CLEVELAND TOWN
REQUEST FOR PROPOSAL
WASTE COLLECTION
RFP 3/2016
DUE DATE:
APRIL 14, 2016 5:00 P.M.
12/27/2018
TABLE OF CONTENTS
I. GENERALPage
A. Intent of Request for Proposal3
B. Background3
C. Eligibility Requirements3
D. Other Requirements4
E. Written Agreement5
F. Contract Period5
G. Termination Rights5
H. Evaluation Criteria5
I. Cleveland Town Contracts6
J. Right of Rejection 6
K. Addenda to RFP6
L. Firm Proposal6
II. PROPOSED SERVICES7-8
III. PROPOSAL RESPONSE FORMS9
Schedule A.Certification of Proposal10
Schedule B.Company History11
Schedule C.Experiences/References12
Schedule D.RFP Cost/Fees13
IV. EXHIBITS
Exhibit ALocations of Containers14
CLEVELAND TOWN
REQUEST FOR PROPOSAL
WASTE COLLECTION
RFP NO. 42006
I. GENERAL
A. Intent of Request for Proposal
The purpose of this request for proposal is to solicit competitive sealed proposals from qualified providers for the purpose of providing waste collection in Cleveland Town.
- Background
The population is estimated to be 520 with approximately 177 and 38 extra garbage cans at the present time.
- Eligibility Requirements
In order to be eligible to respond to the RFP, the Proposer must meet all of the following qualifications:
1. Licensed. The proposing firm must be properly licensed to conduct business in the State of Utah and in the City of Cleveland.
2. Non-Discrimination. Cleveland is an equal opportunity employer. The Proposer must comply, at all times during the bidding and contracting period, with all applicable Federal, State, County and City anti-discrimination laws, ordinances, rules and regulations. Any violations of this provision shall be considered a violation of a material provision of the audit contract and shall be grounds for cancellation, termination, or suspension.
- Insurance. Worker’s Compensation and Employer’s Liability Insurance.
The contract shall comply with the provisions of the Worker’s Compensation Act, and all other legislation, federal and state, applicable to the work described
herein, and the contractor agrees to make all payments, returns and reports required by these acts.
D. Other Requirements
1. Conform to Response Form Guidelines. All proposed information must
be submitted with the Proposal Response forms found in Section III.
2. Proposals Submitted on a Timely Basis. All proposals must be submitted
to Cleveland Town Office.
Cleveland Town
PO Box 235
130 W. Main
Cleveland, Utah 84518
It is anticipated that the following schedule will be followed:
__03/15/2016______RFP advertised
Date
__4/14/2016______Proposal due. Sealed proposals to be
Datesubmitted to the Cleveland Town office
by 5:00p.m.
An official of the firm authorized to bind
the firm must sign proposals. Proposed terms must apply for sixty (60) days from the due date.
_4/14/2016______Evaluation and Approval by City Council.
Date
Any proposal received after that will be deemed non-responsive and will not be
considered for evaluation. Faxed copies will not be accepted.
Cleveland Town will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the proposals to Cleveland by the deadline identified above.
3. Single Proposal. In the event a single proposal is received, the city, at its option, will conduct a price and/or cost analysis of the proposal and negotiate the award, or reject the proposal and re-advertise.
4. Receipt of Proposals. Proposals shall be opened during the designated public meeting for the purpose of granting contracts for specified services. A register of proposals shall be prepared containing the name of each Proposer and a description sufficient to identify the item offered. The register shall be open for public inspection.
E. Written Agreement
The Request for Proposal together with the Proposers response to the proposal shall constitute the basis of the contract. The highest ranked proposal will be recommended for subsequent negotiation of a final contract. Should these negotiations fail to result in a mutually agreeable contract, then negotiations will cease, and the second highest ranked firm will be invited to negotiate a contract, and so on, until a mutually agreeable contract is reached.
F. Contract Period
If the selected firm performs satisfactorily for the first year, the contract may be extended for four (4) additional years, subject to an annual evaluation. Each year, on the renewal date of this contract, the Proposer may negotiate an increase in fees. However, under no circumstances may that increase exceed 5% per year. This contract will begin on _ __June 1, 2016______.
G. Termination Rights
The City retains the right to cancel without cause at any time upon ninety (90) days prior written notice.
H. Evaluation Criteria
The following criteria and weighing will be used to evaluate the proposal:
1.10 Points – Responsiveness – The completeness and conformity of the proposal response to the RFP requirements.
10 Points – Experience/Reference – The qualifications and work experience of the Proposer and of key personnel assigned to work with the city.
40 Points – Cost – All costs associated with the services provided
40 Points – Local Bidder – The term Local Bidder is defined by Cleveland Town Ordinance 249. (f) Local Bidder” – is a firm or individual who regularly maintains a place of business and transacts business in, or maintains an inventory of merchandise for sale in, or is licensed by, or pays business taxes in Carbon or Emery County.
5 Points – The ability to work most effectively with the City.
2. Proposal Evaluation – Each proposal will be evaluated in each of the five major categories listed above. The proposal receiving the highest overall score shall be considered by the City Council for contract award. A proposal will be declared non-responsive if it fails to demonstrate in any of the areas listed above, a standard which Cleveland believes necessary to accomplish the goal in the procurement of the services proposed in this RFP.
3. Disqualification of Proposers – Proposers may be disqualified for any of the following reasons:
a. Reason to believe collusion exists among the Proposers;
b. The Proposer is involved in any litigation against Cleveland;
c. The Proposer is in arrears on any existing contract or has failed to perform on a previous contract with Cleveland;
d. Lack of financial stability
e. Failure to use the approved forms in Section III.
I. Cleveland Town Contacts
All inquiries relative to the Request for Proposal must be directed to:
Cleveland Town
PO Box 325
35 S 100 W
Cleveland, Utah 84518
No other city official should be contacted concerning the RFP during the selection process.
J. Right of Rejection
Award shall be made to the responsible offeror whose proposal is determined in writing by the City Council to be the most advantageous to the City, taking into consideration price and other evaluation criteria set forth in this RFP. The RFP may be cancelled at any time and any proposal may be rejected in whole or in part in the best interest of the City. Notice of cancellation shall be sent to all offerors that have responded to the RFP. Reasons for rejection shall be provided upon receiving a request from an unsuccessful offeror.
K. Addenda to RFP
If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all Proposers of record who received the original RFP.
L. Firm Proposal
Proposals must be signed by an authorized official of the proposing firm binding the firm and their proposal for a period of sixty (60) days from the due date.
II. Proposed Services
- The Proposer shall provide the following services: automated curbside garbage collection shall occur at the premises of Residential Accounts held by the City and served by the Contractor one (1) time per week with a minimum of six (6) full days between each collection. Approved garbage containers shall be placed at curbside by 6:30 a.m. on the designated collection day. Containers shall be provided to all Residential Accounts by the Proposer. Any container which is lost or stolen shall be replaced by the Proposer. Further, the Proposer shall provide the City a copy of maps and schedules indicating the routes and times used in the collection of waste from all residential customers. The City has the right to reject and request modification of routes. Residential Accounts as they currently exist are listed in Exhibit A.
B.The city agrees to pay Proposer for the collection and hauling of waste on a monthly basis. It is understood and agreed that the City may increase the charges to Residential Accounts in whatever amount is deemed necessary by the City to cover the costs of billing and collection services, disposal fees, and other associated garbage collection and disposal costs. Compensation paid to the Proposer shall be an amount equal to the compensation as proposed in the Proposal.
C.Proposer will supply city with 20 cans at all times in case of damage or replacement and will be stored on city property.
D.Non-Collection: When the City is notified by an owner or occupant that refuse has not been removed from a subject premises on the scheduled collection day and where no notice of non-collection or a route change in collection schedule has been received from the Proposer, the City shall investigate. If the investigation discloses that the Contractor has failed to collect refuse from the subject premises without cause as supported by notice as described herein, the Contractor will collect the same within twenty-four (24) hours after a “Request to Collection” is issued by the City. In all disputes between the owner or occupant, the City shall make the final decision reconciling differences and the Contractor shall abide by the decision. Should the Contractor fail to honor a “Request to Collect” the Contractor will be subject to such application penalty as described herein. It is expressly understood that these rules apply to any other type of regularly scheduled service collections offered to the customer.
E.The Proposer agrees to carry insurance against property damage and personal injury caused by its employees or agents during the term of this contract with limits of not less than $100,000.00 for injury of one person and not less than $300,000 limit for any one accident, and property damage insurance of not less than $50,000. The Vendor agrees to furnish the City with a certificate(s) verifying such insurance.
The Proposer will indemnify and hold harmless Cleveland Town officers, officials and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorney’s fees arising out of a willful or negligent act or omission of the Proposer. The City will not be responsible for the negligence of the Contractor or any of its agents, employees, or customers.
F.Complaints: At a minimum, customer complaint procedure shall provide that the customer complaint shall be addressed within twenty-four(24) hours of receipt of such complaint and shall be promptly resolved. The Proposer shall be responsible for maintaining a log of complaints, and provide the City, on a monthly basis, with copies of all complaints indicating the date and hour of the complaint, nature of the complaint, and the manner and timing of its resolution.
G.Disposal. The Contractor shall deliver solid waste collected in accordance with this RFP to the Emery County Landfill. All laws and regulations governing disposal practice at the Disposal Site shall be strictly observed by the Proposer.
- The Contractor, its officers, agents, employees, contractors and subcontractors shall abide by and comply with all federal, state, and local laws. It is agreed and understood that, if the City calls attention of the Contractor to any such violations on the part of the Contractor, its officers, agents, employees, contractors and subcontractors, then the Contractor shall immediately cease from and correct such violation.
- The Proposer shall, at its own cost and expense, furnish well trained personnel and appropriate, well-maintained equipment of the highest quality to efficiently and economically provide the services included in this RFP; providing all necessary supervision of such services and to complete said work in accordance with or above the level of performance as set forth in this Agreement.
III. PROPOSAL RESPONSE FORMS
A Proposer must use the following schedules, or copies thereof, in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal document.
Schedule A. Certification of Proposal
Schedule B.Company History
Schedule C.References
Schedule D.Cost
The completed schedules and all other information available to the City shall be rated against the evaluation criteria on page 4 of this Request For Proposal.
Schedule A
CERTIFICATION OF PROPOSAL
We have read the Cleveland Town Request for Proposal and fully understand its intent. We certify that we have adequate personnel and resources to fulfill the proposal requirements. We further understand that our ability to meet the criteria and provide the required services shall be judged solely by Cleveland Town.
We further certify that since the receipt of the RFP, no contact, discussion, or negotiation has been made nor will be made regarding this Waste Collection Proposal with any City official other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal.
We further certify that we are properly licensed to conduct business in the State of Utah and Cleveland Town.
We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document.
Submitted by:
______
Collection Firm Name
______
Authorized Signature
______
Name and Title
______
Telephone
______
Date
Schedule B
COMPANY HISTORY
Please complete the following information:
Name of business: ______
Location of business:______
Years in business:______
Business License number______
(attach copy of business licenses)
Name of Insurance Carrier:______
(attach proof of insurance)
What other areas do you as the Proposer operate and do business in?
Additional information you would like us to know about your company:
Schedule C
EXPERIENCE/REFERENCES
List the names of customers, location, contact, phone number, and years of service.
(Additional sheets may be used if necessary.)
1.______
2.______
3.______
Schedule D
CLEVELAND TOWN
WASTE COLLECTION SERVICES
Cost per individual container at a residence $______
Cost of an extra can at a residence $______
Dumped weekly
Cost per dumpster for the city $______(See Exhibit A)
Spring clean-up, scheduled for April 1-30, dumpster located at various locations throughout the city for citizens to dump their extra garbage.
Total cost $______
Exhibit A
LOCATION OF CONTAINERS
- List of individual containers (attached)
- Provide 5 dumpsters/individual containers
(1)City Cemetery (dumpster)
(2)City Fire Station (dumpster)
(3)City Park (2 individual containers)
(4)Town Hall (2 individual containers)
(5)Lower Ball field (1 Individual container)
(6)15-20 extra individual cans and 1 dumpster
during the week of Cleveland Days
- Spring clean-up (April 1-30) provide 1 roll off dumpster and dump it four times.
12/27/2018