REQUEST FOR PROPOSALS
#RFP1062 WASTE DISPOSAL SERVICES FOR FEBRUARY 2016-JANUARY 2019
FIRM PRICE FOR 3 YEARS with Options for 3 One-year Extensions
To All Interested Bidders:
The Purchasing Department for the Board of Trustees of the Tupelo Public School District will receive sealed proposals for waste services until 11:00 A.M. on Friday, November 20, 2015, at the Tupelo School District, Finance Office, 445 N Church St., Tupelo, MS 38804. All proposals must be mailed to TUPELO PUBLIC SCHOOL DISTRICT, ATTN: Julie Weaver, PO BOX 557, TUPELO, MS 38802-0557 or returned to 445 N Church St., TUPELO, MS 38804 with the following information on the sealed envelope:
"SEALED PROPOSAL #RFP1602 WASTE DISPOSAL SERVICES"
SUBMITTED BY (COMPANY BIDDING NAME)
Due 11:00 A.M. Friday, November 20, 2015
This page must be completed and returned with all bid information. Discussions and negotiations may be necessary. A purchase order shall be issued for services. A schedule will be established, adjusted and refined as needs are determined.
VENDOR/CONTRACT Statement:
My proposal submitted includes two envelopes, one for proposal areas, as requested, pertaining to experience, scheduling flexibility, references, and recycling; and one for prices. The envelope with prices shall clearly be marked as containing “RFP 1602 Contract Costs”. The other envelope will be marked “RFP1602 Information”. By signing this page, I agree to abide by all requirements as written in this request for proposals.
Firm Name: ______Signature: ______
Address: ______Tax ID# ______
City/State ______Zip ______Telephone #______
This is an all or nothing 3-year contract with firm pricing for all 3 years. Extensions are possible for the next three years (1 yr terms) if both parties agree to continue the original price.
General Information:
The Tupelo Public School District, Tupelo, Mississippi (“TPSD” or “District”) , is accepting, pursuant to Section 31-7-13(r) of the Mississippi Code of 1972, as amended (the “Act”) proposals from vendors to provide services related to the collection, disposal and removal of solid waste generated or deposited at TPSD sites.
General Instructions:
Proposals shall be typewritten. All corrections or erasures shall be initialed by the person signing the proposal.
TPSD reserves the right to reject any and/or all proposals and to waive informalities in proposals, and to select the proposal or proposals that, in the opinion of TPSD, shall be the most qualified on the basis of price, financial responsibility, technology, legal responsibilities, scheduling flexibility, evidence of past successful performance and other relevant factors Vendors should understand that, in accordance with the Act, after selection of the most qualified proposal or proposals, TPSD may negotiate and enter contracts with one or more of the persons or firms submitting proposals, and that such contracts may not necessarily be limited to the terms of the proposals submitted.
All information submitted in response to this request for proposals is public after all proposals are opened on the appointed date and time.
No work shall commence nor shall any payments be made until vendor has provided adequate proof of insurance for the risks and in the amounts specified in this RFP.
No telephone, telegraph, facsimile or electronically transmitted proposal will be accepted.
Vendors should not include sales tax in their price terms, as TSPDs purchases of waste services are exempt from sales tax. In presenting their pricing information, vendors should complete the attached sheets labeled “Pricing Information” and “Worksheet.”
A vendor’s price terms shall be submitted in a sealed envelope separate from the remaining terms of its proposal, which shall also be submitted in a separate envelope. Both of these envelopes shall together be placed in another sealed envelope and delivered to TPSD. Each of the envelopes shall be clearly marked on the outside: “Sealed Proposal #RFP1602 Waste Disposal Services Submitted By ______(name of vendor).”
Responsibility for timely submittal lies solely with the vendor. Proposals submitted after 11 a.m. on November 20, 2015, will not be considered.
Minority businesses will be afforded full opportunity to submit proposals in response to this request and will not be discriminated against on any grounds.
Proposals should be returned in sealed envelopes as described above to:
Julie Weaver, Purchasing Agent
Tupelo Public School District
P.O. Box 557
Tupelo, MS 38802-557
or
445 Church Street
Tupelo, MS 38804
Scope of Services and Contract Terms:
Vendor must provide all labor, vehicles, containers and materials for collection, removal and disposal of any and all solid waste generated and deposited at TPSD sites identified on Schedule A attached hereto. Vendor will provide labor, vehicles and containers for collection, removal and disposal of recyclable waste at TPSD sites identified on Schedule A.
Vendor must provide solid waste containers approved by TPSD and the City, and the vendor must replace all solid waste containers which become unusable due to normal wear and tear.
Vendor must provide pick-up of waste in containers at TPSD sites on a schedule to be determined by TPSD and vendor must strictly adhere to such schedule. While this schedule will generally follow a regular frequency of pick-up dates, there will be reductions in the frequency of pick-ups based on TPSD’s school operations schedule. The schedule may be changed from time to time by TPSD. The successful bidder will be required to agree to scheduling flexibility as desired by TPSD. The Pricing Information sheets to be submitted by a bidder should clearly indicate how schedule changes will affect charges.
Vendor assumes all responsibility and liability for waste after it is picked up at TPSD sites.
Any contract will be awarded for a minimum term of three (3) years. TPSD may, in its discretion, extend the term for up to three (3) additional extended terms of one (1) year each. Should vendor fail to perform services to the reasonable satisfaction of TPSD, written notice of such failure shall be given to the vendor. If vendor has not corrected such failure to the reasonable satisfaction of TPSD within thirty (30) days after such notice is given, TPSD may terminate the contract by giving vendor an additional thirty (30) days written notice.
Unless provided otherwise by written agreement between TPSD and the awarded vendor, this RFP shall be incorporated into the contract for waste services and TPSD shall order such services on a TPSD purchase order with such specifications as may be included therein. TPSD shall not be required to enter into vendor’s standard service agreement, and terms of this RFP as incorporated into TPSD’s purchase order shall constitute the contract between the parties. There will be no changes, additions, deletions, modifications or amendments to the contract unless approved in writing by TPSD.
Vendor may not assign its contract with TPSD or any of its rights or duties thereunder without the prior written consent of TPSD.
Vendor must obtain and maintain a permit as a contract hauler of commercial waste under the Solid Waste Collection, Removal and Disposal Ordinance of the City of Tupelo (the “Ordinance”), and the successful bidder must present a copy of its permit to TSPD before beginning services under the contract. Vendor’s failure to obtain or maintain such permit shall result in termination of the contract.
TPSD will cause recyclable waste to be deposited in containers for recyclable waste at the sites identified on Schedule A. Vendor will collect and transport such recyclable waste using equipment dedicated to recycling services and will transport such waste to recycling facilities approved by TPSD. In setting out pricing information in its proposal, vendor will include its charges for providing this recycling service as a separate cost item. Vendor’s proposal should also contain a detailed description of its recycling services.
Vendor must be willing to negotiate, if necessary, any and all changes in the scope of services resulting from any recycling programs or waste minimization efforts.
Vendor must provide, without additional charge, containers and collection, removal and disposal services for special events and activities. Examples of these special events/activities are, but are not limited to, the TPSD Community Tailgate activities and end-of-school-year building and classroom clean-outs.
Vendor shall dispose of all solid waste collected pursuant to its contract with TPSD with the Three Rivers Solid Waste Disposal Authority, unless otherwise directed by TPSD.
Vendor must provide special collection services in the event of any emergency (i.e., storm, tornado). Vendor should specify its charges for special collection services.
Vendor shall provide services using its full-time employees, who shall at all times be under vendor’s control. Vendor shall remove any employee who, in the sole opinion of TPSD, is unfit or guilty of improper conduct as it relates to TPSD students. Vendor shall be mindful of the presence of children near waste pickup areas, and shall take special precautions to ensure safety of all persons.
Vendor shall be responsible for any damages to TPSD property, adjoining property or persons in connection with its services and shall conduct its operations in accordance with the highest industry standards and using best practices safeguards for protection against injury and damages.
The successful vendor must agree to secure a performance bond in the amount of $500,000 with a surety company qualified to do business in the State of Mississippi. Vendor must be named as obligee.
Vendor must provide and maintain workers' compensation insurance in accordance with the laws of the State of Mississippi for all vendor employees.
Vendor must provide and maintain the following insurance in the amounts prescribed:
Coverage Limits of Liability
Employer's Liability $1,000,000
Bodily Injury Liability (except auto) $5,000,000 each occurrence
$5,000,000 aggregate
Property Damage Liability $5,000,000 each occurrence
$5,000,000 aggregate
Automobile Bodily Injury Liability $5,000,000 each person
$5,000,000 each occurrence
Excess Umbrella Liability $5,000,000 each occurrence
In all such policies, TPSD shall be named as an additional insured at no cost to TPSD, and, prior to commencing work, vendor shall provide TPSD with copies of policy endorsements specifying that TPSD is an additional insured. All policies shall include endorsements providing that the policy may not be terminated, cancelled or not renewed without at least thirty (30) days advance written notice to TPSD.
Vendor must provide a system for handling and resolving service complaints as expeditiously as possible, including responding to all complaints within four (4) hours and maintaining a log of all complaints.
Vendor must agree to indemnify, defend and hold TPSD harmless against any and all claims, damages, losses, liabilities, fees, fines, penalties, suits, proceedings and other expenses (including reasonable attorneys fees) arising out of or related to vendor’s conduct of its solid waste collection, removal and disposal activities and related activities.
Vendor must make the representations and warranties set out on Schedule B.
Vendor must comply with the terms of the Ordinance and with all other applicable laws and regulations.
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For further information concerning this proposal, contact Andrew Cantrell at 662-841-8850.
SCHEDULE A: COLLECTION SITESCompactor Location / Compactor Size / Pick Ups per Week / Monthly Cost
THS / 40 yd / As needed-average twice monthly
Thomas / 6 yd / 2 - M/Th
Lawndale / 6 yd / 5 - MTWThF
TMS / 6 yd / 3 - MWF
Milam / 6 yd / 5 - MTWThF
Lawhon Cafeteria / 6 yd / 3 - MWF
Parkway / 6 yd / 3 - MWF
Container Location / Container Size / Pick Ups per Week / Monthly Cost
TMS / 8 yd / 3 - MWF
Pierce / 8 yd / 5 - MTWThF
Joyner / 8 yd / 5 - MTWThF
Church St / 8 yd / 2 - Tu/F
Carver / 8 yd / 5 - MTWThF
Rankin / 8 yd / 5 - MTWThF
Lawhon / 8 yd / 4 -MWThF
Maintenance / 8 yd / 1 - Tu
King ECEC / 6 yd / 3 - MWF
Fillmore / 6 yd / 3 - MWF
Central Office / 4 yd / 3 - MWF
Transportation / 4 yd / 1 -Th
Baseball-Varsity Dr / 6 yd / 3 - MWF
Roll Off Dumpster Locations / Container Size / Pick Ups per Week / Monthly Cost
THS Stadium / 30 yd / as needed
THS Maintenance / 20 yd / as needed
Maintenance (Shell St) / 30 yd / as needed
96 Gallon Cart Location
Baseball Field House (Ida St)
Hancock Center
RECYCLING COLLECTION SITES
Joyner
Maintenance
THS
SCHEDULE B
Vendor’s Representations and Warranties
1. Vendor has not paid or agreed to pay any other company or person any fee commission, percentage or brokerage fee related in any way to this RFP or any contract resulting therefrom.
2. Prices for the services bid in vendor’s proposal have been arrived at independently without consultation, communication or agreement with any competitor or other vendor.
3. Prices for the services set out in vendor’s proposal have not been knowingly disclosed directly or indirectly to any competitor or other vendor prior to the opening of the sealed proposals.
4. Vendor has made no attempt to induce any other company or person to submit or not to submit a proposal for the services requested in the RFP.
5. Neither Vendor nor any party acting through or under it will file or cause to be filed a lien of any kind against TPSD or any property owned by TSPD, and Vendor agrees to release any such lien that might be so filed.
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