RVRA is requesting proposals for qualified suppliers/vendors for Waste and Leachate Hauling Services

ROANOKE VALLEY RESOURCE AUTHORITYREQUEST FOR PROPOSALSWASTE AND LEACHATE HAULINGI. GeneralThe Roanoke Valley Resource Authority is soliciting written proposals from qualified trucking firms to perform certain waste hauling and related activities beginning January 1, 2026 in accordance with applicable permits and regulatory requirements for the Salem Transfer Station, Tinker Creek Transfer Station, and Smith Gap Landfill. The Authority is primarily interested in hauling approximately 1,000 tons per day, on average, of municipal solid waste from its Salem and Tinker Creek Transfer Stations to the Smith Gap Landfill but reserves the right to expand waste hauling efforts to and from its other facilities or any other permitted facility. The offerer is expected to live offload each waste load at the operation face without assistance; however, in unique situations, such as severe weather, Authority staff and equipment may be utilized to assist. The Authority seeks pricing primarily on a per pull rate, but also requests an hourly rate, with the Contractor providing all equipment and personnel to haul waste between its facilities. Facilities information including average daily tonnages are located in Attachment “A”. Optional Purchase Offer – Surplus Trailers:The Authority is evaluating the potential sale of its current fleet of approximately 49 walking floor trailers. Offerors are invited to submit a purchase offer for the fleet as part of their proposal. Purchase offers will not be included in the evaluation of the hauling contract but may be considered separately by the Authority.The Authority reserves the right to award the contract to a single offeror for all services or to multiple offerors by awarding municipal solid waste and leachate hauling services separately. Offerors may respond to either or both service types.II. Qualifications of Respondents and Evaluation of ProposalsA. Respondents shall be licensed and registered to do business in the Commonwealth of Virginia.B. Respondents shall have a minimum of 5 years’ experience with all aspects of municipal solid waste hauling, transporting a minimum of 800 tons of MSW per day and while maintaining compliance with all DOT, Federal, State, and local Regulations.C. Respondents shall be fully knowledgeable of current Virginia Department of Waste Management Regulations including latest amendments.D. Respondents shall have experienced personnel qualified to perform the services required for this project including, but not limited to: providing trucks and personnel for the transport of waste from and to its facilities during the hours selected in compliance with all Federal and State Regulations. III. General Scope of ServicesA. The Hours of operations of the facilities for solid waste to be hauled to and from are as follows, but are subject to change:a. Tinker Creek Transfer Station, Monday through Friday 7:30 am to 5:00 pm, Saturdays 8:00 am to 1:00 pm.b. Salem Transfer Station, Monday through Friday 7:30 am to 4:00 pm, Saturdays from 7:30 am to 11:00 am.c. Smith Gap Regional Landfill, Monday through Friday 7:00 am to 3:30 pm, closed Saturdays.d. Contractor may be required to transport Authority’s MSW during non-operating hours with 24-hour minimum notification from the Authority.B. Comply with all permitting requirements of the Authority solid waste facilities.C. Comply with all DOT, Federal, State, and Local regulations.IV. Preparation of ProposalsA. Proposals shall contain as a minimum:1. Proof of current SCC registration and applicable local business license, or commitment to obtain such prior to contract start date2. Inventory of equipment to be utilized to satisfy this project.3. A narrative elaborating:a. The company’s workload and ability to provide the required services in a cost-effective manner.b. The companies experience and qualifications relevant to the project.B. Schedule for complying with the scope of services.C. A review of the scope of services and how the Contractor intends to meet these specifications.D. Three references with respective contact information from recent projects of a similar scope and nature.E. Addenda: Any changes, interpretations or clarifications that may be made to the Contract Documents will be in the form of addenda which will be placed on the Authority’s web site along with the IFB. Receipt by the Contractor of such addenda shall be acknowledged on the IFB form.V. Submission of ProposalsA. Proposals will be accepted by mail or hand-delivery until 2:00 p.m., local time prevailing, July 31, 2025, at the offices of the Roanoke Valley Resource Authority, 1020 Hollins Road, N.E., Roanoke, VA 24012.B. Respondents are responsible for the timely delivery of proposals. Proposals received after the date and time indicated are unacceptable and will be returned unopened.C. All inquiries and questions should be directed to: Jeremy Garrett, Director of Operations – Technical Services, Roanoke Valley Resource Authority, 1020 Hollins Road, N.E., Roanoke, VA 24012; email at contact@example.gov; or phone at (540) 857- 5050.VI. Factors Used in Evaluation of Proposals and Contract AwardA. Factors that will be used in evaluating the proposals include:i) Background of Respondent; including references, qualifications, breadth of services offered, financial resources, depth of personnel, office location(s), and reputation for timeliness, cost control, integrity and competenceii) Qualifications of respondent and capability to provide the servicesiii) Experience in all aspects of waste haulingiv) Knowledge of solid waste management regulations, practices and requirements,v) Ability to perform the required services in a cost effective and efficient manner within the necessary time framevi) Responsiveness to Request for Proposals including all requested information providedvii) Identification of exceptions to the proposed contract, including specific language proposed for any modifications to the contract termsvii) Recent relevant experience on similar projectsix) Respondent has completed and returned all required information including the Cost Estimate (Attachment B) and is authorized to do business in Virginia.x) Schedule and plan for providing the servicesxi) Proposals will be evaluated independently for municipal solid waste and leachate services, and contracts may be awarded separately.A numerical scoring system will not be used evaluating proposals.B. The procurement shall be conducted in accordance with the Virginia Public Procurement Act, section 2.2-4300, et. seq., Code of Virginia (1950), as amended. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be conducted with each of the offerors so selected. The offeror shall state any exception to any liability provisions contained in the Request for Proposal in writing at the beginning of negotiations, and such exceptions shall be considered during negotiation. Price shall be considered, but need not be the sole or primary determining factor. After negotiations have been conducted with each offeror so selected, the Authority shall select the offeror which, in its opinion, has made the best proposal and provides the best value, and may award the contract to that offeror. Should the Authority determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror, Proprietary information from competing Contractors shall not be disclosed to the public or to competitors if such information is properly identified and protection properly claimed in accordance with applicable law.VII. Applicable Contractual Terms and ConditionsThe successful proposer will be required to agree substantially to the terms and conditions set forth in the contract document. The contract with the successful proposer will also include, without limitation, RVRA standard contractual terms and conditions.VIII. Review of Existing Facilities, Equipment, and PermitExisting facilities, equipment, specifications, and permit will be available for review Monday through Friday from 9:00a.m. to 4:00p.m., except for Holidays, if any. Please contact the assigned contact for an appointment.