Solid Waste RFP

Listing Summary

REQUEST FOR PROPOSALS (RFP) FOR RESIDENTIAL SOLID WASTE, COMMERCIAL WASTE COLLECTION

City of Lula, GA

Subject: The City of Lula is seeking a Contractor to provide municipal solid waste services within the municipal limits of Lula for the following types of waste subject to termination of the current contract for solid waste collection service:

1.    Collection of Commercial Waste;

2.    Collection of Residential Solid Waste; and

3.    An option on the Collection of Commercial and Residential Recyclables.

RFP #: 25-01

Due Date/Time: 5/29/2025 at 2:00 pm

Submit To:    Franklin Etheridge, Interim City Manager

Lula City Hall, P.O. Box 99 (6055 Main Street), Lula, GA 30554

Table of Contents

Section        Title                                ____         Page

1                         Schedule

2    Definitions

3                         Overview

4                         Residential Solid Waste and Commercial Waste Collection

5    Residential and Commercial Recyclables Collection

6    RFP Response Format & Requirements

7    Requirements

8    Pricing Worksheet

1    SCHEDULE

Listed below are important dates and times by which the actions noted must be completed. If the City finds it necessary to change any of these dates or times, the change will be accomplished by addendum. All dates are subject to change.

Milestone                        Expected Completion Date

Issue RFP                        April 22, 2025

Deadline for Questions                    May 12, 2025

Response to Questions                    May 14, 2025

Deadline for Submitting Proposals            May 29, 2025

Demonstrations                        June 2025

Contract Negotiation                    June 2025

Contract Approval                     June 16, 2025

Contract Term Commencement                November 1, 2025

1.    DEFINITIONS

The following definitions shall control for purposes of this RFP:

Bags - Plastic or paper sacks designed to store refuse with sufficient wall strength to maintain physical integrity when lifted by top. Total weight of a bag and its contents shall not exceed 50 lbs.

Bin - A receptacle made of plastic with a capacity of 18 gallons or less and used for the purpose of curbside collection of certain recyclable materials.

Bulky Waste - Stoves, certified CFC free refrigerators, CFC free air conditioning units, hot water tanks, washing machines, furniture, and other waste materials other than Construction Debris, Hazardous Waste, Dead Animals, or Auto Parts with weights or volumes greater than those allowed for Carts or Bags.

Cart – A 95-gallon roll receptacle, with wheels and lid, designed for the purpose of curbside collection of Refuse.

City - City of Lula, Georgia.

Commercial and Industrial Refuse - All Garbage and Rubbish generated by a Producer at a Commercial and Industrial Unit, but in all cases to exclude Hazardous Waste.

Commercial and Industrial Unit - All premises, locations, or entities, public or private requiring Refuse collection within the Service Area for which Refuse Collection using Carts is deemed to be appropriate, other than a Residential Unit.

Construction Debris - Waste building materials resulting from construction, remodeling, repair, or demolition operations.

Contract Documents - This Request for Proposals, Instructions to Contractors, Definitions, Contractor's Proposal, the Contract(s), the Contract(s) Performance Bond and any addenda or changes to the foregoing documents agreed to by the City and the Contractor.

Contractor - The person, corporation or partnership performing refuse collection and disposal under contract with the City.

Disposal Site - A Refuse depository including but not limited to sanitary landfills, transfer stations and waste processing separation centers licensed, permitted, or approved by all governmental bodies and agencies having jurisdiction and requiring such licenses, permits or approvals to receive refuse for processing or final disposal.

Dumpster - A metal receptacle designed to be lifted and emptied mechanically for use primarily for Commercial and Industrial Refuse and having a well-fitting lid.

Drop-Off Carts - Containers to be placed at Multi-Family and Condominium Units for the purpose of collecting Recyclable Materials from Producers therein.

Garbage - Every accumulation of waste (animal, vegetable and/or other matter) that results from the preparation, processing, consumption, dealing in, handling, packing, canning, storage, transportation, decay or decomposition of meats, fish, fowl, birds, fruits, grains or other animal or vegetable matter (including, but not by way of limitation, used tin cans and other food containers; and all putrescible or easily decomposable animal OR vegetable waste matter which is likely to attract flies or rodents); except (in all cases) any matter included in the definition of Construction Debris, Hazardous Waste, Yard Trimmings, or Rubbish.

Hazardous Waste - Waste, in any amount, which is defined, characterized or designated as hazardous by the United States Environmental Protection Agency or appropriate State agency by or pursuant to Federal or State law, or waste, in any amount, which is regulated under Federal or State law. For purposes of this proposal, the term Hazardous Waste shall also include motor oil, gasoline, paint, paint cans and items containing Freon or chlorofluorocarbons.

Multi-Family Unit - Individual residential units in a multi-family structure (i.e., apartment building) which units are not separately owned by are owned by one common entity, for which Refuse Collection using Dumpsters and Recycling using Drop-off carts, is deemed appropriate.

Producer - An occupant of a Residential Unit or Commercial and Industrial Unit who generates Refuse.

Residential Unit - (a) Residential Unit - (a) A free standing structure constructed for use as a residence by a person or group of persons comprising a family, or (b) a residential unit within a multi-family structure for which Refuse Collection using Carts (or bags) is deemed appropriate. A Residential Unit shall be deemed occupied when either water or domestic light and power services are being supplied thereto.

Recyclable Material(s) - Corrugated cardboard, chipboard, office paper, computer paper, colored paper, newsprint, magazines; aluminum and bi-metal cans; HDPE clear plastic milk jugs and PET plastic soft drink containers; or any other Commodity agreed upon in writing by the City and Contractor.

Refuse - All Garbage and/or Rubbish and/or Bulky Waste and/or Yard Waste generated by a customer.

Rubbish - All chips, shavings, sawdust, printed matter, paper, pasteboard, rags, straw, used and discarded clothing, used and discarded shoes and boots, combustible waste pulp and other products such as are used for packaging, or wrapping crockery and glass, ashes, cinders, floor sweepings, glass, mineral or metallic substances, and any and all other similar waste materials not included in the definition of Construction Debris, Garbage, or Hazardous Waste.

Service Area - The entire geographic area within the corporate limits of the City, unless otherwise agreed to by the parties in writing.

Special Cart – a 35-gallon roll receptacle with wheels and lid, designed for the purpose of curbside collection of Refuse.

Yard Waste - All tree trimmings, dead plants, weeds, leaves, and dead tree debris not exceeding four feet (4’) in length, four inches (4") in diameter or forty pounds (40 Lbs.), and grass clippings, small brush, tree trimmings, hedge clippings, shrub and tree pruning, discarded Christmas trees and nursery and greenhouse vegetative residual.

2.    OVERVIEW

a.    Existing Conditions. The failure or omission of Contractor to acquaint itself with existing conditions shall in no way relieve it of any obligations with respect to this RFP. Except with respect to events or conditions which are not reasonably discoverable, the Contractor shall make its own determination as to conditions and shall assume all risk and responsibility and shall complete the work in and under conditions it may encounter or create, without extra cost to the City. The Contractor's attention is directed to the fact that all applicable State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the work to be performed shall apply to this Contract throughout, and they will be deemed to be included in this Contract as though written out in full in this RFP and in the eventual Contract. Where any provision or requirement of law is in conflict, the higher standard shall prevail.

Lula currently services approximately 1,100 residential customers and 50 commercial customers for solid waste services. Over the next 4 years we anticipate the residential customer base to increase by 700 units and the commercial base to increase by 20 customers. We do not currently offer recycling, yard waste, or household (furniture, stoves, fridge (freon-free), etc.) services. We do provide once a month pick-up of limbs and branches. We are interested in providing these services as optional bids under this RFP.

b.    Holidays. Identify holidays your company will observe as days that will not receive service. If a Customer’s normal collection day falls on a holiday, please describe when they will be served on a non-scheduled day before or after the holiday.

c.    Complaints. Define how your company addresses complaints. While we anticipate complaints being made to City Hall, on occasion complaints may be made directly to the Contractor. In either scenario, prompt and courteous attention to the inquiry is expected. In the cased of alleged missed scheduled collections, the Contractor shall investigate and, if such allegations are verified, how will you arrange for the collection.

d.    Collection Equipment. The Contractor shall identify the type and number of vehicles and equipment it intends to use for regular collection services including gross vehicle rating. All vehicles and other equipment shall be kept in good repair, appearance, and in a sanitary condition always. We anticipate that each vehicle will have clearly visible signage on each side the vehicle to include vehicle number, identity, and telephone number of the Contractor. There are areas of the community where a full sized 20 cubic foot or larger vehicle may not be appropriate. Please address these areas in your proposal.

e.    Damage. If a spill, hydraulic or other leaks occur, define how the Contractor will exercise its best effort to promptly clean up, repair or otherwise remedy the situation and how it will coordinate with the City.

f.    Office. Provide an address for a maintained office or other facility through which it can be contacted. Please list the method of communications available to this site and who the person in charge will be from 8:00 a.m. to 5:00 p.m. on regular collection days. Also provide an emergency phone number where the Contractor may be contacted at all other times.

g.    Disposal. Provide the information for the disposal site(s) that you will use to handle all solid waste and recyclables collected in the City. The charge for disposal shall be included in the prices designated in this Contract.

h.    Compliance with Laws. The selected Contractor shall conduct operations under this Contract in compliance with all applicable laws. If the collection of any Refuse, or the disposal of Refuse at a sanitary landfill shall become restricted or prohibited by any applicable law, rule or regulation, such item of Refuse shall remain the responsibility of the Contractor.

i.    Nondiscrimination. Provide your company’s nondiscrimination policy as it applies to race, sex, age, creed, color, religion, or national origin.

j.    Indemnity. Provide your company’s indemnification policy as it applies to the City, its officers, agents, servants, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorneys' fees to the extent resulting from a willful or negligent act or omission of the Contractor, its officers, agents, servants and employees in the performance of the Contract.

k.    Licenses and Taxes. Provide information on all licenses and permits for the location that will service this contract.

l.    Term. Upon selection of a winning Vendor and termination of the current contract for solid waste collection service, we anticipate an agreement that shall be binding on all parties for a period of one (1) year with three (3), one (1) year renewal options pending agreement of both parties. The initial Term will be automatically extended for subsequent additional three (3) one (1) year periods (each an “Extension Term” and together with the Initial Term, the “Term”) unless either party provides written notice to the other of its intention not to extend this Agreement not less than ninety (90) days prior to the expiration of the then current term. This agreement is subject to the multi-year contractual provision of O.C.G.A. 36-60-13. Base your pricing on this term of service.

m.    Insurance. The Contractor shall at all times during this Contract maintain in full force and effect Employer's Liability, Workmen's Compensation, Public Liability and Property Damage insurance, including contractual liability coverage. The insurance shall also name the City as an additional insured to the extent of the negligence or misconduct of the Contractor.

For this RFP, the Contractor shall carry the following types of insurance in at least the limits specified below:

Coverages                    Limits of Liability

Workmen's Compensation         Statutory

Employer's Liability            $500,000 each occurrence

Bodily Injury Liability            $1,000,000 each occurrence

Except Automobile            $1,000,000 aggregate

Property Damage Liability        $1,000,000 each occurrence

Except Automobile            $1,000,000 aggregate

Automobile Bodily Injury            $1,000,000 combined single

and Property Damage Liability        limit per claim

Excess Umbrella Liability            $1,000,000 each occurrence

n.    Bond. A bond will be required for each year of this Contract

3.1. Basis and Method of Payment.

a.    Rates – Provide the proposed fixed rates for you will charge the City for the first year.

i.    Solid Waste Fees:

Residential - Weekly curbside house-hold solid waste collection-

95 Gallon Cart-              $X per month per house

Extra Cart Service-        $X per month per house

Commercial – Provide proposed rates by container size and number of weekly pickups

ii.    Optional Quote(s)

1.    Recyclables (single stream, 13 gallon can) for weekly and/or bi-weekly service

2.    Yard Waste service – bagged on a weekly and/or monthly basis

3.    Household service – on a semi-annual basis

b.    Modification to Rates

1.    Additional Residential Units. Additional residential service shall be provided at the contracted rate as new units are built and occupied.

2.    How will you address new customers and replacement cans for existing customers? Where do you propose to keep the stock of replacement cans and who will deliver the cans?

3.    Renewals. If the parties elect to renew this Contract for a second and/or third term, how do you proposed to address the rates. The Contractor shall charge the City at the rates as fixed by Contract for the first year of each term.

4.    Contractor Billings to City. What is your anticipated billing schedule to the City for services rendered? Such billing shall be based on the rates and number of units set forth in the Contract.

3.2    Information to Public. What types of educational materials, brochures, advertisements, and other materials do you proposed to produce and distribute to City residents, specifying acceptable and unacceptable materials for collection and otherwise educating the residents as to the collection services to be provided by your company.

3.3    Operation. Provide your proposed hours of collection for both residential and commercial and residential refuse and recyclables. Th City has the expectation that collection of residential and commercial refuse and recyclables shall not start before 6:00 a.m. or continue after 6:00 p.m. on the same day.

3.4    Routes of Collection. Propose your Collection Routes. In general, the City seeks routes and hours which provide the least conflict to traffic and general mobility in the City. The City is also interested in the type(s) of vehicles/equipment that will be used as some of our streets are not conducive to 20 cubic yard or larger vehicles.

3.5    Exclusive Contract. The City is a closed community so the selected contractor shall have the sole and exclusive franchise, license, and privilege to provide Residential Solid Waste, Commercial Waste and Recyclables Collection within the corporate limits of the City.

3.6    Transferability of Contract. The rights under a Contract cannot be sold, transferred, leased, or assigned or disposed of in whole or in part, without the prior consent of the City expressed by resolution, and then only under such conditions as may therein be prescribed.

3.7    Franchise Fee. The City of Lula Mayor and Council reserves the right to implement a franchise fee of up to 5% on customers at any time it deems necessary.

4. RESIDENTIAL SOLID WASTE AND COMMERCIAL WASTE COLLECTION

a.    Residential Solid Waste Collection. The following information shall be specific to residential solid waste collection:

b.    The City estimates that the number of residential units to be initially serviced for weekly Residential Solid Waste Collection is 1,100. Unit price computations for Residential Units shall be based upon this estimate. Over the next 4 years we anticipate the residential customer base to increase by approximately 700 units. We currently have 50 commercial customers and anticipate the commercial base to increase by 20 customers over four years.

c.    We do not currently offer recycling, yard waste, or household (furniture, stoves, fridge (freon-free), etc.) services. We do provide once a month pick-up of limbs and branches. We are interested in providing these services as optional bids under this RFP.

d.    Containers. Identify the type of cart you will use for each residential unit how you will replace (or, at its option, repair) Carts which require replacement or repair because of normal wear and tear, and not as a result of misuse by the Producer.

e.    This RFP anticipates that the Contractor will provide side or back door service to accommodate the special medical and or physical needs of individuals in the City at no extra charge to the City. The City will provide the Contractor with the names and addresses of those Residential Units requiring this service and may amend such listing in writing. The City estimates that the number of residential units initially being serviced for weekly Special Cart Collection is approximately 50.

f.    Identify the preferred location of Carts, Bins and Bags for Collection and how far away from other obstructions cans need to be placed, without interfering with or endangering the movement of vehicles or pedestrians. We expect the Contractor to record all "not-outs" and to provide a weekly listing to the City.

g.    As part of the consideration of this Agreement, the City will receive commercial and recycling service at no additional expense, as provided below, at each of the following locations:

1.    City Hall – three (3) 96-gallon carts with pick-up at least once per week.

2.    The Depot – six (6) 96-gallon carts with pick-up at least once per week.

3.    Old City Hall – one (1) 96-gallon cart with pick-up at least once per week.

4.    Waste Treatment Plant – one (1) 96-gallon cart with pick-up once a week and a four (4) cubic yard Dumpster with pick-up on an as needed basis.

5.    Rafe Banks - one four (4) cubic yards Dumpster and 3 carts with pick-up at least once per week.

6.    Fitness Park – one four (4) cubic yard Dumpster and 6 carts with pick-up at least once per week.

7.    City Sponsored Events – Railroad Days - one eight (8) cubic yards Dumpster and 24 carts with pick-up immediately after the event; Fall Festival - one eight (8) cubic yards Dumpster and 24 carts with pick-up once for each day of the two-day event, and; Car Show – 8 carts picked up after the show.

8.    Community-wide Household Collection Event – four eight 8) cubic yard for household garbage – one day events twice a year – manned event with no hazardous waste/construction waste to be taken in.

9.    City Shop – one eight (8) cubic yards Dumpster with pick-up at least once per week.

5.    OPTION - RESIDENTIAL AND COMMERCIAL RECYCLABLES COLLECTION

Provide a quote for curbside collection service for the collection of Recyclable Materials from each Residential and Commercial and Commercial Unit within the Service Area every other week.  Define the type of cart that will be provided.

6.    RFP RESPONSE FORMAT & REQUIREMENTS

I.    Submission shall be hard copy either hand delivered to the Lula City Hall at 6055 Main St, Lula, GA 30554 or mailed Lula City Hall, C/O Tangee Garner, City Clerk, P.O. Box 99, Lula, GA 30554.

II.    Outside Packet should have a Subject Line: “RFP Submission - [Your Company Name].”

III.    Deadline: Proposals must be received by May 29, 2025, at 2:00 pm Eastern Daylight Time.

IV.    Attachments: All supporting documents must be included within a single packet.

V.    Any questions concerning this RFP should be directed to Franklin Etheridge via email at frank.etheridge@cityoflula.com.

VI.    Evaluation Process

Conformance with RFP Guidelines and Submittal Requirements – The vendor must follow all RFP guidelines and submittal requirements, including the completion of required forms and templates.

Quality of Proposal – The vendor will be evaluated on the quality, clarity, and completeness of proposal.

Functionality – Show the proposed day(s) of service for the community, size of vehicles being proposed for use, solid waste disposal site, types of carts/dumpsters being offered, and maintenance/replacement service for the carts/dumpsters.

Company Background and Experience – including the vendor’s financial and organizational stability, as well as the firm’s experience performing work of a similar nature to that solicited in this RFP.

Project Understanding – including how well the vendor demonstrates its understanding of the City’s project goals and objectives, and how it perceives its role in fulfilling the responsibilities for service.

Project Staffing and Organization – including the experience level and competence of the proposed consultants and organizational staff in performing similar work for other clients.

Cost Proposal – Detailed Breakdown: Provide a detailed cost breakdown as listed in Section 3.1. Cost Assumptions: Clearly state any assumptions that the cost proposal is based on, such as customer levels, any anticipated/proposed annual cost adjustment.

Demonstration – Short-listed vendors will be invited to provide an onsite presentation of the proposal with the Council.

Client References – including the quality and timeliness of work performed by the vendor for current clients and the comparability of such work to the requirements of this RFP. The City will conduct reference calls.

This RFP does not commit the City to award a contract(s) or pay any costs incurred in the preparation of a proposal in response to this request.

The City reserves the sole right to accept or reject any or all proposals received because of this RFP, to negotiate with qualified contractors, or to cancel this RFP in part or in its entirety.

Each proposal shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest and, if so, the nature of that conflict.

Information must be furnished complete, in compliance with the terms, conditions, provisions and specifications of the Request for Proposals. The information requested and the manners of submission are essential to permit prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the City reserves the right to declare as non-responsive and reject any proposal on which material information requested is not furnished or where indirect or incomplete answers or information are provided.

Proposals and modifications or corrections received after the closing time specified will not be considered.

VII.    RFP Response Format & Requirements

i.    Cover Page - Show the name of Proposers agency/firm, address, telephone number, name of contact person, date, and the proposal number and description.

ii.    Table of Contents - Include a clear identification of the material by section and by page number.

iii.    Executive Summary

•    Limit to one or two pages.

•    Briefly state the Proposers’ understanding of the work to be done and make a positive commitment to perform the work.

•    Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

•    Provide an official signature certifying the contents of the Proposers responses to the City’s Request for Proposal.

iv.    General Information

a.    Name of Business.

b.    Mailing Address and Phone Number.

c.    Names and contact information of persons to be contacted for information or services if different from name of person in charge.

d.    Normal business hours.

e.    State if business is local, national, or international and indicate the business legal status (corporation, partnership, etc.).

f.    Give the date business was organized and/or incorporated, and where.

g.    Give the location of the office from which the work is to be done and the number of professional staff employees at that office.

h.    Indicate whether the business is a parent or subsidiary in a group of firms/agencies. If it is, please state the name of the parent company.

i.    List all contracts, business agreements or other business relationships with computer hardware and/or other software vendors. List the names of the vendor and state the relationship.

v.    Requirements - The City has outlined specific requirements that must be addressed above. These requirements will form part of the basis for scoring the vendor’s overall response. It is crucial that vendors provide a comprehensive response to each requirement, as this will impact their opportunity to be considered further in this procurement.

The Contractor should include a detailed response to each requirement listed in the RFP. If any item is available at an additional cost, please include details in the comments area and ensure it is included in the base price if it is a mandatory requirement.

Exceptions or deviations from the specifications stated in this RFP must be clearly identified. Any stated requirements that your proposal does not meet must be clearly noted in this section. If an exception is not listed, it will be understood by the City and the Contractor that the requirement will be met.

vi.    References - Specify at least three (3) municipal references with similar characteristics to Lula.