Harnett County Public Schools

REQUEST FOR PROPOSALS

SOLID WASTE AND RECYCLING COLLECTION SERVICES

Harnett County

Public Schools

Point of Contact: Steve Matthews- Facilities And

Maintenance Director

Email: smatthews@harnett.k12.nc.us

Fax: 910-893-1100

Office: 910-893-4808

DEADLINE FOR SUBMISSION OF PROPOSALS: Friday, January 28, 2022

Harnett County Public Schools

REQUEST FOR PROPOSALS

SOLID WASTE COLLECTION and RECYCLING SERVICES

l. REQUEST FOR PROPOSALS

1. Request

Harnett County Public Schools, North Carolina ("HCS") is seeking proposals from qualified firms to provide weekly collection of solid waste and recycling from its County Schools utilizing Contractor-provided receptacles/containers. There are currently 16 Elementary & Primary Schools, 6 Middle Schools, 4 High Schools, 1 Alternative School, and additional Central Service sites.

2. Obtaining a Request for Proposal

This RFP is available to all qualified firms. Copies of this RFP can be obtained from the HCS

website, or email Steve Matthews at smatthews@harnett.k12.nc.us

3. Questions

All questions regarding this RFP, the services identified herein, or any request for additional data or information must be submitted in writing by 2:00 P.M. on Thursday, January 20, 2022.

All questions must be sent to Steve Matthews, HCS, via email to smatthews@harnett.k12.nc.us

All questions will be answered in the form of an RFP Addenda, which will be distributed to all Vendors.

4. Submission of Proposal

To receive consideration, an original and two (2) copies of the proposal shall be submitted to HCS, no later than 2:00 P.M. on Friday, January 28, 2022 at which time they will be publicly opened. The time/date recorder located at the Harnett County Schools Maintenance Department, 1500 South Main Street Lillington, N.C. will be used to record the official time of receipt. The outside of the sealed envelope shall be marked Solid Waste Collection and Recycling Services RFP along with submittal deadline date and time as indicated. Late submissions will not be considered. They will be returned unopened to the sender.

ll. SUMMARY

The intent of this RFP is to provide trash and recycling services to all Harnett County Public Schools and their administrative buildings. No fuel or environmental fees will be allowed during the term of the agreement.

III. TERM OF CONTRACT

1. It is the HCS's intent to enter into a single, exclusive agreement with a selected Vendor to provide collection, transportation of solid waste and recycling. All HCS solid waste shall be delivered to a permitted transfer station or landfill. All recyclables shall be delivered to a licensed MRF or Processing Facility. Disposal fees will be paid by the hauler. HCS will enter into an agreement with the vendor it determines to be in the best interests of HCS. Start date to be determined upon award.
2. The agreement shall commence upon the date of execution of the agreement by both parties and extend for an initial period of Two (2) years ("Initial Term"). The agreement shall be renewable for successive two (2) year terms (each a "Renewal Term") upon the mutual agreement of the parties. Notice of intent to renew shall be made in writing at least three (3) months prior to expiration of the Initial Term or a Renewal Term, whichever is applicable. Any amendment or modification of the agreement shall be null and void, unless it is contained in a writing signed by both parties.

IV. PROPOSAL FORMAT

The vendor shall include the following:

Letter of Transmittal

The letter of transmittal accompanying any proposal shall be addressed to HCS Maintenance Director, Steve Matthews, must, at a minimum, contain the following:

1. Identification of the vendor, including name, address, telephone number, fax number, and e-mail address;
2. Location of the office from which service will be provided, including hours of operation; and
3. The signature of an officer of the Vendor authorized to bind the Vendor.

   Responsiveness to HCS Request

The vendor shall include the Vendor's detailed concept for the provision of all services identified herein.

 Vendors Experience

The proposal must include a demonstration of the Vendor's knowledge and experience related to the types of services identified in this RFP. This should include a list of similar projects and a description of the Vendors general organization and names of key personnel, indicating the depth and quality of experience of such personnel.

A minimum of three references shall be provided, which shall include the following: (1) identification of each reference, (2) a contact person at the reference, and (3) the reference's mailing address, telephone number, and email address. Alt references shall be from similar projects done by the personnel to be involved in providing service under this RFP. All of the references shall be from commercial entities.

Financial and Insurance Information

Vendor shall submit a financial statement in accordance with the Generally Accepted Accounting Principles as part of its proposal.

Insurance: CONTRACTOR shall be required to carry general liability insurance, worker’s compensation insurance, and motor vehicle insurance as required by State Laws as outlined below:

Certificates of insurance shall be provided to CUSTOMER by CONTRACTOR

Fee Proposal

The fee proposal (Attachment A) shall be completed. The proposal must list all fees or charges that may be levied to HCS in connection with the collection of solid waste and recycling including disposal and recycling processing fees.

V. PROCESSING OF PROPOSALS

HCS reserves the right, after opening the proposals, to reject any or all proposals, or to accept the proposal HCS determines in its sole judgment to be in the best interests of HCS.

A. HCS Not Liable for Any Pre-Contractual Expenses

In no event shall HCS be liable for any expenses incurred in the preparation of a Vendors proposal or any other expenses incurred prior to execution of an agreement by both parties. Pre-contractual expenses include, but are not limited to, the following:

1. Expenses related to preparing and submitting a proposal to HCS;
2. Expenses related to negotiations with HCS, including without limitation negotiation regarding any mailer related to the contract terms, professional fees, and schedule; and
3. Any other expenses incurred by the Vendor prior to entering into an agreement with HCS.

B. Notification of Successful Vendor(s)

Vendors shall be notified as soon as possible by HCS following approval by the HCS Board of Education during their regularly scheduled board meeting.

Selection of Vendor

1. Qualifications

The Vendor shall be a single firm and must show evidence of its technical capability in the services identified in this RFP. The Vendor shall also be knowledgeable concerning all applicable federal, state, and local laws, regulations, and ordinances. Work shall be done in conformance with current professional practices in the State of North Carolina.

2. Criterion for Selection of Vendor to Negotiate an Agreement

HCS will analyze the following criterion in selecting a Vendor:

        1.        Cost

2. Ability to meet service expectations
3. Experience with related programs
4. References and financial stability
5. Completeness of the proposal
6. Ability to provide and maintain equipment

VI. Operations - Location and Frequency of Collection

A. Collection

All Solid Waste will be delivered to a permitted Transfer Station or Landfill. Recyclables shall be delivered to an approved processer.  No sites shall have collection on consecutive student days.

B. Hours of Collection

Normal hours of collection shall be as specified below. Exceptions will be approved by HCS only when necessary to complete collection of a route due to unusual circumstances.

C. Holidays

When the regular pick-up falls on a holiday, herein defined as Thanksgiving Day, and Christmas Day, (or any day the Transfer Station/Landfill is closed) the pick-up shall be made on the following day, unless otherwise authorized by the HCS.

D. Missed Collections

In the event that a regularly scheduled collection is missed and a complaint is received, a special collection of the solid waste will be required of the Vendor within twenty-four (24) hours of receipt of complaint. Vendor will have enhanced electronic method to communicate with HCS that will maintain records of communications and provide record producing capabilities.

In the event of missed pickups due to acts of God, weather, or events outside the control of the Vendor, pickup will be made as soon as possible when conditions are safe to continue service.

Vll. Operations

A. Necessary Equipment and Containers; Repair and Maintenance

          Vendor shall provide an adequate number of vehicles to collect solid waste and recyclables in accordance with the Agreement. The vehicles shall be licensed in the State of North Carolina and shall be operated in compliance with all applicable state, federal, and local laws, regulations, and ordinances. The vehicles shall be manufactured and maintained to conform to the appropriate American National Standard Institute's specifications. Each vehicle shall bear, at a minimum, the name of the Vendor and means by which the Vendor may be contacted (i.e. website, phone number, email address, etc.), which shall be plainly visible on both sides of the vehicle.

2.  The Vendor shall properly maintain all Vendor-owned collection equipment, vehicles, and recycling containers and endeavor to keep the same serviceable. When they are no longer serviceable, such items of equipment shall be replaced with equipment in proper operating condition.
3. The Vendor will perform all maintenance and repairs at its own expense on Vendor-provided containers and equipment in order to keep such in proper operating condition. The Vendor shall maintain, repair, or replace a container upon the reasonable request of HCS. The Vendor is entitled to seek restitution for all maintenance or repairs occasioned by the negligent or intentional acts of third parties from such responsible third party, and HCS shall not be liable for any damages or expenses related thereto.

Vlll. Billing and Customer Service

1. Invoices

The Vendor will bill HCS on a monthly basis. HCS shall make payment of the full amount due under the invoice within thirty (30) days of receipt of an invoice. HCS and Vendor shall cooperate in providing the necessary information and billing on a timely basis so that payment may be made.

2. Resolution of Disputes

Any disputes that may arise will be governed by North Carolina law in the county of Harnett.

  Additional Terms and Conditions

Additional terms and conditions that will become a part of the Agreement are included in Attachments A and B to this RFP.

ATTACHMENT A

Fee Proposal for Solid Waste and Recycling Collection Services

FEE PROPOSAL

Proposed fees must be complete and should include collection, transportation, disposal, processing fees, and new containers. Hauler must be able to provide either straight or slant style 8cyd or 6cyd containers for MSW cans as directed by HCS. Recycling containers will be 8cyd Slot Style and will be a different color than the MSW containers. Colors will be agreed upon by both parties. All initial containers provided shall be NEW or Like New condition.

Total Monthly Price for MSW Cans $

Total Monthly Price for Recycling Cans $

Total Annual Price for MSW and Recycling Cans $

Company Name: ___________________________________________________________________

Address: ___________________________________________________________________

Telephone: Fax:

Email: _____________________________        Website: _________________________________

Authorized Signature: _______________________        Print Name: _______________________

Date: _______________

ATTACHMENT B

Locations and Frequency of Cans Form