Hallsville Independent School District REQUEST FOR PROPOSALS. RFP# Waste Disposal and Cardboard Recycling Services

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1 Hallsville Independent School District REQUEST FOR PROPOSALS RFP# Waste Disposal and Cardboard Recycling Services Hallsville Independent School District is soliciting proposals for Waste Disposal and Cardboard Recycling services. Proposers can deliver one (1) original and two (2) copies of the proposal and all supporting documentation to the following address: MAIL DELIVERY: A proposal sent by mail must be addressed to: Hallsville ISD Attn: Kathy Bradford PO Box 810 Hallsville, Texas RFP# Waste Disposal and Cardboard Recycling Services HAND DELIVERY: A proposal that is hand delivered must be taken to: Hallsville ISD Administration Building Attn: Kathy Bradford 210 S. Green St. Hallsville, TX RFP # Waste Disposal and Cardboard Recycling Services BY: October 31, 2018 at 10:00 a.m. in the HISD Administration Building. Sealed proposals will be opened and read aloud at the posted time. Sealed proposals received after the above-cited time will be considered an untimely response and will be rejected as nonconforming. Not later than 45 days after proposals are opened, Hallsville ISD will evaluate and rank each conforming proposal in relation to the stated criteria. Hallsville ISD will select the proposers that offer the best value for the district based on the selection criteria contained within this RFP and on the ranking evaluation and attempt to negotiate a contract with that proposer. The district may discuss with the selected proposer options for a scope or time modification and any price change associated with the modification. If a satisfactory contract cannot be negotiated, the district will formally close negotiations with that proposer and proceed to the next proposer in the order of the selection ranking until a contract is reached or all proposals are rejected Any questions regarding this proposal must be submitted in writing via to kbradford@hisd.com. An electronic copy of this proposal document is available upon request. Thank you for your interest and participation.

2 PROPOSAL TERMS Hallsville ISD reserves the right to reject any and all proposals received as a result of this RFP. If a proposal is selected, it will be the most advantageous regarding price; experience; quality of the Vendor s services; the Vendor s reputation and the reputation of the Vendor s services; the Vendor s past relationship with HISD. Hallsville ISD will review and rank the proposals. Hallsville ISD does not intend to award a contract solely on the basis of any response made to the proposal. Hallsville ISD reserves the right to consider proposals for modifications at any time before a contract would be awarded, and negotiations would be undertaken with the Vendor whose proposal is deemed to best meet the HISD s specifications and needs. Hallsville ISD reserves the right to reject any or all proposals for nonconformance to this Request for Proposals, to waive or not waive informalities or irregularities in contracts or proposal procedures, and to accept or further negotiate cost, terms, or conditions of any proposal determined by to be in the best interests of HISD. The price quotations stated in the bidder s proposal will not be subject to any price increase from the date on which the proposal is opened to the mutually agreed-to date of contract. Proposals must be signed by an official authorized to bind the provider to its provisions for at least a period of 90 days. Failure of the successful bidder to accept the obligation of the proposal may result in the cancellation of any award. In the event it becomes necessary to revise any part of the RFP, addenda will be provided. Deadlines for submission of the proposals may be adjusted to allow for revisions. To be considered, one (1) original and two (2) copies of the proposal must be at the office listed above on or before the date and time specified. Reference to a catalog, brochure, website, which is not relevant to the questions posed in this RFP, may be considered non-responsive. Failure to answer all questions presented in this RFP will also affect the rating and ranking of your response. SCOPE OF SERVICES It is the intention of the district to contract for waste disposal and recycling services. The purpose of the scope of work and specifications contained in this RFP is to define the requirements of the successful bidder. TIMELINE 09/21/18 Release of RFP 10/04/18 Deadline for Request for District Tour 10/12/18 Deadline for questions submitted by 10/24/18 Questions addressed with addenda, if necessary 10/31/18 10:00 a. m. Proposals Due 11/12/18 Board Approval 01/01/19 Commencement of Contract PROPOSAL SELECTION SPECIFICATIONS The District will consider the following criteria in considering to whom to award a contract in accordance with Texas Education Code Purchasing Contracts. The proposal shall include all of the following 2

3 information. Failure to include all of the required information may result in disqualification of a Proposer. The criteria and weight of each response is listed below; (1) product range, quality of products and service history (30 pts); (2) price competitiveness (40 pts); (3) experience and references of the vendor and their local representatives (10 pts); (4) the Vendor's past relationship with the District (10 pts); (5) any other relevant factors specifically listed in the request for proposals (10 pts); (a) References from a minimum of three current customers purchasing similar services, such as a school district, institutional or government customers including business name, contact name and phone number. (b) Description of Vendor skill, experience and language requirements for all Vendor employees. (c) Type of background screening required for each employee, such as alcohol, drugs, background and security. Approved Vendor will be responsible for payment of security screening as determined by the District. (d) Any limitations on providing insurance requirements as outlined below. (e) Any other relevant factors the District may consider. REPORTING 1. The Vendor is to report to the campus principals and/or his designee and will cooperate and confer with him/her as necessary to insure satisfactory work progress. 2. All reports, estimates, memoranda and documents submitted by the Vendor must be dated and bear the Vendor s name. 3. All reports made in connection with these services are subject to review and final approval by HISD. 4. Hallsville ISD may review and inspect the Vendor s activities during the term of this contract. 5. Upon awarding of the contract, the Vendor will provide HISD with a Certificate of Insurance naming HISD as an additional insured. STAFFING & PERSONNEL 1. The Vendor will provide the required services and will not subcontract or assign the services without HISD s written approval. 2. Vendor shall not allow any person who has been convicted of a felony or sex offense to carry out any portion of the Services or to be present on District s property. Employees who will or may have direct contact with students will be subject to a criminal history record information review pursuant to Tex. Educ. Code The cost of such review is the responsibility of Vendor. For more information, please refer to Form B. 3. The Vendor will not hire any current HISD employee for any of the required services without the District s written approval. 4. The parties agree that the Vendor is neither an employee nor an agent of HISD for any purpose. 5. The parties agree that all work done under this contract shall be completed in the United States and that none of the work will be partially or fully completed by either an offshore subcontractor or offshore business interest either owned or affiliated with the Vendor. For purposes of this contract, the term, offshore refers to any area outside the contiguous United States, Alaska or Hawaii. 3

4 INDEMNIFICATION AGREEMENT The Vendor will protect, defend and indemnify Hallsville ISD, its officers, agents, servants, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind and nature which may result in injury or death to any persons, including the Vendor s own employees, and for loss or damage to any property, including property owned or in the care, custody or control of HISD in connection with or in any way incident to or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with this contract resulting in whole or in part from negligent acts or omissions of contractor, any sub-contractor, or any employee, agent or representative of the contractor or any sub-contractor. LIQUIDATED OR MITIGATED DAMAGES Because time is of the essence, the Vendor will be expected to negotiate a contract clause that will permit HISD to immediately mitigate damages in the event of breach of contract deadlines. INSURANCE REQUIREMENTS The Vendor will maintain at its own expense during the term of this Contract, the following insurance: 1. Workers' Compensation Insurance with Texas statutory limits and Employers Liability Insurance with a minimum limit of $100,000 each accident for any employee. 2. Comprehensive/Commercial General Liability Insurance with a combined single limit of $1,000,000 each occurrence for bodily injury and property damage. The HISD shall be added as "additional insured" on general liability policy with respect to the services provided under this contract. 3. Automobile Liability Insurance covering all owned, hired and non-owned vehicles with Personal Protection Insurance and Property Protection Insurance to comply with the provisions of the Texas No Fault Insurance Law, including residual liability insurance with a minimum combined single limit of $1,000,000 each accident for bodily injury and property damage. Insurance companies, named insured and policy forms shall be subject to the approval of the HISD Business Manager. Such approval shall not be unreasonably withheld. Insurance policies shall not contain endorsements or policy conditions which reduce coverage provided to Hallsville ISD. Vendor shall be responsible to HISD or insurance companies insuring HISD for all costs resulting from both financially unsound insurance companies selected by Vendor and their inadequate insurance coverage. Vendor shall furnish the HISD with satisfactory certificates of insurance or a certified copy of the policy, if requested by the HISD Business Manager. No payments will be made to the Vendor until the current certificates of insurance have been received and approved by the HISD. If the insurance as evidenced by the certificates furnished by the Vendor expires or is cancelled during the term of the contract, services and related payments will be suspended. Vendor shall furnish the HISD with certification of insurance evidencing such coverage and endorsements at least ten (10) working days prior to commencement of services under this contract. Certificates shall be addressed to the Hallsville Independent School District, P. O. Box 810, Hallsville, TX COMPLIANCE WITH LAWS AND REGULATIONS The Vendor will comply with all federal, state and local regulations, including but not limited to all applicable OSHA and federal, state and local requirements. Vendor must supply a copy of its current business registration with the response to the RFCSP. Vendor shall not allow any person who has been convicted of a felony or sex offense to carry out any portion of the Services or to be present on Customer's property. Employees who will or may have direct contact with students will be subject to a criminal history record information review pursuant to Tex. Educ. Code The cost of such review is the responsibility of Vendor. 4

5 Contractor (and any subcontractors) may not assign to work on this job any employee who has been convicted of a Title 5 felony under the Texas Penal Code (or any similar statute in any other jurisdiction) or who has been convicted of any offense in any jurisdiction that would require a person to register as a sex offender if convicted in Texas. Except for a publicly-held corporation, successful Vendor must give advance notice to HISD if the person or an owner or operator of Vendor has been convicted of a felony. Failure to give such notice or misrepresentation of the conduct resulting in a conviction will be grounds to terminate the contract. NON APPROPRIATION OF FUNDS If the District fails to appropriate funds to provide for the annual renewal of this contract, the District may cancel without termination charge. This is provided the contactor receives at least thirty (30) days written notice of the termination stating the lack of funding as the reason for termination. PROPOSER CONDUCT Beginning with proposer s receipt of this Notice and during the proposal process, Vendors are not permitted to contact any HISD Board of Trustees member, officer or employee, other than the HISD purchasing agent via . No gratuities of any kind will be accepted, including meals, gifts or trips. Violation of these conditions will subject any proposer to immediate disqualification. HISD and awarded vendor shall agree that, during the term of the contract, neither party will directly solicit, induce, or attempt to induce any of the other party s employees to leave the employment of the other party. This provision does not, however, restrict an employee of either party from exercising his/her individual rights to apply for any vacant position(s) with the other party. CONTINGENT FEES The Vendor promises that it has not employed or retained any company or person, other than bona fide employees working solely for the Vendor, to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than bona fide employees working solely for the Vendor, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this contract. For breach of this promise, HISD may cancel this contract without liability or, at its discretion, deduct the full amount of the fee, commission, percentage, brokerage fee, gift or contingent fee from the compensation due the Vendor. WAIVER OF CLAIMS By submitting a proposal, each proposer agrees to waive any claim it has or may have against HISD, their contractors, and their respective employees and officers, arising out of or in connection with the administration, evaluation, or recommendation of any proposal, waiver of any requirements under the Proposal Documents; or the Contract Documents; acceptance or rejection of any proposals, and award of the contract. AWARD OF CONTRACT: All vendors will be notified regarding the status of the selection process or ultimate award of this contract. An award of this contract will be contingent upon successful negotiation of a final contract within thirty (30) calendar days of the date of the award, which shall include, but not be limited to the provisions of this RFP and the provisions of the proposal submitted by the awarded vendor. 5

6 TERM OF CONTRACT & PRICING PROPOSALS: The term of the contract will be September 1, 2014 to August 31, The contract may be renewed for three (3) additional one year terms if the vendor and the District agree. All pricing proposals are to be offered with a flat rate guarantee, not-to-exceed complete customer satisfaction price. SPECIFICATIONS: Proposer will complete attached proposal form including all fees/costs associated with providing waste disposal and recycling services and support for the term of the contract. The prices shall remain firm through the contract term. Please provide your all-inclusive price for each unit per location, as well as a monthly total for full service during the school year and summer months below: Dumpsters must be sanitarily maintained. Contractor will provide proof of vehicle and liability insurance as stated in RFP document. Contractor must use an approved landfill or disposal facility. Regular Service (Aug-May) Location Address Quantity Size Pick-Up Schedule Cost Hallsville North Elementary 200 Billie Martin Pkwy. 2 8 YD 3X/Week MWF S Hallsville East Elementary 420 Galilee Rd. 2 8 YD 3X/Week MWF S Hallsville Intermediate (I-4) 401 Waldron Ferry Rd. 2 8 YD 3X/Week MWF S Hallsville Intermediate (I-5) 401 Waldron Ferry Rd. 2 8 YD 3X/Week MWF S Hallsville Jr. High 1 Bobcat Lane 3 4 YD 2X/Week WF S 3 8 YD 3X/Week MWF S Hallsville High School 616 Cal Young Rd. 4 8 YD 3X/Week MWF S 1 6 YD 2X/Week WF S Hallsville Bobcat Stadium-Home Side 1 Bobcat Lane 2 8 YD 2X/Week WF S Hallsville Softball Fieldhouse 1 Bobcat Lane 1 8 YD 2X/Week WF S Hallsville Maintenance Shop 300 Willow St. 1 6 YD 2X/Week WF S 6

7 Hallsville Bus Shop 300 Willow St. 1 8 YD 2X/Week WF S Hallsville Administration 302 Willow St. (beginning Jan. 2019) 1 6 YD 2X/Week WF S Hallsville District Training Center 300 Willow St. 1 6 YD 2X/Week WF S Total Monthly Cost: $ Summer Service: (June & July) Location Address Quantity Size Pick-Up Schedule Cost Hallsville North Elementary 200 Billie Martin Pkwy. 2 8 YD 1X/Week W $ Hallsville East Elementary 420 Galilee Rd. 2 8 YD 1X/Week W $ Hallsville Intermediate 401 Waldron Ferry Rd. 2 8 YD 1X/Week W $ Hallsville Jr. High 1 Bobcat Lane 3 4 YD 1X/Week W $ 3 8 YD 1X/Week W $ Hallsville High School 616 Cal Young Rd. 4 8 YD 1X/Week W $ 1 6 YD 1X/Week W $ Hallsville Bobcat Stadium-Home Side 1 Bobcat Lane 2 8 YD 1X/Week W $ Hallsville Softball Fieldhouse 1 Bobcat Lane 1 6 YD 1X/Week W $ Hallsville Maintenance Shop 300 Willow St. 1 6 YD 1X/Week W $ Hallsville Bus Shop 300 Willow St. 1 6 YD 1X/Week W $ Hallsville Administration 302 Willow St. 1 6 YD 1X/Week W $ Hallsville District Training Center 300 Willow St. 1 8 YD 1X/Week W $ Total Monthly Cost (June/July) $ 7

8 Cardboard Recycling Bins Location Address Quantity Size Pick-Up Schedule Cost Hallsville North 200 Billie Martin Elementary Pkwy. 1 8 YD 1X/Week T $ Hallsville East Elementary 420 Galilee Rd. 1 8 YD 1X/Week T $ Hallsville Intermediate 401 Waldron Ferry Rd. 1 8 YD 1X/Week T $ Hallsville Jr. High 1 Bobcat Lane 1 8 YD 1X/Week T $ Hallsville High School 616 Cal Young Rd. 1 8 YD 1X/Week T $ Hallsville Maintenance T Shop 300 Willow St. 1 8 YD 1X/Week $ Total Monthly Cost $ FIRM NAME: ADDRESS: CITY/STATE/ZIP: PHONE NO. FAX NO. AUTHORIZED SIGNATURE: TYPED / PRINTED NAME: ADDRESS: POSITION WITH COMPANY: ASSIGNED REPRESENTATIVE S NAME: 8

9 REFERENCES (School Districts preferred, HISD will consider two (2) Large Organizational references) REFERENCES 1. School System/Organization Contact Name Address Telephone number Fax number 2. School System/Organization Contact Name Address Telephone number Fax number 3. School System/Organization Contact Name Address Telephone number Fax number Are the following items signed and attached? Felony Conviction Notification Resident / Non Resident Bidder Certification Conflict of Interest Questionnaire Debarment Form W-9 Request for Taxpayer Identification Number 9

10 FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states, a person or business entity that enters into a contract with a school district must give advance notice to the District if the person or owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states, a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. This notice is not required of a publicly-held corporation. Please complete the information below: I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Vendor s Name: Authorized Company Official s Name (please print or type): A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable: Signature of Company Official: Date: B. My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: Date: C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s): Details of Conviction(s): Signature of Company Official: Date: 10

11 RESIDENT/NON RESIDENT BIDDER CERTIFICATION The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Education Code under Chapter 2252, Subchapter A. This law makes it necessary for the Hallsville Independent School District to determine the residency of its offerors. In part, this law reads as follows: Section: (3) Non-resident bidder refers to a person who is not a resident. (4) Resident bidder refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident s principal place of business is located. I certify that (Name of Company Bidding) is, under Section: (3) and (4), a Resident Bidder Non-resident Bidder My or Our principal place of business under Section: (3) and (4), is in the city of in the state of. Signature of Authorized Company Representative Print Name Title Date 11

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