Residential Waste Collection Services Final
VILLAGE OF OAK BROOK
Purchasing Department
1200 Oak Brook Road
Oak Brook, IL 60523
(630) 368-5164
REQUEST FOR PROPOSAL
Residential Refuse, Recyclable, and Yard Waste Collection Services
September 2019
SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 3
A. NOTICE – PUBLISHED ON VILLAGE WEBSITE SEPTEMBER 6, 2019: ........................................................ 3
B. OVERVIEW ......................................................................................................................................... 4
C. GENERAL INFORMATION ...................................................................................................................... 8
D. GENERAL INSTRUCTIONS ........................................................................................................................ 8
E. GENERAL SPECIFICATIONS .................................................................................................................... 11
F. FLAT RATE REFUSE AND LANDSCAPE COLLECTION SPECIFICATIONS – “CUSTOMER
BILLING” ................................................................................................................................................. 29
SECTION 2. REVIEW PROCESS ............................................................................................................. 32
A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 32
B. BASIS OF AWARD ............................................................................................................................. 32
APPENDIX 1 ............................................................................................................................................... 35
COVER LETTER AND STATEMENT OF CERTIFICATION ..................................................................... 35
APPENDIX 2 ............................................................................................................................................... 36
PROPOSAL NARRATIVE .......................................................................................................................... 36
APPENDIX 3 ............................................................................................................................................... 37
PROPOSAL SECURITY DEPOSIT ($5,000.00) ........................................................................................ 37
APPENDIX 4 ............................................................................................................................................... 38
PRICE QUOTATION SHEETS ................................................................................................................... 38
COLLECTION SERVICES: 4A-1 ............................................................................................................... 38
APPENDIX 4A-1 ..................................................................................................................................... 39
GENERAL PRICE QUOTATION SHEET – CUSTOMER BILLING ......................................................... 39
FLAT RATE COLLECTION SERVICES FOR REFUSE AND RECYCLING ........................................... 39
VOLUME-BASED YARD WASTE ........................................................................................................... 39
APPENDIX 5 ............................................................................................................................................... 40
ALTERNATIVES / DEVIATIONS ............................................................................................................... 40
APPENDIX 5 ........................................................................................................................................... 41
SCHEDULE OF ALTERATIONS AND DEVIATIONS ............................................................................... 41
APPENDIX 6 ............................................................................................................................................... 42
SCHEDULE 1 – ILLINOIS MUNICIPALITIES SERVED ............................................................................ 42
SCHEDULE 2 – VEHICLE / EQUIPMENT LISTING .................................................................................. 42
SCHEDULE 3 – LOCATIO N OF DISPOSAL FACILITIES, LOCATION OF RECYCLING PROCESSING
FACILITIES, LISTING OF RECYCLABLES THAT ARE ACCEPTED ...................................................... 42
SCHEDULE 4 – CONTRACTOR QUALIFICATION STATEMENT ........................................................... 42
APPENDIX 6 ........................................................................................................................................... 43
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SCHEDULE 6.1 – LIST OF ILLINOIS MUNICIPALITIES SERVED ............................................................ 43
APPENDIX 6 ........................................................................................................................................... 44
SCHEDULE 6.2 – LIST OF VEHICLES/EQUIPMENT ................................................................................ 44
APPENDIX 6 SCHEDULE 6.3 – DISPOSAL INFORMATION SHEET .................................................. 45
APPENDIX 6 SCHEDULE 6.4 - CONTRACTOR QUALIFICATION STATEMENT ............................................. 47
APPENDIX 7A, 7B, 7C ............................................................................................................................... 50
7A - VILLAGE OF OAK BROOK STREET MAP ....................................................................................... 50
7B - PROPOSED MONTHLY REPORT FORM ......................................................................................... 50
7C - PROPOSAL FOR PUBLIC INFORMATION ACTIVITIES .................................................................. 50
APPENDIX 7 ........................................................................................................................................... 51
APPENDIX 7B – MONTHLY REPORT FORM ........................................................................................ 51
APPENDIX 7 ........................................................................................................................................... 52
APPENDIX 7C – PROPOSAL FOR PUBLIC INFORMATION ACTIVITIES ............................................ 52
APPENDIX 8 ............................................................................................................................................... 53
PROPOSED COMPLAINT RESPONSE FORM......................................................................................... 53
APPENDIX 9A AND 9B .............................................................................................................................. 54
9A - ATTACH PROOF OF INSURANCE HERE ........................................................................................ 54
9B - ADDITIONAL INSURED ENDORSEMENT ........................................................................................ 54
APPENDIX 10 ............................................................................................................................................. 55
SAMPLE "REPORT CARD" FORMS ........................................................................................................ 55
APPENDIX 11 ............................................................................................................................................. 56
ALTERNATE PROPOSAL DESCRIPTION ............................................................................................... 56
AND PRICING FOR LEAF COLLECTION ................................................................................................. 56
APPENDIX 12 ............................................................................................................................................. 57
ALTERNATE PROPOSAL ......................................................................................................................... 57
FOR NATURAL DISASTER CLEAN-UP ................................................................................................... 57
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Section 1. Request for Proposals
A. Notice – published on Village Website September 6, 2019:
Village of Oak Brook
Request for Proposals
Residential Municipal Waste Services Collection
September 2019
Notice is hereby given that the Village of Oak Brook, Illinois will receive sealed proposals at the
Village Hall, 1200 Oak Brook Road, Oak Brook, Illinois 60523 no later than 3:00 P.M. on
September 27, 2019, for Refuse, Recyclable, and Yard Waste Collection Services for the
Village of Oak Brook. Proposals received after the submittal time will be rejected and returned
unopened to the sender. The Village of Oak Brook reserves the right to reject any and all
proposals, waive technicalities, and select the proposal that best meets the specifications in
serving the interests of the Village of Oak Brook.
A complete proposal package, of which this legal notice is a part, is on file for inspection and
may be downloaded from the Village’s website at www.oak-brook.org or picked up at the Butler
Government Center, 1200 Oak Brook Road, Oak Brook, Illinois 60523, between the hours of
8:00 a.m. and 4:30 p.m., Monday through Friday. There is no charge for the package.
A security deposit of $5,000 in the form of a certified check or cashier's check, payable to the
Village of Oak Brook must accompany each proposal. Refund of this deposit is outlined in the
Request For Proposal.
To familiarize contractors with the required services and answering questions, a pre-proposal
meeting will be held at 11:00 A.M., Tuesday, September 17, 2019, in the S.E. Dean Board
Room, 1200 Oak Brook Road, Oak Brook, Illinois. It is not a mandatory preproposal meeting,
but someone from your firm is highly encouraged to attend. Please submit any questions at
least three days prior to the meeting in order to facilitate the discussion. Address your questions
to Rania Serences, Senior Purchasing Assistant, Village of Oak Brook, 1200 Oak Brook Road,
Oak Brook, Illinois 60523, 630-368-5164, or e-mail to rserences@oak-brook.org.
Proposals should be addressed to:
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
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B. Overview
1. Request for Proposals
The Village of Oak Brook (hereinafter "Village"), located in DuPage County, Illinois, is seeking
proposals for the provision of residential refuse, recyclables and yard waste collection services.
The Village wishes to provide residents with comprehensive, high quality refuse, recyclables
and yard waste collection services. The Village intends to enter into an agreement with a
qualified and responsible firm for such services, and accordingly are furnishing herein a set of
specifications by which such proposals shall be judged. Any firm (hereinafter "Contractor")
desiring to furnish a quotation for such services shall submit proposals following the instructions
and format of the attached Request for Proposal (RFP) documents.
2. Contract
It is the express intent of the Village to enter into an exclusive scavenger franchise agreement
(hereinafter "Agreement" or “Contract”) for single family residential collection in the Village of
Oak Brook in the form attached to this RFP as Exhibit A. The Agreement shall not include
commercial, industrial or institutional properties within the Village of Oak Brook.
3. Proposal Delivery Procedures
Sealed proposals shall be delivered to Rania Serences, Senior Purchasing Assistant, at the
Village of Oak Brook Butler Government Center, 1200 Oak Brook Road, Oak Brook, IL 60523
by no later than 3:00 P.M., on Friday, September 27, 2019. Sealed envelopes should be
clearly labeled, "Sealed Proposal for Refuse, Recyclables and Yard Waste Collection Services",
with the following information: Contractor's name and address, date and time. One original and
three (3) photocopies of the proposal should be furnished, along with the $5,000 security
deposit. If sent by mail, the sealed envelope containing the proposal must be enclosed in
another envelope addressed to the Village at the location stated in this paragraph.
Proposals received prior to the time of opening will be securely kept, unopened. A
representative from the Purchasing Division, whose duty it will be to receive the proposals, will
announce when the specified time has arrived and no proposal received thereafter shall be
considered. No responsibility shall be attached to the employee receiving the proposals or the
Village of Oak Brook for the premature or non-opening of a proposal not properly addressed
and identified, except as otherwise provided by law.
Proposals arriving after the above specified date and time, whether sent by mail, courier or in
person, shall not be accepted. These proposals will either be refused or returned unopened. It
is the Contractor's responsibility for timely delivery regardless of the methods used. Mailed
proposals that are delivered after the specified date and time will not be accepted regardless of
the postmarked date or time on the envelope.
Facsimile ("fax") machine and electronic document delivery (“email”) transmitted proposals shall
not be accepted, nor will the Village transmit RFP documents to prospective Contractors by way
of a facsimile machine except for any addenda issued as specified in Paragraph 8 of this
Overview. The Village may utilize email for transmitting RFP documents as well as addenda
issued.
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4. Withdrawals; Declinations
A written request for the withdrawal of a proposal may be granted and security deposit returned
if the request is received by the Village prior to the specified date and time of opening. After the
opening, the Contractor cannot withdraw or cancel its proposal for a period of ninety (90) days,
and such proposal will be binding during that time. Should a contractor withdraw its proposal
after the opening, the security shall be forfeited.
5. Non-Acceptance of Proposals
No proposal shall be accepted from, or contract awarded to, any person, firm or corporation that
is in arrears or is in default to the Village or State, upon any debt or contract, or that is a
defaulter, as surety or otherwise, upon any obligation to the Village, or has failed to faithfully
perform any previous Agreement with the Village.
6. Competency of Contractors
The opening and reading or posting of proposals shall not be construed as the acceptance by
the Village of the Contractors as being qualified, responsible candidates. The Village reserves
the right to determine the competence, financial and operational capacity of any contractor.
Upon request of the Village, the Contractor shall furnish evidence as may be required by the
Village to evaluate its ability and resources to accomplish the services required by the
specifications herein. The Village shall unequivocally be the sole and final judge of such
competency, and their decision shall be final and not subject to recourse by any person, firm or
corporation.
7. Pre-proposal Meeting; Addenda
A Pre-proposal meeting will be held for the purposes of familiarizing all Contractors with the
required services, answering questions, and to facilitate the issuance of addenda if needed for
clarification of the RFP documents. This meeting will occur at 11:00 AM, on Tuesday,
September 17, 2019 in the S.E. Dean Board Room, 1200 Oak Brook Road, Oak Brook, IL
60523. Attendance at this meeting by contractors should be considered a crucial component in
the preparation of a comprehensive proposal.
Any questions that arise after that time must be made in writing, and shall be addressed to
Rania Serences, Senior Purchasing Assistant, and sent by email to rserences@oak-brook.org
or by fax to 630-368-5165. The written questions, along with the Village's responses, will be
circulated to all known potential Contractors without identifying the party submitting the
questions. The deadline for receiving additional questions shall be 11:00 A.M. on Thursday,
September 19, 2019 in order to facilitate preparation of any addenda. No inquiry received after
that time shall be given consideration. Replies and/or addenda will be faxed or emailed to all
known potential Contractors shortly thereafter. Receipt of any addenda must be acknowledged
in writing as a part of a proposal. Contractors shall be responsible for ensuring that they have
received any and all addenda. The Village shall not assume responsibility for the receipt by the
Contractor for any addenda.
8. Investigation by Potential Contractor
It shall be the responsibility of the Contractor to thoroughly read and understand the information,
instructions and specifications. Contractors are expected to fully inform themselves about the
conditions and requirements of the services to be provided. Failure to do so is at the
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Contractors' own risk. No plea of error or plea of ignorance by the Contractor of the conditions
that exist or that may hereafter exist as a result of failure or omission on the part of the
Contractor to make the necessary examinations and investigations will be accepted as a basis
for verifying the requirements of the Village. The Village will assume that submission of a
proposal means that the Contractor has familiarized itself with the conditions and requirements
and intends to comply with them unless specifically noted otherwise.
9. Checklist of Submittals
The checklist of submittals is furnished only to help the Contractor ensure that a complete
proposal is submitted. It is not a substitute for the careful reading of and response to all of the
RFP documents.
10. Proposal Security
Each proposal shall be accompanied by a security deposit, (attached as Appendix 3) which
shall be in the form of a certified check or bank's cashier check in the amount of five thousand
dollars ($5,000), made payable to the Village of Oak Brook. Proposals submitted without the
required security shall be rejected.
After formal written notification by the Village that an Agreement has been awarded, the
proposal security of the successful Contractor shall be forfeited to the Village in the event that
the Contractor shall withdraw its proposal, or neglect or refuse to enter into a contract and
submit the required bond, and the Contractor shall be liable for any damages the Village may
thereby suffer.
Proposal securities shall be released as follows:
(a) The successful Contractor's security shall be retained until the required performance bond
has been furnished;
(b) Proposal securities of the proposing Contractors shall be held until the successful
Contractor's performance bond has been furnished and the agreement has been executed by
the successful Contractor, at which time the checks will be promptly returned to the
unsuccessful contractors.
11. Statement of Certification
A statement of certification (provided following this section on the next page) must be signed
and submitted (attached to cover letter in Appendix 1) in order for a proposal to be considered.
It is necessary that this be done under oath; therefore this form must be notarized.
12. Rejection Waiver
The Village reserves the right to reject any and all proposals; waive formalities, technical
deficiencies and irregularities; or otherwise solicit new proposals if some other manner of
negotiation better serves its interests.
13. Award of Franchise Agreement
Upon the concurrence of the Village, the Franchise Agreement will be awarded to the most
responsive and responsible Contractor whose proposal is most advantageous to the Village.
Price, conformance to specifications, and other performance factors will be considered as
elements of a responsible proposal at the sole discretion of the Village.
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Statement of Certification
I/WE HEREBY CERTIFY THAT:
A) The undersigned has received a complete set of proposal papers, as intended, and that the
undersigned will abide by the contents and/or information received and/or contained herein.
B) The undersigned, being an authorized representative of the Contractor, hereby certifies that
the Contractor is not barred from submitting a proposal for this contract as a result of a violation
of either Section 5/33E-3 or Section 5/33E-4 of Chapter 38 of the Illinois Compiled Statutes
concerning bid rigging, rotating, kickbacks, bribery, and interference with public contracts.
C) The undersigned hereby also certifies that the contractor has adopted an anti-sexual
harassment policy in accordance with the Illinois Human Rights Act, as amended. The
undersigned hereby also certifies that the contractor will comply with all current Federal, State,
and Local laws, statutes, rules, and regulations referencing equal opportunity employment
practices including those contained in Public Act 87-1257 (effective July 1, 1993) or as
amended.
D) The undersigned hereby also certifies that the Contractor shall comply with all local state,
and federal safety standards as well as all other codes, rules, regulations, ordinances, and
statutes of the Village of Oak Brook, the State of Illinois, and of the United States.
E) The undersigned hereby also certifies that the Contractor is not delinquent in the payment of
any tax administered by the State of Illinois Department of Revenue, unless the amount and/or
liability is being properly contested in accordance with the procedures established by the
appropriate revenue act.
F) The undersigned hereby also certifies that this proposal is genuine and not collusive or sham;
that said Contractor has not colluded, conspired, connived, or agreed, directly or indirectly, with
any other Contractor or person, to put in a sham proposal or to refrain from submitting a
proposal; and has not in any manner, directly or indirectly, sought by agreement or collusion, or
communication or conference with any person, to fix the proposed price elements of said
proposal, or that of any other Contractor, or to secure any advantage against any other
contractor or any person interested in the proposed contract.
Dated at this day of , 2019
By: _____________ ___ ________ _________________________
(name & title) (signature)
______ , being duly sworn, deposes and says that he/she is the
__________ of ____ and that the statement above is true and
correct.
Subscribed and sworn before me this day of , 2019
Notary public:
My commission expires:
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C. General Information
1. Purpose of this Section
This Section contains general information. Descriptions of the current refuse, recyclables, and
yard waste collection programs are provided only as an orientation.
2. Description of the Village of Oak Brook
Located approximately 15 miles west of the Chicago Loop in Eastern DuPage County with a
small section of the community in Western Cook County, the Village of Oak Brook was
incorporated in 1958 and has a population of 7,883 as of the Official 2010 U.S. Census.
There are approximately 2,675 single family residences in the Village of Oak Brook.
3. Description of the Village's Current Solid Waste Program
Refuse, yard waste and curbside recycling services are currently provided on a “Once Per
Week” basis on Mondays. All of the services are done on the same day. Residents do have
the option for an additional refuse collection, that is, “Twice Per Week Refuse Collection”, as
well as the option for “Rear Door Service” for either the “Once Per W eek “or “Twice Per W eek”
collection, all of which is done by separate contract between the hauler and the individual.
a) Refuse and Yard Waste
Refuse and Recyclables Collection is based on a flat rate system and Yard Waste is based on a
volume based system. Residents are required to properly place pre-paid yard waste stickers on
each disposal unit set out for collection. Unlimited large or bulk items, not including construction
items, can be placed curbside at no cost each week.
There is only one sticker for yard waste and the current price per sticker is $3.50.
b) Recycling
Under the current contract all recyclables are processed at the DuPage County Intermediate
Processing Facility (IPF) in Carol Stream or other site designated by the Contractor. Therefore,
the DuPage County IPF, or other site, dictates what recyclables will be collected in the Village.
The hauler retains 100% of the proceeds collected from the recyclables.
D. General Instructions
1. Proposal Package
Specifications for the refuse program are included in this RFP package (Section F). It is
intended that the entire RFP, excluding the specifications for the refuse program that are not
selected, shall become part of a written and signed Agreement with the successful Contractor.
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2. Format for Submissions
A properly prepared proposal shall consist of all price quotation sheets, accompanying
schedules containing the required information as listed in the checklist, and a narrative
presentation (the length of which shall be at the Contractor's discretion), accompanied by a
signed cover letter of submittal on the contractor's letterhead. The signed cover letter
accompanying the proposal must be from an officer or employee having the authority to bind the
Contractor by signature. The narrative may comment on any specification or part of the RFP
documents. Failure to submit all of the required information may result in the disqualification of
the contractor from consideration.
All blanks on the price quotation sheets and schedules must be correctly filled in, using ink or
entered in typed form. Any erasures or error corrections must be initialed in ink. All forms
requiring signatures must be properly signed in ink in the proper spaces. If the Contractor is
unable to provide a quotation on a given commodity or service alternative, each relevant blank
on the price quotation sheets must have the words "No quotation" entered thereupon.
All commentary in the narrative where the Contractor addresses specifications, should refer to
the Section and subsection letter number (i.e. C-23) where appropriate, and should be
discussed sequentially insofar as is possible.
3. Minimum Specifications; Deviations
Each specification included in this package describes the services which the Village feels are
necessary to meet performance requirements of the Village, and shall be considered the
minimum standards expected of the Contractor. The specifications are not intended to exclude
potential Contractors. Contractors may indicate alternatives to these specifications if the
proposed changes are equal to or greater than what is required by these specifications.
If the Contractor is unable to meet any of the specifications contained herein, it shall also
separately list all requested deviations from the specifications, and a justification shall be stated
for such deviations.
If a Contractor does not indicate alternatives to or deviations from the specifications, the Village
shall assume that the Contractor shall fully comply with those specifications. The Village shall
be the sole and final judge of compliance with the specifications.
The Village further reserves the right to determine the acceptability or unacceptability of any and
all alternatives and deviations, and to negotiate the effects and costs of any such alternatives
and deviations prior to reaching a decision on the awarding of an Agreement. The Village shall
unequivocally be the sole and final judge as to whether any alternative or deviation is of an
equivalent or better quality of service. This decision is final and shall not be subject to recourse
by any person, firm, or corporation.
The RFP documents clearly identify certain issues where the Village has left specification
language open, or where the Village will consider alternatives. In these areas, the Village is
instead soliciting proposals for further consideration, and may include specification language in
some form in the Agreement. However, the Village reserves the right to determine which
specification language will be included in the Agreement.
4. Examination of Service Area
Contractors shall completely inform themselves of all the conditions under which service is to be
performed, the service area, and all other relevant matters pertaining to the service required to
be provided under the enclosed specifications, including, but not limited to, types of housing,
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population density, roads, traffic patterns, collection procedures required, labor required, and all
other factors which would affect execution and completion of the work covered by this proposal.
The Village street map enclosed with these RFP documents, outlines the corporate boundaries
of the Village. Any changes to the boundaries or service areas as the result of events including,
but not limited to, annexations; zoning actions; site plan approvals; or construction, shall be
communicated to the Contractor by the Village and be included in the Agreement, at the current
price then in effect per the terms of the contract.
5. Contractor Information
The following information should be submitted as schedules 1-4, under Appendix 6.
(a) A list of municipalities in the State of Illinois, minimum of three (3), for which the Contractor
furnishes or has furnished refuse, recyclables, and/or yard waste collection for a period of at
least one year within the last three years. Refuse programs should indicate if any are pay-per-
bag (basic or modified) or flat rate programs, as well as the additional information requested on
the Village’s form. Use the form provided, labeled Appendix 6, Schedule 6.1.
(b) A complete list of the Contractor's vehicles/equipment to be utilized in the Village in the
performance of the Agreement. Use the form provided, labeled Appendix 6, Schedule 6.2.
(c) A statement guaranteeing that all recyclables shall be delivered to an Intermediate
Processing Facility (IPF) or other site as determined by the Contractor. Use the form provided,
labeled Appendix 6, Schedule 6.3.
(d) A qualification statement. Use the form provided, labeled Appendix 6, Schedule 6.4.
Contractors should use extra copies of schedules or supplemental sheets as necessary to
supply information.
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E. General Specifications
The following are General Specifications which shall be incorporated and made a
part of any Agreement awarded.
1. Intent
It is the intent of the Agreement to obtain throughout its term clean, courteous, well-
scheduled, and well-executed collection and disposal or processing of refuse, recyclables,
and yard waste and/or leaf waste from properties in the Village of Oak Brook. While the
Village recognizes that any collection service involves minor customer operating problems,
the intent of the Agreement is to ensure that any such operating problems are minimized to
the extent possible and corrected as soon as possible.
2. Definitions
For the purposes of the Agreement, definitions of certain terms shall be as listed below.
Other terms shall be as defined within applicable subsections.
(a) "Refuse" shall mean all discarded and unwanted putrecible and nonputrecible
household and kitchen wastes, including but not limited to, food, food residues, and
materials necessarily used for packaging, storing, preparing, and consuming same, usually
defined as "garbage"; and all combustible and non-combustible waste materials resulting
from the usual routine of domestic housekeeping, including, but not limited to, aluminum
and steel cans; glass containers; plastic containers; crockery and other containers; metal;
paper of all types, including newspapers, books, magazine, and catalogs; boxes and
cartons; cold ashes; furniture, furnishings, and fixtures, household appliances of all kinds;
tire, textiles and leather; dead animals and animal waste; toys and recreational equipment;
and similar items. For the purposes of the Agreement, the terms "garbage", "refuse",
"rubbish", and "waste" shall be synonymous unless otherwise more specifically defined (for
example, "yard waste").
(b) "Recyclables" or Recyclable Material(s) shall mean at a minimum brown paper bags,
corrugated boxes, frozen food packages, magazines & catalogues, mixed paper,
newspaper, paperboard, telephone books, wet strength carrier stock, aerosol cans,
aluminum cans, aluminum foil, aseptic packaging & gable top containers, formed steel
containers, glass bottles & jars, HDPE (#2) plastic containers, PET(#1) plastic containers,
plastic six & twelve pack rings, polystyrene(#6), steel cans, steel paint cans & lids, in
addition to any other items which the Intermediate Processing Facility may add to their list
of items accepted at the facility. The Contractor has the option to select an IPF under the
terms of this contract. The Contractor must attach a listing of the recyclables accepted by
the IPF, which must at least equal the items accepted by the DuPage County IPF, if still
operational.
(c) "Yard waste" (also known as "landscape waste") shall mean grass clippings, leaves,
branches and brush, other yard and garden trimmings, vines, garden plants, and flowers,
weeds, tree droppings (for example, pine cones and crabapples), and other similar organic
waste materials accumulated as the result of the cultivation and maintenance of lawns,
shrubbery, vines, trees, and gardens. Sod, dirt, Christmas trees, and greenery from
wreaths and garlands shall not be considered yard waste and shall be disposed of as
refuse, unless the composting facility will accept it.
(d) "Household Construction and Demolition Debris" or "Debris" shall mean waste materials
from interior and exterior household construction, remodeling and repair projects, including,
but not limited to drywall, plywood, and paneling pieces, lumber, and other building
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materials; windows and doors, cabinets, carpeting, disassembled bathroom and kitchen
fixtures; and small amounts of sod, earth, clay, sand, concrete, rocks, and similar materials.
Such debris shall conform to the following: loose small items shall be placed in suitable
disposable containers not exceeding fifty (50) pounds in weight, or in bundles not
exceeding two (2) feet in diameter, four (4) feet in length, and fifty (50) pounds in weight.
Materials not conforming shall not be considered as household construction and demolition
debris, and shall be subject to special collection requirements as specified in Paragraph 39.
(e) "Curbside" shall mean adjacent to the street pavement, alley pavement and gutter and
within five feet thereof.
(f) "Large Household Item" (also known as "bulk item") shall mean any discarded and
unwanted large household appliances and furnishings, including, but not limited to:
refrigerators, freezers, stoves, trash compactors, washers, dryers, dishwashers, furnaces,
hot water heaters, air conditioners, furnaces, humidifiers, dehumidifiers, water softeners,
pianos, organs, tables, chairs, mattresses, box springs, bookcases, sofas, and similar
furniture. All "white goods" including those containing CFCs (chlorofluorocarbons),
switches containing mercury, and PCBs (polychlorinated biphenyls) shall fit within this
definition.
(g) "Disposal Unit" shall have different meanings as follows:
(1) For the purposes of refuse collection, a "disposal unit" shall mean one (1) water-tight
metal, or plastic reusable waste container with handles, no larger than thirty-two (32)
gallons in capacity, unless clearly noted or intended to mean otherwise, or fifty (50) pounds
in weight, one (1) plastic or paper bag, box, carton, or other disposable container not to
exceed thirty-two (32) gallons in capacity and fifty (50) pounds in weight, containing refuse
or household construction and demolition debris as herein defined, securely tied or closed
in such a fashion so as to prevent the littering, leaking, or scattering of refuse or debris; or
one (1) securely tied bundle of refuse or debris which is not placed in a container that does
not exceed two (2) feet in diameter, four (4) feet in length, and fifty (50) pounds in weight;
or one (1) single miscellaneous or odd-shaped item of refuse or debris that does not
exceed fifty (50) pounds in weight. In addition to the above definition of a “disposal unit”,
containers rented or purchased from the Contractor be it 96 gallon or other similar size,
shall also be known as a disposal unit. A large household item as is herein defined in
subsection (h) is to be considered a disposal unit. Household construction and demolition
debris as is herein defined in subsection (e) is to be considered a disposal unit.
(2) For the purposes of yard waste collection, a "disposal unit" shall mean one (1)
biodegradable two-ply, fifty (50) pound wet-strength Kraft, or similar, paper bag designed
for yard waste collection not to exceed thirty-three (33) gallons in capacity and fifty (50)
pounds in weight, containing "yard waste" as herein defined, or one (1) water-tight metal or
plastic reusable waste container with handles, no larger than thirty-two (32) gallons in
capacity or fifty (50) pounds in weight and clearly marked "yard waste", or one (1) securely
tied bundle of brush or branches using biodegradable cord, string, rope or twine that does
not exceed fifty (50) pounds in weight, two (2) feet in diameter, and four (4) feet in length,
and is manageable by one (1) person.
3. Scope of Work
The Contractor shall be the exclusive refuse, recycling and yard waste collector for single
family attached and detached residences (hereinafter referred to as single family) within the
Village boundaries.
The Contractor shall be responsible for everything required to be performed, and shall
provide and furnish all of the labor, materials, necessary tools, expendable equipment and
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supplies, vehicles, transportation services, and landfill and compost facility space required
to perform and complete the collection and disposal of refuse and yard waste, and make all
of the necessary arrangements for the delivery of all recyclables to an Intermediate
Processing Facility (IPF).
4. Agreement Term
The initial term of the Agreement will be five (5) years commencing on January 1, 2020 and
shall remain in full force and effect through midnight at the end of the five (5) year period.
At the expiration of the five (5) year term, an extension of up to three (3) years can be
mutually agreed upon. If such an extension is desired by the Village, the Contractor will be
notified no later than 90 days before the expiration of the initial five (5) year term.
Commencing not less than six (6) months (180 days) prior to any extensions of the
Agreement beyond the included options, the Village and the contractor shall engage in
good faith negotiations to develop rates attributable to the forthcoming years in question.
Among the factors to be considered shall be increased or decreased costs incurred by the
Contractor, increases in the Contractor's productivity, the Contractor's service since the
beginning of the Agreement, and prices paid in comparable communities. In the event the
Village and the Contractor are unable to agree upon a suitable price, either party may
terminate the Agreement by written notice to the other party at least ninety (90) days prior
to the expiration date of the Agreement. In that case, the Agreement will terminate at
midnight at the end of the original term.
5. Compliance with Applicable Laws, Ordinances, and Regulations
The Contractor shall comply with all applicable Federal, State, and local laws, ordinances,
rules, and regulations governing the collection, disposal, and processing of refuse,
recyclables, and yard waste during the term of the Agreement.
6. Taxes, Licenses, Permits, and Certificates
The contractor shall pay all sales, use, property, income, and other taxes that are lawfully
assessed against the Village or the Contractor in connection with the Contractor's facilities
and the work included in the Agreement. By law, the Village is exempt from paying Federal
Excise Tax, State and Local Retailers' Occupation Tax, State and Local Service
Occupation Tax, Use Tax, and Service Use Tax.
Immediately upon the awarding of the Agreement, the Contractor shall secure and pay for,
at its own expense, all necessary permits, licenses, and certificates of authority required to
complete the work, and shall comply with all requirements of such permits, licenses, and
certificates of authority to operate in the Village, including inspections. The Contractor shall
keep and maintain all such licenses, permits, and certificates of authority in full force and
effect throughout the term of the Agreement.
7. Performance Bond
The Contractor shall initially post, and on each anniversary of the effective date of the
Agreement, including renewal period or periods, renew a Performance Bond which shall, at
all times, be in an amount of at least the sum of billing receipts anticipated collected during
the succeeding six (6) month period under the Agreement. Said bond shall be executed by
and with a surety company acceptable to the Village and shall be subject to approval as to
form and content by the Village Attorney.
The successful Contractor shall furnish the performance bond within ten (10) days of the
awarding of the Agreement. This Agreement shall not be signed until the bond is received
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and is reviewed for acceptability by the Village Attorney. At the discretion of the Village,
failure to furnish the required bond within the time specified may be cause for rejection of
the proposal and the award of the Agreement to another Contractor.
8. Independent Contractor
The Contractor shall be deemed to be an independent contractor, solely responsible for the
control and payment of its employees and compliance with all applicable Federal, State,
and local laws.
9. Non-assignment
The Contractor shall not assign or subcontract the Agreement or the work thereunder, or
any part thereof, to any other person, firm, or corporation without prior written consent of
the Village, but the Contractor may perform it obligations thereunder through its
subsidiaries or divisions. Such assignment shall not relieve the Contractor from its
obligations or change the terms of the Agreement.
10. Insurance
Certificates of Insurance and Additional Insured Endorsement shall be presented to the Village
within fifteen (15) days after the receipt by the Contractor of the Notice of Award and the
unexecuted Agreement, it being understood and agreed that the Village will not approve and
execute the Agreement nor will the bid guarantee be returned until acceptable insurance
certificates are received and approved by the Village.
The Contractor and each permittee working under a permit as required pursuant to the
provisions of Title 1, Chapter 8 of the Code of Ordinances of the Village of Oak Brook
(hereinafter referred to as "Insured") shall be required to carry such insurance as specified
herein. Such Contractor and permittee shall procure and maintain for the duration of the
Agreement or permit insurance against claims for injuries to persons or damages to property
which may arise from or in connection with the performance of the work under the Agreement
or permit, either by the Contractor, permittee, or their agents, representatives, employees or
subcontractors.
A Contractor or permittee shall maintain insurance with limits no less than:
A. General Liability - $5,000,000 combined single limit per person for
bodily injury, personal injury and property damage, $10,000,000 each
occurrence, $2,500,000 each occurrence, property damage;
B. Automobile Liability - $3,000,000 combined single limit per person for
bodily injury, death, and property damage, $3,000,000 each
occurrence;
C. Worker's Compensation and Employer's Liability - Worker's
Compensation limits as required by the Labor Code of the State of
Illinois and Employer's Liability limits of $1,000,000 each occurrence.
D. Pollution Liability - $15,000,000 aggregate.
Any deductibles or self-insured retention must be declared to and approved by
the Village. At the option of the Village, either the insurer shall reduce or eliminate
such deductible or self-insured retention as respects the Village, its officers,
officials, employees and volunteers; or the Insured shall procure a bond
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guaranteeing payment of losses and related investigations, claim administration
and defense expenses to the extent of such deductible or self-insured retention.
The policies shall contain, or be endorsed to contain, the following provisions:
D. General Liability and Automobile Liability Coverage -
(1) The Village, its officers, officials, employees, agents, and volunteers
are to be covered as additional insureds as respects: liability arising out
of activities performed by or on behalf of the Insured; premises owned,
occupied or used by the Insured. The coverage shall contain no
special limitations on the scope of protection afforded to the Village, its
officers, officials, employees, volunteers or agents.
(2) The Insured's insurance coverage shall be primary insurance as
respects the Village, its officers, officials, employees, volunteers and
agents. Any insurance or self-insurance maintained by the Village, its
officers, officials, employees, volunteers or agents shall be in excess of
the Insured's insurance and shall not contribute with it.
(3) Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the Village, its officers, officials, employees,
volunteers or agents.
(4) The Insured's insurance shall apply separately to each covered party
against whom claim is made or suit is brought except with respect to
the limits of the insurer's liability.
E. Worker's Compensation and Employer's Liability Coverage
The policy shall waive all rights of subrogation against the Village, its
officers, officials, employees, volunteers and agents for losses arising
from work performed by the insured for the Village.
Each insurance policy shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days prior written notice by certified mail has been given
to the Village. Each insurance policy shall name the Village, its officers,
officials and employees, volunteers and agents as additional insureds.
Insurance is to be placed with insurers with a Best’s rating of no less than VII.
Each Insured shall furnish the Village with certificates of insurance and with
original endorsements effecting coverage required by this provision. The
certificate and endorsements for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its behalf. The
certificates and endorsements are to be on forms approved by the Village and
shall be subject to approval by the Village Attorney before work commences.
The Village reserves the right to require complete, certified copies of all
required insurance policies, at any time.
Each insured shall include all subcontractors as insureds under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for
subcontractors shall be subject to all of the requirements stated herein.
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11. Accident Prevention and Notification
The Contractor shall be responsible for initiating, maintaining, and supervising all safety
precautions and programs in connection with the work under the Agreement. Precaution
shall be exercised at all times for the protection of persons and property. The safety
provisions of all applicable laws, regulations and building codes shall be observed,
including safeguards on machinery and equipment, the elimination of hazards, and work
safety training.
In the event of accidents of any kind which involve the general public and/or private or
public property in the Village, the Contractor shall immediately notify the Village.
Upon request of the Village, the Contractor shall provide such accounting of details and/or
copy of written accident report as the Village may require.
12. Damage
The Contractor shall take all necessary precautions for the protection of public or private
property. The Contractor shall be responsible for damages on public or private property
resulting from careless operation of vehicles or careless handling of any receptacle. All
property which suffers damage (reasonable wear-and-tear excepted) caused by the
Contractor, including, but not limited to waste receptacles, sod, mailboxes, or recycling
bins, shall be repaired or replaced as soon as possible to equivalent quality at the time of
the damage, and at no extra charge to the property owner. If the Contractor fails to do so
within a reasonable period of time, the Village may, after the expiration of a period of forty-
eight (48) hours after giving the Contractor notice in writing, proceed to repair or replace
such property as may be deemed necessary at the Contractor's expense. The Contractor
agrees to pay for said expenses within ten (10) days of receipt of said invoice.
13. Employees and Conduct
The Contractor shall undertake to perform all collection and disposal services rendered
hereunder in a neat, orderly, and efficient manner; to use care and diligence in the
performance of the Agreement; to provide neat, orderly, and courteous personnel on its
collection crews; and to provide courteous and knowledgeable personnel in its customer
service function.
The Contractor shall prohibit any drinking of alcoholic beverages or use of any controlled
substance, except by a doctor's prescription, by its drivers and crew members while on
duty, or in the course of performing their duties under the Agreement.
In the event that any of the Contractor's employees are deemed by the Village to be unfit or
unsuitable to perform the services under the Agreement as a result of intoxication, drug
use, or by virtue of abusive or obnoxious behavior, then, upon formal written request of the
Village, the Contractor shall remove such employee from work within the Village and
furnish a suitable and competent replacement employee.
The Contractor's drivers and crew members shall be attired at all times in a neat,
professional manner. All permanent collection employees shall be required to wear a work
uniform. Said uniform shall include a shirt or jacket that clearly indicates that the employee
is employed by the Contractor. The Village has the right to require or define what shall be
considered suitable work clothes for collection employees.
All vehicle operators shall carry valid Illinois State driver's licenses for the class of vehicle
operated. Vehicle operators shall obey all traffic regulations, including weight and speed
limits.
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14. Non-Performance; Default
If the Contractor fails to observe the established schedule of service for more than two (2)
consecutive working days, the Village shall reserve the right to determine if there has not
been sufficient cause to justify such lack of observance. If in the Village's judgment
sufficient cause has not been demonstrated, then the Village shall serve notice either
personally or by affixing such notice to the premises of the servicing location of the
Contractor stating that the Agreement shall be deemed in default if the Contractor does not
take action to re-establish the schedule within twenty-four (24) hours of said notice. If at
the end of the twenty-four (24) hour period the Contractor has not made the necessary
correction, the Village shall take such steps as are necessary to furnish services according
to the collection requirements provided for in the Agreement. The Contractor shall be liable
for any costs of such steps from the date of the notice of default. The Village further
reserves the right to terminate the Agreement in the event of non-performance or default.
15. Indemnity
The Contractor shall indemnify, defend, save, and hold harmless the Village, individually
and collectively, its officers and employees, from any and all liability, losses, costs,
expenses, demands, taxes, claims, damages, lawsuits, proceedings, or causes of action,
including workers' compensation claims, of any kind or nature whatsoever, including
reasonable attorney's fees and costs of defense, that the village may suffer, incur, sustain,
or become liable for, on account of any injury to or death of its employees, or injury or
death to any other person, or damage to or injury to real estate, or personal property, in any
way resulting from arising out of, in connection with, or pursuant to the Agreement, caused
by the operations of the Contractor, its officers, agents, retailers, employees, or any
subcontractors in performance of the services to be conducted, including ownership,
maintenance, use, operation, or control of any vehicle owned, operated, maintained, or
controlled by the Contractor or subcontractor.
The Contractor shall, at its own expense, appear, defend, and pay all reasonable fees of
attorneys and all costs and other expenses arising there from or incurred in connection
therewith; and if any judgments shall be rendered against the Village in any such action,
the Contractor shall, at its own expense, satisfy and discharge same.
The Contractor further agrees to indemnify, defend and hold harmless the Village from all
liability (including attorney’s fees) for removal or remedial actions under the Comprehensive
Environmental Response, Compensation and Liability Act of 1980 (also known as
Superfund) or comparable state law incurred as the result of the disposal under the
Agreement after the date hereof of the Village's waste materials.
For purposes of this indemnification, "Facility" shall mean those disposal facilities owned by
the Contractor or owned by a company under common ownership and control of the
Contractor.
The Contractor expressly understands and agrees that any performance bond or insurance
protection required by the Agreement, or otherwise provided by the Contractor, shall in no
way limit the responsibility to indemnify, keep and hold harmless, and defend the Village,
and to pay expenses and damages as herein provided. The Contractor shall not be liable
for any liability or claims of liability resulting from the negligence or willful misconduct of the
Village, its agents, or employees.
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16. Safety
The contractor and any subcontractors shall comply with all the provisions of the Federal
Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended.
17. Equal Opportunity
The Contractor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, ancestry, national origin, place of birth, age or handicap
unrelated to bona fide occupational qualifications.
18. Employment of Illinois Workers during Periods of Excessive Unemployment
The Contractor shall comply with all Illinois statutes pertaining to the selection of labor.
Whenever there is a period of excessive unemployment in Illinois, which is defined herein as
any month immediately following 2 consecutive calendar months during which the level of
unemployment in the State of Illinois has exceeded 5 percent as measured by the United
States Bureau of Labor Statistics in its monthly publication of employment and unemployment
figures, the Contractor shall employ only Illinois laborers. “Illinois laborer” means any person
who has resided in Illinois for at least 30 days and intends to become or remain an Illinois
resident.
Other laborers may be used when Illinois laborers as defined herein are not available, or are
incapable of performing the particular type of work involved, if so certified by the Contractor
and approved by the Village. The Contractor may place no more than 3 of his regularly
employed non-resident executive and technical experts, who do not qualify as Illinois laborers,
to do work encompassed by this Contract during a period of excessive unemployment.
This provision applies to all labor, whether skilled, semi-skilled or unskilled, whether manual or
non- manual.
19. Execution of Documents
The Contractor shall conform to the following requirements:
Proposals signed by an individual other than the individual represented in the Proposal
documents shall have attached thereto a power of attorney evidencing authority to sign the
Proposal in the name of the person for whom it is signed.
Proposals which are signed for a partnership shall be signed by all of the partners or by an
attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the Proposal a
power of attorney evidencing authority to sign the proposal, executed by the partners.
Proposals which are signed for a corporation, shall have the correct corporate name thereof
and the signature of the President or other authorized officer of the corporation manually
written below the corporate name.
If such Proposal is manually signed by an official other than the President of the Corporation,
a certified copy of a resolution of the board of directors evidencing the authority of such official
to sign the Proposal should be attached to it. Such Proposal shall also bear the attesting
signature of the Secretary of the corporation and the impression of the corporate seal.
The Contract shall be deemed as having been awarded when formal notice of award shall
have been duly served upon the intended awardee.
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20. Non-Discriminating
The Contractor, its employees and subcontractors, agrees not to commit unlawful
discrimination and agrees to comply with applicable provisions of the Illinois Human Rights
Act, the U.S. Civil Rights Act and Section 504 of the Federal Rehabilitation Act, and rules
applicable to each.
21. Negotiations
The Village reserves the right to negotiate specifications, terms, and conditions which may be
necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may
require the entire proposal be made an integral part of the resulting Agreement. This implies
that all responses, supplemental information, and other submissions provided by the
contractor during discussions or negotiations will be held by the Village as contractually
binding on the successful contractor.
22. Incurred Costs
The Village will not be liable in any way for any costs incurred by respondents in replying to
this RFP. Contractor agrees to comply with all laws, ordinances, and rules of the Village
and the State of Illinois.
23. Contractor Responsibilities
The selected Contractor will be required to assume responsibility for all services offered in
this proposal. The Village will consider the selected Contractor to be the sole point of
contact with regard to contractual matters, including payment of any and all charges
resulting from the Agreement.
24. Contractor Offices and Points of Contact
The Contractor shall establish and maintain an office through which it may be contacted
directly, where the public and Village personnel may call in or send inquiries and
complaints, and where the public and Village personnel may send and receive instructions.
The office shall be equipped with sufficient telephones, and shall have a responsible
person in charge during collection hours. This service shall be operated between the hours
of at least 7:30 AM to 6:00 PM, Monday through Friday, except during holidays as listed in
Paragraph 28, or as otherwise directed by the village. The telephone service shall be a
local exchange or on a toll-free basis. The Village will publicize the customer service
telephone number(s) of the Contractor. In addition, a telephone number and electronic mail
(e-mail) by which the Contractor may be reached after regular hours shall be provided to
the Village for use by Village personnel.
The Contractor shall assign a specific route manager to the Village who shall serve as a
contact to Village staff in resolving issues. The route manager shall provide the Village with
a cell phone number, which may be used to contact them at any time.
The Contractor shall identify the location, telephone number(s), and mailing address of the
office, the garage area, and any processing facility, that will be used to service the Village.
The Village reserves the right to visit and inspect such facilities, with reasonable notice.
The Contractor shall also notify the Village of its designated contact person(s) for the
purposes of obtaining instructions, answering inquiries, and resolving complaints. Such
person(s) shall be available to discuss, and if necessary, meet with Village personnel to
resolve problems.
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25. Proper Disposal or Processing
(a) General Requirements
The Contractor shall at all times use disposal methods that are in compliance with all
Federal, State, County, and local laws, ordinances, and regulations.
The Contractor shall be responsible for all collection and transportation costs necessary to
bring refuse and yard waste to a disposal site, and shall be responsible for the payment of
all tipping fees for refuse and yard waste. The term "disposal" shall have different
meanings. For refuse, it shall mean landfilling; for yard waste, it shall mean composting or
an equivalent agronomic application. The term "disposal" shall not include "processing" of
recyclables. The Contractor shall be responsible for all collection and transportation costs
necessary to bring recyclables to the Intermediate Processing Facility (IPF) designated by
the Contractor.
All refuse and yard waste collected shall be removed from the Village as soon as the
materials are collected, but in any event, no later than 6:00 PM on the date of collection.
The refuse and yard waste shall be disposed of and the recyclables taken to the IPF
designated by the Contractor.
(b) Disposal of Refuse
The Village reserves the right to approve the landfill site location the Contractor intends to
use for the disposal of refuse collected at the curbside. The Contractor shall provide the
name and location of this disposal site, and alternative sites, in accordance with Appendix
6, Schedule 3.
(c) Yard Waste Requirements
Throughout the term of the Agreement, the Contractor shall own, co-own, rent, lease,
control, or otherwise have access to a properly licensed and permitted composting facility
of sufficient capacity for the disposal of yard waste. The Contractor shall be solely
responsible for compliance with all Federal, State, County, and local laws, ordinances, and
regulations governing the disposal of yard waste at such a composting facility.
The Contractor shall furnish the name and location of the composting facility intended to be
used during the term of the Agreement. Upon request of the Village, proof that such facility
complies with all laws and regulations governing such facilities shall be furnished to the
Village. The Village reserves the right to visit and inspect such facilities with reasonable
notice. This shall not preclude the Contractor from changing the disposal location to a
reasonable alternate site, but the contractor shall notify the Village of any changes. Upon
request of the Village, the Contractor shall furnish evidence of arrangements assuring
availability of adequate composting facility capacity for disposal of yard waste collected
under the Agreement.
(d) Recycling Requirements
Throughout the term of the Agreement, the Contractor shall deliver all recyclables collected
in the Village to the IPF designated by the Contractor.
The Contractor shall be responsible for payment of all necessary fees that may be charged
by the IPF or other site designated by the Contractor.
No disposal of recyclables in a landfill or incinerator by the Contractor shall occur without
the Village's knowledge and prior written consent. Doing so may result in termination of the
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Agreement. Upon request of the Village, evidence deemed acceptable by the Village shall
be submitted as proof that all recyclables collected in the Village are being delivered to the
IPF.
26. Revenues from Recyclables
The Contractor will retain 100% of the proceeds from the sale of recyclable materials and
all recycling revenues paid to the hauler.
27. Day(s) of Collection
A one (1) day, preferably Monday, collection schedule shall be established in order to
establish a uniform refuse, yard waste, and recyclable collection throughout the Village of
Oak Brook. However, the contractor may provide alternative collection schedules in order
to show the affect on the pricing structure, so long as the maximum number of days of
collection shall not exceed two (2) in one (1) week. All services shall be offered at least
once per week, Monday through Friday, to any household within the Village's corporate
limits.
The Contractor agrees to work with the Village in order to provide the Village with its
preferred day(s) of collection when setting the pick-up schedule for the Village.
Rearrangement of the current collection route must be agreed upon no less than 21 days
before the first day of the Agreement. It shall be the Contractor's responsibility and cost to
design, print and distribute a written letter to each household affected by the rearrangement
explaining the reason for the change in the day service is provided and the date in which
the change in service will take place. The said letter must be distributed by the Contractor
at least two weeks prior to the date of service change, to the extent that the new Contractor
will continue with the service collection schedule under the old service schedule to allow for
the two (2) week advance notice of service change. The said letter and its distribution
method are subject to the Village's approval, which must be granted prior to the notice
being issued.
Should the Contractor wish to modify the collection route schedule, they must notify the
Village in writing at least 60 days prior to the anticipated date of any subsequent
rearrangements to request such change. The request shall include a detailed explanation
of why the rearrangement is necessary and in what specific areas rearrangement of
collection days of any or all areas served by the Contractor under the Agreement. The
Village shall be the sole and final judge as to whether or not to allow a modification of the
route.
If rearrangement of the existing service route is granted to the Contractor by the Village, the
Contractor's responsibilities as to notification to affected households remains the same as
described above. The said letter and its distribution method remain subject to the Village's
approval.
28. Holidays
For the purpose of this contract, the following holidays shall be deemed official holidays:
New Year's Day
President's Day (3rd Monday in February)
Memorial Day (4th Monday in May)
Independence Day
Labor Day (1st Monday in September)
Thanksgiving Day (4th Thursday in November)
Christmas Day
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Should any of the aforementioned occur on a regularly scheduled collection day, the
collection of that day shall be rescheduled to the next day and all the subsequent collection
days following the holiday shall occur one day behind schedule until the beginning of the
next full week.
The Contractor shall give a notice for publication on the Village web site prior to
rescheduling pickup days. A copy of this notice shall be forwarded to the Village
Manager's Office at least two (2) weeks prior to the scheduled holiday.
29. Hours and Standards of Collection
The Contractor shall not commence work before 7:00 AM and shall cease collection by
7:00 PM. The Contractor shall furnish sufficient numbers of vehicles and personnel to
accomplish the work within this period, irrespective of adverse conditions, breakdowns, or
similar hindrances. The Contractor's crews shall endeavor to work with as little noise,
disturbance, and disruption to residents as possible.
The Contractor shall be responsible to coordinate with schools within the Village of Oak
Brook hours for collection for the areas adjacent to the schools to prevent conflict with
Contractor services and school traffic.
The Contractor shall be responsible to collect all refuse, recyclables, and yard waste from
the curbside or back door as applicable. All such materials shall be properly prepared as
specified in subsection C-3. The Contractor shall not be responsible for collection of items
that are not properly prepared provided that the hauler places a sticker on any item(s) not
collected indicating the reason why it could not be collected. Residents are also
responsible for placing disposal units close to the curb (or in those areas without curbs,
placing them in an equivalent position) so that they are easily accessible to the collector.
The Village agrees to enact and reasonably enforce such ordinances as are necessary to
achieve compliance by its residents with such requirements.
The Contractor shall return all containers at each stop to the general location at which they
were found, except that bins shall not be placed in the middle of driveways, in driveway
aprons, or near the curb in such a manner as to risk their blocking the sidewalk, falling into
the street or being hit by a vehicle.
The Contractor shall handle all containers with reasonable care to avoid damage and
spillage. Any contents spilled or items broken by collection crews onto Village parkways,
premises, curb-and-gutter, or streets shall be immediately cleaned up in a workmanlike
manner. In order to clean up, a broom and shovel shall be required on each vehicle. The
Contractor shall not be responsible for collecting or cleaning up refuse, recyclables, or yard
waste litter that has blown, fallen, leaked or been scattered from bags, cans, bins, or other
containers onto private property.
30. Missed Pick-ups and Complaints
The Contractor shall promptly investigate and courteously resolve all complaints of missed
pick-ups, and shall arrange for collection of missed pick-ups found to be valid within twenty-
four (24) hours after a complaint or notification is received. In the event this occurs on a
day preceding a holiday or weekend, the complaint shall be serviced on the next working
day. The Contractor and the Village agree to jointly establish reasonable administrative
regulations for the investigation and resolution of alleged missed pick-ups.
In the event of valid complaints for other incidents, including, but not limited to, breakage of
glass during collection of recyclables; items of refuse, recyclables, and/or yard waste
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dropped during collection; and the like that are not cleaned up by the collection crew, the
Contractor shall immediately arrange for clean-up after a complaint or notification is
received. The subject area must be cleaned up immediately and in no case longer than
twenty-four (24) hours from the time the incident is reported.
The Contractor shall maintain a daily log of complaints received using the form enclosed. A
copy of complaints and their resolution shall be given to the Village at the end of each
month. Additionally, a written yearly report explaining and detailing the years complaints,
resolutions and proactive actions taken to reduce future complaints shall be mailed the
Village Manager’s office.
31. Report Cards
The Contractor shall implement a notification program whereby the Contractor's employees
will leave recyclable material that is improperly prepared at the curb in the recycling along
with a checklist ("report card") indicating the reason the recyclable material was rejected.
The Contractor shall also provide public information, such as brochures, whereby the
Contractor's employees will leave refuse, bulk items, white goods and landscape waste at
the curb when it has been improperly prepared along with a "report card" indicating the
reason the materials were rejected.
The "report cards" shall be initialed by the Contractor's employees for tracking purposes.
The contents of the written report cards must be approved by the Village before
implementation of the Report card program by the Contractor. Sample report cards should
be attached as Appendix 10.
32. Vehicles/Equipment
The Contractor shall furnish a complete list of the vehicles/equipment to be used in
servicing the Agreement according to the format of Appendix 6, Schedule 2 attached to
these specifications. The Village reserves the right to request descriptive literature or
specification sheets for each type of vehicle listed as it deems necessary to determine
additional details to evaluate the Contractor's proposal, or to properly administer
specifications of the Agreement. Upon request of the Village, the Contractor shall
demonstrate that collection equipment is suitable for the materials to be collected. The
Contractor shall notify the Village if there is any change in the number of vehicles being
used.
All vehicles shall be maintained in good working order and appearance, free of rust, and
shall be clean at the start of each collection day. No vehicle shall be operated on Village
streets which leaks any fluids from the engine or compacting mechanism. In the event that
any vehicle is not properly operable, a substitute vehicle shall immediately be provided that
complies with the terms herein. All vehicles shall display the name of the Contractor, a
local phone number, and vehicle identification number that is clearly visible on both sides.
All vehicles shall be fully enclosed, leak-proof, and operated in such a way that no refuse,
recyclables, or yard waste leaks, spills, or blows off the vehicles. Should any refuse,
recyclables, or yard waste leak, spill, or blow off a vehicle due to the vehicle operator's
failure to properly monitor the load or to close openings, or due to failure of any
mechanism, the Contractor shall be responsible for collecting or cleaning up such litter or
fluids. If such litter or fluids are not cleaned up after notice (verbal or written) from the
Village, the Village may clean up same, and the Village may bill the cost to the Contractor
for services rendered. Drain plugs, if available, shall be kept closed, except during
collections in rainy weather. All vehicles shall be made available for inspection during
regular business hours at the request of the Village.
24
Refuse, recyclables, and yard waste shall each be collected in separate vehicles and shall
not be commingled, unless the Contractor gets prior written permission from the Village to
commingle.
33. Title to Refuse, Yard Waste, and Recyclables
Title to all refuse, yard waste, and recyclables shall pass to the Contractor when the
materials are placed into the collection vehicle.
34. Notifications
Official notifications, whenever required for any purpose under this contract, shall be made
in writing and addressed to the Village of Oak Brook as follows:
Village of Oak Brook
Village Manager's Office
Attn: Village Manager
1200 Oak Brook Road
Oak Brook, IL 60523
If to the Contractor:
Any party may change the address to which notices for such party may be sent by
furnishing written notice to the other party.
All notifications shall be delivered in person or sent by first-class mail, with sufficient
postage fully pre-paid, or certified or registered/return receipt requested mail with sufficient
postage and certification or registry fees fully pre-paid. Notice delivered personally 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.
35. Local Improvements
The Village reserves the right to construct any improvement or to permit any construction in
any street, which may have the effect for a time of preventing the Contractor from traveling
its accustomed route or routes for collection. The Contractor shall, however, by an
acceptable method, continue to collect the refuse, recyclables, and yard waste to the same
extent as though no interference existed upon the streets formerly traversed. This shall be
done at no extra cost to the Village or residents. The Village agrees to work with the
Contractor to resolve any problems due to construction activity.
36. State Disposal Legislation; White Goods, Large Items
The Contractor shall be aware of impending State of Illinois deadlines established by
legislation for implementation of restrictions on disposal of certain wastes, and shall be
responsible for compliance with such legislation.
In particular, the Contractor shall be aware of the July 1, 1994 "White Goods" and tire
landfill ban. The Contractor shall be responsible for compliance with this legislation and
25
shall offer white goods and tire collection and disposal at no additional cost to customers. If
special pick-up is required, (e.g., tire pick-up) the Contractor must explain and provide a
written quote prior to providing the service.
37. Public Information
The Contractor shall provide all initial public information necessary to inform customers
about the services provided under the Agreement. This shall include all preparation,
printing, and mailing/delivery costs. Information to be provided shall include (at a minimum)
an initial brochure, updates to the brochure as needed, additional print runs of the brochure
as needed, and follow up flier. The Contractor shall provide an annual calendar of collection
events that will be distributed to the residents. The Contractor shall continue to assist the
Village in the development and maintenance of a Public Information Program in order to
keep residents/customers informed on all aspects of the refuse, recyclables and yard waste
pick up programs during the entire term of the Agreement. All information shall be subject
to the approval of the Village.
Upon request, the Contractor shall provide the Village with any educational materials
deemed necessary by the Village. Informational materials shall include, but are not limited
to, notices left at resident's property clearly explaining the reason(s) services (refuse, yard
waste or recycling collection) were not provided and what actions, if any, can be taken by
the resident in the future to insure collection of materials. Such notices are to be written,
designed and printed by the Contractor, but shall be approved in advance of their use by
the Village.
38. Collection from Government Facilities
The Contractor shall provide, at no additional cost to the Village, weekly refuse, yard waste,
and recyclable materials collection and disposal, including the furnishing of all needed
containers, including dumpsters as required by Village, to all Oak Brook municipal facilities
which include: the Butler Government Center (Village Hall, Police Department and Fire
Station #94); Fire Station #93; the Public Works Facility; Oak Brook Public Library; Oak
Brook Sports Core including the Bath and Tennis Club Grounds, the Oak Brook Golf
Course Clubhouse, and Golf Maintenance Building.
39. Special Pick-Ups
Any residents wanting to dispose of large quantities of refuse, yard waste, recyclables,
and/or construction debris shall have the ability to obtain competitive prices for such
services from local based contractors and select any contractor they desire to perform such
services. The resident will be responsible for the payment of said services and all such
arrangements shall be made between the hauler and the resident. The decision of any
Village resident to hire a private contractor for special pick-ups shall have no effect on the
terms of the Agreement.
40. Transition Period/"Grace" for Customers
For the first four (4) pick-ups weeks, and not beyond the first four (4) pick-ups weeks of
January 2020, at each residence under the new agreement the Contractor shall accept and
honor, without additional remuneration, landscape waste set out for collection according to
the prior Solid Waste Collection Agreement. That is, Residents may utilize stickers
purchased under the previous contract. The Contractor shall leave specific information for
the customer about any changes to the program if the items are not set out in accordance
with the new Agreement provisions.
26
41. Law to Govern and Venue
This contract shall be governed by the laws of the State of Illinois, both as to interpretation
and performance, and the venue shall be DuPage County, Illinois. Any references to laws
in these specifications shall include such laws as they may be amended or modified from
time to time. Every provision of law required by law to be inserted into the Agreement shall
be deemed to be inserted herein.
The invalidity of one or more of the phrases, sentences, clauses or subsections contained
in the Agreement shall not affect the validity of the remaining portion of this contract so long
as the material purposes of the Agreement can be determined and effectuated.
42. Successors and Assigns
This Agreement shall be binding upon the parties, their successors and assigns.
43. Number of Copies
This contract may be executed in any number of photocopied counterparts, all of which
shall be considered an original for all purposes.
44. Right to Require Performance
The failure of the Village at any time to require performance by the Contractor of any
specifications in the Agreement shall in no way affect the right of the Village hereafter to
enforce same.
Nor shall waiver by the Village of any breach of specifications in the Agreement be taken or
held to be a waiver of any succeeding breach of such specifications in the Agreement, nor
be taken or held to be a waiver of any specification itself.
45. Change in Service; Amendments
If the Village should wish to change the type of service provided during the term of the
Agreement, including, but not limited to, type of material collected, method of handling,
and/or method of collection, the Village shall have the option to initiate the change in
service by serving written notice to the contractor at its designated place of business at
least 60 days prior to the date such service change is contemplated to begin. Both parties
agree to negotiate the terms, frequency, and prices of such change in service after such
written notice is served, unless such pricing options were submitted in the contractor’s
original proposal, those options may implemented with just the minimum 60 day notice.
Such modifications shall be contained in a written agreement executed by the parties.
Should the Contractor fail to negotiate in good faith, the Village reserves the right to
terminate the Agreement.
46. Data Collection and Reporting
The Contractor shall collect and maintain accurate data, records, and receipts, and shall
report to the Village pertinent data of the refuse, recyclables and yard waste collection
program, including, but not limited to:
a) Total weight and cubic yardage of refuse, recyclables, yard waste, and Village office
recycling program collected per month;
b) Number and weight of white goods collected per month;
27
c) Number of yard waste stickers sold per month at each outlet;
d) Total number of customers;
e) Recycling volumes;
f) Log of telephone calls and written correspondence (letter or e-mail) from Village
residents including, but not limited to; customer name/address, date, concern, and
action taken.
With reasonable notice, the Contractor shall permit the Village or its authorized designees
to inspect and examine all records during regular business hours pertaining to the
collection, transportation, disposal, and processing of all refuse, recyclables and yard waste
which occurs under the Agreement. The Village also reserves the right to receive copies of
tipping receipts and marketing receipts, which shall be furnished upon request of the
Village.
Monthly reports containing the above information shall be delivered to the Village by the
Contractor no later than 15 days after the close of the month to the Purchasing Division. At
the request of the Village, reports shall follow a format prescribed by the Village.
The Contractor shall also provide such additional data, information, or statistical material
concerning refuse, recyclables and yard waste collection as may be reasonably requested
by the Village from time to time.
All reports, data and information, once supplied to the Village shall become the property of
the Village.
47. Holiday (Christmas) Tree Collection
The Contractor shall provide a special collection for Holiday (Christmas) trees for a two (2)
week period during the first two weeks in January. The Contractor agrees to perform this
once a year service at no charge to either the Village or customers during the entire term of
the Agreement.
48. Natural Disaster Clean-Up
The Contractor shall, upon the request of the Village, provide clean-up services for natural
disasters for public and private properties when necessary at a per hour fee as specified in
Appendix 12. The Contractor shall bill the Village the total amount.
49. Special Events
The Village requires that the Contractor waive any and all associated fees and costs for the
annual Taste of Oak Brook - Fourth of July Celebration’s and Polo events’ recycling and
refuse collection during the term of the Agreement and any extensions. This service shall
not be billed.
50. Collection of Fees
The Contractor shall submit pricing according to the following billing option:
The Contractor agrees to be solely responsible for the billing and collection of all fees
for refuse, yard waste and recyclables collection from all customers. This shall also
include collection of fees for special pick-ups. The Contractor further agrees to be
28
solely responsible for the collection of any delinquent accounts and the disposition of all
complaints regarding the fees for service. Where the Contractor intends to terminate
collection service relative to a customer, the Contractor shall notify the customer in
writing, at least ten (10) days prior to the termination of the collection service, of the
proposed termination date and the reason for said termination. The Contractor agrees
to notify the Village Manager of any terminated or discontinued service accounts within
one (1) business day following such termination.
51. Strikes
A. The Contractor shall be required to file proof with the Village that it has a "no strike"
provision for the duration of all collective bargaining agreements with its workers in affect
during the term of the Agreement. Upon execution of any new agreement, the Contractor
shall forward to the Village within thirty (30) days thereafter, proof that said agreement also
contains a "no strike" clause.
B. Should nevertheless, a strike occur which lasts more than seven (7) calendar days, the
Village shall be permitted to institute such procedures to collect and dispose of the waste to
be collected pursuant to the Agreement as the Village deems necessary. The Contractor
shall be responsible for reimbursing the Village for any and all costs it may incur in such an
endeavor.
52. Bankruptcy
If the Contractor shall at any time during the term of the Agreement become insolvent, or if
proceedings in bankruptcy shall be instituted by the Contractor or if proceedings in
bankruptcy shall be instituted against the Contractor, or if the Contractor shall be adjudged
bankrupt or a receiver of any property of the Contractor shall be appointed in any suit or
proceedings brought by or against the Contractor, or if the Contractor shall make an
assignment for the benefit of creditors, then in each and every case, the Agreement and
the rights and privileges granted hereby may, at the option of the Village, immediately
cease, determine and be forfeited and canceled. The Contractor warrants to list the Village
as a creditor in any bankruptcy filing.
53. Litigation
In the event that litigation should be filed against the Village that contests the right of the
Village to award the limited exclusive refuse, recycling and yard waste collection status
granted herein, the Contractor shall pay all legal fees and other costs incurred by the
Village in defending the terms of the Agreement. If a trial court should hold that the
granting of this limited exclusive right was improper, either party may elect to terminate the
Agreement upon at least 60 days prior written notice, provided, however, that the
termination of the Agreement shall not end the obligation of the Contractor to pay the legal
fees and costs of the Village so long as such litigation is continued by any party.
54. Counterparts
This Agreement may be executed in multiple counterparts, each of which shall be deemed
to be and shall constitute one and the same instrument.
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F. FLAT RATE REFUSE AND LANDSCAPE COLLECTION SPECIFICATIONS –
“CUSTOMER BILLING”
1. General Description
The method of collection detailed in this Section shall be Flat Rate Unlimited Refuse and
Unlimited Recycling Collection and Volume-based Yard Waste Collection.
The charges for services rendered as described in this section shall occur on a base rate
charge. The contractor shall supply rates for rental and purchase of a 32 gallon toter, 64
gallon toter, and 96 gallon toter as an option in the quote sheets. Should a toter or other
disposal unit be damaged by the resident, the resident shall pay for a replacement toter.
However, if the toter or other disposal unit is damaged by the Contractor’s actions or is
otherwise defective, the Contractor shall be responsible for the replacement toter, at no
cost to the resident. Each disposal unit, other than contractor supplied toters, left for
collection must weigh no more than 50 pounds and be liftable by one person. Residents
may continue to utilize their current disposal units.
2. Program Design
Refuse
All "households" as defined in Section E-2, located within the Village's corporate
boundaries shall be provided with weekly curbside collection and disposal of all "refuse" as
defined in Section E-2, all household "construction and demolition debris" as defined in
Section E-2, and all "large household items" as defined in Section E-2.
Yard Waste
All "households" as defined in Section E-2, located within the Village's corporate
boundaries, shall be provided with weekly curbside collection and proper disposal of all
"yard waste" as defined in Section E-2. Weekly yard waste collection shall begin each year
on March 1 and end on November 31 of that same year.
Recycling
All "households" as defined in Section E-2, located within the Village's corporate
boundaries shall receive weekly collection of all "recyclable materials" as defined in Section
E-2.
All households receiving the aforementioned services shall be required to prepare all
materials for collection and/or disposal into proper "disposal units". The Contractor will be
required to collect only properly prepared disposal units.
Recyclable materials set out for collection will be collected and taken to the Intermediate
Processing Facility. Residents may place unlimited amounts of acceptable recyclable
materials at the curb for collection by the Contractor.
3. Payment for Services
The Contractor shall receive payment for all services described in this Section through a
quarterly refuse bill. The Contractor shall be responsible for billing each customer directly.
4. Sticker Distribution
The Contractor shall be responsible for the printing, distribution and sale of an ample
supply of yard waste disposal stickers. The Village also agrees to act as a waste disposal
sticker retailer to the Contractor at the Butler Government Center and the Oak Brook Public
Library. The Village will not participate in the sale of waste disposal bags. The Contractor
30
shall also make waste stickers available through the mail. The Contractor shall be
authorized to add the cost of postage only to the cost of stickers sold through the mail. The
Village shall not incur any liability for retailers' payment or other obligations to Contractor for
the stickers. The Contractor shall be solely responsible for collection of sticker sale
proceeds. Residents shall have the right to purchase waste stickers in as small a quantity
as one (1) sticker at a time. Please note if stickers can be ordered via the internet.
5. Sticker Design and Accountability
The Village reserves the right to approve the form, design, and wording of the waste
stickers before their fabrication. Waste disposal stickers shall be produced on paper and
have an elongated rectangular form with minimum dimensions of 19 centimeters in length
and 4 centimeters in width. The front of the disposal sticker shall be of a bright, neon
colored background and bear the Contractor's name and phone number and the Village's
name. In addition, the front of the sticker shall have space for residents to write their
address if they so desire, and shall also have the date the Agreement expires listed as an
expiration date, unless permission is granted by the Village not to have the expiration date
listed.
The back of the stickers shall list instructions for proper use of the stickers.
The Contractor is responsible for all accounting of stickers. The Village recommends the
use of serial numbers to aid in accounting and deter counterfeiting. The Village shall not be
held liable for any counterfeiting of stickers that may occur.
The stickers shall have a good pressure sensitive adhesive that will adhere to disposal unit
containers in all weather conditions.
6. Prices for Flat Rate Waste Collection Services
In response to this RFP the Contractor shall agree to provide the weekly refuse, yard
waste, leaf waste, and recyclable collection service specified in these documents using a
monthly flat rate collection price and provide weekly seasonal yard waste (landscape and
leaf waste) on volume-based program through waste stickers, all at the rates shown on the
price quotation sheets attached in Appendix 4A-1, and 4A-2 according to the optional
collection schedule describe herein.
In addition, the Contractor shall supply rates for residents that have the following optional
collection services for the periods listed:
A. Once-Per-Week Curbside “Flat Rate” collection service of Refuse and
Recyclables and “volume based” Yard Waste (landscape and bagged leaf waste)
B. Twice -Per-Week Curbside “Flat Rate” collection service of Refuse and
Recyclables and “volume based” Yard Waste (landscape and bagged leaf waste)
C. Once-Per-Week-Back Door collection service of Refuse and Recyclables and
“volume based” Yard Waste (landscape and bagged leaf waste)
D. Twice-Per-Week-Back Door collection service of Refuse and Recyclables and
“volume based” Yard Waste (landscape and bagged leaf waste)
Periods to supply rates for:
(a) From January 1, 2020 to December 31, 2020 (year 1):
The quotes price per month for flat rate collection for Options A, B, C, and D:
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The quoted price per yard waste sticker;
(b) From January 1, 2021 to December 31, 2021 (year 2):
The quotes price per month for flat rate collection for Options A, B, C, and D:
The quoted price per yard waste sticker;
(c) From January 1, 2022 to December 31, 2022 (year 3):
The quotes price per month for flat rate collection for Options A, B, C, and D:
The quoted price per yard waste sticker;
(d) From January 1, 2023 to December 31, 2023 (year 4):
The quotes price per month for flat rate collection for Options A, B, C, and D:
The quoted price per yard waste sticker;
(e) From January 1, 2024 to December 31, 2024 (year 5):
The quotes price per month for flat rate collection for Options A, B, C, and D:
The quoted price per yard waste sticker;
7. Honoring All Stickers
The Contractor shall agree to honor all waste stickers previously purchased by residents
throughout the term of the Agreement regardless of the price of the disposal sticker,
Contractor who provided the sticker, or where the sticker was purchased.
The Contractor shall provide the same level of service for previously purchased waste
disposal stickers as provided for waste disposal stickers sold at an adjusted sale price. For
this reason, waste stickers shall be produced without a price printed on them.
8. Sticker Handling Fees
The Village reserves the right to allow retailers to charge a markup (handling fee) to
prevent loss of revenue from credit card purchases. This mark-up will be limited to 2%
above the Contractor's quoted waste sticker price. Such a mark-up shall be added only at
the retail level by the retailer and shall be retained by the retailer.
9. Recyclable Materials
All recyclable materials as defined in Section E-2 shall be collected from each household
by the selected Contractor on a weekly basis included as part of the monthly flat rate. A
disposal sticker or bag shall not be required to be attached to any recyclable materials
prepared and set out properly by the residents.
The method for preparing recyclables to be collected is to be completely commingled.
Residents may continue to utilize the current container and completely commingled method
of preparation for any recyclable materials already collected within the Village. The
Contractor may supply as a clearly marked alternate one 64 gallon recycling toter with a lid
or similar sized toter to each residence with a lid. Each subsequent recycling toter must be
purchased by the resident at a cost not to exceed $65.
10. Additional Recyclable Materials to be Collected
It is the intent of the Village to collect any and all recyclables being accepted at the IPF. As
items are added to the list of acceptable materials at the IPF, the Contractor shall
automatically add these items to the Village's curbside recycling program within thirty (30)
days notice by the Village. To meet this end, the contractor shall supply a list of recyclable
32
materials that will be accepted. At a minimum, the Contractor must collect those items
being collected currently in the Village.
11. Recycling Revenue
The Contractor shall retain 100% of the proceeds from the sale of recyclable materials and
all recycling revenues paid to the hauler.
12. Seasonal Yard Waste and Leaf Waste Collection
The Contractor shall provide curbside Seasonal Yard Waste including bagged Leaf Waste
collection beginning March 1 and continuing through November 30 (the season) of each
year)
Section 2. Review Process
A. Evaluation of Proposals and Selection
The proposals received will be evaluated by the Village for completeness and
responsiveness based on the expertise, experience, technical and financial qualifications of
the Contractor and the evaluation criteria established by this RFP including, but not limited
to, previous experience on similar projects, key personnel assigned to the project,
satisfaction of previous clients on work performed for them, current billing rates of the firm,
and the proposal that best meets the needs of the Village. This proposal is not intended to
be detailed; it is intended to be an expression of interest in providing services for the
project, as well as to provide background information on the firm and its professional
qualifications. Firms will be contacted during the evaluation if further information is needed.
The Village may choose to interview one or more firms before final selection is made.
This Request for Proposal does not commit the Village to award a contract, to pay any
costs incurred in the preparation of a proposal based on this request, or to procure or
contract for services. All proposals submitted in response to this Request for Proposal
become the property of the Village. The Village reserves the right to accept or reject any or
all proposals received as a result of this request, to negotiate with qualified consultants, or
to cancel in part or in its entirety the Request for Proposal, if it is in the best interest of the
Village to do so. The Village may require the consultant selected to participate in
negotiations concerning contract price or the nature and extent of services to be provided.
The results of such negotiations shall be incorporated into the final contract between the
Village and its consultant.
B. Basis of Award
Village staff will perform an evaluation of the proposals received. Appropriate finalist(s)
may be interviewed by the Village, after which a selection will be made.
The Village reserves the right to reject any or all proposals and to waive any informality or
technical error and to accept any proposal deemed most favorable to the interests of the
Village. The Village will review proposals based on the following criteria:
1. Compliance with RFP. Adherence to all conditions and requirements of the RFP.
2. Understanding of the Project. The contractor’s understanding of the engagement,
the Village’s objectives, and the nature and scope of the work involved.
33
3. Services to be Provided. The exact type and nature of the contractor’s proposed
services and how they accomplish the objectives of the project.
4. Qualifications of the Contractor. The contractor’s capability in all respects to
perform fully all contract requirements, and the integrity and reliability which will
assure good faith performance. This criterion includes:
• The experience of the firm and its record on projects of a similar nature.
• Personnel to be assigned to the project, their education, qualifications, and
experience on similar projects.
• The availability of necessary personnel and other resources to successfully
complete the project specified herein on a timely basis.
5. Costs. Proposed contract price.
6. Ability, capacity and skill to fulfill the contract as specified.
7. Character, integrity, reputation, judgment, experience and efficiency.
8. Quality of performance on previous contracts.
9. Previous and existing compliance with laws and ordinances relating to the contract.
10. Sufficiency of financial resources.
11. Quality, availability and adaptability of the commodities, services or construction, in
relation to the Village’s requirements.
12. Number and scope of conditions attached to the proposal.
13. Record of payments for taxes, licenses or other monies due the Village.
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CHECKLIST OF SUBMITTALS
Appendix
No. Description
1. Cover Letter/Statement of Certification
2. Proposal Narrative
3. Proposal Security Deposit ($5,000.00)
4. Price Quotation Sheets
A.1 Flat Rate Refuse and Recyclables Collection Services, Volume-
based Yard Waste – Customer Billing (4A-1)
5. Description of any alternatives and/or deviations being proposed as part of contract
6. Schedules
• Schedule 6.1: List of Illinois municipalities served
.
• Schedule 6.2. Equipment Inventory
.
• Schedule 6.3 A statement guaranteeing that all recyclables shall be
delivered to the Intermediate Processing Facility including the
location of the IPF and a list of recyclables currently being accepted
• Schedule 6.4. Contractor qualification statement
7. Attachments
A. Village of Oak Brook Street Map (Provided for reference by Village)
B. Proposed Monthly Report Format
C. Proposal for Public Information Activities
8. Proposed Complaint Response Form
9. A. Proof of Insurance
B. Additional Insured Endorsement
10. Sample "Report Card" forms for refuse, recycling and yard waste
11. Alternate Proposal for Natural Disaster Cleanup
35
APPENDIX 1
COVER LETTER AND STATEMENT OF CERTIFICATION
36
APPENDIX 2
PROPOSAL NARRATIVE
37
APPENDIX 3
PROPOSAL SECURITY DEPOSIT ($5,000.00)
38
APPENDIX 4
PRICE QUOTATION SHEETS
COLLECTION SERVICES: 4A-1
39
APPENDIX 4A-1
GENERAL PRICE QUOTATION SHEET – CUSTOMER BILLING
FLAT RATE COLLECTION SERVICES FOR REFUSE AND RECYCLING
VOLUME-BASED YARD WASTE
• (1) Please list the cost for the resident to purchase toters:
A) 32 Gallon (or similar size): $___________
B) 64 Gallon (or similar size): $___________
C) 96 Gallon (or similar size) $___________
• Provide the cost per year for toter rental in the matrix below:
TOTER
RENTAL
YEAR 1
(per
month)
YEAR 2
(per
month)
YEAR 3
(per
month)
YEAR 4
(per
month)
YEAR 5
(per
month)
A. 32 Gallon
Toter
B. 64 Gallon
Toter
C. 96 Gallon
Toter
OPTION SERVICE YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5
OPTION
A
FLAT RATE
OPTION
B
FLAT RATE
OPTION
C
FLAT RATE
OPTION
D
FLAT RATE
YARD
STICKERS
40
APPENDIX 5
ALTERNATIVES / DEVIATIONS
41
APPENDIX 5
SCHEDULE OF ALTERATIONS AND DEVIATIONS
Please list any proposed alternative or deviation to the minimum standards outlined in this RFP document (use additional sheets as necessary).
SECTION PARAGRAPH EXPLANATION OF ALTERNATIVE/DEVIATION
42
APPENDIX 6
SCHEDULE 1 – ILLINOIS MUNICIPALITIES SERVED
SCHEDULE 2 – VEHICLE / EQUIPMENT LISTING
SCHEDULE 3 – LOCATION OF DISPOSAL FACILITIES, LOCATION OF RECYCLING PROCESSING
FACILITIES, LISTING OF RECYCLABLES THAT ARE ACCEPTED
SCHEDULE 4 – CONTRACTOR QUALIFICATION STATEMENT
43
APPENDIX 6
Schedule 6.1 – LIST OF ILLINOIS MUNICIPALITIES SERVED
List below each area you service, the type of collection service provided and disposal method
(use FLAT for flat rate and VOL for volume based)
(use TRN for transfer station, LAND for direct to landfill, or INC for incinerator delivery program)
Name of
Area/
Municipality
Total
Population
Total
Households
Contract
Start/Finish
Collection
Program
Type
Disposal Collection Rates Contact Name &
Phone #
44
APPENDIX 6
Schedule 6.2 – LIST OF VEHICLES/EQUIPMENT
List below each vehicle/piece of equipment you anticipate using, or are available for use; including make, model, year, weight per
axle, and type of collection service (front, rear, or side loader)
Please photocopy additional sheets if needed.
Vehicle Identification #
Description of Vehicle
(Make/Model/Year)
Axle Weight Service Description
45
APPENDIX 6 Schedule 6.3 – DISPOSAL INFORMATION SHEET
Please provide information concerning the facilities which are intended to be used by the contractor for the disposal of refuse and
landscape waste.
Location of Disposal Facilities
Name of Facility Location Usage Dates
(To & From)
Per ton gate rate &
discount
46
Recyclables will be delivered to the Processing Facility(s) as listed below. A sheet should be attached showing a listing of
recyclables that will be accepted. Please sign this page to certify that all recyclables will be delivered to a specified processing
facilities, as listed below.
Location of Recycling Processing Facility
Name of Facility Location Usage Dates
(To & From)
Proposed Buyers/Markets
___________________________ _______________________ __________
Authorized Signature Title Date
47
APPENDIX 6 Schedule 6.4 - Contractor Qualification Statement
Submitted By: ________________________________ Corporation____ Joint Venture____
Partnership____ Individual_______
Name of Firm: ________________________________ Other (specify)______________________
Address: _____________________________________
State: _____ Zip Code: ____________ Telephone: (___) __________________
Fax: (___) __________________ Website: www.___________________________
1) How many years has this organization been in business? _______________________
2) How long has the organization been operating under its present name? _________
3) If under another name, please list former organization names. ________________
_________________________________________________________________________________
4) Answer the following.
(If a division/subsidiary is submitting the parent must answer all.)
Date of Incorporation ________________ State of Incorporation ________________
President’s Name _____________________ Vice President’s Name _________________
Secretary’s Name _____________________ Treasurer’s Name ______________________
Division President or General Manager’s Name _________________________________
5) List the number of major (those persons who own more than 5% of the stock) stock holders (give Names, Addresses, and
Percent Owned).
NAME ____________________________ ADDRESS ___________________________________
Percent of Stock Owned __________
48
NAME ____________________________ ADDRESS ___________________________________
Percent of Stock Owned __________
NAME ____________________________ ADDRESS ___________________________________
Percent of Stock Owned __________
NAME ____________________________ ADDRESS ___________________________________
Percent of Stock Owned __________
NAME ____________________________ ADDRESS ___________________________________
Percent of Stock Owned __________
6) List the states in which your organization is legally qualified to do business. Indicate registration/license numbers, if applicable.
List states where partnership or trade name is filed.
______________________________________________________________________________
______________________________________________________________________________
7) List refuse, recycling, and yard waste collection service experience of key individuals of your organization who will manage and
oversee this contract.
______________________________________________________________________________
______________________________________________________________________________
8) List the information noted in item #7 for the individual(s) who will be the Village’s primary contacts (administrative and field).
______________________________________________________________________________
______________________________________________________________________________
9) List two (2) bank references. ________________________________________________
______________________________________________________________________________
49
______________________________________________________________________________
10) List trade references. _______________________________________________________
______________________________________________________________________________
______________________________________________________________________________
11) List name(s) of Insurance Company and name, address, and telephone number of the Insurance Agent(s).
_____________________________________________________________________________
______________________________________________________________________________
The undersigned certifies to the truth and correctness of all statements and of all answers to questions made hereinafter.
Submitted By: _______________________________________________________
Name of Firm: ________________________________________________________
Address: _____________________________________________________________
City, State, Zip: _______________________________________________________
Telephone: ________________________ Fax: ________________________
Email: ____________________________ Website: ____________________
DATED ON THIS __________________ DAY OF _______________________, 2019
ATTEST: ________________________ ________________________
Signature Title
50
APPENDIX 7A, 7B, 7C
7A - VILLAGE OF OAK BROOK STREET MAP
7B - PROPOSED MONTHLY REPORT FORM
7C - PROPOSAL FOR PUBLIC INFORMATION ACTIVITIES
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APPENDIX 7
APPENDIX 7B – MONTHLY REPORT FORM
The Monthly Hauler Report, at minimum, must provide the following figures. The contractor
shall provide the Village additional statistical material as may be requested, from time to time.
A. For the Flat Rate Collection
1. Refuse Collected: Lbs / Tons
2. Large Items Collected
B. For the Volume Based Program
3. Yard Waste Stickers Sold
4. Yard Waste Stickers Collected
7. Yard Waste Collected: Lbs / Tons
Regardless of program, the following information must be supplied in the monthly report.
1. Refuse tipping fee per ton
2. Landscape waste tipping fee per cubic yard
3. Recycling Materials collected Lbs. / Tons.
4. Revenues received from recycling materials
5. Name / Location(s) of IPF
6. Name / Location of Landfill Site
7. Name / Location of Compost Site/Landscape Waste Site
52
APPENDIX 7
APPENDIX 7C – PROPOSAL FOR PUBLIC INFORMATION ACTIVITIES
Attach example of the newsletter or information piece proposed to distribute by the Contractor to
the Customers related to Pricing, Route or Service Change, etc.
53
APPENDIX 8
PROPOSED COMPLAINT RESPONSE FORM
54
APPENDIX 9A and 9B
9A - ATTACH PROOF OF INSURANCE HERE
9B - ADDITIONAL INSURED ENDORSEMENT
55
APPENDIX 10
SAMPLE "REPORT CARD" FORMS
56
APPENDIX 11
ALTERNATE PROPOSAL DESCRIPTION
AND PRICING FOR LEAF COLLECTION
57
APPENDIX 12
ALTERNATE PROPOSAL
FOR NATURAL DISASTER CLEAN-UP
58
EXHIBIT A
Form of Agreement