SANITATION SERVICES

City of Grove - Solicitation for Bids
Solid Waste Services 2026

City of Grove

REQUEST FOR BIDS

SOLID WASTE COLLECTION AND DISPOSAL SERVICES

Sealed bids marked 'Tash Service' will be received by the City Clerk, 1201 NEO Loop, until
9:00a.m. on May 28, 2026; bids will be unsealed and publicly read. Specifications may be
obtained at the Office of the City Clerk, 1201 NEO Loop, Grove, OK 74344, online
www.cityofgroveok.gov or call the City Clerk at 918-786-6107 to request a copy be emailed,
faxed or sent by mail.

SPECIFICATIONS FOR SOLID WASTE COLLECTION

1. GENERAL
The City of Grove is a predominantly a residential community located in northeast
Oklahoma in Delaware County. Grove has approximately 2971 residential and 463
commercial accounts. There are approximately 215 miles of roadway within the city.

2. REQUEST TO BID
The City of Grove is requesting bids for solid waste collection and disposal.

3. RESDIENTIAL SOLID WASTE COLLECTION SERVICES
The Contract shall collect at curbside on a weekly basis all solid waste, as defined
herein or under rules and regulations that may from time to time be promulgated by
the City. The Contractor shall collect solid waste placed curbside for collection,
unless the item or waste product is specifically excluded in the Agreement between
the City and Contractor.

Commercial Waste means non-hazardous waste created by commercial customers.
Curbside means the edge of the roadway within the right-of-way.

Home Improvement Waste means waste resulting from a property owner's or resident's
home improvement projects, ie: lumber, plywood, siding, drywall, concrete rubble,
windows, etc.

Household Waste means disposable materials generated by households. This waste can
be comprised of non-hazardous waste including food scraps, paper, bottles, cans, etc.

Yard Waste means leaves, grass, brush, branches, clippings, other types of plants.

Bulky Items means any items set forth as refuse which are too large to fit into an
approved refuse container and which exceed, in total, fifty (560) pounds in weight.
Examples include sofas, large tables and chairs, dressers, bookcases, mattresses and
box springs, other large household furniture, and large appliances not containing CFC's
(chlorofluorocarbons), switches containing mercury, and PCB's (polychlorinated
biphenyls).

a. Single-Family Residential
Single-Family Residence: means all one-unit houses, duplexes, triplexes, four-plexes,
and mobile homes located on a public street or private road and where each residential
unit is billed separately.

City of Grove - Solicitation for Bids
Solid Waste Services 2026

1. Type of Containers Option

The Contractor shall provide each residential property with one 96 gallon polycart for
the collection of solid waste from single-family residence when such is properly placed
at curbside.

Provide and furnish to each residence by Contractor and shall be the sole type
of trash receptacle used for collection of Household Waste from residences and
commercial waste from small commercial customers.

degrees 96-gallon polycart

2. Household Waste Collection
a. All household garbage shall be placed in containers and shall not weigh more
than 75 pounds.
b. Household waste that is not placed inside the container, whether or not bagged
or otherwise contained outside the container will not be collected by contractor.
If residents need an additional solid waste cart, they may request for an
additional monthly fee.

3. Home Improvement Waste Collection
a. Home improvement waste shall be bundled or contained in a manner that shall
not weigh more than 75 pounds.

4, Yard Waste Collection
Yard Waste Collection will be a subscription service or drop off location of the Contractor's
discretion.

b. Multi-family Complex
Multi-family Complex means duplexes, triplexes, four plexes or mobile homes that are
located on a Public Street or Private Road and where the attached or unattached units
are billed collectively.

1. Type of Containers Provided.
Contractor shall offer a full range of containers and service options, including
dumpsters in two (2) through eight (8) cubic yards. Contractor-owned containers
shall be delivered by the Contractor to requesting customers within three (3)
business days of the customer's initial request.

2. Collection
Contractor shall collect household waste, home improvement waste (as defined)
placed in acceptable containers.

4. COMMERCIAL SOLID WASTE COLLECTION SERVICES
a. Commercial Customer
Commercial customer means non-residential customers including industry,
businesses, institutions, governmental agencies and all other users of commercial-
type garbage collection.

1._Type of Containers Provided.

City of Grove - Solicitation for Bids
Solid Waste Services 2026

Contractor shall offer a full range of containers and service options, including
dumpsters in two (2) through eight (8) cubic yards. Contractor-owned containers
shall be delivered by the Contractor to requesting customer within three (3) business

days of the customer's initial request.

b. Small Commercial Customer

Small commercial customer means non-residential customers identified by the
contractor as a commercial customer that does not generate an amount of solid
waste that requires a dumpster. Contractor shall be responsible for informing the
customer if they are eligible for Small commercial customer pick up.

4. Type of Container

Small commercial customer shall offer the same type of container as a Single-Family

Residential customer (see 3.a.1 above)

. CITY FACILITES SOLID WASTE COLLECTION SERVICES
The contractor shall provide weekly solid waste collection at no charge from all
garbage receptacles located at city owned/operated facilities and at all facilities
owned/operated by public trusts whose primary Beneficiary is the City. Receptacles
shall be emptied at least weekly or more frequently if need.

Those facilities include, but are not limited to the following:

FACILITY

ADDRESS

Grove Buildings & Grounds

100 S. Main

Grove Community Center *

104 W. 3" Street

Grove City Hall

1201 NEO Loop

Wolf Creek Expo****

1601 Sunrise Blvd

Grove Senior Citizen Center

145 E. O'Daniel Parkway

Grove Library

1140 NEO Loop

Grove Sports & Recreational Complex

901 E. 13" Street

Grove Municipal Airport

335 Airport Drive

Grove Municipal Pool (seasonal)

801 E. 13" Street

Grove Police Department

11 E. 34 Street

Grove Animal Shelter

131 E O'Daniel Parkway

Grove Police Firing Range

61551 E 284 Road

Grove Fire Station**

141 E. O'Daniel Parkway

Public Works Facility ***

Grove Street Department

61773 E 284 Road

Grove Vehicle Maintenance

61751 E 284 Road

GMSA Warehouse

61773 E284 Road

GMSA Wastewater Treatment Plant

61501 E 284 Road

GMSA Water Treatment Plant

1420 S. Broadway

New Grove Police Department

1141 NEO Loop

New Grove Fire Department

1820 S. Broadway

City of Grove - Solicitation for Bids
Solid Waste Services 2026

*The service to the City to collect weekly garbage at city owned facilities does NOT include
additional trash for events held at the Community Center. Event holders are responsible
for making arrangements with the Contractor for additional receptacles and collection.

** The Fire Station includes non-recyclable materials from the Recycling Center, and shall
be picked up as many times per week as needed to prevent dumpster over-flow.

*** Provide three dumpsters and a roll-off container for the Public Works Facility

**** Wolf Creek Expo will need a 30 yard roll-off container and which shall be picked up
upon request when notified.

6. BULKY ITEM PICK UP

Contractor shall provide a plan with rates to provide bulky item pick-up (as defined
above)for residential customers. This may be proposed as a scheduled citywide event
and/or offered to individual customer accounts.

Excluded items include hazardous household including but not limited to chemicals,
batteries, motor oil, paint products such as paint, varnish, thinner, or other similar items,
e- waste, household garbage, tires or items larger than described above.

7. DISPOSAL
All solid waste collected shall be disposed of at a licensed solid waste disposal
facility or an appropriate recycling facility. The cost of disposal shall be included
within the unit bid price for one time per week residential curbside/small commercial
pickup.

8. SPECIAL SERVICES
Accommodations for Disabled Persons
In accordance with the Americans with Disabilities Act, the Contractor shall provide
accommodation including on-site collection to disabled residents who are unable to
place their solid waste at curbside for collection, and who request an
accommodation. The city will not publicize this service but will advise the Contractor
of any requests for accommodation submitted to the City. The contractor will make
the determination on offering the service to the resident based on the nature of the
disability subject to the requirements of the Americans with Disabilities Act. The City
will be provided with a copy of the Contractors' written determination on any request
for accommodation.

Emergency or Disaster Services

The Contractor shall priced at the request of the City any additional collection
requested and reasonably necessary during a declared emergency endangering life
or property in the city. The cost of this service will be mutually negotiated between
the Contractor and the City.

9. COLLECTION SERVICES
Items refused for pickup
The Contractor shall not be required to collect hazardous materials that are either
restricted from disposal, require special preparation before being collected or would

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City of Grove - Solicitation for Bids
Solid Waste Services 2026

pose a danger to collection crews. If materials are rejected for this reason, the
Contractor shall leave a notice prominently displayed with the rejected materials
listing why they were not collected and provide the customer with a contract for
further information on proper disposal.

The Contractor shall provide the City with a list of items or types of solid waste that
will not be picked up or any other limits on collection. The list of items shall not be
changed without the approval of the City's Representative.

Collection Day
The City, in consultation with the Contractor, will establish the Collection schedule.
Currently, the collection schedules vary per customer.

The City Council may annually establish, in consultation with the Contractor, different
Collection days, with a 60-day notice to the Contractor. City Counci! means the City
of Council of Grove, OK

Holidays

Contractor has the option not to schedule Collection on the following holidays:
New Year's Day Labor Day

Memorial Day Thanksgiving Day
Independence Day Christmas Day

In the event of a collection postponed by a holiday, the collection day shall be the
following day. Normal collection will resume on the regular collection day the
following week.

By December 1* of the preceding year, the Contractor shall annually provide the
City's Representative with the specific dates of the holidays affecting service for the
coming year.

Collection Times

The collection times for all services shall be between the hours of 6 a.m. and 6 p.m.
of the scheduled collection day, unless authorized by the City's Representative to
exceed this time period.

Routes
Upon request, the Contractor shall provide to the City's Representative a map of the
collection routes followed by the Contractor within the City.

PERFORMANCE STANDARDS

The Contractor shall be responsible for program management according to specific

operating and personnel standards:

+ The Contractor's vehicles shall be operated in accordance with applicable laws of

the State of Oklahoma and local ordinances;

* Service shall be provided as scheduled unless excused by the City's

Representative;

+ The Contractor shall employ only competent and trustworthy workers and
Supervisors;

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City of Grove - Solicitation for Bids
Solid Waste Services 2026

* The Contractor's employees and supervisors shall conduct themselves in a
courteous, honest, and professional manner. The Contractor shall take
immediate action to correct the behavior of any employee or supervisor who is
insolent, disorderly, careless, unobservant, dishonest, or acting in any way that is
detrimental to the satisfactory progress of work under the contract;
+ The Contractor's employees shall be attired in a manner that is professional and
as neat and clean as circumstances permit;
+ The Contractor shall exercise reasonable care and diligence in handling waste
containers. Any waste spilled while emptying the containers shall be completely and
immediately cleaned up by the Contractor;
+ The Contractor shall have at least one field supervisor dedicated to overseeing
the performance of the Contractor's workers in the City. The supervisor shall
familiarize himself/herself with the City and the services required under these
specifications;
* The Contractor shall maintain an office for the receipt of service calls and
complaints. The office shall be open and available for calls, at minimum, Monday
through Friday from 8 a.m. to 5 p.m. as well as any time when the Contractor is
performing services under the Agreement in the City. The office shall contain at least
two telephone lines listed to a local or toll-free number The office shall have the
ability to communicate with personnel in the field;
+ The Contractor shall provide at least one trained customer service representative
to be on duty in the office at all times that the office is required to be open, to handle
complaints and calls for service from the city;
+ Each complaint shall be investigated by the Contractor and responded to within
one business day unless mutually extended by the Contractor and the complaining
party;
+ If the complaint concerns the failure of the Contractor to collect solid waste, bulk
items, due to no customer fault as required by these specifications, the Contractor
shall make the collection by within one business day. There will be no exception to
this requirement unless the collection has been altered due to a holiday or
unforeseen circumstances and authorized by the City's Representative.
+ The vehicles used for collection shall have a completely enclosed, watertight
body, and shall be properly designed so that the wheel-and axle load with a fully-
loaded body shall not exceed the schedule of weights allowed by the laws of the
State of Oklahoma and the City. If it is not possible to fully load the body and stay
within the limits of the law, the Contractor will be required to reduce the loads in the
body until they comply with the law;
* The vehicles used for collection shall be mechanically maintained in good
working condition. Contractor shall be responsible for the clean-up of any fluids,
hydraulic oil, etc. that leak from the truck.
* The vehicles shall be painted uniformly and must be maintained in good
condition, appearance, and in a sanitary condition at all times. Each piece of
equipment shall include the Contractor's name and each vehicle shall be assigned a
number that is prominently painted on the vehicle.

TERM

The City is prepared to enter into an agreement with the Contractor to provide
exclusive solid waste collection and disposal services, beginning July 1, 2026, and
ending June 30, 2027 with the option to renew on an annual basis for up to nine (9)
additional and consecutive one (1) year terms.

City of Grove - Solicitation for Bids
Solid Waste Services 2026

The exclusivity does not include industrial or temporary roll-off containers.
Exclusive contract provisions: The City of Grove represents to the Contractor that
this is intended to be, to the fullest extent allowed by local, state and federal law, an
exclusive contract for the collection and removal of residential and commercial solid
wastes generated within the incorporated limits of the City of Grove. In this respect
the City of Grove, on authority of the provisions of the Oklahoma Municipal Code
relating to solid waste collection, 11 O. S. 22-105.1, the provisions of the Solid
Waste Management Act of the State of Oklahoma, 27A O.S. 2-10-901, and the
general police powers possessed by the municipality, as well as all administrative
and/or judicial opinions relating thereto, will not permit any other individual or entity
but Contractor to provide for the collection and removal residential or commercial
solid wastes generated within the incorporated limits of the City of Grove not to
include roll-off containers or containers larger than eight (8) cubic yards.

It is specifically understood and agreed to by and between the City of Grove and the
Contractor that if and in the event a challenge to the legality of such exclusivity,
under local, state and/or federal law, is lodged with any local, state and/or federal
administrative, legislative or judicial body having appropriate jurisdiction over the
collection and removal of residential and commercial solid wastes within the
incorporated limits of the City of Grove, or any issues arising there from or relating
thereto, that the legal defense of said exclusivity shall be borne by the Contractor. If
and in the event that a challenge to the legality of such exclusivity, under local, state
and/or federal law, is lodged with any local, state and/or federal administrative,
legislative or judicial body having appropriate jurisdiction over the collection and
removal of residential and commercial solid wastes generated within the
incorporated limits of the City of Grove, the Contractor shall have an option to
terminate this Contract and cease its collection and removal of residential and
commercial solid wastes generated within the incorporated limits of the City of Grove
prior to the expiration date of the Contract upon Contractor providing not less than a
sixty (60) day written notice of such intent to terminate to the City of Grove.

If the Contractor shall fail to comply with the contract or if in the sole judgment of
the City Council the Contractor is not providing the services in a satisfactory manner,
the City shall provide written notice to the Contractor within fourteen (14) days of the
occurrence or upon awareness of the problem. The Contractor shall have thirty (30)
days to make arrangements to resolve the problem.

Failure to correct the problem in a timely manner may result in termination of the
Agreement between the City and the Contractor.

Should the Contractor be unable to provide service for any reason whatsoever,
the City's Representative shall be notified immediately so that alternative service
provisions may be made. If the City provides alternative service, the Contractor shall
be liable for reimbursing the City for all its costs relating to the providing of the
alternative service.

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City of Grove - Solicitation for Bids
Solid Waste Services 2026

Any modifications of terms or amendment of any provisions hereof, shall become
effective only by supplemental written agreement between both parties.

INSURANCE
The Contractor shall provide proof of the following minimum insurance coverage:

Automobile Liability minimum combined single limit coverage for bodily injury and
property damage of $1,000,000 per accident on all vehicles to be used in operations;

Commercial General Liability minimum coverage of $1,000,000 per occurrence;
Pollution Liability minimum coverage of $2,000,000 per occurrence.

Environmental Liability Insurance covering liability which might be asserted against
the City under the provisions of the Environmental Response Act, PA 1982 No. 307,
MCLA 299.601 et seq., as amended, or provide written explanation and proof of the
unavailability of or the Contractor's inability to obtain said insurance. The Contractor
agrees to hold harmless the City, its elected and appointed officials, employees and
volunteers and others working in behalf of the City from any and all liability, including
damages of any kind or nature, expenses and costs, including professional fees and
court costs under any Environmental Response Act or any other current or
future local, state, or federal statutes and regulations which might be asserted
against the City directly or indirectly or acts and omissions of the City, its elected and
appointed officials, employees, agents, contractors, and subcontractors. The
Contractor shall comply with all State environmental requirements.

The City of Grove shall be names as an additional insured.

BILLING AND PAYMENT

The City will provide the Contractor with a list of properties to receive service. The
Contractor shall extend service immediately to any new units that the City's
Representative may authorize. The Contractor shall also delete services to any unit
as directed by the City's Representative. The total units collected, which shall serve
as the basis for payment, will be adjusted monthly to reflect additions and deletions.

The City shall bill residential and commercial customers (located within the city limits)
the Unit Price listed on the Solid Waste Bid Sheet 1 (page 11) of the bid
specifications and included in the contract. The Unit Price consists of the Bid Amount
+ City Fees of $2.00 per customer per month for billing and recycling services.

The city shall pay the contractor, monthly, the Bid Amount listed on the Solid Waste
Bid Sheet 1 (page 11) of the bid specifications and included in the contract for all
residential and commercial customers (located within the city limits) for whom the
contractor provides service.

Contractor shall be responsible for crediting the commercial and multi-family

customers for the Unit Price billed by the city and only charge the customers the
difference of the Unit Price and contractor's commercial or multi-family rate.

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City of Grove - Solicitation for Bids
Solid Waste Services 2026

Contractor shall be responsible for collecting any past due or non-payment of multi-
family and commercial customers.

SELECTION

Selection of the most qualified bidder will be based on the bid price submitted as well
as the Contractor's qualifications and ability to perform the work including, but not
limited to:

+ References and reputation in other communities.

Customer service philosophy, procedures, and reputation.

+ Comprehensiveness of items collected for disposal or recycling.

+ Company history and experience.

+ Financial stability.

* Supervision, staffing, and equipment.

+ Long-term access to disposal and processing facilities.

The City Reserves the right to:

Reject any/all proposals

Waive informalities

Request Additional Information

Negotiate scope and fees

Award without interviews

Cancel or reissue this Request for Proposals

OBLIGATION TO EXECUTE AGREEMENT

The bidder whose proposal is accepted by the City Council will be required to
execute an Agreement, and to furnish sureties as specified within 10 calendar days
after receiving notice of such acceptance. Selected Contractor shall begin providing
services per the Agreement by July 1, 2026

In the case of the Contractor's refusal or failure to do so, the Contractor shall be
considered to have abandoned all its rights and interest in the award, and its certified
check or bid bond may be declared to be forfeited to the City, as liquidated damages
and not a penalty, and the Agreement may be awarded to another.

City of Grove - Solicitation for Bids
Solid Waste Services 2026

BID DOCUMENTS REQUIRED

The Bidder/Company shall mail or hand-deliver the following in a sealed envelope or
container marked "SOLID WASTE BID" to the Grove City Clerk, 1201 NEO Loop, Grove,
OK 74344 no later than 9:00 a.m. on May 28, 2026.

1. SOLID WASTE BID SHEET 1 & 2

2. SOLID WASTE BID SIGNATURE PAGE
The Signature Page of the bid must be properly signed in ink by authorized official
representing the Bidder/Company and the address of the Bidder/Company.

If the bid is submitted by a partnership, corporation or any joint venture, each interested
party shall execute the signature page. (The Signature Page may be duplicated as
needed)

3. NON-COLLUSION AFFADAVIT

4. NARRATIVE
Narrative shall include:

Y Bidder/Company's history, experience, and equipment available to fulfill the
contract;

Legal status of the Bidder/Company, indicate whether a corporation,

partnership, or individual;

List names of all partners and all persons of interest therein;

List the name and location of all sites that will be used for the disposal of

solid waste

v List of references Bidder/Company has done business with for at least two
(2) years, preferably references in the four-state area (MO, AR, KS, OK)

AN

5. BID BOND
The bid shall be accompanied by a certified check or bid bond payable to the City
in the amount of $ 10,000. Bid deposits will be returned after the bid has been
awarded.

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