Solid Waste Collection, etc Town of Dayton

https://www.dayton-me.gov/index.asp?SEC=B7C9B719-B0E9-413D-9546-F4C755FFC62D&DE=213AEAAB-491E-42F5-880C-0A4AED42A274

TOWN OF DAYTON

SOLID WASTE COLLECTION SERVICES & RECYCLABLE MATERIALS PACKAGE

NOVEMBER 2022

Item

Page #

Invitation to Bid

1

Instructions to Bidders

2-5

Bid Proposal Form

6-9

Bidder’s Qualification Form

10-11

Appendix A – Specifications

12

 

 

 

 

 

TOWN OF DAYTON

INVITATION TO BID

Sealed proposals, addressed to the Town of Dayton, Selectmen’s Office, 33 Clarks Mills Rd, Dayton, ME  04005, and endorsed on the outside of the envelope with the name of the Bidder and Project Name, will be received at the Town of Dayton Selectmen’s Office until 4:00 PM on Monday, January 2, 2023.  On Monday, January 2, 2023 at 6:30 PM the bids will be publicly opened and read.

PROJECT NAME:               Solid Waste Collection Services & Recyclable Materials

LOCATION:                         Town of Dayton        

OUTLINE OF WORK:        See Exhibit 1

SPECIFICATIONS:            See Appendix A

 

The above name specifications and proposal forms may be obtained from the Selectmen Clerk, Town of Dayton during the office hours M 12-6, W 8-3, TH 12-7 or requested by email at treasurer@dayton-me.gov.

 

 

 

INSTRUCTIONS TO BIDDERS

Solid Waste Collection Services & Recyclable Materials

BIDS will be received by the Town of Dayton, Maine at the place and until the time specified in the “Invitation to Bid For Solid Waste Collection Services & Recyclable Materials” and publicly read aloud for the information of bidders and other interested parties who may be present in person or by representative.

  1. PREPARATION OF BIDS
  1. Only one copy of the bid forms is required.  Bid forms furnished by the Town of Dayton or copies thereof shall be used, and strict compliance with the requirements of the Invitation to Bid, these Instructions to Bidders, and the instructions printed on the forms is necessary.  Any bidder not utilizing the Bid Proposal Form attached hereto as Exhibit 1 shall be considered non-responsive to the Invitation to Bid.  Each Bid Proposal Form must be accompanied by: 1) a copy of the Specifications attached hereto as Appendix A which are hereby incorporated; 2) a completed Bidder’s Qualification Form attached hereto as Exhibit 2; and 3) the required bid deposit.
  2. Each bid must give the full business address of the bidder and be signed by an authorized representative or official of the entity bidding.
  3. Erasures or other changes in the bids must be explained or noted over the signature of the bidder.
  1. INTERPRETATION OF CONTRACT DOCUMENTS – No oral interpretation will be provided to any bidder as to the meaning of the Specifications or other contract documents.  Every request for such interpretation shall be made in writing and addressed and forwarded to  Catherine Fisher at treasurer@dayton-me.gov three (3) or more business days before the date fixed for the opening of bids.  Every interpretation made to a bidder will be issued in the form of an addendum to the bid specifications and the contract documents which, if issued, shall be sent as promptly as practicable to all persons to whom the specifications have been issued.  All such addenda shall become part of the bid specifications and contract documents.
  2. EXAMINATION OF SPECIFICATIONS AND SCHEDULE – Each bidder or an authorized agent is expected to examine the Specifications and all other instructions pertaining to the work, which will be open to inspection.  Failure to do so will be at the bidder’s own risk, and the bidder cannot secure relief on the plea of error in the bid.  At its sole discretion, the Town of Dayton may accept or reject bids that do not comply with the Specifications, contract documents and any addenda that may be issued.
  3. SUBMISSION OF BID – Each bid shall be placed in a sealed envelope and clearly marked on the outside with the Bidder’s Name and “BID FOR SOLID WASTE COLLECTION SERVICES & RECYCLABLE MATERIALS”.
 

 

  1. TIME OF OPENING OF BIDS – Bids received prior to the time of opening stated in the Invitation to Bid will be kept unopened in a secure place.  The person(s) whose duty it is to open them will decide when the specified time has arrived, and no bid received thereafter will be considered.  No responsibility will attach to that person or those persons for the premature opening of a bid not properly addressed and identified.  Facsimile or electronic mail bids or modifications to bids will not be considered.
  2. WITHDRAWAL OF BIDS – Bids may be withdrawn on written request received from bidders prior to the time fixed for opening in the Invitation to Bid.  No bids may be withdrawn within a period of thirty (30) days after the opening of bids.
  3. BID DEPOSIT – All bidders must submit a bid deposit in the amount of 5% of the total amount of the Proposal in the form of a bid bond or certified check payable to the Town of Dayton.  Bid deposits shall be returned upon the signing of an Agreement, which shall be signed, if at all, no later than thirty (30) days after the opening of bids, and also shall be returned in the event that the Town of Dayton rejects all bids.  The above notwithstanding, however, should a bidder withdraw his bid within thirty (30) days after the opening of bids, that bidder’s bid deposit shall be retained by the Town of Dayton.
  4. FORM OF AGREEMENT – The successful bidder shall be required to sign a Standard Town of Dayton Agreement. 
  5. AWARD OF CONTRACT – The Town of Dayton Board of Selectmen reserves the right to reject any or all bids, to waive any or all formalities in the bidding, to evaluate bids, to investigate the references of any and all bidders and award the contract as it deems is in the best interest of the Town.  Should there be reasons why the contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the Town and the Bidder.  A conditional bid will not be accepted. 

The Town reserves the right to request clarification of and/or solicit additional information of any proposer, to have proposer(s) make presentations to the Board of Selectmen; and/or to negotiate with any proposer regarding terms of their proposal, including but not limited to the cost and/or scope of services, with the intent to achieve the best proposal that shall result in a contract this is deemed by the Town to be in its best interest.  Any such obligation will use the selected proposal as a basis to reach a final agreement, if possible.  Should interviews be conducted, the individual responsible for managing the contract must be present at the interview.

  1. PERMITS AND LICENSES – Permits and licenses necessary for the procurement of the work shall be secured and paid by the Contractor.  The Contractor shall comply with all State and Federal laws and regulations, including all E.P.A., OSHA and D.O.T regulations.

The Contractor must comply with the applicable provision of the Town’s Waste Handling Agreement with Pine Tree Waste, Inc. and Casella Waste Systems, Inc. dated January 2, 2013.

  1. INSURANCE – The successful bidder shall be required to obtain required insurance (workman’s compensation, public liability and property damage) as is customary and appropriate. Minimum insurance for which certificates will be required are defined in the general conditions of the contract.  It is a requirement that the Town be named as an Additional Insured on the General Liability policy.

Insurance Requirements:

  1. Commercial General Liability to include products and completed operations, and blanket contractual.  The limits of liability shall be as follows:

Bodily Injury & Property Damage

$1,000,000

Personal Injury & Advertising Injury

$1,000,000

Per Project Aggregate

$1,000,000

General Aggregate

$2,000,000

Products & Completed Operations Aggregate

$2,000,000

Medical Payments

      $10,000

 

  1. Business Automobile Liability

The Contractor shall maintain and cause all sub-contractors and lower tier contractors to maintain business automobile liability insurance covering all owned, non-owned, leased, rented or hired automobiles.  The limits of liability shall be as follows:

Bodily Injury & Property Damage           $1,000,000

Automobile physical damage coverage shall be at the option of the Contractor, all sub-contractors and lower tier contractors.  The Town shall not be liable for physical loss or damage to any owned, non-owned, rented or hired automobile.              

  1. Workers’ Compensation Insurance

The Contractor shall maintain and cause all sub-contractors and lower tier contractors to maintain Workers’ Compensation and Employers Liability in accordance with the laws and regulations of the State of Maine.  The limits of liability provided shall be as follows:

Coverage A:          Statutory

Coverage B:          $100,000/$500,000/$100,000

  1. BOND REQUIREMENTS – The Contractor shall furnish to the Town at the time of the execution of this Agreement a Performance bond for the faithful performance of this contract.  Said bond shall be executed yearly, shall be obtained prior to the execution of the initial agreement and shall be a condition precedent to the execution of the agreement and each any renewal thereof.  All bonds shall be in a form acceptable to the Town, executed by a surety company duly authorized to do surety business in the State of Maine, and each in the amount of 100% of the annual sum of the contract for each Fiscal Year.

 

  1. ASSIGNMENT OF CONTRACT - Neither party to the Agreement shall assign the Agreement or sublet it as a whole without the written consent of the other, nor shall the Contractor assign any monies due or to become due to it hereunder, without the previous written consent of the Town.

 

  1. INVOICES AND PAYMENT – The Contractor shall deliver to the Town a monthly invoice on or before the fifteenth day of each month for the preceding work period.  The Town shall remit payment within thirty (30) calendar days of the invoice date.

 

  1. EQUAL EMPLOYMENT – The Town will not discriminate against any contractor because of race, color, religion, sex, age, sexual orientation, or national origin. 

 

  1. TAXATION AND COMPLIANCE – The Town of Dayton is a municipal corporation organized under the laws of the State of Maine and so its purchase of goods is exempt from federal, state, and local sales and use taxes.  The successful bidder agrees to comply with all applicable federal, state and local statutes, laws, codes, rules, regulations, ordinances and orders in the performance of the Contract.

Dated: ___________________ Town of Dayton, Maine

 

By:__________________________________________ ,Selectman, Chair

Scott Littlefield

 

By:__________________________________________, Selectman

            Daniel E. Gay

By:__________________________________________, Selectman

                Jarod Harriman

 

 

 

EXHIBIT 1

BID PROPOSAL FORM

Proposal of:

Business Name______________________________________________

Address____________________________________________________

Contact Name_______________________________________________

Contact Phone #_____________________________________________

Contact Email Address _______________________________________

The name and address shown on the above lines shall be the official name and address of the person, partnership or corporation submitting this bid and shall agree with the “Signature of Bidder” in the case of an individual’ the “Name of the Firm or Partnership” in the case of a firm or partnership; the “Name of the Bidder” in case of a corporation.

TO:      Town of Dayton, Selectmen’s Office, 33 Clarks Mills Rd., Dayton, ME  04005

Board of Selectmen:

The undersigned having carefully examined the proposed Specifications; the Plans; Standard Specifications including all current amendments or revisions thereof; the Supplemental Specifications and Special Provisions contained herein for the Municipal Solid Waste Collection Services & Recyclable Materials on which proposals will be received until the time specified in the “Invitation to Bid”, this work being situated at the location described in the “Invitation to Bid” and in case of award, do(es) hereby propose and offer to enter into a contract to supply all the materials, tools, equipment and labor required to perform  the whole of the work in strict accordance with the terms and conditions of this contract. 

 

 

Description

Value

BID #1 – Solid Waste Collection & Transportation – 3 year agreement. This includes weekly curbside collection for approximately 850 households and transporting trash to a Casella Waste Facility.

 

 

Town’s Transfer Station located on Rumery Road– 3 year contract. 

 

  1. Operating the Town’s transfer station for demolition debris and scrap metals every Saturday 8am-1pm and Sundays May-October 9am-1pm. Contractor to provide at least 5 roll off containers.
  2. Contractor responsible for snow removal and sanding as necessary.

 

Provide annual pricing for each year of the agreement for the following:

 

Weekly curbside $_________________

 

 

 

Demo material/ton

 

Metals

 

Monthly rental/container

 

Hauling charge

 

Hourly/daily fee for attendant

 

Attach fee schedule for disposal of large items.

 

 

BID #2 – Single Sort Recyclable Material Collection & Transportation – 3 year agreement.  This includes weekly, or as requested by Town, transportation.  Contractor to provide at least seven (7) -10 yard capacity containers (or equivalent) per week.

Provide annual pricing for each year of the agreement for the following:

 

Monthly rental/recycle container

 

Hauling charge

 

BID ALTERNATE #2 – Single Sort Recyclable Material Collection & Transportation – 3 year contract.  This includes weekly curbside collection for approximately 850 households and transporting to a recycling facility.

Provide annual pricing for each year of the agreement for the following:

 

Weekly curbside $__________________

           

 

 

 

 

 

 

SCHEDULE FOR SELECTION AND AWARD OF CONTRACT

The schedule for selection and award of contract is as follows:

(Schedule is subject to change at the town’s discretion.)

 

 

Invitation to bid

November 21, 2022

Proposals due at Town Office

Monday, January 2, 2023 by 4:00 PM

Proposals Publicly Opened & Read

Monday, January 2, 2023 at 6:30 PM

Evaluate proposals & Interview finalists

(if necessary)

January 16, 2023- February 13, 2023

Select Board’s decision

No later than February 27, 2023

 

 

This proposal includes the costs of 100% Performance Bond.

The receipt of the following addenda to the plans and specifications is hereby acknowledged:

Addendum #__________Dated_______________

Addendum #__________Dated_______________

Addendum #__________Dated_______________

This Proposal may be accepted by the Town of Dayton at any time within thirty (30) calendar days after opening of the bids.

The undersigned also agrees as follows:

FIRST:  To do any extra work, not covered by the above schedule of items, which may be ordered, and to accept as full compensation therefore such prices as may be agreed upon in writing by the Board of Selectmen and the Contractor.

SECOND:  That this offer is to continue open to acceptance until the formal contract is executed by the successful bidder of this work, and the Town may at any time without notice accept this proposal whether any other proposal has previously been accepted or not.  Provided, however, that the Town will accept, in writing, one of the proposals made, or reject all proposals made, within thirty (30) calendar days after the date of opening of the proposals.

The undersigned as Bidder, declares that the only person or parties interested in this Proposal are those named herein; that the bidder is not financially interested in, or otherwise affiliated in a business way with any other bidder on this contract; and that this Proposal is made without collusion with any other person, firm or corporation.

Respectfully submitted this ____________day of ________________, 20_________.

IF AN INDIVIDUAL, SIGN HERE

            Signature of Bidder                ____________________________________

            Printed name of Bidder          ____________________________________

            Address______________________________________________________

            Email address_________________________________________________

 

 

 

IF A FIRM OR PARTNERSHIP, SIGN HERE

Signature of Bidder                ________________________________________

Printed name of Bidder          ________________________________________

Name of Firm or Partnership  ________________________________________

            Address__________________________________________________________

            Email address_____________________________________________________

 

IF A CORPORATION, SIGN HERE

Name of Bidder          ____________________________________________

Authorized Signature  _____________________________________________

Printed Name & Title  _____________________________________________

            Address_________________________________________________________

                Email address____________________________________________________

EXHIBIT 2

BIDDER’S QUALIFICATION FORM

 

On an additional sheet of paper, please respond to the following:

 

The undersigned hereby certifies and submits the following qualifications:

Name & Address:

________________________________________________

________________________________________________

________________________________________________

 

  1. EQUIPMENT

List all equipment , including make, model, capacity and gross weight for each, to be used in the execution of this contract.  Also, please include proposed equipment maintenance schedules.

  1.  COMPANY HISTORY

Please provide a history of your company and the company’s experience providing curbside recycling and/or residential trash collection services.  How long has the current management been in place?

  1. CONTACT

What will be the contact procedures if the Town needs to contact your company after hours/on weekends/holidays?

Please list the appropriate contact person with your firm that will be assigned to execute this contract.

        During Regular Business Hours

Name:____________________Title:____________________Phone:_______________

        During Weekend Hours

Name:____________________Title:____________________Phone:_______________

  1. CUSTOMER LIST

List all other governmental agencies, along with contact person(s) and telephone number(s), that are currently serviced or have been serviced by your firm for this type of service.

Agency

Contact

Phone

 

 

 

 

 

 

 

 

 

 

 

 

 

By:  _________________________________  Title:___________________________

 

 

APPENDIX A

SPECIFICATIONS

 

Agreement(s) will be effective July 1, 2023.

The Contractor will provide weekly curbside collection service and disposal of household trash as outlined in Exhibit 1 Bid #1.

The Contractor will be responsible for the operation and maintenance of the Town’s transfer station as outlined in Exhibit Bid #1.

The Contractor shall be responsible for furnishing recycling containers and hauling recycling material to approved facility as outlined in Exhibit 1 Bid #2 or Bid Alternate #1.

Other information:

There are approximately 780 collection stops in Dayton.

Dayton has approximately 34 miles of roads.

Town of Dayton shall be responsible for payment of tipping fees.

For Fiscal 2022 (July 2021-June 2022), the tonnage for MSW Residential waste was 665.66 tons and the tonnage for Single Stream recycling was approximately 59 tons.

Contractor must comply with the applicable provision of the Town of Dayton’s Waste Handling Agreement with Pine Tree Waste, Inc. and Casella Waste Systems, Inc. dated January 2, 2013.

Contractor shall supply one 8-yard waste container and one recycling container at the Dayton Consolidated School.

Contractor shall provide a portable toilet for employee(s) at the transfer station.

Contractor will respond immediately to any solid waste or recycling problems or complaints.

The tipping fee schedule is: $80.50 per ton as of 1/1/2023, and raises by $1.00 per year thereafter, until a new agreement is reached.





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