REQUEST FOR BIDS For RESIDENTIAL SOLID WASTE COLLECTION Bids are currently being solicited by the Talladega County Commission for curbside collection of municipal residential solid waste in the unincorporated area of Talladega County. Sealed bids will be received by Carol Phurrough, Commission Secretary, at the office of the Talladega County Commission, on the second floor of the County Courthouse located at 1 Court Square, Talladega, Alabama, 35161. Sealed bids will be accepted by May 23, 2016, no later than 5:00 p.m. Information for bidders may be obtained: From Carol Phurrough, at the above address; By email request: o Carol.phurrough@talladegacountyal.org o Pat.lyle@talladegacountyal.org By downloading from the County s Website: www.talladegacountyal.org Posted: April 5, 2016 1 P age
TALLADEGA COUNTY COMMISSION REQUEST FOR BIDS FOR RESIDENTIAL SOLID WASTE COLLECTION General Talladega County is advertising for qualified solid waste service provider to perform solid waste collection and other related services for the residents in the unincorporated area of the County. The successful bidder will be awarded an exclusive franchise for residential solid waste collection in the unincorporated area of Talladega County. According to County tax records, there are approximately 6,400 single family residential units within the unincorporated area. Purpose and Intent Talladega County is issuing this request for bids for curbside waste collection services for household garbage in the unincorporated areas of the County. The purpose of this solicitation is to offer and secure an exclusive franchise in order to achieve the following goals: Secure quality services at the lowest rate possible by consolidating household collection services; Extend the life of County streets and roadways by minimizing heavy truck traffic throughout the County; Consolidate collection days to minimize the number of days materials are set out to minimize littering; Provide a basic level of solid waste management services to meet the waste reduction and disposal needs of residents, the County, and the State of Alabama; Offer a recycling option to reduce the amount of waste disposed in local and regional landfills. Term of Agreement In accordance with the Alabama Solid Waste Act No. 771 and subsequent amendments, the initial term of the agreement will be for a period of three years beginning on October 1, 2016. At the end of the three-year period, the agreement may be renewed for additional three-year periods upon approval by the Talladega County Commission. 2 P age
Instruction to Bidders Bidders shall furnish the following along with their bid submission: Evidence that bidder has provided continuous residential curbside solid waste collection service in the State of Alabama for at least five (5) years. Evidence that bidder has all of the required licenses and permits to transport and dispose of non-hazardous, non-infectious solid waste in Talladega County and the State of Alabama, or must apply for and receive all required licenses and permits within fourteen (14) days of the bid award by Talladega County. Evidence that bidder has necessary financial, personnel, and equipment resources necessary to perform the services required in this document. A minimum of two County or Municipal references in the State of Alabama with whom the bidder has performed substantially similar services described in this document for at least two years. Disqualification Reasons for disqualification include, but are not limited to: Failure to provide any information requested in this document. Failure to provide satisfactory documentation of resources (financial, personnel, equipment). If, in the County s opinion, bidder lacks sufficient financial, personnel, or equipment resources deemed necessary to adequately perform the services described in this document. Unsatisfactory performance record or insufficient experience, as determined by County. Collusion or attempt at collusion. Legal Requirements Throughout the term of the contract, contractor shall be familiar and comply with applicable laws and regulations of: State of Alabama Talladega County Commission Talladega County Health Department U.S. Department of Transportation Federal Highway Administration 3 P age
Required Bonds Bid bond Bidder shall furnish, along with the bid, a bid bond in the amount of $25,000, guaranteeing the bid for ninety (90) days. Upon notice of award, if the successful bidder fails to execute an agreement mutually acceptable to both parties (bidder and County), or fails to provide the required performance bond or insurance certificates within thirty (30) days, the bidder will be considered to have abandoned all rights and interest in award and the bid bond may be declared forfeited to the County as liquidated damages. At the County s discretion, the award may either be made to the next, most qualified bidder, or all bids may be rejected and the bid re-advertised. Performance bond Upon execution of agreement and throughout its term, successful bidder must provide a performance bond, written by an Alabama-licensed surety, in the amount of five-hundred thousand dollars ($500,000) for the faithful performance and obligations set forth in the contract. In lieu of a bond, an irrevocable letter of credit may be acceptable with approval from the County. Required Insurance Workers Compensation Statutory Employer s Liability $1,500,000 per occurrence Bodily Injury $1,500,000 per occurrence Property Damage $1,500,000 per occurrence Motor Vehicle Bodily Injury $5,000,000 per occurrence Umbrella $5,000,000 per occurrence General Conditions Bidders shall familiarize themselves with conditions relating to the scope, specifications, and restrictions regarding the execution of work to be performed under the contract. It is the bidder s responsibility to obtain any additional information it deems necessary to submit in its bid, as well as in the performance of the contract. Information contained in this document should not be considered all-inclusive. All questions or clarification regarding this bid request must be submitted to the County Administrator or Commission Secretary, in writing via email or fax. Each question, along with the County s response will be provided, in writing, to all prospective bidders. Any verbal communication regarding this request for bid will be considered non-binding on either party. Addenda issued to bidders prior to the bid due date should be acknowledged and addressed by the bidders and shall become a part of the contract. Determination of award will be based on qualifications, references, approach, and price. 4 P age
Contacts for County: Pat Lyle, County Administrator 1 Court Square Talladega, AL 30161 Office: 256-362-1357, ext. 1073 Fax: 256-761-2147 pat.lyle@talladegacountyal.org Carol Phurrough, Commission Secretary 1 Court Square Talladega, AL 30161 Office: 256-362-1357, ext. 1069 Fax: 256-761-2147 carol.phurrough@talladegacountyal.org Competency of Bidder In order to determine qualified and responsible bidders, each bidder must include the following in its bid submission: 1. Copy of most recent audited corporate financial statement. 2. Copies of current Alabama licenses and permits required to perform the services under the contract, or a sworn statement that, if selected, bidder will obtain required licenses and permits within fourteen (14) days of notice of award. 3. Evidence documenting five (5) years of business history performing substantially similar services described in this bid request in the State of Alabama. 4. A minimum of three (3) references of governmental contracts of similar size and scope as those described in this request for bid. 5. List of equipment to be used in the performance of contract. Scope of Service The contractor will collect all properly prepared waste from each residence (residential municipal solid waste) subscribing to collection services on the designated collection day(s). Collections will typically occur street-side, however the contractor will, upon request of a customer, provide backdoor services for an additional fee. 5 P age
The contractor will handle all serviced collection containers in a manner that avoids damage to them. Containers will be returned to the designated setout location at each residence, standing upright, and will not be thrown or placed in areas where they become obstructions to traffic flow. The contractor will make collections with a minimum of noise and disturbance to residents. Collection hours are between 6 a.m. and 7 p.m. The work will be done in a sanitary manner. Contractor s employees will pick up any spilled materials immediately. All solid waste hauled by the contractor shall be so contained, covered, or enclosed such that leaking, spilling, or blowing are prevented. Waste collected by the contractor shall be hauled to a properly licensed and permitted sanitary landfill or transfer station. In the event of a storm or other disaster where it is necessary for the contractor to perform services beyond the scope of this contract, the contractor and the governing body may negotiate costs for work beyond that scope. Exceptions to Established Collection Schedule Resident waste collection may be suspended on the following occasions (to include listed holidays): Holidays: o New Year s Day o Memorial Day o Independence Day o Labor Day o Thanksgiving Day o Christmas Day Extreme weather events making travel hazardous Declared disasters On such days that service has been suspended, contractor shall perform collection on the next regular collection day. Number of customer pick-up days will not be reduced by holidays. Collection Equipment and Containers Contractor will keep all equipment in safe operating condition and in proper repair, in a clean, sanitary, and presentable condition. Vehicles must be painted uniformly with the name of the contractor, a company vehicle identification number, and the contractor s phone number printed on each side not less than 9 inches in height. Gross vehicle weight of vehicles should not exceed 44,000 pounds. 6 P age
All equipment must be secure and prevent leakage of any fluids or littering of collected materials. All vehicles used in the collection of residential waste will have a fully enclosed metal top. Vehicles will not be overloaded as to scatter refuse, but when refuse is scattered (for any reason), it is the responsibility of the contractor to immediately pick up any scattered materials. Collection containers and carts shall be the property of the contractor. Containers should be in new condition; have a minimum capacity of ninety-six gallons; be constructed of plastic or fiberglass; have wheels and sturdy handles for ease of moving; and have a tight-fitting lid. Contractor shall replace any lost or damaged containers at no cost to the customer unless it is proven that the customer has willfully damaged or destroyed the container or cart. Billing and Customer Service Contractor is responsible for full administration of the services described in this document, including, but not limited to, marketing, new service, billing, collections, and discontinuation of service within the unincorporated areas of Talladega County and serves as the sole point of contact for its customers. Contractor shall maintain an office within the County through which it may be contacted. During normal working hours (8 a.m. to 5 p.m., Monday Friday) contractor s staff shall be easily accessible by telephone and shall have a responsible person in charge. Contractor shall also provide an after-hours emergency number. Upon initiation of service, customers shall be notified of rates, collection days (including holiday schedules), regulations, and complaint procedures. All customer inquiries and complaints shall be made directly to the contractor and shall be given prompt and courteous attention. If a collection from a subscriber has been missed, contractor shall return to that customer s address for pickup within twenty-four (24) hours of notification, or, if not feasible, on the next business day. Notification may be made either by the customer, directly, or by the County. Contractor shall provide to the County Commission Office, a map, or a listing of County roads included in contractor s collection routes. 7 P age
Contractor shall provide to the County and shall keep current, a responsible point of contact. As of that date of this bid, that contact is as follows: Name: Title: Address: Phone: Email: Basis of proposal Amount ($) (once weekly pick-up) Monthly cost to customer with one cart Monthly cost to customer for additional cart (unit cost) Monthly cost to customer for back door pick up 8 P age
Community Involvement Will Contractor provide free (at no cost to customers or County) Community Clean-up Day in each of the five County Districts? Y N If yes, number of times per year. Does Contractor provide senior citizen (over age 65) discount for service? Y N If yes, please describe: Does Contractor provide disabled person discount for service? Y N If yes, please describe: Any other services that benefit the community that have not been listed (describe and attach additional pages as necessary): 9 P age
The undersigned offers these prices, terms, and delivery in accordance with specifications in this bid, including addendums, if applicable. Company Name: Address: Phone: Email: By authorized representative: Print name and title: Sworn and subscribed before me this the day of,. Notary Public My Commission expires: Sealed bids should be submitted by May 23, 2016, no later than 5:00 p.m. to: Carol Phurrough, Commission Secretary 1 Court Square County Commission Office, 2 nd Floor Talladega, AL 30161 Bids will not be accepted via email. Bids will be opened during the County Commission meeting at 6:00 p.m. on Monday, May 23, 2016. A public hearing and recommendation of award will be scheduled in June, 2016. The County reserves the right to reject any or all Proposals, to waive irregularities and/or informalities in any Proposal, and to award a Franchise in any manner, consistent with law, deemed in the best interest of the County. 10 P age
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