PROJECT MANUAL 2018-2020 Residential Solid Waste, Trash, Recycling and Yard Waste Collections. This Proposal to be Publicly Opened and Read: May 2, 2018 Dated: April 4, 2018 Page 1 of 12
Subject: City of Byrnes Mill, Missouri 2018-2020 Residential Solid Waste, Trash, Recycling and Yard Waste Collections The City of Byrnes Mill, Missouri, is requesting bid proposals for the following services throughout the City: 2018 2020 Residential Solid Waste, Trash, Recycling and Yard Waste Collections Please see the attached Project Special Provisions, Instructions to Bidders, Project Area Map, Specifications and Itemized Bid Form for further details pertaining to the proposed scope of work. The Contractor shall provide a minimum of two (2) project and contact references from area projects to the City and provide experience documentation showing a minimum of three (3) years of contracting experience with their bid. Bids shall be provided to Deborah LaVenture, at the City of Byrnes Mill, by May 2 nd, 2018 before 3:00 p.m. at Byrnes Mill City Hall located at 141 Osage Executive Circle Byrnes Mill, MO 63051. The bid proposal shall be delivered in a sealed envelope clearly marked on the outside 2018 2020 Residential Solid Waste, Trash, Recycling and Yard Waste Collections on or before the time specified above. No facsimiles will be accepted. At 7:00 p.m. the bids will be opened and read. Mrs. LaVenture can be reached by phone at 636-677-7727. 2 P a g e
Bid proposals shall be submitted to the following address: Deborah LaVenture Administrator City of Byrnes Mill c/o Byrnes Mill City Hall 141 Osage Executive Circle Byrnes Mill. MO 63051 All questions pertaining to the content of the Project Bid Documents should be forwarded to the Administrator using the following contact information: Deborah LaVenture Administrator City of Byrnes Mill administrator@byrnesmill.org 636-677-7727 This Letter and the attached Project Special Provisions, Instructions to Bidders, Project Area Map, and Itemized Bid Form shall be made part of the Contract between the Contractor and the City of Byrnes Mill. 3 P a g e
INVITATION FOR BIDS Sealed Bids, in duplicate, for the 2018 2020 Residential Solid Waste, Trash, Recycling and Yard Waste Collections in the City of Byrnes Mill, Missouri, will be received by City Clerk s office until 3:00 pm CST May 2 nd, 2018, thereafter be publicly opened and read at 7:00 p.m. The scope of work for this project includes, but is not limited to city wide Residential Solid Waste, Yard Waste and Recycling Collection. The City reserves the right to revise the project scope to match the City s needs. Each service contract will be awarded for a period of two (2) years, with the City reserving the option to extend each contract by one (1) year subject to annual appropriation. OPENING OF BIDS All bids will be opened at Byrnes Mill City Hall, 141 Osage Executive Circle, Byrnes Mill, Missouri, at 7:00 p.m. on Wednesday, May 2nd, 2018. The City reserves the right to reject any and all bids, offers, or proposals submitted, or to advertise for new bids. Collusion between bidders is sufficient cause to disqualify all bidders so involved. ITEMIZED BID FORM All bids must be made on the attached Itemized Bid Form. Bid blanks must be completed and clearly filled in and must be free from alteration either by erasure or interlineations, or otherwise the bid proposal may be voided. Bidders are requested to state the annual cost of service each year of a two (2) year period on a per household basis with an option of a one (1) year extension. BASIS OF AWARD Bids will be compared by the extension and summation of the unit prices submitted in the proposal. The quantities as shown on the proposal form are estimated and are furnished to be used as a basis for calculations and for the preparation of the bid. The quantities are not necessarily exact. The City plans to award the contract to the lowest, responsive, responsible bidder. In determining "lowest, responsive, responsible bidder", in addition to price, the City shall consider: the ability, capacity or skill of the bidder to perform the contract or provide the service required; whether the bidder can perform the contract or provide the service promptly or within the time specified, without delay or interference; the reputation, experience and efficiency of the bidder; 4 P a g e
the quality of performance of previous contracts or services; and the sufficiency of the financial resources and ability of the bidder to perform the contract or provide the services RIGHT RESERVED TO REJECT BIDS The City reserves the right to reject any and all bids, offers, or proposals submitted, or to advertise for new bids. EXECUTION OF CONTRACT The bidder to whom the contract has been awarded shall sign and return the contract to the City within seven (7) days after receipt of the contract. Failure to execute and return the contract to the City within seven (7) days after receipt of the contract shall be cause for the annulment of the contract award and the forfeiture of the bid guaranty to the City. CONTRACTOR'S UNDERSTANDING It is understood and agreed that the Contractor has, by careful examination, satisfied himself/herself as to the nature and location of the work, the conformation of the ground, the character, quality and quantity of the materials to be encountered, the character of the equipment and facilities needed preliminary to and during the prosecution of the work, the general and local conditions, and all other matters which can in any way affect the work under this contract. INSURANCE Contractor shall furnish to the city, and maintain during the term of the contract, a performance bond acceptable to City in a penal sum of $10,000 with good and sufficient surety acceptable to City and conditioned upon Contractor performing his duties and obligations provided for in this agreement. Contractor shall provide for each vehicle used in the work covered by this agreement liability insurance in companies satisfactory to the City in a sum of not less than $300,000 for any one person and the sum of $1,000,000 for any two or more persons who may be injured in any one accident, and the sum of $50,000 for any property damage at any time by 5 P a g e
reason of carelessness or legally recognizable negligence of the driver or operator of each such vehicle used in the work covered by this agreement. Such insurance shall specifically name the City as an insured party under said policies, and said insurance shall be carried in a firm or corporation which has been duly licensed to carry on such business in the State of Missouri. A verified copy of such insurance policy or policies shall be filed with City, together with a certificate of the insurer that the policy or policies are in full force and effect and that same will not be altered, amended or terminated without thirty (30) days written notice having been given to City.. Contractor will also obtain and maintain worker s compensation insurance, employer s liability insurance and automobile liability insurance, evidence of which shall be provided to the City within ten (10) days of the date a contract is entered into between the Contractor and City and prior to construction operations starting. PREVAILING WAGE The Contractor shall comply with, and is bound by, the provisions of Missouri law pertaining to the payment of wages on public works projects contained in ROMs. Sections 290.210 through 290.340. In accordance with Missouri law, the Contractor shall not pay less than the prevailing hourly rate of wages specified by the Missouri Department of Labor and Industrial Relations Division of Labor Standards to all workmen performing work under a contract entered into with the City. SAFETY The Contractor is responsible for all job site safety and shall follow all governmental rules and regulations particularly those of the Occupational Safety and Health Administration (OSHA). CONTRACTOR PREQUALIFICATION The Contractor shall provide a minimum of two (2) project and contact references from area projects to the City and provide experience documentation showing a minimum of three (3) years of contracting experience with its bid. SCOPE OF WORK The schedule of rates, predicated on a starting time of no earlier than 7:00 a.m., shall be as follows during the initial term. Refuse collections shall perform their duties in a quiet, orderly and sanitary manner. In case of spillage during collection, the refuse collector shall pick up the 6 P a g e
spillage and restore the premises to a clean and sanitary condition. The applicable rates for the one-year extension term are included and will go into effect if the City exercises such option. Cost, per dwelling unit collection, including yard waste, recycling, and large bulky items, at curbside. Cost, per dwelling unit collection, including yard waste, recycling, and large bulky items, at curbside. Residential trash container will be provided by the Contractor at no cost to the resident. Recycling bins will be provided by the Contractor at no cost to the resident. LOCATION The City of Byrnes Mill consists of City Hall, Public Works Department, Jefferson County Public Sewer Plant, homes, apartment complexes, and agriculture, (the city park property will be excluded from pickup/proposal). FAILURE OR REFUSE TO PERFORM Contractor shall pay the sum of Two Hundred Dollars (200.00) as liquidated damages to the City for each and every day that the Contractor shall fail or refuse to perform his duties and obligations or comply with the provisions of the contract documents, which said damages shall be deducted from any sums of money that may be due or shall become due to the Contractor under this agreement, and the contractor shall further pay as liquidated damages the sum of ($5.00) for each dwelling unit collection point which, after investigation by City, has been determined by it to have been missed on any collection day, provided however, that Contractor shall not be penalized for a missed collection point if a collection at any such collection point is made with 24 hours of the appointed collection date, and provided further that Contractor shall not be so penalized, as hereinabove provided, if such failure shall be caused by fire, riots, civil commotion or acts of God. In the event that Contractor shall fail or refuse to perform his duties and obligations, or shall become insolvent or shall become the subject of a proceeding in bankruptcy (including any proceeding under Chapter 10 or Chapter 11 of the Bankruptcy Act), or shall become the subject of any proceeding for the appointment of a receiver, or in the event of an assignment by Contractor for the benefit of its creditors, or the taking of its trucks, equipment, vehicles or other facilities used in connection with the performance of the work under any execution against Contractor, in such events, City may at its option upon five (5) days written notice declare the Contractor to be in breach of his agreement and City may terminate the agreement and declare 7 P a g e
same cancelled and terminated and shall, in addition be entitled to recover damages and take such other actions and seek other remedies as may be permitted by law. HOLIDAYS If a holiday occurs, or falls on weekdays on which the employees of the Contractor are not working, then the collection ordinarily made on that day by said Contractor shall be made by said Contractor on the next succeeding day, it being the intent of this agreement that the occurrence of said holiday shall not excuse the said Contractor from making one (1) collection per week from each dwelling unit. Applicable holidays are New Year s Day, Memorial Day, July 4, Labor Day, Thanksgiving Day and Christmas Day. ADVERSE WEATHER The bidder is authorized to treat an event of adverse weather as a Holiday schedule and shall notify the City and residents as soon as practical. An event of adverse weather is a climatic change that creates hazardous road conditions, including but not limited to snow, ice, sleet, heavy rainfall, or high winds. INDEMNITY AND HOLD HARMLESS Contractor shall indemnify, hold harmless and defend the City from any liability claim, damage or cause of action which may be sustained or asserted against said city that is caused or alleged to be caused by a negligent or willful act or omission of the Contractor; provided, however, the Contractor shall not be liable for any claim, damage, or cause of action caused by a negligent or willful act or omission of the City. The parties acknowledge and agree that, except for the Contractor s own negligence, the Contractor shall not be responsible for damage to any private pavement or accompanying sub-surface of any route reasonably necessary to perform the services herein contracted. NON-TRANSFERABLE The contract shall not be assignable or transferable by Contractor, nor shall any services be performed by a subcontractor for Contractor without the written consent of the City. 8 P a g e
COLLECTION OF PAYMENT/CUSTOMER SERVICE Contractor agrees that it shall be solely responsible for collection of payment for the services provided herein from each resident of the City. Contractor further agrees that the City shall have no obligation or liability for payment of any cost or fee incurred in connection with this Agreement and in no way does the City guarantee payment with respect to any amounts owed to Contractor. Service hereunder shall be extended to all new or additional dwelling units immediately upon request for the same unit price as specified in the Schedule of rates mentioned. The number of dwelling units may also be reduced when it is determined by the City that such units are no longer generating solid waste or yard waste. Bidder shall operate and maintain a Customer Service Center. All calls shall be answered during the hours of operation by a Customer Service Representative. DISPOSAL REQUIREMENTS All solid waste and yard waste collected by Contractor shall be disposed of at a processing facility or disposal area in compliance with all requirements of the Missouri Solid Waste Management Act, of 1972 (Sections 260.200 to 260.245, RSMo.), as amended, and officially adopted rules and regulations thereunder. CONTRACTUAL DOCUMENTS The agreement, the performance bond and applicable City Ordinance shall comprise the contract between the awarded bidder and the City. The Contractor shall fully comply with all of the requirements of each such document whether same is contained in the other document or not. 9 P a g e
PRICE QUOTATION FOR RESIDENTIAL SOLID WASTE TRASH AND YARD WASTE COLLECTION 2018 2020 RESIDENTIAL SOLID WASTE, TRASH, RECYCLING AND YARD WASTE COLLECTIONS A. Fee Structure Services to be charged directly to Customer.. No pricing of services by Contractor contained in this contract shall escalate for any reason. 1.) Monthly Base Charge per residential customer for solid waste collection as set forth in the Scope of Work one (1) time per week shall be $ per month. 2.) Monthly Base Charge per residential customer for solid waste collection as set forth in the Scope of Work two (2) times per week shall be $ per month. 3.) Monthly Base Charge per residential customer for curbside recycling collection as set forth in the Scope of Work one (1) time per week shall be $ per month. B. Fees for Additional Services to be Charged Directly to Customer These services shall be ordered directly by the customer. 1.) Fee for special collection of appliances shall be $ per appliance. 2.) Fee for special collection of bulky items (in addition to the once per month collection provided under the Base Charge) shall be $ per item. 3.) Fee for special collection of yard waste (in addition to the once per month collection provided under the Base Charge) shall be $ per bag and/or bundle. (Initials- Authorized Representative:.. _
PRICE QUOTATION FOR OPTIONAL SERVICE TO BE BILLED TO RESIDENT Cost of Services per Residential Dwelling Unit/Per Month 1. Special Pick-Up of Appliances and Banned Landfill Items 2. Special Pick-Up of Large Household Items 3. Rental of an additional Toter for Trash/Service 4. Rental of an additional Toter for Recycling/Service Page 11 of 12
2018 2020 RESIDENTIAL SOLID WASTE, TRASH, RECYCLING AND YARD WASTE COLLECTIONS Name of Bidder: Mailing Address: Telephone Number: Fax Number: E-Mail Address: This proposal quote has been prepared and submitted by: Contractor s Authorized Representative (Print) Contractor s Authorized Representative (Signature) Page 12 of 12