Trash and Debris Removal

REQUEST FOR PROPOSALS (RFP)
RFP-008-01-2026
CITY OF EVANSVILLE
Trash and Debris Removal
Proposal Opening Date: April 8, 2026
1 N.W. Martin Luther King Jr. Blvd.
Rm 310, Building Commission
Civic Center Complex
Evansville, IN 47708

NOTICE TO VENDORS
On behalf of the Board of Public Safety ("Board"), City of Evansville's Code Enforcement is requesting sealed
proposals for the 2026 Trash and Debris Removal at various locations in the City of Evansville, Indiana. Sealed
proposals will be received in Room 301, Civic Center Complex, 1 N.W. Martin Luther King, Jr. Boulevard,
Evansville, Indiana 47708 at 1:00 P.M. on Wednesday, April 8, 2026.
The following information will be given at the time of opening:
- Vendor Name
Proposals to be submitted prior to the scheduled opening shall be submitted to Room 323 (Purchasing
Department) located in Civic Center Complex, 1 N.W. Martin Luther King Jr. Boulevard, Evansville, Indiana
47708. Proposals submitted to the Purchasing Department shall be submitted prior to 12:45 P.M. on
Wednesday, April 8, 2026.
Vendors are required to provide all requested information.
COST OF PREPARATION
Each vendor shall be responsible for all costs incurred in order to prepare and submit their response to this
RFP.
AWARD OF CONTRACT
The intent of this RFP is to establish a three- year contract with the ability to extend for one (1), three-year
period for trash and debris removal.
BID BOND
A. Bid Bond, Certified Check, Cashier's Check or Bank Draft in the amount of five percent (5%) of the total
quote shall accompany each quote as a guarantee that all provisions of the specifications shall be met.
B. Bid Bonds and Checks will be returned to the unsuccessful Vendor(s) after award of purchase by the
Board and to the successful Vendor(s) after the performance bond, if required, has been received and
accepted.
C. Bid Bonds must be executed by a corporate surety licensed under the laws of Indiana to execute such
bonds. The surety must be a corporate surety authorized to do business in Indiana and Power of Attorney
must accompany the Quote Bond.
PUBLIC OPENING PROCEDURES
The purpose of a public opening is for a reading of responses received. Under normal circumstances, no
award will be made or implied at this time, unless otherwise indicated.
A. Only the following information will be given:
o Vendor name
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B. A copy of the proposal tabulation will be available to review in the Purchasing Department upon
completion of the recommended award.
Vendors who wish to review or request copies of quotes may do so by contacting the Purchasing Department.
A copy fee will be charged for copies.
CONTACT WITH MUNICIPAL EMPLOYEES
To ensure a fair and objective evaluation of all proposals, vendors are required to submit all inquiries by email
to the Richard Dauphin at rdauphin@evansville.in.gov. Each Email should be titled: 2026 Trash and Debris
Removal
All changes in specifications shall be in writing. There shall be no verbal communication concerning this RFP
between any Vendor and City employees, and/or Board Members prior to contract award. This does not
include discussions that may occur during site visits by the evaluation team during the review process. All
questions will be answered via public addenda and posted to the City of Evansville-Vanderburgh County
Purchasing Department webpage where the RFP package was obtained. It is the sole responsibility of the
vendor to make sure that they have obtained all addenda.
The last day to submit questions will be Friday, March 27, 2026 by 3:00 PM.
RIGHT OF REJECTION
The City reserves the right to reject any one or all proposals, or any part of any proposal, to waive any
irregularities in any proposal, and to award the purchase in the best interest of the City. Furthermore, the City
reserves the right to hold the proposal of the three (3) lowest vendors for a period of sixty (60) calendar days
from the time of the due date of proposal.
PROPOSAL SUBMITTAL
A. ALL PROPOSALS MUST BE RECEIVED ON OR BEFORE THE TIME AND DATE INDICATED IN THE NOTICE TO
VENDORS. The responsibility for submitting proposals to the City is solely that of the Vendor. The City will
not be responsible for delays in mail delivery or delays caused by any other occurrence. Late proposals will
not be accepted or considered.
B. The Vendor shall submit their proposal on the attached Proposal Tabulation Page, supplying all the
required information. Failure to comply with this or any other paragraph of the Instructions to Vendors
shall be sufficient reason for invalidation of the proposal.
C. Proposals must also be submitted on the Proposal Form which must be properly signed, dated and
notarized to be accepted.
D. Vendors are required to provide all requested information. Failure to follow this instruction or any other
instruction contained in this Request for proposals may result in the rejection of your proposal.
E. Proposal modifications are not allowed.
F. All proposals must be signed by an authorized official of the firm. Proposals may be rejected if they show
any omissions, alterations of form, additions not called for, conditional proposal, or any exceptions or
irregularities of any kind.
G. The City is exempt from sales tax. An exemption certificate will be provided upon request.
PROPOSAL EVALUATION
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Contract shall be awarded to the most responsive, responsible offeror whose proposal is determined in
writing to be the most advantageous to the governmental body, taking into consideration price and the other
evaluation factors set forth in the RFP. The primary for proposal evaluation is as follows:
* Price Proposal (22%)
* Equipment (24%)
* Work Force (24%)
* Experience with similar sized/scope agreements (25%)
* All required forms are included, fully executed(5%)
GENERAL
A. This section outlines the requirements for proper removal and legal disposal of trash and debris from
residential, commercial, or industrial parcel within the Evansville city limits.
B. It must be understood by the Vendor that all properties which may be cleaned under the contract are
in violation of the City of Evansville's Trash and Debris Ordinance Chapter 8.10 at the time that a
cleaning work order is transmitted to the Vendor.
C. The vendor must be familiar with the ordinances and the definition of "trash and debris" as described
in the City ordinance 8.10.010.
D. "Trash," "debris," "garbage," "junk," and/or "rubbish" means any combustible and noncombustible
waste materials, discarded items, and salvaged or inoperable materials that are stored, left, or abandoned
in a manner that creates a public nuisance, including, but not limited to, the following:
(1) Organic waste, including, but not limited to, animal and vegetable matter resulting from the handling,
preparation, cooking, or consumption of food;
(2) Residue from burning any combustible materials, including, but not limited to, wood, coal, coke, paper
rags, cartons, boxes, used furniture, used automobile parts, excelsior, rubber, leather, tree branches, yard
trimmings, cans, metals, mineral matter, glass, crockery and dust and other similar materials;
(3) Rubber, including but not limited to tires;
(4) Building materials and firewood, including lumber, siding, and shingles, which are not stacked, elevated
at least eight inches off the ground, protected from rain, and free of insects or rodents;
(5) Scrap wood and yard waste, including tree debris, leaves, and weed and grass clippings, unless
incorporated into a properly managed and ongoing composting operation, as required by permit (if
applicable);
(6) Metals, such as tin, aluminum, iron, steel, or other nonferrous material, wires, and similar items;
(7) Household goods, including but not limited to: mattresses, indoor furniture, rags, paper products
including cardboard, rope, glass, plastics, containers, crockery, batteries, and other household items not
designed or intended for outdoor storage or exposure to rain or other inclement weather;
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(8) Machinery, electronics, and appliances and parts thereof, including but not limited to: refrigerators,
freezers, washing machines, dryers, stoves, dishwashers, televisions, computer monitors and parts,
furnaces, central air units;
(9) Harmful substances or chemicals that pose a threat to health, safety, or the environment;
(10) Dismantled or inoperable vehicles or vehicle parts, including hoods, fenders, doors, windows, and
other automotive components;
(11) Other salvageable materials stored in a manner inconsistent with their original intended use or
without a clear and lawful purpose; and
(12) Items that may create a fire hazard, including but not limited to flammable materials or improperly
stored combustible materials.
E. Vendor must meet all requirements stated in this RFP.
SCOPE OF WORK
All costs associated with completing the work outlined in this RFP must be included in Vendor's cost proposal
this includes but is not limited to equipment and dump fees. No additional fees for any services outlined
herein will be paid by the City unless specified herein
Estimate Quantities
The City issues an approximated average of 1200 clean orders annually This is figure was reach by average
amount of clean orders for the past three (3) years.. No maximum or minimum quantities are guaranteed.
A. METHOD OF ISSUING CLEAN ORDERS
1. Clean orders are typically issued to the Vendor for exterior property although on occasion an
interior structure clean order may be issued for trash and debris removal.
2. Clean Orders will be paid on a per address basis. Multiple Clean Orders can be submitted on a
single invoice.
3. NOTE: No "show up fee" will be paid to the Vendor, where a clean order has been issued, yet
the violation was corrected prior to arrival of the Vendor.
B. INVOICE & DOCUMENTATION SUBMITTAL REQUIREMENTS
1. INVOICES: The vendor shall furnish Building Commission with printed invoices, each containing
the following information:
a. Vendor name (company letterhead preferred)
b. Original invoice number
c. Date of service
d. service address(es) and any itemized information required for billing purposes
e. Vendor signature
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f.
2. DOCUMENTATION with each invoice the Vendor will be required to submit the following for
each location serviced:
a. at least one (1) "before" digital photo of the property before cleaning begins. Photo(s)
should be taken at a vantage point that shows that the property is in violation of the
trash and debris ordinance.
b. one (1) photograph must be taken at curb distance for a street view of the front of the
house (or property) for address identification purposes.
c. at least one (1) "after" photo, from the same vantage point as the before photo(s)
where the trash/debris was cleaned.
d. All photos must be date and time stamped. The vendor shall be responsible for
providing a camera for their crew(s). The submission of acceptable ("before" and
"after") photographs, in digital (thumb drive) and email form for each address
cleaned, is required for invoice payment.
e. Any dump, recycle or recovery receipts with the appropriate address written on each
one.
f.
C. WORK
The Vendor will be required to haul, tote, carry, sweep, rake, vacuum or use other means to remove all
remnants of the trash and debris violation from the property. The Vendor shall be responsible for all off-
site disposals.
1. The Vendor will be required to clean properties of the following items including, but not limited
to:
a. Organic waste, including, but not limited to, animal and vegetable matter.
b. Residue from burning any combustible materials, including, but not limited to, wood,
coal, coke, paper rags, cartons, boxes, used furniture, used automobile parts,
excelsior, rubber, leather, tree branches, yard trimmings, cans, metals, mineral
matter, glass, crockery and dust and other similar materials.
c. Rubber, including but not limited to tires.
d. Building materials and firewood, including lumber, siding, and shingle.
e. Scrap wood and yard waste, including tree debris, leaves, weed and grass clippings,
f. Metals, such as tin, aluminum, iron, steel, or other nonferrous material, wires, and
similar items.
g. Household goods, including but not limited to: mattresses, indoor furniture, rags,
paper products including cardboard, rope, glass, plastics, containers, crockery,
batteries, and other household items.
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h. Machinery, electronics, and appliances and parts thereof, including but not limited to:
refrigerators, freezers, washing machines, dryers, stoves, dishwashers, televisions,
computer monitors and parts, furnaces, central air units.
i. Harmful substances or chemicals that pose a threat to health, safety, or the
environment.
j. Dismantled or inoperable vehicles or vehicle parts, including hoods, fenders, doors,
windows, and other automotive components.
k. Hazardous, flammable and regulated waste include but are not limited to; propane
tanks, gasoline tanks, acetylene tanks, paints, refrigerants, solvents, motor oil,
chemicals, electronics, batteries and tires (the knowledge and practice of legal
disposal and/or recovery of hazardous, flammable and regulated waste is a mandatory
requirement for the Vendor
l. Removal of downed trees may be required
2. legal disposal of recoverable items are reimbursable and shall be include on vendors invoice as
additional line items, Vendor MUST include a receipt/ticket for each item being invoiced for
reimbursement. Recoverable items include but are not limited to:
a. motor oil
b. refrigerant
c.
NOTE: The landfill receipt for all other materials will not qualify for reimbursement and shall be included in
the total of the Vendor's Cost Proposal.
3. Contract for up to and including the first ton. Each additional ton or partial ton removed from
the same property shall be prorated based on total actual weight as determined by the landfill
receipt. Each property address over one ton shall have its own and individual landfill receipt.
4. Where Clean Orders , less than one ton, have been combined a copy of a single Landfill receipt
is acceptable as long as individual addresses are listed on receipt.
D. EXTREME AMOUNTS OF TRASH OR DEBRIS
The Vendor will contact the Exterior Property Coordinator, Rhonda Zimmer, when they encounter an
issued address containing an extreme amount of trash and debris (estimated greater than four (4) tons), or
when large equipment will be required to clear a parcel. A written or electronic estimate from the Vendor
will be required and written or electronic approval from the Exterior Property Coordinator shall be issued
in order to proceed if additional equipment is required to perform work.
E. REQUIRED STANDARD EQUIPMENT
1. Two (2) trucks or truck trailer combination capable of moving a minimum of twenty (20)
combined tons.
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2. Two (2) wheel barrels
3. Four (4) Shovels
4. Four (4) Rakes
5. Two (2) push brooms
6. One (1) Chain Saw
7. One (1) set of heavy-duty bolt cutters
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VENDOR CHECKLIST
In order to be accepted as a valid proposal, the following items MUST be included within in your submission, along with
any other information requested in the specifications.
1. Cost Proposal Form (CP-1) ______
2. Equal Opportunity Employment (A-1) ______
3. E-Verify (B-1) ______
4. Non Collusion Affidavit (C-1) ______
5. Conflict of Interest (D-1) ______
6. Bid Bond ______
7. Vendor Questionnaire (VQ-1) ______
8. Statement of Experience ______
9. Insurance Information ______
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INDEMNIFICATION
The successful vendor shall indemnify and hold harmless the City and their agents and employees from and
against all claims, damages, losses and expenses including attorney's fees arising out of or resulting from the
performance of the work; and caused in whole or in part by any negligent act or omission of the Vendor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them
may be liable.
In any and all claims against the City, or any of their agents or employees by any employee of the successful
vendor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts
any of them may be liable, the indemnification obligation under this paragraph shall not be limited in any way
by any limitation on the amount or type of damages, compensation or benefits payable by or for the
successful vendor or any subcontractor under Workmen's Compensation Acts, Disability Benefit Acts or other
Employee Benefit Acts.
CONFLICT OF INTEREST DISCLOSURE
The Conflict of Interest Disclosure Statement included herein is a condition of the proposal. This form shall be
filled out by the vendor even if no conflicts exist and returned with proposal.
E-VERIFY PROGRAM
Pursuant to Indiana Code 22-5-1.7-11 (b)(2) the Contractor shall provide documentation that it has enrolled
and is participating in the E-Verify Program (see Indiana Legal Employment Declaration form). Contractor is
required to submit proof from the E-Verify Program that it is currently enrolled in the Program. An example of
confirmation is the confirmation e-mail received from E-Verify that the Contractor has successfully enrolled in
E-Verify.
EQUAL EMPLOYMENT OPPORTUNITY
The Equal Employment Opportunity Statement included herein is a condition of the proposal. The contract
must be signed by the successful Vendor and the City; and the successful Vendor must comply with the equal
employment opportunity condition in the execution of the contract.
LAWS
Vendors shall comply with all applicable Federal, State, County and City laws, ordinances and regulations
applicable to the proposal and performance of the contract(s).
SPECIFICATIONS
Vendors shall ensure that they have full understanding of the requirements for this project. After proposals
have been submitted, the Vendor shall not assert that there was a misunderstanding concerning the
quantities of work or of the nature of the work to be done.
PERFORMANCE BOND
The winning vendor shall be required to post a One Thousand-dollar ($1000.00) Performance Bond This bond
may either be a cash bond, or an insurance bond. This bond will be used to offset costs in the event the
vendor "fails to perform" the services covered by this contract. The bond will be held at the City of Evansville
Controllers Office until such time this contract is nullified.
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