Trash/Recycling Bid Documents

TOWNSHIP OF FAIRVIEW
YORK COUNTY, PENNSYLVANIA
SPECIFICATIONS FOR THE COLLECTION AND DISPOSAL OF RESIDENTIAL SOLID
WASTE, ONE LARGE ITEM, YARD WASTE, AND THE RECYCLING AND MARKETING OF
SPECIFIC ITEMS COLLECTED WITHIN THE CORPORATE LIMITS OF THE TOWNSHIP OF
FAIRVIEW AS AT PRESENT EXISTING.
THIS CONTRACT WILL BE AWARDED IN ACCORDANCE WITH THE FOLLOWING
DOCUMENTS:
Invitation to Bid
General Stipulations and Information for Bidders
Specifications
Bid Forms
Affidavit
BEFORE BIDDING, ALL CONTRACTORS ARE REQUESTED TO CAREFULLY READ AND
THOROUGHLY FAMILIARIZE THEMSELVES WITH THE ABOVE DOCUMENTS.
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INVITATION TO BID
Sealed bids will be received by the Board of Supervisors, Fairview Township, York
County, Pennsylvania, until 9:00 A.M., July 16, 2026, at the Municipal Building, 599
Lewisberry Road, New Cumberland, PA 17070-2399, at which time bids will be
publicly opened and read, for the following:
THE COLLECTION AND DISPOSAL OF RESIDENTIAL SOLID WASTE, YARD WASTE,
AND THE RECYCLING AND MARKETING OF SPECIFIC ITEMS COLLECTED WITHIN
THE CORPORATE LIMITS OF FAIRVIEW TOWNSHIP.
The Board of Supervisors may act on said bids at the meeting of July 27, 2026, at
6:00 P.M., or at a later publicly announced Township meeting. Fairview Township
reserves the right to reject any or all bids and to award no or any alternate bid
which the Township determines to be in the best interests of its citizens, in its sole
discretion.
Bid documents may be obtained at the Municipal Building, Monday - Friday, 8:00 AM to
4:30 PM, or alternatively, on the Township website - www.twp.fairview.pa.us. Questions
regarding the bid documents should be directed in writing to Donald F. Martin III,
Township Manager: donmartin@twp.fairview.pa.us. A pre-bid meeting will be held June
24, 2026, at 10:00a.m. at the Township Building, 599 Lewisberry Road New Cumberland,
PA 17070, attendance at which meeting is strongly encouraged.
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FAIRVIEW TOWNSHIP
YORK COUNTY, PENNSYLVANIA
GENERAL STIPULATIONS AND INFORMATION FOR BIDDERS
1. SEALED BIDS:
Sealed bids shall be addressed to "BOARD OF SUPERVISORS, FAIRVIEW TOWNSHIP, 599
LEWISBERRY ROAD, NEW CUMBERLAND, PA 17070" and marked "BID FOR COLLECTION
AND DISPOSAL OF RESIDENTIAL SOLID WASTE, YARD WASTE AND RECYCLABLES", in
accordance with the specifications attached hereto, and will be received at the Fairview Township
Municipal Building, 599 Lewisberry Road, New Cumberland, PA 17070, until 9:00 a.m., prevailing
time, July 16, 2026, at which time all bids will be publicly opened and read. The Board of
Supervisors may act on said bids at its regularly scheduled meeting on July 27, 2026, at 6:00
p.m., in the Municipal Building, or at a later publicly announced meeting of the Board.
2. PRINTED FORM OF BIDS:
All bids must be made upon the blank form of the bid attached hereto and must give the price
proposed, figures (typed or written in ink) and must be signed by the bidder with his full name
and address; where a partnership, the name and address of each partner in full; and if a
corporation, limited liability company or other business entity, the place where chartered and
names, titles and business addresses of the officers or members/managers. In submitting bids,
the bid form must not be removed from the General Stipulations and Information for Bidders or
the Specifications, but deposited intact as received, and properly sealed.
3. BID SECURITY:
Each bid must be accompanied by a Certified/Cashier's Check or Bid Bond payable to or in favor
of the Township of Fairview, in the amount of $150,000.00 as "Bid Security" to ensure good faith
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in bidding. The Bid Security shall be forfeited to the Township of Fairview in the event the
successful bidder neglects or refuses to enter into the contract, fails to provide a certificate of
insurance as required and to give bond as hereinafter specified, not as a penalty but as just and
liquidated damages for delays or additional costs or expenses incurred by the Township owing to
the bidder's failure to accept the award and execute the contract, provide the required insurance
and give bond, as required.
4. BID SECURITY RETURNED:
The Bid Security of the unsuccessful bidders will be returned after the contract is awarded. The
Bid Security of the successful bidder will be returned after the execution and delivery of the
contract and performance bond, as well as the required certificate of insurance.
5. QUALIFICATIONS OF BIDDERS:
Each Bidder shall furnish the following sworn statement with regard to the following for
consideration by the Township in determining the qualifications of the Bidder to perform the work:
A. Owned-Equipment Statement: A sworn statement listing equipment owned or controlled
by the Bidder and available to it for performing the work. The statement must include make, model,
year, body type, capacity, and condition.
B. Experience Statement: A sworn statement listing the Bidder's experience in performing
similar work to the work for which its bid is being submitted. Specifically, the experience should
include past or ongoing contracts with municipalities. The statement should reflect a minimum of
five (5) years of experience with similar work and contain the following information:
1. Project title and description of work, including municipality identification.
2. Dates when work started and completed.
3. The name and address of the recipient of the service and the telephone number of
the contact person.
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4. For the five (5) year period, any contracts defaulted upon by the bidder, or which
are/were subject to litigation between the bidder and the municipality.
C. Financial Statement: A full and complete sworn financial statement as of and for the
years ending 2024 and 2025. The statements should also include any unsatisfied judgements
against the Bidder, including the amount of the judgement, the name and address of the creditor,
the date of the judgement and the identification of public records at which the same is recorded.
6. PLANS AND SPECIFICATIONS:
With each bid, the bidder must furnish one (1) set of general plans and specifications setting forth
the equipment, size of work crew, times of collection, routing and methods proposed for collecting,
receiving, recycling, transporting, conveying, and disposing of all municipal waste. A copy of the
Township map showing the existing collection routes is attached. The apparatus and equipment
for the elimination and control of nuisances that may arise during the process of collection, treating
or disposal of the material shall be shown, specified and described in sufficient detail to enable
the Board of Supervisors to adjudge their adequacy and sufficiency, as it is an essential
requirement of this contract that neither objectionable odors, noxious gases nor putrescent liquid
shall escape during or after the process of collection, treatment, recycling or disposal to the extent
of constituting a public nuisance. In addition, the bidder shall submit a SWORN STATEMENT
that he will abide by all Statutes, Ordinances, Rules, and Regulations of any Municipality,
Authority, and the Commonwealth of Pennsylvania providing or making available disposal
facilities operating in those service areas.
7. CONTRACT, BOND, AND INSURANCE:
The successful bidder, within ten (10) business days after notification of award, shall enter into a
written contract with the Township of Fairview and shall also give it a performance bond, with an
approved surety company authorized to do business in the Commonwealth of Pennsylvania, in
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the amount of 100% of the highest annual contract value, conditioned that the successful bidder
shall comply in all respects with the terms and conditions of the contract and the successful
bidder's obligations thereunder, including the specifications, and shall indemnify and save
harmless the Township of Fairview against or from all cost, expense or damage, subject by reason
of any wrongdoing, misconduct, want of care or skill, negligence, or default upon the part of the
successful bidder, the successful bidder's agents or employees in or about the execution or
performance of the contract, including said specifications, and shall save and keep harmless the
Township of Fairview against and from all claims or losses to it from any cause whatsoever,
including but not limited to patent infringement in the matter of completing said contract. The
Township Solicitor must approve said bond. In lieu of the said bond, cash in the amount of 100%
of the highest annual contract value may be placed in escrow at the discretion of the Township in
a manner and place satisfactory to the Township. Further, within said ten (10) day period, the
successful bidder shall provide to the Township a Certificate of Insurance demonstrating
compliance with the requirements for insurance as set forth below. In case of failure or refusal on
the part of the successful bidder to enter into and deliver the executed contract and file the
aforesaid performance bond or provide the required certificate of insurance, within ten (10)
business days of the notice of award, the Bid Security will be forfeited and paid to the Township
of Fairview.
8. NOT TO SUBLET OR ASSIGN CONTRACT:
The Contractor shall give his personal attention constantly to the faithful performance of the work,
shall keep the same under his own control, and shall not assign by power of attorney or otherwise,
nor sublet the work or any part thereof without the previous written consent of the Board of
Supervisors. In such case the Contractor shall state to the Board of Supervisors in writing, the
name and address of such sub-contractor as he intends employing, the portion of the work which
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he is to do or the material which he is to furnish, his place of business and such other information
as the Board of Supervisors may require, in order to know whether such sub-contractor is
reputable and reliable and able to perform the work as called for in the specifications. The
Contractor shall not, either legally or equitably, assign any of the monies payable under the
contract unless by and with the like consent of the Board of Supervisors. The Contractor shall not
be released from any of his liabilities or obligations under the contract should any sub-contractor
fail to perform in a satisfactory manner the work undertaken by him.
9. RESERVATIONS AND ANNULMENTS:
The Board of Supervisors will determine the lowest and responsible bidder who submits a
responsive bid. Said Board reserves the right, in its sole discretion, to reject any or all bids, and
to re-advertise if in the judgment of the Board of Supervisors that the best interest of the Township
will thereby be promoted, to award no or any alternate bids, to waive technical defects, if in the
judgment of the Board of Supervisors the interest of the Township shall so require, and to annul
any contract if, in the opinion of the Board of Supervisors, there shall be a failure at any time to
perform faithfully any of its stipulations, or in case of a willful attempt to impose upon the Township
articles or services inferior to those required by the contract. Any action taken in pursuance of
this latter stipulation shall not affect or impair any right or claim of the Township to damages for
the breach of any of the covenants of the contract by the Contractor.
No bid will be considered for any person, firm or corporation, who has defaulted in the
performance of any contract or agreement made with the Township of Fairview or where, in the
opinion of the Board of Supervisors, it has been shown that said person, firm or corporation has
failed to perform satisfactorily such contract or agreement.
10. BIDS MAY BE REJECTED AS INFORMAL:
Bids that contain irregularities of any kind may be rejected as informal.
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11. TERM AND TIME OF COMMENCEMENT:
The term of this contract shall be five (5) years with the Contractor commencing work on January
1, 2027, and ceasing work on December 31, 2031.
12. BIDDER'S RESPONSIBILITY AS TO NUMBER OF DWELLING UNITS:
It is stipulated that the bid shall be for an annual rate (to be paid in quarterly installments) per unit.
A "dwelling" is a building used for residential purposes, except hotels, apartments with more than
six (6) dwelling units, mobile homes in mobile home parks, and motels. A "dwelling unit" is one or
more rooms in a dwelling which room or rooms have fixed cooking facilities arranged for
occupancy by one (1) person, two (2) or more persons living together, or one (1) family.
All bidders are advised and cautioned that the Township makes no warranty as to the number of
dwelling units that are not accessible to conventional type packer trucks now or at any time in the
future. It will be the responsibility of the successful bidder to ascertain the number of dwelling
units from time to time and to deliver the information to the Township or its collecting agent. As
the bid is for annual (to be paid in quarterly installments) rate per dwelling unit, nothing herein is
to be construed as a warranty as to the number of dwelling units that will opt for the low-volume
service option or the gross amount of revenue that may be received at any time by the successful
bidder. As of March 1, 2026, a total of 6,735 +/- accounts were billed by the current refuse
contractor for standard service with no option for low volume service at a delinquency rate of
3.2%. In 2025, 1,339 +/- tons of recyclable materials and 6,025+/- tons of refuse were collected.
Further, in 2025, 99 +/- tons of yard waste were transported to the yard waste facility. FOR
BIDDING PURPOSES ONLY, ASSUME 10% OF RESIDENTIAL DWELLINGS WILL OPT FOR
LOW VOLUME SERVICE.
13. INACCESSIBLE AREAS:
It will be the responsibility of the successful bidder to provide for collections in areas that are not
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accessible with conventional type packer trucks. Currently, areas known to be inaccessible to
such a truck are as follows:
A. Last four (4) properties on dirt portion of Marsh Run Road.
B. Three (3) properties on east side of Old York Road facing PA Turnpike.
C. Three (3) properties at end of Valley Road.
D. Ten (10) properties on Nissel Lane.
E. Two (2) properties at extreme end of Fetrow Lane.
F. Four (4) properties at end of Y.M.C.A. Drive.
G. Two (2) lanes off Springers Lane, a total of nine (9) properties.
H. Two (2) properties off Shauffnertown Road (lane across from trailer park)
I. Three (3) properties on lane off Gaumer Road.
J Eight (8) properties on lane off Lewisberry Road across from park
entrance.
K. Four (4) properties on Clearview Road
L. Nine (9) properties on Hemlock Road
M. Three (3) properties on the east end of Summit Road
N. Three (3) properties on Hain Road
O. Ten (10) properties on Bethel Church Road
14. BULK ITEM COLLECTION:
It will be the responsibility of the successful bidder to collect one (1) bulk item per week through
curbside collection. Contractor will collect bulk items by appointment; and the scheduling for
collection of these items will be the responsibility of the resident.
15. CHRISTMAS TREES:
It will be the responsibility of the successful bidder to collect, transport, and dispose of Christmas
trees to the Fairview Township Compost Facility on the third Saturday during the month of
January.
16. RECYCLABLES:
It will be the responsibility of the successful bidder to conduct curbside recycling in accordance
with the provisions of PA Act 101, as amended and supplemented from time to time, on the same
day as municipal waste collection. Items to be recycled are aluminum, steel, and bi-metal cans;
clear, green, and amber glass; newsprint; plastic containers; and cardboard. The Contractor will
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provide and distribute, free of charge, a 64 gallon (or larger) mobile cart that will provide for the
co-mingling of recyclable materials. The ownership of the recycling container shall remain the
property of the Contractor during the term and upon the expiration of the contract.
RECYCLABLES SHALL NOT BE COMINGLED WITH MUNICIPAL WASTE!
With each bid, the Bidder must furnish a letter from a recycling center certifying the center's
capability to accept and market the recyclables over the full term of the Contract.
RECYCLING EDUCATION: The Contractor shall provide recycling education to all residential and
business customers located in Fairview Township in the form of at least one (1) annual mailing
via US Mail. In the event items to be recycled change (items are no longer to be recycled or items
are added to the list to be recycled), the Contractor shall provide a mailing of such change to all
residents no less than 30 days prior to the effective date of such change. The recycling mailings
shall be in the form of brochures and/or other educational materials that outline the benefits and
ease of recycling as well as its effects on the community and environment. Further, the Contractor
shall include similar recycling educational material on its website.
17. YARD WASTE:
Yard waste shall include tree trimmings, shrubbery, brush, and any other organic landscape
vegetation. On the collection dates established by the Township, the Contractor will accept an
unlimited amount of properly packaged yard waste material. Yard waste materials shall be in
containers or tied in bundles that are no longer than four (4) feet in length, weigh no more than
forty (40) pounds each, and have branches not exceeding six (6") inches in diameter. The
Contractor will transport all yard waste to the Township's compost facility. The following items will
not be accepted for yard waste collection: grass clippings, leaves (leaf collection is provided by
the Township), dirt or stones, produce, regular household trash.
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