INVITATION TO BID - City of Selma Exclusive Residential and Commercial Waste Collection Services

City of Selma, AL

Exclusive Residential and Commercial Waste Collection Services

Request for Proposals

Page 1 of 17

SOLID WASTE COLLECTION
RFP
he Invitation to Service Providers:

Selma, Alabama (the "City") will receive sealed technical and fee proposals for Solid Waste
Collection Services until Wednesday, May 20, 2026, at 11:00 a.m. for the above referenced services
which are described in the attached schedules. The City invites service providers to submit proposals
responsive to the specific requirements set forth in this request for proposals (RFP). Late proposals
will not be accepted.

The envelopes containing the proposal must be sealed, and addressed to:

City of Selma, Office of the City Clerk
P.O. Box 450

Selma, AL 36702

All Proposals must be marked "Proposal for Solid Waste Collection" RFP. The envelope
must bear on the outside the name and address of the service provider submitting the bid (the
"Contractor"). No proposal may be withdrawn or modified in any way after the deadline for proposal
openings, and no faxed or electronic submissions of proposals will be accepted.

Proposals will be publicly opened immediately following the deadline for submissions of
proposals, and only the name(s) of those service providers responding will be mentioned. The proposal
opening has been scheduled for Wednesday, May 20, 2026, at 11:00 a.m. at the City of Selma, 222

Broad Street, Council Chambers, 2"4 Floor, Selma, AL 36701.

Summary of RFP timetable:

RFP Available: Wednesday, April 22, 2026
Pre Proposal Conference: Wednesday, May 6, 2026
RFP Deadline for questions: Wednesday, May 13, 2026

Submittal Deadline: Wednesday, May 20, 2026, at 11:00 a.m.
Proposals must be valid for ninety (90) days following the Submittal

Deadline.

The service providers' response shall include a technical proposal and fee proposal with all
other information requested in this Request for Proposal (RFP). The fees shall be the full cost to the
Resident, and The City of Selma may request additional information from the proposers, including a
presentation if deemed necessary to clarify elements of their bid proposals. The City also reserves the
right to make independent investigations as to the qualifications of each service provider, including
existing customers, or visits to existing operations.

Page 2 of 17

INSTRUCTIONS TO PROPOSERS

1. RECEIPTAND OPENING OF PROPOSAL

The Selma, Alabama (hereinafter referred to as the "City") invites and will receive Proposals
on the forms attached hereto. All information on said forms must be appropriately
completed. The bids will be opened publicly and read aloud shortly after the proposal
deadline.

2, PREPARATION OF THE PROPOSAL

All Proposals shall be made on the Proposal Forms provided. Proposal must be signed by the
Proposer. Additional copies of the Proposal Form may be obtained from the City. All unit
prices, extended prices, and total lump sum proposed prices must be completely entered on this
form in full in ink or typewritten. In the event of a mathematical error, the unit prices shall
govern.

If a unit price or a lump sum already entered by the Proposer on the Proposal Form is to be

altered, it shall be crossed out with ink and the new unit price or lump sum bid entered above
or below it, and initialed by the Proposer in ink.

3. PROPOSAL SECURITY AND EVIDENCE OF INSURANCE

Each Proposal must be accompanied by a proposal security in the amount of Fifty Thousand
Dollars ($50,000.00) payable to the City as a guarantee on the part of the Proposer that it will
accept and enter into a Franchise to satisfactorily accomplish the scope of work covered by
such Proposal and at the rates stated therein. Form of Proposal Security shall be either a
certified check payable to the City or a Proposal Security executed by a surety company
acceptable to the City and licensed in Alabama. Proposal Security will be returned promptly
after the City and the selected Proposer have executed the Franchise, or, if no Franchise has
been executed within ninety (90) days after the date of the opening of Proposals, upon demand
of the Proposer at any time thereafter.

Each Proposal must also be accompanied by a certificate of insurance evidencing the
coverages set forth in Section 11.00 of the Conditions and Specifications.

4. EXECUTION OF FRANCHISE

Formal notice of Franchise award shall be mailed by the City to the selected Proposer.

Page 3 of 17

The Proposer to whom the Franchise is to be awarded will be required to execute two (2)
copies of the Franchise in the form attached hereto, or in such other form as is determined
appropriate by the City Attorney, and to furnish security for performance as required. In case
of the Proposer's refusal or failure to do so within ten (10) days after its receipt of formal
notice of award, Proposer will be considered to have abandoned all rights and interests in the
award, and Proposer's proposal security may be declared forfeited to the City as liquidated
damages and the award may then be made to the next best qualified Proposer or the work re-
advertised for Proposals as the City may elect.

5. SCOPE OF SERVICE

The services under this Exclusive Franchise shall consist of the items contained in the
Proposal, including all incidentals necessary to fully complete said work in accordance with
the Franchise Documents. Any and all bidders need to have experience in servicing a City
with 4,000 - 6,000 households within the previous 5 years as well as having experience in
servicing a City with at least 100 front load dumpsters within the last 5 years.

6. CONDITIONS

Each Proposer shall fully acquaint itself with the site and other conditions relating to execution
of the scope of service under the Franchise. Proposers shall thoroughly examine and be
familiar with the Conditions and Specifications.

The failure or omission of any Proposer to receive or examine any form, instrument,

addendum or other document, or to acquaint itself with existing conditions, shall in no way
relieve it of any obligations with respect to its Proposal or to the Franchise as awarded.

Page 4 of 17

ADDENDA EXPLANATIONS

Explanations desired by a prospective Proposer shall be requested of the City in writing, and
if explanations are necessary, a reply shall be made in the form of an Addendum, a copy of
which will be forwarded to each person who has requested a Proposal form.

Addenda issued to Proposers prior to the date of receipt of Proposals shall become a part of
the Franchise Documents, and all Proposals shall include the work described in the Addenda.
Addenda shall be posted on the City's bidding portal not later than three (3) days prior to the
date fixed for the opening of Proposals.

7. NAME, ADDRESS AND LEGAL STATUS OF THE PROPOSER

The legal status of the Proposer, whether corporation, partnership, or individual, shall also
be stated in the Proposal.

A corporation shall execute the Proposal by its duly authorized officers in accordance with
its corporate by-laws and shall also list the state in which it is incorporated. A partnership

Proposer shall give full names of all partners.

If the Proposer is a joint venture consisting of a combination of any or all of the above
entities, each joint venture shall execute the Proposal.

Anyone signing a Proposal as an agent of another or others must submit with his Proposal,
legal evidence of his authority to do so.

8. EVALUATION OF PROPOSALS:

Proposals for residential solid waste and commercial collection are solicited on the basis of
the Proposer's qualifications and rate quotations as specified in the Franchisee's Proposal
contained herein.

For purposes of Franchise award, Proposals received will be compared on the basis of an
evaluation of the Proposer's qualifications and the summation of the products of the
quantities of units times the unit prices bid for those bid items chosen for award. In case of
a mathematical error in the Proposal, the unit prices shall govern and any errors found will
be corrected by the City for purposes of Proposal evaluation.

Any Proposal may be withdrawn prior to the scheduled time for the opening of Proposals.

Any Proposal received after the time and date specified above shall not be considered and
shall be returned to the Proposer unopened.

Page 5 of 17

The City reserves the right not to accept any Proposal or to reject any or all Proposals, and
to waive defects or irregularities in any Proposal. The City intends that the Franchise shall
be awarded within thirty (30) days following the date that Proposals are publicly opened.

The opening of the Proposal shall not be construed as an acceptance of the Proposer as a

qualified, responsible Proposer.

Selection Criteria:

Categories/Questions

Rating * | Weight **

Total ***

Notes

(Qualifications Specialized
experience and technical competence
ito perform professional services.
(Qualified in-house staff, established

10

\Soundness of Approach Solid
technique of analysis, comprehensive
problem solving, accomplishing
objectives

10

fficiency

|Establishing course of action for
lefficient production, exhibiting
evidence of well thought out project
lanning

10

Integrity
|Past record of performance, quality of]
ork, competency

20

(Adaptability
[Equipment ready and available for
execution of project.

20

(Customer Focus

[Making customer needs primary
focus, concerned with customer
nderstanding procedures and
itimelines, answering questions in
'lay' terms

20

(Cost to Residents

[Fee proposal amounts required for the|
provision of Basic Services and
additional services as discussed

herein.

10

Page 6 of 17

(Grand
{Total:

The City reserves the right not to accept any Proposal or to reject any or all Proposals, and
to waive defects or irregularities in any Proposal. The City intends that the Franchise shall
be awarded within thirty (30) days following the date that Proposals are publicly opened.

The opening of the Proposal shall not be construed as an acceptance of the Proposer as a
qualified, responsible Proposer.

Proposers shall submit with the Proposal the following supporting data to allow the City

to evaluate Proposers' qualifications:

(a)

(b)

(C)

Page 7 of 17

Evidence in the form of a list of equipment to be used for operations under this
contract that the Proposer now has on hand, or will be able to acquire in time to
commence operations by Proposal start date (TBD). Failure to have
equipment on hand ten (10) days prior to that date shall be just cause and
the City, in its sole discretion, shall have the right to immediately terminate
the contract for default with no advance notice.

Evidence in the form of a Certificate from the Secretary of State that the Proposer
is in good standing under the laws of the State of Alabama, and evidence that the
Proposer is licensed to do business and in good standing under the laws of the
State of Alabama or a sworn statement that it will take all necessary action to
become so licensed if its Proposal is accepted.

Statement that Proposer has at least ten (10) years actual successful operating
experience in residential refuse collection, disposal, including names of one or
more municipalities where Proposer has provided service.

In the event that the City shall require additional certified supporting data regarding the
qualifications of the Proposer in order to determine whether it is qualified and
responsible, the Proposer may be required to furnish any or all of the following:

(a) Evidence that the Proposer is capable of commencing work within the
time frames required in the Franchise Documents.

(b) Evidence, in the form and substance satisfactory to City, that Proposer
possesses as a going concern the managerial and financial capacities to

perform all phases of the work called for in the Franchise Documents.

(c) Such additional information as will satisfy the City that the Proposer is
adequately prepared to fulfill the Franchise

9. DISQUALIFICATION OF PROPOSERS

Although not intended to be a complete list of causes for disqualification, any one or
more of the following causes, among others, may be considered sufficient for the
disqualification of a Proposer and the rejection of its Proposal:

(a) Evidence of collusion among Proposers.

(b) Lack of competency as revealed by financial statements, capability or
experience as submitted.

(c) Lack of responsibility as shown by past work of comparable size within the last 5
years.

(d) Default on a previous municipal contract or franchise for failure to perform.

Page 8 of 17

Selection of Successful Contractor

The selection criteria provided herein describes the procedures for evaluation of proposals
submitted to the City. The City will select the Contractor that best serves the interests of the City
of Selma and the residents. The City reserves the right to waive any irregularities or
inconsistencies in the submitted proposals and reject any or all proposals.

2.

Page 9 of 17

SCOPE OF SERVICES:

2.1

Basic Service Requirements

(a)

(b)

Curbside Residential Solid Waste Collection:

The Contractor will collect on a weekly basis all properly prepared
garbage from each residence subscribing to collection services on
the designated collection day that is contained in a single garbage
receptacle (or cart) provided to each resident by the Contractor. The
Contractor will handle all serviced collection containers in a manner
that avoids damage to them. Containers will be returned to the
designated setout location at each residence, they will not be thrown
or placed in areas where they become obstructions to pedestrians or
traffic flow. The Contractor will make collections with a minimum
of noise and disturbance to the householder between specified hours.
Collection hours are between 7:00 a.m. and 7:00 p.m. Contractors
MUST adhere to the designated collection times and must be
completed in a sanitary manner. All solid waste hauled by the
Contractor shall be so contained, tied, covered or enclosed such that
leaking, spilling, or blowing are prevented.

Back-Door Service:

Solid Waste Collection will typically occur at the curb; however, the
Contractor will provide back-door collection services at no
additional cost for those customers that can provide documentation
from their health care provider that prevents them from placing the
cart in the designated area and they can provide proof that there is
no additional able bodied person(s) living within the household.

Contractor's employees servicing backdoor collection will be
required to follow regular walk patterns for pedestrians while on
private property. Employees will take care not to damage property,
shrubs, and other plantings. Employees will not be required to
expose themselves to danger by vicious animals in order to
accomplish collection.

(c.) | Commercial Solid Waste Pick Up

The work under this contract shall consist of the items contained in
these Specifications, including all supervision, materials,
equipment, labor, and all other items necessary to fully complete
said work in accordance with the Contract Documents for pick-up
of (2 yd to 8 yd containers) from one (1) to five (5) times per week,
for Commercial Dumpster service, depending on customer
requirements

Exempt Customers:
Each month the City will allow a certain number of customers to be eligible

for exempt status. This will allow the resident to not have to pay for waste
disposal services. This status will be reviewed by the City on a case by case
basis. The exempt customer cap will be 10% of the total number of
residents that have solid waste service.

2.2 Additional Services

(a) Optional Back-Door Service:

In addition, the Contractor will provide the same back-door service
described in Section 7.1(b) to any County Resident customer for an
additional cost as proposed by the Contractor in its bid, and if the
County determines that amount is reasonable and serves the best
interest of the County and its residents.

(b) - Additional Cart(s):

In addition, the Contractor will provide each resident with the option
to have additional garbage receptacles (or carts) for an additional
cost to the customer as proposed by the Contractor in its bid.

Term

The terms of the final contract shall be for two (2) years as bid. Service shall commence on
DATE (TBD) or at such other time as agreed upon, and shall end on DATE (TBD), unless
extended or terminated sooner in accordance with the terms of the final contract. The City
shall have the option of extending this contract for five (5) additional one (1) year periods.
After the first year of service, the contractor shall have the opportunity to submit a price
increase based on the cost escalator of the lesser of four (4) percent of the contract or the
current Consumer Price Index.

Page 10 of 17