HomeMy WebLinkAbout10.E.1. Approval of Issuance of Request for Proposals for Organized Garbage and Recycling Contract General Business 10. E. 1.
SHAKOPEE
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
DATE: 02/05/2013
SUBJECT: Approval of Issuance of Request for Proposals for Organized Garbage and Recycling Contract (A)
Action Sought
Approve issuance of a Request for Proposal (RFP) for the City's organized garbage and recycling contract.
Background
In September, 2012, the City hired Foth Engineering (which partnered with Schaefer Consulting) to provide
assistance in preparing an RFP for a renewal of the City's garbage and recycling contract. The existing contract
has been extended twice and is to expire May 31, 2014. The City has been served by Dick's Sanitation since 2001.
Foth drafted an RFP, which was subsequently reviewed at three separate meetings of the City's Environmental
Advisory Commission. The EAC gave comprehensive and thoughtful feedback on issues in the RFP. A briefing
status report was then provided to the City Council on December 4th. Using the Council - provided input, staff and
the consultants modified the draft RFP, which was then reviewed and edited by the City Attorney's office.
The principles and goals for the contents of the RFP are as follows:
1. It was intended to keep the RFP and proposal document as simple as possible, yet provide for "state of the
art" best practices that are seen in the solid waste and recycling industry today. Two of the key components
is the option to go to the "single sort" recycling system, as well as provide the option for the City (and not the
hauler) to own the garbage and recycling carts.
2. It was desired to make the process as fair and transparent as possible to promote multiple, competitive, and
responsive proposals.
3. There is an intent to provide clear ground rules, and stick with them throughout the RFP process. Included in
that is a restriction on communications from prospective haulers to go through the City Administrator once
the RFP is released, so as to provide a single point of contact for all interested proposers, and eliminate the
possible individual lobbying of elected officials.
4. It is intended to promote complete proposals that are cost effective and responsive to the City's desire to
provide forward - thinking environmental protection and resource conservation, which is consistent with
County and State policies.
Once the proposed RFP is approved by the Council, it will be made available the prospective proposers no later
than February 20th. A link will be provided on the City's website, and notices of the RFP's availability will be
otherwise released and published.
Proposals must be submitted by March 20th. A proposal review committee made up of staff, consultants, and
perhaps one other outside governmental representative will review and evaluate the proposals. In May, the
committee will then report to the Council with a recommendation for the top proposal(s). (Council members
wishing to examine the individual proposals will be given that opportunity in advance). The Council will be asked
to authorize negotiations with the top proposal(s). If those negotiations are not successful, the committee will then
move on to negotiations with the next most highly ranked proposer.
It should be noted that there will be a number of considerations in the recommendation. Price will be very
important, but other evaluation criteria will include:
• Experience in the capacity to provide high quality service both in the actual collections and overall customer
service aspect;
• Positive references from other similar existing municipal customers;
• Responsiveness to the RFP requirements and instructions; and
• Overall environmental benefits, including innovations to continuously improve recycling and reduced
emission impacts.
Organic recycling collection will also be an option in the RFP. It is possible the City may phase in the organics
program (through subscription) in a new contract. The desire is to provide as much flexibility in the response
documents as possible, so that creative proposals may be considered.
It is intended that the contract will be awarded in June, 2013. That would provide sufficient time for new trucks to
be ordered by the company to whom the contract will be awarded, should those be necessary. It would also give the
City time to procure what could be could be as many as 22,000 collection carts, should the City choose to go with
the ownership option.
Representatives of Foth and Schaefer will be in attendance at the February 5th meeting to answer questions.
Recommendation
I recommend that the Council authorize issuance of the RFP, and direct staff to make the final document available
for public review no later than February 20th.
Budget Impact
The garbage and recycling contract is a contract for service paid directly by residents to the Contractor, and
therefore is revenue neutral to the City.
Relationship To Visioning
Goal A: Keep Shakopee a safe and healthy community where residents can pursue active and quality lifesyles.
Requested Action
The Council should, by motion, direct staff to issue the RFP for garbage and recycling services, and futher direct
that it should be made available for public access no later than February 20, 2013.
Attachments: RFP Part 1
RFP Part 2
RFP Part 3
RFP Part 4 -- Appendix
DRAFT
Request for Proposals for
e Comprehensive Residential Solid
.r
Waste and Recycling Services
Project I.D.: 12S052
Prepared for the City of Shakopee
129 South Holmes Street
Shakopee, MN 55379
952- 233 -9300
RFP Released no later than:
Wednesday, February 20, 2013
[Embargoed for official release until then]
Proposals due on: Wednesday, March 20, 2013 at 4:00 p.m.
Prepared by:
Foth Infrastructure & Environment
Together with;
Schaefer Consulting
9Foth ri
Schaefer
Consulting, LLC
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Request for Proposal
Comprehensive Residential
Solid Waste and Recycling Services
Contents
1 INTRODUCTION AND BACKGROUND INFORMATION 2
1.1 Service Summary 2
1.2 History and Summary of Current Solid Waste and Recycling Services 3
1.3 City Goals and Objectives of this RFP 3
1.4 Background Census Information 4
1.5 Estimates of Current Households Served Under This Contract 5
1.6 Other RFP Service Level Assumptions 6
1.6.1 Refuse Tonnages 7
1.6.2 Number of Residents with "Valet" (aka "Walk -Up ") Collection Service 7
1.6.3 Number of Residents with Extended Leaves of Absence / Suspended Service (aka
"Snow Birds ") 7
1.6.4 Number of Delinquent Accounts 8
1.6.5 Recyclables Tonnages 8
1.6.6 Number of Customers with Recycling Bins 8
1.6.7 Yard Waste Subscription Rates and Tonnages 8
1.6.8 Number of Overflow Bags of Yard Waste per Year; Seasonal Peaks 9
1.6.9 April Clean -Up Event and Other Special Events; 9
2 INSTRUCTIONS TO PROPOSERS 10
2.1 Summary of Instructions 10
2.2 Complete Proposals Required 10
2.3 Examination of RFP Documents 10
2.4 Restricted Communication 10
2.5 Proposals Held Confidential 11
2.6 Preparation and Submission of Proposals 11
2.7 Pre - Proposal Meeting 12
2.8 Written Questions May be Emailed to the City 12
2.9 City Responses to Questions; RFP Addenda 12
2.10 Alternate Proposals 12
2.11 Late Proposals Will Be Rejected 13
2.12 Proposal Bond 13
2.13 Withdrawal of Proposals 13
2.14 Minimum Qualifications of Responsive Proposers 13
2.15 Contract Period/Renewals 13
2.16 Proposal Evaluation Criteria 14
2.17 Proposers May Inspect City Routes and Facilities 14
2.18 Amendments to the Scope of Services 14
2.19 Review Committee 14
2.20 Contract Negotiations 15
2.21 Cost of Proposal Preparation and Negotiation 15
2.22 City Inspections of Proposers Trucks and Proposed Facilities 15
2.23 The City is Providing Best Available Information in this RFP 15
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
2.24 Proposals May be Rejected in Whole or Part 16
2.25 Proposers May Team with Other Companies 16
3 SCOPE OF SERVICE 17
3.1 Refuse Collection, Processing and Disposal 17
3.2 Recyclables Collection, Processing and Marketing 18
3.3 Refuse and Recycling Carts Ownership and Management 19
3.3.1 City -Owned Carts (Option #1) 19
3.3.2 Contractor -Owned Carts (Option #2) 20
3.3.3 Cart Transition Plan Required 20
3.3.4 RFID Chips as an Option; Not Required 20
3.4 Yard Waste Collection and Composting 20
3.5 Organic Waste Collection Plan 21
3.6 Extended Leave / Suspended Collections (aka "Snow Bird" Policy) 21
3.7 Other Residents May "Opt In" to City Contracted Service 22
3.8 Bulky Items and Other Special Collections 22
3.9 Refuse and Recyclables Collections from City Buildings and Park Facilities 22
3.9.1 City vs. Contractor Ownership of Recycling Carts Servicing City Facilities 23
3.10 Cardboard Dumpster at City's Public Works Garage 23
3.11 Collections from April Clean -up Day and Other Special Events 24
3.11.1 April Clean -Up 24
3.11.2 Other Special Events 24
3.11.3 Clean -Up Day and Other Special Events Shall be Billed Separately 24
3.12 Public Education 24
3.12.1 Contractor Public Education Tools (Required Minimums) 24
3.12.2 City Public Education Activities 25
3.12.3 Other Contractor - Provided Public Education Tools (Optional) 25
3.12.4 The City Shall Approve All Public Education Materials 26
3.13 Customer Service and Communications 26
3.14 Annual Report 26
4 PAYMENT TERMS 28
4.1 Delinquent Accounts 28
4.2 Proposed Price Elements 29
4.3 PAYT Increments in Disposal Costs 29
4.4 Tipping Fee Disposal Costs Shall be Itemized Separately 30
4.5 CPI Price Adjustment on the Non -Fuel Portion of the BCF 30
4.6 Fuel Adjustments on the Fuel Portion of the BCF 30
5 RECYCLABLES REVENUE SHARING 33
5.1 Revenue Sharing - RFP- Specified Formula 33
5.2 Revenue Sharing Changes Based on Material Composition 35
5.3 Revenue Sharing Payments and Quarterly Reports 35
6 INSURANCE AND OTHER LEGAL REQUIREMENTS 36
6.1 Anti - Discrimination 36
6.2 Certificate of Non - Barred Proposing 36
6.3 Data Practices Act 36
6.4 Record Keeping / Audits 37
7 PROPOSAL CONTENT 38
7.1 Qualifications Section 38
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
7.1.1 General Management 38
7.1.2 Financial Stability and Strength 38
7.1.3 Refuse and Recyclables Collection Experience 39
7.2 Overview of Services 39
7.2.1 Collection Proposal 39
7.2.2 Equipment and Route Description 39
7.2.3 Road Weight Restrictions 40
7.2.4 Cart Management and Administration 40
7.2.5 Public Education Plan 40
7.2.6 Management Plan 40
7.2.7 Clean -up Day Plan and Other Special Events 40
7.3 Safety Plan Required 41
7.4 Pollution Reduction and Environmentally Sustainability Plan Required 41
7.5 Price Proposals 41
PROPOSAL FORMS 42
Form A: Proposal Content Checklist
Form B: Proposer Information Questionnaire
Form C: Certification of Binding Signature
Form D: Certification of Independent Proposal Pricing
Form E: Price Worksheet
Form F: Proposed Prices for Special Collection of Bulky Item Categories
Form G: Itemized Listing of Trucks and Other Collection Equipment
Form H: Acknowledgement of Receipt of Addenda
Tables
Table 1 -1 Housing Units per Structure as per U.S. Census (a) 5
Table 1 -2 Estimated Cart Counts by Type and Level of Service as per Contract (a) 6
Table 1 -3 Tonnages of Refuse Collected in 2012 7
Table 1 -4 Tonnages of Recyclables Collected in 2012 8
Table 1 -5 Tonnages of Yard Waste Collected in 2012 9
Table 5 -1 Revenue Share Example 35
Attachments
ATTACHMENT A: TEMPLATE CONTRACT SPECIFICATIONS
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Request for Proposal
Comprehensive Residential
Solid Waste and Recycling Services
SUMMARY
Request for Proposals (RFP) (a)
The City of Shakopee, Minnesota is soliciting sealed proposals for the:
Comprehensive Residential Solid Waste and Recycling Services
RFP contents are inclusive:
(a) Full contents of this RFP includes all attachments incorporated into this RFP by
reference. Attachment A is the "Draft Service Agreement: Template Contract
Specifications" and is integral to this RFP. Responders must review and familiarize
themselves with the full RFP packet including all attachments and any addenda issued.
Issue and receiving office:
City of Shakopee, City Administrator
City Hall
129 South Holmes Street
Shakopee, MN 55379
Sole City contact person for all RFP communications:
Mark McNeill, City Administrator
MMcNeill @ci.Shakopee.mn.us
(952) 233 -9311
http: / /www.ci.shakopee.mn.us /garbage- recyclingRFP.cfm
RFP Time Schedule (b)
RFP released: February 8, 2013
Pre - proposal meeting: March 6, 2013; 9:30 a.m.
Proposals due March 20, 2013; 4:00 p.m.
(b) RFP Time Schedule is subject to change. Please continue to monitor the City's RFP web page at
http://www.ci.shakopee.mn.usigarbage-recyclingRFP.cfm
for schedule updates or other instruction amendments.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
1 INTRODUCTION AND BACKGROUND INFORMATION
1.1 Service Summary
The City of Shakopee is seeking proposals from qualified companies to provide a comprehensive
set of residential solid waste and recycling services. Generally, the residential curbside / alley
side collections are from single family housing units up through triplex buildings. Additional
exceptions include other properties which receive individual, curbside (or alley side) pickup
within the designated City service area. By ordinance, all residential properties below fourplex
within the City's sewered service area are required to use City — contracted refuse service.
The list of Contract services include, but are not limited to:
• City -wide, weekly refuse collection and disposal services.
♦ City -wide, every other week recyclable collection, processing and marketing services
under a single- stream system.
♦ Subscription, weekly yard waste collection and delivery to composting on a seasonal
basis.
♦ A Contractor plan for subscription organic waste (such as food waste) collection and
delivery for composting. This RFP requires the Contractor to submit an organic waste
collection plan to the City by the end of 2014. This is a new technology and service and
may not start collection operations until approximately 2015.
♦ Subscription "on- call" bulky item collection, processing and marketing or disposal
services. This may include other "on- call" special collections of other problem materials.
♦ Refuse and recyclables removal services from designated City buildings and park
facilities.
• Refuse and recyclables removal services from specified City Clean -Up Day.
♦ Public education services from the Contractor.
This RFP allows Proposers to submit proposals for refuse and recycling carts to be owned by the
Contractor or owned by the City. The City will make its decision as to which cart ownership
option to select based in part on evaluation of the proposals submitted.
The "city- wide" services (i.e., refuse and recyclables) mean that regularly scheduled collections
are provided to every residence that sets out refuse or recyclable materials as specified in this
request for proposals (RFP). All City residents covered by the Contract are required to pay for
these services.
The "subscription" services (i.e., yard waste, potential organic waste collection, and bulky items)
mean that these collections shall be made available to every City property, but provided to only
those households that sign -up with the Contractor and voluntarily pay the extra fees specified in
the Contract for these additional services. It is understood that Proposers may arrange for
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
transfer, processing, marketing and disposal services through other companies and facilities not
owned or operated by the proposing company. Proposals must specify the destination for each
type of material.
The Contractor shall be responsible for billing Shakopee residents directly. The final Service
Agreement (Contract) shall govern the terms and conditions of unit pricing, billing procedures,
and other customer service administration based on the successful proposal.
The new Contract shall commence operations on June 1, 2014 and continue through May 31,
2019, unless extended under the terms of this Contract for such extensions. All services (except
the new organic waste collection service) shall begin on June 1, 2014.
Attachment A to this RFP is the Draft Service Agreement: Template Contract Specifications and
is incorporated into this RFP by reference. All tentative details of the Contractor's scope of
services are included in this attached draft Service Agreement
1.2 History and Summary of Current Solid Waste and Recycling
Services
The City of Shakopee has had an organized residential refuse and recycling collection program
for over 20 years. A single Contractor provides residential garbage, bulk item pickup, yard
waste and recycling services for the eligible City residents. City Code (Sec. 3.15, Sub. 3)
requires all single family dwellings, duplexes, triplexes and all other residential units that receive
individual curbside pickup of refuse and have municipal water and sewer service to have refuse
service from the City's Contractor. Residents are billed by the Contractor quarterly for these
services as per the terms of the contract. Proposers should view the City's "Garabage and
Recycling 2013 RFP" web page (URL: http:/ /www.ci.shakopee.mn.us /garbage-
recyclingRFP.cfm) for more detailed information about the City's current program.
Recycling is currently a "dual- stream" system requiring residents to separate recyclables all
paper materials (such as newspapers, magazines, etc.) from rigid containers (cans, bottles and
plastic bottles). The City's Contractor must keep these two (2) streams of recyclable materials
separate during collection and marketing operations.
1.3 City Goals and Objectives of this RFP
The City intends to maintain its basic organized collection structure for contracting solid waste
and recycling services. Advances in technology and government policies suggest that the City
can modernize the services to Shakopee residents such that the scope and specifications for these
services need to significantly change. This RFP has been released to solicit competitive
proposals leading to a new Contract for a comprehensive set of solid waste and recycling
services with operations beginning on June 1, 2014.
The City would like to change to a "single- stream" recycling system from the current "dual -
stream" system. Such a change would use single- stream rolling carts and may require new
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
trucks by the Contractor. The City's final decision about making this change to single - stream
recycling will be dependent on the proposals received in response to this RFP.
Beyond consideration of a change to single- stream recycling, there are additional services that
the City may consider such as organic waste (e.g., separated food waste) collection. Single -
stream recycling should be implemented first. But if feasible, separate organic waste should also
be implemented at a later phase of this new Contract term. The City recognizes there are many
collection methods, new technologies and composting facilities available today for separated
residential organic waste. The City has made no decisions yet about the specific method of
collecting separated organic waste. Continued planning for separate organic waste collection
will be partially dependent on the proposals received in response to this RFP.
Single- stream recycling and source separated organic waste collection services are typically
provided using automated trucks and rolling storage carts. The City recognizes that the carts
have value beyond the end of a typical five -year collection contract and the City is considering
an option for the City to own the carts. The City's decision to own the refuse and recycling carts
in the future will be dependent on the details of the proposals received in response to this RFP.
At this time, the City does not plan on purchasing either yard waste and/or organics carts.
Many other improvements to the current operations are specified in this RFP and attached
Service Agreement (Contract) template (Attachment A). For example, the City has expanded the
list of City buildings and park facilities that will receive refuse and recyclables collection
services under this new Contract. Other changes are also specified. Proposers should read the
entire RFP, including Attachment A, to understand all service specifications and Contract
requirements.
1.4 Background Census Information
The City of Shakopee is a growing metropolitan community. As of the 2010 U.S. Census, there
were 37,076 people and 12,772 households residing in the city. The average household size was
2.83 persons per household. The City is approximately 29 square miles in area with 110 miles of
streets and 10.5 miles of alleys.
Table 1 below displays the U.S. Census - reported data on the distribution of the number of
housing units by number of housing units per structure. This data provides an approximate
description of total housing characteristics in the City, including a rough estimate of the larger
apartment buildings that are not served under this residential solid waste and recycling program
Contract.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Table 1 -1
Housing Units per Structure as per U.S. Census (a)
(Source: U.S. Census and the 2007 -2011 American Community Survey 5 -Year Estimates)
Number of Housing Units
per Structure Number Percent
1 -unit, detached 7,487 56%
1 -unit, attached 3,710 28%
2 units 139 1%
3or4units 141 1%
Subtotal of 1 to 4 units = 11,477 86%
5to9units 217 2%
10 to 19 units 153 1%
20 or more units 1,425 11%
Mobile home 43 0.3%
Boat, RV, van, etc. 0 0%
Total 13,315 100%
(a) These are U.S. Census Bureau estimates only and do NOT represent an estimate of the number of
households served under the Contract.
These are estimates derived from the U.S. Census Bureau's American Community Survey (ACS). These
estimates of housing units reflect boundaries of urban areas defined based on Census 2000 data. Boundaries
for urban areas have not been updated since Census 2000. As a result, data for urban and rural areas from
the ACS do not necessarily reflect the results of ongoing urbanization. Also, the ACS is a statistical survey
based on representative sampling and is not a universal census of all housing units.
1.5 Estimates of Current Households Served Under This Contract
By ordinance, all residential properties below fourplex within the City's sewered service area are
required to use City — contracted refuse service. Table 2 below displays the current estimate of
cart counts by size of refuse cart and the current estimated number of subscribers to the separate
yard waste service. These are best available estimates only and the City makes no guarantee of
the number of residents to be served.
Semi - annual field audits will be required to be submitted by the Contractor to verify the current
number of residents served. Proposers shall specify the proposed methods and schedules to audit
and verify active customer counts by service type (refuse, recycling, yard waste, organic waste,
etc.).
Last year, the City of Shakopee generated approximately 9,162 tons of refuse. Approximately
475 overflow bags of refuse are collected each month. Residents produced approximately 1,689
tons of yard waste. In addition to the yard waste in carts, approximately 1,500 to 2,000 bags per
month of overflow bags of yard waste is collected during the yard waste season. Residents are
billed directly by the Contractor for any compostable yard waste bags.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
The Contractor is obligated to pick up and dispose of ALL eligible materials during the contract
term at the Contract price regardless of volume generated. The City is divided into five (5)
sectors, Monday — Friday, one (1) for each day of the week. (See sector map and schedule in the
Attachment A — Draft Service Agreement: Appendix A — "Maps, Curbside and Alley collection,
of Refuse/Recycling Collection Sectors and Schedule ")
Table 1 -2
Estimated Cart Counts by Type and Level of Service
as per Contract (a)
(Source: Current Contractor)
Regular
Residential
Cart Size Households Townhomes TOTAL
Refuse Service:
35- gallon 827 5 832
65- gallon 4,481 2,657 7,138
95- Gallon 1,944 604 2,548
Refuse Service Subtotal 7,252 3,266 10,518
Yard Waste Service (subscription):
95- Gallon 1,744
Yard Waste Service Subtotal 1,744
(a) These are estimates only. The City makes no guarantee of the amount of residential
or townhome customers.
Other residential units outside of the City's sewer service area (also known as the Metropolitan
Urban Service Area, or within the "MUSA" line), are allowed to "opt in" to the City's contracted
refuse service. There are presently about 750 housing units that are primarily single family
detached dwelling units, triplex or smaller, outside of the MUSA line that could potentially be
serviced if these residents elected to "opt in" or if the City expands its MUSA line.
1.6 Other RFP Service Level Assumptions
Proposers shall use the following additional assumptions in estimating service levels for
purposes of estimating efforts in collection operations. These are best available estimates only
and do not represent any form of guarantee of minimum service levels.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
These same assumptions will be used by the City to estimate total costs per year and over the
five -year life of the Contract (without any projected annual increases or decreases) for each
responsive proposal. All proposals will be evaluated using the same assumptions.
Prospective Proposers should carefully review all service level assumptions listed in this RFP,
including the refuse cart counts listed in Section 1.5, "Estimates of Current Households Served
Under This Contract ". Questions, clarifications and suggested adjustments to these assumptions
are welcomed by the City at the pre - proposal meeting on March 6, 2013 or via email up through
March 4, 2013.
1.6.1 Refuse Tonnages
Table 1 -3 displays the most recent estimate of refuse tonnages collected (year -to -date through
mid - December 2012).
Table 1 -3
Tonnages of Refuse Collected in 2012
(Year to date through mid - December 2012)
Tonnage Month
729.83 January Total
618.37 February Total
740.65 March Total
765.42 April Total
853.51 May Total
873.56 June Total
777.37 July Total
915.28 August Total
744.27 September Total
786.45 October Total
868.83 November Total
488.67 December Subtotal
9,161.88 Grand Total
1.6.2 Number of Residents with "Valet" (aka "Walk -Up ") Collection Service
Approximately 56 residents receive Walk -Up (Valet) service under the current contract.
1.6.3 Number of Residents with Extended Leaves of Absence / Suspended Service (aka
"Snow Birds ")
Approximately 40 to 50 residents per year go on extended vacations (aka "snow birds ") such that
their refuse and recycling services are temporarily suspended and billing is put on hold.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
1.6.4 Number of Delinquent Accounts
The City and its current Contractor process about 300 past due accounts once a year. About 200
of these accounts pay their refuse bill balance at the beginning of the City's assessment and
hearing process. Thus, only about 100 accounts do not pay each year, are officially defined as
"delinquent accounts ", and are assessed through the property tax statements corresponding to the
offending property.
1.6.5 Recyclables Tonnages
Table 1 -4 displays the most recent estimate of recyclables tonnages collected (year -to -date
through mid - December for 2012).
Table 1 -4
Tonnages of Recyclables Collected in 2012
(Year to date through mid - December)
Tonnage Month
185.71 January Total
156.11 February Total
185.00 March Total
174.97 April Total
190.36 May Total
192.24 June Total
174.95 July Total
196.28 August Total
169.08 September Total
189.24 October Total
196.52 November Total
130.89 December Subtotal
2,141.35 Grand Total
1.6.6 Number of Customers with Recycling Bins
Approximately 80% of residents served under the contract have one (1) recycling bin, about 19%
have two (2) bins, and 1% has more than two (2) recycling bins.
1.6.7 Yard Waste Subscription Rates and Tonnages
Table 1 -5 displays the most recent estimate of yard waste tonnages collected (year -to -date, April
through November, 2012).
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Table 1 -5
Tonnages of Yard Waste Collected in 2012
(Year to date, April through November 2012)
Tonnage Month
139.11 April Total
213.27 May Total
125.57 June Total
141.45 July Total
183.36 August Total
241.36 September Total
424.73 October Total
220.53 November Total
1,689.38 Grand Total
1.6.8 Number of Overflow Bags of Yard Waste per Year; Seasonal Peaks
The number of overflow bags of yard waste is highly seasonal with the most number set -out by
residents during the peak leaf - raking season (i.e., mid to late October). Throughout the season,
the number of "on call" or overflow bags averages around 1,500 to 2,000 bags of yard waste per
month.
1.6.9 April Clean -Up Event and Other Special Events;
A single City- sponsored clean -up event is scheduled each year in the spring, typically on the
fourth Saturday in April. This clean -up event lasts about four (4) hours (which is the time open
to the public) at the City's Public Works garage. The Contractor will need to provide equipment
such as rear loaders, roll off trucks, roll off dumpsters and manpower for the event. The
Contractor is responsible for the collection and disposal of refuse, recycling, yard waste, and
bulk items like furniture and mattresses. Currently, the City contracts with a vendor to dispose
of electronics and tires.
Also, the City participates in other special events each year (e.g., "Derby Days ", which is held
the first full weekend in August). Although the typical services required of the Contractor in the
past has been for recyclables and refuse collection, the City may wish to consider adding organic
waste collections in the future to these other special events.
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2 INSTRUCTIONS TO PROPOSERS
2.1 Summary of Instructions
The deadline for submitting proposals is Wednesday, March 20, 2013 at 4:00 p.m.
Seven (7) hard copies of each proposal must be submitted. Envelopes or boxes shall be
marked & sealed per the instructions to proposers below. A CD -ROM disk containing an
electronic copy of the proposal must be included with the written proposal.
At the discretion of the Proposers, proposals may also be emailed, but hard copies are
still required.
Facsimile (i.e., "fax ") proposals will not be accepted.
2.2 Complete Proposals Required
Prospective Proposers are invited to submit a proposal for these services. Specifications, terms,
conditions and instructions for submitting proposals are contained in this RFP. This RFP
together with any addenda and the Contractor's proposal(s) shall be referenced and incorporated
into the final Service Agreement (Contract). If there is any discrepancy between the Contract
and the RFP or proposal, the Contract shall take precedence and prevail.
All responsive Proposers shall submit a complete proposal by submitting all information required
within this RFP. Failure to submit a complete proposal may result in the City rejecting that
incomplete proposal as non - responsive. The proposal documents (and CD ROM with an
electronic copy) shall be submitted in its entirety, in a properly identified and sealed envelope or
box to the City Administrator's office. Proposals must be received before the deadline for
submitting proposals - late proposals will not be considered.
2.3 Examination of RFP Documents
Before submitting a proposal, all Proposers shall carefully examine the specifications in this RFP
including the Service Agreement (Contract) template (Attachment A to this RFP), and shall fully
inform themselves as to all definitions, specifications and limitations of the Contract scope of
services. The Proposers shall indicate in their proposals on the required proposal forms their
proposed prices to cover the costs of all services included in this RFP.
Proposers must certify that they agree and accept all requirements within this RFP including the
Service Agreement. Any exceptions to the Service Agreement must be noted in Proposal and
changes highlighted in redline (M.S. Word "track changes ") form.
2.4 Restricted Communication
The City intends to provide equal and consistent communications to all prospective Proposers
throughout this RFP process. Therefore, it is critical that all communications about this RFP
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Comprehensive Residential Solid Waste and Recycling Services
after its release and up through final execution of the new contract be restricted to go through the
City's designated contact person:
Mark McNeill, City Administrator
MMcNeill @ci.Shakopee.mn.us
(952) 233 -9311
http: / /www.ci.shakopee.mn.us /garbage - recyclingRFP.cfm
2.5 Proposals Held Confidential
Immediately after the deadline for proposals to be submitted, only the company names of
Proposers submitting Proposals will be made public consistent with the Minnesota Government
Data Practices Act (M.S. 13.591, subd. 3(b)). All proposal documents shall be held as
confidential until a new, final Contract is fully executed.
If a Proposer wants the City to consider a portion of its proposal as confidential (e.g., trade secret
or proprietary data) pursuant to the Minnesota Government Data Practices Act, these sections of
their proposal must be submitted within a separate envelope and cover letter explaining the
reason for the request. The City will review any such request and make a final judgment on
whether these sections shall be held by the City as confidential per the Minnesota Government
Data Practices Act. Requesting that all or substantially all of the proposal be deemed
confidential may result in the proposal being considered non - responsive by the City.
2.6 Preparation and Submission of Proposals
Proposals shall be legibly prepared in both electronic and hard copy format. Proposals shall be
legally signed and the complete address of the Proposer given thereon.
Seven (7) hard copies of each proposal must be delivered to the City at:
City of Shakopee, City Administrator
City Hall
129 South Holmes Street
Shakopee, MN 55379
Seven (7) hard copies of the Proposal packets must also be submitted by that same deadline. All
copies must be submitted in sealed envelopes or boxes and plainly marked with the project
name: "Proposal for Solid Waste and Recycling Services in Response to the City's RFP ".
The City Administrator's office will maintain confidentiality of the contents.
The Proposal packets must also include a CD -ROM disk with the proposal in a Microsoft Office
(M.S.) format like Micro Soft Word and Microsoft Excel. PDF and/or other encrypted electronic
formats will not be accepted.
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At the discretion of each Proposer, proposals may also be emailed to Mark McNeill, City
Administrator, at MMcNeill @ci.shakopee.mn.us if received by the proposal deadline of
Wednesday, March 20, 2013 at 4:00 p.m. But hard copies are still required in any case.
Facsimile (i.e., "fax ") proposals will not be accepted.
2.7 Pre - Proposal Meeting
A pre - proposal meeting is scheduled for Wednesday, March 6, 2013 at 9:30 a.m. in the City
Council Chambers, 1st Floor City Hall, 129 South Holmes Street, Shakopee, MN. Attendance at
the pre - proposal meeting is not required but is strongly encouraged by the City to help Proposers
familiarize themselves with the scope and magnitude of the Contract and to discuss any
omissions or pending corrections in the specifications. Proposers are also encouraged to get
clarification from City staff at this pre - proposal meeting for unclear items.
2.8 Written Questions May be Emailed to the City
Proposers may email written questions to City Administrator, Mark McNeill,
(MMcNeill @ci.Shakopee.mn.us) up until 4:00 p.m. Monday, March 4, 2013. The City will send
out written answers to all emailed questions received by this deadline.
2.9 City Responses to Questions; RFP Addenda
Questions received and responses provided by City staff will be provided, in writing, to all
Proposers attending the pre - proposal meeting.
Substantive clarifications, additions or deletions in the specifications packet will be issued in
RFP addendum format. Proposers will be required to include or reference addenda for the
project to verify that they are aware of the change in scope or other amendments to the RFP.
The City will also post all responses to questions and any addenda on the City's web page at:
http://www.ci.shakopee.mn.us/garbage-recyclingRFP.cfm
2.10 Alternate Proposals
This RFP, together with the draft Service Agreement (Attachment A), provide the template for
the base Contract scenario definitions, conditions and scope of service specifications. These
base Contract requirements indicate the City's preferred scope of services.
Alternate proposals may be considered by the City if they are clearly marked as "Alternate
Proposals" and any changes from the base scenario Contract requirements clearly summarized
and itemized. Proposals that alter the base Contract requirements without so marking it as an
"Alternate Proposal" may be rejected by the City.
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Proposers are encouraged to submit a proposal under the City's preferred base scenario
specifications to be more fully responsive to this RFP. Proposers may submit two (2) or more
alternate proposals as long as they are marked accordingly and clearly described as such.
2.11 Late Proposals Will Be Rejected
Any proposal received at the office designated herein after the exact time specified for receipt,
may be rejected and not considered responsive.
2.12 Proposal Bond
A proposal bond in the amount of $5,000 payable to the City of Shakopee shall accompany each
proposal. At the option of the Proposer, the proposal bond may be in the form of: a cashier's
check, a certified check, or a proposal bond secured by a guarantee of a surety company. Any
proposal bond must be valid for a period of 90 days from the proposal's submission date and
must be renewable at the election of the City. No proposal shall be considered unless
accompanied by the required proposal bond. In the event the successful Proposer withdraws its
proposal after the proposal opening, or otherwise fails to execute the Contract, the proposal bond
shall be forfeited to the City as liquidated damages.
2.13 Withdrawal of Proposals
Proposals may be withdrawn in person or by an authorized representative without forfeit of the
Proposer's proposal bond, provided their identity is made known and a receipt is signed for the
proposal, but only if the withdrawal is made prior to the exact time set for receipt of proposals.
Any proposal may be withdrawn after proposal opening, but Proposers withdrawing after this
date may be required to forfeit their proposal bond.
2.14 Minimum Qualifications of Responsive Proposers
Proposals will only be considered and reviewed from companies that are engaged in the
providing solid waste and recycling services comparable to those described in this RFP packet.
Proposers should have solid waste / recycling contracts with at least one (1) city or township that
provide similar scope of services. A minimum of three (3) references of current customers is
required, at least one (1) of which should be a city or township where the Proposer is currently
(or recently) under contract.
2.15 Contract Period /Renewals
The term of the Contract shall be for a base period of five (5) years commencing operations on
June 1, 2014 and expiring on May 31, 2019. The actual Contract may be executed earlier to
allow for any required transition planning, but operations will not begin until June 1, 2014.
The City may opt to renew this contract for up to two (2), two -year periods under similar terms,
conditions and price schedules as per the base period Contract.
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2.16 Proposal Evaluation Criteria
The City Council will determine, in its sole discretion, considering various factors such as
(without limitation) those set forth below, which Proposer shall be awarded the Contract.
The following criteria will be used to evaluate proposals:
• Price schedules
(Estimated total costs over the five - year base Contract period.)
♦ Experience and capacity
(Demonstrated capability, including the company's financial condition.)
♦ References
• Thoroughness and responsiveness to this RFP
(Demonstrated understanding of the City's needs, goals, objectives and service
specifications and quality standards.)
• Overall environmental benefits
(Specific operations proposed and overall company approach and philosophy to
environmental protection and natural resource conservation.)
No one (1), single criterion will be determinative of the best proposal, and the foregoing list is
not exhaustive. All responsive proposals will be reviewed and compared with competing
proposals in order for the City Council to determine, in its sole discretion, which proposal is in
the best interests of the public.
2.17 Proposers May Inspect City Routes and Facilities
Prospective proposers are encouraged to tour the City's residential routes and the specified City
buildings and City parks to become familiar with the solid waste and recycling collection work
described in this RFP packet.
2.18 Amendments to the Scope of Services
The City may, at its own discretion, add services to or delete services from the scope of work
described in this RFP packet. The City will notify prospective Proposers of any such
amendments by issuing an addendum to this RFP. Prospective Proposers that attend the pre -
proposal meeting (see Section 2.7, "Pre- Proposal Meeting ", above) will be automatically notified
of any such RFP addenda.
2.19 Review Committee
The City will form a proposal review committee, to review and analyze the details of the
qualified submitted proposals, and to make a recommendation to the City Council. The City
Council retains the sole discretion to determine which Proposer shall be awarded the Contract.
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2.20 Contract Negotiations
City staff may negotiate with the top ranked Proposer as authorized by City Council for purposes
of finalizing a Contract based on this RFP and the draft Service Agreement (Attachment A). If
negotiations with the top- ranked Proposer are not successful, the City staff may then initiate
negotiations with second ranked Proposer, and so on. The City reserves the right to negotiate
specific work elements with a Proposer into a Contract. The City reserves the right to modify the
draft Service Agreement (Attachment A) based upon negotiation or the requirements of
applicable law.
2.21 Cost of Proposal Preparation and Negotiation
Proposers shall participate in this RFP procurement process at their own expense, including (but
not limited to) preparation of the required proposal materials. Also, Proposers shall not make
any claims whatsoever for reimbursement from City for the cost, expenses, or damages that may
be associated with this process. The City accepts no liability for costs and expenses incurred by
the Proposer in connection with this RFP, subsequent interviews, negotiations, and Contract
execution. The City reserves the right to terminate these RFP procurement proceedings at any
time.
2.22 City Inspections of Proposers Trucks and Proposed Facilities
All proposed services, trucks and facilities of the Proposer(s) with whom negotiations are
proceeding are subject to inspection, approval, and acceptance by the City, both during the
procurement process and after the execution of a Contract with the successful Proposer. The
City will give reasonable notice of such inspections. Proposers will not be responsible for
normal City inspection costs.
2.23 The City is Providing Best Available Information in this RFP
Throughout this RFP, the City and its advisors have exerted their best efforts to present
information and data applicable to this project that are as current and as accurate as possible.
The City is providing the information contained herein as a courtesy to the Proposers. It is the
Proposer's responsibility to use and verify this information during the proposal, negotiation, and
project - information periods.
Best efforts have been made to provide accurate information. However, the City and its advisors
make no guarantees or warranties that the information contained in this RFP or referenced
documents are accurate and complete. All summaries of laws and documents do not purport to
be complete, and proposers are referred to each such law and documents for a full and complete
statement of relevant provisions. In the event any of the summaries in the text are inaccurate, the
provisions of the actual laws and documents shall be controlling.
The City and advisors are not and shall not be liable for omissions or errors contained in the
RFP, and submittal of a proposal by a Proposer shall serve as the proposer's verification and
acknowledgement of the City's lack of liability.
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2.24 Proposals May be Rejected in Whole or Part
The City retains all of its rights throughout this RFP and contracting process. This includes, but
is not limited to, the right to:
♦ Reject any or all proposals.
♦ Reject all proposals and issue a revised, new RFP.
♦ Reject parts of proposals.
♦ Negotiate modifications of proposals submitted for purposes of finalizing and executing a
Contract.
♦ Accept part or all of the proposals on the basis of consideration(s) other than cost or
proposed rates.
♦ Negotiate with Proposers to obtain best and final offers.
♦ Terminate these RFP procurement proceedings at any time.
2.25 Proposers May Team with Other Companies
Proposers may subcontract with other companies. This is allowed as needed, but all such
primary contractor /subcontractor relationships must be explicitly described in each proposal. If
one (1) or more subcontractors are proposed, the subcontractor must be explicitly included in the
proposal when it is submitted to City. Any change in subcontractors after the proposal
submission date must be approved by the City. If a company chooses to submit a Team proposal
with another company, they may not respond to this RFP individually.
If a Team is awarded the Contract, there must be a single, prime Contractor identified as the
point of contact for the City. It shall be the responsibility of the prime Contractor to assure that
its subcontractor(s) complies with all City Contract requirements and any and all applicable laws,
rules and guidelines. The City has no oversight responsibility, liability or obligation directly to
any subcontractor.
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Comprehensive Residential Solid Waste and Recycling Services
3 SCOPE OF SERVICE
This section of the RFP summarizes the scope of services and the City's intent for system
changes and briefly discusses any options allowed. The detailed scope of services is more fully
described in Attachment A — "Draft Service Agreement: Template Contract Specifications" and
itemizes the City's preferred scenario of operating details.
3.1 Refuse Collection, Processing and Disposal
Refuse collection operations under the new Contract should be very similar to the current
system. Refuse collection and disposal system requirements include (but are not limited to):
♦ Weekly collection from 30- gallon, 60- gallon, or 90- gallon wheeled refuse carts. The
color and labeling of the refuse carts must distinguish them from the recycling carts,
organic waste carts, and yard waste carts.
♦ Refuse trucks equipped with fully automated lifting mechanisms are preferred but not
required by this RFP.
♦ Residents may set out extra "overflow" bags of refuse if they do not fit into the resident's
refuse cart (with the lid fully closed). Proposers must itemize their proposed extra
disposal and collection prices for each "overflow" bag of refuse.
♦ Proposers shall propose graduated rates for refuse disposal costs for the 30- gallon, 60-
gallon, or 90- gallon cart sizes.
♦ In general, refuse shall be collected curbside, with some alley side collection on selected
streets. Spring road weight restrictions require some of the households to be served alley
side to seasonally switch to curbside during these spring months. It is the responsibility
of the Contractor to properly educate residents of the dates of the switch from alley to
curbside collection as well as the switch back to alley collection.
♦ Pursuant to Minnesota State Statutes and County policies, the Contractor must arrange
for delivery of refuse collected under this new Contract to be delivered to a mixed MSW
resource recovery facility and must not be purposefully sent directly for disposal to a
landfill. This RFP requires Proposers to document their planned arrangements for such
refuse processing, either through a transfer station or direct to a mixed MSW resource
recovery facility. Proposals must include written certification that adequate processing
capacity has been secured with current 2013 and forecasted 2014 tipping fees explicitly
listed.
♦ This RFP requires disposal costs to be explicitly itemized separate from collection fees.
Future changes in refuse disposal tipping fees at the designated resource recovery facility
and/or transfer station will be the basis for any annual adjustments to the Contracted
refuse disposal costs.
♦ This RFP requires that residential refuse collected from Shakopee under this Contract
will be kept separate from other materials. Shakopee loads of residential refuse shall be
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Comprehensive Residential Solid Waste and Recycling Services
weighed on designated truck scales and weights reported to the City. The Contractor
shall retain truck scale weight tickets for City inspection upon request.
♦ Refuse carts may either be owned by the Contractor or the City under the new Contract,
depending on proposals submitted and the City's subsequent decisions. (See RFP
Section 3.3, "Refuse and Recycling Carts Ownership and Management" for more details
on this option.)
♦ Proposers should provide a specific list of resident instructions for preparing and setting
out refuse carts and overflow refuse bags.
♦ Proposers must clearly summarize their customer service plans, including lines of
communication with City residents and City staff.
3.2 Recyclables Collection, Processing and Marketing
The City intends to change its recycling program to a "single- stream" program under the new
Contract starting operations on June 1, 2014. This base scenario, "single- stream" recyclables
collection and processing system requirements include (but are not limited to):
♦ Every other week ( "EOW ") recyclables collection from a 90- gallon wheeled recycling
carts. The color and labeling of the recycling carts must distinguish them from the refuse
carts, organic waste carts and yard waste carts.
♦ Recycling trucks equipped with fully automated lifting mechanisms are preferred but not
required by this RFP.
♦ A more complete list of recyclables including the following new materials: all rigid
plastic containers made from plastic resin types #1 through #7; old boxboard; and aseptic
cartons (e.g., milk cartons and juice boxes).
♦ A recyclables revenue sharing formula (with RFP- specified industry published indices)
shall be used by the Contractor to calculate the City's recycling credits. Proposers shall
propose the percent of the City's recyclables revenue share (in percent of net revenue
after processing fees) and the processing fee (in $ per ton of all recyclables). This RFP
provides assumed recyclables tonnages by commodity for calculating estimated material
revenues and City credits.
♦ Single- stream recycling is preferred by the City. If Proposers propose dual- stream
recycling as an alternate proposal, they should also include a single - stream recycling base
proposal scenario to remain more fully responsive to this RFP.
♦ Proposers must identify their proposed recyclables processing facility or transfer station.
♦ This RFP requires that residential recyclables collected from Shakopee under this
Contract will be kept separate from other materials. Shakopee loads of residential
recyclables shall be weighed on designated truck scales and weights reported to the City.
The Contractor shall retain truck scale weight tickets for City inspection upon request.
♦ Recycling carts may either be owned by the Contractor or the City under the new
Contract, depending on proposals submitted and the City's subsequent decisions. (See
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RFP Section 3.3, "Refuse and Recycling Carts Ownership and Management" for more
details on this.)
♦ Proposers should provide a specific list of resident instructions for sorting recyclable
materials and setting out recycling carts.
• Recycling trucks should be clearly marked as such to distinguish from refuse and yard
waste trucks.
3.3 Refuse and Recycling Carts Ownership and Management
The City recognizes that the carts have value beyond the end of a typical five -year collection
contract and the City is considering an option for the City to own the refuse and/or recycling
carts. Under the present system, the City's current Contractor owns the refuse carts and the City
owns the recycling bins used in the dual- stream recycling system. The City's decision to own
the refuse and/or recycling carts in the future will be dependent in part on the details of the
proposals received in response to this RFP.
In either case, this RFP requires that the Contractor shall be responsible and pay for all aspects of
cart management and operations including (but not limited to): transportation from the
manufacturer, ordering, receiving, assembly, distribution (aka new cart "roll out "), excess cart
inventory, spare parts inventory, warranty maintenance and other repairs. Damaged or unusable
containers (carts or recycling bins) must be recycled. All costs incurred in recycling old curbside
bins and new carts damaged beyond repair shall be the responsibility of the Contractor at no
additional cost to the City. The Contractor will provide documentation showing the City where
the containers were recycled.
The City does not yet have preference for refuse and recycling cart ownership: Contractor owned
vs. City - owned. Proposers are encouraged to specify one or the other option, or both. In any
case, the Proposers shall clearly indicate which option they are proposing and label their
corresponding proposal as such.
The City does not intend to own the yard waste carts at this time. Under the seasonal,
subscription yard waste system, it makes more sense for the Contractor to own these yard waste
carts. However, City yard waste cart ownership could be proposed as an alternate proposal.
The Contractor shall include their proposed cart ownership details in their organic waste
collection plan. The City does not intend to own any special organic waste carts at this time.
3.3.1 City -Owned Carts (Option #1)
Under this option, the City would purchase and own the refuse and/or recycling carts. The
Contractor would still order (as per the specifications in the Contract), arrange for shipment from
the cart manufacturer, assemble, deliver, store excess inventory (i.e., provide "warehouse"
services), repair or replace damaged carts, manage all aspects of warranty repairs and excess
inventory, maintain and distribute the carts. Cart distribution services would include both the
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initial cart rollout and ongoing cart replacements (i.e. new customers, service changes,
replacement of damaged containers, etc.) during the term of the Contract.
3.3.2 Contractor - Owned Carts (Option #2)
Under this second option, the Contractor would purchase and own all of the carts. Proposers
must clearly specify their proposed container color, hot- molded or adhesive sticker logos, and in-
mold label (IML) /adhesive sticker of recycling and refuse instructions. A reference example of
IML recycling /refuse instructions (e.g. from another existing City recycling or refuse program)
must be included in the proposal packet.
3.3.3 Cart Transition Plan Required
Proposers shall include a summary plan for any transition operations required between the
current contract operations and the new Contract operations. For example, if old carts and /or
recycling bins need to be replaced by new carts, the Proposer shall include a summary that
adequately describes these transition operations (e.g., timing and content of any public notices
about cart/recycling bin switches, etc.). The Contractor shall be primarily responsible for all
aspects of the transition operations, but shall keep the City fully informed of field operations
during the transition period. This RFP requires that the successful Contractor submit a more
detailed cart management and transition plan within two (2) months after the new Contract has
been fully executed (approximately August 2013).
3.3.4 RFID Chips as an Option; Not Required
Proposers may (but are not required to) propose that the City specify new carts that have radio
frequency identification (RFID) chips installed into the new carts at time of manufacture. Such
RFID systems are a convenient and cost - effective means for the Contractor to maintain an
accurate record of cart inventories and resident account details (e.g., cart size, frequency of set -
outs, etc.). It should be noted that such RFID systems are able to read only specific RFID chips
installed into the cart and cannot identify any materials within the cart. RFID systems are simply
an automatic means to correlate and record cart serial numbers. Proposers should specify their
plans for any RFID or alternative methods of cart inventory and set -out counts.
3.4 Yard Waste Collection and Composting
Yard waste collection operations under the new Contract should be very similar to the current
system. Yard waste collection and disposal system requirements include (but are not limited to):
♦ Subscription, weekly yard waste collection and delivery for composting on a seasonal
basis from approximately April through November each year.
♦ Eligible residents may subscribe for regular yard waste collection service and receive a
60- gallon yard waste cart, or customers can set out yard waste on an "on- call" basis by
the bag.
♦ Proposers must provide proposed prices for yard waste cart service and price per bag.
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• In either case (regular yard waste cart service or "on- call" bag service), customers will
communicate with and pay the Contractor directly.
♦ Proposers must identify their proposed composting facility or yard waste transfer station
to be utilized.
♦ Yard waste carts shall be owned by the Contractor. The City is not considering the
option of owning the yard waste carts at this time.
♦ Proposers should provide a specific list of resident instructions for preparing and setting
out yard waste carts and compostable yard waste bags.
3.5 Organic Waste Collection Plan
This RFP requires that the Contractor will submit a plan by the end of 2014 for source separated,
residential organic waste collection and delivery for composting. Service may not start
collection operations until approximately 2015 and may begin with a limited pilot program to
test proposed operations.
The City recognizes there are many collection methods, new technologies and composting
facilities available today for separated residential organic waste. The City has made no decisions
yet about the specific method of collecting separated organic waste. Continued planning for
separate organic waste collection will be partially dependent on the proposals received in
response to this RFP and the innovations proposed by the selected Contractor.
The City currently envisions this to be a new carted, subscription service similar to yard waste
collection, but provided twelve (12) months per year, not seasonal. Starting the organic waste
collection service on a subscription basis will provide a voluntary means to evaluate resident
interest and compliance with program instructions before consideration of city -wide service and
fees. At this time, the City has no plans or proposed options for City purchase or ownership of
separate organic waste carts.
Proposers should describe any experience they have with residential organic waste collection
programs. Proposers should also briefly summarize how they will approach the process of
developing of an organic waste collection plan for the City of Shakopee. Finalization of organic
waste collection operations and service fees will be a separate negotiation between the City and
the Contractor and will not begin until approximately January 2015. The City reserves the right
to discontinue planning for organic waste collection at any time.
3.6 Extended Leave / Suspended Collections (aka "Snow Bird" Policy)
A resident that is absent from his /her residence for a period of thirty (30) consecutive days or
more may qualify to temporarily stop City contracted refuse and recycling services, including
payment obligations. It is the resident's responsibility to contact the Contractor to request the
temporary stop and provide stop and restart dates at time of the request.
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3.7 Other Residents May "Opt In" to City Contracted Service
Other residents outside of the City's sewer service area and residents in buildings larger than
triplexes may elect to "opt in" to the City- contracted services on a voluntary basis. The rates,
definitions and other specifications for collection services for residents that "opt in" will be
treated the same as other properties within the service area.
3.8 Bulky Items and Other Special Collections
Bulky item collection operations under the new Contract should be very similar to the current
weekly curbside collection system. The Contractor shall provide bulky item collection,
processing and marketing or disposal services on an "on- call" basis. This may include other "on-
call" special collections of other problem materials.
Proposers shall use Form F in this RFP to specify proposed bulky item collection prices.
Proposers should provide a specific list of resident instructions (including notifying the
Contractor) for preparing bulky items and other problem materials requiring special collections.
The Contractor shall maintain a record of bulky items and other problem waste special
collections. The Contractor's annual report shall summarize the counts of these special
collections and describe the type of materials collected. This annual report should also
summarize the disposition of all materials.
The City's intent in this RFP is to maximize the amount of recycling and other recovery of bulky
items and other problem materials. Proposers shall summarize how they will accomplish this
goal and how their actual performance will be reported.
3.9 Refuse and Recyclables Collections from City Buildings and Park
Facilities
Weekly collection operations from City buildings and City park facilities under the new Contract
should be similar to the current system. Two (2) improvements in the new Contract include a
change to a single- stream recycling system and adding seasonal, single- stream recyclables
collection service from designated City parks. The detailed listing of specified City buildings
and City park facilities, along with their estimated level of refuse and recyclable collection
service, is included in Attachment A — Draft Service Agreement as "Appendix B — List of City
Buildings, Parks and Other Facilities to be Served by the Contractor ". Proposers are encouraged
to visit these facilities to become more familiar with the specifics of proposed collection
operations. The City reserves the right to add other similar future facilities after consultation
with the Contractors.
The Contractor will provide at least weekly seasonal recyclables collection at selected parks
facilities. Seasonal collection is estimated to be April 1 - October, 31; however, these dates are
subject to change by the City. Parks that currently have, or are planned to have, parking lots, are
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Comprehensive Residential Solid Waste and Recycling Services
listed in the Attached draft Service Agreement's Appendix B — "List of City Buildings, Parks
and Other Facilities to be served by the Contractor ". It is the City's intention to place recycling
carts at the perimeter of the parking lots to take advantage of collection efficiencies as part of the
new residential, single- stream recycling routes.
A more specific plan and schedule of service, including seasonal adjustments, will be developed
by the City and the Contractor and then amended to the Contract. This plan will provide
sufficient details including (but not limited to) the number of carts at each park, any additional
specifications for the carts (e.g., stickers with instructions, standardized recyclables holes cut into
the lid, automatic lid locking /unlocking device), and specific cart placement locations.
The volumes of refuse and recyclables collected from City facilities shall be reported separately
from residential material. The Proposer shall propose how they intend to estimate tonnages of
refuse and recyclables collected from City facilities. For example, the Contractor may count
cubic yards of actual collection service for each material type and convert to tonnage estimates
using assumed density conversion and container fullness factors.
This RFP retains the current "free" system (i.e., no added charges to the City) for this added
service of collections from City buildings and park facilities. High quality service to these City
facilities is expected, including collections and customer service communications.
3.9.1 City vs. Contractor Ownership of Recycling Carts Servicing City Facilities
[THIS RFP AND THE CURRENT ATTACHED VERSION OF THE DRAFT SERVICE
AGREEMENT LISTS TWO (2) CART OWNERSHIP OPTIONS. THE FINAL SERVICE
AGREEMENT WILL SPECIFY CITY OR CONTRACTOR CART OWNERSHIP.]
[OPTION #1] The City will own the recycling carts stationed at City Buildings and Parks, but
the Contractor will be responsible to provide recycling collection services and cart maintenance
in the same manner as the residential service requirements.
[OPTION #2] The Contractor will own the recycling carts and be responsible to provide
recycling collection services and cart maintenance in the same manner as the residential service
requirements.
3.10 Cardboard Dumpster at City's Public Works Garage
The Contractor will provide at least one (1) free dumpster, at a location to be specified, by the
City (e.g., the City's Public Works Garage parking lot), for drop -off and recycling by City
residents of old corrugated cardboard (OCC).
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Comprehensive Residential Solid Waste and Recycling Services
3.11 Collections from April Clean -up Day and Other Special Events
3.11.1 April Clean -Up
The City of Shakopee in conjunction with Scott County traditionally sponsors a spring clean -up
day in April each year (see additional details in RFP Section 1.6.9). The program results in a
high level of bulky items and other special waste delivered by residents. The clean -up event
lasts about four (4) hours (which is the time open to the public). The Contractor will need to
provide adequate manpower and equipment such as rear loaders, roll off trucks, roll off boxes,
and /or dumpsters for the event. The Contractor is responsible for the collection, recycling and /or
disposal of refuse, recycling, yard waste, and bulky items. Currently, the City contracts with a
vendor to dispose of electronic waste items and tires. The City will work with the Contractor
each year to plan and schedule this April clean -up day event.
3.11.2 Other Special Events
The City participates in other special events throughout the year (e.g., "Derby Days ", etc.). The
Contractor shall provide for at least refuse and recyclables collections at these other special
events. The City may also request separate organic waste collections. The City will work with
the Contractor to plan and schedule these other special events.
3.11.3 Clean -Up Day and Other Special Events Shall be Billed Separately
The annual spring clean -up day and other special events shall be billed separately to the City of
Shakopee. Upon receipt of an itemized invoice approved by the City, the City will reimburse the
Contractor for tipping and disposal fees, and pre- approved staffing costs. The City reserves the
right to bid out these clean -up day / special events collection services as a separate contract.
These additional special event collections may be severed from the other scope of services in the
Service Agreement.
3.12 Public Education
The City intends to enhance public education efforts as a part of this new Contract for
comprehensive solid waste and recycling services. This RFP specifies minimum public
education requirements for the Contractor.
3.12.1 Contractor Public Education Tools (Required Minimums)
The Contractor shall provide a series of minimum public education tools to resident customers in
Shakopee. This Section provides for specific Contractor public education requirements below.
The following are public education products required of the Contractor:
♦ "Annual Calendar" — The Contractor shall produce and direct mail an annual calendar
specific to the City of Shakopee refuse and recycling program. Five (5) versions shall be
produced customized by collection day / route. The calendar shall specify the days of
collection for refuse and recyclables for that route. The calendar shall also clearly
itemize all acceptable and prohibited items in a manner that is consistent with this RFP
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Comprehensive Residential Solid Waste and Recycling Services
and the Contract terms. This annual calendar shall be sent to all Shakopee residents /
customers under this Contract by December 20 of each year.
• "Quarterly Newsletter" — The Contractor shall produce a quarterly newsletter that
provides updates on important and current news items about the City's solid waste and
recycling program. The newsletter may be electronic form (e.g., sent via email or
available on the Contractor's website), in hard -copy written form (e.g., as a direct mail
piece as an enclosure with quarterly invoices), or both. Proposers shall clearly specify
how they intend to produce and distribute their quarterly newsletter in their proposals.
• "Recycling Cart Hang Tags" — The Contractor shall produce and attach single- stream
recycling education hang tags to the new recycling carts at time of cart distribution. The
content of these hang tags shall include:
• The full list of all recyclable items as per the attached draft Service Agreement
(Contract) Section 4.1 shall be included.
• Cart set out and care instructions (e.g., where and how to place the carts; periodic
washing of carts; etc.).
3.12.2 City Public Education Activities
The City will also have a series of public education responsibilities including such activities as:
♦ With advice from the Contractor, adopting clear and reasonable standards for residents to
comply with solid waste and recycling program requirements (e.g., How and when to set
out carts for Contactor pickup; Types of materials that are acceptable vs. prohibited;
Sorting and preparation instructions; etc.).
♦ Maintaining and updating the City's refuse and recycling website page including the
residents' compliance standards and the Contract rates and fees.
♦ Customer service complaint line for residents to call if they are not satisfied with the
Contractor's service. (Residents must first contact the Contractor before contacting the
City.)
Other City public education tasks may be proposed. Any other City tasks must be agreed to by
both parties as part of the final Contract negotiations.
3.12.3 Other Contractor - Provided Public Education Tools (Optional)
The City encourages Proposers to be creative and assertive in proposing other public education
tools. Examples of other, optional Contractor - provided public education tools could include (but
are not limited to):
♦ Contractor's own web page specific to Shakopee.
♦ Other electronic /social media (e.g., email blasts, blogs, etc.).
♦ Residential recycling awards as additional incentives to participate in the City's recycling
program.
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Comprehensive Residential Solid Waste and Recycling Services
♦ "Leave behind education tags" — If the resident sets out a prohibited item that cannot be
collected, the Contractor's collection crew leaves behind a reminder card / notice for the
resident that is left with or attached to the prohibited item. This is a very valuable and
effective education tool, but not always feasible. Proposers may propose this or a
substantially equivalent tool for educating residents when they set out prohibited items.
The City will review all proposals for their public education plans as part of its "overall
environmental benefits" evaluation (see RFP Section 2.17, "Proposal Evaluation Criteria ").
3.12.4 The City Shall Approve All Public Education Materials
The Contractor shall submit "camera ready" draft versions of any and all public education
materials for review and approval by the City at least two (2) weeks prior to going to print or
release. This requirement will be facilitated by close coordination between the Contractor and
the City on all public education plans.
3.13 Customer Service and Communications
Proposers shall summarize customer service and resident communications plans. The Contractor
shall maintain throughout the duration of the Contract a designated single contact person who is
located in the Twin Cities area and who has sufficient authority to resolve issues when officially
notified by City staff.
3.14 Annual Report
The Contractor shall submit an annual progress report to the City by February 1 of each year.
The Contractor shall also present a summary of this annual report to the City. This annual report
shall include:
• Program results (year to date): Performance statistics including:
➢ Number of refuse accounts by service level
➢ Number of refuse overflow bags
➢ Refuse tonnage from residents
➢ Recycling tonnage from residents
➢ Recyclables composition estimates based on actual sorts from Shakopee recyclables
➢ Recycling set -outs and participation rates
➢ Amount of recycling revenue share
➢ Number of yard waste cart subscriptions
➢ Number of yard waste "on- call" or overflow bags set -outs
➢ Number of bulky item "on- call" collections
➢ Refuse tonnages from City buildings and parks facilities
➢ Recyclables tonnages from City buildings and parks facilities
➢ Any recycling rewards or other recognitions
• Any changes in rates or fees:
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Comprehensive Residential Solid Waste and Recycling Services
➢ Past rate or fee changes due to CPI or fuel adjustments since the beginning of the
Contract
➢ Proposed rate or fee changes due to changes in tipping fees
• Summary of customer service complaints (e.g., counts of customer calls by type of
complaint, summary of how these were resolved, etc.)
• Any other notable issues or happenings over the past year (e.g., changes in service
standards)
• Recommended updates to five (5) year program plan including:
➢ Next steps in the organic waste plan (e.g., collection pilot)
➢ Annual focus for public education
➢ Any rate changes anticipated
➢ Updated discussion and any recommended changes in the rate schedule to improve
the "Pay As You Throw" increments between each refuse service level rate
• Recommended public education plan for the next year including:
➢ Production and City approval schedules for annual calendar and quarterly newsletter
➢ Other recycling public education action steps for the next year
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4 PAYMENT TERMS
The Contractor shall be responsible for billing Shakopee residents directly and offer residents the
ability to pay and receive bills electronically. The final Service Agreement (Contract) shall
govern the terms and conditions of unit pricing, billing procedures, and other customer service
administration based on the successful proposal.
This section describes how the payment terms in the final Contract will be calculated, including
itemization of individual price components. This RFP and Draft Service Agreement
(Attachment A) requires the base collection fee for refuse (BCF- refuse) to be itemized separately
from the disposal fee (i.e., refuse tipping fee). If actual costs change, annual fee adjustments are
allowed based on published indices (e.g., CPI, diesel fuel prices), changes in tipping fees, and the
formulae specified in this RFP. Similarly for recycling, this RFP allows the base collection fee
for recyclables (BCF- recyclables) to be adjusted if costs in the published indices (e.g., CPI,
diesel fuel prices) change.
Any and all rate or fee increases must first be proposed by Contractor and then must be approved
by City Council before they can become effective. Any attempt by the Contractor to increase
any rate or fee, without City Council approval, shall be null and void, and may subject the
Contractor to the default remedies of the Contract. Also, any proposed request for retroactive
City approval of any rate or fee increase already imposed on residents may be denied by the City.
Fee decreases can be implemented by Contractor without City approval, but must be reported to
the City Administrator at least two (2) weeks prior to the decrease.
4.1 Delinquent Accounts
Delinquent accounts shall be defined as those residents who have not paid and are over four (4)
months past due. The Contractor will be responsible for collecting all charges from each unit
and may not hold the City responsible for any uncollectible charges. The Contractor shall make
good -faith efforts to collect all amounts due, including but not limited to: past due notification
mailings, phone calls and use of a collection agency. All such efforts shall be documented and
paid for by the Contractor.
For residential properties with delinquent accounts where the ratepayer is different from the
property owner, the Contract shall also notify the property owner. This notice shall mention the
City policy to allow the Contractor to submit delinquent accounts to the City for consideration,
review and approval for the past due amount to be placed as an assessment on the property taxes.
At least two (2) weeks prior to mailing, the Contractor shall submit to the City a draft of this
notice for City review and approval.
If the amount continues to be delinquent past the four (4) months from the account being
declared "past due" by the above entity, the Contractor may submit these delinquent accounts
once a year by September 1 to the City for consideration and review. The Contractor shall
submit a written request to the City of Shakopee with adequate documentation of the efforts
made to collect the past due amounts. The City may then declare the amount delinquent in
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Comprehensive Residential Solid Waste and Recycling Services
approximately October each year. If the City determines that a good faith effort was made and
that adequate documentation was submitted, the City shall place the amount on the property
taxes associated with the property for which the amount is due. The City shall follow all legal
practices required by the state and city ordinance to assess the delinquent amount to the property.
If the delinquent account is placed on an official City assessment notification list, the City has
the right to charge fees to the delinquent account to cover its fees associated with the assessment
process.
If the residential account is deemed delinquent, the Contractor may switch the refuse container to
the smallest container offered by the Contractor. However, the Contractor may not suspend
refuse and/or recycling services to the delinquent account.
4.2 Proposed Price Elements
All proposers shall submit a complete Price Worksheet (Form E). If the Proposer is awarded the
Contract, this Price Worksheet will be the basis for final terms of the City- approved rate
schedule.
The Price Worksheet requires proposers to itemize rates for single - family through triplexes vs.
townhomes. The Price Worksheet also requires proposers to split the individual elements of its
collection and disposal costs. The BCF- refuse is the proposed rate for refuse collection service
per household per month. The BCF- refuse shall be exclusive of all other charges, tipping fees
and taxes (e.g., State Solid Waste Management Tax). Similarly the Price Worksheet requires
Proposers to propose their recycling rate as a base collection fee for recycling (BCF - recyclables).
Proposers are also required to propose the percent of their base collection fees that are related to
"non- fuel" and "fuel" costs so that a comparable fuel adjustment price can be estimated by the
City on fuel related collection costs. Also, a CPI adjustment can be applied to the non -fuel
portion.
4.3 PAYT Increments in Disposal Costs
Proposers shall provide a graduated refuse rate schedule for the refuse disposal costs for each
service level / cart size that is often known as "pay as you throw" (PAYT) to help encourage
recycling and waste reduction by residents. Proposers shall provide a PAYT refuse disposal rate
schedule that complies with requirements of Minnesota Statutes (M.S. 115A.9301). The City
defines its 30- gallon refuse rate as the "base unit size for an average small quantity household
generator" as required by this Minnesota Statute. Proposers shall propose refuse disposal rates
for 60- gallon and 90- gallon rates that are incrementally higher than the 30- gallon refuse disposal
rate. The City policy is to encourage Proposers and its Contractor to maximize the PAYT
increments between each refuse service level rate. The relative percent difference of these
PAYT increments proposed will be considered by the City as part of its review of environmental
aspects of all proposals submitted. The City and the Contractor shall evaluate the option of
increasing the PAYT increments in future contract years based on the Contractor's
recommendations within their annual report to the City (see Section 3.10).
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4.4 Tipping Fee Disposal Costs Shall be Itemized Separately
The Contractor shall directly pay the refuse disposal tipping fees as per the terms of the Contract.
Disposal cost elements of the residential refuse rates will be based on the refuse disposal fees
proposed by the Proposer in Form E — Price Worksheet.
The refuse disposal costs in the Contract will be adjusted annually to reflect changes in actual
tipping fees. The actual March 2013 tipping fee at the refuse disposal facility or transfer station
will be defined as the benchmark disposal price. The Contractor's refuse disposal costs will be
adjusted proportionally each year based on the change in actual tipping fees compared to the
benchmark tipping fee disposal price.
4.5 CPI Price Adjustment on the Non - Fuel Portion of the BCF
The collection fees for 2014 will be set in accordance with the base collection fees (BCF)
contained on the Price Worksheet (Form E) for both refuse and recyclables collection services
(BCF- refuse and BCF - recyclables). The non -fuel portion of the BCFs payable for each
successive Contract year shall equal the BCFs fee payable for the previous Contract year
adjusted proportionately by the annual Consumer Price Index (CPI). The CPI for the month of
May will be defined as the benchmark CPI month. The non -fuel portion of the BCF will be
adjusted by the relative change each year compared to the benchmark CPI, or three percent (3 %),
whichever is lower. The published index for determining the annual percent change of the CPI
will be the Federal Reserve Bank of Minneapolis. Each annual adjustment of the non -fuel
portion of the BCF will be based on the benchmark CPI index of the previous year.
4.6 Fuel Adjustments on the Fuel Portion of the BCF
The fuel portion of the BCF will be adjusted per the final terms in the Contract and based on the
successful proposers Price Worksheet (Form E). The fuel portion of the BCF will be adjusted
annually to reflect the percent change in indexed diesel or natural gas prices.
If the Proposer proposes to use primarily diesel fuel for their trucks serving Shakopee, the index
shall be the "Retail, On- Highway Diesel Prices — Average All Types, Midwest Region" as
determined and published by the U.S. Department of Energy (DOE), Energy Information
Administration (EIA). (See EIA web page at
http: // tonto. eia. gov / dnav /pet/hist/LeafHandler.ashx ?n= PET &s =EMD EPD2D DPG
&f =W.)
If the Proposer proposes to use primarily compressed natural gas (CNG) fuel for their trucks
serving Shakopee, the index shall be the "Henry Hub Natural Gas Spot" price as determined and
published by EIA. (See web page at http://www.eia.govidnaving/ng_prifut sl_d.htm.)
In either case, the Contractor may elect to request City approval of an annual fuel price
adjustment for the next Contract year (June through May) if the price of their specified fuel has
gone up over the past year. The Contractor must submit its written request for said fuel
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Comprehensive Residential Solid Waste and Recycling Services
adjustment increases by May 7 each year otherwise no increase shall be allowed. Decreases in
fuel price adjustments shall be automatically implemented without City approval.
The RFP- specified index shall be used to establish the average annual fuel price of the previous
year (May through April). The fuel portion of the BCF payable for each successive Contract
Year (CY) shall equal the BCF fee payable for the previous year adjusted proportionately by the
annual fuel index. The fuel portion of the BCF will be adjusted by the relative change each year
compared to the previous year.
Two (2) hypothetical examples follow to help illustrate the requirements of this RFP- specified
fuel adjustment formula.
Example #1 of Allowed Fuel Adjustment
[Hypothetical scenario #1: Diesel, increase from CY1 to CY2]:
BCF- Refuse
[Hypothetical proposal #1] for
30- gallon, every week service for Contract Year (CY) 1= $5.00 /HH/MO
Fuel portion of BCF - Refuse
[Hypothetical proposal #1] = 10% of BCF- Refuse
[Calculated fuel portion of BCF- Refuse] _ $0.50 / HH/MO]
Primary fuel
[Hypothetical proposal #1] = Diesel
RFP- Specified diesel fuel index benchmark year price
(e.g., Average annual diesel fuel price for CY1) = $3.876 / gallon
[Hypothetical price increase through CY 1
(e.g., Average annual diesel fuel price for CY2) = $4.250 / gallon]
[Calculated percent increase in indexed diesel fuel price] = 9.6% of CY1 price
[Calculated fuel price increase adjustment for CY2 allowed
as per RFP- specified formula [and hypothetical proposal] = $0.05 /HH/MO
Example #2 of Allowed Fuel Adjustment
[Hypothetical scenario #2: CNG, decrease from CY1 to CY2]:
BCF- Refuse
[Hypothetical proposal #2] for
30- gallon, every week service for Contract Year (CY) 1= $5.00 /HH/MO
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Comprehensive Residential Solid Waste and Recycling Services
Fuel portion of BCF- Refuse
[Hypothetical proposal #2] = 10% of BCF - Refuse
[Calculated fuel portion of BCF - Refuse] = $0.50 / HH/MO]
Primary fuel
[Hypothetical proposal #2] = CNG
RFP- Specified natural gas fuel index benchmark year price
(e.g., Average annual natural gas fuel price for CY1) = $3.387 / MMBTU
[Hypothetical price decrease through CY11
(e.g., Average annual natural fuel price for CY2) = $3.000 / MMBTU]
[Calculated percent decrease in indexed CNG fuel price] = 11.4% of CY1 price
[Calculated fuel price decrease adjustment for CY2 required
as per RFP- specified formula [and hypothetical proposal #2] = $0.06 /HH/MO
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Comprehensive Residential Solid Waste and Recycling Services
5 RECYCLABLES REVENUE SHARING
It is the City's desire to have a contract that includes a revenue sharing credit back to the City. All
qualified proposals need to complete the revenue sharing sections in their Price Worksheet (Form E).
All proposal scenarios must contain a percent revenue share offer for all specified commodities as
described below. Proposers can indicate from zero percent (0 %) to one hundred percent (100 %)
revenue share for percent of published price index. Thus, the proposers may opt -out of the revenue
share component by simply inserting zero percent (0 %) for revenue share.
The City has a preference for using the specified published Indices (see Section 5.1 below) as a
means to simplify the accounting for the recycling revenue share system.
The RFP- specified commodities for revenue sharing are:
1. All fiber grades
2. Aluminum
3. Bi -metal (aka "steel ") cans
4. Plastics (rigid plastic containers /lids)
Proposers may propose other commodities for revenue sharing only under the alternate proposal.
Revenue sharing shall not fall below zero dollars ($0) or calculate as a "negative" revenue share.
Revenue sharing credits paid to the City shall be equal or greater than zero dollars ($0).
If a revenue sharing component is offered whereby the Proposer indicates a value greater than zero
percent (0 %), each quarter the Contractor shall credit an amount to the City based on the revenue
sharing formula. The Contractor shall also provide adequate documentation of the corresponding
quarterly tonnage of all commodities collected from the City, even in the case where the City
receives no rebate for the quarter. Also, the Contractor shall provide copies of the referenced market
indices with each monthly statement.
The City or the Contractor may propose other commodities and corresponding proposed price indices
at any time during the duration of the Contract. The parties shall enter into negotiations in good faith
and any new revenue sharing agreement shall be reduced to writing in the form of an amendment to
the Contract.
5.1 Revenue Sharing — RFP - Specified Formula
The RFP - specified revenue sharing formula requires the use of published industry market indices for
all materials. The basic components of the revenue sharing formula for most of the commodities
include:
♦ Estimated commodity tonnage volumes (tons / month);
♦ Published index value per ton ($ per ton based on specified commodity grades);
♦ Proposed processing fee ($ per ton) average for all commodities; and
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• Proposed percent revenue share ( %) average for all commodities.
The formula for calculating monthly revenue share is:
Gross revenue as per the indices listed below (times the recyclable tonnages collected
from the City).
Less the processing fee as proposed and then specified in the final Contract (times the
recyclable tonnages for the indexed commodities).
Equals the Contractor's net revenue for the month.
Times the City's revenue share percentage (as proposed and then specified in the final
Contract) as paid as a revenue share credit to the City each quarter.
The proceeds for all recyclable materials collected, except glass, shall be based on actual
inbound scale weight tonnage figures, with commodity percentages determined at least once per
year from a sort of random loads, and monthly commodity prices based on the following
published industry price indices for:
All Fiber / Paper Grades: Pulp and Paper Week (formerly the Official Board Markets' or
OBM "Yellow Sheet "): first issue of the month, Chicago region for Old Newspapers (ONP)
# 8, high side of the range.
Aluminum: American Metal Market: first issue of the month, Chicago for nonferrous scrap
prices: scrap metals, domestic aluminum producers, buying prices for processed used
aluminum cans in carload lots, f.o.b. shipping point, used beverage can scrap, high side of the
range.
Bi -Metal (or "Steel ") Cans: American Metal Market: first issue of the month, Chicago
region, clean used densified cans.
Plastics: RecyclingMarkets.net adjunct commodity pricing service
www .SecondaryMaterialsPricing.com, Chicago (Midwest/Central), Plastic Bottles: (baled) sorted
into: PET, Natural HDPE, and Colored HDPE, using the last published price of the month.
(Note: Plastic bottles composition of sub - grades is assumed to be: 50% PET, 25% Natural
HDPE, and 25% Colored HDPE.)
The City or the Contractor may propose other revenue sharing pricing formulae on an annual
basis during the duration of the Contract and both parties shall mutually agree on a new market
indicator(s) if needed.
The City understands that net revenues may equal zero dollars ($0) at times due to poor markets.
However, neither the City nor residents shall pay any recycling costs above the monthly based
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Comprehensive Residential Solid Waste and Recycling Services
recycling fee (BRF- recyclables). The City's revenue share credits shall never be a negative
value.
5.2 Revenue Sharing Changes Based on Material Composition
The Contractor will be required to conduct at least one (1) materials composition analysis of the
City's recyclable materials each year. The City must pre- approve the method prior to conducting
the composition analysis. Additionally, the Contractor must receive written permission from the
City prior to using the composition analysis information to make changes to the revenue sharing
calculations.
The Contractor is required to conduct at least one (1) recyclables materials composition analyses
of the City's recyclable materials each year. The City must pre- approve the methods prior to
conducting the composition analyses and shall be present for both such composition analyses.
Both parties shall mutually agree on revised recyclables composition percentages, if any, prior to
using the composition analysis information to make changes to the revenue sharing calculations.
5.3 Revenue Sharing Payments and Quarterly Reports
Quarterly reports and payments from the Contractor to the City shall be due by the 15th day of
January, April, July and October for material collected during the preceding calendar quarter.
The Contractor shall provide copies of the appropriate monthly market indices for each indexed
commodity with each quarterly statement. The Contractor shall also submit to the City the
tonnage and commodity price figures from which the payments are calculated, and the City shall
review and if in agreement, approve the computations. Quarterly reports are required regardless
if the revenue share is zero dollars ($0) for that period. Once the City receives the quarterly
payment, the City may use the revenue sharing funds for any City expenditure.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
6 INSURANCE AND OTHER LEGAL REQUIREMENTS
[ALL INSURANCE AND OTHER LEGAL REQUIREMENTS ARE CONTAINED
WITHIN THE DRAFT SERVICE AGREEMENT — ATTACHMENT A.]
6.1 Anti - Discrimination
The Contract to be awarded will require the Contractor to agree:
(1) That, in the hiring of common or skilled labor for the performance of any work under any
contract, or any subcontract, no contractor, material supplier, or vendor, shall, by reason
of race, creed, or color, discriminate against the person or persons who are citizens of the
United States or resident aliens who are qualified and available to perform the work to
which the employment relates;
(2) That no Contractor, material supplier, or vendor, shall, in any manner, discriminate
against, or intimidate, or prevent the employment of any person or persons identified in
clause one (1) of this section, or on being hired, prevent, or conspire to prevent, the
person or persons from the performance of work under any contract on account of race,
creed, or color;
(3) That a violation of this section is a misdemeanor; and
(4) That this Contract may be canceled or terminated by the city, and all money due, or to
become due, under the Contract may be forfeited for a second or any subsequent
violation of the terms or conditions of this contract.
6.2 Certificate of Non - Barred Proposing
The undersigned firm certifies that it is not barred from proposing on this contract as a result of a
conviction for the violation of State laws prohibiting "proposal" rigging or "proposal" rotating.
6.3 Data Practices Act
The Contract to be awarded will be subject to the Minnesota Government Data Practices Act and
will include the following provision:
Pursuant to Minnesota Statutes § 13.05, Subd. 11, all of the data created, collected,
received, stored, used, maintained, or disseminated by the Contractor in performing this
Contract is subject to the requirements of the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, and the Contractor must comply with those requirements
as if it were a government entity. The remedies in Minnesota Statutes § 13.08 apply to
the Contractor. The Contractor does not have a duty to provide access to public data to
the public if the public data are available from the City, except as required by the terms of
this contract.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
6.4 Record Keeping / Audits
The Contract to be awarded will be subject to record keeping and audit requirements and will
include the following provision:
Pursuant to Minnesota Statutes § 16C.05, Subd. 5, Contractor agrees that the books,
records, documents, and accounting procedures and practices of the Contractor, that are
relevant to the contract or transaction, are subject to examination by the contracting
agency and either the legislative auditor or the state auditor, as appropriate, for a
minimum of six (6) years. Contractor shall maintain such records for a minimum of six
(6) years after final payment.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
7 PROPOSAL CONTENT
7.1 Qualifications Section
All Proposers must submit a Qualifications Section within their proposals. The Qualifications
Section must include information in the following three areas:
• General management ability;
• Financial stability and strength; and
• Solid waste collection experience; including refuse, yard waste, single sort recycling,
organic waste, and bulky waste collections.
Unless directly related to the response and referenced in the text, sales brochures are not
required.
All submissions will become the property of City and will not be returned. The City, at its sole
discretion, may reject any and all responses and /or issue subsequent requests for qualifications
and proposals.
The Qualifications Section of each proposal must include the following subsections:
7.1.1 General Management
Proposers will be evaluated on the basis of their demonstrated overall management and
experience, as reflected in the successful implementation of previous and /or current materials
collection projects. Each Proposer shall demonstrate the ability to perform all required tasks
successfully, and must demonstrate the requisite management skills and experience in integrating
the performance of such tasks. Information submitted by each Proposer shall define both
technical and managerial capabilities in terms of past performance. Other management
evaluation criteria will include, but will not be limited to the following factors:
• Demonstrated successful working relationships with municipalities and /or public solid
waste agencies;
• Number of similar collection projects within the Twin Cities metropolitan area;
• Innovative techniques used to increase efficiency; and
• Past and anticipated approach to customer service.
7.1.2 Financial Stability and Strength
The Proposer must demonstrate sufficient financial resources to carry out its responsibilities as
outlined in this RFP and to back -up its contractual obligations. Proposers will be evaluated on
the basis of their credit references, demonstrated ability to finance the required equipment, and
ability to provide the performance bond (see the draft Service Agreement, Section 1.13,
"Performance Bond ").
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
A specific letter from a surety company or a guarantor indicating the intent to provide the
Proposer's performance bond must be provided in the proposal. Proposers must submit at least
three (3) credit references.
Proposers must submit evidence of the ability to finance the equipment needed by submitting a
financing plan for necessary equipment. Where the Proposer is a corporation, submit evidence
that the Proposer is in good standing under the laws of the state of incorporation.
The Proposer must submit the litigation history (with explanation) for the last five (5) years
regarding any company, partner, subcontractor(s), or subsidiary involved in this venture, and/of
any corporate officer.
7.1.3 Refuse and Recyclables Collection Experience
Proposers will be evaluated on the basis of their demonstrated experience in the collection of
refuse, yard waste, organic waste, single sort recyclables, bulky waste and other special
collection of other waste materials. Proposers are encouraged to submit references for existing
residential collection services, especially under contract to municipalities, to demonstrate their
experience and success. The City may give particular attention to the performance data provided
for these reference projects.
The Proposer must demonstrate the following:
• Overall experience in the solid waste industry; and
• Experience in the successful operation of the type of residential refuse, yard waste,
organic waste, single sort recyclables, bulky waste and other special collection services
solicited in this RFP.
7.2 Overview of Services
The Proposer shall describe services proposed in response to this RFP. This Overview shall
provide sufficient information to demonstrate the Proposer's clear understanding of the services
requested by the City through this RFP.
7.2.1 Collection Proposal
The proposal shall describe the proposed collection service. The document shall provide
sufficient information to demonstrate that the proposed service will, at a minimum, satisfy all of
the performance objectives provided in this RFP and handle the quantity and composition of
materials to be collected. The information should include, at a minimum, equipment descriptions
and identification of and schedule for obtaining necessary permits.
7.2.2 Equipment and Route Description
The Proposer shall submit equipment specifications of all the equipment to be used. Form F,
Itemized Listing of Trucks and Other Collection Equipment, is to be used for this purpose. In
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
addition, the Proposer shall produce or use vendor - supplied data sheets for major items or
equipment along with any necessary supporting text. No substitutions or modifications may be
made for the proposed equipment without prior written notice to and approval of the City.
7.2.3 Road Weight Restrictions
The Proposer shall state in his list of truck equipment how the vehicle design and operation will
meet all city, county and state load weight limits. The fully loaded gross vehicle weight and
weight per axle shall be listed for each of the proposed trucks. The Proposer must acknowledge
the City's required switch from alley side to curbside collection during the spring road restriction
season.
7.2.4 Cart Management and Administration
The Proposer shall describe a plan for receipt, assembly, distribution, storage, maintenance, and
replacement of carts. Experience the Proposer has with the extent of cart replacement and
warranty work with a specific cart manufacturer or supplier should be provided. The Proposer
shall describe their approach to servicing carts that are blocked by parked cars, placed too close
to other carts or waste items, and other challenges.
7.2.5 Public Education Plan
The proposal must describe the public education services as specified in this RFP.
7.2.6 Management Plan
The Management Plan must include a description of the proposed management structure and
approach, as well as a statement of the problems that the Proposer believes are likely to arise
during collection, start-up, and for ongoing operations and the methods proposed to deal with
them. This should include, at a minimum, such problems as: employee absenteeism; equipment
breakdowns; and capability to provide collection of optional /additional materials.
The Management Plan must address specifically how the Proposer will work with the City to
identify and resolve consistent sources of problems. A Staffing Plan indicating number of
employees and how they will be staffed to ensure collections capacity and customer service must
also be included in the Management Plan. A clear statement of the management structure of the
Proposer's company must be supplied. If the Proposer is a joint venture or team, the roles,
responsibilities, and reporting structure of each team member must be clearly presented.
7.2.7 Clean -up Day Plan and Other Special Events
The Proposer shall submit a description of the intended approach to provide the spring clean -up
day collection service. Describe proposed equipment and labor and how the Contractor(s) will
coordinate the event with the City. Describe a City - Contractor(s) planning process and
schedule that will more fully detail the work plan for the spring clean -up day.
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Comprehensive Residential Solid Waste and Recycling Services
Also, the City participates in other special events each year (e.g., "Derby Days ", which is
typically held the first full weekend in August). Although the typical services required of the
Contractor in the past has been for recyclables and refuse collection, the City may wish to
consider adding organic waste collections in the future to these other special events. Proposers
shall describe their proposed equipment and labor and how they will coordinate special events
with the City. Proposers shall also describe a City — Contractor planning process that will result
in a successful City special event.
7.3 Safety Plan Required
The Proposer shall outline the elements of their safety plan for refuse and related collection
systems within their proposal.
7.4 Pollution Reduction and Environmentally Sustainability Plan
Required
Proposers shall summarize their plans for pollution reduction and environmentally sustainable
initiatives. Proposers should give special focus on initiatives to be implemented while servicing
residents in the City (e.g., vehicle emissions and fuel use while on the City's collection routes).
Proposers are encouraged, but not required, to have their own company sustainability plan.
7.5 Price Proposals
All of the proposers proposed prices shall be submitted on the Form E — Price Worksheet. This
form shall be executed by the authorized official to bind the company. If an alternate proposal is
submitted, a separate Form E — Price Worksheet must be included and labeled that clearly
specifies the proposed costs of any such alternate provision.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
PROPOSAL FORMS
Responsive proposers must submit all of the following forms as an integral part of their
proposals:
• Form A: Proposal Content Checklist
• Form B: Proposer Information Questionnaire (including references)
• Form C: Certification of Binding Signature
• Form D: Certification of Independent Proposal Pricing
• Form E: Price Worksheet
• Form F: Listing of Proposed Prices for Special Collection of Bulky Items
• Form G: Itemized Listing of Trucks and Other Collection Equipment
• Form H: Acknowledgement of Receipt of Addenda
All forms must be completed and submitted for the proposal to be deemed responsive. The
Proposer must indicate clearly on the form(s) if any information is not applicable. All forms
must be executed by an official authorized to bind the Proposer, and must be submitted as part of
the proposal.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form A: Proposal Content Checklist
Instructions: Please check off the forms and other proposal sections to assure that your
proposal is complete and all forms are signed:
Proposal Cover Letter
Form A: Proposal Content Checklist
Form B: Proposer Information Questionnaire (including references)
Complete Responses to Section 7 of this RFP
Form C: Certification of Binding Signature
Form D: Certification of Independent Proposal Pricing
Form E: Price Worksheet
Alternate Price Worksheet (If Applicable)
Form F: Listing of Proposed Prices for Special Collection of Bulky Items
Form G: Itemized Listing of Trucks and Other Collection Equipment
Form H: Acknowledgement of Receipt of Addenda
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form B: Proposer Information Questionnaire
Instructions: Please attach additional pages as may be necessary to properly respond to each of
the following questions. This and other forms can be downloaded electronically from the City's
RFP web page, "Garbage and Recycling 2013 RFP"
http: / /www.ci.shakopee.mn.us /garbage - recyclingRFP.cfm
Note: If this is a teaming arrangement, please list all team members on a separate page,
providing an address, telephone number, email, website and contact person for each.
General Contact Information
Name of Company Proposing:
Address:
Telephone:
Email:
Website:
Name of contact person:
Type of organization:
(e.g., corporation, joint venture, partnership, individual)
Is this a "Team" proposal (see RFP Section 2.26, "Vendors May Team with a Maximum of Three (3)
Other Companies ")? ❑ Yes ❑ No
If yes, please list the name of the other Company or Companies Proposing as a part of your Team:
1.
2.
3.
References: Please provide on separate page(s) collection references (provide municipality, capacity
[number of households per day], contract structure between the organization and the
municipality(ies) or public agency being serviced, type and frequency of service provided, etc.).
If this is a Teaming arrangement, collection references for each Team member should be submitted.
The word "Company" as used below includes partnerships, corporations, and /or sole proprietorships.
X:\MS \IE\2012 \125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form B - 1
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Business Information
Complete this Section for the Proposer and, if applicable, each member of a Teaming arrangement.
Within the past five (5) years, has the Company submitting this proposal failed to complete a
contract? ❑ Yes ❑ No
If so, state name of parties to the contract, the date of the contract and the reason for non - completion.
If a bond was posted, state the contact information for the bond company.
Within the past five (5) years has the Company submitting this proposal or any facility or property
owned or operated by this Company failed to perform any of its contract obligations with any
municipality, county or other public entity? ❑ Yes ❑ No
If so, state the nature of the failure:
With what other lines of business are you or your company directly or indirectly affiliated?
Describe the nature of your current business:
State the length of time you have been in business under your present name:
Within the last five (5) years, has the Company submitting this Proposal, or any facility or property
owned or operated by your Company ever been the subject of administrative or judicial action for
alleged violation of the conditions of a permit issued by a governmental entity; or alleged violations
of environmental, zoning, or public health laws or regulations? ❑ Yes ❑ No
If so, state the details and disposition.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Has the Company submitting this proposal or any of its subsidiaries been a party to any lawsuits
within the last five (5) years that may affect its ability to perform the obligations described in the
Proposal? ❑ Yes ❑ No
If so, list these lawsuits:
List names and business address of all individuals financially associated with the Company that is
submitting this Proposal:
Automated Collection Equipment (Note: See RFP Section 3.1, "Refuse Collection, Processing
and Disposal, and RFP Section 3.2, "Recyclables Collection, Processing and Marketing ")
If awarded this contract, will your Company (or proposed Team), be able to provide automated
refuse collection service by the Contract start date? ❑ Yes ❑ No
If not, will you be able to provide automated refuse collection at some time in the future?
❑ Yes ❑ No
If awarded this contract, will your Company (or proposed Team), be able to provide automated
single- stream recyclables collection service by the Contract start date? ❑ Yes ❑ No
If not, will you be able to provide automated single - stream recyclables collection at some time in the
future?
❑ Yes ❑ No
If yes to any of the above, please explain your proposed schedule for implementing automated
collection:
What percent of your refuse /recyclables collection truck fleet is equipped with automatic collection
devices? percent
X: \MS \IE\2012 \125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form B - 3
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Transition and Cart Management Plan (Note: See RFP Section 3.3, "Refuse and Recycling
Carts Ownership and Management ")
Please summarize your plan for transition operations required between the current contract
operations and the new Contract operations. For example, if old carts and/or bins need to be
replaced by new carts, summarize these transition operations (e.g., timing and public notice
about cart/recycling bin switches, etc.).
RFID (Note: See RFP Section 3.3, "Refuse and Recycling Carts Ownership and Management ")
If the City owns the refuse or recycling carts, the City may require all new carts used in the City
to be manufactured and installed with radio frequency identification (RFID) tags for possible
later integration into a data management system to be implemented at some time in the future
within this Contract term. Within the term of this contract, will your company be able to install
the necessary truck - mounted RFID scanner, (i.e., RFID reader) antennae, and on -board computer
on vehicles serving the City? ❑ Yes ❑ No
If yes, please describe schedule for equipment purchase, installation and system roll -out:
Truck Fuel (Note: See RFP Section 4.6 "Fuel Adjustments on the Fuel Portion of the BCF ")
Please specify the primary type of fuel proposed to be used in the refuse trucks serving Shakopee
under this Contract:
Please specify the primary type of fuel proposed to be used in the recyclables trucks serving
Shakopee under this Contract:
Impacts on Roads (Note: See RFP Section 7.2.2, "Equipment and Route Description" and RFP
Section 7.2.2, "Road Weight Restrictions ")
The City will require that all refuse collection vehicles are in full compliance with City, County and
State road weight restrictions. Please describe your plans for reducing impacts on roads and means
to comply with road weight restrictions:
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Pollution Reduction and Environmentally Sustainable Plan (Note: See RFP Section 7.4
"Pollution Reduction and Environmentally Sustainable Plan Required ")
Please describe all of your plans for pollution reduction and environmentally sustainable initiatives.
Special focus should be on initiatives to be implemented while servicing residents in the City (e.g.,
vehicle emissions and fuel use while on the City's collection routes).
Does your company have its own sustainability plan? ❑ Yes ❑ No
Organic Waste Collection Plan (Note: See RFP Section 3.5, "Organic Waste Collection Plan ")
The Contractor will be required to submit a complete organic waste collection plan by the end of
2014 (see Section 3.5 of the RFP). If awarded the Contract, please describe your approach to
working with the City to develop and draft this organic waste collection plan:
Pay As You Throw / Variable Rate Pricing (Note: See RFP Section 4.3, "PAYT Increments ")
Section 4.3 of the RFP describes the City's preference for progressive solid waste pricing increments
on the refuse disposal costs as part of a Pay As You Throw (PAYT) incentive program to help
increase recycling. The City prefers to encourage the Proposers, and ultimately the Contractor, to
maximize these PAYT increments and not mandate specific PAYT increments. If awarded the
Contract, please describe your PAYT philosophy in your proposed refuse disposal rate schedule and
any future plans to work with the City to implement a more progressive PAYT system at some point
in the future:
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Spring Clean Up Day and Other Special Events
(Note: See RFP Section 3.11, "Collections from spring Clean -up Day and Other Special Events ")
Please describe your past experience with providing refuse and /or recycling services at Clean -up
Day events (e.g., city /county sponsored community collection events, etc.):
If awarded the Contract, please describe your plans for servicing the City's Spring Clean -up Day.
Do you propose a separate cost for such Clean -up Days? ❑ Yes ❑ No
If yes, please provide your price quote on RFP "Form E — Price Worksheet"
Public Education (Note: See RFP Section 3.12, "Public Education ")
The City and the Contractor will plan for a coordinated public education campaign as specified
in Section 3.12 of the RFP. Does your Company use "education tags" that are left by your
collection crews at the time material is left behind? LI Yes ❑ No
If yes, please attach an example of one such education tag from another community.
Please describe other directly relevant public education efforts you have used successfully in the
past:
If awarded the Contract, please describe your plans for additional public education efforts.
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Methods to Audit Active Customer Counts
(Note: See RFP Section 1.5, "Estimates of Current Household Counts Served Under This
Contract ")
Please describe how you will conduct the required semi - annual audits (e.g., January and July
each year) of currently active household counts of to verify the number of residential customers
served. Specify your proposed methods and schedules to audit and verify active customer counts
by service type (refuse, recycling, organic waste, yard waste, etc.):
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature
Date
X:\MS\IE\2012 \125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form B - 7
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form C: Certification of Binding Signature
Instructions: All forms provided in this RFP are required to be completed and be executed by
an official authorized to bind the Proposal offer. All completed forms shall be made a part of the
Respondent's proposal. All proposal forms must be signed by the same authorized person.
The undersigned Respondent further certifies that he /she has read the information submitted by
the Proposer and has personal knowledge that the information submitted is true and correct.
I,
(Name of Authorized Officer)
, of
(Title) (Proposer Firm Name)
(Date)
I swear that I am authorized to execute all Proposal forms included in this Proposal response to
the RFP and to bind the company to these agreements; and swear that I have read the information
contained in this Proposal and that I have personal knowledge that it is true and correct.
X:\MS\IE\2012 \125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form C - 1
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form D: Certification of Independent Proposal Pricing
I Instructions: This form shall be executed by the authorized official to bind the company.
The Proposer makes the following representations and certifications as part of this proposal:
The undersigned respondent certifies that the Proposer has not directly or indirectly entered into
any agreement, express or implied, with any other Proposer(s) (other than for purposes of
forming a Team as defined and allowed in this RFP) for any of the following:
A. Controlling of the price of such proposal(s);
B. Limiting of the number of proposals or Proposers; or
C. Parceling or farming out to any Proposer(s) or other persons of any part of the Contract or
any part of the subject matter of the proposal(s) or of the profits.
The undersigned respondent certifies that they have not and will not divulge the sealed proposal
to any person except those as a part of a legitimate Team as per the specifications of this RFP or
having a partnership or other financial interest with them in said proposal or proposals until after
the Contract is fully executed or until the City publicly releases this sealed information.
The undersigned respondent further certifies that the Proposer has not been a party to any
collusion including, but not limited to, actions such as:
A. Proposers restraining the freedom of competition by agreement to make a proposal at
a fixed price or pre - arranged price limit;
B. Refraining from submitting a proposal at a fixed or pre - arranged price limit; or
C. Refraining from submitting a proposal.
The undersigned responded further certifies that the Proposer has not engaged in any prohibited
contact or conflict of interest with any City official or its agents such as, but not limited to:
A. Discussion of service quantity, quality, or price in the prospective Contract or any
other terms of said prospective Contract; or
B. Any other prohibited discussions between the Proposers and City officials or agents
concerning exchange of money or other things of value for special consideration in
the letting of a Contract.
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature Date
X: \MS \IF\2012 \12S052 -00 \10300 Draft Reports \RFP Draft 1- 31- 2013.docx Form D - 1
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form E: Price Worksheet
Instructions: This form shall be executed by the authorized official to bind the company. If an
alternate proposal is submitted, a separate Form E — Price Worksheet must be included, labeled
"Alternate ", and that clearly specifies the proposed costs of any such alternate provision.
Proposed Refuse Collection and Disposal Fees:
Base Collection Fee for Refuse (BCF- Refuse) [for single family thru triplexes]:
Option #1: City Owns the Refuse Carts:
Proposed refuse collection fees
(Exclusive of State Solid Waste Management Tax. See RFP Section 4.2, "Proposed Price
Elements ", for more details.)
30- gallon cart, every other week (EOW) service for single - family thru triplexes:
Units: Proposed $ per household (HH) per month (MO): = $ /HH /MO
Weekly service for single - family thru triplexes:
Units: Proposed $ per household (HH) per month (MO): _ $ /HH /MO
Option #2: Contractor Owns the Refuse Carts:
Proposed refuse collection fees
(Exclusive of State Solid Waste Management Tax. See RFP Section 4.2, "Proposed Price
Elements ", for more details.)
30- gallon cart EOW service for single - family thru triplexes:
Units: Proposed $ per household (HH) per month (MO): = $ /HH/MO
Weekly service for single - family thru triplexes:
Units: Proposed $ per household (HH) per month (MO): = $ / HH/MO
X: \MS \IE\2012 \12S052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form E - 1
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Base Collection Fee for Refuse (BCF- Refuse) [continued for townhomes]
Option #1: City Owns the Refuse Carts:
Proposed refuse collection fees
(Exclusive of State Solid Waste Management Tax. See RFP Section 4.2, "Proposed Price
Elements ", for more details.)
30 gallon cart, EOW service for townhomes:
Units: Proposed $ per household (HH) per month (MO): _ $ /HH/MO
Weekly service for townhomes:
Units: Proposed $ per household (HH) per month (MO): = $ /11H/M0
Option #2: Contractor Owns the Refuse Carts:
Proposed refuse collection fees
(Exclusive of State Solid Waste Management Tax. See RFP Section 4.2, "Proposed Price
Elements ", for more details.)
30- gallon cart EOW service for townhomes:
Units: Proposed $ per household (HH) per month (MO): = $ /HH /MO
Weekly service for townhomes:
Units: Proposed $ per household (HH) per month (MO): = $ /HH /MO
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Overflow bag of refuse:
Additional collection fee for each overflow bag of refuse
Units: Proposed $ per each overflow bag = $ /bag
Portion of BCF Refuse Related to Fuel vs. Non - Fuel Costs:
(See RFP Section 4.2, "Proposed Price Elements ", for more details.)
Percentage of BCF- Refuse allocated to non -fuel related items
Units: Percent of BCF - Refuse allocated to non -fuel costs: = %
Percentage of BCF- Refuse allocated to fuel - related items
Units: Percent of BCR- Refuse allocated to fuel costs: = %
Total = 100%
Regular Refuse Disposal Fees
Note: Service levels by cart size are approximate cart capacities and not exact.
(See RFP Section 4.4, "Tipping Fee Disposal Costs Shall be Itemized Separately" for more
details.)
Units: Proposed disposal $ per HH per MO:
30- gallon service, EOW = $ /HH/MO
30- gallon service, weekly = $ /HH/MO
60- gallon service, weekly = $ /HH/MO
90- gallon service, weekly = $ /HH/MO
Refuse Cart Exchange/Replacement Delivery Fee
The price to deliver a refuse cart or carts as an exchange or addition to an existing household, as
a one -time price per occurrence.
Units: Proposed $ per delivery occurrence: = $ /occurrence
Walk - Up (Valet):
Additional collection fee for each refuse /recycling monthly Walk - Up service
Units: Proposed $ per each month = $ /month
X:\MS \IE\2012 \125052 -00 \10300 Draft Reports\RFP Draft 1-31-2011 docx Form E - 3
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Proposed Recyclable Collection Fees:
Base Collection Fee for Recyclables (BCF - Recyclables):
Option #1: City Owns the Recycling Carts
Proposed recyclables collection fees
(See RFP Section 3.1.1, "City -Owned Carts (Option #1) ", for more details.)
Every other week (EOW) service
Units: Proposed $ per household (HH) per month (MO): = $ /HH/MO
Additional collection fee for each additional cart, weekly service
Units: Proposed $ per extra recycling cart per HH per MO: = $
/cart/HH/MO
Option #2: Contractor Owns the Recycling Carts
Proposed recyclables collection fees
(See RFP Section 3.3.2, "Contractor -Owned Carts (Option #2) ", for more details.)
EOW service
Units: Proposed $ per HH per MO: _ $ /HH/MO
Additional collection fee for each additional cart, weekly service
Units: Proposed $ per extra recycling cart per HH per MO: = $
/cart/HH/MO
Portion of BCF - Recyclables Related to Fuel vs. Non -Fuel Costs:
(See RFP Section 4.6, "Fuel Adjustments on the Fuel Portion of the BCF ", for more details.)
Percentage of BCF - Recyclables allocated to non -fuel related items
Units: Percent of BCF - Recyclables allocated to non -fuel costs: _
Percentage of BCF - Recyclables allocated to fuel - related items
Units: Percent of BCF - Recyclables allocated to fuel costs: _
Total = 100%
Proposed Recyclables Processing Fee
(See RFP Section 5.1, "Revenue Sharing — RFP- Specified Formula ", for more details.)
Units: $ / ton (average of all commodities under
RFP- specified revenue share) = $ /ton
Proposed Recyclables Revenue Share Percent
(See RFP Section 5.1, "Revenue Sharing — RFP- Specified Formula ", for more details.)
Units: Percent of net Contractor revenue to be credited to the City
(On all commodities under RFP- specified revenue share) =
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Proposed Yard Waste Collection Fee
Annual price per household for separate yard waste collection subscription service for about
eight (8) months of the year (approximately April through November).
Units: Proposed $ per HH per year: = $ /HH /year
Per bag overflow charge for extra yard waste collection service above the specified base level:
Units: Proposed $ per overflow compostable bag of yard waste: = $ /bag
Additional collection fee for each Christmas tree:
Units: Proposed $ per Christmas tree: = $ /Christmas tree
Portion of Yard Waste Fee Related to Tipping Fees:
(See RFP Section 3.4, "Yard Waste Collection and Composting ", for more details.)
Percentage of yard waste collection fee allocated to tipping fees at
a yard waste composting facility or transfer station
Units: Percent of yard waste fee related to tipping fees: _
What is the tipping fee this yard waste price is based on? $
Special Bulky Items Fee
Price per collection occurrence by category for bulky items.
(See Form F: Proposed Prices for Special Collection of Bulky Items)
Clean -Up Event and Special Event Fee
Fixed annual price for one (1) clean -up events (spring), approximately four hours and /or City
special events.
Units: Proposed $ price per hour for labor: = $ /hour
Units: Proposed $ price per hour for equipment/supplies: = $ /equipment
Units: Proposed $ price ton for disposal of refuse: = $ /ton
Units: Proposed $ price per hour for disposal of recycling: = $ /ton
Units: Proposed $ price per yard for yard waste: = $ /yard
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature
Date
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City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form F: Proposed Prices for Special Collection of Bulky Item
Categories
Proposed prices of bulky items that do not fit in the regular refuse collection truck and require special
pick up collection service. Proposers shall specify their proposed bulky item collection rate
according to the following categories (all rates should be in price per item):
Items with fifty percent (50 %) metal or more, less than fifty (50) pounds
(E.g. aluminum lawn furniture, lawn mower, dehumidifier, etc.): $ / item
Fifty percent (50 %) metal or more, more than fifty (50) pounds
(e.g. stove, refrigerator, snow blower, hide -a -bed, etc.): $ / item
Less than percent (50 %) metal, less than fifty (50) pounds
(e.g. ottoman, wooden chair, etc): $ / item
Less than percent (50 %) metal, more than fifty (50) pounds
(e.g. sofa, mattress, wooden picnic table, etc): $ / item
Electronic recyclables
(e.g. computer, computer monitor, keyboard, VCR, television, etc.): $ / item
X:\MS \IE\2012 \ 125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form F - 1
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form G: Itemized Listing of Trucks and Other Collection Equipment
Technical Description of Collection Equipment and Routes
Instructions: This form shall be executed by the authorized official to bind the company.
Information should be completed for each different model of equipment proposed (including any
spares). This list should include equipment to service the specified residential units in the City
Make of Model Year # Capacity /Cubic Loading Delivery Schedule, if not
Chassis & Body Yards Method Currently Owned
Route Planning Assumptions
Automated Routes
Number of Average Average Collection Cu. Yds Crew Total
Routes Stops Per Stops Per Hours Per Full Per Size Operating
Load Day Load Load Hours Per Day
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature
Date
X:\MS \IE\2012 \ 125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx Form G - 1
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
Form H: Acknowledgement of Receipt of Addenda
Please acknowledge receipt of addenda to the City's RFP for Refuse Collection Services with
your signature. An opportunity to acknowledge up to five (5) addenda is included in this form
but does not necessarily mean that five (5) addenda will be provided.
Addendum 1
Addendum 2
Addendum 3
Addendum 4
Addendum 5
Signature of person duly authorized to sign submittal on behalf of the Proposer:
Authorized Signature
Date
Email Address
Telephone
2 — Form G X:\MS \IE\2012 \125052 -00 \10300 Draft Reports\RFP Draft 1- 31- 2013.docx
City of Shakopee • RFP
Comprehensive Residential Solid Waste and Recycling Services
ATTACHMENT A:
TEMPLATE CONTRACT SPECIFICATIONS
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Draft Service Agreement
Template Contract Specifications
Comprehensive Residential Solid
Waste and Recycling Services
Project I.D.: 12S052
Prepared for the City of Shakopee, Minnesota
As Attachment A to
RFP Released on: Wednesday, February 20, 2013
[Embargoed for official release]
Prepared by
Foth Infrastructure & Environment
Together with:
Schaefer Consulting
•Foth Schaefer
Consulting, LLC
City of Shakopee - Draft Service Agreement
Template Contract Specifications
DRAFT SERVICE AGREEMENT
TEMPLATE CONTRACT SPECIFICATIONS
Comprehensive Residential Solid Waste and
Recycling Services
Contents
Page
Definitions iii
1 GENERAL CONDITIONS 1
1.1 Contractor's Obligations: 1
1.2 Term of Contract 2
1.3 Payment Terms 2
1.4 Contractor's Accident Prevention 2
1.5 Damage to Property 2
1.6 Inspection 3
1.7 Compliance with Laws, Ordinances and Regulations 3
1.8 Taxes, Licenses and Permits 4
1.9 Independent Contractor 4
1.10 Title to Refuse, Recyclables and Yard Waste 4
1.11 Assignment and Subcontracting 4
1.12 Transfer of Interest 5
1.13 Performance Bond 5
1.14 General Indemnification 5
1.15 CERCLA Indemnification: 6
1.16 Insurance 6
1.17 Default and Termination 9
1.18 Force Majeure 9
1.19 Liquidated Damages 10
1.20 Escrow Account 11
1.21 Communication Procedures to Notify Contractor of a Contract Violation 11
1.22 Notices 11
1.23 Severability 11
1.24 Governing Law and Venue 12
1.25 Right to Require Performance 12
1.26 Option to Change Service; Amendments 12
1.27 Anti - Discrimination 12
1.28 Data Practices Act 13
1.29 Record Keeping / Audits 13
2 SPECIAL CONDITIONS 13
2.1 Customer Service 13
2.2 Employees and Conduct 15
2.3 Vehicles 15
2.4 Routing and Collection Schedule 16
2.5 Holiday Collection Schedule 18
2.6 Hours and Standards of Collection: 18
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Contents
2.7 Contractor Records 19
2.8 Public Education 19
3 REFUSE COLLECTION, PROCESSING AND DISPOSAL - SPECIFICATIONS 20
4 RECYCLABLE COLLECTION AND PROCESSING - SPECIFICATIONS 20
4.1 Collection 20
4.2 Recyclables Carts 21
4.3 Recyclables Processing 22
4.4 Recyclables Revenue Sharing 23
4.5 Recycling Public Education 23
5 YARD WASTE COLLECTION AND PROCESSING 24
5.1 Collection 24
5.2 Processing 24
5.3 Price and Payment 25
5.4 Yard Waste Public Education 25
6 ORGANIC WASTE COLLECTION PLAN 26
7 BULKY ITEMS AND OTHER SPECIAL COLLECTIONS 26
8 COLLECTION FROM CITY BUILDINGS AND PARK FACILITIES 26
8.1 Recyclables Collection at City Parks (new, proposed service) 26
8.2 Cardboard Dumpster at City's Public Works Garage 27
9 SPRING CLEAN UP DAY AND OTHER SPECIAL EVENTS 27
Appendices
APPENDIX A - Map of Current Residential Collection Sectors and Weekly Schedule
APPENDIX A - Map of Current Alley Collection Schedule
APPENDIX B List of City Buildings, Parks and Other Facilities to Be Served by the
Contractor
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Template Contract Specifications
DRAFT SERVICE AGREEMENT:
TEMPLATE CONTRACT SPECIFICATIONS
Comprehensive Residential Solid Waste and
Recycling Services
Definitions
Words, phrases, or other expressions used in these contract documents [AND IN THE RFP]
shall have meanings as follows:
Administrator The City Administrator of the city of Shakopee, Minnesota or
his/her duly authorized representative.
Automated collection Refuse, recycling and yard waste collection trucks can be equipped
with automated cart lifting devices. Automated collection systems
can be "fully automated" with robotic cart lifting arms whereby
the driver does not have to leave his truck cab. Automated
collection can also be "semi- automated" whereby a collection
crew person must manually attach the cart to a lifting device that
then mechanically tips the cart's contents into the truck hopper.
Base Collection Fee Base collection price per this Contract for trash and recycling
(BCF) collection services. The BCF does not include: disposal fees;
prices or costs of other services (i.e. yard waste, bulky items, etc.);
taxes; or other government or Contractor administrative fees.
Bulky items Bulky items, bulky waste or other large items shall include all
items that are too large, too valuable, or contain hazardous
components such that they can not be collected with the normal
refuse service. Bulky items include such materials as
mattresses, bed box springs, sofas, couches, large appliances or
"white goods" (e.g., refrigerator, freezer, washers, dryers), and
other appliances (e.g., dehumidifiers, air conditioner). Bulky
items shall not include, non - containerized garbage, loose and
scattered trash. Other bulky item materials may be mutually
agreed upon between the City and Contractor.
Carts A uniform container furnished by the Contractor and /or the City,
in which recyclable, refuse, organics and yard waste materials can
be stored and placed curbside for collection as specified by the
City and delivered, maintained and inventoried by the Contractor.
The Containers shall be made of heavy duty plastic which have a
thirty (30) to ninety (90) gallon capacity and are equipped with a
tight fighting lid, with a minimum strength of fifty (50) pounds.
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Template Contract Specifications
The color and labeling of the carts must distinguish them from
each other.
City The City of Shakopee, Minnesota a municipal corporation, acting
through its duly appointed officers, employees, agents and
representatives.
City Council The City Council of the City of Shakopee, Minnesota.
Code of ordinances The City of Shakopee Code of Ordinances; inclusive of Section
3.15 of the Shakopee City Code.
Collection service Collection service is the operating function of trucks and labor to
collect a specified material on the route. This does not include the
functions of disposal or unloading of material at a facility.
Compostable bags Compostable bags are required by Minnesota Statute (M.S.
115A.931, Subd. (c) and M.S. 325E.046) for collection of any
yard waste that is not contained loose in the yard waste cart. Such
compostable bags set outside of the yard waste cart shall be
defined as "overflow" yard waste for purposes of this Contract.
Contract This legal agreement executed between the City and the
Contractor. The contract shall include, but not limited to, the RFP
document, RFP Addenda, the Contractor's proposal in response to
the RFP, and the Contractor's response to any City questions.
These additional documents are incorporated herein to this
Contract by reference. If in conflict, this Contract shall take
precedence.
Contractor The corporation, company, partnership, firm, or individual that is
awarded the Contract for refuse, recyclable and yard waste
collection and its, his/her, or their duly authorized representatives.
Date of contract The date written in the first paragraph of the Contract
(or equivalent words) Agreement.
Family unit Any number of individuals living and cooking food together on
the premises as a single housekeeping unit.
Finance Director The Director of Finance of the City of Shakopee, Minnesota.
Mixed MSW Processing Mixed municipal solid waste (MSW) processing facility includes
Facility the structures and equipment that are designed, constructed, and
used to separate, modify, convert, heat, prepare, or otherwise
process solid waste so that materials, substances, or energy
contained within the waste may be recovered for subsequent use.
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Template Contract Specifications
A facility that is permitted as a transfer station and which is not
primarily designed for recovery materials, substances or energy
from waste is not a "mixed MSW processing facility" even if
some materials, substances or energy are recovered during waste
consolidation and transfer operations.
Organic waste Source separated residential compostable waste such as food
waste, soiled paper, and household plants that are acceptable to
local composting facilities. Excludes pet waste, diapers and other
prohibited items to be specified by the Contractor.
Overflow bags Extra amounts of refuse or yard waste whereby a resident sets
"extra" bags of materials that would not fit in the cart. The
collection service is generally ordered on an "on- call" basis and
residents may need to pay the Contractor an extra fee for collection
of such overflow bags.
Pay As You Throw Variable rate pricing for residential refuse collection service
(PAYT) whereby the rate charged for a 30- gallon cart of refuse is less than
a 60- gallon cart which is also less than a 90- gallon cart and so on.
PAYT rate increments are the percent difference in prices between
each level of service.
Prohibited waste from Any hazardous substance, hazardous waste, industrial process
residential refuse waste, commercial waste, building or demolition waste, hazardous
hospital waste, yard waste, pollution control waste, potentially
infectious medical waste, special wastes, and used oil, all as
defined by Minnesota law. Prohibited waste shall also include
recyclables, which are properly prepared and placed for
collection as recyclables. Other materials as mutually agreed upon
between the City and Contractor.
Recyclables The current list of recyclables is defined with Section 4.1.B of
this Service Agreement. Other materials may be added (or
deleted) as mutually agreed upon between the City and
Contractor.
Refuse All discarded and unwanted putrescible and non - putrescible
household and kitchen wastes, including, but not limited to,
food, food residues, and materials necessarily used for
packaging, storing, preparing, and consuming food, usually called
"garbage;" medical waste generated as general household waste;
cold ashes; animal waste; and other materials as mutually agreed
upon between the City and Contractor. Refuse shall specifically
exclude prohibited waste.
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Removal Includes both collection and disposal (or recovery) services. The
disposal and recovery (e.g., transfer and/or recycling) services
must comply with all specifications in this RFP as well as County
policies and State statutes.
Residential unit Residential dwelling units, including house trailers or mobile
homes, used as living quarters for attached and detached family
units which receive individual curbside refuse, recycling and yard
waste collection within the designated City service area. A
residential unit shall not include hotels, motels, boarding or
lodging houses, or apartment buildings. The Administrator shall
have the authority to determine the status of a building as a
"residential unit ".
Special wastes All wastes, which are not defined as residential refuse. Special
wastes shall include, but not be limited to, liquid wastes, hot
ashes, construction and demolition wastes, industrial wastes, any
items or containers which weigh over fifty (50) pounds, and
wastes from business or commercial enterprises. Other materials
as mutually agreed upon between the City and Contractor.
Subcontractor Refers only to a corporation, partnership, firm or individual
having a direct contract with the Contractor for performing work
in connection with this Contract.
Town home A town home is like smaller style home, but usually as part of a
larger complex, like an apartment building. Town homes can be
fully detached or share walls like traditional apartments. Usually a
town home is owned as an individual residential unit even,
although it is part of a larger development complex, and is
therefore often defined as an "attached" single - family home.
Walk In ( "Valet ") Special collection of trash from the side of the house or garage.
For these stops, the Contractor actually walks the cart(s) down to
the curb, empties the cart(s) and walks it back to its original
location.
Yard waste All yard and garden waste items that must be diverted from the
landfill in order to comply with the requirements of Minnesota
Statutes and County policies. Those items include grass, leaves,
pruning, twigs and small branches. Yard waste shall not
include, garden waste, table scraps, putrescible waste or
garbage, or tree limbs and stumps exceeding four (4) inches in
diameter. Other materials as mutually agreed upon between the
City and Contractor.
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Template Contract Specifications
1 GENERAL CONDITIONS
1.1 Contractor's Obligations:
In strict accordance with the terms of this Contract and at its sole cost and expense, the
Contractor shall provide all of the labor, materials, necessary tools, expendable equipment,
supplies, vehicles, transportation services, recyclables collection and processing and yard waste
collection and recovery /disposal arrangements required to perform and complete the collection,
recovery and disposal of refuse, yard waste, organics and recyclables from residential units
within the MUSA (city sewered) limits of the City. The Contractor must arrange for adequate
disposal facilities or methods for refuse resource recovery, recycling, organic wastes and yard
waste composting as part of the Contract.
A. The Contractor is obligated to pick up and transport for recovery or disposal of ALL
eligible Contract materials during the contract term at the Contract price regardless of
volume generated.
B. The Contractor is strictly prohibited from mixing any waste from any City residential
route with any commercially generated waste.
C. For informational purposes, the City shall provide the Contractor the initial listing of all
those residential units within the City of Shakopee which are eligible for City contracted
services. Those structures which are not eligible for City services shall not be collected
under this Contract.
D. Said computerized list shall be maintained and updated by the Contractor in electronic
format such as Microsoft Excel spreadsheet and /or Access database.
E. The computerized listing shall be updated each calendar quarter and shall be made
available at no cost to the City.
F. It will be the Contractor's responsibility to electronically maintain and update the
collection route maps on a form and format to be specified by the City.
G. The Contractor shall maintain a current record of all residential accounts for:
♦ City -wide refuse;
♦ City -wide recycling services;
♦ Subscription organic waste services; and
♦ Subscription yard -waste services.
H. Annual Report
♦ An annual report will be required.
[SEE RFP SECTION 3.14, "ANNUAL REPORT ", FOR DETAILED RFP
SPECIFICATIONS.]
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1.2 Term of Contract
A. This contract shall become effective on June 1, 2014, and shall remain in full force and
effect through May 31, 2019.
B. At the expiration of the initial contract term, the City, at its sole discretion, may extend
the contract for up to two (2) periods of two (2) years each under the same prices and
terms of the Contract for the option years by delivering written notice of its intent to
extend delivery to Contractor at least six (6) months prior to the expiration date of this
Contract.
1.3 Payment Terms
Payment terms must be itemized per City requirements.
[SEE RFP SECTION 4, "PAYMENT TERMS ", FOR DETAILED RFP
SPECIFICATIONS.]
1.4 Contractor's Accident Prevention
A. The Contractor shall comply with the safety provisions of all applicable laws, regulations
and building codes, including, without limitation, the installation and maintenance of
safeguards on machinery and equipment, the elimination of hazards, and worker safety
training.
B. The Contractor shall exercise precaution at all times to protect the safety of persons and
property.
C. The Contractor shall immediately notify the City of any accident of any kind, which
involves the general public or private or public property which occurs during the
performance of this Contract.
D. The Contractor shall immediately notify the City of any release of vehicle fluids (e.g.,
fuel, coolant, hydraulic fluid, brake fluid, etc.) or load contents onto City streets or
otherwise into the environment.
E. Upon City's request, the Contractor shall provide the City with a written report including
the details of any such accident and the measures used to remedy the accident or clean up
any spill.
1.5 Damage to Property
A. The Contractor shall take all necessary precautions to protect public and private property
during the performance of this Contract.
B. Except for reasonable wear and tear, the Contractor shall repair or replace any private or
public property, including, but not limited to sod, mailboxes, or waste, recycling, organic
waste or yard waste carts, which are damaged by the Contractor.
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C. Such property damage shall be addressed for repair or replacement, at no charge to the
property owner, within forty-eight (48) hours with property of the same or equivalent
value at the time of the damage. If damage occurs during months when repairs cannot be
made (e.g., winter for landscape repairs), the Contractor will make arrangements with the
property owner within forty -eight (48) hours as to when such repair will be made.
D. If the Contractor fails to address the repair or replace damaged property within forty-
eight (48) hours, the City may, but shall not be obligated to, repair or replace such
damaged property, and the Contractor shall fully reimburse the City's for any of its
reasonably incurred expenses.
E. The Contractor shall reimburse the City for any such expenses within ten (10) days of
receipt of the City's invoice.
1.6 Inspection
A. The City may appoint such Inspectors as it deems proper to inspect the work performed
and Contractor's facilities for compliance with the contract documents. The Contractor
shall furnish all reasonable assistance required by the Inspectors for the proper inspection
of the work.
B. Inspectors and other authorized representative of the City shall be free at all times to
perform their duties. Any attempted intimidation of one of them by the Contractor or
his/her employees shall be sufficient reason, if the City so decides, to terminate the
Contract.
C. Such inspection shall not relieve the Contractor from any obligation to perform the work
strictly in accordance with the contract.
1.7 Compliance with Laws, Ordinances and Regulations
A. The Contractor shall be familiar with, observe and comply with all ordinances, laws, and
regulations which in any manner affect those engaged or employed in the work, or the
materials, facilities or equipment used in the proposed work, or which in any way affect
the conduct of the work, and shall protect and indemnify the City and its officers and
agents against any claim or liability arising from or based on any violation of same.
B. If the Contractor shall discover any provision in the specifications or the contract which
is contrary to or inconsistent with any law, ordinance or regulation, he /she shall forthwith
report it to the Administrator in writing.
C. Amendments to existing regulatory laws and ordinances and enactment of new laws and
ordinances shall not serve as justification for the Contractor to terminate his/her
obligations hereunder, unless said amendments make the completion of this contract
impossible.
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1.8 Taxes, Licenses and Permits
A. The Contractor shall pay all sales, use, property, income, and other taxes that are lawfully
assessed against the City or Contractor in connection with the Contractor's facilities and
the work included in this contract and shall obtain, maintain and pay for all licenses,
permits, certificates of authority, and inspections required for the work during the term of
the Contract.
1.9 Independent Contractor
A. The Contractor shall be responsible for the complete supervision and control of his /her
Subcontractors. Notice to the Contractor shall be considered notice to the
Subcontractors.
B. The Contractor is, and shall remain for all purposes, an independent contractor, and its
officers, employees, agents, or consultants shall not be deemed employees of the City,
nor shall they be entitled to any separate payment of salary, wages, or any employee
benefits available to employees of the City.
C. The Contractor shall be solely responsible for any salaries, wages, benefits, fees or other
compensation, which it may obligate itself to pay to any of its employees or consultants.
1.10 Title to Refuse, Recyclables and Yard Waste
A. Title to all refuse, recyclables, organic waste, yard waste, bulky items and other waste
materials and all other incidents of ownership of the waste materials shall pass to the
Contractor when such materials are placed into the collection vehicle.
1.11 Assignment and Subcontracting
A. The Contractor shall not assign or subcontract the work, or any part thereof, without the
previous consent of the City, nor shall he /she assign, by power of attorney or otherwise,
any of the money payable under this contract unless written consent of the City has been
obtained. No right under this contract, nor claim for any money due or to become due
hereunder shall be asserted against the City, or persons acting for the City, by reason of
any so- called assignment of this contract or any part thereof, unless such assignment has
been authorized by the consent of the City Council.
B. In case the Contractor is permitted to assign moneys due or to become due under this
contract, the instrument of assignment shall contain a clause subordinating the claim of
the assignee to all prior liens for services rendered and materials supplied for the
performance of the work and to any claims of the City arising out of or under this
contract.
C. Should any subcontractor fail to perform in a satisfactory manner the work undertaken by
him /her, his/her subcontract should be immediately terminated by the Contractor upon
written notice from the City. The Contractor shall be as fully responsible and
accountable to the City for the acts and omissions of his /her subcontractors, and of
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persons either directly or indirectly employed by him/her, as he /she is for the acts and
omissions of persons directly employed by him.
D. Nothing contained in this Contract shall create any contractual relation between any
subcontractor and the City. The Contractor and his/her Surety alone shall be held
responsible for the full and faithful performance of this contract.
1.12 Transfer of Interest
The Contractor shall not assign any interest in the Contract, and shall not transfer any interest in
the Contract, either by assignment or novation, without the prior written approval of the City.
The Contractor shall not sub - contract any services under this Contract without prior written
approval of the City. Failure to obtain such written approval by the City prior to any such
assignment or sub - contract shall be grounds for immediate Contract termination.
1.13 Performance Bond
A. The Contractor shall provide a joint and several performance bond to the City of
Shakopee to protect said City, and also to protect anyone who may perform or cause to be
performed any work or labor, or furnish or cause to be furnished any skill, labor,
equipment, or material in the execution of such contract, which bond shall be signed by
the Contractor and a surety company as surety, and shall be in an amount equal to
$750,000. The bond shall at all times be kept in full force and effect; said surety company
shall have a Best Insurance Rating of A or better and a letter so stating shall accompany
any proposal forms.
B. The condition of which bond shall be that the Contractor shall fully and faithfully
perform all provisions of the contract and the specifications and shall pay all laborers,
mechanics and subcontractors and material men/women, and all persons who shall supply
such person or persons, or subcontractors with provisions and supplies for the
performance of the contract; provided that the bond shall not be security for money
loaned or advanced to the Contractor, subcontractor or other person in the performance of
the contract.
C. A performance bond continuation certificate shall be delivered to the City at least thirty
(30) days before the expiration of the bond. Failure to provide a continuation certificate
thirty (30) days before expiration of the bond shall constitute default on the part of the
Contractor and shall be sufficient grounds for immediate termination of the contract by
the City.
1.14 General Indemnification
A. The Contractor shall indemnify, keep and save harmless the City and its respective
officers, agents and employees against all suits or claims that may be based upon any
injury or damage to persons or property that may occur, or that may be alleged to have
occurred, in the course of the performance of this contract by the Contractor, or as a
result of the performance of this contract by the Contractor, whether or not it shall be
claimed that the injury was caused through a negligent act or omission of the Contractor
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or his/her employees, or his/her subcontractors or his/her or their agents or in connection
with any claim based on lawful demands of subcontractor, work person, suppliers; and
whether or not the persons injured or whose property was damaged were third parties,
employees or the Contractor or employees of an authorized subcontractor; and the
Contractor shall at his/her own expense defend the City in all litigation, pay all attorneys'
fees and all costs and other expenses arising out of the litigation or claim or incurred in
connection therewith; and shall, at his/her own expense, satisfy and cause to be
discharged such judgments as may be obtained against the City, or any of its officers,
agents or employees.
B. When requested by the City, the Contractor shall submit satisfactory evidence that all
persons, firms or corporations who have done work or furnished supplies under this
contract, for which the City may become liable under the laws of the State of Minnesota,
have been fully paid or satisfactorily secured. In case such evidence is not furnished or is
not satisfactory, an amount may be retained from money due the Contractor which will
be sufficient, in the opinion of the City, to meet all claims of the persons, firms, and
corporations as aforesaid. Such sum shall be retained until the liabilities as aforesaid are
fully discharged or satisfactorily secured.
1.15 CERCLA Indemnification:
A. The Contractor shall, to the maximum extent permitted by law, indemnify, defined, and
hold harmless the City, its officers, employees, agents, and attorneys from and against
any and all liability, including, without limitation, costs of response, removal,
remediation, investigation, property damage, person injury, damage to natural resources,
health assessments, health settlements, attorneys' fees, and other related . transaction costs
arising under the Comprehensive Environmental Response, Compensation, and Liability
Act (CERCLA) of 1980, 42 U.S.C.A. Sec. 9601, et seq., as amended from time to time,
and all other applicable statutes, regulations, ordinances, and under common law, for any
release or threatened release of hazardous waste or hazardous substances within any
waste material which is:
1. Improperly collected by the Contractor,
2. Not properly delivered as specified in this Contract to a mixed MSW resource
recovery facility, or
3. In the case of recyclables, organic waste, or yard waste, not properly handled,
collected or delivered for processing by the Contractor in violation of this
Contract.
1.16 Insurance
A. The Contractor is required to maintain and furnish satisfactory evidence of the following
insurance policies:
1. Workers' Compensation Insurance - The Contractor must provide Workers'
Compensation insurance for all its employees and, in case any work is
subcontracted, the Contractor will require the subcontractor(s) to provide
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Workers' Compensation insurance in accordance with the statutory requirements
of the City, including Coverage B, Employer's Liability. Insurance minimum
limits are the minimums prescribed by applicable law or the following whichever
is greater:
a. Bodily injury by Disease per employee: $100,000
b. Bodily injury by Disease aggregate: $500,000
c. Bodily injury by Accident: $100,000
2. Commercial General Liability Insurance - Contractor is required to maintain
insurance protecting it from claims for damages for bodily injury, including
sickness or disease, death, and for care and loss of services as well as from claims
for property damage, including loss of use which may arise from operations under
the Contract whether the operations are by the Contractor or by a subcontractor or
by anyone directly or indirectly employed by the Contractor under the contract.
Insurance minimum limits are as follows:
a. Per occurrence: $2,000,000
b. Annual aggregate: $2,000,000
c. Annual aggregate — Products /Completed Operations: $2,000,000
The following coverages shall be included:
a. Premises and Operations Bodily Injury and Property Damage
b. Personal and Advertising Injury
c. Blanket Contractual Liability
d. Products and Completed Operations Liability
3. Commercial Automobile Liability Insurance - Contractor is required to
maintain insurance protecting it from claims for damages for bodily injury as well
as from claims for property damage resulting from the ownership, operation,
maintenance or use of autos which may arise from operations under this contract,
and in case any work is subcontracted the contractor will require the subcontractor
to maintain Commercial Automobile Liability insurance. Insurance minimum
limits are as follows:
a. Per occurrence Combined Single limit for Bodily Injury and Property
Damage: $2,000,000
In addition, the following coverages should be included: Owned, Hired, and Non -
owned Automobile.
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4. Additional Insurance Conditions:
a. Contractor's policy(ies) shall be primary insurance to any other valid and
collectible insurance available to the City with respect to any claim arising
out of Contractor's performance under this contract;
b. Contractor's policy(ies) and Certificate(s) of Insurance shall contain a
provision that coverage afforded under the policy(ies) shall not be
cancelled without at least thirty (30) days advanced written notice to City;
c. Contractor's policy(ies) shall include legal defense fees in addition to its
liability policy limits;
d. Contractor shall obtain insurance policy(ies) from insurance company(ies)
having an "AM BEST" rating of A- (minus); Financial Size Category
(FSC) VII or better, and authorized to do business in the State of
Minnesota; and
e. An Umbrella or Excess Liability insurance policy may be used to
supplement the Contractor's policy limits to satisfy the full policy limits
required by the Contract.
B. The City of Shakopee, its agents and employees shall be included as additionally named
insureds on the insurance policies required by paragraphs 1.16.A(2), 1.16.A(3), and
1.16.A(4).
C. The City reserves the right to immediately terminate the contract if the contractor is not
in compliance with the insurance requirements and retains all rights to pursue any legal
remedies against the contractor. All insurance policies must be open to inspection by the
City, and copies of policies must be submitted to the City's authorized representative
upon written request.
The Contractor and any subcontractor(s) shall furnish certificates of insurance by April 1,
2014.
D. The above requirements should not be interpreted to limit the liability of the Contractor
under this Contract.
E. This coverage shall protect the Contractor, its employees, agents, representatives and
subcontractors against claims arising out of the work performed.
F. A thirty (30) day cancellation clause with notice to the City of Shakopee shall be
included; words modifying the cancellation clause such as "endeavor to" provide notice
will be unacceptable and must be stricken.
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G. It shall be the Contractor's responsibility to provide similar insurance for each
subcontractor or to provide evidence that each subcontractor carries such insurance in
like amount prior to the time such subcontractor proceeds to perform under the Contract.
1.17 Default and Termination
A. If the work to be done under this contract is abandoned by the Contractor; or if this
contract is assigned by him/her without the written consent of the City Council; or if the
Contractor voluntarily files for bankruptcy or is adjudged bankrupt; or if a general
assignment of his assets is made for the benefit of his creditors; or if a receiver is
appointed for the Contractor or any of his/her property; or if at any time the City
determines that the performance of the work under this contract is being unnecessarily
delayed or that the Contractor is violating any of the conditions of this contract, or that
he /she is executing the same in bad faith or otherwise not in accordance with the terms of
said contract, then the City may serve written notice upon the Contractor and his/her
Surety of the City's intention to terminate this contract.
B. Unless within five (5) days after the serving of such notice, a satisfactory arrangement is
made for continuance, this contract shall terminate and the City may take over and
prosecute the work to completion, by contract or otherwise.
C. In the event of default or nonperformance on the part of the Contractor, the Contractor
and its Surety shall be liable to the City for all excess cost sustained by the City by reason
of the City. Should such costs to the City be greater; the Contractor and its Surety shall
be liable for and pay any amount of such excess to the City.
D. In the event of Contractor's default under the terms of this contract, all payments due to
the Contractor from residential customers shall be retained by the City and applied to the
completion of the Contract and to damages suffered and expense incurred by the City by
reason of such default, unless the Surety on the performance bond shall assume the
Contract, in which event all payments remaining due the Contractor at the time of default,
less amounts due the City from the Contractor and less all sums due the City for damages
suffered and expense incurred by reason of such default shall be due and payable to such
Surety. Thereafter, such Surety shall receive monthly payments equal to those that would
have been paid the Contractor had such Contractor continued to perform the contract.
1.18 Force Majeure
A. Whenever a period of time is provided for in this Contract for either the City or the
Contractor to do or perform any act or obligation, neither party shall be liable for any
delays or inability to perform due to causes beyond the control of said party such as war,
riot, unavoidable casualty or damage to personnel, materials or equipment, fire, flood,
storm, earthquake, tornado or any act of God, but not strike or lockout.
B. The time period for the performance in question shall be extended for only the actual
amount of time said party is so delayed.
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1.19 Liquidated Damages
The following acts or omissions shall be considered a breach of the Contract and for the purpose
of computing liquidate damages under these provisions.
1. Failure to clean up solid waste spilled by Contractor within six (6) hours of oral or
written notification: $50 each instance.
2. Failure to clean vehicle, conveyance, containers, docks, shops, yards, and other
equipment as provided for in the specifications: $100 each instance.
3. Failure to maintain vehicle in manner which prevents nuisances such as leaky
seals or hydraulics $250 each instance.
4. Failure or neglect to collect solid waste, yard waste, organic waste, and recycling
at those times as provided by this Contract within twenty -four (24) hours from
notice by the City, either oral or written: $50 each instance.
5. Failure or neglect to provide notice to resident upon solid waste, yard waste,
organic waste or recycling refused for collection for cause: $25 each instance.
6. Failure to return containers to original location and/or replace lids per
specifications at the time the container is emptied: $50 each instance.
7. Failure to use of equipment specially identified for work under the contract,
(paint/decal), for collection or transportation of materials generated from locations
or customers not specified for service under this contract. Each day for which a
violation continues shall be deemed to be a separate instance of the violation:
$1,000 each instance.
8. Failure to collect specified solid waste, yard waste, organic waste, or recyclables
within the timeframes specified, which are properly prepared and placed for
collection: $25 each instance.
9. Missing entire blocks /neighborhood. A missed block is defined as a block where
residents from at least three (3) households within two (2) intersections of that
block or cul -de -sac report that their material was out before 7:00 am, the material
was not picked up: $250 each instance.
10. District -wide collection not completed. The failure to complete a majority (50%
or more) of pickups within the City or collection district on the scheduled
collection day without following proper notification procedure: $2,500 per
instance.
11. Failure to maintain required records: $250 each instance.
12. Failure to submit annual report by the deadline specified: $500 each instance.
13. Failure to retain specified weight tickets: $100 each instance.
14. Failure to execute public education requirements: $1,500 each instance.
15. In addition to above, failure or neglect to correct chronic problems will be
considered a breach of Contract: $50 each instance.
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1.20 Escrow Account
A. The Contractor must maintain a minimum cash balance deposit in an escrow account of
$2,500 with the City to be used for payment of any liquidated damages. The escrow shall
be deposited in an interest bearing account and any unused portion shall be returned to
the Contractor, with any accrued interest, at the end of the Contract period. The accrual
of said interest shall begin and end with the commencement and termination of the
Contract. The City shall return any unused portion of the escrow, along with accrued
interest, to the Contractor within 90 days of the termination of the contract. The
Contractor must request the refund be made; however, the City may initiate the payment.
B. The Contractor shall resubmit money to rebuild the escrow account back up to $2,500
anytime the balance goes below $200.
1.21 Communication Procedures to Notify Contractor of a Contract
Violation
The City will notify the Contractor in writing and /or orally documenting the nature of any
violation of the Contract or other law or rule. The Contractor shall then have the opportunity to
address and remedy the issue at which point the City shall determine if a liquidated damage is
still appropriate at the City's sole determination. The Contractor shall notify City in writing
within twenty -four (24) hours of its remedy, unless the nature of the violation requires immediate
remedy i.e. spillage on the road, etc.
1.22 Notices
A. Any notice or demand required or permitted to be given or made there under shall be
sufficiently given or made by facsimile, e-mail, messenger delivery, overnight delivery,
or certified mail in a sealed envelope, postage prepaid, addressed as follows:
City of Shakopee
Attn: City Administrator
129 South Holmes Street
Shakopee, MN 55379
E -mail: admin @ci.shakopee.mn.us
B. Either party may change the address to which notices may be sent by furnishing written
notice of such change to the other party.
1. Notice delivered by messenger, overnight delivery, facsimile, or e-mail shall be
deemed received upon delivery. Notice delivered by mail shall be deemed to have
been given as of the date of the U.S.P.S. postmark.
1.23 Severability
If any of the provisions of this Contract are determined by a court of competent jurisdiction to be
invalid, such provisions shall be deemed to be stricken, and such adjudication shall not affect the
validity of the remainder of the terms of this Contract as a whole or of any section, subsection,
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sentence or clause not adjudged to be invalid so long as the material purposes of this Contract
can be determined and effectuated.
1.24 Governing Law and Venue
Any suits at law or in equity arising out of or concerning the Contract shall be venued in Scott
County District Court, Scott County, Minnesota.
1.25 Right to Require Performance
A. The City's failure at any time to require performance by the Contractor of any of the
specifications in this Contract shall in no way affect the right of the City thereafter to
enforce same.
B. No waiver by the City of any breach of specifications in this Contract shall be taken or
held to be a waiver of any succeeding breach of such specifications in this Contract, nor
shall such a waiver of a single breach be taken or held to be a waiver of any specification
itself
1.26 Option to Change Service; Amendments
A. The City shall have the option to change the service provided during the term of this
Contract, including, without limitation, changing the types of material collected, the
method of handling, collecting, or disposing of the collected waste, yard waste, organic
waste or recycling.
B. The City shall exercise such option by serving written notice to the Contractor at its
designated place of business at least ninety (90) days before the date such service change
is contemplated to begin.
C. Immediately after written notice is served, the parties shall enter into good faith
negotiations concerning the terms, frequency, and the details of pricing the services that
are provided.
D. Any modification or amendments to this Contract shall be in writing and shall be signed
by the parties.
E. This Section does not apply to changes in solid waste, yard waste, organic waste or
recycling volume due to expansion of the number of households in the City or growth in
solid waste, yard waste, organic waste or recycling participations.
1.27 Anti - Discrimination
The Contractor agrees:
(1) That, in the hiring of common or skilled labor for the performance of any work under any
contract, or any subcontract, no contractor, material supplier, or vendor, shall, by reason
of race, creed, or color, discriminate against the person or persons who are citizens of the
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United States or resident aliens who are qualified and available to perform the work to
which the employment relates;
(2) That no Contractor, material supplier, or vendor, shall, in any manner, discriminate
against, or intimidate, or prevent the employment of any person or persons identified in
clause one (1) of this section, or on being hired, prevent, or conspire to prevent, the
person or persons from the performance of work under any contract on account of race,
creed, or color;
(3) That a violation of this section is a misdemeanor; and
(4) That this Contract may be canceled or terminated by the city, and all money due, or to
become due, under the Contract may be forfeited for a second or any subsequent
violation of the terms or conditions of this contract.
1.28 Data Practices Act
The Contract to be awarded will be subject to the Minnesota Government Data Practices Act and
will include the following provision:
Pursuant to Minnesota Statutes § 13.05, Subd. 11, all of the data created, collected,
received, stored, used, maintained, or disseminated by the Contractor in performing this
Contract is subject to the requirements of the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, and the Contractor must comply with those requirements
as if it were a government entity. The remedies in Minnesota Statutes § 13.08 apply to
the Contractor. The Contractor does not have a duty to provide access to public data to
the public if the public data are available from the City, except as required by the terms of
this contract.
1.29 Record Keeping / Audits
The Contract to be awarded will be subject to record keeping and audit requirements and will
include the following provision:
Pursuant to Minnesota Statutes § 16C.05, Subd. 5, Contractor agrees that the books,
records, documents, and accounting procedures and practices of the Contractor, that are
relevant to the contract or transaction, are subject to examination by the contracting
agency and either the legislative auditor or the state auditor, as appropriate, for a
minimum of six (6) years. Contractor shall maintain such records for a minimum of six
(6) years after final payment.
2 SPECIAL CONDITIONS
2.1 Customer Service
A. The Contractor shall establish and maintain a local phone number to which the public and
City personnel may call or send inquiries and complaints, and from which the public and
City personnel may receive information and instructions.
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B. The Contractor shall also include in public education literature the City phone number
and email address(es) for residents to contact if they need further information or if they
need to submit a customer service complaint to the City.
C. The Contractor shall provide the Administrator with information concerning the location,
telephone number(s), email address(es), website(s) and mailing addresses of the customer
service office established above, the garage and maintenance facilities, the solid waste,
yard waste, organics and recycling processing facilities, and any other facility that will be
used in the provision of services under this Contract.
D. The Contractor shall provide the Administrator with information concerning the
Contractor's designated person(s) for the purposes of obtaining instructions, answering
inquiries, and resolving complaints. Such persons shall be available to discuss, and if
necessary meet with City personnel to resolve problems.
E. The Contractor shall provide the City with at least one (1) telephone number, which may
be used by City personnel to communicate with the Contractor after regular business
hours or during an emergency.
F. The Contractor shall equip such office with a sufficient number of telephones and
personnel to accommodate the residents' inquiries, and shall provide management
personnel to supervise such office during collection hours.
G. Except as otherwise directed by the City, customer service shall be available at least
between the hours of 7:30 a.m. and 5:00 p.m., Monday through Friday, except during
holidays.
H. The Contractor shall provide a single local or toll -free telephone number, email address
and website address for customer use. The City may publicize the Contractor's customer
service telephone number, email and website address.
I. Phone calls to the Contractor for any reason must be answered by a "live person" rather
than a recording within one (1) minute of call connection or roll over to an answering
machine /voice mail system to leave a message. The Contractor may have music or City -
approved educational information during the one (1) minute delay but no "prompts" of
any kind. Return calls to voice mail messages must be returned within one (1) hour
during the hours of 7:30 a.m. to 4:00 p.m. during regular business hours. Voice mail
messages left after 4:00 p.m. must be returned prior to 8:30 a.m. the next business day.
Recorded messages of the Contractor shall request a daytime phone number where the
caller can be reached. Contractor may also request a daytime email address for
customers in addition to a daytime telephone number.
J. The Contractor shall provide for a City of Shakopee specific quarterly informational
brochure /newsletter, agreed upon by the City, to all Shakopee customers with
information on contact numbers, recycling, yard waste organic waste and refuse updates,
informational tips and any changes in the law and the like.
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K. Upon reasonable notice, and during regular business hours, the City shall have the right
to visit and inspect any of the Contractor's facilities used to provide services pursuant to
this Contract.
2.2 Employees and Conduct
A. The Contractor shall use care and diligence in the performance of this Contract and shall
perform all collection and disposal services required by this Contract in a neat, orderly,
and efficient manner.
B. The Contractor shall provide neat, orderly, and courteous personnel for its collection
crews and shall provide courteous and knowledgeable personnel for its customer service
office.
C. The Contractor shall prohibit its drivers and crew members from drinking alcoholic
beverages or using any controlled substance, except pursuant to a doctor's prescription,
while on duty, or in the course of performing their duties under this Contract.
D. If the City determines that any of the Contractor's employees are unfit or unsuitable to
perform the services under this Contract as a result of intoxication, drug use, or by virtue
of abusive or obnoxious behavior, then, upon the City's written request, the Contractor
shall remove such employee from work within the City and furnish a suitable and
competent replacement employee.
E. All of the Contractor's permanent collection employees working .within the City shall be
required to wear a work uniform including a shirt or jacket clearly indicating that the
employee is employed by the Contractor.
F. All of the Contractor's vehicle operators working within the City shall carry valid
Minnesota state driver's licenses for the class of vehicle operated. Such vehicle operators
shall obey all traffic regulations, including weight and speed limits.
2.3 Vehicles
A. All vehicles and equipment used in the performance of this Contract, shall be wholly
owned by the Contractor; provided, leasing or rental agreements or conditional sales
contracts may be allowed where approved by the City, in writing, prior to execution of
this Contract. The vehicles and equipment to be used in performance of this Contract as
submitted with the Contractor's proposal and are made part of this Contract by reference.
B. No further encumbrance shall be placed upon any of such equipment without the
approval of the City, save that the Contractor may, without consent, mortgage or
otherwise encumber said vehicles, equipment and facilities for the purpose of enabling
the Contractor to replace the same or add thereof.
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C. All vehicles used within the City of Shakopee for collection and transportation equipment
shall be numbered consecutively and shall have the Contractor's name, telephone number,
email and website address painted in letters of contrasting color, at least four inches high,
on each side of each vehicle, and the number painted on the rear. No advertising on
collection and transportation equipment shall be permitted other than the name of the
Contractor. Paint colors, numbering and any markings of the equipment shall have the
approval of the City.
D. All collection and transportation equipment used by the Contractor shall be kept in a
clean and sanitary condition and shall be flushed or swept out. Such flushing or
sweeping shall be conducted in a manner approved by the County and State so that none
of the material from the equipment is released into the storm water sewer system or
otherwise released untreated into the environment. All collection and transportation
equipment shall be steam cleaned (weather permitting), inside and out, at least once each
week.
E. All of the Contractor's vehicles operated within the City shall be fully enclosed, leak-
proof vehicles, operated so that no refuse or landscape waste leaks, spills, or blows off
the vehicles. Drain plugs, if available, shall be kept sealed, except during collections in
rainy weather.
F. All vehicles shall be equipped with appropriately designed hoppers to reasonably prevent
wind -blown litter from escaping into the environment.
G. All vehicles must be equipped with the necessary tools and supplies for cleanup of any
materials accidently spilled during any and all loading and collection operations. These
tools and supplies shall include, but may not be limited to: shovel, broom and absorbent
product for soaking up liquid spills.
2.4 Routing and Collection Schedule
A. The City shall be divided into five (5) sectors for the purpose of collecting refuse,
recyclables, organic waste and yard waste. Each sector shall be scheduled to receive all
collection services on the same day (with recyclables collected every other week).
Appendix A -1 to this Contract provides general maps of the City's current collection
sectors and weekly schedule.
B. Refuse collection services shall be provided once per week, Monday through Friday, year
round to all designated residential units within the City's corporate limits. Recyclables
shall be collected on the same day as refuse, but every other week. Yard Waste
collection shall be provided on the same day as refuse, once per week, Monday through
Friday, from approximately mid -April until the week prior to Thanksgiving, or such time
as winter curtails yard waste season. A timeframe will be allotted for holiday tree and
wreath pickup in the months of December and January. Starting and ending collection
dates shall be with the mutual concurrence of the City. The Contractor shall not suspend
operations during the operation periods of time without the written authorization of the
City.
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C. If any changes in the collection sectors are proposed, by November 1, 2013, the
Contractor shall submit for City approval a detailed collection route map indicating the
areas in the City proposed to be collected for each day of the week within the designated
sectors. The proposed routes shall be designed to minimize the changes to collection
days for residents and the existing truck route system, and assure geographic continuity.
The City shall approve the proposed route map in writing as soon as practicable after it
has received the Contractors proposed map. If rejected by the City, the Contractor shall
then submit a new map for acceptance or comment as soon as practicable. This process
shall continue until an acceptable map is submitted, but no later than March 1, 2014.
D. The current alley route map(s) is attached in Appendix A -1. The Contractor may propose
an alternate route schedule for areas of the City with frequent alley collection. The
proposed new alley routes should minimize changes to the collection days for residents,
disruption to the existing truck route system and optimize geographic continuity
throughout the City. The intent of second tier of collection zones in the alleys is to allow
the Contractor to provide collection in the alleys in the most cost effective manner. The
City shall approve the routes submitted, or may suggest amendments thereto prior to
approval, under the process set forth in (C) above.
E. Upon approval of the routes, and if there any changes to any residents' collection days,
the Contractor shall at a minimum, produce and pay for a full page map to be published
in the City's designated legal newspaper and post on the Contractor's and City's websites
during the months of May and June, 2014. The map shall delineate the new collection
sectors and highlight any changes to residents' collection days. General information
about the service shall accompany the map.
F. In addition the Contractor shall provide the City with color map(s) delineating the
collection sectors that can be copied and distributed to the public on an 8 1/2 x 11 inch
format.
G. The Contractor may, from time to time, submit its written request to the City
Administrator to amend the approved schedule and collection sectors.
H. Such a request shall include a proposal for specific changes, together with a detailed
explanation concerning the reasons for changing the sector boundaries or collection
schedule.
I. In its sole discretion, the City may grant or deny the Contractor's request to change the
sector boundaries or collection schedule for any or all areas served by the Contractor
under this Contract.
J. Any change of the sector boundaries or the collection schedule shall be approved by the
City at least sixty (60) days before such changes may become effective.
K. If the City approves any change of the sector boundaries or the collection schedule, the
Contractor shall design, print and distribute a written letter to each household affected by
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the changes to explain the reasons for the changes and the date on which the change will
become effective. The content and distribution of any such letter shall be subject to the
City's prior written approval.
L. Such letter of explanation shall be distributed by the Contractor to arrive at each
resident's house at least two (2) weeks prior to the effective date of any service changes.
M. If the City approves any change of the sector boundaries or the collection schedule, the
Contractor shall, at its own expense, take out an ad to be published in the City's
designated legal newspaper and post on the Contractor's and City's websites during the
month prior to the effective date of the change to describe the change to residents.
N. During the first week following any City- approved change in the collection schedule, the
Contractor shall operate its collection vehicles on the previous collection schedule in
addition to the new schedule.
0. During the week following the change, the Contractor shall attach a notice to carts of any
resident that has set out their cart on the old collection day schedule.
P. During the second and third week following any City- approved change in the collection
schedule, the Contractor shall immediately respond to complaints concerning missed
collections from residents who are confused by the new schedule if such residents will
have to wait longer than two (2) days for collection.
2.5 Holiday Collection Schedule
A. When a holiday falls on a collection day for any given route, the solid waste, yard waste,
organic waste and recyclables will be collected on the following day. Each subsequent
collection day will be delayed one (1) day until the end of the week in which the holiday
fell. For the purpose of the contract the following are recognized holidays:
1. New Year's Day, Christmas Day, Memorial Day, Independence Day, Labor Day,
Thanksgiving Day
2.6 Hours and Standards of Collection:
A. The Contractor shall not begin its collection operations within the City before 7:00 a.m.
B. The Contractor shall furnish sufficient numbers of vehicles and personnel to perform the
services required by this Contract without respect to adverse conditions, breakdowns,
strikes, or similar hindrances.
C. The Contractor's crew shall perform collection services with as little noise, disturbance,
and disruption to the City's residents as possible.
D. The Contractor shall collect all properly prepared refuse, recyclables, organic waste, yard
waste and other contracted materials (e.g., bulky items) from the designated collection
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point. The Contractor is not required to collect any items that are not properly prepared.
Proper preparation is specified for each collection service below.
E. Residents shall place disposal units at the curb line (or in those areas on alley routes or
without curbs, close to the edge of the alley line or pavement), to facilitate collection by
the Contractor.
F. The Contractor shall use best efforts to close all cart lids, return all empty carts at each
stop to the general location at which they were found. Empty carts shall not be placed in
the middle of driveways, in driveway aprons, or near the curb in a manner that will
increase the likelihood that an empty cart will block a driveway or sidewalk or fall or roll
into the street.
G. The Contractor shall handle all carts with reasonable care to avoid damage and spills.
Where collection crews break or spill any item of waste onto parkways, premises, curb -
and- gutter, or streets, the crews shall immediately clean up the debris in a workmanlike
manner. A broom and shovel shall be required as standard equipment on each vehicle.
H. The City shall enact and reasonably publicize and enforce all ordinances and any
additional instructions for residents which may be necessary to achieve compliance with
the requirements of this Contract by anyone within the City, including residents.
2.7 Contractor Records
A. The Contractor shall maintain, separate from all other records and accounts, complete
records and an accurate ledger of accounts of all revenues and expenses relating to the
refuse, recyclable, organic waste and yard waste disposal system and any associated
waste recovery operations. The Contractor shall also submit monthly reports in to the
City the actual tonnage of recyclables, refuse, organic waste and yard waste as required
by the City. Said records and accounts shall at all reasonable times be open to inspection
by the City and its agents.
B. The Contractor shall maintain records as to the number of households that set out
recyclables by truck route. These set out counts shall be recorded by the Contractor at
the time each load of recyclables is tipped for unloading along with the weight. Thus, the
route data for that load shall include: date, time, tonnage, number of households setting
out recyclables collected for that load, and total number of households served (including
those households not setting out recyclables). The route log shall also include any other
driver comments or notes about special conditions or circumstances encountered on that
route.
2.8 Public Education
A. During the term of this Contract, the Contractor shall use a City approved notice to
inform residents of any and all reasons why the Contractor may not have collected all
waste, yard waste, organic waste or recyclable materials placed the curb. The notice shall
be designed and printed by the Contractor and shall indicate the reason waste material
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was not collected. The notice shall include the name, telephone number, e -mail and
website address of the Contractor. The notice may have a check -off format listing the
most common mistakes in preparing waste material for collection. The notice shall be
designed to attach to the uncollected waste material in a visible manner (e.g., adhesive
back, tie -on tag, etc.).
B. The Contractor shall cooperate with the City and civic organizations service City
residents in educational activities to promote citizen awareness of the residential solid
waste, recycling, organic waste and yard waste programs, including, but not limited to
facility tours, quarterly newsletters, and participation in special events.
3 REFUSE COLLECTION, PROCESSING AND DISPOSAL -
SPECIFICATIONS
Refuse collection, processing and disposal operations must meet City requirements.
[SEE RFP SECTION 3.1, "REFUSE COLLECTION, PROCESSING AND DISPOSAL ",
FOR DETAILED RFP SPECIFICATIONS.]
4 RECYCLABLE COLLECTION AND PROCESSING -
SPECIFICATIONS
Recyclables shall be collected by the Contractor on a City -wide basis to all eligible residential
units served under this Contract. Residents may choose to set out properly sorted and prepared
recyclables during any designated recycling collection day as per the City - established recycling
collection routes and schedule.
Single- stream recyclables shall be collected every other week as per this Contract and the
standards established by the City. Eligible City residents will be required to use the City -
designated wheeled, lidded recycling carts for storage and curbside collection.
[NOTE: THIS DRAFT OF THIS SERVICE AGREEMENT CONTRACT
TEMPLATE IS BASED ON THE ASSUMPTION THAT THE CITY WILL
CHANGE TO SINGLE - STREAM RECYCLING FOR THE NEXT CONTRACT.
APPROPRIATE EDITS WILL BE MADE THROUGHOUT THIS DOCUMENT
IF THE CITY DECIDES INSTEAD TO RETAIN ITS DUAL - STREAM
RECYCLING SYSTEM.]
[SEE RFP SECTION 3.2, "RECYCLABLES COLLECTION, PROCESSING AND
MARKETING ", FOR ADDITIONAL DETAILED RFP SPECIFICATIONS.]
4.1 Collection
A. The Contractor will collect all properly prepared and placed recyclables from residential
units on the same day as regular refuse collection, but collected every other week.
B. Recyclable materials to be included as part of the city's single- stream recycling system
include, but are not limited to:
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Paper Items: Old newspapers (including inserts), magazines, phone books, office and
school papers, household office paper and junk mail, boxboard such as snack and cereal
boxes, frozen food boxes, pop /beer /water boxes, pizza boxes, and corrugated cardboard.
Glass: Food and beverage containers including glass jars and bottles.
Plastic: Food and beverage containers including rigid plastic containers (coded with
symbols #1, #2, #3, #4, #5, #6 and #7, including small tubs (such as for margarine and
yogurt containers), clam shell containers and the lids / caps.
Metal: Beverage, food and pet food containers including aluminum and tinned -steel
cans.
Aseptic cartons: such as juice boxes and milk cartons.
Other materials: The Contractor may propose additional materials be added to the list.
C. Additionally, in accordance with the City and Scott County policies, recyclable items
may be added to this list, at which time, the Contractor will be required to collect the
additional materials within six months, or less, of receiving written notification from the
City.
D. Additionally, in accordance with the City and Scott County policies, items may be
deleted from this list, at which time; the Contractor will be required to drop the deleted
materials within six (6) months, or less, of receiving written notification from the City.
4.2 Recyclables Carts
[NOTE:
• ALTERNATIVE #1 IS WRITTEN UNDER THE "CITY OWNS THE
CARTS SCENARIO"
• ALTERNATIVE #2 IS WRITTEN UNDER THE "CONTRACTOR OWNS
THE CARTS SCENARIO ".]
A. The Contractor shall deliver each residential unit with a recycling cart. The Contractor
shall list a customer service contact phone number, email and website address on at least
one (1) the side of the cart.
B. [ALTERNATIVE #1 — CITY OWNS THE CARTS] The recycling carts shall have
the City's name, logo and City's website address, on one (1) side of the cart. The
Contractor shall use an adhesive sticker to also display its name, phone number, email
and website address on the other side of the cart.
C. [ALTERNATIVE #2 — CONTRACTOR OWNS THE CARTS] The Contractor shall
decide how to best display its name, phone number, email, website address and logo on at
least one side of the cart.
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D. Each recycling cart shall be delivered complete with a single- stream recycling brochure
provided by the Contractor explaining what materials are acceptable and prohibited and
how to best prepare the materials for recycling. These resident instructions shall assist
the Contractor in the performance of their work and to inform and educate the public.
E. Recycling carts and the single- stream brochure shall be delivered throughout the term of
the Contract to any newly constructed home(s) and to any newly annexed properties /sub-
divisions that have been certified by the City to be included in this Contract.
F. Lost and stolen recycling carts shall be replaced by the Contractor if the resident can
document their cart was legitimately lost or stolen.
G. The Contractor shall provide for all cart transportation from the manufacturer, assembly,
distribution, maintenance, repair, and cart inventory management.
H. The Contractor may charge a resident customer a reasonable replacement or repair fee if
the resident misuses or abuses their recycling cart or fraudulently reports a lost or stolen
cart. The City shall be notified in writing of any such incident including sufficient details
(e.g., address, date, reason for replacement, etc.).
4.3 Recyclables Processing
A. The Contractor shall not dispose of recyclables in any landfill, resource recovery facility,
or other mixed waste processing facility nor knowingly convey recyclables to any other
person that disposes recyclables in a landfill or other mixed waste facility without the
express written consent of the City.
B. The Contractor shall document that it has access to adequate recyclables processing
facility capacity to process and prepare for the market or transfer for processing
elsewhere the materials listed above. The Contractor shall document that the designated
recycling facility (or facilities) shall comply with all local, state, federal regulations that
are in effect. If the recycling facility proposed to be used by the Contractor is under
design, construction, or renovation, the exact status and completion schedule shall be
provided to the City in writing.
C. The Contractor's designated recycling facility (or facilities) shall be properly zoned for
all proposed recycling activities.
D. The Contractor shall keep records to estimate the quantity of individual items recycled,
and shall issue a monthly report to the City as to the estimated quantity of each material
collected and processed during that month.
E. The City shall have the right, during the term of the Contract, to have a representative
visit the Contractor's designated recyclables processing facility (or facilities) to monitor
the operation of the Contract. The Contractor shall make reasonable provisions for such
site City visits.
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4.4 Recyclables Revenue Sharing
A. The Contractor shall provide a quarterly recyclables revenue sharing credit check and
report to the City. The revenue sharing credit check and report shall be based on the net
proceeds of the sale of all recyclable materials collected the previous quarter in the City,
if there are positive net proceeds from the sale. Net proceeds are defined as the revenues
received from the sale of all recyclable material minus processing charges.
B. The Contractor shall retain all truck scale weight ticket receipts for the delivery of
recyclable materials from the City to a recyclables materials facility for a period of three
(3) years. These weight ticket receipts shall be provided for City inspection at any time
based upon reasonable notice.
C. The Contractor shall allow the City or its duly authorized agents reasonable access to
such of the Contractor's books and records as are pertinent to all services provided under
this Contract.
D. Any reports, information, data, etc. given to or prepared or assembled by the Contractor
under this Contract which the City requests to be kept confidential shall not be made
available to any individual organization without the City's prior written approval. All
finished or unfinished documents, data, studies, surveys, drawings, maps, models,
photographs, and reports prepared by the Contractor shall become the property of the
City upon termination of this Contract.
4.5 Recycling Public Education
The Contractor shall have primary responsibility to inform and educate City residents about the
availability and preparation instructions for recyclables collection.
A. The Contractor shall, at a minimum, provide information about recyclables collection and
preparation instructions on the required annual calendar, Contractor's website for
Shakopee, and via recycling cart hang tags (or suitable alternative) when the recycling
carts are distributed to residents.
B. The Contractor shall use City - designated recycling carts that are clearly labeled
"Recyclables Only" and in a different color to contrast with the colors of the refuse and
yard waste carts.
C. The Contractor shall design and install adhesive stickers to the lid of the single- stream
recycling cart that list the acceptable recyclable materials. A draft of this sticker shall be
submitted to the City for approval 30 days prior to the printing of the stickers. The City
must give its written approval of the sticker prior to finalization and printing.
D. The Contractor may reject unacceptable material from its recyclables collection
operations but then must inform the resident as to the reason for material rejection (e.g.,
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prohibited items, improper preparation of materials, etc.) by leaving educational tags to
those residents.
5 YARD WASTE COLLECTION AND PROCESSING
[SEE RFP SECTION 3.4, "YARD WASTE COLLECTION AND COMPOSTING ", FOR
ADDITIONAL DETAILED RFP SPECIFICATIONS.]
5.1 Collection
Separate curbside collection of yard waste shall be a "subscription" or voluntary option for City
residents as specified below. Yard waste service shall be arranged between the subscribing
residents and the Contractor. Residents may elect to manage their yard waste using other
approved methods (e.g., backyard composting, mulching, self -haul to approved composting
facilities, self -haul to approved drop- off /transfer sites, etc.).
A. The Contractor shall collect all properly prepared and placed yard waste in wheeled yard
waste carts or compostable bags for yard waste from residential units on the same day as
regular refuse collection.
B. Yard waste shall be collected weekly on a seasonal basis from approximately mid -April
(or as soon as the Scott County Highway Department lifts the spring roadway weight
limits) up through the week prior to Thanksgiving, or such time as winter weather curtails
yard waste operations. Christmas trees and other holiday wreaths shall be collected
throughout December and January each year. Starting and ending collection dates shall
be with the mutual concurrence of the City. The Contractor shall not suspend operations
during the operation periods of time without the written authorization of the City.
C. Contractor shall provide separate yard waste collection service only when residents
request and pay for this additional service by contacting the Contractor.
5.2 Processing
A. Yard waste shall not be disposed of in any landfill as per Minnesota statutes and County
policies.
B. The Contractor shall make its own arrangements for disposal of yard waste collected
from within the City.
C. The Contractor shall at all times receive City written approval of proposed yard waste
composting facilities and /or transfer stations used to manage the yard waste collected
from within the City. The City retains the right to approve the Contractor's yard waste
composting and /or transfer facilities. The City retains the right to reject the Contractor's
selection of yard waste composting and /or transfer facilities. The Contractor may request
a change to the agreed upon price for yard waste collection and disposal services if the
City rejects its choice of disposal facilities and can demonstrate a change in its costs.
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D. The Contractor, and not the City, shall be responsible for assuring that the selected yard
waste composting and/or transfer facilities are in compliance with all federal, state,
county, and local laws, ordinances, and regulations that are currently in effect and govern
the disposal of the yard waste collected from the City.
E. The Contractor shall always provide to the City the name and location of the yard waste
composting and/or transfer facilities it currently is using during the term of this Contract.
F. Upon the City's request, the Contractor shall provide the City with proof that such
facilities comply with all laws and regulations that are currently in effect and govern such
yard waste composting and/or transfer facilities.
G. Upon reasonable notice, the City shall have the right to visit and inspect such facilities
during regular business hours.
H. The Contractor shall notify the City of any changes in yard waste composting and /or
transfer facilities.
I. Upon the City's written request, the Contractor shall furnish the City with reasonable
assurances concerning the availability of adequate facility capacity for composting of
yard waste collected under this Contract.
5.3 Price and Payment
Payment for the extra yard waste collection service by subscribing City residents shall be in
addition to the fixed unit price of City -wide refuse and/or recycling collection services and as
established in Attachment 1— Price List. [THIS ATTACHMENT 1— PRICE LIST IS NOT
YET INCLUDED IN THIS VERSION OF THE DRAFT SERVICE AGREEMENT AND
WILL BE FINALIZED BASED ON THE SUCCESSFUL PROPOSAL AND
SUBSEQUENT NEGOTIATIONS WITH THE CITY.] The cost for this extra yard waste
collection service shall be on a per bag charge (i.e., "on- call" service by setting out properly
prepared yard waste in compostable bags) and/or seasonal yard waste cart (i.e., "subscription"
for yard waste cart service by direct arrangement with the Contractor). Methods such as
individual customer billing, or the like can be used in the billing process. The price shall cover
all yard waste collection equipment, materials, labor and services (including tipping fees) to be
performed under the proposed contract.
5.4 Yard Waste Public Education
The Contractor shall have primary responsibility to inform and educate City residents about the
availability and preparation instructions for this extra yard waste collection service option.
A. The Contractor shall, at a minimum, provide information about the yard waste collection
option and preparation instructions on the required annual calendar, Contractor's website
for Shakopee, and via cart hang tags (or suitable alternative) when the yard waste carts
are distributed to subscribing residents.
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B. The Contractor shall use its own yard waste carts that are clearly labeled "Yard Waste
Only" and in a different color to contrast with the colors of the trash and recycling carts.
C. The Contractor may reject unacceptable material from its yard waste collection
operations, but then must inform the resident as to the reason for material rejection (e.g.,
prohibited items, improper preparation of materials, etc.) by leaving educational tags to
those residents.
6 ORGANIC WASTE COLLECTION PLAN
[SEE RFP SECTION 3.5, "ORGANIC WASTE COLLECTION PLAN ", FOR DETAILED
RFP SPECIFICATIONS.]
7 BULKY ITEMS AND OTHER SPECIAL COLLECTIONS
[SEE RFP SECTION 3.8, "BULKY ITEMS AND OTHER SPECIAL COLLECTIONS ",
FOR DETAILED RFP SPECIFICATIONS.]
8 COLLECTION FROM CITY BUILDINGS AND PARK
FACILITIES
[SEE RFP SECTION 3.9, "REFUSE AND RECYCLABLES COLLECTIONS FROM
CITY BUILDINGS AND PARKS FACILITIES ", FOR ADDITIONAL DETAILED RFP
SPECIFICATIONS.]
See Appendix B to this Contract for the current listing of City buildings, parks and other
facilities to be serviced by the Contractor.
8.1 Recyclables Collection at City Parks (new, proposed service)
The Contractor shall provide at least weekly seasonal recyclables collection at selected parks
facilities. See the list of City Parks in Appendix B. Parks that currently have, or are planned to
have, parking lots, are listed in Appendix B. It is the City's intention to place recycling carts at
the perimeter of the parking lots to take advantage of collection efficiencies as part of the new
residential, single- stream recycling routes.
A more specific plan and schedule of service, including seasonal adjustments, will be developed
by the City and the Contractor and then amended to this Contract. This plan will provide
sufficient details including (but not limited to) the number of carts at each park, any additional
specifications for the carts (e.g., stickers with instructions, standardized recyclables holes cut into
the lid, automatic lid locking /unlocking device), and specific cart placement locations.
[THIS VERSION OF THE DRAFT SERVICE AGREEMENT LISTS TWO (2) CART
OWNERSHIP OPTIONS. THE FINAL SERVICE AGREEMENT WILL SPECIFY
CART OWNERSHIP.]
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[OPTION #1] The City will own the recycling carts stationed at City Buildings and Parks, but
the Contractor will be responsible to provide recycling collection services and cart maintenance
in the same manner as the residential service requirements.
[OPTION #2] The Contractor will own the recycling carts and be responsible to provide
recycling collection services and cart maintenance in the same manner as the residential service
requirements.
8.2 Cardboard Dumpster at City's Public Works Garage
The Contractor will provide at least one (1) free dumpster, at a location to be specified, by the
City (e.g., the City's Public Works Garage parking lot), to allow residents to drop -off old
corrugated cardboard (OCC).
9 SPRING CLEAN UP DAY AND OTHER SPECIAL EVENTS
[SEE RFP SECTION 3.11, "COLLECTION FROM SPRING CLEAN -UP DAY AND
OTHER SPECIAL EVENTS ", FOR DETAILED RFP SPECIFICATIONS.]
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APPENDIX
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Appendix A -1
Map of Current Residential Collection Sectors and Weekly Schedules
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Appendix A -2.a
Map of Current Alley Collection Schedule: Monday Route
(Alley route coded in orange)
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X:\MS\IE\2012 \12S052 -00 \10300 Draft Reports \Service Agreement Draft 1- 31- 2013.docx
City of Shakopee — Draft Service Agreement
Template Contract Specifications
Appendix A -2.b
Map of Current Alley Collection Schedule: Tuesday Route
(Alley route coded in orange)
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A2 -2 X:\MS \IE\2012 \125052 -00 \10300 Draft Reports \Service Agreement Draft 1- 31- 2013.docx
City of Shakopee - Draft Service Agreement
Template Contract Specifications
Appendix A-2.c
Map of Current Collection coded in
ec
Schedule: Thursday Route
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X: \MS \IE \20 12 \12S052-00 \ 10300 Draft Reports\ Service Agreement Draft 1-3 1-2013.docx
City of Shakopee — Draft Service Agreement
Template Contract Specifications
Appendix B
List of City Buildings, Parks and Other Facilities
To Be Served by the Contractor
[Draft as of 1 -10 -2013]
Cit of Shako . ee Buildin ' s & Parks - Trash and Rec clip ' Weekl Collection*
Name and Location Type Estimated Service Level
17th Avenue Sports Complex Recycling 8 -96 gal. carts - Seasonal April 1 - Oct. 31
2600 17th Avenue East
Fire Station #1 Trash 3 -96 gal. carts
2700 Vierling Drive East Recycling 1 -96 gal. cart
Fire Station #2 Trash 1 - 2yd
1001 Vierling Drive West Recycling 1 -96 gal. cart
Green Meadows Park Recycling 2 -96 gal. carts - Seasonal April 1 - Oct.31
3100 Thrush Street
Huber Park Recycling 4 -96 gal. carts - Year Round
150 Fillmore Street
Lions Park Recycling 3 -96 gal. carts - Year Round
1103 Adams Street
Memorial Park Recycling 8 -96 gal. carts - Year Round
1801 County Road 101 East
Parcel 75 (Unnamed Park) Recycling 2 -96 gal. carts - Year Round
Parcel 75 on Southbridge
Parkway (Estimated completion
2014)
Quarry Lake Park Recycling 4 -96 gal. carts - Seasonal April 1 - Oct. 31
Broadbank Blvd. (Estimated
completion 2014)
2 -96 gal. carts - Seasonal April 1 - Oct.
Riverside Fields Park Recycling 31
7300 Crossing Blvd.
(Est. completion summer 2013)
B -1 X:\MS \IE\2012 \125052 -00 \10300 Draft Reports \Service Agreement Draft 1- 31- 2013.docx
City of Shakopee — Draft Service Agreement
Template Contract Specifications
Cit of Shako s ee Buildin ' s & Parks - Trash and Rec clin ' Weekl Collection*
Name and Location Type Estimated Service Level
SandVenture Aquatic Park
(Seasonal) Trash 4yd 3x/week April 1 - October 31
1101 Adams Street Recycling 2 -96 gal. carts - Seasonal June 1 - Aug. 31
Shakopee City Hall Trash 3 -96 gal. carts & 1- 64 gal. cart
129 Holmes Street South Recycling 3 -96 gal. carts & 4 -32 gal. carts
Shakopee Community Center Trash 6yd 2x /week
1255 Fuller Street Recycling 2 -96 gal. carts
Card Board Dumpster 4yd
Shakopee Police Department Trash 3yd
475 Gorman Street Recycling 2 -96 gal. carts
Shakopee Public Library Trash 3 -96 gal carts
235 Lewis Street Recycling 2 -96 gal carts
Shakopee Public Works Trash 4 -6yd 3x/week
500 Gorman Street Trash 3yd
Card Board Dumpster 8yd 2x /week
Shakopee Public Works Trash 3yd 3x /week
400 Gorman Street Card Board Dumpster 2yd 2x/week
Recycling 1- 96 gal. cart
Shakopee Youth Building Trash 2 -96 gal carts
1099 Adams Street Recycling 1 -96 gal. Year Round
Tapah Park Recycling 10 -96 gal. Seasonal April 1 - Oct. 31
1490 Adams Street South Trash 2 - 6 yard 3x /week April 1 - October 31
Westminster Park Recycling 2 -96 gal. carts - Seasonal April 1 - Oct. 31
801 Valley View Road East
Any other similar future facilities as designated by City Administrator.
*Collection is weekly, unless otherwise noted. Seasonal collection is estimated to be April 1 -
October, 31; however, these dates are subject to change by the City.
X:\MS \IE\2012 \ 125052 -00 \10300 Draft Reports \Service Agreement Draft 1- 31- 2013.docx B -2