Invitation to Submit Best and Final Offer (BAFO) For Waste Management & Recycling Service

Transcription

1 Invitation to Submit Best and Final Offer (BAFO) For Waste Management & Recycling Service NOTICE: The is seeking Best and Final Offers for Waste Management & Recycling Service. BAFO shall be clearly marked BAFO Waste Management & Recycling Service and must be received no later than September 9, 2016 at 5:00pm. Late submissions will NOT be accepted. Submissions may be mailed to 101 Mountain City Drive, Mountain City, TX or ed to The reserves the right to reject any and all BAFOs. The goal of this project is to streamline waste management and recycling services through the by offering an exclusive contract for a set period of time to the selected vendor. The specifications provided in this document were compiled by the. The City Council will review submitted BAFOs during the September 12, 2016 meeting. All inquiries should be directed to Mayor Tiffany Curnutt (512) or via at mountaincitytx@gmail.com POSTED this the 25 th day of AUGUST 2016 at (1) Mountain City, City Hall, 101 Mountain City Drive, Mountain City, TX ; (2) City s webpage at (#) City s Facebook Page (, TX).

2 1. GENERAL INFORMATION 1.1. Statement of Purpose: The, Texas is seeking best and final officer proposals from independent providers with demonstrated professional competence, experience and licensing to collect, recycle and dispose of residential waste materials for MC as specified herein Prospective proposers acknowledge by downloading and receiving the BAFO documents and/or by submitting a proposal that the submission of a proposal to MC is not a right by which to be awarded a contract, but merely is an offer by the prospective proposer to perform the requirements of the BAFO documents in the event MC decides to consider to award a contract to that proposer Definitions: Throughout this BAFO request and all resulting documents, the terms below shall be defined as follows; Best Value means that MC will in an evaluation of each BAFO submittal, consider factors other than just cost in making the award decision Contract refers to the fully executed written agreement that ensues from the BAFO request. Whereas all BAFO documents are included, by reference, as part of the ensuing contract, when contract is referred to within an BAFO document; such is referring to both the BAFO documents and the ensuing contract document Contractor and the term vendor may be used interchangeably Day(s) unless otherwise specified, shall refer to calendar days Offer is the proposal submittal that the proposer delivers to the in response to the request for BAFO Parties when the parties, both parties or either party is stated within the BAFO request document or the contract, such refers to MC and the selected vendor. 2. MOUNTAIN CITY S RESERVATION OF RIGHTS 2.1. MC reserves the right to reject any or all proposals, to waive any informality in the BAFO request process, to terminate the BAFO process at any time, if deemed by MC to be in its best interest MC reserves the right to not award a contract pursuant to this BAFO request MC reserves the right to terminate a contract awarded pursuant to this BAFO request, at any time for its convenience upon 14 days written notice to the selected contractor MC reserves the right to determine the locations that the selected contractor shall provided the services called for in this BAFO request MC reserves the right to negotiate the fees proposed by all proposers. If such negotiations are not, in the opinion of MC s successfully concluded within a reasonable timeframe as determined by MC, MC shall retain the right to end such negotiations.

3 2.6. MC reserves the right to reject and not consider any proposal that does not meet the requirements of this BAFO request, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services MC shall have no obligation to compensate any proposer for any cost incorrect in responding to this BAFO request MC reserves the right, prior to award, to revise, change, alter or amend any of the instructions, terms or conditions, and/or specifications identified within the BAFO request documents issues, within any attachment or drawing, or within any addenda issued In the case of rejection of all proposals, MC reserves the right to advertise for new proposals or to proceed to do the work otherwise, if in the judgment of MC, the best interest of MC will be promoted MC reserves the right, without any liability; cancel the award of any proposal at any time before the execution of the contract documents by all parties. 3. SCOPE OF PROPOSAL / TECHNICAL SPECIFICATIONS: 3.1. REGULATORY: Contractor(s) shall comply with all applicable federal, state and local laws, rules, regulations, ordinances and codes and obtain any licenses or permits required to provide services under this BAFO request PRODUCT QUALITY STANDARD: contractor shall use products (dumpsters, roll offs, compactors. Etc) and equipment that meet or exceed the specifications included herein and in all cases should meet or exceed industry standards and norms GENERAL CONTRACTOR REQUIREMENTS: Property Locations: All properties will have the ability to opt whether or not to utilize the waste services through the contractor. Streets include; Ash Drive, Cedar Drive, Hemlock, Jack C. Hays Trail (cul-del-sac only), Juniper Drive, Live Oak Court, Live Oak Drive, Maple Drive, Mountain City Drive, Pecan Drive, Pin Oak Court, Pin Oak Drive and Poplar Drive. The city estimates that approx property owners will elect to utilize waste services through the exclusive contract Contractor shall include in his/her proposal all costs for equipment, material, hardware, labor, profit and overhead necessary and required to accomplish the tasks specified herein and as outlined in the cost of proposal forms. All costs shall be fully burdened The proposer must indicate on the proposal fee sheet all dumpsters, bins and carts to be provided including dimensions / capacity Placement: The placement of all materials provided to residents shall be curbside next to the property owner s driveway.

4 Service Specifications: Service Frequency Specs Invoiced Location Standard Waste Pick Up Required Weekly 96 gallon hinged container with lid and wheels Property Owner Individual properties throughout MC Standard Recycling Pick Up Optional Bi-Weekly 96 gallon hinged container with lid and wheels. May include grass clippings. Property Owner Individual properties throughout MC Additional Waste Pick Up Optional Weekly 96 gallon hinged container with lid and wheels. May include grass clippings. Property Owner Individual properties throughout MC Hazardous Material Collection Optional Annually Provide a dumpster/container for Haz mat annually for one weekend for all property owners to utilize. The City of Mountain City City owned property at the front of MC Bulk Waste Collection Optional Annually Provide 8 roll off dumpsters annually (typically June) for one weekend for all property owners to utilize. The City of Mountain City City owned property at the front of MC Curbside Brush Pick Up Optional Annually Provide curbside pick up for all property owners over a specified weekend. The City of Mountain City City owned property at the front of MC *** Provide information and a menu of any / all services noted above or otherwise that are being offered to the City of Mountain City and/or property owners. Include the additional cost required, when applicable as well as who would be invoiced for the service(s). Provide details on any special offers or free services being provided through the contract award Container Specifications: Containers/carts shall be kept in good repair with no major damage or missing components without any advertisements beyond the contractor s name, address, phone number and/or logo on the exterior Containers/carts that become damaged because of fire, accident, vandalism or other events and which become unusable, unsafe or unsightly shall be replaced by the following service day Frequency: The frequency of service must be consistent throughout MC as follows;

5 When the pickup day of the week falls on a holiday then the waste / recycling shall be picked up the very next business day following said holiday. Holidays include any federal holidays Contact: Contractor shall provide a contact phone number and address for properties to call for missed pickups and / or additional pickups or services Missed Pickups: Contractor shall arrange to pick up missed containers at no additional chart to MC or the resident/property owner not later than 24 hours after notification Recycling: MC requires that the awarded contractor provide a separate, optional program for property owners who wish to recycle The minimum recycling efforts will include paper, cardboard, aluminum and all plastics. Please note whether or not contractor also accepts glass Damage to MC Property: Contractor shall repair or replace without charge any MC property that is damaged by Contractor s vehicles, equipment and/or operators Disposal Sites: contractor shall provide a listing of his proposed disposal sites. All disposal sites should be properly licenses and / or permitted. 4. COMMUNICATION: Contractor shall have a communication plan in place to be able to information individual property owners and / or the of possible delays in pick up, holiday notifications, brush pick up days and other pertinent information. 5. INVOICING & RATES 5.1. Contractor will only be allowed to invoice each respective property owner for the cost of services/goods in compliance with his/her BAFO as accepted by MC Invoices must contain a complete description of work or service that was performed, the contract price for each service, the address of service location or delivery address and the total with taxes and fees Invoicing shall occur on a quarterly basis for all property owners. **Online payment or credit card/debit option is preferred MC may elect to add Franchise Tax to the monthly cost to residents. Please notate whether or not Contractor has the means to administer this process and what special steps would need to be taken. 6. CONTRACT TERM: The term of the contract shall be for five (5) years with the option to extend the contract by awarding one-year extensions. One-year extensions should not exceed a total of three (3) total extensions. 7. FORM OF PROPOSAL: The proposal shall be submitted in the following manner Provide Fee Sheet: The fee sheet should include all services listed in the specifications table, any additional services, rate increase options and any added taxes and fees. The fee sheet should include all standard service pricing, additional pricing and reflect whether the property owner or MC is responsible for the specified services Past performance, managerial, operational and financial capacity: Provide any additional information related to employees, customers, etc. Also include fleet specifics and plans for fleet outages.

6 7.3. Communication & invoicing: Information should be provided including but not limited to; sample bill, billing/payment options, and standard communication practices with the and individual property owners Proof of insurance including workers compensation & employer s liability, commercial general liability, professional liability, business automobile liability. 8. ADDITIONAL CONSIDERATIONS: 8.1. Severability: If any provision of this agreement or any portion or provision hereof applicable to any particular situation or circumstance is held invalid, the remainder of this agreement or the remainder of such provision (as the case may be), and the application thereof to other situations or circumstances shall not be affected thereby Waiver of Breach: A waiver of either party of any terms or conditions of this agreement in any instance shall not be deemed or construed as a waiver of such term or condition for the future, or of any subsequent breach thereof. All remedies, rights, undertakings, obligations, and agreements contained in this agreement shall be cumulative and none of them shall be in limitation of any other remedy, right, obligation or agreement of either party Time of the Essence: Time is of the essence as to each provision in which a timeframe for performance is provided in this RFP. Failure to meet these timeframes may be considered a material breach, and MC may pursue compensatory and/or liquidated damages under the contract Limitation of Liability: In no event shall MC be liable to the successful proposer for any indirect, incidental, consequential or exemplary damages Indemnity: The Contractor shall indemnify and hold harmless MC and its officers, agents, representatives, and employees from and against all claims, losses, damages, actions, causes of action and/or expenses resulting from, brought for, or on account of any personal injury or property damage received or sustained by any persons or property growing out of, occurring, or attributable to any work performed under or related to this Agreement, resulting in whole or in part from the negligent acts or omissions of the Contractor, any subcontractor, or any employee, agent or representative of the Contractor or any subcontractor, AND REGARDLESS OF WHETHER CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF MC. CONTRACTOR ACKNOWLEDGES AND AGREES THAT THIS INDEMNITY CONTROLS OVER ALL OTHER PROVISIONS IN THE AGREEMENT, SURVIVES TERMINATION OF THIS AGREEMENT, AND APPLIES TO CLAIMS AND LIABILITY ARISING OUT OF THE SOLE OR CONCURRENT NEGLIGENCE OF MC Termination for Convenience: In the sole discretion of the Contracting Officer, MC may terminate any and all contracts resulting from this RFP in whole or part upon fourteen days prior notice to the Contractor when it is determined to be in the best interest of MC.