Post1 Mr. DavidE Brown Post2 Ms. Christina Brown Post3 Dr.Fredria Carter-Sterling Past4 Mr.S ScottCourter Post5 Mr. JonathanJ Jackson Post6 Mr.J Jamesl Lawson  Mayor Ms. Debbie Martin City Manager/Clerk Ms. Jennifer Kidd-Harrison  YOE HOSCHTON  Memorandum To: Mayor and Council From: Jennifer Harrison Date: September 13, 2024  Re: Residential Solid Waste and recycling Collection Services RFP Recommendation  Ac committee formed by the City Manager reviewed at total of three qualified proposals that were. submitted for consideration on the Residential Solid' Waste and Recycling Collection  Services Request for Proposals (RFP 2024-03).  The proposals were evaluated on ten criteria that were outlined in the Section 1.7 of the RFP,  "Exhibit A".  The proposals were reviewed by the committee and the ranking of those proposals is included as "Exhibit B". It is the recommendation of the committee that the City Council proceed with  contract negotiations with the firm ranked #1.  Please let me know how the Council wishes to proceed on this matter.  Hoschton City Hall 61 City Square, Hoschton, Georgia 30548 (706)654-3034 www.ctyosmon.com    Exhibit A"  REQUEST FOR PROPOSALS  No. RFP-2024-03  I    CITYOH  HOSCHTON  RESIDENTIAL SOLID WASTE AND RECYCLING COLLECTION SERVICES  REQUEST FOR PROPOSALS  AUGUST 1, 2024    TABLE OF CONTENTS  1.0 INTRODUCTION AND OVERVIEW  1.1 Purpose 1.2 Background 1.3 Inquires 1.4 Method of Source Selection 1.5 Term of Contract  1.6 Schedule and Submission for RFP-2024-03 1.7 Submittal Outline Requirements (Minimum Criteria) 1.8 Required Limits of Insurance 1.9 Operating Plan 1.10 Required Equipment and Personnel 1.11 Use of Subcontractors 1.12 Licenses 1.13 Performance Bond 1.15 No Lobbying 2.0 SCOPE OF SERVICES  1.14 Oral Presentations and Negotiations  2.1 Service Requirements and General Description  2.2 Communities with Alleys 2.3 Elderly and Disabled 2.5 Holidays  2.4 Community Events, Educational or Promotional Programs 2.6 Missed Collections and Complaint Handling 2.8 Newly Developed and Annexed Areas  2.7 Payment to Contractor  3.0 GENERAL PROVISIONS  4.0 CHANGES IN CONTRACT OR FEES  5.0 BID FORM   No. RFP-2024-03    City of Hoschton Residential Solid Waste and Recycling Collection Services Request for Proposal  1.0. INTRODUCTION AND OVERVIEW  1.1. Purpose  This Request for Proposal (RFP) is issued by the City of Hoschton, hereafter The purpose of this RFP is to select a contractor to provide the City with comprenensive curbside collection services for residential household garbage, bulk waste, certified Freon-free white goods, yard trimmings and recyclable The RFP is issued by the City to provide service providers with information, guidelines and rules by which to prepare and submit their proposal to perform the services outlined herein. The successful contractor will enter into a Solid Waste Collection Services Contract, hereafter referred to as the "Contract," to Any written proposal, other submissions, correspondence and records pursuant tot the RFP will be opened in public and available for public viewing in compliance  referred to as "the City."  materials in the incorporated areas of the City.  provide residential solid waste collection services.  with Georgia open records law.  1.2. Background  The City currently operates its solid waste collection services through a contractor that collects residential garbage, recycling and yard waste. The City has a residential customer base of approximately 2,500 single-family homes and multi-family homes for once-per-week, garbage and yard waste collection service. Of the City's total customer base, approximately 50 or less qualify for the City's senior citizen discount. The City has several residential developments currently underway or coming on soon within the City limits which could bring up to 250 additional single-family homes per year for the next several years. There are no commercial establishments requiring regular dumpster services at this time.  1.3. Inquiries  Questions related to this RFP or regarding the process for submittal should be directed to: Jen Williams, Assistant City Clerk, Hoschton City Hall, 61 City Square, Hoschton, GA 30548, willams@cityofnoschton.com, (706)654-3034.   No. RFP-2024-03    1.4. Method of Source Selection for this procurement.  The City is using the Competitive Sealed Proposals method of source selection The City will first examine proposals to eliminate those that are incomplete or non-responsive to the stated requirements. Therefore, offerors should exercise An award, if made, will be made to the responsible offeror whose proposal is most advantageous to the City, taking into consideration the factors set forth in this RFP. The City may, as deemed necessary, conduct discussions with responsible offerors that have been determined to be reasonably suspected of being selected for award for the purpose of clarification to assure full understanding of and responsiveness to solicitation requirements. Only proposals deemed complete by the City, that meet the requirements of the RFP, will be considered. A review team consisting of City Staff and potential other municipal employees, selected by the City Manager, will evaluate all qualified proposals and make their selection recommendation to the City Council. Mayor Receipt of a proposal by the City or a submission of a proposal to the City offers no rights upon the offeror nor obligates the City in any manner. The City reserves the right to accept or reject, in whole or in part, any or all proposals submitted. The City reserves the right to request clarifications or corrections to proposals  care in reviewing the proposal format required for this RFP.  and Council will make the final selection.  submitted. 1.5. Term of Contract  The term of the Contract is for up to three (3) years with an option to renew the Contract for one (1) year terms by mutual consent, unless either party provides a minimum ninety (90) day notice of non-renewal prior to the end of term. The successful contractor will be allowed to begin services only after successfully  negotiating Contract terms agreeable to both parties. 1.6. Schedule and Submission for RFP-2024-03  All proposals must be sealed and clearly marked, "Proposal for Solid Waste Collection Services," and the list RFP-2024-03 on the outside of the envelope or The proposal must be delivered to Hoschton City Hall, 61 City Square, Hoschton, GA 30548, Attn: Jen Williams no later than 1:30 p.m. on Thursday, September  package.  : No. RFP-2024-03    5, 2024. Proposal responses received later than this date and time will be rejected. The City is not responsible for any late deliveries of proposals of which are addressed incorrectly, delivered by mail or by any other method. Offerors must submit one (1) designated original, and four (4) numbered exact copies of the proposal for a total of five (5) copies, in the format as outlined in Section 1.7. Proposals will be opened publicly in a manner to avoid public disclosure of contents, however, only the names and proposed rates of Offerors The City reserves the right to accept or reject any or all proposals or parts thereof, and an award, if made, will be made in the best interest of the City and its  may be read aloud.  customers. Schedule: Advertise RFP Last date for inquiries/questions Bid opening Projected award date Projected contract execution Projected contract start date  August 1, 2024 September 3, 2024 September 5, 2024, 2:00 p.m. September 17, 2024 September 30, 2024 January 1, 2025  The Notice to Proceed (NTP) shall be issued within thirty (30) days of the execution of the Contract by the City. If the NTP has not been issued within the 30-day period or within a mutually agreed upon time period, the successful offeror may terminate the Contract without any further liability on the part ofe either  party.  1.7. Submittal Outline Requirements (Minimum Criteria)  The information required must be submitted under separate pages with headings for stated requirements and the proposer's authorized representative must This information must be submitted in full by all Bidders as outlined in the  initialize each page.  proposal to be considered.  A. Describe your customer service program in detail.  B. Describe the specific Operating Plan, including staffing, truck fleet and type ofo carts/bins that will be utilized. Demonstrate the proposer's ability to provide backup equipment and vehicles beyond those assigned to the proposed contract, and within reasonable proximity to the City of Hoschton.   No. RFP-2024-03    C. Describe your experience and qualifications. This should include at least a minimum five (5) years of pertinent contract experience with municipalities D. Provide resumes of key employees; list a central point of contact person(s) to ensure coordination of each service as well as individuals that have the necessary expertise to troubleshoot the provided solution. Any subcontractors and all pertinent company licenses should be included in this E. List the designated disposal site available to your company and its expected closure date. Describe any Notice of Violations that have been issued to this F. Provide positive references from at least three (3) units of government similar ins size and scope to the City of Hoschton which have contracted with the proposer for solid waste collection and disposal. Include the contact name, G.L List all similar contracts or agreements for which the government has H. Demonstrate the proposer's ability to financially manage the startup and growth of the services being proposed. Include proof of insurance detailing the required limits of insurance coverage as described in 1.8. Demonstrate the proposer's standing with regard to its ability to obtain J. Provide a separate fee for solid waste and recycling per each residence  with at least 1,000 residences.  section.  disposal site within the last five (5) years.  position, phone number and email address. cancelled the contract or agreement for any reason.  performance bonds from a registered surety. served on the Bid Sheet form provided in the RFP.  1.8. Required Limits of Insurance  The successful contractor will be required to provide a Certificate of Liability A. Workers' compensation: Must exceed statutory limits in compliance with B. Commercial General Liability: Coverage shall provide minimum limits of liability coverage of $1,000,000 per occurrence combined single limit for bodily injury and property damage, a general aggregate of $2,000,000 and C.A Automobile Liability: Bodily injury/property damage coverage shall provide a D. Excess Umbrella: Coverage must be provided with limits of at least  Insurance naming the City of Hoschton as Additional Insured. Workers' Compensation Laws of the State of Georgia.  product liability of $1,000,000. minimum $1,000,000 per accident. $1,000,000 each occurrence.  : No. RFP-2024-03    1.9. Operating Plan  A. The contractor must maintain and submit fori the City's approval, an operating plan that adequately describes how the contractor shall maintain the services provided for ini this RFP; specifically, a contingency plan which describes how the contractor shall respond to and correct routine and major service issues. The plan, at a minimum, shall include remedial action provisions with respect tos spill prevention and control, equipment failure and human error. B. The contractor must describe howi it will handle citizen complaints and missed C. The City has experienced damages to its roads, curbs and other structures from garbage trucks. The contractor must provide a plan to promptly repair damage or injury to City property, roads, rights-of-way, bridges, curbs or other structures caused by or arising out of the contractor's provision of services except normal wear and tear. Such repair should restore the City's property as listed above to a condition at least equal to that which existed immediately D. Additionally, the contractor must maintain and provide evidence to the City of ongoing employee safety training and practices. The plan, at a minimum, shall include provisions for the proper training in identifying and handling of unacceptable hazardous waste and worker safety practices which prevent damage to human health, the environment and private property. E. Preference will be given to contractors maintaining a drug-free workplace. Contractor should include a statement of compliance or written plan for  services.  prior to the damage.  participating in such program.  1.10. Required Equipment and Personnel  The contractor shall have and maintain adequate inventory of equipment and vehicles necessary to provide the services listed in this RFP. The contractor shall include a list of equipment and vehicles to be used in their Operating Plan. The contractor shall have and maintain adequate staffing to perform the services listed in this RFP. The contractor shall include a list of key personnel by position  in their Operating Plan. 1.11. Use of Subcontractors  Ifone or more subcontractors are to be used, the subcontractor must be clearly identified and noted in the proposal when it is submitted. The City must approve any change in the use of subcontractors in advance, and in writing. No such approval will be construed as making the City a party to such subcontract, or subjecting the City to liability of any kind to any subcontractor. No subcontractor will under any circumstances relieve the contractor of its liability and obligation  : No. RFP-2024-03    under any resulting contract. Subcontractor is subject to the same contractual conditions as is the contractor including all federal, state and local laws, rules  and regulations. 1.12. Licenses  The successful contractor shall be duly licensed by the state, regional and local authorities which have jurisdiction over any aspect of the scope of work contemplated in this RFP, and the contractor shall be required to determine if Penalties, damage claims and/or fines imposed by the City or the contractor for failure of the contractor to obtain and keep current any required licenses or permits, or to comply with any law, ordinance, rule or regulation applicable to the contractor's performance of the Contract shall be borne by the contractor.  any special licenses or permits may be required.  1.13. Performance Bond  Ifa awarded, the contractor shall furnish a corporate surety bond as security for the performance oft the Contract. Said surety bond shall bei int the amount of 100% of the annual revenue of the Contract. A certificate from the surety showing the bond premiums are paid in-full shall accompany the bond, and the surety bond shall be a duly authorized corporate surety company approved to do business in  the State of Georgia.  1.14. Oral Presentations and Negotiations  Following the evaluations of proposals, the City may request the top-ranking companies to make an oral presentation andlor be interviewed. Following any presentations, the finalists shall be reevaluated. Should it become necessary, the City shall negotiate with the offeror whose proposal is determined to be most advantageous to the City. If negotiations with the highest ranking offeror/service provider fail, the City may negotiate with the next highest ranking offeror/service provider, and sO on, until an agreement is reached. The City reserves the right to reject all offers and end the process without  executing a Contract. 1.15. No Lobbying  To ensure fair consideration for all prospective bidders throughout the duration of the formal solicitation process, the City prohibits communication, whether direct or indirect, regarding the subject matter of the bid or specifications by any means whatsoever, whether oral or in writing, with any elected official until the  H No. RFP-2024-03    Mayor and Council make the award. Communications initiated by the offeror may  be grounds for disqualification.  2.0. SCOPE OF SERVICES  2.1. Service Requirements and General Description  At a minimum, the contractor must achieve and maintain the performance outcomes listed below and remain 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. The items included herein should be utilized in preparation of RFPS however are not all inclusive and the City may add, delete or revise requirements during the A. Services: Services to be provided include comprehensive curbside collection services for residential household garbage, bulk waste, certified Freon-free white goods, yard trimmings and recyclable materials in the incorporated B. Contractor is responsible for all supervision, materials, equipment, labor and all other items necessary to complete said work and services in accordance with the terms of this Contract. The contractor shall maintain adequate equipment and staffing to perform the services listed in this RFP and should include a list of equipment and vehicles and key personnel by position in their C.F Residential Service Requirement: The requirement for waste collection is one (1) time per week at curbside via one (1) 95 or 96 gallon roll cart and one (1) 95 or 96 gallon roll cart for recycling provided by the contractor. The color of the cart and lids will be negotiated during the contract process. Contractors are required to provide a per roll-cart fee for collection once a weekday on a day that will occur Monday through Wednesday on the bid sheet included in the RFP and as outlined in this proposal. The designated pick-up day will be negotiated during the contract process. Contractor shall not be responsible for materials not placed in the cart of recycling bin or not placed in the proper location at curbside. The City reserves the right to amend the placement of carts and containers allowing for safe and efficient service by the contractor. D. Commercial Service Requirement: Currently, all private commercial dumpster services in the City are independently contracted. The award of a contract in response to this RFP in no way affects any existing commercial  final Contract negotiations.  areas of the City.  operating plan.  service within the City limits.   No: RFP-2024-03    E. Collections: The contractor will collect all properly prepared garbage, recyclables and prescheduled bulk waste from each residence on the designated collection day. Yard trimmings collection service and bulk waste F. 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 ina areas where they become obstructions to pedestrians or traffic flow. G. Hours of Operation: The contractor will make collections with minimum noise and disturbance to households between the collection hours of 7:00 a.m. and H. Work Quality: The work willl be doneinasanitary manner, and the contractor's employees will pick up any trash, recyclables or yard trimmings spilled by the contractor immediately. Areas where glass has been broken or dropped will bes swept clean and glass deposited in the truck. All solid waste hauled by the contractor shall be SO contained, tied, covered or enclosed such that leaking, spilling or blowing is prevented. Any leaking fluids from the trucks of the contractor must be cleaned up within twenty-four (24) hours, and notification must be send to the City staff member in charge of the Contract. Routes: The contractor shall establish collection routes, and shall submit a map designating the collection routes with days of pickup to the City for its approval. The contractor, from time to time, may propose to the City for approval of changes in routes or days of collection, which approval shall not be unreasonably withheld. Upon City approval, the contractor shall promptly J. Complaints: All complaints shall be made directly to the contractor, and shall be given prompt and courteous attention. In the case of alleged missed scheduled collections, the contractor shall investigate, and if such allegations are verified, shall arrange for the collection of the refuse not collected within K. Disposal: All solid waste shall be disposed ofi in a designated, fully-permitted, Subtitle DI Municipal Solid Waste Landfill. The contractor shall be responsible for any additional disposal cost associated with the processing of yard waste L. Storm Debris: The collection of additional volumes of yard/waste debris generated by severe weather such as hurricanes, tornados, ice storms, etc. is not included in the rates set forth in this RFP. In the event the City is impacted by such weather, the contractor shall be entitled to additional compensation for the collection and disposal of such waste and shall be  should be offered.  6:00 p.m.  give written or published notice to affected customers.  twenty-four (24) hours after the complaint is received.  and recycling.  negotiated at that time.  H No: RFP-2024-03    2.2. Communities with Alleys  Two communities in the City, The Villages and Brook Glen, have alleys and must be served with smaller vehicles. Responses must specify thet truck size proposed  for use in the communities with alleys.  2.3. Elderly and Disabled  The contractor shall provide side door pickup to elderly or disabled residents as designated by the City who are physically unable to place containers curbside on pickup day. Side door pickup service shall be no additional charge for those residents not physically able to take carts to curbside, provided however, that such exemptions will only be granted if there is no other occupant of the residence capable of placing the cart at curbside, and a signed affidavit certifying the physical disability is received. In no event will side door pickup be provided at a distance of greater than one-hundred and fifty (150) feet from the public  roadway.  2.4. Community Events, and Educational or Promotional Programs  The contractor shall provide a customer information brochure to each household describing the services they are providing at the beginning of the Contract, and The contractor, as part of its proposal, shall describe the outreach, events, educational and promotional programs for recycling, solid waste collection and clean-up days that will be provided to the City to use at their discretion; at the contractor's expense, and under what terms and conditions; to include the  to new City subscribers prior to the initiation of service.  number of dumpsters that will be provided per year.  2.5. Holidays  The following shall be holidays for the purpose of this Contract:  New Year's Day MLK Day Memorial Day Independence Day  Labor Day Veterans Day Thanksgiving Day Christmas Day  Contractor may decide to observe any or all of the above listed holidays by suspension of service on the holiday, but such decision does not relieve the contractor of its obligation to provide collection service at least once per week, Monday through Thursday, regardless of a holiday week. The contractor must advertise to all customers of schedule changes at least seven (7) days before   No: RFP-2024-03    the observed holiday. The contractor will not be allowed Sunday collection during  a holiday week.  2.6. Missed Collections and Complaint Handling  The City will direct all calls regarding complaints and/or questions to the contractor and shall be given prompt and courteous attention. The contractor will submit to the City on a monthly basis a report detailing citizen concerns and  missed collections, either solid waste or recycling.  2.7. Payment to Contractor  The City will pay the contractor monthly based on the timely invoice with details regarding each residence. Such billing and payment shall be based on the number of residential premises with support documentation in the incorporated areas of the City and the price rates and schedules originated in this RFP and determined by the contract with the contractor. Furthermore, a tonnage report Elective services, such as yard trimmings services or large bulky items will be  will be required each month by the contractor.  invoiced directly to the subscribing customer by the contractor.  2.8. Newly Developed and Annexed Areas  The contractor will, within five (5) days of notification to the City, provide collection services of the same frequency and quality otherwise required of this contractor to any newly developed and annexed areas within the City. As new residential units are constructed and occupied, the contractor shall, after proper notification by the City, provide all services as required by the Contract on the next scheduled day of collection following notification. The contractor shall be responsible for notifying the City of all collection locations being serviced which  do not appear on the billing register.  3.0. General Provisions  A. The issuance of this RFP constitutes only an invitation to present service parameters, and to define costs associated with the services required by this RFP. The City reserves the right to determine, at its sole discretion, whether any aspect of the proposal submitted by each offeror meets the criteria set forth herein. The City reserves the right to reject any and all submittals without cause, and reserves the right to reject any and all proposals if the contractor cannot perform all of the services requested. The City reserves the right to modify the scope of the RFP, and in the event the City withdraws the RFP, or the City does not proceed for any reason, the City shall have no liability to  : No. RFP-2024-03  Page 12    contractors for any costs or expenses incurred in connection with the preparation and submission of the RFP or other related activities. B. The respondent shall not assign, transfer, convey or otherwise hypothecate any interest, right, duties or obligations he or she may have under the Contract. The City may, at its discretion, terminate any Contract immediately C.A Any proposal may be withdrawn until the date and time set forth for opening proposals. Any proposal not sO withdrawn shall, upon opening, constitute an irrevocable offer for a period of ninety (90) days for acceptance by the City of the goods and services outlined in the contractor's proposal in conjunction D. The contractor shall perform any services awarded to it as an independent contractor and, as such, shall have and maintain complete control over all of its employees and operations. Neither the contractor nor anyone employed by the contractor shall represent act or purport to act, or be deemed to be an E. Due diligence has been exercised in the preparation of this RFP, and all information contained herein is believed to be substantially correct, however, the responsibility for determining the full extent of the services requested F.A All timely responses meeting the requirements set forth in this RFP will be G. Each contractor is responsible for full and complete compliance with all federal, state and local laws, rules and regulations in connection with the preparation of their response to the RFP. The successful contractor will affirm its intent to comply with all laws relative to conducting business in the City including, but not limited to, licensing, permitting, labor and health laws. The laws of the State of Georgia will govern as to its interpretation, validity and H. The City, at its discretion, reserves the right to waive minor informalities or irregularities in any proposal, to reject any and all proposals in whole or in part with or without cause, and to accept the proposal, if any, which in its judgement, will be in the best interest of the City and its customers. - Any interpretation, clarification, correction or change to this document will be made by written addendum issued by the City and will become part of the original or modified RFP document. Any oral or other type of communication J.F Proposals must be signed and dated by an individual representing the respondent's organization who is legally authorized to commit to the organization and to the services contemplated in this document.  upon notice of such action by the contractor.  with the RFP.  agent, employee or representative of the City.  rests solely with those making a response.  considered.  effect of this process, the proposed contract and its award.  concerning this document will not be binding.   No. RFP-2024-03  Page 13    K. All pages included in or attached by reference tot this document shall be called  and constitute this Request for Proposals.  4.0. Changes in the Contract or Fees  The City may, at any time as the need arises, order changes within the scope of services without invalidating the Contract. Ifsuch changes increase or decrease the amount due under the Contract documents, or in the time required to perform such services, an equitable adjustment shall be negotiated culminating with issuance of The City may also, at any time by issuing a Contract amendment, make changes in the details of the services. The contractor shall proceed with the performance of these changes in the services SO ordered by the City unless the contractor believes that such order entitles a change in the fee, time or both. Ini the event the contractor believes such, a written notice thereof within fifteen (15) days after the receipt of the Contract amendment shall be provided to the City, and the contractor shall not execute any such amendments pending the receipt of an executed NTP instruction There shall be no fee adjustments allowed for fluctuations in fuel prices unless the cost of fuel is above $4.00 per gallon. At such time, the contractor shall present evidence of fuel surcharges needed, which shall not be unreasonably withheld.  a Contract amendment.  from the City.  5.0 Bid Sheet  Each Contractor is required to submit a cost proposal as part of its response on the Bid Sheet provided on the following page of the RFP. By submitting a response, the Contractor agrees that it has read, understood, and will abide by the following  instructions/rules:  A. The submitted cost proposal must include all costs of performing pursuant to B. The prices quoted and listed in the cost proposal shall be firm throughout the term of the resulting contract, unless otherwise noted in the RFP or contract. (Note: Required Bid. Sheet is located on the following page)  the resulting contract; and  END OF REQUEST FOR PROPOSAL   No. RFP-2024-03  Page 14    H a HOSCHTON Hoschton City Hall 61 City Square, Hoschton, Georgia 30548 City Hall (706)654-3034 www.dyolhoxchton.com BID SHEET  RESIDENTIAL SOLID WASTE AND RECYCLING COLLECTION SERVICES  DATE:  Contractor Name:  Solid Waste Service (fee per residence served)  Recycling Service  (fee per residence served)   No. RFP-2024-03  Page 15    This page intentionally left blank    a  a  S  0 r C