REQUEST FOR PROPOSAL

The City of Strafford, Missouri (City) invites you to submit a bid for residential solid waste collection and disposal services as described in this Request for Proposal.  Copies of this Request for Proposal are available from:

                        City Clerk
                        City of Strafford
                        126 S. Washington
                         P.O. Box 66
                         Strafford, MO 65757

SCOPE OF WORK

The City desires to enter into an agreement with a solid waste collection contractor (Contractor) for the collection and disposal of residential solid waste as follows:

  1. Provide 95 gallon trash carts and weekly pickup service for approximately 686 residential customers in the City of Strafford at a monthly charge for each customer.
  2. Provide 95 gallon trash carts and weekly pickup service for approximately 105 senior citizen residential customers in the City of Strafford at a monthly charge for each customer.
  3. Provide the following services to the City of Strafford, at no charge, as part of the agreement:
    1. Curbside recycling, at the request of the customer.  Contractor will provide a 95 gallon cart to each requesting customer, with every other week pickup.  There are approximately 275 residential recycling carts currently in use.
    2. Provide one (1) 95 gallon cart for “Recycling” at City Hall to be picked up every other week.
    3. Dumpsters with weekly pickup for, Strafford Public Works and Howard Smith Park.  Multiple carts, as required, for weekly pickup for Strafford City Hall and the Strafford Police Department.
    4. Deliver and pickup, up to eight (8) 30 cubic yard roll off containers at Strafford Public Works, twice per year, for citywide cleanup.  Strafford Public Works yard is fenced and secured.  Citywide cleanup waste will be limited to residential and senior citizen residential customers.
    5. Curbside pickup of oversize and “move in/move out” wastes from residential and senior citizen residential customers, excluding listed unacceptable items, as required on an infrequent basis. 

BID OPENING and AWARD

All bids, whether mailed or hand delivered, must be in the hands of the Strafford City Clerk at the above address by 2:00 p.m. Wednesday August 29, 2018.  Bids will be publically open at the Strafford City Hall at the above address at 2:00 p.m. Wednesday August 29, 2018.  Bid will be awarded at the Regular Meeting of the Board of Aldermen on Tuesday, September 4, 2018 at 7:00 p.m.  The City reserves the right to reject any and/or all bids. 

PRE-BID MEETING 

A pre-bid conference will be held at City Hall on Thursday August 16 at 2:00 p.m.  Attendance of the pre-bid conference by the Bidders’ representative is not mandatory but highly recommended.

MARKING AND MAILING OF PROPOSALS 

All proposals shall be sealed in an opaque envelope that is clearly marked on the outside with “Trash Disposal Services Bid” and addressed to:

                        City Clerk
                        City of Strafford
                        P.O. Box 66
                        126 S. Washington
                        Strafford, MO 65757

COMMERCIAL SOLID WASTE

The agreement between the City and the Contractor does not cover the collection and disposal of solid waste from commercial customers.  The individual commercial customers are free to privately contract their respective waste disposal.

COLLECTION EQUIPMENT

The Contractor shall utilize equipment that is designed expressly for the collection, compaction and transport of solid waste.  The equipment shall be liquid tight as to not allow loss of liquids or solid materials to the roadways or ground.  The equipment shall be maintained in good condition to prevent the leakage of hydraulic oil, lubricants and coolants to the roadway or ground.   The exhaust system of the equipment shall be maintained to minimize noise.

CONTAINERS

Trash carts and other containers shall be labeled with the Contractor’s name and telephone number.  Trash carts and other containers shall be maintained in good mechanical condition to be easily to rolled, prevent the leakage of fluids from the container, be fitted with lids that prevent the blowing of trash from the container and maintained in a sanitary condition to prevent the attraction of flies.

The mechanical or hand dumping of trash carts or other containers shall be performed in a manner that prevents the spillage or blowing of the contents.  In the event the contents of the trash carts or other containers are spilled or blown during the dumping operation, the Contractor’s personnel shall immediately pick up the spilled or blown materials. 

The Contractor shall provide additional containers and schedule of pickup for new residential customers on the direction of the Utilities Clerk in a timely manner.  The Contractor shall retrieve containers for discontinued customers at the direction of the Utilities Clerk in a timely manner. 

DAYS AND HOURS OF COLLECTION 

The Contractor shall limit collection of solid waste to Monday through Saturday from 6:30 am to 5:30 pm.  The Contractor shall file a schedule of collection routes and days with the Strafford City Clerk.  Contractor is expected to make one collection per week from each participating dwelling regardless of holidays.  The City will provide the Contractor, upon award, a list of residential and senior citizen residential customers, with addresses, for use in the Contractor’s development of initial routes and schedules. 

DISPOSAL

All solid waste collected by the Contractor shall be disposed at a facility approved by the City and compliant with all regulations of the Missouri Department of Natural Resources.  Contractor shall state name and location of disposal facility. 

TERM OF AGREEMENT 

The agreement between the City and the Contractor shall be effective for one year beginning October 1, 2018.  The agreement may be extended annually for four additional years upon mutual agreement between the City and the Contractor.  The Contractor shall propose annual percentage increases or reference to the Consumer Price Index to be applied to the bid items for the extension of the agreement.  

At the option of the City and as a BID ALTERNATE, the agreement between the City and the Contractor shall be effective for three years beginning October 1, 2018 and the items indicated in the BID ALTERNATE shall be firm price for the three year agreement. 

ASSIGNMENT

The agreement shall not be assignable or transferable by the Contractor, nor shall any service be performed by a subcontractor for the Contractor without the consent in writing of the City.

FAILURE TO PERFORM 

In the event the Contractor fails to collect and dispose of solid waste on any regular scheduled collection day and if the Contractor fails or refuses to make alternative collection arrangements with in five (5) days thereafter, the City shall have the right to immediately terminate the agreement and shall have the right to make alternative collection arrangements with a third party of the City’s choosing as the City deems appropriate. 

In the event the Contractor fails to faithfully perform its obligations of the agreement, the City shall give 30 days written notice to the Contractor of such non-performance and if the default in performance is not corrected in the 30 day period, the City shall have the right to terminate the agreement and employ any other person, partnership or corporation for the performance of this agreement. 

In the event of a breach of the agreement which is not remedied by the City within 30 days written notice form the Contractor, the Contractor shall have the right to terminate the agreement. 

INSURANCE REQUIREMENTS 

The contractor shall provide insurance in the minimum amounts as shown below for each vehicle and/or employee used in the work covered by this agreement.  Such insurance shall be maintained during the term of the agreement.  The City of Strafford, Missouri shall be listed as additional insured on the policies though the contractor will agree to indemnify the City for any liability which is alleged as the result of negligence or failure of performance on the part of the Contractor.

General Liability - $ 1, 000,000 per occurrence and $ 2,000,000 general aggregate

  • Automobile Liability - $ 1,000,000 combined single limit
  • Excess Liability - $ 1,000,000 each occurrence
  • Worker’s Compensation - $ 1,000,000

BUSINESS LICENSE

The Contractor, upon award of the contract, shall obtain a business license with the City of Strafford.

INDEMNIFICATION

The Contractor shall indemnify and hold harmless the City from any liability, claim, damage or cause of action, which may be sustained or asserted against the City as the result, directly or in any manner, of the negligent performance or failure of performance on the part of the contractor.

PAYMENT

The City of Strafford will remit to the contractor within 30 days of the close of each month the amount due as calculated by the number of residential and senior citizen trash customers multiplied by the respective bid prices.  The number of such residential and senior citizen customers will be derived from the City’s utility billing system.  Such payment will be accompanied by documentation from the City’s utility billing system defining the number of residential and senior citizen trash customers.

CAPACITY TO PERFORM

By submitting a bid the Contractor certifies that he has the ability to provide all necessary trash carts, containers and collection, compaction and transport equipment to comply with the conditions of the agreement on October 1, 2018.

CLARIFICATION

Questions regarding clarification of this Request for Proposal may be submitted to Steven D. Bodenhamer, City Administrator, Cell 417-766-0512 or email ca@straffordmo.net

BID FORM