CITY OF LIMA, OHIO DEPARTMENT OF UTILITIES

Transcription

1 CITY OF LIMA, OHIO DEPARTMENT OF UTILITIES COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE COLLECTION AND TRANSPORT OF YARD WASTE PROCESSING AND BROKERAGE OF RECYCLABLES

2 LEGAL NOTICE TO BIDDERS CITY OF LIMA, OHIO Sealed bids will be received by the Auditor s Office, Purchasing Division, of the City of Lima, Ohio, Lima Municipal Center, 50 Town Square, Lima, Ohio, until 10:00 A.M., Eastern Daylight Savings Time, on June 18, 2014, for furnishing the necessary labor, equipment, resources and facilities for the following: COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE, COLLECTION AND TRANSPORT OF YARD WASTE AND THE COLLECTION, PROCESSING AND BROKERAGE OF RECYCLABLES OF THE CITY OF LIMA, OHIO Bid documents are available on the City of Lima website b y choosing, Auditor, then Purchasing, or at the City Auditor s Office or the Director of Utilities Office at 50 town Square, Lima, Ohio. The City of Lima will hold a Pre-Bid Conference for all interested bidders on May 28, 2014 to be held at 2:00 p.m., in the Cambridge Center Conference Room, 418 N. Central Ave., Lima, Ohio. David J. Berger, Mayor Publish: May 21, 2014 May 28, 2014 June 4, 2014

3 GENERAL INFORMATION TO BIDDERS WORK TO BE DONE The contract to be entered into between the successful bidder and the City of Lima, is one in which the contractor will perform the service of collecting and disposing of garbage and refuse generated by one and two family residences, collection and transport of yard waste from residential units, and the collection, processing and brokerage of RECYCLABLES from residential units and residential apartment units, all in accordance with the regulations of the Lima-Allen County Health Department, the Ohio Environmental Protection Agency, the North Central Ohio Solid Waste District's Solid Waste Management Plan and the City of Lima, Ohio. All work will be performed by the contractor, except that the City will bill and collect charges for the services performed by the contractor, and will make direct payment to the contractor, less any authorized adjustments. The contractor shall be required to provide an allocation of $200,000 on an annual basis to support Community Service Projects related to such areas as neighborhood clean up projects, garbage and refuse educational information, recycling information, provision of waste and recycling receptacles and support for promotional activities in the solid waste areas. All work shall be performed under supervision of the City in accordance with the contract attached hereto. The terms of the contract will be for five (5) years or (7) years, commencing on December 1, 2014, and terminating on November 30, 2019, or November 30, 2021, depending on the award of the contract term, subject to the revision provisions herein. The City is requesting alternative proposals on various types and levels of service. The bidder may bid on all or selective alternatives. The City shall solely reserve the right to choose which alternative type and level of service which will be utilized for the duration of the contract. The City will award a single contract for all work specified within this bid and contract documents. The Heil Multipack Unit shall be base bid (as required submittal) as the G&R Collection Vehicle for this contract as indicated in these specifications. Other alternative refuse collection vehicles may be considered, provided the vehicles are pre-approved by the City before the bid opening date. Attached to this instruction sheet is a copy of the contract, containing all of the terms, conditions, specifications and obligations to be undertaken by the bidder; the successful bidder will be required to enter into such Contract with the City of Lima. The successful bidder will be required to execute the Contract within ten (10) days after the award of same to him, and to start operation on December 1, 2009, subject to the contract specified date which reflects mobilization, delivery of service vehicles, containers and siting of required facilities. QUALIFICATIONS OF BIDDERS The bidder will be required to submit, with his proposal, satisfactory evidence that he has the experience, ability and financial resources and financial accountability sufficient to enable him to perform successfully the entire work as specified. Bidder shall also identify and detail any locations where litigation, regulatory enforcement actions or local enforcement of contract provisions have been required over the last ten (10) years, pertaining to any solid waste, recycling and/or yard P-1

4 waste management contracts under the bidder s control. A narrative attachment shall be submitted with bid documents discussing these issues which shall include all notices of performance failures or related violations of contractual obligations, along with the resolution of any violations. Bidder must show proof of ownership of, or a lease, option, or other documents satisfactory to the City for access to a licensed landfill adequate and satisfactory to serve as a sanitary landfill site to handle all of the requirements of the City for the term of the Contract. Should the bidder propose to use an "intermediate" handling facility such as a transfer station, proof of ownership or contract control of that facility for the life of the contract shall be furnished. Bidder recognizes that the Ohio Environmental Protection Agency (Ohio EPA) or the North Central Solid Waste District may propose and implement regulations in accordance with H.B. 592 (Solid Waste Law) or similar laws governing waste disposal which shall require the City of Lima and its contractor to comply with State or the District Solid Waste Management Plan. CERTIFIED CHECKS AND BONDS A certified check on a solvent bank, in the amount of $100,000 made payable to the City of Lima, Ohio, or a proposal bond with security satisfactory to and in favor of the City in said amount of $100,000 must accompany bid. The successful bidder will be required to furnish a corporate surety bond issued by an insurance company licensed to do business in the State of Ohio and acceptable to the Law Director, for faithful performance during the entire contract terms in the amount of $500,000. Should any bid be rejected, certified check will be returned to the bidder and should any bid be accepted, check of successful bidder will be returned upon execution of the contract. NO PARTIAL BIDS Bids must be made on the proposal form provided herewith. No alternate bids, other than those requested by the City, will be considered in awarding the Contract and the inclusion of such unsolicited alternate bids or other terms or conditions by the bidders may result in the bid being considered informal and subject to rejection. The bidder is asked to make every effort to submit a bid on all alternates requested by the City. The Mayor reserves the right, in his sole discretion, to reject any or all bids, and to determine the best bid from the standpoint of fees and proposed benefits to the City and experience and dependability of the bidder in this type of work. The right of the Mayor is further reserved to waive informalities when, in his judgment, such waiver would be of benefit to the City. TIME OF BIDDING Sealed proposals, endorsed on the outside of the envelope "BID FOR THE COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE, COLLECTION AND TRANSPORT OF YARD WASTE AND THE COLLECTION, PROCESSING AND BROKERAGE OF RECYCLABLES OF THE CITY OF LIMA, OHIO" must be filed at the Auditor s Office, Purchasing Division, of the City of Lima, 50 Town Square, Lima, Ohio, on or before 10:00 A.M., Eastern Daylight Savings Time on Wednesday, June 18, 2014 at which time the bids will be publicly opened and read. P-2

5 PRE-BIDDING CONFERENCE The City of Lima shall hold a Pre-Bid Conference for all interested bidders on Wednesday, May 28, 2014, to be held at 2:00 p.m., in the Cambridge Center Conference Room, 418, N. Central Ave, Lima, Ohio. All interested bidders are urged to attend. Questions will be answered and any addendums will be explained. MANNER OF BIDDING The bidder shall, on the proposal form furnished, set forth the rate per month he proposes to be paid for services rendered to each single family unit or residential apartment recycling unit as set forth in the Legal Notice, General Information to Bidders and the Conditions contained in the Specifications and Proposed Contract. INTERESTED PERSONS Each bid shall contain the full name of each person, firm or corporation interested in it, with their official status. WITHDRAWAL OF BID Bidder may not withdraw Bid until Sixty (60) days after the bid date. EXAMINATION OF SITE AND CONTRACT DOCUMENTS The bidder shall inform himself of all conditions under which the work is to be performed and all other relevant matters concerning the work to be performed. The Contractor to whom a Contract is awarded will not be allowed any extra compensation by reason of any such matters or things concerning which the Contractor did not inform himself prior to bidding. The bidder is expected and instructed to base his bid on complying fully with the Contract Documents. Bidder must satisfy themselves by personal examination of the proposed work and by such other means as they may prefer as to the correctness of any work listed in the proposal and shall not, after submission of their proposal, dispute, complain or assert that there was any misunderstanding in regard to the nature or amount of work to be done. Before submitting a proposal, each Contractor shall read the complete Contract Document, including Advertisement, Instruction to Bidders and the Contract. INTERPRETATION OF CONTRACT DOCUMENTS If any person contemplating submitting a bid on this work is in doubt as to the true meaning of any part of the Contract Documents, he may submit to the Utilities Director of the City of Lima a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the Contract Documents will be made only by written addendum duly issued or delivered to each person receiving a set of such documents. The City will not be responsible for any other explanations or interpretations of the Contract Documents. All addenda issued shall become part of the Contract Documents. P-3

6 PERSONAL PROPERTY TAX DELINQUENCIES: The affidavit attached and marked Exhibit "A" shall be completed by the Bidder and is hereby incorporated into the specifications. CITY INCOME TAX FORM The City Income Tax form attached shall be completed by the Bidder and is hereby incorporated into the specifications. P-4

7 INSTRUCTION TO BIDDERS 1. All bids must be made on this form and sealed when submitted. 2. Bids shall be sealed in an envelope and marked on the outside "BID FOR THE COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE, COLLECTION AND TRANSPORT OF YARD WASTE AND THE COLLECTION, PROCESSING AND BROKERAGE OF RECYCLABLES OF THE CITY OF LIMA, OHIO" 3. Any or all erasures, strike outs, or alterations must be initialed by the person signing the bid. 4. Unless otherwise clearly stated by the bidder, no departure shall be made from the specifications and the bidder shall be required to furnish items bid exactly as specified. 5. The addition to this proposal by the bidder of alternate bids or additional terms and conditions not provided for, other than those requested by the specification, on the proposal form may subject the bid to being considered invalid and rejected by the City. 6. Bidder is urged to submit proposals on all alternatives requested, but bidder may respond selectively. P-5

8 PROPOSAL FORM The undersigned hereby submits the following proposal for the collection and disposal of garbage and refuse, collection and transport of yard waste from residential units, and the collection, processing and brokerage of recyclables from residential units for the City of Lima, Ohio, and agrees, if proposal is accepted by said City, to enter into the Contract as furnished as part of the bid package containing all the provisions, conditions and terms of the specifications furnished to bidder for bids to be received before 10:00 A.M., Eastern Daylight Savings Time, Wednesday, June 18, A certified check in the amount of $100,000 or bid bond in like amount is attached hereto. Said check or bond to be retained by City as liquidated damages if successful bidder fails to execute contract in the specified time. A detailed report of experience in municipal garbage and rubbish collection is attached hereto, including cities serviced. Bidder shall also identify and detail any locations where litigation, regulatory enforcement actions or local enforcement of contract provisions have taken place over the last ten (10) years, pertaining to any solid waste, recycling and/or yard waste management contracts under the bidder s control. A narrative attachment shall be submitted with bid documents discussing these concerns, which shall include all notices of performance failures or related violations of contractual obligations, along with the resolution of any violations The bidder or manufacturer shall provide a demonstration showing of the refuse collection vehicle bid in the City of Lima, including the base bid vehicles and any alternative vehicle bid. A listing of the other locations where each vehicle is in use shall be provided with contact names and telephone numbers included. Joint showings among bidders of the manufacturer s refuse collection vehicle may be considered should the bidder desire. A detailed report of experience in municipal collection, processing and brokerage of residential recyclables is attached hereto, including cities serviced. A detailed report of experience in residential yard waste collection and systems utilized to provide clean product to ultimate processing site is attached hereto including cities serviced. A detailed report of experience in management and operation of a sanitary landfill or related operation is attached hereto. Indicate any regulatory enforcement actions taken against the facility. In the event the Contractor proposes to use a subcontractor to provide the landfill operation, proof of the subcontractor's satisfactory experience in management and operation of a sanitary landfill or related operation is attached hereto. Proof of landfill ownership is attached, or, in the alternative, proof of access to same is attached in the form of a lease, option or other document. In the event the bidder proposes to use an intermediate handling facility such as a transfer/recycling facility, documentation showing proof of access to same is attached in the form of an ownership statement, lease, option or other document satisfactory to the City. If using a subcontractor to provide the landfill, transfer/recycling facility or both, proof of the right of the bidder to use those facilities throughout the life of the contract must also be provided. P-6

9 This proposal or contract does not include an escalator clause for those costs which are predictable and within the control of the bidders such as collection, transportation (including fuel), processing or brokerage of recyclables. Increases in container costs will be approved as defined in the contract. Sanitary landfill costs, which increase the monthly unit fee, during term of contract, may be approved for increase by the City only under the following conditions: 1. Increase in government fees as imposed by the State of Ohio or other political subdivisions or entities. 2. Increase in Solid Waste District fees as imposed on wastes or recyclables from the City of Lima. 3. New Ohio EPA mandated construction, operation or maintenance rules for sanitary landfills which could not be anticipated under this contract and can be shown to have a direct impact on the disposal of garbage and refuse under this contract. Full documentation, including a detailed fiscal analysis of the sanitary landfill's operating cost, shall be provided to the City with any requested increase. Failure to provide the detailed fiscal analysis will result in non-approval of the requested increase. Successful bidder will be required to identify the sanitary landfill disposal fee, governmental fee and all Solid Waste District fees in the bid proposal and contract document; such fees shall be based on a per ton unit. The initial sanitary landfill disposal cost, including all Solid Waste District and governmental fees associated with the per unit monthly cost, shall also be identified on the bid proposal and contract by the successful bidder. The costs shall be used to determine the amount of increase in the per monthly unit fee for those increases identified in the above numbered paragraph 1, 2 and 3. Bidder recognizes that the Ohio Environmental Protection Agency or the North Central Solid Waste District may propose and implement regulations in accordance with H.B. 592 (Solid Waste Law) or similar laws governing waste disposal which shall require the City of Lima and its contractor to comply with the State's or the District's Solid Waste Management Plan. The contractor shall be required to provide an allocation of $200,000 on an annual basis to support Community Service Projects related to such areas as neighborhood cleanup projects, garbage and refuse educational information, recycling information, provision of waste and recycling receptacles and support for promotional activities in the solid waste area. Should bidder require interim procedures before full compliance to contract specifications, those processes and procedures shall be fully identified to the City for acceptance or rejection. The date of the contract term may be adjusted to allow for mobilization time, vehicle and container procurement and delivery. The required financial statement is attached. This proposal may not be withdrawn by the bidder until sixty (60) days after bid date. P-7

10 This proposal is based on the understanding that the City will pay the Contractor monthly, upon completion of the service, and the Contractor shall perform the collection service from those locations designated by the City. P-8

11 BIDDING SCHEDULE The terms of the contract will be for five (5) years or (7) years, commencing on December 1, 2014, and terminating on November 30, 2019, or November 30, 2021, depending on the award of the contract term, subject to the revision provisions herein. The contract term may be extended for one (1) additional year upon mutual agreement of the contractor and the City of Lima under the same terms and service costs agreed to in this contract, provided the extension is entered into nine (9) months before the initial term expires. BASE BID A: Curbside Container Service, Yard Waste and Recycling Services with Special Elderly and Handicap Provision Garbage/Refuse Collection and Disposal and Yard Waste Collection; including Recycling Collection Curbside* Estimated annual MSW serviced 12,734 tons, annual yard waste collected 1,245 tons. 1. Curbside Container Service (Use of one of two sizes of garbage and refuse carts - 35 gallon and 96 gallon) a. Heil Multipacks Vehicle: 60 Month Contract 84 Month Contract Containers and up to 3 cubic yard set-out - Per Unit Monthly $ $ Excess Material Charge Per Cubic Yard $ $ b. City Approved Alternate Vehicle: Containers and up to 3 cubic yard set-out - Per Unit Monthly $ $ Excess Material Charge - Per Cubic Yard $ $ Manufacturer and Type 60 Month Contract 84 Month Contract 2. Special Elderly/Disability Container Pickup Service - Per Unit Monthly (added cost only) $ $ 3. GPS Location Option - Per Unit Monthly (added cost only) $ $ P-9

12 4. The above bids include an initial sanitary landfill disposal charge (includes all governmental and district fees) per ton: $ $ 5. The initial sanitary landfill disposal cost associated with the per unit monthly cost is as follows Per Unit $ $ 6. Recycling vehicle manufacture and type 7. Yard waste vehicle manufacture and type *Includes the following service levels, see contract specifications for full details: Includes transfer station disposal of no more than three (3) cubic yards per quarter of the following: garbage and refuse, waste building materials, earth and rocks, tires (4 per year) and similar materials. Recycling collection includes collection of residential source separated recyclables from 35 gallon containers (carts) and transport to process center. Does not include provision of recycling containers. Recycling services shall be provided as described in Section I Contractor provided garbage containers included in this contract are based on truckload shipping lots. Containers are to be serviced by trucks equipped with automatic dumping units. Two sizes of containers are required with size and number being as follows: Container Size Shipping Lot Size Bid Cost Per Valid Till Container (Date) gal. Truckload gal. Truckload Container cost will be charged by City to the Community Service allotment included in the contract. Contractor is required to deliver containers to residents. The Contractor will provide container storage location until required delivery. Contractor will be required to collect standard garbage cans or garbage bags which the resident may sit next to their containers when their disposal needs are exceeded. Other contract specified items are to be included in the bid, such as appliances, furniture building rubbish, remodeling or construction debris, toilets, sinks, bathroom and kitchen cabinets, drywall and similar items. Construction wood and trees, or parts thereof, which do not exceed two (2) inches in diameter, which are bundled in lengths no greater than four feet. Does not include earth, shrubs, sod, stumps, stone, concrete or brick. Special elderly or disability pickup service shall require the contractor to service the property from beyond the front line of the house (driveway or walkway service). The contractor shall move the garbage and refuse containers and recycling containers to the curbside for emptying and shall return containers to their original location. The estimated number of houses requiring this service is 600 (Addendum 1). P-10

13 Contractor will be require to maintain a recording video surveillance of each collection route, so that the resident locations are reasonable identifiable. These recordings will be used to verify residents setouts and the absence or presence of litter at the service location. City shall review application and approve system proposed. Contractor will be required to maintain an electronic file of the elderly or disabled residents who qualify for special service for the City to download. Contractor will develop, for the City s review, a field notification system to ensure the qualified resident s properties are serviced appropriately. An optional Global Positioning System (GPS) will be bid which coordinates with the video surveillance system to determine the exact location of driver or where the automated service disposal system was activated. City shall review application and approve system proposed. Contractor will be required to remove all set-out materials placed in the public right-of-way by the resident, except for hazardous materials which will cause bodily harm or equipment damage. Contractor shall immediately notify City of any location where any materials are not removed from the public right-of-way. The contractor will provide an itemized charge to the City for all material disposed of beyond the contracted amount, showing location, time and date of the excess material removed. The City shall be provided photo evidence of set-out at the property, contracted amount disposed of and excess amount to be billed to the City. City may request alternative 2 cubic yard multi-family containers for specific sites which may be used instead of individual cart containers. City shall purchase the alternative containers directly with the contractor required to transport, set and service the container. Compensation to the contractor shall be the same per unit monthly amount bid for each unit serviced. Prior to determining if a specific location warrants an alternative container, the City will consult with the contractor on any service related issues. Includes allocation of $200,000 by contractor for Community Service Projects. Contractor shall collect and transport yard waste to the City s designated composting site. See Contract Specifications for full details. Residents may use City approved and provided 65 gallon yard waste containers or the City provided compostable yard waste bags. Yard waste in containers or bags shall be serviced only at curbside. Bundled branches or similar yard waste items shall also be set at curbside. City generated waste to be disposed of under this contract is estimated at 4700 tons annually. P-11

14 BASE BID C: Residential Apartment Recycling Pickup of source separated recyclables from 52 apartment complexes which have an average total of 3,600 units.* Per Unit Monthly (Recycling Bin) 60 Month Contract 84 Month Contract $ $ *Includes the following service levels, see contract specifications for full details. Individual complexes use multiple 18 gallon recycling containers (bins) at a central location or at each building if in a campus style complex. Does not include provision of recycling containers (bins). Existing 18 gallon recycling bins will continue to be used. Contractor may consider other alternatives as approved by the City of Lima. Compensation provided to contractor shall not exceed total unit price. BASE BID D: Container Specifications All carts proposed by bidder shall be high quality, capable of extended performance in subfreezing temperatures without cracking or breakdown. Carts shall be highly resistant to heavy impacts and wind blow over. Axle shall be of one piece construction and made of solid high strength steel with self-lubricating bushings and rust resistant axle fasteners. Wheels shall be of long life, roll freely under maximum loads, quiet and non-marking. Handles shall be ergonomically designed and molded to cart. Lids shall be double walled for strength and durability and shall be securely attached to cart. Resin durability shall be hrs. as determined by ASTM test Impact resistance shall be ft./lbs. at -40F. Containers should include recyclable plastic materials for all plastic components, where possible, considering cost and durability of the product. Service/stop bar shall be of a rotating type, made of high strength steel. The carts shall be capable of being serviced from trucks equipped with semi-automatic dumpers and more than one type of dumper shall be capable of being used to dump the cart. Bidder shall identify types of dumpers which can be used on containers bid. Bidder shall supply with bid proposal the manufacturers specification data on all carts or containers bid. Carts will be provided with CITY OF LIMA logos only (no Contractor s logos) and upon delivery to either the contractor or resident will become the property of the City of Lima. The type of service the container is to be used for will be indicated on the container: those being, garbage and refuse, recycling or yard waste. Other optionally available cart lettering, diagrams or logos will be reviewed with the City of Lima prior to cart ordering. Cost of these additional items will be included as an attachment with the bid. P-12

15 Type of Service Garbage and Refuse Yard Waste Recycling Container Color Gray Green Burgundy Through life of contract, Contractor will be required to maintain carts, provide new carts, repair or replace broken carts at cost to City. Contractor will be required to store a sufficient number of carts and repair parts to provide delivery or repair service within twenty-four (24) hours of notice by the City or request of the resident. The Contractor will notify the City as follows: a. Daily notice of residents calls for new, replacement or repaired cart. b. Confirmation of delivery of new, replacement or repaired cart with address identified (work to be completed within the 24 hour requirement). c. Invoice for work completed with address identified within a 10-day period. 2. Contractor will be required to procure, store and deliver 65 gallon wheeled yard waste containers (carts) at cost to City. These are optional for residents purchase from City. Approximately 1000 of the carts are in service. The twenty-four (24) hour delivery and notification process described in this section would also apply. 3. Contractor will be required to provide additional 18 gallon recycling containers at cost to City through life of contract. This provision is for new or replacement requests from City residents of apartment complexes. The containers will be similar to those currently in use. The color will be red with a white CITY OF LIMA logo on the front and rear side. The Contractor will be required to store a sufficient number of containers to provide delivery within twenty-four (24) hours of notice by the City or request of the resident. The notification process described under the above cart section will also apply. 4. All carts less than 65 gallon capacity shall have permanent or replaceable weighted bottoms to resist wind blow-over. Contractor shall submit alternative methods for the City of Lima s consideration in selecting an anti-blow-over cart methodology. SECTION I: RECYCLING, PROCESSING AND BROKERAGE SERVICES 1. Recycling Processing and Brokerage Services* *The following specifications shall apply to the Recycling, Processing and Brokerage Services which are also included in the contract specifications and will apply only if Base Bid A is the contract award. SPECIFICATIONS a. Should a local Materials Recycling Facility (MRF) be required, such facility shall be within (2) miles of the Lima Corporation Limits. A MRF located in another community may be utilized, but all transportation and processing cost shall be included in this bid. b. The contractor shall provide the collection, processing and brokerage of the recyclables collected on a weekly basis from Lima residents. P-13

16 c. No additional costs beyond those included in Base Bid A shall be paid by the City for recycling services. d. Contractor is responsible for all cost associated with the collection, processing, transport and brokerage of the recyclables. All revenue from the sale of recyclable products will be the property of the contractor. e. Presently Lima's curbside recycling program is averaging the following products on a monthly basis: Aluminum 6,300 lbs/month Brown Glass 21,000 lbs/month Clear Glass 26,800 lbs/month Green Glass 8,200 lbs/month HDPE #2 5,700 lbs/month PET (Pop) 7,100 lbs/month Mixed Plastics 2,900 lbs/month Steel 15,700 lbs/month Newspaper 85,200 lbs/month Cardboard 2,500 lbs/month Paper 3,500 lbs/month f. Contractor reserves the right to add or delete recyclables from the collection process. Such addition or deletion will not change the compensation included in Base Bid A. g. The contractor may provide an office paper recycling service for all City office locations. This would include supplying office recycling containers (as approved by City) and weekly collection from a central location at each City office building (8 locations). This is an optional service which, if implemented, the contractor will comply with the office recycling provisions. Should the contractor not be capable of continue the office recycling, the City shall be immediately notified to discontinue the office paper separation. SPECIFIC METHODS AND FACILITIES TO SERVICE CONTRACT Bidder must indicate how their company proposes to complete the specified work identified in the contract specifications. COLLECTION Garbage and Refuse Collection Vehicle Specifications Contractor shall be required to provide new garbage and refuse collection vehicles from the date of commencement of this contract or an alternative date approved by the City. General: G&R Collection vehicles shall be leak proof and manage the collection process without fallout or blowout, even during substantial winds; automated side load service arm should have, at minimum, a 9 foot reach to keep weight of truck off the edge of pavement. Automated arm and grabber shall be capable of handling the three cart sizes currently in use without damage. Body capacity shall not exceed 28 cubic yards. Disposal hoppers shall be equipped with anti-blowout equipment whether the devices are standard or add-on. Vehicle must be designed to distribute weight of vehicle to minimize road damage. Vehicle needs to service both automated cart emptying and manually dispose of appliances, furniture and other material allowed under this contract. Video surveillance of disposal activity, safety needs and route location (with recording) shall be provided. P-14

17 Cleanup resources shall be maintained on vehicle for any cleanup needs caused by the contractor while servicing the resident s property. CONTRACTOR SHALL SCHEDULE A VEHICLE DEMONSTRATION PRIOR TO AWARD OF BID OF VEHICLE SPECIFIED UNDER THIS CONTRACT. DEMONSTRATION MAY BE IN LIMA OR AT A LOCATION WHERE VIEWING IS PERMITTED. A. Heil Multi-Pack Vehicle: Configuration Bid B. Alternate Bid (if any) Manufacturer Configuration Bid (Please supply manufacturer brochure on vehicle) Recycling and Yard Waste Vehicles Contractor may use existing vehicles capable of providing recycling and yard waste services under this contract. The City reserves the right to require replacement or new vehicles should the contractor s vehicles prove to be unreliable or cause problems on the city streets through liquid or hydraulic leakage or material blow-out. Yard Waste Vehicle Manufacturer Configuration Bid (Please supply manufacturer brochure on vehicle) Recycling Vehicle Manufacturer Configuration Bid (Please supply manufacturer brochure on vehicle) P-15

18 Curbside Container: Special Elderly/Handicap Service: Yard Waste: (Container/Composting Bags) Recycling Requirements: Transfer/Recycling Facility (Identify Location): Sanitary Landfill (Identify location and whether the facility is owned, leased or contracted for use by bidder: Should an interim process be required before full compliance to contract specifications, bidder shall identify those processes and procedures: The Sub-contractors are: Landfill: Transfer Station: Other: P-16

19 The following names of each person or company interested in this bid and their official status are stated as follows: No alterations, deletions or additions shall be made on this form as it may render the bid invalid. Complete all blanks. Use the symbol N.A. in the blanks you do not utilize and consider not applicable. This proposal is made with full knowledge of and in compliance with the Ohio Revised Code and the Charter of the City of Lima, Ohio, relative to the bidder having no interest in said City's contracts. Bids shall be sealed in an envelope and marked on the outside: "BID FOR COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE, COLLECTION AND TRANSPORT OF YARD WASTE AND THE COLLECTION, PROCESSING AND BROKERAGE OF RECYCLABLES OF THE CITY OF LIMA, OHIO BIDDER Name of Company Signature Title Address City State Zip Code Phone Number NOTE: Signature of bidder must indicate whether bidder is a corporation, partnership, or individual, and if corporation, must be signed by its President and Secretary, or if by other officers authorized by a Resolution of Board of Directors to sign the bid, copy of said Resolution to accompany this bid. P-17

20 FIVE COMMUNITIES WHERE CONTRACTOR PROVIDES SIMILAR SERVICE (GARBAGE AND REFUSE) COMMUNITY NAME POPULATION SERVED CONTACT PERSON ADDRESS PHONE TWO COMMUNITIES WERE CUSTOMER PROVIDES SIMILAR SERVICE (YARD WASTE) COMMUNITY NAME POPULATION SERVED CONTACT PERSON ADDRESS PHONE TWO COMMUNITIES WHERE CUSTOMER PROVIDES SIMILAR SERVICE (RECYCLING SERVICE) COMMUNITY NAME POPULATION SERVED CONTACT PERSON ADDRESS PHONE P-18

21 CITY OF LIMA, OHIO INCOME TAX DEPARTMENT LIMA MUNICIPAL CENTER 50 TOWN SQUARE P.O. BOX 155 LIMA, OHIO TELEPHONE TO: FROM: RE: BIDDERS ON CITY OF LIMA CONTRACTS LIMA CITY INCOME TAX DEPARTMENT TAX REQUIREMENTS The Lima City Income Tax Ordinance, Section requires that if your company is awarded a contract with the City of Lima you will be required to withhold municipal tax at the rate of one and one-half percent (1.5%) on all employees working within the city limits. Therefore, as part of the paperwork required to submit a bid to the City of Lima, it will be necessary to complete the information below. This information will allow our department to provide your company with the proper forms at the appropriate time should you be awarded the contract. The withholding requirement applies to all companies and their sub contractors which provide services to the City of Lima. If you have any questions regarding this requirement please contact our office at (419) NAME ADDRESS TELEPHONE SOCIAL SECURITY # OR FEDERAL ID# DUNS # ADDRESS BID SUBMITTED FOR

22 EXHIBIT A INSTRUCTIONS FOR COMPLETING AFFIDAVIT: This affidavit must be completed in front of a notary public. Please check the applicable provisions(s) that apply to you, the Vendor. If the first provision is completed, it is assumed that the second and third provisions do not apply to you, the Vendor. This affidavit is to be submitted with the bid. State of, County of, SS: I,, being first duly sworn, state that I am of. (Position) I further state as follows: (Bidder s Name) (1) That,, (Bidder s Name) is not as of this day, to the best of the vendor s knowledge and belief, delinquent in the payment of Federal, State of Local taxes, worker s compensation insurance premiums, unemployment compensation contributions, or penalties or interest on any of these taxes, premiums or contributions, child support, court costs, or any other obligation owed to a Federal or State agency or political subdivision. (2) That,, (Bidder s Name) nor any of its assignees, to the best of the vendor s knowledge and belief, is delinquent as of this day in the payment of Federal, State or Local taxes, worker s compensation insurance premiums, unemployment compensation contributions, or penalties or interest on any of these taxes, premiums or contributions, child support, court costs, or any other obligation owed to a Federal or State agency or political subdivision. The amount of $ is the total amount owed by the Vendor for delinquent payments, including all penalties and interest. (3) That,, (Bidder s Name) has filed an administrative or court appeal, or has entered into a written repayment agreement with the creditor or federal or state agency or political subdivision and the payments have been timely made in accordance with such agreement. (Name) Sworn to before me this day of, 20. (Seal) (Notary Public)

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24 NON-COLLUSION AFFIDAVIT The bidder, by its officers and agents or representatives present at the time of filing this bid, being duly sworn, on their oaths say that neither they nor any of them, have in any way, directly or indirectly, entered into any arrangement or agreement with any other bidder, or with any public officer or such whereby such affiant or affiants or either of them, has paid or is to pay to such other bidder or public officer any sum of money, or has given or is to give such other bidder or public officer anything of value whatever, or such affiant or affiants or either of them has not, directly or indirectly, entered into any arrangement or agreement with any other bidder or bidders, which tends to or does lessen or destroy free competition in the letting of the contract sought for by the attached bids; that no inducement of any form or character other than that which appears upon the fact of the bid will be suggested, offered, paid or delivered to any person whomsoever to influence the acceptance of the said bid or awarding of the contract, nor has this bidder any agreement or understanding of any kind whatsoever, with any person whomsoever that pay, deliver to, or share with any other person in any way or manner, any of the proceeds of the contract sought by this bid. Subscribed and sworn to before me by this day of 200. Notary My Commission expires

25 CITY OF LIMA, OHIO SOLID WASTE DISPOSAL SERVICE CONTRACT FOR SERVICE PERIOD OF DECEMBER 1, 2014 THROUGH NOVEMBER 30, 2019 OR NOVEMBER 30, 2021 This Contract, made and entered into the day of A.D. by and between. hereinafter referred to as the "CONTRACTOR", and the City of Lima, an Ohio Municipal Corporation in Allen County, hereinafter referred to as the "CITY", in consideration of the mutual promises and covenant herein contained. SECTION I - GENERAL CONDITIONS 1. DEFINITIONS. When used herein the following words and terms shall have the meanings, respectively, hereinafter set forth and are defined as follows: Residential Unit" means a place of abode of a person or persons living separately or together as an independent family. "Double Family Residence" means the grouping together of two residential units under a common roof and for the purposes of this Contract shall be the equivalent of two (2) residential units. "Multiple Family Residence" or "Apartment" means the grouping together of three or more residential units under a common roof and shall constitute a commercial subscriber, not a residential unit for garbage and refuse provisions of this contract, except where each individual unit has a separate water service account with the City Utilities Department and the Director of Utilities determines that these units would be best serviced by the City contract, the provisions of this contract shall apply to those units. "Residential Apartment Recycling Unit" means a residential unit in a grouping of three or more residential units under a common roof (apartment) and shall be considered as receiving recycling services under contract. "Solid Waste" means garbage and refuse as herein defined. "Yard Waste" means leaves, grass clippings, light brush, weeds and crop residue. "Garbage" means all waste of offal of fish, fowl, fruit, vegetables, and animal matter resulting from the preparation of food for human consumption from houses, kitchens, hotels, restaurants and markets. "Refuse" means paper, barrels, boxes, baskets, wood, rags, worn-out furniture, old shoes, leather, carpet, crockery, tin cans, rubber, ashes, and similar discarded materials. It does not, however, include any material in the nature of earth, sand, brick, stone or plaster. "City" means the City of Lima, Ohio. "Residential Customer" means a householder, owner, or occupant or occupants of a residential unit or units who receive garbage and refuse collection service, yard waste services, and recycling services. C-1

26 "Recyclable" means those household goods which, upon discard by the resident and inclusion into their contract by the City, will be returned to a manufacturer for reprocessing into a useful product. "Commercial Customer" means all persons, firms, or corporations who own or operate stores, restaurants, industries, institutions and similar places, and multiple family homes (residential units consisting of three or more family units), private or public, charitable or non-charitable, and where the premise is occupied by other than solely a residential customer. "Mayor" means the Mayor of the City of Lima, Ohio. "Contractor" means the person, firm or corporation to who this contract has been awarded by the City of Lima, Ohio. "Director of Utilities" means the Director of Utilities Department of the City of Lima, Ohio. "Lima-Allen County Board of Health" means the governing Board of the Joint Lima-Allen County General Health District. "District Solid Waste Management Plan" means the Solid Waste Management Plan created by the North Central Ohio Solid Waste District and approved by the Ohio EPA. "Removal" means both collection and disposal. Standard Residential Container shall be a city provided wheeled container of either 35 gallon or 96 gallon capacity which shall be used for collection of garbage and refuse. In addition a plastic, rubber or galvanized metal container which is water tight with tight fitting cover, approximately thirty-two gallons or less in capacity with cover, handles and side bails, weighing less than 75 pounds may be placed for collection by the customer, provided the standard residential cart is also at the collection location. "Private Commercial Garbage and Refuse Hauler" means anyone engaged in the collection and disposal of refuse on a commercial basis or any commercial or industrial established hauling its own, self-generated, refuse. "Standard Residential Garbage Bag" means a plastic bag of at least 2 mils thickness, properly tied with a manufacturer's tie, not overloaded and containing no cuts, tears or openings. No broken glass shall be placed in these bags, if used as a pick up container. "Sanitary Landfill" means a land disposal site employing a method of disposing of solid wastes on land in a manner intended to minimize environmental hazards by spreading the solid wastes in thin layers, compacting the solid wastes to the smallest practical volume, and applying and compacting cover material daily, all in conformance with Ohio Environmental Protection Agency Regulations and the State Solid Waste Management Plan. "Ohio EPA" means the Ohio Environmental Protection Agency. "North Central Ohio Solid Waste District" means the Solid Waste Planning District created under the authority of H.B. 592 by the Ohio EPA of which Allen County is a member. C-2

27 "Surety" means the person, firm, or corporation that has executed as Surety the Contractor's Performance and/or Payment Bond, securing the performance of the within Contract. "Escalation Clause" means those provisions whereby the City of Lima will allow the unit price of the contract to change, based upon the provisions indicated. "Building Rubbish" means the rubbish from construction, remodeling, demolition, maintenance, and repair operations of residential, commercial, industrial, and other structures, excluding excavated earth, sod, stumps, shrubs, brush, stones, brick, plaster, rubble, and such other debris that results from such work. Sub-Contractor" means a person, firm or corporation, other than the Contractor, supplying labor, material, equipment, facilities, and other items covered by this Contract. "Facility" means any site, location, tract of land, installation, or building used to fulfill the terms of this Contract. "Source Separated" means uncontaminated and/or recyclables which have been separated by the resident from their garbage and refuse and placed for pickup in separate containers. "Yard Waste" means green materials which are generated from yard or landscape maintenance, including grass clippings, leaves, brush, weeds, trees, stumps and other natural organic materials as approved by the Ohio EPA. 2. CONTRACTOR'S INSURANCE. The Contractor agrees to provide insurance coverage as follows: a. The Contractor shall furnish the City Auditor a Certificate of compliance with the Workmen's Compensation Law of the State of Ohio throughout the Contract period. b. The Contractor shall carry in his own name a policy under the comprehensive form to insure motor vehicle liability for his operation with limits of not less than $500,000 each person and $1,000,000 each accident bodily injury liability and, in addition, not less than $300,000 property damage coverage. This policy shall name the City of Lima as an additional insured as respects the operation of vehicles owned or operated by the Contractor. Said policies shall be subject to approval by the City Director of Law and shall be filed with the City Auditor before the effective date of this Contract, and maintained during the Contract. c. The Contractor shall carry in his own name a general comprehensive liability policy for his operations, other than a motor vehicle, with limits of at least $500,000 each person and $1,000,000 each accident bodily injury liability and $300,000 each accident for Property Damage Liability. This policy shall name the City of Lima as an additional insured. Said policies to be approved by the City Director of Law and filed with the City Auditor before the effective date of this Contract, and maintained during the Contract. d. If the Contractor fails to comply with the insurance requirements, set forth herein, the City shall have the authority to purchase said insurance and to deduct the cost thereof from monies due the Contractor under this Contract. C-3

28 3. CONTRACTOR'S PERFORMANCE AND PAYMENT BOND a. The Contractor shall furnish a performance bond for the faithful performance of this Contract, said bond to be executed by a responsible surety company and be in the amount of $500,000. Said performance bond, payable to the City of Lima, shall be furnished by the Contractor effective and in force, with premiums fully paid for the entire term of the Contract and shall indemnify the City against any loss resulting from any failure of performance by the Contractor. Said bond to be approved by the City Director of Law and filed with the City Auditor before the effective date of this Contract. b. If the Contractor fails to comply with the Performance Bond requirements set forth herein, the City shall have the authority to purchase said bond and to deduct the cost thereof from monies due the Contractor under this Contract. 4. SUB-CONTRACTOR'S INSURANCE a. The Contractor shall require Sub-Contractors, if any, not protected under the Contractor's insurance policies to take out and maintain insurance of the same nature and kind and in the same amounts as required of the Contractor by the Contract Document. 5. INTENT OF CONTRACT DOCUMENT a. The intent of the Contract Document is to include in the Contract price the cost of all labor and materials, fuel, tools, facilities, plants, equipment, transportation and all other expenses as may be necessary for the proper execution and completion of the work included in the Contract, excluding those cost items which are identified by the City in this contract. 6. NONDISCRIMINATION CLAUSE a. That in hiring of employees for the performance of the work under the Contract no Contractor nor any person acting on behalf of such Contractor shall by reason of race, age, sex, creed, color, religion, national origin of ancestry discriminate against any citizen of the State of Ohio, in the employment of labor or workers, who are qualified and available to perform the work to which the employment relates. b. That no Contractor nor any persons on his behalf, shall in any manner discriminate against or intimidate any employee hired for the performance of work under this Contract on account of race, age, sex, creed, color, religion, national origin or ancestry. c. The Contractor and his agents shall comply with EEOC regulations and all executive orders pertaining to nondiscrimination. 7. SUPERINTENDENCE The Contractor shall assign at all times a competent supervisor, or other representative satisfactory to the City, and having authority to act for the Contractor, for the purpose of overseeing the performance of this Contract. C-4