor under terms of the contract shall be forfeited to the Owner.

ATTACHMENT A

PROPOSAL FORM – PAGE 1 of 2

DATE: ________________________________

TO: Van Dyke Public Schools

Attn: Jeff VanConant, Director of Facilities and Operations

23500 Mac Arthur, Warren, MI 48089

FROM: _________________________________

Company Name

Business Address, City, State, Zip

PROPOSAL:

Location Monthly Cost

Jul - Aug Monthly Cost

Sept - Jun

Lincoln High School - Cafeteria

Lincoln High School - Receiving Room

Lincoln Middle School - Cafeteria

Lincoln Middle School - Receiving Room

Lincoln Elementary

Thompson Community Center

Service Building

Administration Building

Kennedy Early Childhood Center

Carlson Elementary

McKinley Elementary

Washington Elementary

TOTAL COST PER MONTH:

ADDITIONAL PRICING:

Item Cost

Additional 8 Yard Dumpster Pickup

30 Yard Roll Off Dumpster

** Please list any concerns, conditions or exceptions on a separate sheet and attach to your signed bid.

ATTACHMENT A

BID PROPOSAL FORM – PAGE 2 of 2

BID CHECKLIST: Bidders are to include the following with their proposal

___ Attachment A - Proposal Form

___ Attachment B – Business References

___ Attachment C - Familial Disclosure Statement

___ Attachment D - Iran Linked Business Affidavit

___ Attachment E - Legislation

___ Bid Bond/Security Check

The undersigned, representing the bidding firm, does by his/her signature affirm he/she has read and understands all the terms and conditions of this document. Further, that he/she will abide by these terms and all applicable State, Federal & local laws and regulations governing the trash removal industry.

The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all proposals, to waive informalities and irregularities therein, to award the contract to other than the lowest bidder, and to award the contract to one or more contractors. The undersigned submits this proposal pricing form in accordance with the terms and conditions of this RFP and hereby affixes authorized signature(s) representing (check one):

___ An individual doing business as ________________________

___ A partnership

___ A limited liability company, organized in _________________ (enter state)

___ A corporation, organized in ____________________ (enter state)

___ Joint venture formed between _______________ and ________________

Signature Date

Printed Name Title

Company Name Phone #

Address, City, State, Zip

ATTACHMENT B

BUSINESS REFERENCE FORM

Bidder: ________________________________________________

The Bidder must provide 3 business references (school preferred).

1. Reference Name__________________________________Contact_____________________________

Address______________________________________________________________________________

Phone#_______________________________________________________________________________

E-mail Address_________________________________________________________________________

Description and date(s) of service provided:

2. Reference Name__________________________________Contact_____________________________

Phone#_______________________________________________________________________________

3. Reference Name__________________________________Contact_____________________________

Phone#_______________________________________________________________________________

ATTACHMENT C

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004).

As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner of any employee of the bidder and any member of the Van Dyke Board of Education or the Superintendent of

Schools. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of

_____________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Van Dyke Public Schools invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the Van Dyke Board of Education or the

Superintendent of Schools. (Listing of names follows.) If such a Van Dyke relationship exists, please explain:

Signature: ________________________________________________

Printed Name/Title: ________________________________________

Company Name: ___________________________________________

Date: ___________________________

Subscribed and Sworn to Before Me:

This _____________ day of __________________, 20______ A.D., in and for the County of ___________________, Michigan. My commission expires ___________________.

Signature of Notary

ATTACHMENT D

AFFIDAVIT OF COMPLIANCE – IRAN ECONOMICS SANCTIONS ACT

Michigan Public Act 517 of 2012

Important: This disclosure statement must be included with your bid as required by state law (Public Act 517 of 2012).

The undersigned, the owner or authorized officer of the below-named bidder (the “Bidder”), pursuant to the compliance certification requirement provided in the Van Dyke Public Schools’

(the “district”) Request For Proposal (the “RFP”), hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012

(the “Act”), and that in the event Bidder is awarded a contract as a result of the aforementioned

RFP, the Bidder will not become an “Iran linked business” at any time during the course of performing services under the contract.

The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification.

Signature: ________________________________________________

Printed Name/Title: ________________________________________

Company Name: ___________________________________________

Date: ___________________________

Subscribed and Sworn to Before Me:

This _____________ day of __________________, 20______ A.D., in and for the County of ___________________, Michigan. My commission expires ___________________.

Signature of Notary

ATTACHMENT E

LEGISLATION

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Van Dyke Public

School District, that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL. 380.1230, 380.1230a, 380.1230c, 380.120d, and 380.1230g and have not been convicted of any “listed offenses”. The Bidder further warrants and represents that all persons who work directly or indirectly for the Bidder, including, but not limited to, Bidders employees, agents, vendors,, subcontractors or consultants, and who will work on or at the Districts’ property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in

Section 1535a(1) of the Revised School Codes or a subsequently convicted, pled guilty or pled no contest to that crime.

Bidder: __________________________________________

By: ___________________________________________

Its: __________________________________________