City of Franklin -Isle of Wight County-Southampton County
Request for Proposals
Residential Recycling Services
Overview
The City of Franklin, Isle of Wight County, and Southampton County are all located in the
western tidewater of the Hampton Roads region of Virginia with a total combined population of
62,000. Current recycling services are provided by the Southeastern Public Service Authority
(SPSA), a regional entity, which will end services effective March 31, 2010. This request for
proposals will encompass continuing residential recycling services for each of the three localities
listed, at or above their current service levels, should each locality choose to continue such
services. Service is expected to commence on or before April 1, 2010. Any proposals are subject
to review and approval by each locality, at each locality’s sole discretion, through the
establishment of a memorandum of understanding (MOU) between the governing bodies of each
of the jurisdictions. Each governing body of each locality hereby reserves the right to reject,
modify or accept any or all proposals submitted. Copies of this proposal are available on the
following websites:
City of Franklin
www.franklinva.com
Isle of Wight County
www.co.isle-of-wight.va.us
Southampton County
www.southamptoncounty.org
Timetable
RFP issue date:
Proposals due by:
Review of proposals:
Intra-Government MOU:
Negotiations with vendor:
Contract complete by:
Service begins on/or before:
October 19, 2009
November 16, 2009
November 16-December 1
December 2009
January 2010
February 2010
April 2010
Scope of Services
Current service consists of residential curbside collection in the City of Franklin, and selected
parts of Southampton County. Curbside collection is performed bi-monthly on the first and third
Thursdays and/or Fridays. Franklin uses single stream 95 gallon containers while Southampton
utilizes smaller 20 gallon bins. This request for proposals shall encompass all jurisdictions using
95 gallon, single stream bins for collection. Collection bins shall be supplied by the contractor
and upon completion of initial contract period award, collection bins shall become the property of
each jurisdiction.
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Isle of Wight and Southampton both utilize roll off 20-yd bins at 8 convenience centers in Isle of
Wight and 8 refuse collection stations in Southampton. Franklin utilizes 1 roll off collection bin at
their collection center. All of these bins are emptied on call, as needed for a flat rate fee. Maps are
attached that depict the service territory.
Recyclables include: Newspaper, paper, cardboard, aluminum cans, tin, plastic bottles/containers,
glass bottles/containers.
Total Homes
Franklin:
Stops
Participation Rate
Household Tons
(Monthly)
(Monthly Avg.)
12 months
Roll Off Tons
12 months
2929
5858
36%
300
36
Isle of Wight
-------
-----
------
-----
384
Southampton
1199
2398
20%
60
144
8256
28%
360
564
Totals
4128
Combined Annual Tons: 924
Participation rates vary substantially throughout the service territory as citizen participation is
voluntary. An active, educational outreach program shall be an integral part of the recycling
services to be provided. This component shall be clearly outlined in any proposal submitted.
All tonnages of recyclables shall be reported to the respective jurisdictions on a monthly basis.
This is required by the Department of Environmental Quality (DEQ) per the regional solid waste
management plan. A minimum 25% recycling rate is required per Section 10.1-1411 of the Code
of Virginia. An outline on the process to collect this data, the process by which each jurisdiction
shall be notified of this data and any contingencies for reporting this data shall be included in the
proposal.
The jurisdictions seek a revenue stream from the sale of the recycled materials by the contractor
during the proposed service contract period as well as any renewal period. This amount shall be
subject to negotiations during contract award, however, suggested percentages and amounts of
revenue shall be provided by the contractor in the proposal submittal.
Length of Service Contract
The contract period for residential recycling services, as described in this request for proposals,
shall be for an initial period of three (3) years. A renewal period of two (2) years shall be
considered upon completion of the initial contract award.
There shall be a 90 day probation period starting from time of award. During this period the
contract may be cancelled at any time for any reason. Verbal and written notifications with cause
for cancellation shall be provided to the contract provider.
As previously stated, actual contracts shall be subject to review and approval by each of the
governing bodies of each jurisdiction, acting collectively in issuance of this request for proposals.
Each locality hereby reserves the right to reject or accept any or all proposals submitted.
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Certifications
Contractor agrees to furnish all materials, supplies, and equipment necessary to fulfill the services
described. Said materials and equipment shall be supplied at the Contractor’s own expense with
no additional costs to the jurisdictions.
Contractor warrants and certifies that Contractor and all other persons designated to provide said
services subject to this proposal have the requisite training, licenses and/or certifications
necessary to perform the services.
Contractor agrees it will not discriminate against any employee or applicant for employment
because of race, religion, color, sex or national origin. The contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices setting forth
the provisions of this non-discrimination clause. The contractor, in all solicitations or
advertisements for employment will state that such contractor is an equal-opportunity employer.
Notices, advertisement and solicitations placed in accordance with federal law, rule or regulation
shall be deemed sufficient for the purposes of this section.
The contractor shall maintain adequate liability insurance, which shall protect and save harmless
the City of Franklin, Isle of Wight County, and Southampton County, Virginia, and its officials,
employees and agents from all suits and actions of every kind and description arising from injury
or damage to persons and property in the prosecution of said work or in failure of properly
safeguard same, and from all claims arising under worker’s compensation laws. The contractor
shall furnish proof of insurance, naming each locality as an additional insured, prior to
commencement of services.
The Commonwealth of Virginia requires contractors to obtain and maintain worker’s
compensation insurance while performing work on the behalf of Virginia localities. Contractors
shall have ten (10) days from notice of intent to award services to provide insurance
documentation. Failure to provide the Certificate and forms may result in disqualification.
Insurance requirements include:
1. Worker’s Compensation:
Statutory
Employer’s Liability
$500,000 aggregate, $100,000 each employee/accident
2. Comprehensive General Liability
$1,000,000
Each Occurrence
$1,000,000
3. Property Damage Liability
$1,000,000 each occurrence
4. Automobile Insurance
$500,000 combined single limit
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Proposal Response Format
Interested vendors are to make written proposals, which present qualifications and understanding
of the services to be provided. Contractors are asked to address each item with specific reference
to their qualifications. Proposals should be thorough and detailed so the jurisdictions may
properly evaluate the contractors capabilities in providing these services.
Proposals to include:
1 RFP Submittal Form Cover Page
2. Introduction: Cover letter on company letterhead, signed by the person with corporate authority
to respond to and offer such services.
3. Response to Scope of Services: Include educational component to be offered by contractor to
increase participation rate in service territory, Include monetary amount to provide curbside
recycling services utilizing 95 gallon, single stream bins. Bins to be provided by contractor.
Include flat rate proposal fee for emptying each 20 yard roll off container as needed (20 yard
containers owned by localities and do not need to be supplied by contractor). Include any
suggested fuel rate surcharges with baseline for comparison. Provide monetary service figures for
the 3 year contract term being solicited.
4. Company Profile: List of staff, certifications, and ability to render services on the scale
described.
5. References: List of at least three (3) references attesting to the ability of the contractor to
provide the services described, including any other jurisdictions of which contractor has provided
said services.
Evaluation Criteria
Selection shall be made on the basis of the proposal deemed most advantageous to the
jurisdictions based on the evaluation of the proposal requirements.
1. Special experience, technical capabilities, professional competence and qualifications.
2. Special experience, technical capabilities, professional competence and qualifications of
proposed personnel assigned to provide services as described in scope of services.
3. Clearly demonstrated understanding of services to be provided and knowledge of service
territory.
4. Completeness and reasonableness of contractor’s plan for accomplish tasks.
5. References.
6. Cost of services.
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Proposal Submittal Form Cover Page
City of Franklin-Isle of Wight County-Southampton County
REQUEST FOR PROPOSALS
RESIDENTIAL RECYCLING SERVICES
Issue Date:
October 19, 2009
Due Date:
November 16, 2009: 5:00 p.m. (EST)
Submit Four (4) Copies of the Sealed Proposals Via Mail To:
Southampton County
P.O. Box 400
Courtland, VA 23837
Attn: RFP-RECYCLING
In person or via courier:
Southampton County
26022 Administration Center Drive, Suite 121A
Courtland, VA 23837
No faxed or email proposals will be accepted.
All questions should be directed to:
James A. Randolph, Assistant County Administrator
Southampton County, Virginia
757-653-3015
jrandolph@co.southampton.state.va.us
This section to be completed by contractor submitting proposal.
Name and Address of Firm:
____________________________
____________________________
____________________________
____________________________
Date: _______________________
Name and title of person submitting proposal: _____________________________________
Contact phone number: ______________________________________
Contact e-mail address: ______________________________________
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REGIONAL SETTING
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Legend
Temporary Debris Staging
and Reduction Sites (TDSRS)
WRENN’S MILL SITE
Convenience Centers
(OPEN: Everyday)
8196 Old Stage Hwy, Smithfield
JONES CREEK SITE
(OPEN: Everyday)
21203 Boundary Rd, Smithfield
EFFECTIVE
February 9th, 2009
Convenience Centers
Operational Hours
COURTHOUSE
CROCKER SITE
(OPEN: Everyday)
9421 Whispering Pines Trail, Windsor
Sunday - Saturday
7:00 AM - 7:00 PM
CARROLL BRIDGE SITE
(OPEN: Everyday)
17634 Carroll Bridge Rd, Windsor
STAVE MILL SITE
(OPEN: Everyday)
23254 Stave Mill Rd, Windsor
OLD DETENTION CENTER
WALTERS SITE
(OPEN: Everyday)
3403 Burdette Rd, Carrsville
CARRSVILLE SITE
(OPEN: Everyday)
6135 Carrsville Hwy, Carrsville
CAMPTOWN SITE
CLOSED: TUE & THU
34010 Carver Rd, Franklin
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CITY OF FRANKLIN
Franklin offers curbside residential recycling services to all of its residents.
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SOUTHAMPTON COUNTY
REFUSE COLLECTION STATIONS (RCS)
Household curbside recycling offered in the towns of Boykins, Newsoms, Courtland, and
unincorporated areas just north of the city of Franklin.
Drop off recycling available at select containers (20 yard) at RCS Courtland, Joyners Bridge,
Sedley, Ivor, Drewryville, Capron, Southampton Meadows and Boykins.
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