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Home My WebLink About2017-28312017 -2831 CONTRACT BETWEEN WASTE MANAGEMENT OF MINNESOTA and THE CITY OF COLUMBIA HEIGHTS FOR THE COLLECTION AND DISPOSAL OF GARBAGE, RUBBISH, RECYCLABLE MATERIALS, ORGANICS AND YARD WASTE January 1, 2018 — December 31, 2022 SOLID WASTE SERVICES AGREEMENT THIS SOLID WASTE SERVICES AGREEMENT is made and entered into this 8th day of December 2017 by and between the CITY OF COLUMBIA HEIGHTS a Minnesota Municipal Corporation, organized and existing under the laws of the State of Minnesota ( "City ") and Waste Management of Minnesota, a Minnesota Corporation. WITNESSETH A. WHEREAS, the City has found and determined that the public health and safety of the City will be promoted and preserved by establishing an arrangement for the collection, transportation, and disposal of Solid Waste kept and accumulated by residences within the City; and B. WHEREAS, the City released a request for proposals (RFP) for Solid Waste and Recyclables Collection Services on September 2nd, 2017; and, C. WHEREAS, the Contractor submitted a proposal in response to the City's RFP on October 2nd, 2017; and, D. WHEREAS, the Contractor's proposal and response to specific questions certified the Contractor accepted the terms and service specifications contained within the RFP packet; and, E. WHEREAS, the City has determined the Contractor to be qualified to carry out the terms of this Agreement upon the terms and conditions and for the consideration hereinafter provided. NOW, THEREFORE, in consideration of the foregoing and the covenants, promises, undertakings, and obligations herein created, granted, and assumed, the parties hereto agree as follows: ARTICLE 1. DEFINITIONS 1.2.1 For purposes of this Agreement, terms not otherwise defined herein shall have the following meanings: 1.2.2 Agreement: This City of Columbia Heights Solid Waste Services Agreement, and as subsequently amended. 1.2.3 Cart: The wheeled, lidded container in which Solid Waste can be stored and placed for curbside Collection. 1.2.4 City- Designated Solid Waste Disposal Facility: The facility designated by the City where Contractor is required to deposit MSW collected under this Agreement. If, at any time during the term of this Agreement, the City designates a different facility to be used by Contractor, City and Contractor agree to negotiate a possible increase in rates to account for the additional transportation and disposal costs resulting from the change in facility. 1.2.5 Collection: The aggregation of MSW, Recyclables, Problem Materials, Yard Waste, and Source Separated Organic Materials from the place at which they are generated including all activities up to the time they are delivered to a facility or end market. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 1 of 19 1.2.6 Collection Vehicle: Any vehicle licensed and inspected for Solid Waste Collection as required by the City, State and County. 1.2.7 Composting Facility: Licensed facility to process Yard Waste and /or Source Separated Organic Materials in conformance with state and local regulations. 1.2.8 County: Anoka County, Minnesota. 1.2.9 Dumpster: A container having a minimum capacity of one cubic yard, of an approved sanitary type, with the proper attachments for lifting onto a Collection Vehicle. 1.2.10 Dwelling Unit: A separate dwelling place with a kitchen. 1.2.11 Electronic Waste: Any discarded consumer electronic device as described in Mn. Stat, 115A.1310, typically having a circuit board including, but not limited to: televisions, computers, laptops, tablets, computer monitors, peripherals (e.g., keyboard, printer, mouse, etc.), cell phones, PDAs, DVD recorders /players and video cassette recorders /players, and fax machines. 1.2.12 Excluded Waste: Waste tires, , radioactive, volatile, corrosive, flammable, explosive, biomedical, infectious, biohazardous, regulated medical or hazardous waste, toxic substances or material, as defined by, characterized or listed under applicable federal, state, or local laws of regulations. 1.2.13 Hazardous Waste: Waste or material defined, characterized or designated as hazardous by the United States Environmental Protection Agency (USEPA), appropriate State agencies, or Anoka County by or pursuant to Federal or State law or regulations. For purposes of this Agreement, the term hazardous waste shall also include motor oil, gasoline, batteries, paint, paint thinner, insecticides, toxic materials, acids, drugs, fireworks, ammunition and other hazardous substances so designated by the City or County. 1.2.14 Holidays: New Year's Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day. 1.2.15 Mixed Municipal Solid Waste (MSW): As defined in Minnesota Statutes, garbage, refuse, rubbish, trash, and other Solid Waste from residential, commercial, industrial, and community activities that the generator of the waste aggregates for Collection. MSW does not include auto hulks, street sweepings, ash, construction debris, mining waste, sludges, tree and agricultural wastes, tires, lead acid batteries, motor and vehicle fluids and filters, and other materials collected, processed, and disposed of as separate waste streams. Also referred to in this Agreement as "trash ". 1.2.16 Person: Includes any natural person, corporation, firm or association. 1.2.17 Pick -up (Stop): A Collection of one or more containers from a Premise. One pick -up may include more than one container or extra bag or bundle. 1.2.18 Premises: Any dwelling house, building, and every other place where any person resides within the City. 1.2.19 Problem Materials: As defined in Minnesota Statutes 115A.952, waste that is too large to fit into a standard trash cart and requires special Collection by Contractor. Problem material waste includes, but is not limited to: furniture, appliances, mattresses, and bed springs, and may be referred to as "bulky waste." Problem material waste does include household electronic waste. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 2 of 19 1.2.20 Recyclables: Shall have the meaning set forth in Minnesota Statutes and means materials that are source separated from MSW for the purpose of recycling. Be acceptable to the Materials Recovery Facility, and for other materials and collection methods, the process and end products must meet SCORE definitions and credit for recycling tonnage. 1.2.21 Recyclables Pick -up: Each instance that Recyclables are picked up at a Premise. 1.2.22 Recyclables Processing Facility. Facility designed for centralized sorting, processing, and /or grading of collected recyclable materials for marketing. The facility will conform to all applicable rules, regulations and laws of state, local or other jurisdictions. 1.2.23 Single Stream Recycling /Single Sort Recycling: The recycling system whereby residents set out Recyclables in one category without further sorting by residents in which materials are later processed at a processing facility, including sorting into their individual marketable commodities. 1.2.24 Solid Waste: Discarded solid materials (except animal waste used as a fertilizer), including MSW, Recyclables, Source Separated Organic Materials, Yard Waste, Problem Materials and other Solid Waste materials resulting from industrial, commercial and agricultural operations, and from community activities. Solid Waste does not include earthen fill, boulders, rock and other material normally handled in construction operations. 1.2.25 Source Separate Organic Materials (SSOM): Food waste and other compostable organic materials that are source separated for recovery and as defined in Minnesota Statutes. The term "organic materials" does not include Yard Waste for purposes of this Ordinance. (Also referred to as "food waste /organics" and "source separated organics. ") 1.2.26 Standard List of Residential Recyclables: The list of Recyclables collected curbside in all City recycling programs to meet basic requirements of the County's Municipal Curbside Recycling and Waste Reduction funding requirements. 1.2.27 Trash: See Mixed Municipal Solid Waste. 1.2.28 Volume -based charges: Charges that vary based on limits of MSW which a Premise disposes; often measured by the trash cart size. 1.2.29 Yard Waste: As defined in Minnesota Statutes, grass trimmings, leaves, home and garden plant wastes, twigs and branches less than four (4) inches in diameter and miscellaneous tree seeds and cones. ARTICLE 2. TERM OF AGREEMENT 2.1 This Agreement shall commence on January 1, 2018 and shall remain in full force and effect through December 31St, 2022, unless terminated in accordance with Article 16 of this Agreement. 2.2 The City and Contractor may elect to extend the Agreement for a two (2) year extension. The terms and conditions of this Agreement shall apply to any such Agreement extension. Nothing in this Agreement shall be interpreted to imply or infer that the City or Contractor is committing to such extension. 2.3 Either party shall notify the other party at least six (6) months prior to the expiration of this Agreement or any extension period of its decision to extend the contract for two years and the other party shall have the right to accept or decline any extension. The Contractor may request an early decision by the City for an extension of the Agreement by submitting a written request; the City shall not be obligated to accede to that request. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 3 of 19 2.4 The City reserves the right to terminate this Agreement for material breach or unsatisfactory performance by Contractor, unless Contractor cures the material breach or unsatisfactory performance within ten (10) days after receiving written notice from the City. Termination shall not affect the City's right to make a claim against Contractor or its Performance Bonds for the damages on account for such a breach. 2.5 No assignment of any rights or obligations under this Agreement shall be made without prior written approval of the City Council and by mutual agreement of both parties. ARTICLE 3. GENERAL REQUIREMENTS 3.1 Independent Contractor. Contractor is declared to be an Independent Contractor and nothing in this Agreement shall be construed to create the relationship of employer and employee between the City and Contractor, its agents or its employees. Contractor shall at all times remain an independent contractor with respect to the services to be performed under this Agreement. Any and all employees of Contractor or other persons engaged in the performance of any work or services required by Contractor under this Agreement shall be considered employees or subcontractors of Contractor only and not of the City; and any and all claims that might arise, including workers' compensation claims under the Workers' Compensation Act of the State of Minnesota or any other state, on behalf of said employees or other persons while so engaged in any of the work or services provided to be rendered herein, shall be the sole obligation and responsibility of Contractor. 3.2 Licenses and Permits. Contractor shall ensure at its own expense that all driver and truck licenses and permits are current and in full compliance with local, state and federal laws and regulations. Any Facility used to handle MSW, Recyclables, Problem Materials and Yard Wastes from the City must have current permits and licenses and make the same available upon request by the City. 3.3 Compliance with Law. Contractor shall comply with all federal, state, county and city laws, regulations and local ordinances pertaining to the Collection and processing of MSW, Recyclables, Problem Materials and Yard Waste. 3.4 Days of Collection. Collection days for residential units shall be as shown on Attachment A. Collection days may only be modified with the prior written approval of the City. Contractor shall notify each residential unit of any change in collection day four (4) weeks before the change and again one (1) week before the change. 3.5 Hours of Collection. Residents shall place all Carts curbside no later than 6:00 AM on Collection day. Contractor shall not start Collection before 6:00 a.m. or continue after 8:00 p.m. on the same day following the City's Noise Ordinance. Exceptions to Collection hours shall occur only by prior permission of the City. Contractor shall request permission from the City for any exception first via telephone and then in writing (email is acceptable) with an explanation as to the reason for the exception. 3.6 Holidays. When a Holiday falls on a weekday (Monday through Friday) in a week that Collection will normally be made, the Collection day may be delayed one day. It shall be Contractor's responsibility to inform residents in a timely manner of any change in the Collection schedule as a result of a Holiday. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 4 of 19 3.7 Delays. Contractor shall furnish the City and all of its Premises with a written copy of the schedule of Collection for each Premise. Contractor shall make every effort to maintain established scheduled pick -ups even though conditions such as weather may be adverse. In no event shall Contractor be required or suffer penalty for failure to perform a scheduled pickup when prevented from doing so as the result of an undue accumulation of snow and /or other catastrophic conditions. The Columbia Heights Public Works Director or designee shall determine if such conditions exist. In such case, Collection shall be made on the next day. 3.8 Missed Collections. In the case of alleged missed Collections, Contractor shall investigate, and, if such allegations are verified, Contractor shall then arrange for the Collection of the subject materials no later than 4 p.m. the next business day. 3.9 Spills or Leaks. Any contents spilled or fluids leaked from the MSW, Recyclables, Problem Materials, Yard Waste or SSOM trucks shall be cleaned up immediately in a workmanlike manner. If Contractor fails to clean up any scattered or spilled material or leaked material or fluids from trucks within three (3) hours after oral or written notice (email is acceptable) from the City, the City may cause such work to be done and deduct the reasonable cost thereof from any payments due and owing Contractor, in addition to any other remedies provided herein. 3.10 Carts and Dumpsters. Each Premise shall have a MSW Cart, and a clearly distinguished Recycling Cart i.e. all carts have different color lids for each service. Premises lacking either a MSW cart or a Recycling Cart shall be provided same by Contractor as ordered by the City and the City will own provided carts when delivered (used carts are authorized). Depending on Contractor and City policy, residents may use their own containers for yard waste. Contractor shall be responsible for the maintenance of the Carts and Dumpsters and except in the case of abuse and /or misuse by a Premise, shall replace damaged or broken Carts or Dumpsters free of charge. Dumpsters, if required, shall be provided by the Contractor. Carts and Dumpsters shall be handled with reasonable care to avoid damage and are to be replaced in an upright position behind the curb or alley line, or other designated spot according to ordinance. a. Contractor shall be responsible for the delivery, removal, maintenance and inventory of the Carts and Dumpsters and except in the case of abuse and /or misuse by a Premise, shall replace damaged or broken Carts or Dumpsters free of service charge. Properties the City determines are on service stop will keep their carts, but Contractor must develop procedures to ensure they are not emptied until the City authorizes the service again. b. Inventory records by cart size shall be maintained for all City -owned carts, including location, service records, and reason for service or destruction. C. Contractor shall label all trash, recycling, and YW /organic carts in the field no later than August 30, 2018 with company logos on the side and City provided templates for the top of the carts. The Contractor shall choose a color for the YW /organics carts (not red or green) and paint or replace the top of the current YW carts in the field. Additional carts provided to the City will be labeled and lids colored properly as well. 3.11 Location for collection. Trash and Recycling will be collected in the alley if one exists, otherwise it will be collected at the end of the driveway. Yard Waste and brush will be collected on the curb for all properties. Multi- dwelling properties will be serviced at the location of the containers. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 5 of 19 3.12 Disabled Subscribers. Contractor shall not require disabled residents to make their Trash or Recyclables available at curbside and shall make arrangements upon contact by each such resident to accommodate Collection. 3.13 City Property. Contractor must provide Trash and Recyclables Collection, at no cost to the City, for the following: List subject to change at discretion of the City. Name And Address Size Of Trash And Recycling Service Level Of City Facility Container A. Public Works, (1) 20 Yard Trash Container Emptied Weekly April - 637 38th Ave November, On -Call December - March (2) 4 Yard Containers Single Sort Recycling, Emptied Weekly B. Recycling Center, (1) Trash Cart Emptied Weekly 3801 Madison St C. f❑ I SACA (Food Shelf), 627 38th Ave Murzyn Hall, 530 Mill St City Hall, 590 40th Ave (1) 6 Yard Paper /Cardboard Emptied Weekly Dumpster (4) Recycling Carts Emptied Weekly (1) 20 yard Scrap Metal On -call (1) 10 yard Tires On -call (3) Trash Carts Emptied 2 /Week (2) Single Sort Recycling Emptied Weekly Carts (1) 4 Yard Paper /Cardboard Emptied Weekly Dumpster (2) 4 -Yard Trash Dumpsters Emptied 2 /Week (1) 3 Yard Recycling Dumpster (3) Trash Carts, (2) Recycling Carts, (1) 4 Yard Paper /Cardboard Dumpster Public Safety, (1) 2 Yard Trash Dumpster 825 41st Ave (1) 2 Yard Single Sort Dumpster Emptied Weekly Emptied Weekly Emptied Weekly Emptied Weekly Emptied Weekly Emptied Weekly SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 6 of 19 G. Library, (3) Trash Carts Emptied Weekly 3939 Central Ave (3) Recycling Carts Emptied Weekly H. 3 Liquor Stores (1) 2 Yard Trash Emptied Weekly (4950 Central Ave, 210537 th Ave, 5225 University Ave) Each With: (1) Recycling Cart Emptied Weekly (1) Cardboard Dumpster Emptied Weekly To Be Determined 3.14 SSOM. If SSOM Collections are provided to Premises in the City, same will be provided to City properties. Sizes of recyclable containers at each City location to be serviced by Contractor will be determined by the City. 3.15 City Events. The Contractor shall also provide containers and services for City events such as the annual Jamboree. 3.16 Streetscape containers. The contractor shall inspect street containers (Attachment B) and empty as needed every business day. The City reserves the right to expand the number and locations of containers as it desires. ARTICLE 4. INSURANCE; INDEMNIFICATION 4.1 Insurances. Contractor shall carry and file policies or certificates with the City for workers' compensation insurance (statutory level), public liability insurance (including for automobiles and trucks), and property damage insurance. The City shall be named as an additional insured in all such policies, and the policies shall be in form and substance acceptable to the City. All liability policies shall provide coverage in an amount at least equal to $1,000,000 per person and $2,000,000 per occurrence. Workers' Compensation policies shall be compliant with state law. The Contractor shall maintain Umbrella Coverage insurance. The minimum limit shall be $5,000,000. 4.2 Performance Bond, Payment Bond. Contractor shall obtain a Performance Bond to ensure that the work will be completed according to the terms of the Agreement, and a Payment Bond to ensure that subcontractors, and people who provide labor and materials associated with the Agreement are paid. Each bond shall be in the amount of $10,000 payable to the City for the use of said City. Each bond shall be signed by Contractor and with a surety company or bank as surety that is acceptable to the City. Each bond shall at all times be kept in full force and effect. The bonds shall be filed with the City Administrator /Clerk or their designee. 4.3 Payments. Contractor shall pay all bills or claims for wages, salaries and supplies, incurred in the operation of the Collection service. The City has no obligation or responsibility for bills or debts incurred by Contractor. 4.4 Indemnification. Contractor agrees to take title to MSW, Recyclables, Yard Waste Problem Materials and all other collected materials upon Collection by Contractor. Contractor shall defend, indemnify and save harmless the City from any and all claims and causes of action which may be asserted against SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 7 of 19 the City, but only to the extent of any negligent act or omission, or any misfeasance or malfeasance of Contractor or its employees and agents in connection with its performance under this Agreement. Contractor shall defend, indemnify, keep and save harmless the City and its respective officers, agents and employees against any or all suits or claims that may be based upon any injury or damage to persons or property that may occur, or that may be alleged to have occurred, in the course of the performance of this Agreement by Contractor, or as a result of the performance of this Agreement, but only to the extent that the injury was caused through a negligent act or omission of Contractor or its employees whether or not the persons injured or whose property was damaged were third parties, employees or Contractor or employees of an authorized subcontractor. Contractor shall defend, indemnify, keep and save harmless the City and its respective officers, agents and employees against any or all suits or claims: a) arising under the Minnesota Environmental Response and Liability Act ( "MERLA ") enacted in 1983; b) its federal counterpart, the Comprehensive Environmental Response Compensation and Liability Act of 1980 as amended by the Superfund Amendments and Reauthorization Act ( "SARA" of 1986 (together known as CERLCA); c) Contractor's violation of any administrative rule or statute of Minnesota or any other State; d) Contractor's violation of any common law theory of other State or the United States; or e) claims based upon the cleanup of abandoned or existing sites contaminated or allegedly contained with hazardous substances. If any claims in (a) through (e) are based upon Solid Waste transported from the City by Contractor or its subcontractors or their agents or in connection with any claim based on lawful demands of subcontractor, work person, suppliers, Contractor shall at its own expense defend the City in all litigation, pay all attorneys' fees and all costs and other expenses arising out of the litigation or claim or incurred in connection therewith; and shall, at its own expense satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees. Notwithstanding the foregoing, Contractor's indemnification obligation shall not apply to any claims involving Excluded Materials. ARTICLE 5. COLLECTION EQUIPMENT AND PERSONNEL 5.1 Labor and Equipment, General. Contractor shall furnish all labor and equipment as shall be necessary and adequate to insure satisfactory Collection, transportation and proper separation and processing of the MSW, Recyclables, Problem Materials and Yard Wastes from all Premises in the City. All work to be performed hereunder shall be done so as to protect to the highest extent the public health and safety. 5.2 Maintenance of Equipment. Contractor shall maintain equipment used in the performance of this Agreement in a clean and sanitary condition and shall at all times operate such equipment in compliance with State law and City ordinances. Equipment shall be maintained so the material being collected and transported will not be seen and will not blow, fall, or leak from the vehicle and fluids will not leak from the trucks. 5.3 Compliance with Truck Road Weight Restrictions. It shall be Contractor's sole responsibility to comply with all road weight restrictions. Contractor shall immediately inform the City of any notices of exceeding such restrictions. The City retains the right to inspect and /or weigh Contractor's trucks at any time. 5.4 Personnel. Contractor shall retain sufficient personnel and equipment to fulfill the requirements and specifications of this Agreement. Contractor's personnel shall be trained both in program operations SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 8 of 19 and in customer service, and Contractor shall insure that all personnel maintain a positive demeanor with the public, and shall: 5.4.1 Conduct themselves at all times in a courteous manner and use no abusive or foul language. 5.4.2 Make a concerted effort to have at all times a presentable appearance and attitude. 5.4.3 Wear a uniform and employee identification badge or name tag. 5.4.4 Drive in a safe and considerate manner. 5.4.5 Manage Carts and Dumpsters in a careful manner so as to avoid spillage and littering, or damage to the Cart. Carts or Dumpsters shall not be replaced in the street, and shall be replaced in an upright position. 5.4.6 Monitor for any spillage or vehicle leaks and be responsible for immediately cleaning up any litter, breakage or leaks. 5.4.7 Avoid damage to personal or City property. 5.4.8 Return carts to the location at which they were collected. Return dumpsters to their original location and ensure gates are closed after servicing. 5.4.9 Not perform their duties or operate vehicles while consuming alcohol or illegally using controlled substances or while under the influence of alcohol and /or such substances. ARTICLE 6. MSW (TRASH) COLLECTION 6.1 Weekly Collection. MSW Collection shall be weekly for each Premise, although multifamily Premises may have more frequent Collection(s). There will be an option for SSO participating households to utilize a low volume 30 gal EOW service. 6.2 Waste Removal. Contractor shall provide for the removal of MSW from all residential Premises in the City. Contractor shall immediately report to the City all Premises that refuse or discontinue waste removal services. 6.3 Refusal Notice. If any Premise places any items out for pickup and the item is not taken by Contractor, Contractor shall provide written notification to the Premise and to the City of reason(s) for refusal to pick up the item such as for Excluded Waste. All waste placed for Collection by Premises from eligible persons shall remain the responsibility and ownership of the residents until picked up by Contractor who assumes ownership and responsibility of the waste at that time. Carts and Dumpsters. Contractor shall make Carts or Dumpsters available to each Premise for MSW Collection. MSW Carts shall be provided in at least three (3) sizes: approximately ninety (90), sixty - five (65) and thirty (30) gallons. Triplexes and below households are authorized up to 1.5 yards of extra bags and /or C & D rubbish when they utilize a 90 gal and /or pay for "full service ". MSW Dumpsters shall be provided in at least four (4) sizes, two (2) yards, four (4) yards, six (6) yards and eight (8) yards options for single day per week service and multiple day per week service shall be offered to multi - dwelling customers. Multi- dwelling properties are not allowed extra bags or rubbish outside of trash containers, except for large bulk items (furniture, mattresses, carpet). 6.4 Required Disposal. Pursuant to MN 115A.46 and 115A.471 all waste collected by Contractor in the City shall be delivered to the facility designated by City, County, Metro, and the State. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 9 of 19 6.5 Weight Records. Contractor will keep accurate records of the weights and types of MSW collected in the City and the City route the materials were collected from. MSW will be weighed after completion of a route or at the end of the day, whichever occurs first, on a certified scale. All MSW collected in the City shall be weighed separately (or a formula used to split a ticket) from MSW collected in other geographic subdivisions or businesses i.e. non - contracted sites. A copy of each weight ticket shall be kept on file and the formula used to "share" a weight ticket. ARTICLE 7. RECYCLABLES COLLECTION 7.1 Single Sort Recycling. Contractor shall not require separation of Recyclables by type, but shall permit Premises to aggregate all of their Recyclable Materials into the same Cart or Dumpster for Collection by Contractor. 7.2 Frequency of Collection. Recyclables Collection shall occur once every other week for each Premise; and multifamily premises will be serviced weekly, and may have more frequent Recyclables Collection at the same flat rate. 7.3 Recyclables to be Collected. Contractor shall collect, at a minimum, the City of Columbia Heights' List of Standard Recyclables in addition to those Recyclables for which it has found or developed markets. Contractor shall update the list of Recyclables it Collects to remain current with the City of Columbia Heights List of Standard Recyclables as determined by SCORE agreements. 7.4 Additional Recyclable Materials. Recycling will be unlimited and therefore, residents who have a large amount of Cardboard or other Recyclables may bag or box this material up and leave it beside the Recycling Cart for pickup and Contractor shall pick up such additional Recyclables at its regular Collection time at no additional charge. Households may also order larger or multiple carts as well for no additional charge. Multifamily Premises shall have appropriate -sized carts or dumpsters for Recyclables and all Recyclables shall fit into the carts or dumpsters, except for large cardboard which can be placed behind or in- between said containers. 7.5 Ownership of Recyclables. All Recyclables placed for Collection by Premises from eligible persons shall remain the responsibility and ownership of the residents until picked up by Contractor. 7.6 Changes to Recycling Collection System. Contractor shall not make changes to the Recyclables Collection system or the Recyclables Processor without the prior written agreement of the City. 7.7 Education. Contractor shall provide two (2) education /outreach actions per year, which may include direct -mail pieces, Columbia Heights- specific recycling education advertising in the City of Columbia Heights Newspaper of Record, literature drops at Premises, or other City- approved options. The method of distribution and content of materials shall be approved by the City in writing prior to distribution. Additional agreed upon education actions may be implemented, such as targeting new residents or recycling incentives programs. 7.8 Processing of Recyclables. Contractor shall haul all collected Recyclables to a Recyclables Processing Facility or end market for sale or reuse, or to an intermediate collection center for later delivery to a Recyclables Processing Facility or end market. A statement shall be received by Contractor showing the tonnage of Recyclables collected within the City. Such statement must be in a form sufficient to qualify the Recyclables as having been properly processed for purposes of the Agreement. Contractor may not transport the Recyclables to a mixed municipal solid waste disposal facility. Contractor or it SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 10 of 19 subcontractors shall not landfill, incinerate, or compost the Recyclable Materials. All costs of collection, transporting, and processing the Recyclables with the Recyclables Processing Facility or the end market shall be at the sole expense of Contractor. 7.9 Weight Records. Contractor will keep accurate records of the weights and types of Recyclables collected in the City and the City Recycling route the Recyclables were collected from. Separated Recyclables will be weighed after completion of a route or at the end of the day, whichever occurs first, on a certified scale. A copy of each weight ticket for separated Recyclables shall be kept on file. 7.10 Recycling Rebates. Contractor shall remit recycling rebates quarterly to the City using formula determined for single sort recycling on Attachment C. Contract shall rebate 80% of scrap metal and cardboard /paper value for the recycling center with no processing fee deduction. ARTICLE 8. YARD WASTE COLLECTION 8.1 Collection. Contractor shall provide separate yard waste Collection as an additional service during the months of April through November, weather permitting. Yard Waste Collection shall be weekly during the season. A scheduled route for Christmas trees will be conducted after the holiday season for the month of January. 8.2 Preparation by Premises. Yard Waste may not be placed or Collected in plastic bags, to comply with Minnesota Statute (M.S. 115A.931, Subd. (c) and M.S. 325E.046), but proper bags that meet the standard are fine for Premise to use. Yard Waste shall be collected at curbside on the same day as MSW Collection off the street curb, unless directed by City at other locations due to topography that make it physically challenging to place a materials on the street curb. ARTICLE 9. SOURCE SEPARATED ORGANICS /ORGANICS COLLECTIONS 9.1 The City will comingle SSO with yard waste in a yard waste /organics cart which the contractor will make available as requested by the resident and ordered by the City. Contractor will provide any size cart as requested from 90 to 30 gal, or other container as directed by City. Organics will be collected weekly with yard waste and during the winter on a scheduled EOW route. Multiple dwelling properties may also participate in the SSO program. All costs of collection, transporting, processing, and disposal of the comingled organics with the yard waste at a transfer station or composter shall be at the sole expense of Contractor. Contractor shall charge the comingled yard waste /organics cart service charge in lieu of the yard waste /organics flat rate charges for those Premises that order the yard waste /organics cart. 9.2 Licensed composting facility. Contractor shall haul all collected Yard Wastes /Organics to a licensed composting facility for processing, sale or reuse, or to an intermediate collection center for later delivery to a composting or processing facility. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 11 of 19 ARTICLE 1. PROBLEM MATERIALS COLLECTION 10.1 Collection, Disposal, & Recycling. Bulk (furniture, mattresses, carpet): Contractor shall provide scheduling, Collection, disposal, donation, and /or recycling services related to Bulk from Premises at their request. Collection shall be made within 2.5 days of the request. Collection, and recycling or disposal of Bulk shall occur at no additional cost to Premises with 95 gallon cart service or other "full service" households and to multifamily Premises. Limited service households may schedule although must pay per item fees for disposal and /or recycling. Bulk recycling must include a donation stop and the recycling must be SCORE creditable. 10.2 Appliances: The Contractor is responsible for organizing weekly service. Scheduling, Collection, and recycling of one (1) appliance per year shall occur at no additional cost to all households and apartments or the City. The one appliance /year /unit at no additional charge to the City or the property includes the trip and service fee as well as disposal. The contractor will keep track of this service for each property and may charge for extra appliances in a given year. 10.3 Electronics: The Contractor is responsible for organizing monthly collection services for Electronic Waste, The Contractor is required to schedule work orders for residents and charge a flat fee as determined by the City. 10.4 Processing and Disposal. Contractor shall insure that processing and disposal of Problem Materials shall be conducted at a licensed facility in accordance with applicable county, state, and federal rules and regulations. 10.5 Billing. The Contractor will bill (as a pass- through charge) the City for disposal or recycling of bulk materials (for "full service" and multi - dwellings), and the cost of the electronics service above the household flat fee. All properties will pay the Contractor directly for appliances above the first free item /year, and limited service properties pay for all bulk costs as scheduled. ARTICLE 11. CUSTOMER SERVICE REQUIREMENTS 11.1 Customer notice. Contractor shall provide notice to a property when unable to empty a container due to issues with the materials in the container or lack of access to the container, etc., by tagging the container with the information describing the issue. Multi- dwellings must be notified of issues to empty via phone call to the building contact (provided by the City) on the same day as the issue is identified. The Contractor will mail a postcard to all serviced properties, owners, and tenants twice per year with information on proper handling of the materials by the residents. 11.2 Complaints. Contractor shall provide staffing of a telephone equipped office to receive missed Collection complaints and other complaints between the hours of 8:00 a.m. to 4:30 p.m. Monday through Friday. Contractor shall have an answering machine or voice mail system activated to receive phone calls after hours. The address and telephone number of SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 12 of 19 the office shall be given to the City in writing, with ten (10) days prior notice of a change therein. Contractor shall also allow complaints to be made electronically (by e- mail). 11.3 Notification to City. Each month Contractor shall provide the City with a List of all customer complaints, the nature of these complaints, and a description of how each complaint was resolved. The names of each of the complainants and contact numbers or e -mail addresses must be included. 11.4 Complaints received by City. Complaints on service may be taken and collected by the City. The City shall promptly relay any complaints it receives from its residents regarding Contractor's performance to Contractor. Contractor is responsible for corrective actions. Contractor shall answer all complaints courteously and promptly. Contractor shall, within three (3) business days thereafter, inform the City how it responded to such complaints. 11.5 Change of Service and scheduling. The Contractor shall direct all requests for change of services (containers and frequency) to the City for processing and the City will notify the Contractor to exchange containers or adjust frequency. The Contractor shall schedule and collect payment for special pickups. ARTICLE 12. ACCESS TO RECORDS; REPORTS 12.1 Access to Records. Contractor shall provide to the City, during normal business hours, access to books, documentation, papers, weigh tickets and other records that are directly pertinent to the required reports. Contractor shall document and retain dated market weight receipts of recyclable materials sold for the last three (3) years, which upon request will be made available to the City for review. 12.2 Reports. Contractor will submit quarterly reports to the City. Reports shall be due to the City by the fifteenth (15th) day of April, July, October, and January. Other reports may be required as determined by the City. 12.3 Report Contents. As an example, Contractor shall include the following information in these reports: 12.3.1 Total tons of Recyclables and MSW collected. "Total tons" is defined as the combined number of tons recorded from the total actual Recyclable and MSW pick -ups (stops) recorded for each of the three (3) months of the reporting quarter. 12.3.2 Total tons of Recyclables collected by route. 12.3.3 List of single family addresses that do not set out Recycling Carts at least once a month. 12.3.4 Total actual number of MSW pick -ups (stops). "Total actual MSW pick -ups" is defined as the combined number of actual MSW pick -ups recorded for each of the three (3) months of the reporting quarter. 12.3.5 Total actual number of Recycling Pick -ups (stops). "Total actual Recycling pick -ups" is defined as the combined number of actual Recycling pick -ups recorded for each of the three (3) months of the reporting quarter. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 13 of 19 12.3.6 Log of all complaints, including the nature of the complaints, to include the following: (a) Names, addresses, and contact numbers of the complainants; (b) The date and time received; (c) Contractor's response and the date and time of the response; (d) Log of addresses of Premises that did not put out Recyclables containers that month. 12.3.7 Copies of education materials provided to City of Columbia Heights residents that quarter. 12.3.8 Suggestions for improvements to the City of Columbia Heights Solid Waste programs (e.g., public education, multifamily recycling, etc.). ARTICLE 13. ASSIGNMENT AND SUBCONTRACTING 13.2.1 Contractor shall not assign or subcontract this Agreement or any interest therein or any privilege or right granted therein without the prior written consent of the City. Consent to one assignment or subcontract shall not be deemed to be consent to any subsequent assignment or subcontract. In addition, the City must also approve disposal /recycling sites and companies. ARTICLE 14. MISCELLANEOUS 14.1 Liquidated Damages. Contractor agrees, in addition to any other remedies available to the City, that the City may demand payment from Contractor in the amounts specified below as liquidated damages for failure of Contractor fulfilling its obligations. Notwithstanding anything in this Agreement to the contrary, the same instance cannot serve as the basis for multiple Liquidated Damage awards; in other words, the City cannot "stack" Liquidated Damages. Failure to remit payments to the City within thirty (30) days shall be a Failure to Perform in accordance with Section 16. 14.1.1 Failure to respond to legitimate service complaints within 24 hours in a reasonable and professional manner - fifty dollars ($50) per incident. 14.1.2 Failure to collect missed Collections forwarded by City within 24 hours - two hundred and fifty dollars ($250) per incident. 14.1.3 Failure to provide service to entire block on single service day (10 or more Premises) — seven hundred and fifty dollars ($750) per incident. 14.1.4 Failure to provide quarterly and /or annual reports - one hundred dollars ($100) per incident. 14.1.5 Failure to record, maintain and report recycling tonnages by recycling route - one hundred dollars ($100) per incident. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 14 of 19 14.1.6 Failure to complete the Collections within the specified timeframes without proper notice to the City - one hundred dollars ($100) per incident. 14.1.7 Failure to clean up spills during Collection operations - three hundred fifty dollars ($350) per incident. 14.1.8 Failure to report on changes in location of Recyclable Processing operations - two hundred fifty dollars ($250) per incident. 14.1.9 Failure to collect City of Columbia Heights List of Standard Recyclables within one month of notification of a change to the List - one hundred dollars ($100) per week of non - Collection. 14.1.10 Failure to maintain current County licenses to haul MSW, Recyclables, Organics or Yard Waste - five hundred dollars ($500) per day. 14.2 Audits. The Contractor will conduct joint audits of containers and service records with the City on an annual basis. The City may also schedule a disposal audit, if it deems necessary, to track all materials and disposal location /processes etc., and the Contractor will pay for the audit. 14.2.1 Waiver. The waiver by the City of any breach or violation of any term covenant, or condition of this Agreement shall not be a waiver of any subsequent breach or violation of the same or any other term, covenant or condition hereof. 14.2.2 Binding Effect. The terms, covenants, and conditions of this Agreement shall apply to, and shall bind and inure to the benefit of the parties, their successors, and assigns. 14.2.3 Data Practices. Contractor agrees to comply with the Minnesota Government Data Practices Act and all other applicable state and federal laws relating to data privacy or confidentiality. Contractor must immediately report to the City any requests from third parties for information relating to this Agreement. The City agrees to promptly respond to inquiries from Contractor concerning data requests. Contractor agrees to hold the City, its officers, and employees harmless from any claims resulting from Contractor's unlawful disclosure or use of data protected under state and federal laws. 14.3 Force Majeure: Whenever a period of time is provided for in the Agreement for either the City or Contractor to perform any act or obligation, neither party shall be liable for any delays or inability to perform due to causes beyond the control of said party such as war, riot, unavoidable casualty or damage to personnel, materials or equipment, fire, flood, storm, earthquake, tornado or any act of God, but not strike or lockout. The time period for the performance in question shall be extended for only the actual amount of time said party is so delayed. ARTICLE 15. PAYMENT TERMS 15.1 Contractor's Costs. The Contractor agrees to assume all license and all other applicable fees with this Contract and to hold the City harmless from any liability therefore. In addition, Contractor shall be responsible for the cost of all equipment, employment, benefit, SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 15 of 19 wage withholding, taxes, regulatory fees /fines, and any and all other costs in any way related to the activities undertaken by Contractor in fulfilment of its obligations under this contract and hold the City harmless therefrom. 15.2 City's Costs. In the event of a change in law that increases any tax or fee paid with respect to the collection or disposal of waste, landscape waste or recyclables; which tax or fee is imposed upon the Contractor (or requires the collection thereof by the Contractor on behalf of the City or the residents) with respect to collections or disposal processing under this Contract, then the amount of such increase shall be passed through and billed to the City as negotiated between City and Contractor. 15.3 Contract Price Components. In consideration of the Contractor's services to the City, the City shall pay the Contractor a monthly fee in accordance with the prices contained in Attachment C of this Contract. The comingled yard waste /organics cart service is charged in lieu of the yard waste /organics flat rate charge for those properties with the cart. 15.3.1 The number of Residential Units collected shall be determined by the City from the actual number billed during the previous billing period. 15.3.2 Only the service charges from Attachment C will be paid, no other fees or charges will be paid by the City, except for a fuel surcharge if one was submitted in the bid proposal. 15.3.3 Disposal for MSW, Bulk recycling, and electronics recycling costs are to be billed to the City as a pass through charge. The City may request the end site bills to verify. The City will not be billed for disposal /recycling of Christmas trees, yard waste, organics, appliances, or single sort recycling from contracted properties. In addition, trip /service fees will be included in the service prices. Contractor will charge limited service properties for disposal /recycling of bulk items instead of the City and will charge properties for electronics collection a rate determined by the City. 15.4 Household /property billing count. The City and the Contractor will discuss from time to time the quantity billed for services. Properties the City determines will have their refuse service stopped will not have their carts removed although the Contractor will develop procedures to ensure these properties are not serviced. The City will not pay for these properties unless authorized for service. ARTICLE 16. FAILURE TO PERFORM, TERMINATION 16.1 Failure to Perform. In the event Contractor fails to collect the MSW, Recyclables, Problem Materials, and /or Yard Waste as required by this Agreement, the City may, at its option, hire such labor and equipment as may be necessary to collect and dispose of such MSW, Recyclables, Problem Materials, and Yard Waste after Contractor is given three (3) business days to remedy the situation. The City may, at the City's sole option, terminate this Agreement in accordance with Section 16.2. In the event remedy does not occur, Contractor shall reimburse the City for all reasonable Collection expenses the City incurs above and beyond the amounts the City is obligated to pay for such Collection under this Agreement or the City shall utilize the Performance Bond for such expenses. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 16 of 19 16.2 Termination. The City may terminate this Agreement if Contractor fails to fulfill its obligations under the Agreement in a proper and timely manner, or otherwise violates the terms of the Agreement if the default has not been cured after thirty (30) days written notice has been provided. The City may also terminate this Agreement immediately if Contractor fails to maintain County permits required to collect and transport MSW, Recyclables, Organics, or Yard Waste. The City shall pay Contractor all compensation earned prior to the date of termination minus any damages and costs incurred by the City as a result of the breach. If the Agreement is cancelled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by Contractor, solely and exclusively for the City, under this Agreement shall, at the option of the City, become the property of the City, and Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination. SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 17 of 19 IN WITNESS WHEREOF, the parties have hereunto executed this Agreement, by their officers, as of the day and year first above written. CITY OF COLUMBIA HEIGHTS CONTRACTOR: IN Donna K. Schmitt, Mayor Walter R. Fehst, City Manager STATE OF MINNESOTA ) )ss. COUNTY OF ANOKA ) Subscribed and sworn to before me by and , respectively, the Mayor and City Manager of the City of Columbia Heights, a Minnesota municipal corporation this Day of , 20 Notary Public STATE OF MINNESOTA ) )ss. COUNTY OF ANOKA ) Subscribed and sworn to before me on behalf of Contractor by the of Waste Management, a Minnesota corporation (Title) this Day of 2017 Notary Public SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 18 of 19 NOI H DING MIN 30ill' ANOIUN� 1430,C1I:) �l -- 4 ,7 %guiI,' 1�1 t 1 � i t s tti nyi ut � 51 � t ttfit �3 t1t 1 il� � 1 1 ti' 1 Y uM-Tt 'r`,ut"tiw IM �.„ y it " _ T j �a 3 ku Imm, w^t t ill. as i4t Yt a Pw _y t I a is lrt � w + t a, .! i s'�^nwt'+'"a�� t;„'"��" � i � �` U`"�y � a aka r . � t t� d t � ,, � 3 3 s- yet w ' F `�G d x x31ailu40 x11D ,,;u^1�, memo U w C Ci Ci C d G E m a O MEMO r++ ¢ m s t� u oo CN W C) C) 1 RI x �I COLUMBIA lb HEIGHTS! ,..0 •. Containers ■ 15 6 47 7 '18 920 2 gq. fr4 ATTACHMENT B I, F 1 5055 Central 2 50th & Central NW Corner, I F7 3 50th & Central SE Corner 4 49th/Central West Bridge entrance I 5 49th/Central East Bridge entrance IF �H, I 6 47th1Central Bus stop (East side) T_ _T 7 4605 Central CITY 8 4501 Central 9 4400 Central 10 43rd &Central NW Corner OF 11 4200 Central 12 42nd &Central SE Corner 13 4100 Central - Wargo Ct HILLTOP 14 4100 Central - Wargo Ct 15 41st& Central SE Corner 16 4040 Central 17 4022 Central 18 40th & Central NE Corner 19 4000 Central 20 40th & Central NE Corner A I 21 40th Van Buren Parking Lot -1 22 3990 Central v 23 3980 Central 24 Alley CentralNan Buren 3900 block 25 3932 Central 26 39th &Central SE Corner 27 3701 Central -Gateway Park — 28 3706 Central 129 590 40th 130 559 Mill ■ 15 6 47 7 '18 920 2 gq. fr4 ATTACHMENT B ATTACHMENT C: PRICE WORKSHEET Service Level MSW 2018 2019 2020 2021 2022 32 gallon cart weekly limited service, $ per month: 7.99 8.23 8.48 8.73 8.99 64 gallon cart, weekly, limited service $ per month: 7.99 8.23 8.48 8.73 8.99 96 gallon cart, weekly, (full service), $ per month: 7.99 8.23 8.48 8.73 8.99 Service Level MSW 2018 2019 2020 2021 2022 Single -Unit, duplex, and triplex Dwellings 2 Yard dumpster once /week, $ per month 25.00 25.75 26.52 27.32 28.14 Subscription comingted YW /organics Cart service, $ per month (Multiunit allowed to receive carts) 5.39 5.55 5.72 5.89 6.07 4 Yard dumpster once /week, $ per month 25.00 25.75 26.52 1 27.32 28.14 Recycling Charge, Unlimited Service, $ per Unit per Month: 2.29 2.36 2.43 2.50 2.58 6 Yard dumpster once /week, $ per month 25.00 25.75 26.52 27.32 28.14 8 Yard dumpster once /week, $ per month 25.00 25.75 26.52 27.32 28.14 Single Sort Recycling 2018 2019 2020 2021 2022 Single -Unit, duplex, and triplex Dwellings Base Case: Unlimited, Every - Other- Week Service, $ per Household per month: 2.79 2.87 2.96 3.05 3.14 Subscription comingted YW /organics Cart service, $ per month (Multiunit allowed to receive carts) 5.39 5.55 5.72 5.89 6.07 Multiple -Unit Dwellings 3.85 1 3.97 1 4.09 4.21 1 4.34 Recycling Charge, Unlimited Service, $ per Unit per Month: 2.29 2.36 2.43 2.50 2.58 Recycling Rebates: Curbside 80% Minus $67.00 Processing Fee. Recycling Center 80% Minus $67.00 processing Fee. Yard Waste and Organics 2018 2019 2020 2021 2022 Single -Unit. Duplex and triplex Dwellings $ per Premise per month, for all customers 2.89 2.98 3.07 3.16 3.25 Subscription comingted YW /organics Cart service, $ per month (Multiunit allowed to receive carts) 5.39 5.55 5.72 5.89 6.07 Low volume MSW service quote 1 3.85 1 3.97 1 4.09 4.21 1 4.34 IN WITNESS WHEREOF, the parties have hereunto executed this Agreement, by their officers, as of the day and year first above written. CITY OF COLUMBIA HEIGHTS STATE OF MINNESOTA ) )ss. COUNTY OF ANOKA ) By: CONTRACTOR: Subscribed and sworn to before me by Vltl WT and ' respectively, the Mayor and City 'anager of the City of Columbia Heights, a Minnesota municipal corporation this Day of 11 CeM � K , 20 / 4- if i Subscribed and sworn to before me on behalf of Contractor by"�j, ,;,,,_!� , the Vic, M i S not Waste Management, a Minnesota corporation (Title) this 0�Day of D-Qceh - K,2017 o+teey JULIE MARIE ALTMAN RADERMACHER Notary Public 4 State of Minnesota My Commission Expires •a January 31, 2422 SOLID WASTE AGREEMENT City of Columbia Heights, Minnesota Page 18 of 19 c 0 VI u (1) C) z 0 a z co co w ui a co N N r-q r-I r-I Q) i> V1, (L) U c cv cu CL ZEFUSE HAULING BID PRICES (TOTAL 5 YEAR COST) AND RANKING BASED ON PRICE! CURRENT OPERATIONS COMPANY BASE BID Advanced Disposa $ 8,282,976 Waste Managerner $ 8,477,900 Curbside Waste $ 8,758,409 Walters Recycling $ 9,440,143 Republic Services $ 10,058,875 CURRENT OPERATIONS PLUS ALL ALTERNATE BIDS WEEKLY RECYCLING COLLECTION, BULK RECYCLING, & ORGANICS COLLECTION COMPANY ALL RBMPs Waste Manageme n $ 8,944,011 Advanced Disposa $ 9,847,428 Curbside Waste $ 10,650,290 Republic Services $ 10,985,972 Walters Recycling $ 12,014,482 CURRENT OPERATIONS PLUS BULK AND ORGANICS COLLECTION ONLY COMPANY R13MP BULK 8 Waste Managerner $ 8,501,451 Advanced Disposa $ 8,668,356 Curbside Waste $ 8,864,498 Walters Recycling $ 9,969,874 Republic Services 1 $ 10,226,228 ORGANICS ONLY City of Columbia Heights Request for Proposals (RFP) Solid ,Waste Services Release Date: August 25th, 2017 Final RFP Release: September 1, 2017 CH COLUMBIA -HEIGHTS- REDISCOVER THE HEIGHTS Request for Proposal Solid Waste Services 1 Table of Contents SECTION I. INTRODUCTION AND BACKGROUND ............ ............................... 1 SECTION II. KEY DATES FOR THIS PROPOSAL ................... ............................... 2 SECTION III. PRELIMINARY SCOPE OF WORK ..................... ............................... 2 SECTION IV. DESIRED SERVICE FEATURES ......................... ............................... 8 SECTION V. PROPOSAL INSTRUCTIONS ............................... ............................... 9 SECTION VI. NOTIFICATION OF AWARD ............................. ............................... 10 SECTION VII. CONTRACT FOR WORK ................................... ............................... 10 SECTION VIII. PROPOSAL EVALUATION ................................ ............................... 10 SECTIONIX. REFERENCES ...................................................... ............................... 11 SECTION XIV. PROPOSAL SUBMISSION REQUIREMENTS . ............................... 11 SECTION XV. CITY OF COLUMBIA HEIGHTS CONTACT PERSON................... 11 ATTACHMENT 1: PROPOSAL FORMS Page i 2 SECTION I. INTRODUCTION AND BACKGROUND The City of Columbia Heights (City) has determined that the public health and safety of the City will be promoted and preserved by continuing an arrangement for the collection, transportation, and disposal of solid waste kept and accumulated by residences and multifamily properties (up to eight (8) units) within the City. It is the intent of the City to accept and evaluate proposals for solid waste services to begin on January 1, 2018 with an initial five (5) year duration, plus a possible (2) year extension at the option of the City. The goals of the City are to protect public health and safety, provide for excellent solid waste, recycling, bulky materials and yard waste services to residents, to contract for cost - effective services, to provide innovative programs for bulky materials recycling and source - separated organics collections, and to protect and enhance the environment of Columbia Heights. The City is seeking proposals from firms qualified and experienced in the provision of Solid Waste Services. This Request for Proposals (RFP) includes services for: ♦ Curbside collection of single - family residential mixed municipal solid waste (MSW); + Curbside collection and processing of single - family residential recyclables (Weekly collection will be requested in the Add Alternate bids); ♦ Curbside collection and disposal of bulky materials as defined and specified in the Agreement (Recycling of the material will be requested in the Add Alternate bids); ♦ Collection of MSW and collection and recycling /disposal of bulky materials from multi -unit residential properties; ♦ Collection and processing of recyclables at multi -unit residential properties; ♦ Collection and processing of curbside appliances and electronics ♦ Curbside collection and processing of residential yard waste and Christmas trees in season; ♦ Collection and disposal of Source Separated Organic Materials (SSOM) with yard waste from subscribing properties (Requested as an Add Alternate bid); ♦ Collection and processing /disposal services at the City's Recycle Center; and, ♦ Collection and processing /disposal services at City designated buildings, parks, the Central Streetscape corridor, and special events. Proposers must submit proposals that include all requested services and Add Alternates. Page 1 of 14 The City has over 6,300 residential single- family households which use 30, 60, or 90- gallon trash carts and 60- gallon recycling carts. There are about 2,000 multifamily dwelling units in about 140 properties which use 90- gallon trash carts, or 2, 4, 6 or 8 -yard trash dumpsters and 90- gallon recycling carts. City buildings shall be serviced under the Agreement at no additional charge to the City. Proposers must be licensed by Anoka County and the State of MN. Proposals must comply with Mn.Stat. 473.848, and the Anoka County Solid Waste Management Plan, and be acceptable to the City. The City is seeking proposals to address the Scope of Work outlined in Section I1I. Solid waste and recycling services for residents and all multi -unit dwellings have been organized in the City for several decades. The current Agreement for Solid Waste Services expires December 31, 2017. The selected Contractor shall provide Solid Waste Services to all Residential Premises located within the City limits of the City of Columbia Heights, and to certain City- designated facilities and events beginning January 1, 2018. Proposals will be treated in accordance with Mn. Statutes 13.591, Subdivision 3 (b), Data Practices Act. 3 SECTION 11. KEY DATES FOR THIS PROPOSAL ♦ August 25, 2017 Pre - Proposal ineeling. Questions from Proposers Due to City by 3:00 PM. Meeting will be held at 2:00 in the Columbia Heights City Hall. ♦ September 1 Final RFP issued ♦ October 2"d, 2017 Proposals due by 12:00 PM. ♦ October 3rd to October "Short list" calculations, Interviews with selected 13t', 2017 proposers and reference reviews. ♦ October 23rd, 2017 Staff recommendation to City Council and Council consideration of staff recommendation. ♦ October 23rd, 2017 Potential award of Contract. ♦ January 1, 2018 Start of collections. 4 SECTION III. PRELIMINARY SCOPE OF WORK The selected Contractor shall furnish all personnel, labor, equipment, trucks, and all other items necessary to provide for the collection, removal, and disposal of the Solid Waste generated by City residents, City facilities, and certain City events. Subcontracting is allowed when approved by the City although the selected Contractor is responsible for the subcontractor's operations. Page 2 of 14 The City has purchased the carts in use at premises where collection is occurring. The Contractor will supply additional carts as needed and maintain all carts, with these cart costs included in the prices for services. The City will own all carts at the end of the Agreement period. The Contractor will maintain detailed cart inventory records, and shall submit a cart inventory report monthly to the City. The Contractor will supply and maintain all dumpsters with dumpster costs included in the prices for services. The City will not own the dumpsters. It will be the responsibility of the City to identify residents that need services and the service sizes required. Current customer lists are available. The City requires that the Contractor and City work closely together to plan and organize the details of the Solid Waste collection program, which will include planning sessions and continued communication throughout the duration of the Agreement. The preliminary Scope of work is outlined in Sections 1 and 2, below. Specific definitions for terms area contained in the Draft Agreement (Attachment 1). 1. Collection Operations a. Collection Schedule Collection Points. and Route 1. Each residence shall have its trash and all other permissible items collected a minimum of once each week, unless approved by the City. The Contractor shall use the City's Trash Schedule and Routes. The Contractor shall bear all costs involved in notifying residences of any City- approved schedule and /or route changes. 2. Recyclable Materials generated from residences will be collected once every other week, or every week on the same day as trash collection. The City will use responses to the RFP to determine recyclables collection frequency. Multi- dwelling properties will be collected as least once per week. 3. The City shall approve in advance of work any sub - contractors that provide specific services, for instance appliance or electronics collection and processing. 4. All collection services shall be conducted between the hours of 6:00 a.m. and 6:00 p.m. on Monday through Friday. When Holidays fall on a weekday, collections shall be made the next day, which may include Saturday. 5. Whenever the City or a Residence notifies the Contractor of locations which have not received scheduled service, the Contractor is required to service such locations before 6:00 p.m. of the same day when notified prior to noon. When notified after noon, the Contractor shall service such locations not later than noon of the following day, excluding Sundays. 6. The Contractor shall collect trash, recycling, yard waste /brush, bulky materials, appliances, electronics, and all other permissible household trash at designated collection points as permitted by City Ordinance or Resolution. 7. Residents who are elderly or physically disabled and are unable to place their containers at the designated location, may request "walk -up" service from the Page 3of14 Contractor. The driver will service those containers from the house access that is nearest the designated collection point. 8. The City reserves the right to improve any street or alley, which may prevent the Contractor from traveling their accustomed route or routes for collection. The Contractor shall contact the Division of Engineering within the Public Works Department prior to each construction season to determine areas of conflict and possible alternate routes or solutions. No additional compensation will be made for this interference. b. Collection Service -Garbage, Large Items 13ulkyMaterials, Residential C & D and Electronics 1. Full Service Collection shall consist of approximately 90- gallon or 60- gallon capacity garbage container(s). Contractor shall collect up to 300 gallons (3- 90- gallon carts) or 1.5 cubic yards of extra material outside a residence cart. Full- Service Collection also includes: a. Additional amounts of non - garbage household rubbish (within the limits described above), such as stone, sod, earth, concrete, and building materials resulting from minor remodeling of the residence on the property at which these materials have been placed. b. Carpeting, carpet padding, mattresses, chairs, couches, tables, and other such items of furniture, c. One appliance item included each calendar year for each dwelling unit (tracked by the Contractor). Additional items can be charged by the Contractor at an additional cost to the resident. Arrangements for collection and billings for additional appliance collections will be handled directly by the Contractor. d. Fee based Electronics collection service. e. One Christmas tree per unit included after the holiday season. 2. Limited service will consist of one 60- gallon, or one 30- gallon capacity container, as provided by the City. All materials subject to collection shall be fully contained in the designated container with closed lids. Additional services include: a. Fee based bulk service. b. One appliance item included each calendar year for each dwelling unit (tracked by the Contractor). Additional items can be charged by the Contractor at an additional cost to the resident. Arrangements for collection and billings for additional appliance collections will be handled directly by the Contractor. c. Fee based Electronics collection service. d. One Christmas tree per unit included after the holiday season 3. A Low Volume Service will be developed (Add Alternate bid) as part of the Source Separated Organics (SSO) program and will include every -other week 30 gallon MSW collection. Additional services include: a. Fee based bulk service. b. One appliance item included each calendar year for each dwelling unit (tracked by the Contractor). Additional items can be charged by the Contractor at an additional cost to the resident. Arrangements for Page 4of14 collection and billings for additional appliance collections will be handled directly by the Contractor. c. Fee based Electronics collection service. d. One Christmas tree per unit included after the holiday season. 4. Contractor shall provide each multiple -unit dwelling (four or more units) with at least one standard dumpster or service equivalent number of 90- gallon containers and collections a minimum of once /week. Multiple -unit dwelling properties may not have extra garbage outside of the provided container, except for large household items such as Bulk furniture items, carpet, padding, and mattresses. The property owner /manager must call Contractor in advance of collection of collection of Bulk items (included in the trash service). Additional services include: a. One appliance item included each calendar year for each dwelling unit (tracked by the Contractor). Additional items can be charged by the Contractor at an additional cost to the property. Arrangements and billings for appliance collections will be handled directly by the Contractor. b. Fee based Electronics collection service. c. One Christmas tree per unit included after the holiday season. 5. The Contractor shall organize residential collection, and appliances and electronic devices that are banned from the solid waste stream by the State of Minnesota, Anoka County, and /or the City. The Contractor shall provide each residence and multi- dwelling unit electronics (including those items not banned) curb -side collection service a minimum of once /month, and appliance materials a minimum of once /week. Each dwelling unit received one free Appliance /year. Additional appliances and electronics service may be fee - based (depending on any subsidies the City provides). 6. Collection and disposal of bulky material such as furniture, carpet, padding, and mattresses will be organized by the Contractor, and collected within two working days of scheduling by the resident. 7. Contractor shall service each premise with a properly labeled garbage cart or dumpster, keep said cart or dumpster in good repair, and replace /exchange as needed with no handling charge to the resident or the City. All carts furnished by Contractor will become property of the City when delivered. In the event a resident causes damage beyond ordinary wear and tear, Contractor shall provide replacement cart or dumpster and charge the Resident or Multiple dwelling unit directly for the cost of the cart or dumpster and delivery thereof. The size and numbers of carts or dumpsters shall be selected by the resident /owner (through the City), who may change their level of service monthly. 8. The Contractor shall direct all requests for service changes to the City. Official changes will be made through the City and the Contractor will be notified. Only such pick -ups shall be made as have been approved by the City and the Contractor shall not be entitled to payment for any collections made and not approved by the City. Collection Service - Recyclables (Single Sort) The Contractor shall be responsible for distributing on request properly Page 5of14 labeled (with instructions) recycling carts to the residents /property owners, keep said carts in good repair, and replace /exchange with no handling charge to the resident or the City. City shall supply the label templates for the carts; Contractor shall produce and place the labels. All carts furnished by Contractor will become property of the City when delivered. In the event a resident requests more than one cart or a replacement cart due to theft or damage beyond ordinary wear and tear, Contractor shall provide replacement carts and charge the Resident or Multiple dwelling unit directly for the cost of the cart and delivery thereof. 2. The Contractor shall be responsible for collection of recyclable materials at residential properties in the City either weekly or every- other -week. Additional recyclable materials will be collected outside of the cart when bagged or boxed that meets Contractor specified procedures which have been approved by the City. 3. The Contractor shall be responsible for providing containers, and collection of recyclable materials from the City Recycling Center. All items collected curbside will also be collected at the recycling center with the addition of separated paper /cardboard, scrap metal. SSO, and rimless tires. The City may, at City's option, discontinue or change the Drop -Off Recycling Program. 4. If the Contractor determines a recycling cart is too contaminated with non - recyclable materials, Contractor will leave the material and will notify the resident of cuntaininatiun issues and providc information for proper preparation of recycling. d. Collection Service - Yard Waste Brush and Source - Separated Organics [Add Alternate 1. The Contractor is responsible for weekly collection of yard waste and brush from non - multiple dwelling properties during the growing season (April 1 - November 30). Collection of yard waste and brush from non - multiple dwelling properties shall be unlimited and occur on the same collection day as trash. 2. Yard waste collection shall be limited to only those materials placed in compostable bags that meet State of Minnesota, Anoka County, and City of Columbia Heights requirements. The Contractor shall notify residents on the specifications for brush collection. 3. The Contractor shall offer yard waste carts upon request to non - multiple dwelling properties as specified below: a. Residents may request a 90 gallon yard waste cart through the City and the City will notify the Contractor to provide the cart to the residents /property owners. The resident or property owner shall select the number of carts and each cart shall be counted as an additional service. The contractor shall keep said cart in good repair, and exchange /replace it at no handling charge to the resident or the City, All carts furnished by Contractor will become property of the City when delivered. Residents shall use the containers only for yard waste and /or SSO if they subscribe to the SSO program. Residents shall be responsible for loss or damage to the containers in excess of ordinary wear and tear. b. Source - Separated Organics (SSO) collection shall be offered to residents, Page 6of14 in additional to yard waste service, on a subscription basis beginning April, 2018 through the City, and the City will notify the Contractor to provide carts to the residents /property owners. SSO shall be comingled in the yard waste carts. Outside the growing season, SSO shall be collected every- other -week, City -wide. Only residents that subscribe to SSO collection services shall be eligible for a "Very Low Service" level, consisting of every- other -week MSW collection in a 30 gallon cart. e. Non - residential Service: The Contractor will provide garbage, organics, and recycling service (not resulting from construction activities) to the following City facilities including the annual City Jamboree and other events as directed by the City. a) Public Works, 637 38th Ave (1) 20 yard trash container emptied weekly April- November, on- call December - March. (2) Single sort recycling 4 yard containers emptied weekly. b) Recycling Center, 3801 Madison (1) Trash cart emptied weekly. (1) 6 yard paper /cardboard dumpster emptied weekly (4) Recycling carts emptied weekly. Scrap metal, tires on -call. c) SACA (food shelf), 627 38th Ave (3) Trash carts emptied 2 /week. (2) Single sort recycling carts emptied weekly. (1) 4 yard paper /cardboard dumpster emptied weekly. d) Murzyn Hall, 530 Mill St (2) 4 -yard trash dumpsters emptied 2 /week. (1) 3 yard recycling dumpster emptied weekly. e) City Hall 590 40th Ave (3) trash carts, emptied weekly. (2) recycling carts, emptied weekly. (1) 4 yard paper /cardboard dumpster emptied weekly. f) Public Safety, 825 41 st Ave, (1) 2 yard trash dumpster emptied weekly (1) 2 yard single sort dumpster emptied weekly g) Library, 3939 Central (3) trash carts emptied weekly. (3) recycling carts emptied weekly. h) 3 liquor stores (4950 Central Ave., 2105 37`" Ave NE, 5225 University Ave.) each with: (1) 2 yard trash emptied weekly. (1) recycling cart emptied weekly (1) cardboard dumpster emptied weekly The Contractor will provide containers and services as agreed to with facility managers The Contractor will service Central Avenue Streetscape containers every day. When the containers are at least three - quarters (3/4) full the Contractor shall empty and reline the container. No overflow of containers shall be allowed. Page 7 of 14 2. The City reserves the discretion to add other entities (Non- municipal) as agreed to by Council resolution and the Contractor. The Contractor will not charge (except for MSW tonnage) for City Facility services and the City reserves the right to change the location and number of properties and operations serviced as municipal operations expand or reduce. 3. The contractor will provide collection service to the City's Recycling Center, including single sort recyclables collection, SSO collection, and separate collection of paper /cardboard, scrap metal, and rimless tires. 2. Disposal Operations a. All solid waste materials placed for collection shall be owned by and be the responsibility of the occupants of the residential properties until collection by the Contractor. Upon collection of the trash by the Contractor, the solid waste becomes the property and responsibility of the Contractor. b. Disposal of solid waste shall be in accordance with State of Minnesota, Anoka County, and City of Columbia Heights requirements. Any rebates from Anoka County or the State for MSW processing will be credited to the City on the same timing basis in which the rebates are received by Contractor (monthly or quarterly). c. The Contractor shall dispose of all Recyclables at a processing site or market and follow Anoka County, State of Minnesota, and City requirements for the handling and disposition of recycling materials. The City reserves the authority to direct the location and facility for proccssing and salc of rccycling material generated under the Agreement. The Contractor will provide a rebate of at least 60% for the recycling center materials of value and declare a rebate for recyclables collected curbside. d. The Contractor shall dispose of all yard waste and co- mingled yard waste with SSO at a compost site meeting State of Minnesota, Anoka County, and City requirements. The Contractor shall certify to the City, in writing, of the place of yard waste disposal, and that all requirements have been met. The City reserves the authority to direct the location and facility for disposal of yard waste and brush generated under the Agreement. e. Disposal of bulky material, appliances, and electronics shall be in accordance with State of Minnesota, Anoka County, and City of Columbia Heights requirements. Contractor shall make an alternate bid to process bulk items through a reuse or recycling system before disposing of the materials in the solid waste stream. The City reserves the authority to direct the location and facility for disposal of bulk, appliances, and electronic devices generated under the Agreement. g. The City and the Contractor shall meet once per quarter to discuss disposal facility options. The Contractor shall present legal disposal options that have competitive prices and will lower the costs of disposal to the City. 5 SECTION IV. DESIRED SERVICE FEATURES WILL PROVIDE DRAFT AGREEMENT PRIOR TO INTERVIEWS. Page 8of14 6 SECTION V. PROPOSAL INSTRUCTIONS 1. The City may cancel this RFP in whole or in part or may reject all Proposals submitted. 2. All Proposers must propose on all Add - alternates. At the sole discretion of the City, proposals that do not include all Add - alternates may be rejected. 3. All Proposers must complete Forms A. through H. as contained within this RFP packet. Questions may only be submitted via email to: Jesse Davies, Public Works jdavies @columbiaheightsmn.gov 4. The City may request that supplementary information be furnished to assure that the Proposer has the technical competence, the business and technical organization, personnel and equipment, and financial resources adequate to successfully perform the work. 5. All Proposals must be presented in an organized and clear manner. Proposals which are incomplete, conditional or obscure will be rejected. The Proposals will be evaluated as submitted. The City will not correct or recalculate any portions of proposals containing omissions or errors. The City will not request corrections or recalculations of any portions of proposals containing omissions or errors. 6. If it becomes necessary to revise any part of this RFP or otherwise provide additional information, an Addendum will be issued to all firms expressing an interest in this project. Each Proposer shall acknowledge receipt of any and all Addenda issued to the Request for Proposals by completing Form H and indicating in their Proposal which Addenda have been received. 7. Each Proposal shall be signed by an official of the company with the authority to sign the Proposal and a binding Agreement. Each Proposal shall affirmatively state in Form C that the signor has the authority to bind the Proposer for any and all work contained in the Proposal. 8. Proposers shall indicate in their submittal that their Proposal including any pricing shall be valid for a period of 120 days after submittal. 9. All costs involved in preparing the Proposal will be borne by the Proposer. 10. No award will be made to any Proposer who cannot satisfy the City that it has sufficient ability and sufficient capital to enable it to meet the requirements of the RFP and the Draft Agreement. The City's decision or judgment on these matters shall be final, conclusive, and binding. 11. Any Proposal received after 12:00 PM on October 2"a, 2017, at the sole discretion of the City, be determined unresponsive and returned unopened to the Proposer. 12. This RFP will be referenced in the final Agreement. Page 9 of 14 7 SECTION VI. NOTIFICATION OF AWARD All Proposers shall be notified of the City's selection decision within 7 days of the date of Council Approval. 8 SECTION VII. CONTRACT FOR WORK This RFP and any Addenda to the Proposal will become part of the final Agreement. A final version of the Agreement shall be executed with the City. The performance dates and specifications of this Agreement are important to the implementation of the requested services; failure to perform for periods aggregating thirty (30) days or more even for causes beyond the control of the Contractor, shall be deemed unsatisfactory, and the City shall thereafter have the right to terminate the Agreement 9 SECTION VIII. PROPOSAL EVALUATION Proposals will be evaluated by a committee determined by the City with assistance of Consultant staff. Those Proposals that meet all of the minimum requirements as outlined in this RFP and are determined to be both responsive (those that offer all of the services requested in the RFP and contain all of the required information) and those that are responsible (those with the capability and reliability to perform under the Agreement) will be further reviewed using the process described below. The City reserves the right to award the Agreement to the most responsive and responsible Proposal which best meets the City's needs, taking into account Proposal quality and price. The City reserves the right to procure only some services outlined in this RFP. The City will "short list" the lowest -price proposals for further evaluation, including company interviews and reference checks which will be conducted by the City. The criteria for evaluation of short- listed Proposals will include: 1. Proposer's experience with Solid Waste collection and disposal; 2. Proposer's understanding of the work as explained in its proposal, including key service requirements and project approach, and demonstrated ability to provide all requested services to all customers; 3. Customer Service elements such as location and staffing of a call center for customer service; times of live staffing; evaluations of experiences of previous customers and, methods of training of staff to address customer issues specific to the services provided to the City of Columbia Heights. Page 10 of 14 4. Proposer's qualifications, contract compliance, financial stability and demonstrated performance in contracts of similar size and nature, including staff and equipment availability; 5. Demonstrated compliance with state and county requirements, including hauler disclosure on past license(s) or enforcement actions; 6. Proposed prices; References; Compliance with the requirements of the RFP, including completion of all proposal sections and accuracy of completion of forms, including price forms; and, 9. Proposer's acceptance or exceptions from the draft Agreement. The City reserves the right to procure all or some services outlined in this RFP. 10 SECTION IX. REFERENCES TO BE REQUESTED PRIOR TO INTERVIEWS WITH "SHORT LIST" PROPOSERS 11 SECTION XIV. PROPOSAL SUBMISSION REQUIREMENTS Eight (8) printed copies of the Proposal must be delivered to the Columbia Heights Public Works no later than 12:00 PM, October 2nd, 2017. Emailed Proposal submissions will not be accepted. 2. Proposals must contain the name, address, e-mail address and phone number of the contact person at the firm. All items called for in this RFP must be submitted by the deadline. All Add - alternates (e.g. bulk materials recycling, weekly single sort collection, comingled yard waste and SSO collection, etc.) must be included in the Proposal. The City of Columbia Heights will not contact Proposers with deficient or incorrect proposals to ask for additional or corrected information. 12 SECTION XV. CITY OF COLUMBIA HEIGHTS CONTACT PERSON Firms desiring to discuss this RFP or ask questions for clarification should only contact via e-mail: Jesse Davies, Public Works City of Columbia Heights jdavies @ColumbiaHeightsmn.gov Contact with any other City employee or official between the date of issuance of the RFP and the Agreement execution may, in the sole discretion of the City, result in disqualification of the Proposer from further consideration. Page 11 of 14 Attachment 1 Proposal Forms Attachment 1 PROPOSAL FORMS A THROUGH H City of Columbia Heights RFP for Solid Waste Services Instructions: Please use this Word document to enter your responses to the RFP questions. When the forms are completed, please print and sign the final forms for submittal with your proposal. You may also print out this document, fill in your numeric answers by hand, attach additional sheets for typed narrative answers, and then sign the forms. All forms completed manually must be clear and legible. Proposers must submit Proposals for all service alternates (e.g. Bulky materials recycling, comingled SSO and yard waste collection, etc.). Table of Contents Form A: Proposal Content Checklist ............................................................ ..............................1 Form B: Proposer Information Questionnaire .............................................. ..............................1 General Contact Information ....................................................................... ............................... 1 Qualifications Questionnaire ....................................................................... ............................... 1 BusinessInformation ................................................................................... ............................... 1 MSW and Recyclables Carts and Dumpsters .............................................. ............................... 3 RecyclingCenter Operations ....................................................................... ............................... 3 AuthorizedSignature ................................................................................... ............................... 3 Form C: Certification of Binding Signature ................................................. ..............................1 Form D: Certification of Independent Proposal Pricing ............................... ..............................1 FormE: Price Worksheet ... .......................................................................... ..............................1 MSWCollection Fee*: ............................................................................................................... 1 Base Case Option 1: Proposed MSW Fee for Collection, Disposal, Cart management and Cart Maintenance: ............................................................................................................................... 1 Proposed MSW Fee for Multi -Unit Collection Dumpsters ......................... ............................... 1 Recyclables Collection/ Processing ..... ............................... ...................... 2 Proposed Recyclables Cart management, Cart Maintenance, Collection,: ................................. 2 Proposed Yard Waste Collection ................................................................. ............................... 3 Add Alternate service: Proposed Source- Separated Organics (SSO) with Yard Waste Collection..................................................................................................... ............................... 3 BulkyWaste Collection Program.. ............................................................................................. 4 City of Columbia Heights • RFP Solid Waste Services Form A: Proposal Content Checklist Instructions: Please check off the forms and other proposal sections to assure that your proposal is complete and an authorized individual properly signs all forms. ❑ Proposal Cover Letter ❑ Form A: Proposal Content Checklist ❑ Form B: Proposer Information Questionnaire (including references) ❑ Form C: Certification of Binding Signature ❑ Form D: Certification of Independent Proposal Pricing ❑ Form E: Price Worksheet (five pages) ❑ Form F: Itemized Listing of Trucks and Other Collection Equipment ❑ Form G: Certification of Acceptance of the Draft Columbia Heights Contract or Notification of Proposed Excepliuns ❑ Form H: Acknowledgement of Receipt of Addenda Form A - 1 Form B: Proposer Information Questionnaire Instructions: Please attach additional pages as may be necessary to respond to each of the following questions. The authorized representative of the Proposer must sign this form. General Contact Information Name of Company Proposing: Address: Telephone: Email: Website: Name of contact person: Type of organization: (e.g., corporation, joint venture, partnership, individual) Qualifications Questionnaire Please describe the qualifications or expertise of your company in each of the following categories: General Management Financial Stability and Strength Household Waste and Recyclables Collection Experience Multifamily Waste and Recyclables Collection Experience Source Separated Organic Materials (SSO) Collection Experience Description of Approach to Service Provision Overview of Staff and Equipment Resources Dedicated to the Contract (specifics to be provided in Form F.) Customer Service Standards and Training Business Information 1) Within the past five (5) years, has the company submitting this proposal failed to complete a contract? ❑ Yes ❑ No Form B - 1 If so, state name of parties to the contract, the date of the contract and the reason for non - completion. If a bond was posted, state the contact information for the bond company. 2) Within the past five (5) years, has the company submitting this proposal or any facility or property owned or operated by this company failed to perform any of its contract obligations with any municipality, county or other public entity? ❑ Yes ❑ No If so, state the nature of the failure. 3) With what other lines of business are you or your company directly or indirectly affiliated? 4) Describe the nature of your current business. 5) State the length of time you have been in business under your present name. 6) Within the last five (5) years, has the company submitting this Proposal, or any facility or property owned or operated by your company ever been the subject of administrative or judicial action for alleged violation of the conditions of a permit issued by a governmental entity; or alleged violations of environmental, zoning, or public health laws or regulations? ❑ Yes ❑ No If so, state the details and disposition. 7) Has the company submitting this proposal, or any of its subsidiaries, been a party to any lawsuits or bankruptcy actions within the last ten (10) years? ❑ Yes ❑ No If so, list these lawsuits or actions and explain their nature and disposition. 8) List all municipal, county or state contracts of greater than $250,000 per year gross revenue which your company has held within the last five (5) years. Include contact information for the contract - holders. 9) If awarded this contract, will your company be able to provide solid waste collection services by the Contract start date? ❑ Yes ❑ No 10) If awarded this contract, will your company be able to provide recyclables collection services by the Contract start date? ❑ Yes ❑ No 11) What is your plan for transition of operations required between the current contract operations and the new Contract operations? For example, how will you route the various collection functions? Please include timelines. Form B - 2 MSW and Recyclables Carts and Dumpsters 12) What is your experience with provision of carts and dumpsters to customers? 13) What is the capacity of your company to purchase, distribute and maintain carts and dumpsters for customers? (Summarize personnel and equipment resources.) 14) Provide examples of cities in which you have owned, distributed and maintained carts and dumpsters. 15) Provide examples of other cities where you transitioned your service from another service provider and the highlights of your transition plans. Provide contact information for the cities. Recycling Center Operations 16) The Recycling Center is currently operated by a non - profit volunteer organization. What is your experience with providing recycling and disposal services at a volunteer- operated recycling center? 17) The non - profit operating the Recycling Center currently receives all revenue generated by the sale of scrap metal by the service contractor. Will you rebate proceeds from scrap metal generated at the Recycling Center to this non - profit? Are there other materials for which you will rebate sales proceeds? Source Separated Organics Operation Materials (SSO) 18) The City does not currently have SSO collections at single - family or multi -unit properties. What is your experience with SSO collections at these property types? 19) Please describe your proposal for SSO curbside (single - family) collections, including the incorporation of SSO with yard waste and your plan for non -yard waste season SSO collection. 20) Please describe your proposal for SSO collection at multi -unit properties. Authorized Signature Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Printed Name Date Form B - 3 Form C: Certification of Binding Signature Instructions: Selected forms provided in this RFP must be completed and executed by an official authorized to bind the Proposal offer. All completed forms shall be a part of the Respondent's proposal. I swear that pricing shall be valid for a period of 120 days after submittal. I swear that I am authorized to execute all Proposal forms included in this Proposal response to the RFP and to bind the company to these agreements; and swear that I have read the information contained in this Proposal and that I have personal knowledge that it is true and correct. The undersigned Respondent further certifies that he /she has read the information submitted by the Proposer and has personal knowledge that the information submitted is true and correct. I, (Name of Authorized Officer of (Proposer Firm name) (Title) (Signature) Notary State of County of (Date) I certify this to be the original document of this day of Printed Name Notary Signature , 2016. affix stamp here My Commission Expires Form C -1 City of Columbia Heights • RFP Solid Waste Services Form D: Certification of Independent Proposal Pricing The Proposer makes the following representations and certifications as part of this proposal: The undersigned respondent certifies that the Proposer has not directly or indirectly entered into any agreement, express or implied, with any other Proposer(s) for any of the following: A. Controlling of the price of such proposal(s); B. Limiting of the number of proposals or Proposers; or C. Parceling or farming out to any Proposer(s) or other persons of any part of the Contract or any part of the subject matter of the proposal(s) or of the profits. The undersigned respondent certifies that they have not and will not divulge the sealed proposal to any person until after the Contract is fully executed or until the City publicly releases this sealed information. The undersigned respondent further certifies that the Proposer has not been a party to any collusion including, but not limited to, actions such as: A. Proposers restraining the freedom of competition by agreement to make a proposal at a fixed price or pre - arranged price limit; B. Refraining from submitting a proposal at a fixed or pre - arranged price limit; or C. Refraining from submitting a proposal. The undersigned respondent further certifies that the Proposer has not engaged in any prohibited contact or conflict of interest with any City official or its agents such as, but not limited to: A. Discussion of service quantity, quality, or price in the prospective Contract or any other terms of said prospective Contract; or B. Any other prohibited discussions between the Proposers and City officials or agents concerning exchange of money or other things of value for special consideration in the consideration or letting of a Contract. Signature of person duly authorized to sign submittal on behalf of the Proposer: Printed Name Authorized Signature Date Form D - 1 City of Columbia Heights • RFP Solid Waste Services Form E: Price Worksheet MSW Collection Fee *: Base Case Option 1: Proposed MSW Fee for Collection, Disposal, Cart management and Cart Maintenance: Service Level 2018 2019 2020 2021 2022 32 gallon cart weekly limited service, $ per month: 64 gallon cart, weekly, limited service $ per month: 96 gallon cart, weekly, (full service), $ per month: 2 Yard dumpster once /week, $ per month MSW processing disposal fee /ton MSW non - processing disposal fee /ton 4 Yard dumpster once /week, $ per month I 6 Yard dumpster once /week, $ per month Proposed MSW Fee for Multi -Unit Collection Dumpsters Service Level 2018 2019 2020 2021 2022 2 Yard dumpster once /week, $ per month 4 Yard dumpster once /week, $ per month I 6 Yard dumpster once /week, $ per month 8 Yard dumpster once /week, $ per month Form G - 1 City of Columbia Heights • RFP Solid Waste Services Recyclables Collection/Processing Proposed Recyclables Cart management, Cart Maintenance, Collection,: Recyclables Collection /Processing: Revenue Sharing Revenue Share is the percentage of money that the Contractor obtains from marketing recyclables, including recyclables recovered from processing bulky items that will be rebated to the City. Revenue shall not be calculated "net collection and processing," as those costs are separately addressed. Revenue shall be the gross amount the Contractor receives from the sale of the City's recyclable materials. The city presently receives an sixty percent (60 %) revenue share for its recyclables. The City's recycling center must be at least 60% for materials collected of value. What percentage of curbside revenue is proposed to be rebated to the City under this contract? Curbside _ % Recycling Center % How will the gross revenue received by the Contractor for the City's recyclables be documented? Form G - 2 2018 2019 2020 2021 2022 Single-Unit, duplex, and triplex Dwellings Base Case: Unlimited, Every- Other- Week Service, $ er Household per month: Alternate Service: Unlimited Weekly Service, $ per Household per month; Estimated additional recyclables tons resulting from Weekly Recycling Service Multiple-Unit Dwellings Recycling Charge, Unlimited Service, $ per Unit per Month: Recyclables Collection /Processing: Revenue Sharing Revenue Share is the percentage of money that the Contractor obtains from marketing recyclables, including recyclables recovered from processing bulky items that will be rebated to the City. Revenue shall not be calculated "net collection and processing," as those costs are separately addressed. Revenue shall be the gross amount the Contractor receives from the sale of the City's recyclable materials. The city presently receives an sixty percent (60 %) revenue share for its recyclables. The City's recycling center must be at least 60% for materials collected of value. What percentage of curbside revenue is proposed to be rebated to the City under this contract? Curbside _ % Recycling Center % How will the gross revenue received by the Contractor for the City's recyclables be documented? Form G - 2 City of Columbia Heights • RFP Solid Waste Services Proposed Yard Waste Collection Yard waste service April- November. Assume fixed monthly fee each month throughout the year, for 12 months. Unlimited quantities of properly prepared yard waste allowed Add Alternate Service: Proposed Source - Separated Organics (SSO) with Yard Waste Collection Yard waste service April- November. Assume fixed monthly fee each month throughout the year, for 12 months. Properly prepared SSO to be placed in Yard Waste cart year -round (EOW collection in off - season). Multi -unit residential properties may subscribe to the SSO Collecting and Processing Program. 2018 2019 2020 2021 2022 Single-Unit, duplex, and triplex Dwellings $ per Premise per month (MO) Optional Cart service, $ per month (MO) Estimated number of Customers that will participate in SSO In I. Estimated SSO tons Estimated number of SSO Customers with low volume MSW service, Every Other Week. Low volume MSW service quote Add Alternate Service: Proposed Source - Separated Organics (SSO) with Yard Waste Collection Yard waste service April- November. Assume fixed monthly fee each month throughout the year, for 12 months. Properly prepared SSO to be placed in Yard Waste cart year -round (EOW collection in off - season). Multi -unit residential properties may subscribe to the SSO Collecting and Processing Program. Form G - 3 2018 2019 2020 2021 2022 Single-Unit. Duplex and triplex Dwellings $ per Premise per month, for all customers Subscription comingled YW /organics Cart service, $ per month (Multiunit allowed to receive carts) Estimated number of Customers that will participate in SSO In I. Estimated SSO tons Estimated number of SSO Customers with low volume MSW service, Every Other Week. Low volume MSW service quote Form G - 3 City of Columbia Heights • RFP Solid Waste Services Bulky Waste Collection Program Trip /service fees included in Full service and Multi- dwelling refuse quotes. The City desires processing of bulky items through a reuse or recycling system instead of disposing of the items in a landfill or Refuse - Derived Fuel (RDF) or incineration facility. Attach Fuel Surcharge table with start price of $3.10 /gallon for diesel fuel (data from https: / /www.eia.gov /dnav /pet /pet pri gnd dcus_r20_m.htm) Form G - 4 2018 2019 2020 2021 2022 Fee for bulk disposal processing with MSW per ton ADD ALTERNATE BULK RECYCLING RECYCLING BULK CHARGES PER ITEM Large furniture with metal, i.e. couches, recliner chairs, loveseats, hide -a -beds, etc Other furniture Mattresses Box springs Carpet roll Padding Estimated tonnage of recycled bulky items, city -wide, each year Attach Fuel Surcharge table with start price of $3.10 /gallon for diesel fuel (data from https: / /www.eia.gov /dnav /pet /pet pri gnd dcus_r20_m.htm) Form G - 4 City of Columbia Heights • RFP Solid Waste Services Form H: Acknowledgement of Receipt of Addenda Please acknowledge receipt of addenda to the City's RFP for Solid Waste Services with your signature. An opportunity to acknowledge up to five (5) addenda is included in this form but does not necessarily mean that five (5) addenda will be provided. Addendum 1 Addendum 2 Addendum 3 Addendum 4 Addendum 5 Signature of person duly authorized to sign submittal on behalf of the Proposer: Authorized Signature Print Name Email Address Date Telephone Form H - 1