MAYOR
Jason Buelterman
CITY MANAGER
Diane Schleicher
CITY COUNCIL
Wanda Doyle, Mayor Pro Tem
Barry Brown
Bill Garbett
Monty Parks
Paul Wolff
CITY CLERK
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
CITY OF TYBEE ISLAND
RFP #2015-674 ADDENDUM 1
THE CITY OF TYBEE ISLAND IS ISSUING THIS REQUEST FOR PROPOSAL FOR
FURNISHING THE SERVICES DESCRIBED HEREIN:
CURBSIDE COLLECTION OF RESIDENTIAL AND COMMERCIAL WASTE
AND COLLECTION OF RECYCLABLE MATERIALS
PROPOSALS ARE TO BE RETURNED NO LATER THAN
DECEMBER 17, 2015 at 11:00 AM
A PRE-PROPOSAL MEETING WILL BE HELD DECEMBER 4th at 10:00AM
AT CITY HALL – 403 BUTLER AVE, TYBEE ISLAND, GA
The City is seeking a proposal for services equal to or exceeding specifications set forth on the attached
pages. Those not meeting these standards will be rejected. The attached material specifications become
and remain a part of this request for proposal
All responses, inquiries, or correspondence relating to, or in reference to, this request for proposals, and
all reports, charts, displays, schedules, exhibits and other documentation by the respondents shall become
the property of the City when received. All proposals submitted in response to this RFP shall become the
property of the City. The City retains the right to use any or all ideas presented in any proposal response,
whether amended or not. Selection or rejection of the proposal does not affect this right.
Mail proposal to:
RFP #2015-674
MELISSA FREEMAN
403 BUTLER AVE
PO BOX 2749
TYBEE ISLAND, GA. 31328
Inquiries or other need for clarification in this document should be submitted no later than
December 11, 2015.
Questions to:
Diane Schleicher
912-472-5070
Email: dschleicher@cityoftybee.org
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SERVICES TO BE PROVIDED
The successful Offeror shall perform the following work for the City:
Curbside Bulky Goods and Dry Trash
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Contractor will collect bulky goods which shall not exceed 100 pounds in weight for
weekly curbside pickup.
Bulky goods are mattresses, furniture pieces including couches, rugs and bicycles,
etc. but do not include “white goods” such as kitchen appliances and air conditioner
units. The city will encourage residents and property owners to drop off such items
to the transition station for scrap value at no cost to the resident or schedule a paid
pick-up with the contractor.
Leaves, yard clippings, paper, straw, and loose yard care items shall be placed in water
tight bags or other suitable containers which, when full, do not exceed fifty (50) pounds
in weight.
Palm fronds, branches, and other long yard waste must be tied into bundles for easy
collection, then stacked and placed adjacent to the street, road or alley for collection.
Heavy brush and tree branches no longer than three (3) feet in length and six (6) inches in
diameter should be gathered into a pile no larger than five (5) cubic yards.
Landscapers, property owners and residents qualify for curbside service.
Waste hauler contractor will be responsible for providing the equipment and labor to
address seasonal volumes.
Waste hauler contractor staff will have rakes on each truck to clean up small yard waste
debris while collecting.
Once a week regular and reliable city wide pickup
Fines in place for bulky goods and/or yard waste not collected within 72 hours of written
notice by city staff.
Waste hauler contractor can subcontract bulky and/or dry trash removal subject to the
city’s consent which will not be unreasonably withheld.
Lovell Avenue Garbage 34 Cubic Yard Compactor and Atlantic Street Recycling 15 Cubic
Yard Compactor
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Pickup and empty compactor within 24 hours of request by designated city staff in
writing via email.
Fines in place after 3 written documented failure to haul within 24 hours’ notice by
designated city staff.
City to provide compactors at both locations
All pulls are to be scheduled after 7 am and before 7 pm due to noise ordinance
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Transfer Station Garbage, Yard waste and Recycling Containers
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Pickup and empty compactor within 24 hours of request
All containers are to be changed out in transition station yard and not on the public street
on Polk Street or Bay Street.
Pulls are to be scheduled after 7 am and before 7 pm due to noise ordinance.
Provide up to 5 - 30 yard garbage containers garbage and yard waste.
All Fines in place after 3 written documented failure to haul within 24 hours’ notice by
designated city staff.
River’s End Campground
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Pickup and empty garbage dumpster on a regular and reliable schedule.
Emptying multiple 96 gallon recycling carts located in the two designate locations in the
campground on a regular and reliable schedule.
Pulls are to be scheduled after 7 am and before 7 pm due to noise ordinance.
Contractor to provide 2 - 8 yard and 2- 6 yard garbage dumpsters at two designated
locations in the campground. The 8 yard dumpsters are to be used during the busy season
and the 6 yard dumpsters are to be used during the off season.
All Fines in place after 3 written documented failures to haul on agreed upon haul
schedule.
Residential and Commercial Garbage and Recycling Curbside Service
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Contractor to provide for an estimated 3,034 residential and 120 commercial garbage
carts. 89 of the 3,034 residential carts are extra carts at various residences based on
demand.
For residential customers only, contractor to provide the customer and pricing for various
garbage cart sizes depending on each customer’s needs: 32, 64 and 96 gallon carts.
Garbage carts are to be labeled in such a manner that the cart is associated with a specific
customer’s address.
Garbage carts to be marked “Landfill Items Only” on the lid.
Garbage carts may not be blue in color (bottom or lid) which might create confusion with
city’s blue recycling cart.
City will provide a 96 gallon blue recycling cart.
Contractor is to replace the green lids on the city’s 96 gallon recycling carts with blue lids
that matches/coordinates with the bottom portion of the recycling cart. There are an
estimated 4,000 recycling carts located throughout the city and at the DPW transition
station that require lids to be changed out.
Contractor to label the lids of each recycling cart with a durable label that contains
accurate recycling information which outlines what items may be places in the recycling
cart versus garbage cart.
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Contractor to be responsible for the expense of repairing or replacing garbage carts.
Contractor to be responsible for the expense of repairing recycling carts.
City with pay only for the number of garbage and recycling carts in city’s billing data
base. If the contractor adds an additional cart due to a customer request or otherwise, it is
the contractor’s responsibility to report in writing each billable addition cart to the city.
The added cart will be billable to the customer and city the next monthly billing cycle.
General Requirements
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Contractor to keep detailed and accurate monthly tonnage reports of city garbage and
recycling, as well as an annual report of all totals.
Tonnage report is to be broken out by curbside service, transfer station and Atlantic and
Lovell Avenue compactors, as well as, in aggregate.
Contractor to provide a web based complaint/request for curbside garbage, recycling,
bulky goods and yard waste service tracking system that is linked to the city’s web page.
Tracking system is to track resolutions and will require either a customer’s email or
phone number, so contractor can send notification of receipt of complaint/request for
service and also a notification of resolution.
Contractor is required to clear out resolved complaints within 48 hours of business days.
Contractor prepared to start service to the city on Friday, April 1, 2016.
The following $100 fines for poor service will be included in the contract:
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Failure to pick up curbside dry trash on designated pickup dates within 48 hours of
written notice by the customer or the designated city staff.
Failure to rake up debris from curbside yard waste piles within 48 hours of written notice
by customer or the designated city staff.
Failure to pick up curbside garbage and recycling on designated pickup dates within 48
hours of notice by the customer or the designated city staff.
Failure to replace or repair a damage cart within 48 hours of written notice by the
customer or designated city staff.
Failure to replace a stolen cart within 48 hours of written notice by the customer or
designated city staff.
Failure to clean up hazardous waste such as hydraulic fluids within 24 hours of written
notice by the customer or designated city staff.
Failure to completely empty garbage and recycling cart within 48 hours of written notice
by the customer or designated city staff.
Failure to place garbage or recycling cart 2 feet off of the paved road after emptying the
cart written notice by the customer or designated city staff.
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Failure to haul transfer station containers and compactor within 24 hours’ notice by
designated city staff. Fines will be assessed after 3 written documented failures to haul
within 24 hours’ notice by designated city staff.
Failure to haul the Atlantic or Lovell Avenue compactors within 24 hours’ notice by
designated city staff. Fines will be assessed after 3 written documented failures to haul
within 24 hours’ notice by designated city staff.
SUBMISSION REQUIREMENTS
Proposals shall be submitted in a sealed envelope, clearly marked on the outside of the envelope, to the
office of the above address prior to the time specified.
A. All submissions must be accompanied by copies of the necessary licenses of the
parties making the proposals.
B. Required Information:
Please submit the following information in the order requested.
Name, address, phone number, fax number, and e-mail address of the person or firm
submitting the proposal. Provide the name of the contact person and person authorized
to contract for the firm.
Please include a proposal sheet, W-9, vendor application, affidavit verifying status, and contractor
affidavit which can be found at the end of this request.
METHOD OF AWARD
The contract, if awarded, will go to the proposal deemed best for the city as determined by
Mayor and City Council. The award will take into account price among other factors as
specified in this RFP. Notice of the award recommendation will be posted on the website at
www.cityoftybee.org in the City Council packet.
Signature of offeror indicates understanding and compliance with attached terms and conditions and all
other specifications made a part of this RFP and any subsequent award or contract. All terms, conditions
and representations made in this request will become an integral part of the contract. Nothing contained
within this RFP is indicative of intent by the City of Tybee Island to reimburse the offeror, in
whole or in part, for any costs associated with preparation, submission, or presentation of
proposals.
Evaluation Criteria: Submitted proposals will be evaluated and scored based upon the following
criteria:
Criteria
Points Assigned
Understanding of Scope of Services
Ability to Meet Time Frame
Past Experience with Similar Sized Community
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Pricing
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WAIVER: The City of Tybee Island reserves the right to reject any or all proposals received. The City
reserves the right to waive any variances from original proposal specifications in cases where the
variances are considered to be in the best interest of the City.
INSURANCE
Contractor shall provide a Certificate of Insurance naming the City of Tybee Island as also
insured, indicating the following minimum coverage:
Comprehensive General Liability
$2,000,000
Comprehensive Auto Liability
$2,000.000
Workman’s Comp. equal to statutory requirements
PAYMENT
The Offeror shall specify terms of payment.
TAXES
The City of Tybee Island, Georgia is not subject to any State or Federal taxes. Documentation
will be provided with the invoice at the time of payment, if requested.
DELIVERY: F.O.B. DESTINATION
403 Butler Ave, Tybee Island, Georgia 31328
TERMINATION OF CONTRACT
The City reserves the right to terminate the contract for reasons of violations by the successful
proposer of any term or condition of the contract by giving thirty (30) days written notice, unless
otherwise stated herein, stating the reasons therefore and giving the party ample time to remedy
the deficiencies.
City of Tybee Island
TERMS AND CONDITIONS
ACCEPTANCE. This order constitutes an offer which shall become a binding contract upon
the terms and conditions herein set forth upon acceptance by Seller either by acknowledgement
of this order or commencement of performance. Buyer objects to any difference, conflicting or
additional terms proposed by Seller in the acceptance of this order, and no such terms shall be
effective unless expressly accepted by Buyer in writing. Each shipment received by Buyer from
Seller shall be deemed to be only upon the terms and conditions contained in this order, except
by such written instrument modifying the order, signed by Buyer, notwithstanding any terms and
conditions that may be contained in any acknowledgment, invoice, or other form issued by Seller
and notwithstanding Buyer’s act of accepting or paying for any shipment, or similar act by
Buyer.
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SUBCONTRACTING. Seller shall not enter into a subcontract for any part of this order,
including completed or substantially completed items or major components thereof, without
Buyer’s written consent. Nothing in this order shall be seen as prohibiting Seller’s purchase of
standard commercial articles, raw materials, or other supplies specified in this order if these are
typically purchased by Seller in the normal course of business.
CONE OF SILENCE. Lobbying of Procurement Evaluation Committee members, City
employees, and elected officials regarding this product or service solicitation, Request for
Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by
any legal entity affiliated with an organization that is responding to the solicitation is strictly
prohibited. Negative campaigning through the mass media about the current service delivery is
strictly prohibited. Such actions may cause your proposal to be rejected.
TERMINATION. Buyer may terminate or suspend performance under this order in whole or in
part from time to time by sending written notice to Seller. Upon receiving notice of such action
by Buyer, Seller shall immediately comply with its terms and take all reasonable steps to avoid
incurring any additional costs under this order. Buyer’s sole liability to Seller shall be for items
completed and delivered to Buyer in accordance with this order and for Seller’s reasonable costs
to the date of termination, such costs being solely attributable to this order and not being
recoverable from other sources.
INDEMNIFICATION. Seller agrees to indemnify, defend and hold Buyer, Buyer’s employees,
and those for whom Buyer may act as agent harmless from (1) any and all claims and liabilities
for injuries or death of persons or damages to or destruction of property; (2) any other Loss
caused by or resulting from the acts or omissions of Seller, its agents, subcontractors, suppliers
or employees in the performance of this order; (3) any Loss caused by or resulting from the
supplies purchased under this order, (4) any intended use of products or materials provided by
Seller; (5) any defective products or materials provided by Seller, including without limitation
the use or disposal of hazardous and/or toxic materials, such materials to include at minimum all
materials recognized by the Environmental Protection Agency as hazardous; or (6) any breach by
Seller of any express or implied warranties. If Seller’s work hereunder involves operations by
Seller’s agents, subcontractors, suppliers or employees on Buyer’s premises or any place where
Buyer conducts operations, Seller shall take all necessary precautions to prevent the occurrence
of any injury or damage to persons or property during the progress of such work. Further, Seller
shall indemnify, defend and hold Buyer, Buyer’s employees, and those for whom Buyer may act
as agent harmless for any injuries occurring to Seller’s agents, subcontractors, suppliers or
employees and Seller shall maintain public liability, property damage and employee’s liability
and compensation insurance sufficient to protect Buyer from any claims under any applicable
law, statute, or regulation.
MODIFICATION; WAIVER. No waiver or modification of this order shall be effective unless
in writing and signed by both of the parties hereto. Failure of either party to enforce its rights
under this order shall not constitute a waiver of such rights or any other rights.
ENTIRE AGREEMENT. This order is intended by the parties as a final expression of their
agreement and also as a complete and exclusive statement of the terms thereof, any prior or
contemporaneous oral or written agreements as to the same subject matter notwithstanding.
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INVALIDITY. In the event that any provision of this order is declared invalid, illegal, or
otherwise unenforceable by any tribunal or law, the remainder of the provisions shall not be
affected thereby, and each term and provision not declared invalid, illegal or unenforceable shall
be valid and shall be enforced to the fullest extent permitted by law.
DRUG FREE WORKPLACE. By accepting this order, the Seller certifies that he shall provide
a drug free workplace for his employees in accordance with the laws of the State of Georgia.
SPECIFICATIONS, PROPOSALS, BID DOCUMENTS. The documents which form the
basis for this order shall include the plans and specifications and proposal documents as attached
hereto, together with any other documents so listed and enumerated, if any, and it is expressly
understood that any special conditions listed and attached hereto are specifically made a part of
this contract.
APPLICABLE LAW. The provisions and performance of this purchase order shall be
governed by the laws of the State of Georgia and applicable federal law. Seller agrees to bring
any and all actions relating to this purchase order only in the state and federal courts located
within Chatham County in the State of Georgia.
APPROPRIATION. Notwithstanding any other provision hereof, this agreement shall
terminate at the end of each calendar year without liability or obligation on the part of the city in
any calendar year where the City has not appropriated funds for the obligations hereunder for the
next calendar year.
PROTESTS. A proposer may protest an award under the following circumstances:
a.
b.
c.
d.
Tybee failed to follow the proposal evaluation process or its evaluation criteria
Misleading discussions occurred during the evaluation process
Tybee failed to include qualified vendors in the process
Tybee failed to conduct the process in a fair and impartial manner
Within five (5) days of receipt of a written submission of a protest, the City Manager shall issue
a written response either denying the protest or validating it.
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City of Tybee Island, PO Box 2749, Tybee Island, GA 31328
912-786-4573 | (fax) 912-786-9465
What products/services do you provide to the City of Tybee Island:
_________________________________________________________________________
_________________________________________________________________________
To whom shall we direct the Purchase Order?
Sales Contact:______________________Email:__________________________________
Phone#______________________________ Fax#________________________________
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Location: _________________________________________________________________
To whom shall we direct Payment?
A/R Contact: _______________________ Email:_________________________________
Phone#_____________________________ Fax#________________________________
Remittance Address:________________________________________________________
Our terms are Net 30.
Affidavit Verifying Status
for City Public Benefit Application
By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or
Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as referenced in
O.C.G.A. Section 50-36-1, I am stating the following with respect to my application of a City of Tybee Island:
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Business License or Occupational Tax Certificate,
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Alcohol License,
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Taxi Permit,
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Contract
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Other public benefit _____________________________________________________________
(circle all that apply)
for _______________________________________________________ (printed name of natural person applying
on behalf of individual, business, corporation, partnership, or other private entity).
1)
______ I am a United States citizen.
OR
2)
______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or
non-immigrant under the Federal Immigration and Nationality Act, 18 years of age or older and
lawfully present in the United States. *
In making the above representation under oath, I understand that any person who knowingly and willfully makes a
false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section
16-10-20 of the Official Code of Georgia.
___________________________________________
Signature of Applicant
___________________________________________
Date
___________________________________________
Printed Name
___________________________________________
* Alien Registration Number for Non-citizens
SUBSCRIBED AND SWORN BEFORE ME ON THIS
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THE ______ DAY OF ___________________, 20 _____
Notary Public __________________________________
My Commission Expires: ________________________
Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8
U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the
federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified
aliens that do not have an alien registration number may supply another identifying number below:
____________________________________
Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)
By executing this affidavit, the undersigned contractor verifies its compliance with
O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is
engaged in the physical performance of services on behalf of (name of public employer) has
registered with, is authorized to use and uses the federal work authorization program commonly
known as E-Verify, or any subsequent replacement program, in accordance with the applicable
provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned
contractor will continue to use the federal work authorization program throughout the contract
period and the undersigned contractor will contract for the physical performance of services in
satisfaction of such contract only with subcontractors who present an affidavit to the contractor
with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its
federal work authorization user identification number and date of authorization are as follows:
_________________________________
Federal Work Authorization User Identification Number (E-verify S.A.V.E #)
_________________________________
Date of Authorization
_________________________________
Name of Contractor
_________________________________
Name of Project
_________________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 201__ in _____(city), ______(state).
_________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE ______ DAY OF ______________,201__.
_________________________________
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NOTARY PUBLIC
My Commission Expires:
_________________________________
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RFP 2015-674
MANDATORY PROPOSAL FORM
(Must be included with your presentation)
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Curbside Bulky Goods and Dry Trash - ____________ Monthly Cost for Weekly Service
Lovell Avenue Garbage 34 Cubic Yard Compactor _________ Pull Cost _____ Tonnage
Cost
Atlantic Street Recycling 15 Cubic Yard Compactor _______ Pull Cost
Transfer Station
o Garbage _______ Pull Cost ________Tonnage Cost
o Yard Waste Container _________ Pull Cost
o Recycling Container __________Pull Cost
Rental of each 30 yard container _________
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River’s End Campground
o Garbage _______ Pull Cost of the 8 yard dumpster
o Garbage _______ Pull Cost of the 6 yard dumpster
o Rental of each 8 yard dumpster ________
o Rental of each 6 yard dumpster ________
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Residential and Commercial Garbage and Recycling 96 Gallon Cart Curbside Service
o Please provide pricing for each option below. City may chose a variety of options
based on cost and selected service level:
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Garbage Cart Curbside Twice Weekly Pickup
 Residential
o 32 gallon cart______________ Monthly Charge
o 64 gallon cart ______________ Monthly Charge
o 96 gallon cart ______________ Monthly Charge
 Government/School _______________Monthly Charge
 Commercial
______________ Monthly Charge
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Garbage Cart Curbside Once Weekly Pickup
 Residential
o 32 gallon cart______________ Monthly Charge
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o 64 gallon cart ______________ Monthly Charge
o 96 gallon cart ______________ Monthly Charge
Government/School_______________ Monthly Charge
Commercial
_______________ Monthly Charge
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Recycling Cart Curbside Once Weekly Pickup
 Residential/ Government/ River’s End Campground School/
Commercial
______________ Monthly Charge
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Garbage Cart Side-door Twice Weekly Pickup
 Residential
o 32 gallon cart______________ Monthly Charge
o 64 gallon cart ______________ Monthly Charge
o 96 gallon cart ______________ Monthly Charge
 Government/School_______________ Monthly Charge
 Commercial
_______________ Monthly Charge
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Garbage Cart Side-door Once Weekly Pickup
 Residential
o 32 gallon cart______________ Monthly Charge
o 64 gallon cart ______________ Monthly Charge
o 96 gallon cart ______________ Monthly Charge
 Government/ School ______________ Monthly Charge
 Commercial
_______________ Monthly Charge
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Recycling Cart Side-door Once Weekly Pickup
 Residential, Government/River’s End Campground/School &
Commercial ___________ Monthly Charge
References:
(include contact information on separate sheet)
_________________________________________ ______________________________
Signed by
Date
_________________________________________
Submitting Firm
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