Term Contract for CBJ Recyclable Materials Pick-Up Services as Specified

SUBMISSION INSTRUCTIONS : Timely responses are accepted via Electronic Submission * at Public Purchase the CBJ’s eProcurement Provider. *Late responses will not be accepted. To respond complete the free online registration, use the ‘Help’ Menu Tab Public Purchase , Note: registration may take up to 24-hours to complete. Contractors who successfully register may submit a response by doing the following: Download PDF Bidders Signature Page, fill out all fields indicated, sign and upload Public Purchase. Use only the documents provided. Completeonline acknowledgement of the Terms & Conditions* (ATTACHMENT A), *Contractors must acknowledge, or acknowledge CONTACT, QUESTIONS & ADDENDA : The sole point of contact for all matters pertaining to this solicitation is the CBJ Purchasing Division of Finance. Questions must be received a minimum of three (3) business days prior to the solicitation deadline, by email to contact@example.gov . Any changes to CBJ issued documents will be though an addendum to the solicitation. All addenda will be issued as promptly as possible to all plan holders and will become part of the solicitation contract documents. INTENT : This Quote will establish a term contract with a responsive and responsible Contractor who will provide pick-up and delivery services to the Juneau Recycle Center for all recyclable materials collected from various CBJ facilities. The awarded Contractor will pick-up white and/or mixed paper, boxes of books (Juneau Friends of the Library only) newspapers/magazines/catalogs, aluminum cans, plastic bottles, corrugated cardboard, and various #1 & #2 plastics at various CBJ facilities. There are occasions when the Contractor will be needed to pick-up extra materials. These pickups would be infrequent and will be requested from the Site Manager or Contract Administrator. All recyclable materials will then be delivered and deposited into the appropriate containers at the Juneau Recycle Center currently located in the Lemon Creek area. To be considered responsible, a Contractor must be capable of schedule, coordinating, providing management, supervision, labor, materials, supplies, and equipment as required by quote specifications. CBJ expects the awarded Contractor to be able to resolve minor site issues without constant involvement from the CBJ Contract Manager. All Bidders must guarantee their performance of the services required in accordance with the standards, frequencies and duration as described in the quote specifications. References may be required to establish and determine a bidder’s level of responsibility. CONTRACT TERM : The Contractor must begin work as soon as feasible after award. (Expected to be by 7/16/2025.) The initial contract term will be from date of award through June 30, 2027. Upon satisfactory Contractor performance, there may be up to an additional four (4) automatic annual renewal terms with the final contract expiration of June 30, 2031 . The Contractor may provide written notice to terminate the contract without penalty providing the notice is given sixty (60) days prior to the upcoming renewal period. Any extension of the contract after the final expiration will be considered to be on a month-to-month basis and must be mutually agreed upon by written agreement by both parties CONTRACT PRICE: Contract prices are to remain firm for the duration of the contract period including any automatic annual renewal or hold over periods unless a price adjustment is requested and agreed upon. See CBJ General Terms and Conditions for more information on Price Adjustment Request requirements. SITE MANAGERS & CONTRACT ADMINISTRATOR : This is a multi-departmental or divisional contract and each location will have a Site Manager that will be responsible for the operational administration at their specific location. The overall Contract Administration for this quote contract will be done by the CBJ RecycleWorks Operations Manager for the CBJ Public Works/Engineering Department, or upon notification, an alternative designee may be assigned. The CBJ RecycleWorks Operations Manager will provide contract management for contractual questions, contract changes that require an amendment, and any performance issues, etc., that aren’t able to be resolved at the site manager’s level. QUANTITY : The City anticipates needing the number of pick-ups specified. Throughout the duration of the contract the CBJ may need to revise the number and/or frequency of pick-ups needed, which may include adding or removing pick-up locations. The City does not guarantee any quantity minimum or maximum pick-ups during the contract term or any renewals. All changes will be negotiated and executed in the form of a written contract amendment. E X PE R I E N CE, REFERENCES & ACCEPTANCE : The Contractor must be capable, qualified and experienced in the work to be performed. The Contractor’s work force must be of sufficient size to perform scheduled work and have equipment necessary to perform services as described. When considering the bidder’s experience or qualifications the CBJ may request the Contractor to provide references from current customers. The list of references must be provided upon request. Submitted references must confirm that the Contractor can perform all contract duties and verify the Contractors ability responsibly perform on a regular basis. CBJ may use their own past experiences when determining a Contractor’s capacity to be responsible. Failure of the bidder to produce acceptable references may deem the services offered unacceptable and the quote non-responsive. If a Contractor is determined to be non-responsible their quote will be deemed non-responsive and the CBJ may choose to award to the next lowest response received. The City reserves the sole right to determine suitability of services offered and the Contractor’s capacity to be responsible. SCHEDULE, CONDUCT, S A F ETY& LICENSES : All work will be performed during the schedule designated in the quote. The Contractor is responsible for the conduct and performance of the Contractor's employees (as well as him/herself), and their compliance with all rules, regulations, and conditions of this contract. The Contractor or employees cannot be under the influence of a controlled substance while performing work on the sites designated in this contract. Acceptable safe practices must be followed in the performance of the work and the bidder must comply with all applicable Federal, State, and CBJ laws, standards, rules and safety regulations which have a bearing on the contract. The Contractor is responsible to ascertain and adhere to all applicable Occupational Safety Health Administration guidelines for services and material handling. Bidders must have all licenses and operating permits required by the State and/or CBJ for performance of the services. The Contractor is to comply with all rules for commercial delivery, as outlined by the disposal company. CONTRACTING DOCUMENTS : The contracting documents for these services will consist of the CBJ’s complete quote document, including all attachments, exhibits and any issued addenda, and the awarded Contractor’s submitted signed quote. Combined these documents make up the complete contract for these services. REVIEW OF ATTACHMENTS : Attachment A is the CBJ General Terms & Conditions, and Attachment B is the Insurance Requirements, both are required for this contract. CBJ expects that all bidding Contractors will carefully review these attachments and all contract documents. The Awarded Contractor is expected to comply with these requirements. INSURANCE : See ATTACHMENT B for the types and amounts of insurance required for this contract. The Contractor must provide certification of proper insurance coverage or binder to the City and Borough of Juneau prior to the award of the contract. PRE-AWARD MEETING : Prior to the commencement of services, the CBJ’s Contract Administrator and the Contractor must meet to review contract rules, expectations, billing procedures, operational procedures and answer any questions. AWARD : Award will be made by Total Quote to the lowest responsive, responsible bidder meeting all requirements. In the event the primary Contractor cannot meet their obligation, the City will contract with the next available Contractor and will hold the original Contractor responsible for any incidental and consequential damages incurred. TECHNICAL SPECIFICATIONS : COMMUNICATION : Through the course of this work the Contractor may have interactions with personnel from various CBJ Departments and Divisions. The awarded Contractor and any employees assigned to perform the work on this contract shall have a combination of training, experience, and communication skills to complete the contract scope or work satisfactorily. The awarded Contractor and their employees are expected: to be capable of professionally communicating with the User Departments/Division when/if necessary. to be capable of ensuring that the work is performed in accordance with contract requirements. to be able to interpret the contractual terms contained in this bid or see guidance from their supervisor when needed to resolve issues. to be able to respectfully receive feedback, generate thoughtful responses and when possible, tactfully resolve most minor issues or service criticisms, without the need for involvement of the CBJ Contract Administrator. PICK-UP L OCATIONS & FREQUENCY : EXHIBIT A provides all of the locations and their designated hours of operation. Normal service hours are Monday-Friday from 8:00 a.m. – 4:30 p.m., unless otherwise noted. * Every other week shall mean pickup shall be once every two weeks. See Exhibit A for Site Specific Details. SERVICE AREA : There are 22 separate CBJ Department or Division pick-up locations that collect recyclable materials and will need services from this contract. These locations are centrally located around the City and Borough of Juneau. CBJ does not expect changes to the service area; however, if additional pick-ups are needed nothing beyond the current centrally located service area will be allowed. Outlying CBJ Departments, Divisions or Areas such as Eaglecrest, Jensen/Olsen Arboretum or Eagle Valley Center will not be added to the contract; however, if services for any of these locations are needed a separate contract may be solicited. T I M E OF PICK-UPS : All pick-ups are to be done during normal City business hours: Monday - Friday 8:00 a.m. to 4:30 p.m. ***Pick-ups will not be scheduled on City holidays: Current City holidays include: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Seward’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Alaska Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving, Christmas Day. Scheduled pick-ups that fall on a holiday should occur on the previous or following business day. RECYCLING CENTER HOURS : Recycled materials are to be taken to the Recycle Center only during regular posted business days and hours with the exception of Saturdays. (Recycled materials a re not to be dropped off on Saturdays.) The City’s recycled materials will be placed in holding containers for pick-up. Any single CBJ location may have the following recyclable materials that need pick-up. There are some sites (typically low volume sites) where the source materials will be loose in CBJ owned recyclable holding bins. The Contractor must transfer the materials to some sort of Contractor owned container (tub or box) in order to remove the materials and transport them to the Recycle Center. When transferring is needed, the Contractor must leave behind the CBJ owned recyclable holding bins. ALUMINUM CANS & PLASTIC BOTTLES : The City may use plastic trash bags that will be no larger than 33-gallon capacity, as holding containers for aluminum cans and plastics bottles. The entire bag and its contents may be taken to the Recycle Center. The bags do not need to be returned. PAPER MATERIALS : The City may use various containers, such as boxes in the holding areas for paper materials. Most times it is best to remove the paper materials and leave the box unless it is apparent that you may take the entire box of materials, such as marked with ‘Take Box’ or similar notice. A ll paper materials are to be emptied into the Contractor owned containers for transport to the Recycle Center . The City’s holding containers are to be left behind. CARDBOARD : The City will break down and flatten all cardboard for recycling and remove all tape and/or other foreign materials, including packing materials such as Styrofoam peanuts. PICK-UP P RICING : Pick-up price includes all personnel, equipment, supplies and costs required to fulfill the contract as outlined in this document. A “Pick-up” means one (Vehicle) stop at the Facility. Recyclable materials may be stored in multiple locations at a designated pick-up Facility. All locations for each Pick-up may be found in EXHIBIT A. There will be two levels of service based on historical trends of recyclable material: Standard (S) Pick-up: Standard Pickups are those pickups that take place as defined in Exhibit A; i.e. pickups that are planned and scheduled Unplanned (U) Pick-up: Unscheduled Pickups are those that are arranged by the contract administrator for sites that are experiencing a time of higher volume or need due to a planned or unplanned event. MONTHLY BILLING, INVOICING AND PAYMENT: The City is tax exempt entity and no sales tax shall be added to the Contractor’s invoicing. The Contractor must submit monthly invoicing that includes the information listed below: Pick-up site (specify City facility or location of pick-up) Type of Pick-up – (S) or (U) Pick-up date Invoice total (for the month) Appropriate Purchase Order Number Attached to all monthly invoices must be a descriptive Billing/Tracking Worksheet . The awarded Contractor will be given an ‘example’ of what type of tracking worksheet will be acceptable and must get approval from the Contract Administrator as to the form’s final appearance. Completed Monthly Invoices and the Billing/Tracking Worksheets are to be emailed to both addresses listed below. Upon review and approval from the Contract Administrator, invoices will be processed by the CBJ Accounts Payable Office. ORIGINAL INVOICE : INVOICE COPY : CBJ Public Works/Engineering, RecycleWorks Finance Department Attn: Stuart Ashton, RecycleWorks Manager Attn: Accounts Payable Office contact@example.gov contact@example.gov