Village of Ashley
Request for Bid Proposals
Solid Waste Collection and Disposal
Sealed proposals for the collection and disposal of solid waste shall be received at the Village of Ashley, P.O. Box 158, Ashley, MI 48806 on or before Tuesday, January 9, 2018 at 4:00pm. Bid Proposals will be opened at the Village of Ashley January Council Meeting, Tuesday, January 9, 2018 at 7:00pm. The meeting is held at the Village of Ashley Community Center, 110 N. Sterling St. Ashley.
The proposal containing the specifications for this work can be obtained on the Village website at www.ashleyvillage.org or at the Village office Monday thru Thursday, located at 114 S. Sterling St. Ashley, MI 48806
The Village of Ashley reserves the right to accept and/or reject any and all proposals, and to make the award in the best interest of the Village.
Ann Paksi
Village President
Proposal Form
Village of Ashley
Solid Waste Collection & Disposal Service,
Curbside Recycling and Yard Waste Removal
The Bidder proposes to do all the work defined in the proposal specifications for the prices stated below. The bidder certifies and declares that this proposal warranties to the Village of Ashley the following items:
1. The Bidder has examined the proposal and specifications regarding the work.
2. The Bidder has examined the collection area and has become familiar with conditions surrounding the collection of solid waste.
3. The Bidder proposes to furnish all labor, equipment and materials necessary to perform the contract requirements.
4. The work will be performed accordance with all elements set forth in this proposal.
5. This proposal is made in good faith and without fraud or collusion.
6. This bid is based on conditions as determined by the Bidder and the bid is based solely upon the Bidder’s own independent business judgment.
The undersigned fully understands the requirements, therefore the costs to provide weekly collection of solid waste, twice per month curbside recycling, and twice per month removal of yard waste (May 1 – November 30) plus Christmas tree removal shall be as follows:
TERM
Year 1: March 1, 2018 – February 28, 2019
Optional Extension of Contract Term:
Year 2: March 1, 2019 – February 28, 2020
Year 3: March 1, 2020 – February 28, 2021
Year 4: March 1, 2021 – February 28, 2022
Year 5: March 1, 2022 – February 28, 2023
Cost Per Month/ Cost Per Month/ Cost Per Month/ Total
Per Dwelling Per Dwelling Per Dwelling Cost
Solid Waste Curbside Recycling Yard Waste Per Dwelling
Year 1. $ $ $ $
Year 2. $ $ $ $
Year 3. $ $ $ $
Year 4. $ $ $ $
Year 5. $ $ $ $
Date:
Company Name:
Address:
Phone: Fax Number:
Authorized Signature:
Title:
Proposals should be submitted by 4:00pm Tuesday, January 9, 2018, to:
Village of Ashley
Solid Waste Removal Proposal
P.O. Box 158
Ashley, MI 48806
VILLAGE OF ASHLEY
SOLID WASTE COLLECTION, RECYCLING, AND DISPOSAL SERVICE
DESCRIPTION AND SPECIFICATIONS
The Village of Ashley is located in rural Gratiot County, northwest corner of Elba Township, within one mile south of M-57. The village is approximately .64 sq mile with approximately 210 residential service units.
The current waste hauler picks up residential waste weekly on Wednesdays, beginning after 6:00am. Each household receives a 95-gallon curb cart that has the capacity of 3 – 32 gallon trash bags for containment of household Type II solid waste. They supply us with seven (7) 95 gallon curb carts at various designated locations throughout the Village. They also provide an annual “Spring Clean Up” where they provide one (1) compacting style truck and (1) driver/loader to work on a date to be determined by both village and contractor for up to 6 hours. Removal of large household items is conducted once per month. Collection of bagged yard waste, including lawn clippings, leaves, garden trimmings, and removal of bundled tree trimmings is conducted weekly, May 1 through Nov 30, and during the month of January allow for removal of Christmas trees. In addition, two five cubic yard dumpster is located at the Village Community Center during the months of November and December for our Country Christmas event, and is emptied once a week. We are considering Curbside recycling to be provided twice monthly, with glass, metal cans, newspaper, corrugated cardboard and plastics being collected, would like more information regarding this.
Collection Schedule
The proposal shall include a collection schedule which will ensure weekly collection and disposal service. The schedule shall show the day of the week on which collection will be made at each service unit in the Village. All regular pick-up hours shall be hours between 6:00am and 6:00pm. It should be noted that the Village would like to keep the present pick-up schedule, if possible.
Number of Service Units
The Village of Ashley acknowledges that at least 210 residential service units will be covered by this agreement. The vendor shall receive payment under this proposed contract directly from the Village of Ashley. The Village of Ashley agrees to notify the vendor of changes to the service units on a yearly basis, or more, if necessary.
Terms of Contract
The Village of Ashley is interested in a one (1) year contract, beginning March 1, 2018 with the option to continue the contract for an additional four (4) years.
Contractor’s Obligation
a. The Contractor shall provide weekly collection, transportation, and disposal of solid waste. The collection schedule shall be submitted to the Village of Ashley for approval within ten (10) days after it has been requested.
b. The Contractor shall provide twice-monthly collection and transportation of commingled recyclables, which will be placed in containers and placed at the curbside at the same time as household waste collection items. The curbside recycling program includes but is not limited to glass, metal cans, newspaper, corrugated cardboard, plastic and large household items. During the term of this contract, all collected recyclables will be separated and disposed of by the contractor. (If Recycling is put in place)
c. The Contractor shall provide, May 1 through November 30, twice-monthly collection and transportation of properly bagged yard waste, including lawn clippings, leaves, and garden trimmings, and removal of bundled tree trimmings. The Village of Ashley shall make available to the village residents, yard waste bags, at a nominal cost, to be used for the yard waste items. It is preferred that the yard waste collections occur on the weeks opposite from the established collection of recyclable items and large household items. During the month of January allow for the removal of Christmas trees.
d. The Contractor shall furnish, at his expense, two five (5) cubic dumpsters at the Village Community Center for the months of November and December. The dumpster shall be emptied once a week as part of the normal collection schedule.
e. The Contractor shall supply the Village of Ashley with seven (7) 95 gallon curb carts at various designated locations throughout the Village, including Village Office, DPW, Village Park, and the down town area.
f. The Contractor shall provide an annual “Spring Clean Up” where they provide one (1) compacting style truck and (1) driver/loader to work on a date to be determined by both village and contractor for up to 6 hours.
g. The Contractor shall conduct the removal of large household item once per month.
h. The Contractor agrees to assume complete responsibility for securing any and all permits, licenses, privileges, or rights of any nature whatsoever necessary for the collection and disposal of materials under this contract which are or might be required. The Contractor further agrees to abide by any and all rules and regulations that are imposed by any authorized agency or unit of government, and save the Village of Ashley from any violation there from.
i. The disposal site used by the Contractor must operate in accordance with Act #641 of the Public Acts of 1978, as amended, and the “Regulations Governing Solid Waste Disposal Area” as prepared by the State of Michigan Department of Public Health. A copy of the Disposal site license shall be provided by the Owner. If, for any reason, the Contractor decides to change the disposal site, the Village of Ashley is given immediate notice of such change. The Village of Ashley shall be given the right to inspect the landfill and such recycling facilities, as the Contractor shall control, as necessary.
j. The Contractor shall at all times during the contract, maintain in full force and effect, Employers Liability Insurance, Worker’s Compensation Insurance, Public Liability and Property Damage Insurance, including Contractual Liability coverage. The public officials and employees of the Village of Ashley shall be included as addition insured. All insurance shall be by companies and for the policy limits acceptable to the Village of Ashley. The Contractor agrees to furnish the Village of Ashley with current certificates of insurance. The certificates shall contain the following express obligation:
i. “This is to certify that the policies of insurance described herein have been issued to the insured whom this certificate is executed and are in force at this time.”
ii. “In the event of cancellation or material change in a policy affecting the certificate holder, thirty (30) days prior written notice will be given to the certificate holder.”
k. For the purpose of this contract, the contractor shall carry the following types of insurance in at least the limits specified below:
COVERAGES / LIMITS OF LIABILITYWorker’s Compensation / Statutory
Employer’s Liability / $ 500,000
Bodily Injury Liability / $ 500,000 Each Occurrence
Except Automobile / $1,000,000 Aggregate
Property Damage Liability / $ 500,000 Each Occurrence
Except Automobile / $1,000,000 Aggregate
Automobile Bodily Injury Liability / $ 500,000 Each Person
$1,000,000 Each Occurrence
Automobile Property Damage Liability / $1,000,000 Each Occurrence
Excess Umbrella Liability / $ 500,000 Each Occurrence
a. The Contractor shall secure shall secure and furnish the Village of Ashley a Corporate Surety Bond as security for the performance of the contract. Said Surety Bond shall be in the amount of $10,000 and made payable to the Village of Ashley. The bond shall remain in effect at all times during the contract. The condition of the bond shall be that the Contractor fully and faithfully shall perform all conditions of the contract, its terms and conditions.
b. The Contractor shall observe any and all ordinances and laws relating to the obstruction of streets and alleyways, keeping passageways open and protected. The Contractor is granted the privilege of using street and alleyways for the purpose of doing the work specified in the contract, but are not granted exclusive use of the streets and alleyways. The Contractor shall handle the work in a manner that shall cause the least inconvenience and annoyance to the general public and to the property owners, and still maintain the safety of its employees.
Village of Ashley’s Obligation
a. Once an agreement for service has been reached, the Village of Ashley shall inform all residential and non-residential customers of the collection day and the materials to be collected.
b. All trash must be at street side by 6:00am on the regularly scheduled pick-up day. It shall be placed next to driveway no further than five (5) feet from the road shoulder.
c. Residents will be notified that no chemicals or foreign substance of any kind shall be used on the outside of the trash bags or receptacles for the purpose of deterring scavenger animals.
d. Residents are responsible for having their trash and discarded material free and clear of any vehicular obstruction that might impede trash removal. If the street is under construction, residents will be expected to take their trash to the nearest cross street that is open, and place such trash on the corner at the designated time on the schedule pick-up day.
Collection Specifications
The Contractor agrees to collect the following:
1. Solid Waste – weekly collection
2. Recyclables – twice per month (if applicable)
3. Large Household Items – Once per month
4. Yard Waste & Bundled limbs – Weekly (May 1 – November 30)
5. Christmas Trees – twice per month collection (January Only)
6. Two (2) 5 cubic yard Dumpster Once per week (November – December)
Schedule Changes
Once schedules and routes have been established, the Contractor shall refrain from making changes, unless mutually agreed upon by the Village of Ashley and the Contractor. Such changes to schedules and routes will require written notification.
The Village of Ashley observes the following holidays:
New Year’s Day Labor Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
The Contractor shall observe the listed holidays as non-collection days. In the event a holiday is observed by the Village of Ashley on a scheduled collection day, it is understood that the scheduled collection day will occur on (1) day later.
Due to severe weather and other unpredictable act of nature, waste collection shall be collected at the first opportunity. It is understood that the Contractor shall notify the Village of Ashley as quickly as possible of changes to the schedule due to severe weather and other unpredictable acts of nature.
Care and Diligence
The Contractor shall exercise all reasonable care and diligence in collecting solid waste within the Village of Ashley.
The Contractor must exercise due care to prevent spilling, scattering or dropping of solid waste through collector activity. Should and incident of spilling, scattering or dropping of solid waste occur, the Contractor shall insure immediate clean up of the items.
Should an incident of damage occur to the Village of Ashley personal property, or damage to the resident’s personal property (including vehicles), it is expected that the Contractor shall notify the Village of Ashley immediately. The notification should include a concise description of the damage, and the remedial action to be taken.
Complaints
The Contractor shall provide, in writing, the name of a contact person, a telephone number, and an emergency number that the Village of Ashley shall use for the disposition of problems.
The Village of Ashley agrees to act as the intermediary between the Village residents and the Contractor when problems arise. The Village of Ashley agrees to supply the name and number to a contact person, and a back-up person, for the Contractor.