RESIDENTIAL REFUSE, RECYCLING, AND YARD WASTE COLLECTION REQUEST FOR PROPOSAL (RFP)

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CITY OF FARMER CITY, ILLINOIS

105 South Main Street

Farmer City, Illinois 61842-0049

 

Telephone: (309) 928-2842

Facsimile:  (309) 928-2228

 

 

RESIDENTIAL REFUSE, RECYCLING,

AND YARD WASTE COLLECTION

REQUEST FOR PROPOSAL (RFP)

 

 

1. Project Overview

The City of Farmer City (the” City”), a community of 2,037 located in DeWitt County, Illinois, is seeking one qualified and responsible company (the “Contractor”) to provide refuse, recycling and yard waste collection services.  The Contractor shall collect refuse, recyclable materials and yard waste once a week from every residence in the City without regard to the number of refuse containers (with the exceptions listed in this RFP) and dispose of the same in an environmentally safe and responsible manner in accordance with the provisions of this RFP.

1. Exclusive Franchise Contract

It is the intent of the City to award the Contractor the sole exclusive franchise contract, license and privilege to collect refuse, recyclable material and yard waste from every residence in the City.

The Contractor shall be an independent contractor as to the work, notwithstanding that in certain respects the Contractor is required to follow the direction of the City.  The Contractor is in no respect an agent, servant or employee of the City.

1. Exclusive Franchise Contract Exclusion

 

The exclusive franchise contract will exclude refuse, recycling and yard waste collection for non-residential customers and any construction waste or recyclables, save for elsewhere specified in this RFP.

 

1. Term of Contract

 

The initial term of the franchise contract to collect refuse, recyclable materials and yard waste from every residence in the City shall be for an initial term of three (3) years commencing on January 1, 2018 and ending December 31, 2021, with two (2) year one-year extensions at the City’s option.  The City shall be free to solicit bids or requests for proposals from other contractors for a new exclusive franchise contract, and the Contractor shall be free to bid for such contract or submit its proposal, as the case may be.

 

2. Scope of Service

 

1. Scope of Disposal

 

The Contractor shall furnish at its expense and without liability to the City, all labor, equipment, vehicles, implements, materials and transportation necessary and proper to provide an adequate, uninterrupted and sanitary scavenger and curbside recycling service for the removal and disposal of all refuse, recyclable materials and yard waste during the term of the franchise contract and in accordance with the methods and procedures specified herein.

1. Examination of Service Area

 

It is the responsibility of the Contractor to be completely informed of all conditions under which service is to be performed, the service area, and all other relevant matters pertaining to the refuse, recycling and yard waste collection services as specified in this RFP.  This includes, but is not limited to, type of housing, population density, roads, traffic patterns, required collection procedure, labor requirements and other factors that would affect the execution and/or completion of the services covered by the specifications in this RFP.

 

As of August 2017, the City has identified 1,131 MOL residential households receiving service.

 

1. Weekly Collection/Same Day Services

The City desires to establish a one-day schedule for the collection of refuse, recycling and yard waste from all residences.  The Contractor shall provide waste collection services throughout the City on the same day of the week.  The Contractor’s proposal shall identify which day(s) of the week collection services will be provided, and whether there is a premium or discount on the rate associated with a specific collection day.

The City will also consider deviations from the one-day schedule which would reflect in lower costs to residential customers at the suggestion of the contractor.  Deviations may include bi-weekly collection of recycling or once a month collection of large items or white goods.

Option #1:  The Contractor shall collect refuse, garbage, rubbish and recyclables from all dwellings as defined in this RFP at least once each week during the term of the Contract.  Collection shall be Monday through Friday except during holiday weeks.  The Contractor may make more frequent collections if it chooses to do so for its own convenience without additional compensation.  One day of the week shall be designated for each household as collection day.  All refuse, garbage, rubbish, and recyclables shall be collected on the designated collection day for each household.

Option #2:  Contract shall collect refuse, garbage and rubbish at least once a week as defined in this RFP.  Recyclables shall be collected from all dwellings at curbside every two (2) weeks.

1. Point of Collection

 

Refuse, recyclable materials and yard waste materials shall be collected from receptacles placed at the curb (or edge of pavement where there is no curb) of the public street in front of the residence to be served.

 

Refuse and recyclable material from buildings owned or leased by the City shall be collected from receptacles at a reasonably accessible location designated by the City Manager.

 

1. Collection Procedure

The Contractor shall not allow garbage, refuse, recyclable materials or landscape waste to scatter nor spread as a result of the scavenger’s service provided within the City.  Any garbage, refuse, recyclable materials or landscape waste spilled on the yard or street shall be picked up prior to leaving the site of collection.  The Contractor shall carry on each collection vehicle not less than one broom and shovel to clean up any garbage, refuse, recyclable materials, or landscape waste spilled.  The Contractor shall be responsible for any real and/or personal property damage caused by its employees and/or agents.  Garbage containers shall be replaced to the same locations as found after emptying and shall be replaced in the same condition.  Garbage containers, which have been substantially damaged through the fault of the Contractor, shall be replaced by the Contractor with containers of like kind and quality as those damaged.  Contractor shall not be responsible for plastic containers of insufficient strength that may crack from exposure to freezing temperatures.

1. Hours of Collection

 

No refuse, recyclable materials and yard waste pickups shall be collected prior to 7:00 a.m. or no later than 6:00 p.m. central time.  Notice of expected delays due to inclement weather or heavy volumes such as during the leaf collection season shall be reported to the office of the City Manager in a timely manner prior to the anticipated delay.  In those cases, all efforts will be made to complete the routes within a reasonable amount of time on the same collection day.

 

1. Holidays

 

Holidays to be observed by the Contractor are as follows:  New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day.  In the event that a holiday falls on a weekday, refuse, recycling and yard waste collection services shall be delayed one day after the recognized holiday that week and that week only.  Collection shall also be provided on Saturday, if necessary, as the result of the holiday.

 

3. Refuse Collection
4. General Service

The Contractor is required to provide refuse collection once each week from every residence in the City and dispose of the same in an environmentally safe and responsible manner in accordance with the provisions of this Contract (the “Service”).

1. Refuse Receptacles

The Contractor shall supply totes for refuse.  The Contractor shall be responsible for collection and disposal of the tote contents.  The resident will be responsible for setting totes curbside for collection on the regularly scheduled collection day.  Totes will be 35, 64 or 96 gallon wheeled plastic containers with hinged lids or covers whereby customers pay the monthly fee for their rental and the weekly disposal of their contents.

Contractor shall be providing a 96-gallon recycling tote to customers choosing to recycle at no additional cost.  The Contractor will provide the option of either a 35 or 64-gallon tote as an option to the 96-gallon as a substitute.  The Contractor shall specify the size of the smaller tote to be offered to customers.

Contractor supplied recycling totes shall be used only at residences using refuse tote services.  Should a customer not return a tote after cancelling service, the customer shall be charged seventy-five ($75.00) dollars for each non-returned tote.

1. Construction Material, White Goods and Special Pickups

All other solid waste not otherwise specified (including white goods and minor amounts of construction materials) shall be collected and disposed of in unlimited quantity as a special pickup.  Special pickups shall be accomplished within one week after cost estimate is given, or as otherwise agreed to by the customer.  The Contractor shall provide a customer with an estimate of the cost of a special pickup service, with the cost specified in writing prior to rendering the service.

4. Recycling Collection
5. General Service

The Contractor is required to provide comingled recycling collection once each week (or every other week if Option 2 is chosen) from every residence in the City to coincide with refuse waste pickups.

1. Minimum Recyclable Materials to be Collected
2. Paper Items
3. Magazines and Catalogs
4. Telephone Directories
5. Generic Brown Paper Bags
6. Junk Mail
7. Mix Papers
8. Paperboard/Chipboard
9. Wet Strength Carrier Stock
10. Aseptic Packaging
11. Milk Cartons
12. Juice Boxes
13. Plastic
14. PET (#1) Plastic Bottles and Containers
15. HDPE (#2) Plastic Bottles and Containers
16. Plastic 6 & 12 Pack Rings
17. Metal
18. Aluminum Cans, Foil, Baking Trays/Pie Plates
19. Steel or Tin Cans
20. Aerosol Cans
21. Glass
22. Bottles and Jars
23. Brown, Green, Blue and Clear Glass

 

1. Recyclable Material Disposition

The Contractor shall, at least once a month, transport all recyclable material to a recyclable material processing facility which is actually engaged in the business of reusing or recycling such materials.  Any and all recyclable material processing facilities which may receive recyclable material collected through the service herein described, and the intended use of the processed material, shall be subject to approval by the City.

5. Yard Waste Collection
6. Yard Waste Season

Yard Waste will be collected during the designated yard waste season, beginning April 1^st and ending between December 1^st and December 15^th, to be specified by the Contractor in the proposal.

1. General Service

The Contractor is required to provide yard waste collection once each week to coincide with refuse collection service.  Yard waste collection and disposal services shall be provided at no additional charge to City residents.

1. Yard Waste Receptacles

All yard waste shall be placed in water proof plastic or metal container with a tight-fitting cover, or a biodegradable Kraft bag, of a size no larger than 34 gallons and not exceeding 50 pounds in weight.

1. Fall Leaf Pickup

The Contractor will provide a fall leaf pickup from October 1^st through December 15^th each year.  The leaves need to be contained in permitted yard waste bags or a container.  There will be no limit in the number of bags.

 

 

1. Christmas Tree Recycling

The Contractor shall pickup discarded Christmas trees placed curbside after the Christmas holidays until January 31.  Discarded Christmas trees shall be picked up at no additional charge to the customer and shall be considered included in the refuse collection and recycling program.

1. Yard Waste Disposal

The Contractor shall transport all yard waste materials to a yard waste composting site which meets the requirements of the specifications and provisions of all applicable laws.

6. General Requirements
7. Municipal Facilities

The Contractor will provide the services hereinabove described, at all City facilities, including the collection and recycling of mixed office paper and other recyclables, together with the collection and disposal of bar screen and grit chamber wastes generated by the City sewage treatment plants, as well as roll-off containers for yard waste collected at Public Works at no charge to the City.  Below is a list of City facilities to be served:

1. City Hall, 105 S. Main St: 2 x 96-gallon garbage tote, 1 x 96-gallon recycling tote
2. Street Dept, Monroe Street: 6-yard garbage container, 1 x 96-gallon recycling tote
3. Water Building, 200 W Murphey Dr: 6-yard garbage container, 1 x 96-gallon recycling tote
4. Waste Treatment Plant: Rt. 54 West and Municipal Dr.: 6-yard garbage container, 1 x 96-gallon recycling tote
5. Light/Power Plant, Allen St: 6-yard garbage container, 1 x 96-gallon recycling tote
6. South Park, South Royal Rd: 6-yard garbage container
7. Weedman Park/Baseball Complex, North John St: 6-yard garbage container
8. Pool, North John St: 6-yard garbage container
9. Special Events

The Contractor will provide the necessary services to Farmer City Heritage Days, up to 35 x 96- gal totes (20 garbage, 15 recycles).

1. No Strike Guarantee

The Contractor shall continue to provide all services in a timely and complete manner, in the event of any labor stoppage or slow down.  The contractor shall be obligated to take all reasonable and necessary steps to secure, at its sole expense, replacement employees and or subcontractors to perform its obligations under any contract.

1. Disaster Clean-Up Services

In the event of a disaster, as declared by the Mayor, the Contractor will provide upon request, additional vehicles, equipment and employees to maintain a normal collection schedule or as nearly practical a schedule agreeable to the City.  The Contractor will be responsible for servicing the City in a timely manner.

In addition, the Contractor and the City will negotiate a fee to be paid for any additional services that may be required during an emergency, such as providing roll-off dumpsters and any additional curbside pick-ups.  If an agreement cannot be reached between the Contractor and the City, the City will be able to pursue the necessary services from another company.

1. Vehicles

Vehicles shall be fully enclosed, leak proof, and operated in such a way that no refuse, recyclable or yard waste can leak, spill or blow off a vehicle.  The Contractor shall be responsible for the immediate collection and clean-up of any litter that is caused by the failure to properly secure materials.

The City reserves the right to inspect the Contractor’s equipment solely for the purpose of determining compliance with the franchise contract.  A list of the necessary vehicles to complete the services as specified in the RFP must be provided by completing Appendix C.

1. Service Implementation

All aspects of the refuse, recycling and yard waste collection service selected by the City must be implemented by January 1, 2018.

7. Compensation
8. Rates

The Contractor agrees to provide for the term of the contract, the once-a-week residential refuse, recycling (or bi-weekly if Option 2) and yard waste collection as provided in the specifications of this RFP.  The Contractor will provide their proposed rates, as summarized on the form in Appendix A.

1. Billing

Charges for service shall be collected by the City.  The Contractor shall provide billing information to the City in a format and on a schedule mutually agreed upon to establish monthly billing to coincide with the City’s utility billing schedule.

 

 

1. Franchise Fee

The Contractor will pay the City a franchise fee in an amount equal to five percent (5%) of the Contractor’s total billings for the service for refuse, recycling and yard waste collection, payable for the previous two-month billing period on dates agreed upon by the City.

1. Senior/Disability Discount

The Contractor shall offer a 10% discount to any household where the head of the household is 65 years of age or older and/or is disabled.

1. Price Change

The cost of refuse, recycling and yard waste collection as summarized on form Appendix A shall be amended annually in accordance with the proposal forms.  The price changes shall be effective on January 1^st of each year of the franchise contract.  The contractor may also provide information/rates on services available to non-residential customers form Appendix B.  This information will be made available to Farmer City’s non-residential customers as a courtesy.

1. Change in Law

The fees provided above in this section shall include any and all charges, taxes and fees for the collection, transportation and disposal of all refuse and yard waste collected and the transportation and processing and disposition of all recyclable materials.  The Contractor shall pay all sales, use, property, income and other taxes that are lawfully assessed against the City or the Contractor in connection with the Contractor’s facilities and for all licenses, permits, certificates of authorities, and inspections required for this work.  In the event there is a change or addition in new local, state or federal rules, ordinances, regulations, taxes or government charges, that affects the Contractors cost of providing the service, such as a sales tax on services, other than property taxes, the Contractor may adjust the established rates accordingly.  Any changes in rates must be supported by documentation.  Upon discussion, if an agreement can be reached, then the agreed upon price shall be passed on to the customer.

1. Records

The Contractor shall maintain complete and accurate books, records and accounts showing its total quarterly billings for the collection service in the City during the term of this Contract.  Such books and records shall be made available for examination and audit by the City at any time during business hours.

 

 

8. Public Awareness
9. Holiday Notification

The Contractor shall assist the City with notifying the residents of their collection days and changes in service schedules due to holidays throughout the duration of the franchise contract.

1. Maintain Schedule of Pick-Up

The Contractor shall continue to pick up garbage throughout the City on the same day(s) of the week as proposed on Appendix A of this RFP during the term of the franchise contract (the “Schedule”).  The Schedule shall not be changed without the consent of the City nor without giving a minimum of sixty (60) days written notice to the City.  The Contractor shall also publish the pending schedule change at least three (3) times in a newspaper of general circulation in the City.

1. Informational Brochure

The Contractor shall create, supply and maintain throughout the term of the franchise contract an informational brochure to the City for distribution to new residents and residents upon request.  The brochure should inform residents of the aspects included in the residential refuse, recycling and yard waste collection service.  The Contractor and City shall mutually agree upon the contents of the informational brochure.  The Contractor shall provide informational brochures for annual disbursement to all customers within the City and 100 copies for distribution at City Hall.  The Contractor shall also provide the informational brochure in a digital format to be posted on the City’s and the Contractor’s website.

9. Reporting & Customer Service
10. Monthly Reporting Requirements

The Contractor shall provide the City with the following monthly reports:

1. Complaints: A report of all resident complaints, the dates and times of such complaints, and the corrective action taken by the Contractor with respect to each complaint.
2. Refuse: A report on the status of the refuse collection program, including an account of the volume of refuse collected each month and the disposition of same.
3. Recycling: A report on the status of the curbside recycling program, including an account of weekly and monthly participation rates, the volume of recyclable materials collected and deposited at any and all material processing facilities, revenues collected from the material processing facilities, and summaries of any problems encountered with program implementation.

 

4. Yard Waste: A report on the status of the yard waste collection program, including the volume of yard waste collected (separated into amounts of leaves and grass) and deposited at each yard waste processing facility, and summaries of problems encountered with program implementation.
5. Complaint Response

The Contractor shall maintain an office equipped with sufficient telephones and personnel to provide prompt, courteous and efficient service for Farmer City residents wishing to request service, or file complaints by telephone or in person Monday through Friday (except holidays) from 8:30 a.m. until 4:30 p.m.  Every complaint shall be given prompt, courteous attention.  In the case of alleged missed collections, the Contractor shall investigate, and if such allegation is verified, shall make the collection within 24 hours after the complaint is received.  The Contractor shall notify the City of any complaints received and corrective actions taken.

1. Contact

The Contractor shall provide a point of contact to the City to handle any issues relative to the franchise contract as well as any complaints received by the City regarding the refuse, recycling and yard waste collection services provided by the Contractor.  The Contractor shall also provide information for after-hours emergencies.

10. General Provisions
11. Compliance with Laws

The Contractor shall covenant and agree to comply at all times with all laws, ordinances, regulations of the City of Farmer City, the County of DeWitt, the State of Illinois and the United States, in the performance of Service under the Agreement, including, but not limited to environmental laws and regulations.

1. Adherence to Schedule

The Contractor shall carefully adhere to the Schedule.  Time shall be of the essence of the Contract.  Failure of the Contractor to adhere to the Schedule shall be a material breach of this Contract and grounds for its immediate termination.

The Contractor shall not be excused for failure to comply with the City-approved Schedule by reason of any street or other construction work performed by the City or its contractors.  The City reserves the right to construct any improvement or to permit any construction in any street, which may have the effect, for a time, of preventing the Contractor from traveling its accustomed route or routes for collection.  The Contractor shall continue to collect the refuse and recyclable materially as reasonably acceptable method to the same extent as though no interference existed upon the streets formerly traversed, without extra cost to City residents.

1. Notice of Default Required

If at any time during the course of the Contract, the Contractor shall collect waste from any zone of the City on a day other than the scheduled day (except in case of the holidays specified above) the Contractor shall notify the City that the Contractor is in “Default” under the Contract.  If a similar violation should occur once more within the three (3) week period following the week of the original Default it shall be considered a material breach of this Contract and grounds for its immediate termination.

1. Indemnification

To the fullest extent permitted by law, the Contractor shall defend, indemnify and hold the City, its officers, officials, employees, agents, consultants and volunteers harmless from and against any and all liability, claims and attorney’s fees, costs and expenses of whatsoever kind and nature for injury to or death of any person or persons and for any loss or damage to any property occurring in connection with or in any way incident to or arising out of the Service or performance of work or failure to perform under the terms of this Contract, including, but not limited to, any negligent or intentional acts or omissions of Contractor, or any employee, agent, representative or subcontractor of the Contractor.  This obligation to indemnify shall survive the termination and/or expiration of this Agreement.  Such obligation shall not be construed to negate, abridge or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph.

1. Performance Bond

The Contractor shall furnish an acceptable Performance Bond not later than ten (10) working days following the execution of the Franchise Agreement, executed by a surety company having a policy rating of at least A- and a financial rating of at least VIII in the latest edition of A.M. Best’s Insurance Guide and licensed to do business in the State of Illinois, in the penal sum of Two Hundred Fifty Thousand ($250,000) Dollars, subject to annual renewal by Continuation Certificate, and subject to thirty (30) days written notice by certified mail to the City by the surety company of any decision not to issue a Continuation Certificate.  Said bond shall indemnify the City against any loss resulting from any breach or failure of performance by the Contractor.

1. Insurance

The Contractor shall obtain and maintain in full force and effect throughout the duration of this Contract, and any extension or renewal thereof, the following minimum insurance coverages at Contractor’s sole cost:

1. Comprehensive general liability and property damage insurance with limits of not less than $5,000,000 for each occurrence and in the aggregate for bodily injury and property damage combined $5,000,000.
2. Comprehensive automobile liability of $5,000,000 for bodily injury and property damage combined for each occurrence.
3. Worker’s Compensation Insurance as required by statute, and employer’s liability insurance with limits of not less than $500,000 each employee for bodily injury by accident or $500,000 each employee or bodily injury by disease.

The City shall be named as an additional insured except on the worker’s compensation policy.  The Contractor shall have the option to have the above primary limits less than required, with an umbrella policy providing the excess liability; provided, however, that the City is named as additional insured under such umbrella policy.  Contractor shall secure the required insurance from an insurance company acceptable to the City and shall provide the City with certificates of insurance within 10 days of the date of execution of this Contract.  The certificate shall include a provision that requires thirty (30) days prior written notice to the City of any cancellation, reduction or change in coverage of any policy indicated on said certificate by certified mail, return receipt requested.

Prior to the beginning of the term of this Contract, the Contractor shall furnish the City with above described Certificates of Insurance and Certificate of Coverage and applicable policy endorsements, executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above.

Failure of the City to demand such certificate, endorsement or other evidence of full compliance with these insurance requirements or failure of the City to identify a deficiency from evidence that is provided shall not be construed as a waiver of any insurance obligations herein.

All coverages required herein shall be primary insurance as respects the City, its officials, officers, employees, volunteers, and agents.  Any insurance maintained by the City, its officials, officers, employees, volunteers and agents shall be in excess of insurance maintained by the City, and shall not contribute with said coverages/insurance.

Insurance companies which obtain a rating A.M. Best, that rating shall be no less than A- VII using the most recent edition of the A.M. Best’s Key Rating Guide.  If the Best’s rating is less than A- VII or a Best’s rating is not obtained, the City has the right to reject insurance written by an insurer it deems unacceptable.  All insurance required herein shall be placed with insurers licensed to do business in the State of Illinois and licensed by the Illinois Department of Insurance.

1. Termination of Contract by City

The City reserves the right to terminate this Contract upon failure of the Contractor to perform the work as specified to the satisfaction of the City.  If in the sole judgment of the City, the Contractor has not corrected their performance to be in compliance with the Contract, the City shall notify the Contractor in writing that the Contract will be terminated in seven (7) days unless the Contractor corrects the non-performance to the satisfaction of the City.  The City reserves all rights and legal remedies including the right to call upon the performance bond submitted by the Contractor.  The remedies used by the City are cumulative and not exclusive.  No waiver by the City of a default of the Contractor under this Contract shall be construed as a waiver by the City of any subsequent default or failure to perform.  In the event of failure to collect, remove, and properly dispose of the refuse and recyclable materials covered by this Contract, constituting 10% or more of the total number of customers within the City within a period of 7 consecutive days following written notice to the Contractor, the City may at its option cause such refuse and recyclable material to be collected and disposed of by any means available to the City, and any and all expenses incurred by the City thereby may be charged to the Contractor and against the Contractor’s performance bond.

1. Equal Employment Opportunity

Contractor agrees to comply with Title VII of the Civil Rights Act of 1964 (42 USC paragraph 2000a, et seq.) and the Illinois Human Rights Act (775 ILCS 5/1-101, et seq.) including:

1. Refraining from unlawful discrimination in employment and undertake affirmative action to eliminate the effects of any past discrimination.
2. Comply with the procedures and requirements of the Department of Human Rights’ regulations concerning equal employment opportunities and affirmative action.

Provide such information, with respect to its employees and applicants for employment, and assistance as the Department of Human Rights may reasonably request.

1. Independent Contractor Not Employed

The Contractor is and shall be considered as an independent contractor and neither the Contractor nor its employees are or are to be considered as employees or agents of the City.

1. Right of Inspection

The Contractor shall, upon reasonable notice, make accessible for inspection by the City, every landfill, incinerator, transfer station, recycling facility and yard waste disposal site which receives waste from the City as a result of the Contract.

1. Additional Requirements

The Contractor at all times shall maintain access to disposal facilities approved by IEPA, the necessary financial resources, the vehicles, equipment and supplies, personnel, permits and licenses required to perform the Services, all in accordance with the specifications and provisions contained in the Contract.

 

1. Change in Service

If the City should wish to change the type or scope of service provided during the term of the franchise contract, the City shall have the option to initiate the change in service by notifying the Contractor in writing at least 30 days prior to when a proposed change in service would begin.  The City and the Contractor shall agree to negotiate the terms and price of such a change in service after proper notice has been given.  In the event that the City and Contractor are unable to agree to alternate terms, the existing franchise contract shall remain in force or be terminated, in accordance with the provisions of the contract.

1. Flow and Transportation of Refuse

Should a transfer station or similar garbage transportation and/or process facility be located within the City of Farmer City during the contract period, the Contractor shall be required to dispose of all refuse collected from Farmer City customers at the Farmer City facility.

Routes should be coordinate in such a manner to reduce or prevent damages to alleys and City rights-of-way.

11. Contents of Proposal
12. Contractor Qualifications
13. Provide an executive summary of your company which includes the company’s name, address, phone/fax numbers and website address as well as a brief background description of the company’s experience (including the number of years the company has been in business and the current number of customers).
14. Provide contact information for the person submitting your company’s proposal. This information should include name, title, phone/fax numbers, mailing address and email address.
15. Provide a list of municipalities, along with contact names and information, where your company currently holds or held a franchise contract, within the last five years, for the collection of residential refuse, recycling and yard waste.
16. Provide a description on how your company will implement and provide services as provided in this RFP, including a brief history of the firm and its experience, qualifications and success in providing these Services.
17. Provide a breakdown of the number of vehicles to be used in the execution of the franchise contract, including refuse, recycling and yard waste collection. At the minimum, these Vehicles listed shall display the name of the Contractor, a local phone number, and a vehicle identification number which are clearly visible on both sides.  The list shall be provided by completing Appendix C.
18. Financial Proposal
19. Describe the firm’s proposed fee for providing the Services as provided in this RFP per month, per household. This information is to be summarized on the form in Appendix A.
20. Proposals may include optional services available to non-residential customers in Farmer City, as summarized in Appendix B. This information will be made available to Farmer City’s businesses and institutions as a courtesy.
21. Contractual Arrangements

The awarded Contractor will be required to execute the franchise contract for the services outlined in this RFP.

1. Proposal Deadline

All proposals must be received at the Farmer City City Hall, 105 South Main Street, Farmer City, IL 61842 by 4:00 p.m., September 22, 2017.  Proposals received after the deadline will not be accepted.

Any questions concerning this RFP will be directed to Ms. Sue McLaughlin, 309-928-2842 or city_manager@farmercityil.org.  The City will determine whether any addenda should be issued as a result of any questions raised or other matters raised.

Three (3) bound paper copies of the proposal and a digital copy of the proposal in pdf format must be received at City Hall by the deadline.  The digital copy can be submitted on a CD with the paper copies or can be emailed to the above email address.

1. Pre-Proposal Meeting

Prospective contractors are strongly encouraged to attend a pre-proposal meeting to discuss the collection services as set in this RFP and to have any clarification questions answered.  The pre-proposal meeting shall take place on September 8, 2017 at 10:00 a.m. in the Farmer City City Hall, Council Chambers, 105 S. Main St., Farmer City, IL 61842.

12. Basis of Selection

The City of Farmer City will evaluate proposals, and if a vendor is selected, the vendor will be selected on the basis of:

1. The Contractor’s plan to provide the City of Farmer City with the services as specified in this RFP.
2. The Contractor’s experience in providing services similar to those described in this request for proposal and demonstrated ability to provide the services outlined in the Contractor’s plan.
3. The Contractor’s references from municipalities where the Contractor currently holds or held a service contract within the last five years.
4. The Contractor’s financial proposal.
5. Any other factors relevant to the Contractor’s capacity and willingness to satisfy the City of Farmer City.
6. The City of Farmer City has the right to reject all proposals or request additional information.

 

 

 

Appendix A

Contractor Proposal Form

Company Name (DBA if applicable)
Address
Phone
Fax
Email
Website
President/CEO
Proposal Contact (if different)
Contact Phone (if different)
Contact email (if different)

 

Enter the proposed residential rate and day of pick up.  Are there any discounts or premiums to the proposed rate based on which day the City selects?  If so, what is rate for each day of the week?

Proposed Residential Rates (Option 1):
Rate Effective Date:	Jan 1, 2018	Jan 1, 2019	Jan 1, 2020	Jan 1, 2021	Jan 1, 2022
Pick up date:
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY

 

 

 

 

Proposed Residential Rates (Option 2):
Rate Effective Date:	Jan 1, 2018	Jan 1, 2019	Jan 1, 2020	Jan 1, 2021	Jan 1, 2022
Pick up date:
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY

 

The Contractor’s rate proposal shall include the provision of one refuse tote and one recycling tote to each customer.  Provide below the rate and/or purchase cost of additional totes, if available from the Contractor.

Rental Rate for Additional Optional Tote:
Contract Year	Jan 1, 2018	Jan 1, 2019	Jan 1, 2020	Jan 1, 2021	Jan 1, 2022
Additional garbage tote (any size)
Additional recycling tote (any size)
Cost of Additional Tote to Purchase:
96-gal garbage tote
64-gal garbage tote
96-gal recycling tote
64-gal recycling tote
35+/- recycling tote

 

Contractors are invited to summarize optional services that may be offered to Farmer City’s residential customers, if selected as the franchise Contractor.

 

 

Appendix B

Optional Services Offered

This RFP is for residential waste, recycling and yard waste collection services and does not include non residential customers.  Contractors are invited to provide information about services and rates that may be available to the non-residential, multi-family or commercial customers in Farmer City.  This information will be made available to Farmer City businesses and institutions as a courtesy.

Please provide a rate summary sheet for services offered to non-residential customers, including but not limited to:

• 96-gallon garbage tote / 64-gallon recycling tote
• Commercial Refuse Rate (per yard)
• Commercial Recycling Rate (per yard)
• Roll-off Transportation (per load)
• Roll-off Disposal (per ton)

Summarize other services available to Farmer City’s non-residential customers, including contact information for non-residential customers.

 

 

Appendix C

Vehicle Inventory Form

Please list the number of vehicles which will be used to provide refuse, recycling and yard waste collection services as described in this RFP.  At the minimum, these Vehicles listed shall display the name of the Contractor, a local phone number, and a vehicle identification number which are clearly visible on both sides.

 

1)       Number of vehicles used for one-day collection:

Refuse                            __________

Recycling                     __________

Yard Waste                  __________