Invitation for Bid: Residential and Commercial Trash Removal Services

11/17/2020

Invitation for Bid

Residential and Commercial Trash Removal Services

 

Issue Date:                November 17, 2020

Due Date:                  December 11, 2020, @ 2pm local time

Project Name:           Residential and Commercial Trash Removal Services

Project Location:      Lake of the Woods Association, Inc.

                                    Locust Grove, VA  22508

Owner’s Name:         Lake of the Woods Association, Inc.

Owners Representative

Contact Info:             Phillip L. Rodenberg, General Manager

                                    540-972-2214           GMOffice@Lowa.Org

 

Deliver Proposals to: 

Phillip L. Rodenberg, General Manager

                                    Lake of the Woods Association, Inc.

Holcomb Building
102 Lakeview Parkway
Locust Grove, VA  22508
 

1 Statement of Work

1.1 Purpose

The purpose of this Invitation for Bid (IFB) is to invite prospective vendors to submit a proposal to supply exclusive trash removal and recycling service for both residents of Lake of the Woods and commercial service for Lake of the Woods Association.  The IFB provides vendors with the relevant operational, performance, application, and equipment requirements of the project.

1.2 Coverage & Participation

The intended coverage of this IFB, and any agreement resulting from this solicitation, shall be for the use of all departments at Lake of the Woods Association, Inc.  Lake of the Woods Association reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount. We also reserve the right to waive informalities in receiving bids.

2 General Information

2.1 Original IFB Document

Lake of the Woods Association, Inc. shall retain the IFB, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification.

2.2 The Organization

Lake of the Woods (LOW) is a private, planned residential community of single-family homes located in the northeastern tip of Orange County, Virginia. The main entrance to LOW is on Virginia Route 3, 15 miles west of I-95 and 18 miles east of Virginia Route 29, about halfway between the cities of Fredericksburg and Culpeper. It is approximately 70 miles south of Washington, D.C., 60 miles north of Richmond, and 26 miles northeast of the town of Orange, which is the county seat. Civil War battlefields and other historic sites are in the vicinity.
LOW was developed in 1967 by Virginia Wildlife Clubs, a subsidiary of U.S. Land, Inc., and subsequently bought and developed by Boise Cascade Corporation. The Lake of the Woods Association, Inc. (LOWA) assumed ownership and control in 1972. LOW has since evolved into a community of permanent year-round residents, seasonal residents, and weekenders. A broad range of recreational, cultural, social, community service and other activities are offered.
The LOW community covers approximately 2,600 acres with 4,258 lots (850 with Lake Frontage) distributed among 16 sections. The community has more than 41 miles of paved private roads.
As a private, gated community, LOWA provides contract security services 24 hours a day year-round. Lake of the Woods Volunteer Fire and Rescue, Inc. provide round-the-clock fire and medical transport services for LOW and northeastern Orange County, and is based inside LOW.

2.3 Existing Technology Environment

      Not Applicable

2.4 Schedule of Events

The following is a tentative schedule that will apply to this IFB, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all invited bidders.  A mandatory pre-bid meeting (and tour if desired) will be held at a mutually convenient time during the week of November 30 (Nov 30-Dec 4), beginning at the at the Holcomb Building just inside the Main Gate.
Issuance of IFB                                                        November 17, 2020
Mandatory On-Site Pre-Bid Meeting                    Week of November 30, 2020        
Technical Questions Due                                       December 4, 2020
IFB Bids Due                                                            December 11, 2020 at 2 p.m.
Complete Initial Evaluation                                    December 16, 2020
Award Notification                                                   January 6, 2021
Pre-Contract Meeting                                              Week of January 11, 2021
Beginning of Service                                               February 1, 2021

3 Proposal Preparation Instructions

3.1 Vendor’s Understanding of the IFB

In responding to this IFB, the vendor accepts full responsibility to understand the IFB in its entirety, and in detail, including making any inquiries to Lake of the Woods Association as necessary to gain such understanding. Lake of the Woods Association reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Lake of the Woods Association reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Lake of the Woods Association.

3.2 Good Faith Statement

All information provided by Lake of the Woods Association in this IFB is offered in good faith. Individual items are subject to change at any time. Lake of the Woods Association makes no certification that any item is without error.  Lake of the Woods Association is not responsible or liable for any use of the information or for any claims asserted there from.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this IFB process. In no case shall verbal communication govern over written communication.

  1. Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between Lake of the Woods Association and vendors as they relate to this IFB. Inquiries, questions, and requests for clarification related to this IFB are to be directed in writing to:

Lake of the Woods Association
Administration
102 Lakeview Parkway
Locust Grove, VA 22508
Attention:       GM Phillip L. Rodenberg
Telephone:    540-972-2214
Fax:                540-972-2243
E-mail:            GMOffice@Lowa.Org
 
Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’ representatives in any kind of capacity, to/from any Lake of the Woods Association employee or representative of any kind or capacity with the exception of Phillip L. Rodenberg for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time.

  1. Formal Communications shall include, but are not limited to:

  • Questions concerning this IFB must be submitted in writing and be received no later than December 4, 2020.

  • Errors and omissions in this IFB and enhancements. Vendors shall recommend to Lake of the Woods Association any discrepancies, errors, or omissions that may exist within this IFB. With respect to this IFB, vendors shall recommend to Lake of the Woods Association any enhancements, which might be in Lake of the Woods Association best interests. These must be submitted in writing and be received no later than December 4, 2020.

  • Inquiries about technical interpretations must be submitted in writing and be received no later than December 4, 2020.

  • Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.

  • Verbal and/or written presentations and pre-award modifications under this IFB.

  • Addenda to this IFB.

    1. Addenda: Lake of the Woods Association will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within one (1) business day. All questions, answers, and addenda will be shared with all recipients.

      Lake of the Woods Association will not respond to any questions or requests for clarification that require addenda, if received by Lake of the Woods Association after December 4, 2020.

    2. Written Responses:  All written responses and Addenda will be emailed directly to bid participants.

3.4 Bid Submission

Proposals must be delivered sealed to:
Phillip L. Rodenberg, General Manager
Lake of the Woods Association, Inc.
Holcomb Building
102 Lakeview Parkway
Locust Grove, VA 22508
 
Lake of the Woods Association shall not accept proposals received by fax.
Vendors are to submit one (1) original copy of proposal marked “Original” and One (1) marked “Copy.” Each original and copy must be individually bound.
Lake of the Woods appreciate any vendors who can send in the Notice of Intern to Bid form ahead of time to help expedite the review process.  (See Schedule A.)

3.5 Criteria for Selection

The evaluation of each response to this IFB will be based on the vendors’ demonstrated competence, compliance, format, and organization to determine the best value to the Association.  The purpose of this IFB is to identify those suppliers that have the interest, capability, and financial strength to supply Lake of the Woods Association with a solution to the service requirement identified in the Scope of Work.
Evaluation Criteria:

  1. Capability of vendor to meet or exceed requirements set forth in Scope of Work.

  2. Expressed interest in working with Lake of the Woods Association.

  3. Financial stability of vendor.

  4. Quality of previous service  

  5. Previous client references (waived if previous work for LOW performed)

  6. Reasonableness of prices for both residential and commercial services  

3.6Selection and Notification

Vendors determined by Lake of the Woods Association who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail and/or email. Those vendors not selected for the negotiation phase will not be notified.

4 Scope of Work, Specifications & Requirements

This IFB has two distinct service parts:

  1. Residential Trash and Recycling Removal

  2. Commercial Trash and Recycling Removal

Each items has its own specifications and requirements as outlined below:
Residential Trash and Recycling Removal
This service is to be offered to the residents of Lake of the Woods directly however the selected vendor will have a exclusive right to all residential trash pickup within the community.  The Association takes no responsibility for charges or agreements.
The requirements are:

  1. Offer both recycling and non-recycling pickup at least one day per week, preferably Wednesday (current schedule).

  2. Provide at no cost the wheeled trash recepticles (aka toters) with hinged lids or any specific items required to perform the service to each household that reaches agreement for service.  Provide picture of receptables will IFB response.

  3. The Association prefers single stream recycling method.

  4. Offer at least one bulk pickup day per year for no or minimal cost.

  5. Provide a total monthly cost that is all inclusive of all fees and charges.

  6. Remind residential customers at least once a month that they are to comply with Lake of the Woods requirements to store their trash and recycling containers.  LOWA Regulations state receptacles for trash and recycling shall not be stored in the front or side yards or in an unsightly manner in back yards. It is recommended these items be stored in a basement, garage, or approved shed. (LOWA Regulation V.D.1.)

Optional Bid Item

  1. Offer at least one hazardous waste (electronic, tires, batteries, etc) pickup per year for no or minimal cost

Commercial Trash and Recycling Removal
This service is to offered to Lake of the Woods Association and the selected vendor will have an exclusive right to all Lake of the Woods Association commercial trash pickup.  The Association will be responsible for all charges and agreements for this service.
The requirements are:
Woods Center Location:                   
Equipment needed:       One (1) 8 Yard Dumpster
                                          One (1) 4 Yard Recycling Container (or similar container)
Service Required:          Pickup scheduled two (2) days a week for trash and one (1) time a week for recycling.
Clubhouse Location:
Equipment needed:       One (1) 8 Yard Dumpster
                                          One (1) Six Yard Recycling Container (or similar container)
Service Required:          Pickup scheduled two (2) days a week for trash and one (1) time a week for recycling.
Sweetbriar Pool Location:
Equipment needed:       One (1) 6 Yard Dumpster
Service Required:          Pickup scheduled two (2) days a week for trash and one (1) time a week for recycling.
Nine Point Nine Maintenance Location:
Equipment needed:       One (1) 30 Yard Roll Off Dumpster
Service Required:          Preferred customer price per pickup

4.1 Functional Requirements

The service proposal shall include the following elements:

  1. A complete description of the trucks or vehicles which will be used to perform all services listed.  Provide the a picture of the EXACT vehicle which will be used.  The Association prefers that the smallest vehicles available be used to perform the services listed to save wear and tear on LOW roads, especially in cul de sacs. Roads except for Lakeview Parkway and Yorktown Boulevard are chip and tar roads susceptible to damage by heavy truck turning movements.

  2. All vehicles and toters shall be adorned with the prospective vendor’s logo, information, or other identifying markings. 

  3. No subcontracting shall be allowed under any circumstances.

  4. Any service issues including but not limited to missed pickups, leaking containers, leaking trucks or equipment, etc. shall be resolved in 48 hours or less.

  5. Vendor employees will always obey the 25 MPH speed limit and the other lower posted speed limits throughout Lake of the Woods Association.

  6. No pickups shall be scheduled before 7am on any day of the week.

  7. The vendor shall provide Lake of the Woods Association a complaint response and resolution plan that details how residents or Lake of the Woods Association representatives can have issues or complaints addressed in an efficient manner.

  8. Vendor must provide proof of insurance as detailed in this document.

4.2 Technical Specifications

            N/A

4.3 Engagement Methodology

  1. A meeting after the bid is awarded will be had between the contractor/vendor and the representative from Lake of the Woods Association to determine if any additional items need to be added or deleted within this document.

  2. This service agreement shall begin on February 1, 2021.

  3. All work should be performed in a neat and orderly fashion and all trash, debris, tools, etc. shall be cleaned up and removed at the end of each work day at all locations where pickups occur, including residential homes and streets and commercial properties and parking lots.

4.4 Bid Alternate Items
See Optional Bid Item page 7.

 

5 Vendor Qualifications & References

All vendors must provide the following information for their proposal to be considered:

  1. Full legal name of the company

  2. Year business was established

  3. Number of people currently employed

  4. Federal and State Tax ID number

  5. Willingness to provide Certificate of Insurance with:

    • A minimum General Liability coverage of $1 million,

    • A minimum Automobile coverage of $1 million,  

    • A minimum Workers Compensation coverage of:

      •                Each Accident                                $1,000,000

      •                Disease – Policy Limit                    $1,000,000

      •                Disease – Each Employee             $1,000,000

    • Showing Lake of the Woods Association, Inc, as Additional Insured.

  6. Willingness to agree to Association’s contract trequirements.  ( See attached.)

  7. Contractor’s license number and proof of bond

  8. Last Audited Yearly Financial Statements/Package and most recent quarterly financials.

  9. Client references from similar contracts performed within the last two years

 

6 Pricing & Timeline

6.1 Costs

All costs shall be clearly defined in the bid response, including all residential service requirements as well as commercial requirements.  Pricing shall include all costs, fees, surcharges, etc. applicable.

6.2 Timeline

Contractor/Vendor shall provide a timeline of when equipment and supplies shall be installed i.e. dumpsters, cans, totes, etc. so that service may begin by February 1, 2021.

7Additional Terms & Conditions

7.1 Personal Information

7.1.1 General
Depending on the circumstances, Lake of the Woods Association may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The vendor should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent.  Lake of the Woods Association will treat this information in accordance with the provisions of this Section 7.
7.1.2 Requested Personal Information
Any personal information as defined in the State of Virginia Code 18.2-186.6 that is requested from each Respondent by Lake of the Woods Association shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each Respondent to obtain the consent of such individuals prior to providing the information to Lake of the Woods Association.  Lake of the Woods Association will consider that the appropriate consents have been obtained for the disclosure to and use by Lake of the Woods Association of the requested information for the purposes described.

7.2 Non-Disclosure Agreement

Lake of the Woods Association reserves the right to require any Respondent to enter into a non-disclosure agreement.

7.3 Costs

The IFB does not obligate Lake of the Woods Association to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of Lake of the Woods Association, subject to claims of confidentiality in respect of the Response and supporting documentation.

7.4 Intellectual Property

The Respondent should not use any intellectual property of Lake of the Woods Association including, but not limited to, all logos, registered trademarks, or trade names of Lake of the Woods Association, at any time without the prior written approval of Lake of the Woods Association, as appropriate.

7.5 Respondent’s Responses

All accepted Responses shall become the property of Lake of the Woods Association and will not be returned.

7.6 Governing Law

This IFB and the Respondent’s Response shall be governed by the laws of Virginia and specifically Orange County, Virginia.

7.7 No Liability

Lake of the Woods Association shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind: 

  • Arising out of, by reason of, or attributable to, the Respondent responding to this IFB; or

  • As a result of the use of any information, error, or omission contained in this IFB document or provided during the IFB process.

7.8 Entire IFB

This IFB, any addenda to it, and any attached schedules, constitute the entire IFB.

8. Vendor Certification
Schedule “A” Notice of Intent to Bid