Request for Proposals
Refuse Collection Services
Southampton County Government Facilities
Overview
Southampton County is located in the western tidewater of the Hampton Roads regionof Virginia with an approximate population of 19,000. Current refuse services are provided by the County’s Department of Public Works with solid waste transported to a transfer station operated by the Southeastern Public Service Authority (SPSA), a regional entity. Southampton County is contractually obligated to send 95% of its solid waste to SPSA. This RFP encompasses the 5% of refuse that is not obligated to SPSA and primarily consists of school buildings and other governmental facilities. Service is expected to commence on or before May 17, 2010 subject to review of proposals, negotiations and other logistical matters. Any and all proposals are subject to review and approval by the County Administrator’s office and/or Board of Supervisors. Southampton County hereby reserves the right to reject, modify or accept any or all proposals submitted. Copies of this proposal are available on our website:
Southampton County is an Equal Opportunity Employer.
Timetable
RFP issue date:Monday, April 5, 2010
Proposals due by:Monday, April 19, 2010, 5:00 E.S.T
Review of proposals:April 19-April 23
Negotiations with contractor:April 26-April 30
Contract complete by:May 2010
Service begins:May 17, 2010
Scope of Services
Refuse collection and disposal will consist of the following eleven (11) sites that currently use 30 yard tub style roll off containers. Collection containers of a suitable size shall be supplied by the contractor and containers shall be emptied on a schedule to ensure proper removal of solid waste. Monthly averages of all 11 sites combined equals approximately 46 tons. Contractor shall be responsible for collection, transport and disposal of all solid waste from these sites. Contractor may utilize any state approved facility for acceptance of solid waste or may utilize the SPSA transfer station located at 30521 General Thomas Highway, Franklin, VA.All Local, State and Federal laws pertaining to the collection and disposal of solid waste shall apply. Contractor’s employees are required to pass background checks before entering school properties or correctional facilities.
Site Location Current Disposal Schedule
Southampton H.S. 23350 Southampton Pkwy., Courtland, VA2 times each week
Southampton M.S.23450 Southampton Pkwy., Courtland, VA 2 times each week
Capron E.S.18414 Southampton Pkwy., Capron, VA 1 time each week
Nottoway E.S.13093 Nottoway Rd., Sedley, VA1 time each week
Meherrin E.S.28600 Grays Shop Rd., Newsoms, VA1 time each week
Riverdale E.S.31023 Camp Pkwy., Courtland, VA2 times each week
Hunterdale School23190 Sedley Rd., Franklin, VA1 time each week
Courtland School22015 Aurora St., Courtland, VA 1 time each week
School Board Offices 21296 Plank Rd., Courtland, VA1 time each week
Administration Center26022 Administration Center Dr., Courtland, VA1 time each week
Camp 20 Correctional 19453 Camp Twenty Dr., Capron, VA1 time each week
Note: All of these sites use 30 yard, tub style roll off containers. Contractor supplied containers of a different size may require greater frequency of disposal.
Length of Service Contract
The contract period for solid waste collection and disposal services, as described in this request for proposals, shall be for an initial period of three (3) years. A renewal period of two (2) years shall be considered upon completion of the initial contract award.
There shall be a 90 day probation period starting from time of award. During this period the contract may be cancelled at any time for any reason. Verbal and written notifications with cause for cancellation shall be provided to the contract provider.
Actual contracts shall be subject to review and approval by the Board of Supervisors of Southampton County, Virginia and/or it’s designated agent. Southampton County hereby reserves the right to reject or accept any or all proposals submitted.
Certifications
Contractor agrees to furnish all materials, supplies, and equipment necessary to fulfill the services described. Said materials and equipment shall be supplied at the Contractor’s own expense with no additional costs to Southampton County.
Contractor warrants and certifies that Contractor and all other persons designated to provide said services subject to this proposal have the requisite training, licenses and/or certifications necessary to perform the services. Contractor employees must pass background check in accordance with state and local laws for persons entering public school properties and correctional facilities.
Contractor agrees it will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. The contractor, in all solicitations or advertisements for employment will state that such contractor is an equal-opportunity employer. Notices, advertisement and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purposes of this section.
The contractor shall maintain adequate liability insurance, which shall protect and save harmless Southampton County, Virginia, and its officials, employees and agents from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure of properly safeguard same, and from all claims arising under worker’s compensation laws. The contractor shall furnish proof of insurance, naming Southampton County, Virginia as an additional insured, prior to commencement of services.
The Commonwealth of Virginia requires contractors to obtain and maintain worker’s compensation insurance while performing work on the behalf of Virginia localities. Contractors shall have ten (10) days from notice of intent to award services to provide insurance documentation. Failure to provide the Certificate and forms may result in disqualification. Insurance requirements include:
1. Worker’s Compensation: Statutory
Employer’s Liability$500,000 aggregate, $100,000 each employee/accident
2. Comprehensive General Liability$1,000,000
Each Occurrence$1,000,000
3. Property Damage Liability$1,000,000 each occurrence
4. Automobile Insurance$1,000,000 combined single limit
Proposal Response Format
Interested vendors are to make written proposals, which present qualifications and understanding of the services to be provided. Contractors are asked to address each item with specific reference to their qualifications. Proposals should be thorough and detailed so the county may properly evaluate the contractors capabilities in providing these services.
Proposals to include:
1 RFP Submittal Form Cover Page
2. Introduction: Cover letter on company letterhead, signed by the person with corporate authority to respond to and offer such services.
3. Response to Scope of Services: Narrative explaining types of containers to be utilized, frequency of collections, Proposed costs for all 11 sites collectively, stated in monthly and yearly terms, Proposed facility where solid waste will be transported to, Any proposed alternatives that will meet the desired service levels.
4. Company Profile: List of staff, certifications, and ability to render services on the scale described. Include a statement attesting to background checks for contractor’s staff.
5. References: List of at least three (3) references attesting to the ability of the contractor to provide the services described, including any other jurisdictions of which contractor has provided said services.
Evaluation Criteria
Selection shall be made on the basis of the proposal deemed most advantageous to Southampton County based on the evaluation of the proposal requirements.
1. Special experience, technical capabilities, professional competence and qualifications.
2. Demonstrated understanding of services to be provided and knowledge of service territory.
3. Completeness and reasonableness of contractor’s plan for accomplishing tasks.
4. References.
5. Cost of services.
Proposal Submittal Form Cover Page
REQUEST FOR PROPOSALS
SOLID WASTE SERVICES
SOUTHAMPTON COUNTY GOVERNMENT FACILITIES
Issue Date: April 5, 2010
Due Date:April 19, 2010: 5:00 p.m. (EST)
Submit Two (2) Copies of the Sealed Proposals Via Mail To:
Southampton County
P.O. Box 400
Courtland, VA23837
Attn: RFP-Solid Waste Services
In person or via courier:
Southampton County
26022 Administration Center Drive, Suite 121A
Courtland, VA23837
Email proposals to:
Request confirmation that proposal has been received.
All questions should be directed to:
James A. Randolph, Assistant CountyAdministrator
Southampton County, Virginia
757-653-3015
This section to be completed by contractor submitting proposal.
Name and Address of Firm:
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Date: ______
Name and title of person submitting proposal: ______
Contact phone number: ______
Contact e-mail address: ______
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