Department of Buildings and General Services
109 State Street
Montpelier VT 05609-3001
REQUEST FOR PROPOSAL
Trash Removal Services at Various VT Army & Air
National Guard Locations - 2
RFP RESPONSES DUE BY
April 15, 2021
April, 22, 2021 – 2:00PM
April, 29, 2021 – 4:30 PM (EST)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFP.
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of Buildings
and General Services, Office of Purchasing and Contracting on behalf of the Vermont Military
Department (hereinafter the “State”) is seeking to establish contracts with one or more companies that
can provide solid waste services at various Vermont Army and Air National Guard locations.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of two (2) years with an option
to renew for up to two additional twelve-month periods. The State anticipates the start date will be May
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later than
the deadline for questions indicated on the first page of this RFP. Questions may be e-mailed to the point
of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last
day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State’s web site
http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
1.5. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the
issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .
Verbal instructions or written instructions from any other source are not to be considered.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. Consideration will be taken on two different options as listed in the Price Schedule as Option #1 and
Option #2. Pricing can be submitted per pick-up or per monthly rate. Invoicing should be provided on
a monthly fee.
2.2. The frequency of pickup may be changed at any time during the contract period by the agency.
2.3. Right-Size: Contractor shall work with the agency or department to ensure that the containers used
for rubbish removal are the right-size containers for that location.
2.4. Pickups: The frequency of pickups will be on a weekly basis. Purchase orders may be issued for
service to be provided “on call” or “as needed” based on agency requirements.
2.4.1. The agency reserves the right to increase or decrease the number, size, and location of dumpsters
and containers, in addition to the frequency of pickups, as the need arises. The agency shall provide
ten days notice for any change in container size or service frequency.
2.4.2. All pickup dates and times shall be made known to the agency representative at each location. Trash
pickup is not available on Mondays in Williston. Access to the Air National Guard base will require
special security screening prior to start of the contract.
2.4.3. Military: Accessible for pickup at their sites between 6:30AM to 4:00PM.
2.5. Failure to Pickup Penalty: If the contractor is unable to pick up refuse on the regularly scheduled
day, they shall notify the agency. Failure to do so will result in a deduction from the monthly charge
equal to one fourth the monthly charge. No deductions will be made without first notifying the
contractor and giving them reasonable time to reply. If the contractor fails to pick up a location on
schedule, the trash must be collected by 11:00 a.m. of the day following.
2.5.1. Holidays: When a pickup is scheduled on a national or state holiday, refuse shall be picked up either
the day before or the day following the holiday. At no time will the contractor allow trash to accumulate
until the next regularly scheduled pick up day.
2.6. Refuse Disposal: All refuse collected and disposed of under this contract shall be accomplished in
strict accordance with current applicable county; state and federal air and water pollution control and
refuse disposal regulations. If landfill banned material is observed in the trash, or refuse the Vendor
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shall notify BGS and offending agency within one week of the observance. The Vendor shall indicate
the materials found, the container it was found in, the location of the container, and the date the
materials was observed in the refuse.
2.6.1. The State of Vermont as part of the outcome expectation is to model effective environmental
2.7. Prices: Prices on Price Schedule can be submitted per weekly pickup or monthly fee. Prices quoted
are net price for the service required including tip fees. No additional charges will be allowed. Prices
submitted shall include all tip fees in effect on the beginning date of this contract, disposal fees and
hauling charges. Proposers may submit prices on any and all locations in which they can provide
service. A listing of waste generating locations is provided on Price Schedule.
2.8. Compactors: All wiring, hoses, modifications required to operate compactors shall be at no cost to
the State. If required by the using agency, the compactor is to be designed with the appropriate
equipment to allow trash to be loaded into the compactor from an access walkway at the building
2.9. Cancellations or additions: The using agency reserves the right to cancel any purchase order, or
any parts thereof, or made additions to the purchase order upon a ten (10) day written notice to the
Contractor. The charge for any additions or deletions shall be in accordance with the price schedule.
2.10. Price Adjustment: Prices will remain firm for the first twenty-four months of the contract. Once
the first twenty -four months of the contract has passed, the contractor may request a consideration of
price change (increase), which will be subject to an annual review by the Office of Purchasing and
Contracting. Request for additional increases will be limited to once in any twelve-month period
thereafter. All increases are subject to annual review. The Office of Purchasing and Contracting
reserves the right to reject any price increase deeded to be excessive. Decreases to be offered
immediately as they become available. Vendor must notify the Office of Purchasing and Contracting
of any decreases in pricing.
2.11. Special Requirements Regarding Invoicing and Payments:
2.11.1. Trash disposal slips must be provided for each trash pickup broken down by location as indicated
in this RFP. If there are issues associated with payment of invoices, it is urgent that service continue
uninterrupted. If contractor believes that there is an unreasonable payment delay or underpayment
occurring, contractor shall give written notice to the applicable Agency or Department of the State
responsible for the particular site, with a CC of that notice to the Purchasing Agent, within the Office of
Purchasing and Contracting, responsible for the waste contracts.
2.12. Stability of Proposed Prices: Any price offerings from proposers must be valid for a period of
120 days from the due date of the proposals.
3. OUTCOMES: The expected outcome is to enter into a contractual relationship with a strategic long-term
business partner who will provide all services incidental to rubbish removal that will ensure the highest degree
of sanitation as well as maintaining the safety of personnel, staff and property. Minimum outcomes include the
3.1. Develop other waste diversion and cost reduction initiatives.
3.2. Maintain or reduce existing trash service levels during program transition.
4. LANDFILL BANNED MATERIALS: The State of Vermont is committed to a safe and healthy environment.
The appropriate management of landfill banned materials protects human health and the environment. Vendor
will immediately notify service location and BGS of landfill banned items and request removal before hauling. If
something is hazardous, BGS will work with a solid waste district or a hazardous waste contractor to ensure
proper disposal of material. If it is something that the hauler can assist with recycling (recyclables, scrap
metal), then the hauler will work with BGS/using agency to address issue. If there are three observances of
landfilled banned material in incorrect collection containers per service location then the Vendor can reject the
entire load and bill accordingly. Link to landfill banned items Link to landfill banned
Mandated food scraps to be added July 1, 2020.
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5. For contractors that require access to a DoD facility or installation: Contractor and all associated sub-
contractors employees shall comply with adjudication standards and procedures using the National
Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB)
(Army Directive 2014-05/AR 190-13), and applicable installation, facility and area commander
installation/facility access, and local security policies and procedures (provided by a government
How to comply: Contractor will provide a signed "BASE ACCESS REGISTRATION/RECORD CHECK" for all
associated employees to the Contracting Officer Representative (COR). The COR will forward the signed
document(s) to the VTARNG/VTANG Security Office and it will be used to conduct an NCIC-III criminal
background check to assess suitability for access to VTARNG/VTANG facilities. Determination of access and
privileges will be forwarded to the COR. An annual background check may be required for multi-year or
continuing contracts as requested by the Security Office. Security Office reserves the right to conduct further
security background checks in NCIC-III and TSDB as determined at any time during the term of the contract.
Background check findings may be retained up to three years.
Vermont Army Nation Guard: Base Access Registration/Record Check
Department of the Air Force: Base Access Registration/Record Check
6. GENERAL REQUIREMENTS:
6.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State.
6.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
6.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
6.1.3.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the
State withhold a percentage of the total amount payable for some or all deliverables, such retainage
to be payable upon satisfactory completion and State acceptance in accordance with the terms and
conditions of the contract.
6.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the
Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals
and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of vendor to
respond to a request for additional information or clarification could result in rejection of that vendor's
proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves
the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive
technicalities in submissions. The State also reserves the right to make purchases outside of the
awarded contracts where it is deemed in the best interest of the State.
6.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the evaluation
6.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it
will help the State’s evaluation process. The State will factor information presented during
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presentations into the evaluation. Bidders will be responsible for all costs associated with providing
6.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of
The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the
following provisions and requirements.
6.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.
6.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors’ subcontractors, together with the identity of those
subcontractors’ workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not
required to be submitted with the bid response.
6.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
6.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award
one or more contracts and reserves the right to make additional awards to other compliant bidders at
any time if such award is deemed to be in the best interest of the State. All other considerations
being equal, preference will be given first to resident bidders of the state and/or to products raised or
manufactured in the state, and then to bidders who have practices that promote clean energy and
address climate change, as identified in the applicable Certificate of Compliance.
6.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,
qualifications and experience, ability to provide the services within the defined timeline, cost, and/or
success in completing similar projects, as applicable, and to the extent specified below.
6.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one
or more Vendors with which to negotiate a contract, based on the evaluation findings and other
criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the
event State is not successful in negotiating a contract with a selected Vendor, the State reserves the
option of negotiating with another Vendor, or to end the proposal process entirely.
6.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the
preparation of a response to this RFP and shall be responsible for all expenses associated with any
presentations or demonstrations associated with this request and/or any proposals made.
6.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State,
including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT
Attachment D is included in this RFP, terms may be modified based upon the solution proposed by
the Bidder, subject to approval by the Agency of Digital Services.
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