RFP for Convenience Centers and a Transfer Station for Solid Waste and Recycling for Fannin County, GA

RFP for Convenience Centers and a Transfer Station for Solid Waste and Recycling for Fannin County, GA

TABLE OF CONTENTS Section Number/Description 1.0 Introduction/Overview 1.1 Purpose/Objective 1.2 Background 1.3 Inquiries 1.4 Method of Source Selection 1.5 Minimum Criteria for Responsibility 1.6 Projected Timetable 2.0 General Description of Required Performance Outcomes 2.1 Scope of Work 2.2 Proposal Cost Format 3.0 Constraints on Contractor 4.0 Contractor s Personnel Requirements 5.0 Contractor s Responsibilities 6.0 Terms and Conditions of Contract for Services 7.0 Instructions for Bidders 7.1 Compliance with the RFP 7.2 Acknowledgment of Insurance, Bid Bond, and Performance Bond Requirements (see sample contract) 7.3 Delivery of RFPs 7.4 Evaluation of RFPs 7.5 Ambiguity, Conflict, or Other Errors in the RFP 7.6 Proposal and Presentation Costs 7.7 Rejection of RFPs 7.8 Acceptance of RFPs 7.9 Requests for Clarification of Proposals 7.10 Validity of RFPs 7.11 Response Format 7.12 Insurance Requirements

Request for RFPs Convenience Centers and a Transfer Station for Solid Waste & Recycling Services Section 1.0 Introduction/Overview 1.1 Purpose/Objective The County of Fannin (hereinafter, referred to as County) has issued this Request for Proposals (hereinafter, RFP ) for the sole purpose and intent of obtaining RFPs from interested and qualified Offerors to provide three Convenience Centers and a Transfer Station for Solid Waste and Recyclables for Fannin County. 1.2 Background The County currently operates through contract with a private company to operate three manned convenience centers for solid waste and recycling. One of the convenience centers is a full service transfer station. 1.3 Inquiries Direct questions related to this RFP should be sent to Fannin County Clerk/Finance Director, Rita Kirby. All questions should be submitted in writing to Rita Kirby at 400 Main Street, Suite 100, Blue Ridge, GA 30513 or rdavis@fannincountyga.org. 1.4 Method of Source Selection The County is using the Competitive Sealed RFP method of source selection, for this procurement. An award, if made, will be made to the responsible Offeror whose bid is most advantageous to the County, taking into consideration the factors set forth in this RFP. The County may, as is deemed necessary, conduct discussions with responsible Offerors that have been determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. 1.5 Minimum Criteria Used to Determine Responsibility of Each Offeror o Company Information This section should include description of the company, including company history, and key contacts. Provide evidence the company is in good standing under the laws of the State of GA. Provide evidence in form and substance satisfactory to the County that the company has been in existence at least three years and possesses no less than three years actual operating experience in convenience centers and transfer stations for solid waste and recycling collection and disposal services. o Disposal Information This section should include information about the Offeror s landfill. List the name, address, and all NOVs from the past year for the landfill used by Offeror designated for the County. Offeror must provide a letter of Assurance that Offeror s landfill has a capacity beyond ten years for the County s solid waste as part of the contract.

o Financial Information This section should include financial information on the company. Offeror must provide most recent financial audit report from a certified public accountant for the past year. o References This section should include a minimum of three references from a County government for operation of a convenience center and transfer station similar to Fannin County s operation in said RFP. Offeror must include County name, contact, address, email address, phone number, and number of years of service. o Insurance Requirement This section should include an Insurance Certificate showing that the Offeror meets or exceeds the County s insurance requirements. The Insurance requirements are found in Section 7.2. o Performance Bond This section should include a letter from a corporate surety satisfactory to the County with nothing less than a A.M. Best, Class XI for $500,000 stating that a Performance Bond will be furnished by it to the person/company submitting the Proposal in the event it is the selected person/company. Such letter is to be signed by an authorized representative of the surety together with a certified and effectively dated copy of the Power of Attorney attached thereto. o Bid Bond This section should include a bid bond in the amount of $5000. The bid bond shall be in full force and effect until the Offeror executes the final contract. RFPs that do not satisfy the bonding requirements will be declared non-responsive. Checks or letters of credit of any type will not be accepted. A certified cashier s check will be acceptable. o Operations This section should include Offeror s detailed operational plan and approach for the County s convenience centers and transfer station operations. o The Contractor shall obtain all licenses and permits including local and state approval for the convenience centers and transfer station and promptly pay all taxes required by the County and State. 1.6 Projected Timetable The following projected timetable should be used as a working guide for planning purposes. The County reserves the right to adjust this timetable as required during the course of the RFP process. Event Date Bid Notice Issued May 4, 2016 Last Date for Receipt of Questions May 20, 2016 Addendum Issued for Pre-Bid Questions June 3, 2016 Bid Close Date June 10, 2016 @ 4:00 P.M. Projected Award and Contract Execution June 14, 2016 Projected Contract Start Date August 26, 2016

Section 2.0 General Description of Required Performance Outcomes At a minimum, the contractor must achieve and maintain the performance outcomes listed below, and consistent with performance standards agreed to by all parties through a contract as a result of this RFP. Offerors may also propose additional performance outcomes beyond those minimally required. 2.1 Scope of Work Service(s) to be provided include manning and operating at least a minimum of three convenience centers for solid waste and recycling. One of the convenience centers shall be a full service transfer station. The offeror must use industry standard tractor trailers and related equipment to transport and dispose of Fannin County s solid waste to a fullypermitted, Sub-title D Municipal Solid Waste (MSW) landfill located within the State of Georgia. The County owns one property for the purposes of a Convenience Center so the Offeror will need to locate, purchase or lease and develop two properties within the County for purposes of convenience centers and a full service transfer station. The County must approve the two properties as convenience centers and the property where the offeror proposes a transfer station. Operating hours shall be Mondays 7am-6pm, Tuesday through Thursday 9am-6pm, Friday 7am-6pm, and Saturday 9am-5pm. The convenience centers and transfer station must be fully staffed with company employees during such hours. Each convenience center will be fenced with a gate and lock. Each convenience center will be equipped with an operable self-contained compactor and other containers to store the solid waste and other materials. Each convenience center will include containers for recyclables including newspapers, cardboard, glass, aluminum, steel cans, and plastic bottles #1, #2. Each convenience center will also provide open top containers for bulk items and white goods. The Offeror will provide a small building for the attendant with a restroom, scales, and ability to collect fees on-site based on a perpound rate. Contractor is responsible to maintain the site and the building, facility, and all solid waste equipment. All Solid Waste and Recyclables hauled by the Contractor or subcontractor shall be so contained, tied, covered, or enclosed such that leaking, spilling, or blowing are prevented. 2.2 RFP Cost Format RFPs must be in the following format to be considered as the RFP Cost Format. Rates must include all fees, charges, surcharges. Per Pound Rate for Convenience Centers Per Ton Rate for Commercial Haulers Flat Rate for Bulky Items and Appliances Host Fee to County for a Transfer Station Offeror may offer alternative ideas to County Section 3.0 Constraints on Contractor These include: The Contractor shall perform service in accordance with Articles of the County s Solid Waste Management Ordinance.

Section 4.0 Contractor s Personnel Requirements These include: The Contractor must provide a central point of contact person(s) to ensure coordination of each service and/or program, as well as individuals that have the necessary expertise to trouble shoot the provided solution. Section 5.0 Contractor s Responsibilities Before submitting a RFP, each Offeror shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract. No pleas of ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will relieve the successful Offeror from any obligation to comply with every detail and with all provisions and requirements of the contract documents, or will be accepted as a basis for any claim whatsoever for any monetary consideration on the part of the Offeror. Section 6.0 Terms and Conditions of Contract for Services The initial Term is a one year term with one year renewable terms that shall not bind the Fannin County Board of Commissioners. Section 7.0 Instructions for Proposal 7.1 Compliance with the RFP RFPs must be in strict compliance with this Request for RFPs. Failure to comply with all provisions of the RFP may result in disqualification. 7.2 Acknowledgement of Insurance Requirements By signing its RFP, the Offeror acknowledges that it has read and understands the insurance requirements for the RFP. The Offeror also understands that the evidence of required insurance must be submitted within fifteen (15) working days following notification of its offer being accepted; otherwise, the County may rescind its acceptance of the Offeror s proposal. See 7.12 below for insurance requirements. Offeror must show evidence of meeting or exceeding Insurance requirements with Offeror s Proposal. 7.3 Delivery of Proposals All proposals are to be sealed and delivered before by 4pm Eastern Standard Time (EST), on June 10, 2016 to 400 Main Street, Suite 100, Blue Ridge, GA 30513 at office of the County Clerk. The County will not accept any proposals received after the date/time stated herein, and shall request Offeror to make arrangements to retrieve late RFPs. The County shall not bear the responsibility for RFPs delivered past the stated date and/or time, or to an incorrect address by Offeror s personnel or by the Offeror s outside carrier. Offerors must submit one designated original, and two numbered exact copies of the RFP (total of three).

7.4 Evaluation of RFPs (Procedure) The County will first examine proposals to eliminate those that are clearly nonresponsive to the stated requirements. Therefore, Offerors should exercise particular care in reviewing the format required for this RFP. Price is not the sole determining factor. The County shall then score all RFPs based upon the evaluation factors detailed herein. Upon completion of the scoring, the County may recommend short-listing the RFPs that are potentially acceptable. The detailed evaluation that follows the initial examination may result in more than one finalist. At this point, the County may request presentations by Offerors, and carry out contract negotiations for the purpose of obtaining best and final offers. The County reserves the right to withdraw this RFP, at any time and for any reason, and to issue such clarifications, modifications, and/or amendments as it may deem appropriate. Receipt of a RFP by the County or a submission of a RFP to the County offers no rights upon the Offeror nor obligates the County in any manner. The County reserves the right to waive minor irregularities in RFPs, provided that such action is in the best interest of the County. Any such waiver shall not modify any remaining bid requirements or excuse the Offeror from full compliance with the RFP specifications and other contract requirements if the Offeror is awarded the contract. 7.5 Ambiguity, Conflict, or Other Errors in the bid If an Offeror discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, they shall immediately notify the County of such error in writing and request modification or clarification of the document. The County will make modifications by issuing a written revision and will give written notice to all parties who have received this RFP from the County. The Offeror is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFPs prior to submitting the RFP or it shall be waived. 7.6 Presentation Costs The County will not be liable in any way for any costs incurred by any Offeror in the preparation of its RFP in response to this RFP, nor for the presentation of its RFP and/or participation in any discussions or negotiations.

7.7 Rejection of RFPs The County reserves the right to accept or reject in whole or in part any or all RFPs submitted. The County shall reject the RFP of any Offeror that is determined to be nonresponsive. The unreasonable failure of an Offeror to promptly supply information in connection with respect to responsibility may be grounds for a determination of nonresponsibility. 7.8 Acceptance of RFPs The County shall accept all RFPs that are submitted properly. However, the County reserves the right to request clarifications or corrections to RFPs. 7.9 Requests for Clarification of RFPs Requests by the County for clarification of RFPs shall be in writing. Said requests shall not alter the Offeror s pricing information contained in its RFP. 7.10 Validity of RFPs All RFPs shall be valid for a period of One Hundred and Twenty (120) days from the submission date. 7.11 Response Format RFPs should be prepared simply and economically, providing a straightforward concise description of the Offeror s approach and ability to meet the County s needs, as stated in the RFP. 7.12 Insurance Requirements The Contractor shall at all times during the Agreement maintain in full force and effect Employer s Liability, Workmen s Compensation, Public Liability, and Property Damage Insurance, including contractual liability coverage for all provisions of work. All insurance shall be by insurers and for policy limits acceptable to the County and before commencement of work hereunder the Contractor agrees to furnish the County certificates of insurance or other evidence satisfactory to the County to effect that such insurance has been procured and is in force. The certificates shall contain the following express obligation: For the purpose of this RFP, the Contractor shall carry the following types of insurance in at least the limits specified below: COVERAGES Workers Compensation Employer s Liability Bodily Injury Liability Except Automobile Property Damage Liability Except Automobile Automobile Bodily Injury Liability LIMITS OF LIABILITY Statutory $1,000,000 for each accident $1,000,000 each occurrence $1,000,000 aggregate $1, 000,000 each occurrence $1,000,000 each occurrence $1,000,000 each person $1,000,000 each occurrence

Automobile Property Damage Liability Excess Umbrella Liability Pollution Liability $1,000,000 each occurrence $5,000,000 each occurrence $10,000 each occurrence

Request for RFPs Operation of Convenience Centers and a Transfer Station Price Sheet Per Pound Rate for Convenience Centers $ Per Pound Per Ton Rate for Commercial Haulers $ Per Ton Flat Rate for Bulky Items and Appliances $ Per Item Host Fee to County for a Transfer Station $ Per Ton The above rate is inclusive of all fees, surcharges, and taxes.