  | Municipal Solid Waste Collection, Disposal, and Recycling Services | REQUEST FOR PROPOSAL (RFP)
MUNICIPAL SOLID WASTE COLLECTION, DISPOSAL AND RECYCLING SERVICES
FOR THE TOWN OF SMYRNA
The Town of Smyrna intends to award a contract for municipal solid waste and recycling collection and disposal services. The Town is requesting proposals for the collection, removal and disposal of municipal solid waste and recycling for residential and small commercial services.
Mail or deliver proposals to the attention of:
Jason McNatt
Assistant Town Manager
Town of Smyrna
27 South Market Street Plaza
Smyrna, Delaware 19977
Three (3) copies of the RFP must be delivered on or before Monday, April 28th at 4:00 p.m. Submissions received after this time will be rejected and returned unopened. The envelope or box containing the RFP must be sealed and clearly marked "Request for Proposal for Municipal Solid Waste and Recycling Collection Disposal services for the Town of Smyrna". There will be a public opening of the proposals on Tuesday, April 29th at 2:00 p.m.
The RFP response must include the following:
• Cover letter signed by the appropriate authorities.
• Scope of work/services to be performed, including methods for ensuring customer satisfaction and service quality and copies of related company policies.
• Contractor’s background, qualifications, experience in performance for this kind of service, and references.
• Evidence of insurance and security for faithful performance.
• Pricing information.
• Draft copy of the contract you propose to use.
• IRS Form W-9 found at https://www.irs.gov/pub/irs-pdf/fw9.pdf.
It is the responsibility of the Contractor to clearly mark and identify all portions of the proposal, which, in the Contractor's opinion, contain trade secrets, confidential information, and other proprietary information. The Town intends that trade secrets and confidential information contained in the proposals and clearly identified as such will not be open for public inspection, except as required by law, even after the contract has been awarded and executed, and whether or not the Contractor wins the contract. The Contractor understands that the Town is subject to the Delaware Freedom of Information Act and its rules and procedures.
A pre-proposal meeting will be held on Tuesday, April 8th at 10am in the Town of Smyrna Meeting Room at 27 South Market Street Plaza, Smyrna, Delaware. A list of residential carts, handicapped carts, different sized carts needed at town facilities, services needed at commercial facilities, and special event services, will be provided at this meeting. Following Monday, April 28th at 4pm deadline, Town staff will review all proposals and will make a recommendation to the Town Council, anticipating to be at the Town Council meeting on Wednesday, May 7th at 7pm. Staff will request approval from the Town Council to negotiate the details of the contract, with services beginning on Monday September 1ST 2025.
The Town of Smyrna reserves the right to accept any proposal or to reject any or all proposals, to waive irregularities and/or informalities in a proposal, and to negotiate a contract with any contractor in any manner, consistent with law, deemed to be in the best interests of the Town.
The area of the Town to be serviced by the Contractor is that area commonly known as the town limits of the Town of Smyrna. The Town of Smyrna is in New Castle and Kent Counties, with an estimated current population of 13,491, occupying 4,648 establishments. Applicants recognize that these figures are only estimates and the amount of solid waste and recycling numbers of households and businesses fluctuate. Contractor shall note the following:
• Service area may, from time-to-time, be expanded by annexations. Town shall notify contractor of additional units requiring collection services as a result of an annexation.
• The number of units serviced by Contractor shall be reviewed quarterly and adjusted based on certificates of occupancy issued, annexations (if any) and the town’s record of eligible trash collection customers. The town’s records shall be definitive.
• Billing shall be monthly and shall indicate the number of units and total cost for collection services and the units/tonnage and disposal costs imposed by DSWA before any DSWA or other rebate.
• This contract does not provide for adjustment/surcharges for changes in fuel costs, tipping fees, or other factors relating to service, and no such adjustments will be considered during the term of this contract.
• Once each quarter, Contractor shall be required to collect and supply to the Town of Smyrna the total number of residential units and the total number of non-residential units using recycling containers for curbside collections. To improve the accuracy of the data collection, the date selected by the Contractor for gathering this data shall not be within one (1) week of a holiday.
• Contractor shall provide the Town of Smyrna, at no charge, collection of waste at Town facilities once per week or more often as requested by the Town.
The Town seeks a contractor to provide solid waste and recycling services, both efficiently and economically, once a week for curbside collection for both residential and small commercial businesses container collection for all routes. Contractor shall be expected to:
• Maximize sanitary and aesthetic living conditions for all residents and small commercial businesses.
• Maintain positive communications with the Town and the customers.
• Collect and transport solid waste from all residential and small commercial business customers within the Town of Smyrna to an environmentally safe and permitted disposal site.
• Collect and transport residential and small commercial business recyclables to a materials recovery facility.
• Collect and transport residential and small commercial business recyclables and solid waste in sanitary, covered, liquid-tight vehicles, as the same may be further regulated by the State of Delaware.
• Provide weekly residential and small commercial business collection of solid waste and recyclable services on same day of the Town’s current collection schedule, unless otherwise negotiated with the Town.
• Provide alternate service programs as desired by the Town and the customers.
• Monitor, to the maximum extent practical, the composition of solid waste and recyclables and reject solid waste and recyclables that contain materials prohibited by Delaware or Town regulations, promptly reporting the details of any violations to the Town.
• Pay any fees, fines, or other penalties resulting from Contractor disposing at a DSWA landfill improper materials or an improper combination of materials (i.e. mixing solid waste and recyclables).
• In order to accommodate those areas of the Town that cannot be serviced by side-loading collection trucks, Contractor shall provide rear loading collection trucks to service those areas designated by the Town for rear loading collections.
The Town of Smyrna, through the Contractor, will offer its customers:
• Once a week trash and recycling pickup to all residential and small commercial businesses customers unless otherwise negotiated.
• Once per week handicapped residential pickup at the front doors of customers with handicapped emblems on containers.
• Once a week curbside collection of bulk refuse items and bundles from residential customers.
o Bulk Refuse: Large items that exceed 40 pounds and/or do not fit inside an empty trash container, including, but not limited to, washing machines, ovens, mattresses, dressers, and couches. Bulk refuse does not include construction/demolition debris, building materials, and hazardous materials, or any appliances with Freon or similar coolants.
• 96-gallon wheeled containers are available to all residential and small commercial business customers.
• For two weeks selected by the Town during the Spring months and two weeks selected by the Town during the Fall months, roll offs delivery and pickup for the Town for the semi-annual large item/brush pick-up.
• Extra collection services during the Holiday Season in the Town.
The Town will submit billing statements to and collect from all solid waste and recycling collection customers served by the Contractor.
The contract term for the solid waste and recycling collection services will be Three (3) years, with an option for the Town to extend the contract for up to two (2) additional three-year terms.
The failure or omission of any contractor to familiarize itself with the sites and existing conditions and service levels in the Town shall in no way remove the contractor from any obligations of its proposal. No additional compensation will be granted due to a lack of knowledge of the sites, service levels, or the conditions under which the work will be accomplished in the Town. The Town makes no representation as to the reliability of its estimates of service levels and growth.
The Town of Smyrna Council, the Mayor, and staff are dedicated to responsive and customer-focused solid waste and recycling services for the citizens and businesses within the Town of Smyrna. The Town is interested in proposals from contractors with a proven history of, and commitment to, excellent customer service, and who will work well with the Town organization, which promotes and supports core values, trust, teamwork, effective communication, professionalism, and quality of life. The ideal company will be customer-focused, responsive, innovative, and friendly, interested in becoming a key player in healthy community initiatives and projects, and committed to offering Town residents and businesses with quality services. The Town desires a contractor that recognizes quality management driven by value and a strong work ethic and not just the "bottom line."
Cover letter: Include a cover letter with the proposal, indicating that the proposal is for solid waste and recycling services. The cover letter must be signed in ink by the Contractor’s appropriate authorities. The letter shall include the full name of the Contractor, address for service of legal notices, name, and telephone number of an authorized contact person, and indicating the legal status of the Contractor as a corporation, partnership, other entity, or individual.
Scope of work/services to be performed: Provide a service plan for the Town with details on service methods and descriptions of services. The service plan should include services described in this RFP, including but not limited to, the following:
• Contractor’s emphasis on public relations, customer education, and environmental programs.
• Quality control methods, complaint management and resolution procedures.
• Residential and small commercial business solid waste and recycling collection operations, including hours and days of the week, and curbside pickup, twice a year for the semi-annual Spring and Fall large item pick- up. Waste collection will not start before 6:00 a.m. or continue after 6:00 p.m., unless otherwise mutually agreed to by the Contractor and the Town. In emergency situations, collections may be made during these prohibited times as long as the Town is notified beforehand, and the Town authorizes such collections. In an emergency situation, notice shall be provided to the Town Manager at the Town Business Office (302-653-9231) for approval before 4:30 p.m. After 4:30 p.m. and before 6:00 p.m., notice shall be provided to the highest ranking Smyrna Police Officer on duty at the Smyrna Police Department for approval (302-653-9217).
• Non-routine and holiday collection procedures and methods for customer notification, while ensuring that collections occur no later than one business day following a holiday or weather delay.
• Specify any limitations on items to be collected and requirements for preparing unusual items for pickup.
• Describe the containers to be provided, specify the time frame for their provision to new customers, and any related policies regarding distribution, replacements, and damage to containers.
• Discuss the disposition of contaminated recyclables or worthless items found in the customer's recycling container.
• Discuss any complementary or additional services available to improve the value taxpayers will receive, to enhance their quality of life, or to address special needs.
• Discuss traffic safety plans for areas around and near schools.
• Discuss methods for handling barriers to collection, including blocked streets.
• Describe the capital equipment available to provide the proposed services. Note the age, weight, and condition of collection trucks and state how many are from line units and how many are spares. Describe the plan to be used to assure that equipment shall be available to always meet the service plan. Describe how leakage or debris from vehicles will be minimized and handled.
• Discuss disposal and processing sites.
• Discuss methods for ensuring customer satisfaction and service quality and related company policies.
• Discuss how the company will notify the Town in case of equipment breakdown or other events which may delay the picking up of solid waste and/or recycling.
• Discuss worker-training, use of temporary drivers versus company drivers.
Firm background, qualifications, experience, and references: Provide a description and history of the Contractor including current size and how many people in the firm are directly engaged in solid waste collection and recycling. Discuss the Contractor's experience in providing the proposed services to other entities of comparable size. Provide references from five (5) recent entities for which solid waste/recycling collection services were provided, and include the entities’ names, addresses, contact persons, and telephone numbers. List all municipal collection contracts or solid waste collection and recycling contracts held, at any time, by the Contractor. List the performance standards that you feel should be included in the contract. Include the Contractor’s financial history with current financial statements or other documentation acceptable to the Town.
Insurance Requirements: Provide evidence of coverage of insurance or ability to obtain coverage in appropriate amounts and types, but at least in the limits specified below.
Type Amounts
1. Workers' Compensation
2. Employers’ Liability
Statutory
$1,000,000 / $1,000,000 / $1,000,000
3. Commercial General Liability Insurance to include coverage for the following:
a. Premises/Operations
b. Products/Completed Operations
c. Personal/Advertising Injury
For Bodily Injury and Property Damage of
$1,000,000 per occurrence.
$20,000,000 per occurrence Umbrella or Excess Liability Coverage
4. Business Automobile Liability Combined Single Limit for Bodily Injury and
a. Owned/leased vehicles
b. Non-owned vehicles
c. Hired Vehicles
Property Damage of $1,000,000 per occurrence
5. Environmental Impairment/Impact, sufficiently broad to cover disposal liability, either as a stand alone policy or an endorsement to the Commercial
General Liability $5,000,000 per claim / $5,000,000 General Aggregate, or its equivalent in Umbrella or Excess liability coverage
Performance Bond: The Contractor will furnish a corporate surety bond as security for the performance of the contract with the Town, with the premium paid by the Contractor. The surety on the bond will be a corporate surety company authorized to do business in Delaware.
• Contractor shall be required to provide Performance and Payment Bonds of a Surety Company approved by the Town and authorized to do business in Kent County, State of Delaware.
• Amount of Bonds shall be 100% of Annual Contract Price and shall be in effect for the contract period.
• All bonds shall name the Town of Smyrna as the first-named insureds.
• Failure to comply with the bond requirements may cause the withholding of all payments due to the Contractor and could result in contract termination by the Town of Smyrna.
Pricing Information: Provide a proposed rate structure, including unit rates for residential, small commercial businesses and other services for the following:
• Residential rates should be quoted for one garbage pickup per week, one recycling pickup per week, and bulk item collection. Also, please provide a rate structure for one garbage pickup and one recycling pickup per week with statistics on how recycling reduces the quantity of solid waste.
• Provide a price option for residents to have two or more solid waste and/or recycling carts.
• Commercial service rates for standard 96-gallon carts as required by commercial customers.
Compliance with Laws: The Contractor will conduct operations in compliance with all applicable federal, state, and local laws, ordinances, and regulations.
Evaluation: A selection committee established by the Town Manager will review the proposals and recommend the most highly qualified submitting contractors that will provide the best value to the Town. In the event of equally qualified contractors, the Committee may invite the top matched contractors for interviews. The proposal selected for recommendation to the Town Council will be the one which best meets the long-range needs of the Town in the most cost-effective method, as determined by the Town, and which assures compliance with federal and state regulations and laws.
Considerations will include:
• The cost of the services.
• The reputation of the contractor and its services.
• The quality of the contractor’s services.
• The extent to which the services meet the town’s needs.
• The contractor’s past relationship with town, if any.
• The impact on the ability of the town to comply with the laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing people with disabilities.
• The total long-term cost to the town to acquire the contractor’s services.
• Any relevant criteria specifically listed in this request for proposals.
The Town may also request additional information from contractors at any time prior to final approval of a selected contractor. The Town reserves the right to reject any or all proposals, or to negotiate modifications or proposals submitted; and accept part or all the proposals based on considerations other than process or cost. Final approval of a selected contractor is subject to the vote of a majority of the Town of Smyrna Council.
The Town may use sources of information not supplied by the Contractor concerning the Contractor’s abilities to perform this work. Such sources may include, but not be limited to, current or past customers of the organization, on-site inspection of the firm's operation, on-site inspection of the landfill and recycling sites, and credit records.
Disqualification of Contractor: Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following causes, among others, may be considered sufficient for the disqualification of a contractor and the rejection of a proposal:
• Evidence of collusion among contractors.
• Lobbying of Town Council members, Mayor, or staff members.
• Dishonest, exaggerated, or incomplete responses to the Request for Proposal.
• Lack of competency as determined by financial statements, experience or equipment statements as submitted, or other factors.
• Lack of responsibility as shown by past work, judged from the standpoint of workmanship, customer service, or compliance with laws and regulations.
• Use of questionable disposal sites.
Please contact Jason McNatt, Assistant Town Manager, with questions regarding this RFP at
302-389-2343 or at jmcnatt@smyrna.delaware.gov
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