Yard_Waste_and_Ground_Mulch_Removal_and_Disposal_Services.pdf

REQUEST FOR QUOTATION

27-628-MM

YARD WASTE AND GROUND MULCH REMOVAL AND DISPOSAL

SERVICES

Alachua County, Florida

County Administration Building

Gainesville, FL 32601

RELEASE DATE: November 11, 2026

DEADLINE FOR QUESTIONS: November 29, 2026

RESPONSE DEADLINE: December 2, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/alachuacounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Alachua County, Florida

REQUEST FOR QUOTATION

Yard Waste and Ground Mulch Removal and Disposal Services

I. Introduction II. Project Details

III. Insurance Requirements IV. Submittals V. Request for Quotation Pricing Form

Request For Quotation #27-628-MM Title: Yard Waste and Ground Mulch Removal and Disposal Services

1. Introduction

1.1. Summary

Alachua County seeks a qualified vendor to provide for the beneficial use of yard waste currently accumulated at the County Transfer Station. The goal is to ensure safe, timely, and environmentally compliant removal of all yard waste material.

1.2. Background

Location: Alachua County is located in North Central Florida. The County government seat is situated in

Gainesville. Gainesville is located 70 miles southwest of Jacksonville, 129 miles southeast of Tallahassee, 140 miles northeast of Tampa - St. Petersburg and 109 miles northwest of Orlando. Alachua County has a population of over 250,000 and a regional airport. The County itself consists of a total area of 969 square miles.

Form of Government: Alachua County is governed by a Board of five (5) elected County Commissioners and operates under the established County Manager Charter form of government. In addition to the five

County Commissioners, there are five elected Constitutional Officers: Supervisor of Elections, Sheriff, Clerk of the Court, Tax Collector, and the Property Appraiser. The Alachua County Attorney also reports to the Board.

1.3. Contact Information

Mandy Mullins

Procurement Agent I

Email: mmmullins@alachuacounty.us

Phone: (352) 384-3090

Department:

Solid Waste & Resource Recovery

1.4. Timeline

OpenGov Project Release Date November 11, 2026

Pre-Proposal Meeting (Mandatory) November 19, 2026, 10:00am

5115 NE 63rd Ave, Gainesville Florida 32609

Question Submission Deadline November 29, 2026, 12:00am

Submission Deadline December 2, 2026, 5:00pm mailto:mmmullins@alachuacounty.us tel:(352)384-3090

2. Project Details

2.1. Request for Quotation

Alachua County is accepting electronic quote submissions. This is not a formal solicitation. This is an

Informal Written Quote, for the provision of Yard Waste and Ground Mulch Removal and Disposal

Services on an as-needed basis.

It is Alachua County's intent to award a blanket purchase order for Fiscal Year 2027, which generally begins on October 1, 2026 and ends on September 30, 2030.

Respondents shall create a free account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit pricing.

The response must be received by 5:00 pm on Wednesday, December 2, 2026.

The Respondent’s submittal must be completed in the Public Portal prior to the 5:00 pm deadline.

THE COUNTY and the PUBLIC PORTAL PLATFORM WILL NOT ACCEPT LATE SUBMITTALS

The Respondents must state a definite time for delivery of supplies or performance of services.

The Respondents should retain a copy of all quote documents for future reference.

All quotes should be submitted with the firm name and by an officer or employee having authority to bind the company or firm.

2.2. Terms and Conditions

Alachua County Purchase Order Terms and Conditions can be found at:

https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx

2.3. Addendum and Notices - Question and Answers

No interpretation of the quote will be made to any interested Respondent orally. Every request for such interpretation shall be made in writing, via the question and answer tab. Any interpretation to a

Respondent will be made only by addendum; duly issued, and a copy of such addendum will be posted to the Public Portal. Oral answers will not be authoritative. Addenda, questions, and answers so issued shall become part of the quote documents.

Addenda Notification: Respondents are required to register for an account via the County's e-

Procurement Public Portal. Once Respondent has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is sole responsibility of each Respondent to periodically check the site for any addenda at https://secure.procurenow.com/portal/alachuacounty

2.4. Acceptance/Rejection of Submittal

The County reserves the right to reject any quote which may be considered irregular, show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced https://procurement.opengov.com/signup https://secure.procurenow.com/portal/alachuacounty https://alachuacounty.us/Depts/Procurement/Pages/Terms.aspx https://secure.procurenow.com/portal/alachuacounty quotes or irregularities of any kind. Further, the County reserves the right to accept or reject any and all quotes in whole or in part and to waive any technicalities or informalities in any Quote.

Quote forms may be considered irregular and subject to rejection if they show serious omission, unauthorized alteration of form, unauthorized alternate quotes, incomplete or unbalanced quotes or irregularities of any kind.

The County reserves the right to accept or reject any or all quotes that best serves the interest of the

County.

2.5. Electronic Signatures

The Respondents agree that an electronic version of the submitted quote shall have the same legal effect and enforceability as a paper version. The Respondent further agree that the Electronic Submittal, regardless of whether in electronic or paper form, may be executed by use of electronic signatures.

Electronic signatures shall have the same legal effect and enforceability as manually written signatures.

The County shall determine the means and methods by which electronic signatures may be used to execute an Agreement with the awarded Respondent and shall provide the awarded Respondent with instructions on how to use said method. Delivery of this Agreement or any other document contemplated hereby bearing an manually written or electronic signature by facsimile transmission

(whether directly from one facsimile device to another by means of a dial-up connection or whether mediated by the worldwide web), by electronic mail in PDF format, or by any other electronic means intended to preserve the original graphic and pictorial appearance of a document, will have the same effect as physical delivery of the paper document bearing an original or electronic signature.

2.6. Examination of Property

Before submitting the Quote, it shall be the Respondent's responsibility to visit the site of the proposed

Work and familiarize the Respondent with the nature and extent of the Work and any local conditions, either surface or subsurface, that may in any way affect the Work to be done and the equipment, materials and labor required.

The Respondent is also required to carefully examine the specifications to inform themselves regarding any and all conditions and requirements that may in any manner affect the work to be performed.

Failure to do so will not relieve the Respondent of complete performance.

2.7. Manufacturer's Certification

The County reserves the right to request from Respondents a separate manufacturer certification of all statements made in the Quote. Failure to provide such certification may result in rejection of quote or default termination of contract for which the Respondent must bear full liability.

2.8. Escalation Clause

This clause is designed to accommodate changes in market conditions, inflation rates, and other economic factors over the duration of the contract. The annual price escalation percentage will be determined based on reliable economic indicators and industry trends and not exceed 3%. The purpose of this clause is to ensure fair and equitable pricing throughout the contract term. Bidders are required to provide clear information on how price adjustment requests were provided to the County. Bidders are advised that price escalation request are required 120 days prior to the start of a new term or renewal. The County reserves the right to accept or reject any escalation request, regardless of when it was received.

2.9. Scope of Work

A. Purpose

1. Alachua County seeks a qualified contractor to furnish all labor, supervision, equipment, transportation, fuel, permits, fees, and other resources necessary to load, remove, transport, and lawfully dispose of or beneficially use yard waste and ground mulch accumulated at the County Transfer Station. Services shall be performed safely, promptly, and in compliance with all applicable requirements.

B. Background and Materials

1. The County Transfer Station receives vegetative yard waste, including limbs, branches, leaves, stumps when present, and similar organic debris. The County may grind this material into mulch before removal. Quantities may fluctuate because of seasonal conditions and storm events. The contractor shall be prepared to remove unprocessed yard waste, ground mulch, or both, as directed by the County.

C. Contractor Responsibilities

1. Loading, Removal, and Transportation

a. Provide and operate all trucks, trailers, loaders, and other equipment required to load and remove material from the County-designated stockpile.

b. Perform service on an on-call or County-approved schedule and begin service within the response time established by the County in its work request.

c. Coordinate each pickup with the County’s authorized representative and conduct operations without unreasonably disrupting Transfer Station activities.

d. Secure and transport each load in accordance with applicable law and prevent spillage, litter, and damage to County property.

e. Clean the loading area of debris attributable to the contractor’s operations before leaving the site.

D. Material Handling

1. Materials may include tree limbs, branches, leaves, stumps when present, other vegetative debris, and ground mulch.

2. Do not knowingly accept excluded materials, including household garbage, construction and demolition debris, tires, treated wood, hazardous waste, or other non-vegetative contamination.

3. Immediately notify the County’s authorized representative of visible contamination. The contractor shall not remove disputed or excluded material unless specifically authorized in writing by the County.

E. Disposal, Beneficial Use, and Documentation

1. Deliver all material to a facility or end-use location legally authorized to receive, process, beneficially use, or dispose of the material.

2. The County will weigh outbound loads on County-certified scales when available and issue a weight ticket. The net tons shown on the County weight ticket will be the basis for payment.

3. Provide the County with the applicable weight ticket and documentation identifying the receiving facility or end-use location with each invoice.

4. The contractor is responsible for all receiving, processing, disposal, tipping, and related fees, which shall be included in the quoted unit price.

F. Compliance Requirements

1. Comply with all applicable federal, state, and local laws, regulations, permits, and safety requirements governing loading, transportation, beneficial use, and disposal.

2. Maintain all required licenses, registrations, permits, and insurance throughout the contract term.

3. Ensure drivers, vehicles, and equipment meet applicable U.S. Department of Transportation and other regulatory requirements.

4. Promptly report spills, property damage, injuries, regulatory violations, or rejected loads to the County’s authorized representative and take all required corrective action.

G. County Responsibilities

1. Provide access to the designated stockpile during approved operating hours.

2. Identify the material to be removed and provide reasonable access to the loading area.

3. Operate the County scales when available and provide outbound weight tickets.

4. Issue service requests and notify the contractor of known significant volume increases, including storm-related surges.

H. Performance Expectations

1. Complete removals within the schedule or response time approved by the County.

2. Maintain safe, clean, and orderly operations and avoid interference with the public and

County operations.

3. Provide sufficient personnel and equipment to accommodate routine demand and reasonable seasonal or storm-related increases.

4. Submit accurate invoices showing the service date, ticket number, net tons removed, receiving location, contract unit price, and extended amount.

5. Correct service deficiencies promptly after notice from the County.

I. Pricing and Basis of Payment

1. Vendors shall quote one all-inclusive price per net ton for loading, removal, transportation, and lawful disposal or beneficial use of yard waste and ground mulch. The unit price shall include all labor, supervision, equipment, fuel, maintenance, transportation, permits, receiving or disposal fees, overhead, profit, and incidentals necessary to perform the work.

Payment will be based on actual net tons documented by County weight tickets. Estimated quantities, if provided, are for bid evaluation only and do not guarantee a minimum amount of work.

3. Insurance Requirements

3.1. TYPE A INSURANCE REQUIREMENTS: Trade Contractors/ Service Contracts

The Contractor shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the contractor/vendor, his agents, representatives, employees or subcontractors.

COMMERCIAL GENERAL LIABILITY

Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000

General Aggregate, $1,000,000 Products / Completed Operations Aggregate, $1,000,000 Personal and

Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000

Medical Expense.

AUTOMOBILE LIABILITY

Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.

WORKERS COMPENSATION AND EMPLOYER’S LIABILITY

Coverage to apply for all employees at STATUTORY Limits in compliance with applicable state and federal laws; if any operations are to be undertaken on or about navigable waters, coverage must be included for the USA Longshoremen & Harbor Workers Act.

Employer’s Liability limits for not less than $100,000 each accident; $500,000 disease policy limit and

$100,000 disease each employee must be included.

BUILDER’S RISK / INSTALLATION FLOATERS (when applicable)

When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

When applicable: Waiver of Occupancy Clause or Cessation of Insurance clause. Flood Insurance as available under the National Flood Insurance Program.

CYBER LIABILITY COVERAGE (when applicable)

Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

TECHNOLOGY/PROFESSIONAL LIABILITY: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

EMPLOYEE FIDELITY COVERAGE (only applicable to vendors whose employees handle funds)

Employee Dishonesty coverage must be afforded for not less than $500,000 Blanket all employees ISO

Form

OTHER INSURANCE PROVISIONS

The policies are to contain, or be endorsed to contain, the following provisions:

I. Commercial General Liability and Automobile Liability Coverages

A. The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Contractor/Vendor; to include Products and/or Completed Operations of the Contractor/Vendor;

Automobiles owned, leased, hired or borrowed by the Contractor.

B. The Contractor’s insurance coverage shall be considered primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of Contractor/Vendor’s insurance and shall be non-contributory.

II. All Coverages

The Contractor/Vendor shall provide a Certificate of Insurance to the County with a notice of cancellation. The certificate shall indicate if cover is provided under a “claims made” or “per occurrence” form. If any cover is provided under claims made from the certificate will show a retroactive date, which should be the same date of the contract (original if contact is renewed) or prior.

SUBCONTRACTORS

The Contractor/Vendor shall be responsible for all subcontractors working on their behalf as a condition of this agreement. All subcontractors of the Contractor/Vendor shall be subject to the same coverage requirements stated herein.

CERTIFICATE HOLDER: Alachua County Board of County Commissioners

Email certificate to : Solid Waste & Resource Recovery - abetz@alachuacounty.us

MAIL, EMAIL or FAX CERTIFICATES

The County must be identified as an “Additional Insured” in either the Description of Operations section or elsewhere on the Certificate. While the contract may call for elaborate “additional insured” wording a

Certificate stating that: “The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; claims arising out of the condition of the land; or automobiles owned, leased, hired or borrowed by the

Vendor.” is acceptable. It is the County itself rather than the department that must be listed as the

“additional insured.”

4. Submittals

4.1. Submittal Confirmation*

As confirmed, the Bidder, hereby declares that they has carefully read and examined the specifications and with full knowledge of all conditions, under which the equipment and services herein contemplated must be furnished, hereby proposes and agrees to furnish the equipment and services according to the requirements as set out in the specifications for said equipment and service.

☐ Please confirm

*Response required

4.2. Taxpayer Identification Form*

Upload your W-9 form.

*Response required

4.3. State Complaince*

All corporations, LLCs, limited and general partnerships, LLPs and LLLPs wishing to do business within the

County must register with the Florida Department of State at the following web site:

http://www.sunbiz.org/ or within the state that the vendor submitting is registered to do business in.

This registration is renewed annually.

Failure to register with the Florida Department of State or the state that the vendors is registered in may result in the quote being determined as non-responsive.

Upload your registered documents below.

*Response required

4.4. Vendor Eligibility*

Confirm that the submitting entity or affiliate has not been placed on any of the list's below:

Convicted Vendor List

Suspended Vendor List

Discriminatory Vendor List

Scrutinized List of Prohibited Companies

Federal Excluded Parties List

☐ Please confirm

*Response required

4.5. Mandatory Pre-Bid Attendance*

Confirm that you attend the Mandatory Pre-Bid meeting, and that you signed the Sign-in Sheet from the

Pre-Bid meeting under the submitting vendor name

☐ Yes

☐ No

*Response required

4.6. Did you review and complete the Request for Quotation Pricing Form?* ☐ Yes

☐ No

*Response required

5. Request for Quotation Pricing Form

PRICING TABLE

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 Cost per ton hauled/load and disposal

1 per ton

2 Flat monthly service rate 1 per month

TOTAL

5. Request for Quotation Pricing Form