HomeMy WebLinkAboutRes2022-015 Res Recycling Contract Sponsored by: Bower
CITY OF SEWARD,ALASKA
RESOLUTION 2022-015
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN
AGREEMENT WITH RESURRECTION RECYCLING TO PROVIDE
RECYCLING SERVICES FOR CITY FACILITIES IN THE AMOUNT OF
$125 PLUS TAX, PER LOCATION, PER MONTH
WHEREAS, the 2030 City of Seward Comprehensive Plan calls for increasing recycling
efforts to reduce litter and impact on landfill; and
WHEREAS,the City of Seward wishes to aid that effort by increasing recycling collection
at municipal facilities; and
WHEREAS, the City of Seward developed and published a request for proposals for
recycling collection and disposal services for city facilities; and
WHEREAS, service locations include the Annex building, City Hall, the Harbor, the
Library, Resurrection Campground, Branson Pavilion, and Wellington Picnic Area; and
WHEREAS, one proposal was submitted by the January 7, 2022 deadline from
Resurrection Recycling in the amount of$125 plus tax,per month, per location; and
WHEREAS, Resurrection Recycling's proposal was evaluated and selected based on the
following criteria: experience and longevity of the firm(30%), equipment(20%), and cost(50%);
and
WHEREAS, Resurrection Recycling has agreed to provide the requested services per the
terms and conditions.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA,that:
Section 1. The City Manager is authorized to enter into a contract with Resurrection
Recycling for recycling services for city facilities.
Section 2.This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward. Alaska, this 14`1'
day of February, 2022.
CITY OF SEWARD, ALASKA
RESOLUTION 2022-015
T IT OF S
risty Terry, M or
AYES: DeMoss, Wells, McClure, Calhoon, Osenga, Terry
NOES: None
ABSENT: Casagranda
ABSTAIN: None
ATTEST:
renda J. Ba u, MMC
City Clerk
(City Seal)*1:1'siT,,,
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City Council Agenda Statement
r
Meeting Date: February 14, 2022 �
To: City Council
Through: Janette Bower, City Manager --
From: Tyler Florence, Parks & Recreation Director
Agenda Item: Resolution 2022-015: Authorizing the City Manager to Enter into an
Agreement with Resurrection Recycling to Provide Recycling Services for City
Facilities in the Amount of $125 Plus Tax, Per Location, Per Month
Background and justification:
In support of the 2030 City of Seward Comprehensive Plan goal to increase recycling efforts to
reduce litter and impact on landfill, the City intends to implement regular recycling collection at
municipal facilities. The goal of this action is to increase recycling collection rates, which is
consistent with the 2030 City of Comprehensive goal of encouraging citizens, as well as the city,
to take an active role in beautifying the community.
The City issued a request for proposals for recycling collection and disposal services for city
facilities. Requested services include, but are not limited to: furnishing all labor, collection carts
and/or totes, equipment, and materials necessary to perform and complete the collection and
disposal of recyclables. Service locations include the Annex building, City Hall, the Harbor, the
Library, Resurrection Campground, Branson Pavilion, and the Wellington Picnic Area. One proposal
was submitted by the January 7, 2022 deadline from Resurrection Recycling in the amount of$125
plus tax, per month, per location. Per the RFP,their proposal was evaluated and selected based on the
following criteria: experience and longevity of the firm (30%), equipment (20%), and cost (50%).
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive 3.9.2.1 Increase recycling efforts to reduce litter and impact on landfill.
Plan:
Strategic Plan:
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ 125 plus tax, per month, per location
This legislation (✓):
Creates revenue in the amount of: $
X Creates expenditure in amount of: $ 125 plus tax, per month, per location
Creates a savings in the amount of: $
Has no fiscal impact
Funds are (✓):
X Budgeted Line item(s): In affected department budgets
Not budgeted
Not applicable
Finance Signature: ,,S J'AZ>
Attorney Review✓ Administration Recommendation
RxYes x Adopt Resolution
Not applicable Other:
CONTRACT
CITY OF SEWARD, ALASKA
RECYCLING SERVICES FOR CITY FACILITIES
CONTRACT("Contract"), between the City of Seward, Alaska, herein called the City, acting by and through
its City Manager, and upon signing; this document shall serve as the notice to proceed, and
Company Name
Company Address (Street or PO Box, City, State, Zip)
a/an
Individual Partnership Joint Venture Sole Proprietorship Corporation
❑ ❑ ❑ ❑ ❑
incorporated under the laws of the State of Alaska, its successors and assigns, herein called the Contractor,
is effective the date of the signature of the City Manager on this document.
The Contractor, for and in consideration of the payment or payments herein specified and agreed to by the
City, hereby covenants and agrees to furnish and deliver all the materials and to do and perform all the
work and labor required per the terms specified in the Recycling Services for City Facilities proposal packet
as bid by the Contractor. It is distinctly understood and agreed that no claim for additional work or materials,
done or furnished by the Contractor and not specifically herein provided for, will be allowed by the City, nor
shall the Contractor do any work or furnish any material not covered by this Contract, unless such work or
materials is ordered in writing by the City. In no event shall the City be liable for any materials furnished or
used, or for any work or labor done, unless the materials, work, or labor are required by the Contract or on
written order furnished by the City. Any such work or materials which may be done or furnished by the
Contractor without written order first being given shall be at the Contractor's own risk, cost, and expense
and the Contractor hereby covenants and agrees to make no claim for compensation for work or materials
done or furnished without such written order.
The Contractor further covenants and agrees that all materials shall be furnished and delivered and all work
and labor shall be done and performed, in every respect, to the satisfaction of the City, on or before:
January 31, 2024 or within N/A calendar days following the date of notice to proceed. It is
expressly understood and agreed that in case of the failure on the part of the Contractor, for any reason,
except with the written consent of the City, to complete the furnishing and delivery of materials and the
doing and performance of the work before the aforesaid date, the City shall have the right to deduct from
any money due or which may become due the Contractor.
The Contractor further covenants and agrees that the all services will be done under the administration of
and to the complete satisfaction of the City subject to the inspection at all times and approval by any
regulatory agency of the Local, State, or Federal Government of the United States of America, and in
accordance with the laws of the State of Alaska and the City of Seward.
For purposes of this Contract, Contracting Officer means Tyler Florence or any other person
designated by the City Manager.
The Contractor is an independent contractor and not an employee or agent of the City.
112
Payment for services under this Contract shall be made in accordance with the following bid schedule:
Location per month, weekly service
$ 125.00 + tax (in words) One hundred twenty five plus tax
Service locations:
Annex
City Hall
Harbor
Resurrection Campground (May to September)
Branson Pavilion (May to September)
Wellington Picnic Area (May to September)
The City reserves the right to modify service locations and schedule.
Contract Term: The contract will be for a minimum of two years, with three one-year options to renew at
the sole discretion of the City. Contract is anticipated to commence on immediately after protest period.
The City, upon written agreement with the Proposer, may extend the contract on a month-to-month basis
at the end of the contractual year or any extension period.
IN WITNESS WHEREOF the parties hereto have executed this Contract and agree to
its terms and conditions.
CONTRACTOR
Company Name
Signature of Authorized Company Representative
Name and Title
Date
CITY OF SEWARD
Signature of City Manager
Name
Date
City Clerk
(ATTEST)
212
� Joint Venture Sole Propnetorship Cori
0 0 Ej
of the State of Alaska, its successors and assigns.,
ignature of the City Manager on this document
onsideration of the payment or payments herein sr
I agrees to furnish and deliver all the materials ai
the terms specified in the Recycling Services for C
s disfincby understood and agreed that no claim for
intractor and not specifically herein provided for, wi
work or furnish any material not covered by this C
ig by the City In no event shall the City be liable fc
or done, unless the materials, work, or labor are re
.he City . Any such work or materials which may I
order first being given shall be at the Contractor's i
;ovenants and agrees to make no clam for compel
uch written order.
Hants and agrees that all materials shall be fumishe
performed, in every respect, to the satisfaction of
)r within NIA calendar days following the di,
inroari +hnf in r►xa of fho fnili ira nn fha n'rt of the
a%;t Will uc iUi a rInniInuni uT iwu yebra, wiui unec vi
ity . Contract is anticipated to commence on immediz;
cement with the Proposer, may extend the contract a
al year or any extension period .
.he parties hereto have executed this Contract and 1;
;ompany Representative
VI:L C M=aak n CIt
oaa
t
Request for Proposal
for
Recycling Collection and Disposal Services for City Facilities
DESCRIPTION: Through this solicitation, the City invites Proposers who meet the solicitation qualifications
and specifications to submit proposals for the purpose of providing Recycling Collection and Disposal Services
for City facilities. Services include, but are not limited to furnishing all labor, collection carts and/or totes,
equipment, and materials necessary to perform and complete the collection and disposal of recyclables. Service
locations for the City include the Fire Department, City Hall, Library, Public Works, City Annex, Municipal
Campgrounds, and Seward Marine Industrial Complex.
PROPOSAL DOCUMENTS: A copy of this RFP can be obtained on the City of Seward website,
cityofseward.us. It is the Proposer's sole responsibility to check this website for additional information
and/ or addendums.
Sealed proposals are due PRIOR to the deadline noted above. Sealed proposals must be delivered to the
City of Seward, City Clerk's Office, located at 410 Adams Street, Seward, Alaska 99664. Late proposals
will not be accepted—NO EXCEPTIONS. It is the Proposer's responsibility to confirm the proposal
documents are received.
Issue Date: November 30, 2021
Pre-Proposal Question Deadline: December 30, 2021 @ 2:00 PM
Submission Deadline: January 7, 2022 @ 2:00 PM
Public Opening: January 7, 2022 @ 2:15 PM
Proposal Delivery Location: City Clerk
PO Box 167
Seward, AK 99664
Contracting Officer: Tyler Florence, Director of Parks &Recreation
(Preferred) Email: tflorence(a/cityoAeward.net
Phone: 907-224-4053
This is not an order. The attached terms and conditions shall become part of the contract resulting from this Request
for Proposal. Proposals shall be submitted in the indicated format. Original signatures maybe submitted on the form
provided herein.
City of Seward RFP
Page 2 of 20
Table of Contents
Section 1 — Instructions Page 3
Section 2 — Specifications / Scope of Work Page 7
Section 3 — Terms and Conditions Page 10
Section 4 —Evaluation Criteria Page 14
Section 5 — Required Forms Page 15
1. Proposal Form Page 16
2. Price Sheet Page 18
3. Information Form Page 19
City of Seward RFP
Page 3 of 20
Section 1 — Instructions
1. Communications: The only communication concerning modifications, clarifications, questions,
amendments, and addendums will be processed through the Contracting Officer listed on the cover page.
No contact with any other agents of the city is permitted, and will be grounds for disqualification. Any
exceptions to this will be clarified in this document.
2. Pre-Proposal Questions and Information: If a Proposer finds a discrepancy, error, or omission in this
document they are instructed to contact the Contracting Officer listed on the cover page, who will send
written clarification to all prospective Proposers and posted on the City of Seward website. All questions
must be submitted to the Contracting Officer in writing via e-mail: tflorence@cityofseward.net, by the
deadline listed on the cover page of this document. All answers will be issued in writing.
3. Modifications: Clarifications, questions, amendments, and addendums may be made to this document
by the city at any time prior to the proposal submittal deadline. It is the Proposer's sole responsibility to
check the city website for these updates and or addendums.
4. Proposal Submission: All required documents must be submitted in an enclosed sealed envelope, box,
or package and clearly marked with the RFP title,RFP number,submittal date and time, and the Proposer's
company name, address,phone number and contact name. See example below.
Proposer's Company Name
Address
Phone Number RFP Title
Contact Name
Submittal Due Date and Time
All required documents must be delivered to the City Clerk's office at 410 Adams St, Seward, Alaska
99664 prior to the deadline listed on the cover page of this document. This responsibility rests entirely on
the Proposers, regardless of delays with mailing or any other reasons. The Clerk's time stamp is the
official time stamp of delivery.
a. The accepting and opening of a proposal document does not constitute the City's acceptance of
the Proposer as a responsive and responsible Proposer. By accepting and opening of a proposal,
the city presumes the Proposers are familiar with the proposal documents and agree and understand
all requirements in this document.
b. All prices and notations must be typed or written in ink. Pencil markings will not be accepted.
Any mistakes must be crossed out and initialed by the person signing the proposal.
c. Proposals will not be accepted via facsimile or email. Any electronic means will not be accepted
unless specifically specified in this document.
d. All costs associated with preparation and presentation of this proposal are the Proposer's
responsibility. No pre-proposal costs will be reimbursed to any Proposers. All documentation
submitted to the City will become property of the City.
City of Seward RFP
Page 4 of 20
5. Confidentiality and Proprietary Information: If any information is confidential, it should be placed in
a separate sealed envelope and marked CONFIDENTIAL. If any information is proprietary, an original
shall be delivered which is clearly marked PROPRIETARY and an additional copy shall be submitted
omitting the proprietary information for City use. The copy containing proprietary information will be
solely for City use and then disposed of after the proposal is awarded. The omitted copy will remain on
file and part of the RFP documents for future use or records requests.
6. Exceptions: Any exception must be clearly defined and referenced to the proper section or paragraph of
this document. The exception must include the Proposer substitution language and explanation as to the
reason why this would provide an equivalent or better service or product. If no exceptions are explained
in this proposal submittal,the City will assume the Proposer can perform accordingly. Any proposals not
meeting all requirements will be rejected.
7. Duplicate Proposals: The City will only accept one (1)proposal per Proposer, including its subsidiaries,
affiliated companies, organizations, or franchises. If multiple proposals are received from the same
Proposer, all proposals from the Proposer will be rejected.
8. Withdrawal or Corrections: Proposals may be withdrawn by written notice prior to the submittal
deadline. Corrections may be made to proposals submitted if prior to the submittal deadline.
9. Rejection: The City reserves the right to reject any or all proposals and to waive any minor informalities
or irregularities in proposals received, if it is determined by the Contracting Officer that it is in the City's
best interest to do so. If Proposers fail to provide any requested information in the consideration stage of
the evaluation process,their proposals can be rejected. The City may reject any proposals from Proposers
who are in arrears or in default to the City on any contract, debt, or other obligation. The City has the
right to reject all non-conforming, non-responsive, and unbalanced proposals. Discrepancies in the
multiplication of unit price and quantity will be resolved in favor of unit price, as the requested quantities
remain the same.
10. Procurement Policy: Procurement for the City is based on Seward City Code Title 6 — Purchasing,
Contracts And Professional Services, and any applicable State of Alaska statutes. Seward City Code is
available online at www.cityofseward.us.
11. Non-Discrimination: The City will not contract with any persons or entities that discriminate against
employees or applicants for any reasons other than those related to job performance. All prospective
Proposers will comply with all Federal, State, and local laws and policies that prohibit discrimination in
the workplace. The City will not discriminate because of race, religion, color, national origin, ancestry,
sex, sexual orientation, age, marital status, change in marital status, pregnancy, parenthood, physical or
mental disabilities, genetic information, or political affiliation.
12. Proposal Signatures: An authorized official must sign all proposal documents. This signature will
represent the company or entity and their ability to commit to the requirements in this document.
City of Seward RFP
Page 5 of 20
13. Contract Award: The City has the right to award by item, group of items, total proposal, or any
combination found to be in the best interest of the City. The City also reserves the right to contract with
multiple entities for the same or like goods or services, if it is found to be in the City's best interest. The
Proposer who the Notice of Award is made to will be notified at the earliest possible date. Notice of Intent
to Award and actual Award will be submitted to the Proposer in writing. After receipt of Notice of Award,
or the Notice to Proceed for all construction projects,the Proposer will execute and perform said contract.
14. No Response: If Proposers do not respond to this document, the City will continue to keep Proposers'
information for future proposals unless they specifically ask to be removed from the Bidders list.
15. Public Records: All proposals are subject to public records requests after award, with the exception of
confidential and proprietary information. See paragraph 6 above for more information.
16. Disqualification of Proposers: Any one or more of the following reasons may cause proposals to be
rejected:
a. Communication with any other employees or agents of the City of Seward during the RFP process,
excluding those specifically listed in this document.
b. Evidence of collusion or other anticompetitive practices among Proposers.
c. Lack of competency as revealed by financial, experience, or equipment statements.
d. Lack of responsibility as shown by past work with the City of Seward.
e. Uncompleted work under other current contracts which in the judgment of the City of Seward,
may prevent the prompt completion of additional work in this document.
17. Discussions: Discussion with Proposers may commence after opening of all proposals to further clarify
and or assure full understanding of solicitation requirements.
18. Subcontractors: All Offers must disclose any and all subcontractors regardless of the dollar amount and
the services they will provide within 7 days of Notice of Intent to Award. The list must include the
company or subcontractor's name, business location, and evidence of the subcontractor's state business
license.
19. Proposer's Responsibilities: The Proposer must be capable of providing all goods or services in this
document, described in Section 2— Specifications and/or Scope of Services. The Proposer must maintain
these qualities until completion of the contract. The successful Proposer is responsible for all goods and
services in this document whether they are provided or performed by successful Proposer or their
subcontractor.
20. City Participation: The City of Seward will provide appropriate personnel to support the successful
Proposer during the course of the contract. The Project Manager will be named in this document or the
Contracting Officer will act as contact until additional personnel are named specifically.
City of Seward RFP
Page 6 of 20
21. Disclosure of Contents: All information in this document will be held in confidence and not discussed
with other Proposers until award. All proposals become the property of the City upon opening. Please
review paragraph 6 above for additional information.
22. Unusual Circumstances: Where any unusual circumstances unforeseen by the City or the Contractor
and which significantly affect the Contractor's ability or cost in providing goods or services, the
Contractor may request cancellation of contract or adjustment to the costs. Significantly in this paragraph
is defined as being beyond the control of the Contractor. The request must be documented in writing and
may be denied.
23. Contract Commencement: Commencement of a contract shall not begin until all necessary documents
are received and reviewed, all City approvals have been completed, including City Council approval for
projects over $30,000, and a purchase order is complete. Commencement of a contract without these
requirements will be at the Proposer's sole risk and not compensated by the City.
City of Seward RFP
Page 7 of 20
Section 2 — Specifications and/or Scope of Work
1. Introduction: Through this solicitation,the City invites Proposers who meet the solicitation qualifications
and specifications to submit proposals for the purpose of providing Recycling Collection and Disposal
Services for City facilities. Services include, but are not limited to furnishing all labor, collection carts
and/or totes, equipment, and materials necessary to perform and complete the collection and disposal of
recyclables. Service locations for the City include the Fire Department, City Hall, Library,Public Works,
City Annex, Municipal Campgrounds, and Seward Marine Industrial Complex.
2. General Information: This section includes the minimum requirements a company must meet to provide
Recycling Collection and Disposal Services to the City. A majority of recycling collection will occur
within City limits, and on City property. The contracting company is subject to Seward City Code and all
other federal, state, and local laws.
3. Qualifications: Proposers will be deemed non-responsive, and their proposals rejected if they do not meet
the following mandatory qualifications:
a. A list of areas or municipalities in the State of Alaska for which the Proposer furnishes or has
furnished recycling collection and disposal services for a period of at least one (1)year within the
last three (3)years. Use the form provided, labeled Information Form.
b. Description/specification of vehicles to be utilized in the performance of a Contract.
c. A list of intended materials, current processing costs, and markets for recyclable materials to be
collected under a Contract. Use the form provided, labeled Information Form.
d. A list of all facilities to be utilized under a Contract, including but not limited to sanitary landfill
facilities, transfer stations and material recovery facilities. Use the form provided, labeled
Information Form.
e. A signed bid/proposal form;use the form provided. Proposers should use extra copies of schedules
or supplement sheets as necessary to supply information.
4. Proposers Responsibilities:
a. General
i. When providing recycling collection and disposal services pursuant to the contract,the
Proposer may charge the City no more than the bid amounts specified.
ii. Proposer must be thoroughly familiar with all state and city laws and regulations
pertaining to work to be performed and shall possess the skill and qualified employees
required to efficiently perform pursuant to the contract.
iii. Proposer shall furnish all labor, collection carts and/or totes, equipment, and materials
required to perform pursuant to the contract and must possess the necessary tools to
complete these tasks.
iv. Proposers equipment must be of sufficient size and quality to safely transport recycled
materials to the final destination.
City of Seward RFP
Page 8 of 20
v. Proposer is required to have access to or agreement with a landfill, transfer station, or
recycling facility in order to adequately fulfill the requirements of the contract.
vi. Proposer must be available for performance 24 hours a day, seven days a week,without
regard to weather or other conditions.
vii. Proposer shall make every effort to promptly respond to calls from any City department
for recycling collection and disposal services. Prompt response means arrival at the
scene within City limits with the proper equipment within 24 hours preferably from the
time of the service request to arrival at the dispatched location.
viii. Proposer shall have exclusive rights and obligations to collect,haul and dispose of City
recyclables from all specified locations.
b. Collection and Hauling
i. Proposer will collect City recyclables weekly or bi-weekly, however preference shall
be determined by need. Collection can occur Monday thru Friday starting after 8:00
AM and ending by 4:00 PM unless affected by a legally designated holiday as noted
below.
ii. Recycling collections will occur on a regular schedule. The Proposer shall provide a
proposed schedule and collection route as part of this bid. The City reserves the right
to work with the Proposer to refine the collection route and/or schedule as necessary
once proposals have been received. When the collection day is an officially designated
holiday, the collection for the holiday and subsequent collections that same week will
take place on the next business day, unless approved by the City in advance.
iii. The following holidays will be deemed official holidays in the contract: New Year's
Day, President's Day, Seward's Day, Memorial Day, Independence Day, Labor Day,
Alaska Day,Veterans Day,Thanksgiving Day,Day after Thanksgiving Day,Christmas
Eve, and Christmas Day.
iv. Recycling to be collected by the Proposer, will be placed in a 35-gallon or greater
wheeled cart (for monthly pickup) or 18-gallon tote or greater (for bi-weekly pickup)
furnished by the Proposer. Carts must be of a uniform capacity and appearance. The
Proposer will supply the City with recycling media that clearly represents materials to
be recycled. Proposer may quote other options as to provide the City with the most
information when deciding the best service for each location. Containers will be
delivered at no cost to the City. The Proposer will establish a standard cart/tote size as
designated above: however, no limit will be placed on the volume of recyclables that
can be collected. Replacement of containers that are lost, stolen or damaged will be
promptly replaced at the Proposers expense.
v. Recyclables to be collected by the Proposer will include the following materials:
• Glass • Aluminum Cans
• Plastic 92 • Cardboard
• Plastic 91 (twist off top only) • Tin Cans
The City of Seward and the Proposer may,upon mutual agreement, designate materials
other than those listed above to be collected by the Proposer. The Proposer will collect
City of Seward RFP
Page 9 of 20
these materials and may dispose of these materials at a certified landfill,transfer station,
or recycling facility.
vi. The Proposer will not be required to pick up items that are considered non-recyclable.
If the Proposer does collect any non-recyclable items the Proposer will be responsible
for proper disposal of those items.
c. Disposal
i. The Proposer will deliver or cause to have delivered all recycled materials to a certified
recycling facility. The Proposers proposal will specify the certified facility to be used,
and the City will be informed in writing of any subsequent change in certified facility
used.
ii. No recyclable material will be delivered to any sanitary landfill, either private or public.
iii. All disposal fees and remuneration for recyclable materials are incorporated into the
contract unit prices and will be billed to and paid by the Proposer.
5. Contract Term: The contract will be for a minimum of two years, with three one-year options to renew
at the sole discretion of the City. Contract is anticipated to commence on immediately after protest period.
The City, upon written agreement with the Proposer, may extend the contract on a month-to-month basis
at the end of the contractual year or any extension period.
6. Escalation Clause: In the event of price increase in the cost of services provided by the Proposer occurs
during the performance of the contract through no fault of the Proposer, the Contracting Officer may
equitably adjust the compensation paid to the Proposer. The Proposer must submit to the City a written
request for compensation review to include the reason for the request and a list and supporting documents
of the increased costs that is the basis for the request. The Contracting Officer shall review the request and
issue a written determination. A compensation review may be submitted after the completion of the first
contract year and no more than once per contract year thereafter.
7. Award: The City of Seward anticipates awarding this contract AS A WHOLE.
City of Seward RFP
Page 10 of 20
Section 3 — Standard Terms and Conditions
1. Assignment/ Transfer: Assignment or transfer of this Agreement or Contract without written consent
of the City of Seward may be construed by the City as a breach of contract sufficient to cancel any
Agreement or Contract at the discretion of the City.
2. Inspection: All goods and services are subject to inspection and approval by the City at all reasonable
times, including inspection during manufacturing. Inspection and approval by City at Contractor's place
of business or work site does not preclude rejection for defects upon discovery by subsequent inspection.
Any goods or services rejected by the City shall be promptly repaired or replaced at Contractor's expense.
Any and all costs incurred by the City in connection with the return of goods or rejection of services shall
be at the Contractor's risk and expense.
3. Risk of Loss: Regardless of FOB point, Contractor agrees to bear all risks of loss, injury, or destruction
of goods and materials ordered herein which occur prior to delivery and acceptance. Such loss, injury, or
destruction shall not release Contractor from any obligation hereunder.
4. Warranty: Contractor warrants that it has good and merchantable title to the goods sold hereunder and
that said goods shall conform to the descriptions and applicable specifications. Such goods shall be of
good merchantable quality and fit for the known purposes for which sold, and are free and clear of all
liens and encumbrances. Contractor and City agree that this order does not exclude, or in any way limit,
other warranties provided for in this Agreement or Contract or by law.
5. Excise and Sales Tax: The prices herein must not include any Federal excise taxes or sales taxes imposed
by any State or Municipal Government. Such taxes,if included,must be deducted by the Contractor when
submitting invoice for payment. An Exemption Certificate is available upon request. -Not applicable to
this solicitation -
6. Invoices: Invoices for goods must be submitted on date of complete shipment. Invoices for services must
be submitted within 45 days after completion of services. Payment will be delayed if the invoice fails to
reference the purchase order number, ordering department, unit prices, quantities, totals, and a full
description of the order that matches the purchase order. The City will provide payment 30 days after
satisfactory delivery, acceptance, and receipt of invoice.
7. IRS Form W-9 and Vendor Information: Contractor must have on file with the City a current IRS
Form W-9 and complete a vendor registration form before City will issue a purchase order to the
Contractor.
8. Compliance with Laws: Contractor represents and warrants that the performance of this order and
furnishing goods or services required shall be in accordance with the applicable standards,provisions, and
stipulations of all pertinent Federal, State, and City laws, rules, regulations, resolutions, and ordinances
City of Seward RFP
Page 11 of 20
including, but not limited to, the Fair Labor Standards Act, the Equal Employment Opportunity rules and
regulations, and the Occupational Safety and Health Acts.
9. Amendments: No amendments, modifications, or supplements to this contract shall be binding unless in
writing and signed by all authorized representatives of both parties.
10. Termination: When it is in the City's best interest, City may unilaterally cancel this Agreement or
Contract at any time whether or not Contractor is in default of any of its obligations hereunder. With any
such cancellation, Contractor agrees to waive any claim for damages, including loss of anticipated profit
on account hereof. However,the City agrees that Contractor shall be paid for items and/or services already
accepted by City, but in no event shall the City be liable for any loss of profits on the order or portion
thereof so terminated. Either party may terminate this Agreement or Contract at any time for the failure
of the other to comply with any of its material terms and conditions. All Proposers recognize that the City
is a government entity and that payment obligation is subject to yearly appropriations by the City's
governing body and that if funds are not appropriated, this Agreement or Contract will terminate without
penalty to either party.
11. Waiver of Breach: No waiver by either party of any breach of any of the covenants or conditions herein
contained performed by the other party shall be construed as a waiver of any succeeding breach of this
same or of any other covenant or condition.
12. Complete Agreement: The parties agree that the conditions of purchase stated herein and the Proposer's
proposals set forth their entire Agreement or Contract and there are no promises or understandings other
that those stated herein, and that any prior negotiations between the City and Contractor or terms and
conditions set forth in the Contractor's quotation, order, or sales acknowledgment shall not constitute a
part of the Agreement or Contract between the City and Contractor concerning this purchase. The terms
"Agreement" and "Contract" as used in this clause shall include any future written amendments,
modifications, or supplements made in accordance herewith.
13. Liability and Indemnity: To the fullest extent permitted by law, the Contractor shall defend, indemnify
and hold harmless the City,its officers,and employees from and against any and all loss,expense,damage,
claim, demand,judgment, fine, charge, lien, liability, action, cause of action, or proceedings of any kind
whatsoever (whether arising on account of damage to or loss of property, or personal injury, emotional
distress or death) arising directly or indirectly in connection with the performance or activities of the
Contractor hereunder, whether the same arises before or after completion of the Contractor's operations
or expiration of this Agreement or Contract, except for damage, loss or injury resulting from the City's
gross negligence or willful misconduct solely.
14. Insurance Requirements: Contractor must furnish a certificate of insurance within ten (10) days of
receipt of the Notice-of-Intent to Award and must endorse policies to provide for a thirty (30) day prior
notice to the City of cancellation, non-renewal, or material change of the policies. Failure to furnish
satisfactory evidence of insurance or lapse of policy is a material breach of the contract and grounds for
termination of this Agreement or Contract. Each policy shall be endorsed with a waiver of subrogation in
City of Seward RFP
Page 12 of 20
favor of the City. All other insurance policies required of the Contractor shall be endorsed to provide that
such insurance shall apply as primary insurance and that any insurance or self-insured carried by the City
will be excess only and will not contribute with the insurance required by this Agreement or Contract. All
other insurance policies required of the Contractor and subcontractors shall be endorsed to name the City
as additional insured. All insurance shall be on an occurrence form acceptable to the City and having an
A.M. Best rating of"A" or better.
a. Workers' Compensation and Employers' Liability Insurance as required by any applicable law or
regulation. Employers' liability insurance shall be in the amount no less than $500,000 each
accident for bodily injury, $500,000 policy limit for bodily injury by disease and $500,000 each
employee for bodily injury by disease. The Contractor shall be responsible for Workers'
Compensation Insurance for any subcontractor who directly or indirectly provides services under
this contract. This coverage must include statutory coverage for states in which employees are
engaging in work. If there is an exposure of injury to Contractor's employees under the U.S.
Longshoremen's Harbor Workers' Compensation Act, the Jones Act, or under laws, regulations
or statutes applicable to maritime employee, coverage shall be included for such injuries or claims.
b. Commercial General Liability Insurance: The Contractor is required to provide Commercial
General Liability (CGL) insurance with limits not less than $5,000,000 for any contract over
$1,000,000 and not less than $1,000,000 for contracts under $1,000,0000 combined single limit
per occurrence and $5,000,000 for any contract over $1,000,000 and not less than $1,000,000 for
contracts under $1,000,0000, in the aggregate not excluding premises operations, independent
Contractors, products, and completed operations, broad form property damage, blanket
contractual, explosion, collapse and underground hazards. Limits may be a combination of
primary and excess (umbrella)policy forms.
c. Comprehensive Automobile Liability Insurance: Covering all owned, hired and non-owned
vehicles with coverage limits not less than $1,000,000 single limit per occurrence bodily injury
and property damage. - Not applicable to this solicitation -
d. Property Insurance: The Contractor shall submit to the City evidence of All Risk Builder's Risk
Insurance for all physical loss,including earthquake and flood(100%completed value basis)upon
the entire work naming the City,the Contractor and the subcontractors as additional insured parties
and as their interests may appear to the full contract sum thereof,until the project is completed by
the Contractor and accepted by the City. The policy, by endorsement, shall specifically permit
partial or beneficial occupancy at or prior to substantial completion or final acceptance of the entire
work. -Not applicable to this solicitation -
PROOF OF INSURANCE: The Contractor shall furnish the City with a Certificate of Insurance or,
where requested by the City, the policy declaration page with required endorsements attached thereto
showing the type, amount, effective dates, and dates of expiration of all policies. All endorsements
shall reference the policy number and the project name and project number. The owner is the City of
Seward and is to be identified on all certificates and endorsements.
Without limiting its indemnification, the Contractor shall maintain, until termination of Agreement or
Contract or completion and acceptance of the project by the City, occurrence type coverage of the
City of Seward RFP
Page 13 of 20
kinds and minimum amounts set forth above. All insurance limits are minimum. If the Contractor's
policy contains higher limits, the City shall be entitled to coverage to the extent of such higher limits.
The City, at its sole discretion, may raise or lower the limit.
15. Records: The City reserves the right to inspect all vendor documents relating to this Agreement or
Contract for up to three (3)years after expiration.
16. Acceptance of Proposals: As soon as practicable after opening, proposals valued over $300,000, the
City Council is the approving body. The rights and obligations of the contract will become effective and
binding upon the contracting parties only after formal execution of a purchase order signed by the
Contracting Officer or a contract form signed by the Contractor and City Manager. No other act whether
oral, written or implied shall constitute acceptance of a proposal.
17. Postponement: The City reserves the right to postpone the date of the opening of proposals and will give
written notice of any such postponement to all known holders of the contract documents.
18. Delivery: Successful Proposers may be required to provide reasonable evidence from their source of
supply or manufacturer to justify the delivery dates furnished in their proposal. Any unreasonable
deviation from the proposed delivery dates shall constitute a breach of contract and shall entitle the City
to cancel all obligations to the Contractor.
19. Time is of the essence: The Proposer is expected to deliver goods or services that conform in all material
respects to the contract specifications on or before the date provided herein. This date may be amended
by written agreement between both parties.
20. Safety Data Sheets: For all materials supplied under this offer, the Proposer will provide to the City the
applicable Safety Data Sheet(SDS). SDS must be received prior to final payment.
21. Cooperative Purchasing: Any other State of Alaska government entity may exercise their option to use
this same contract to make similar purchases of like items, based on similar quantity. The City is not
liable for any other State of Alaska government entity or their purchases.
22. Independent Contractor Relationship: Contractor's relationship with the City for the purpose of the
solicitation and Agreement is that of an Independent Contractor, and nothing in the solicitation and
Agreement is intended to or should be construed as to create a legal partnership, agency,joint venture, or
employment relationship with the City.
City of Seward RFP
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Section 4 — Evaluation Criteria
1. Evaluation: Proposals will be evaluated using the following criteria to ascertain which Proposer best
meets the needs of the City. The City reserves the right to conduct post proposal interviews or questioning
for clarification during the review process. All proposals submitted must be complete and set forth the
most favorable terms, as the award may be made without any additional contact during the review process.
2. Evaluation Criteria:
Weight
1. Experience and longevity of the firm. Areas of
consideration include, but are not limited to, number of
years in business in Seward Alaska,staff qualifications, and 30
references
2. Equipment. Areas of consideration include, but are not
limited to, number of, type, and condition of equipment,
company's ownership and operation, and how the company 20
is maintained
3. Costs 50
TOTAL: 100
4. Evaluation Process: Evaluation of the proposals will be performed by a representative of the City. The
City reserves the right to award a contract solely on the information presented in the proposals. The City
also reserves the right to request oral interviews with the highest ranked Proposers. The highest ranked
Proposer may be invited to enter into contract negotiations with the City for the purpose of awarding the
contract. If an agreement cannot be reached between the City and the highest ranked Proposer, the
second highest ranked Proposer may be contacted for contract negotiations. This process may continue
until successful contract negotiations are achieved. The City reserves the right to terminate negotiations
with any Proposer if it is in the City's best interest. The City reserves the right to reject any and all
proposals submitted.
City of Seward RFP
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Section 5 — Required Forms
Forms included in this solicitation or required when submitting Proposal:
1. Title Page —List: the RFP title and number; company name, address, contact phone number, and name
of main contact person; and, date of submission.
2. Table of Contents —List the section names of the submittal and corresponding page numbers.
3. Letter of Transmittal — Within the letter, the Proposer must state that the company understands the
services to be performed and is committed to providing these services. The letter must also include a list
of names,titles, and contact numbers for those authorized to represent the company. The letter must also
include a description of the company's experience, longevity, previous history performing similar work,
qualifications, and training.
4. Equipment—Provide photos of equipment to be used and an explanation about how the equipment will
be used to provide the service. The explanation must include the equipment's type, size, description, and
year.
5. Employee Qualifications —Provide a list of company employees by name,position, qualifications,years
of experience, and current Alaska driver's license numbers. The City reserves the right to request
background checks on any or all employees.
6. Sample Form of Reports - Record of Transaction and Monthly Report.
7. Proposal Form (page 17)
9. Proposal Fee Schedule (page 19)
10. Information Form (page 20)
11. Copy of State of Alaska Business License
12. Copy of City of Seward Business License
Download solicitations, addendums, and forms at: http://www.cityofseward.us
City of Seward RFP
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PROPOSAL FORM
City of Seward
Recycling Collection and Disposal Services
RFP #
Failure to complete this form shall result in your Offer being deemed non-responsive and rejected
without any further explanation.
Offer and Obligation:
The undersigned hereby offers, and agrees to be bound and obligated to this offer, to furnish the goods
and / or services in compliance with all Terms and Conditions, Scope of Work, Specifications, and
Addendums in this solicitation and, if awarded, enter into an Agreement or Contract with the City.
Addendums:
The undersigned has read,understands, and is fully cognizant of all parts of this solicitation,together with
any addendum issued in connection with this document. The undersigned hereby acknowledges receipt
of the following addendum(s). In addition, the undersigned has completely and appropriately filled out
and submitted all required forms. Initial next to each applicable addendum number(s) or, if none, leave
blank.
Addendum 91 Addendum #2 Addendum #3 Addendum 94
If additional addendums were issued, list numbers here and initial.
Compliance:
The undersigned hereby accepts all administrative requirements of the solicitation and will be in
compliance with such requirements. By submitting this Proposal Form, the Proposer represents that they
are in compliance with all applicable provisions of the City of Seward Code of Ordinances Chapter 54—
Procurement, and if awarded a contract to provide the construction, goods, or services required in this
solicitation will comply for the entire length of the Agreement or Contract.
Non—Collusion:
The undersigned, by submission of this Proposal Form, hereby declares that this offer is made without
collusion with any other business or person making any other offer, or which otherwise would make an
offer.
Performance Guarantee:
The undersigned further agrees that if awarded the Agreement or Contract, it will submit to the City any
required performance guarantee (i.e. irrevocable letter of credit or cash deposit), if applicable.
City of Seward RFP
Page 17 of 20
Proposal Price:
The undersigned agrees to abide by the pricing contained on the Price Form.
NO OFFER WILL BE ACCEPTED WHICH HAS NOT BEEN MANUALLY SIGNED IN INK IN THE
APPROPRIATE SPACE BELOW
I certify, under penalty of perjury, that I have the legal authorization to bind the company hereunder:
For clarification of this offer, contact:
Company Name Name
Address Title
City State Zip Phone
Signature of Person Authorized to Sign Email
Printed Name
Title
Federal Tax ID City of Seward Business License Number
Alaska Business License Number Contractor's License Number
City of Seward RFP
Page 18 of 20
PRICE FORM
City of Seward
Recycling Collection and Disposal Services
RFP #
Failure to complete this form shall result in your Offer being deemed non-responsive and rejected
without any further explanation.
The Proposer, having carefully examined this entire document provided, proposes to furnish the requested
services at the following rates:
18-gallon containers per month
$ (in words)
35-gallon containers per month
$ (in words)
Location per month, weekly service
$ (in words)
Location per month, bi-weekly service
$ (in words)
City of Seward RFP
Page 19 of 20
INFORMATION FORM
City of Seward
Recycling Collection and Disposal Services
RFP #
Failure to complete this form shall result in your Offer being deemed non-responsive and rejected
without any further explanation.
Areas or Municipalities Served:
Approximate Years Serviced
Area/Municipality Population from - to Contact Name & Number
Facilities List:
List information relative to all facilities to be utilized in performance of this contract.
Facility Type Owned/Leased Address Contact Name & Number
City of Seward RFP
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Recyclable Materials Collection List:
Will collect Will NOT Will collect but
Material & recycle collect not recycle Comments
Glass
Plastic #1
(twist off only)
Plastic #2
Aluminum Cans
Tin Cans
Cardboard
RFP Recycling Services for City Facilities
QUESTIONS & ANSWERS
Q: Fort he Areas or Municipalities Served I would like clarification on the Contact Name& Number your
department is looking for. Resurrection Recycling LLC has been providing services to the Seward are
since November of 2020. Would the Contact Name& Number be our office personnel?
A:Yes.
Q: For the Facilities List I would like clarification on what exact information your department is looking
for. Resurrection Recycling LLC brings the collected recyclables to the Seward Area Transfer Station
which is open to the public for disposal of items. Is your department looking for the Seward Area
Transfer Station information or Resurrection Recycling LLC business location?
A:You need only list facilities that you directly own or lease to facilitate the requested services.