Addition 1

Posted: 5/14/2024

Type of Addition: Reminder of the Pre-Proposal Meeting

Overview: The pre-proposal meeting is tomorrow at 9:00 May 15, 2024 located in the City Hall Council Chambers 300 West Davis Street, Conroe Texas 77301. The is a non -mandatory meeting but vendors are encouraged to attend.

Addition 3

Posted: 5/15/2024

Type of Addition: Addendum 3

Overview: Current Routes Ran Per Day - Question 24

Documents:

• Current_Routes_Ran_Per_Day_Per_Material_Stream_Question_24_RFP.docx

Addition 5

Posted: 5/16/2024

Type of Addition: Addendum 6

Overview: Question 43 price structure

Documents:

• Addendum_6.pdf

Question 2

Posted: 5/9/2024

Question: 2. Can the City please clarify that the table in section 1.1 Project Overview contains the number of accounts and does not include the actual number of carts within the City? For example: Residential Four Polycart Service should be the number of accounts multiplied by the number of carts (48 x 4) for a total of 192 carts at these locations?

Response: Section 1.1 does include all carts currently being serviced in the City of Conroe. The language above the index states accounts but it's actually total carts.

Question 4

Posted: 5/9/2024

Question: 4. Can the City please clarify if all accounts listed in the table in section 1.1 have the same number of recycle carts as garbage carts? If not, can the City please provide the total number of recycle carts?

Response: Each Account is given a recycle cart during the setup or move in process. the estimated number of recycle carts in the City is 28203.

Question 6

Posted: 5/9/2024

Question: 6. Section 1.2 Deliver of Proposals. Can the City please confirm that the submitting proposer will have the option to submit their proposal through the Vendor Registry and not have to deliver one original and nine copies including an electronic copy to the City Secretary’s Office?

Response: We will not receive electronic copies for this RFP response.

Question 8

Posted: 5/9/2024

Question: 8. Can the City provide the boundaries of the Districts #3 and #4?

Response: Refer to Addendum 5 for information. The areas are shaded in a light grey.

Question 10

Posted: 5/9/2024

Question: 10. Section 2.10, item b. Can the City please provide any detail as to the historical data that the City has requested this type of service from the current hauler over the past 2 years?

Response: Refer to Addendum 5 for information.

Question 12

Posted: 5/9/2024

Question: 12. Section 2.10, item d. Can the City please clarify what is meant by “The contractor will provide support for the City’s annual document/paper shredding and recycling event.” What type of support does the City expect for this annual event?

Response: The city will require staffing support to help with the event as well as roll off and front load containers. The current vendor brings 5-7 employees to help with the 4 hour recycle event. The employees are helping with the paper shredding event as well as any other location that may need assistance.

Question 14

Posted: 5/9/2024

Question: 14. Can the City please confirm that subcontractor under this RFP does not apply to temporary labor?

Response: Please define Subcontractor and how you would use them. The City requires the contractor to complete its own work and not subcontract the work to other contractors.

Question 16

Posted: 5/9/2024

Question: 16. Can the City please provide historical detail to the services required at the Conroe Recycle Facility at 142 W. Wally Wilkerson Parkway (number of services, tons of material, etc.)?

Response: Refer to Addendum 5 for information.

Question 18

Posted: 5/9/2024

Question: 18. Section 8.5 – Can the City please provide the number and style of detachable containers that the successful proposer will be responsible for supplying?

Response: Please refer to Appendix "A" for the size of containers as well as the number of containers.

Question 20

Posted: 5/9/2024

Question: 20. Can the City please provide the annual tons collected for each material over the past 3 years?

Response: Refer to Addendum 5 for information.

Question 22

Posted: 5/9/2024

Question: 22. Can the City please provide the total liquidated damages applied to the current hauler over the past 3 years?

Response: The City has applied ZERO total liquidated damages to our current hauler over the past 3 years.

Question 24

Posted: 5/9/2024

Question: 24. Can the City please provide the number of routes that are run per day per material stream? (garbage, recycle, yard waste/bulk)

Response: The information to this question will be placed on addendum 5

Question 26

Posted: 5/9/2024

Question: 26. Can the City identify the current alley collection areas where small trucks are currently needed?

Response: I currently can not specify these locations due to what is deemed safe or unsafe for a specific vendor. The contractor must handle these alley collection occurrences on an as needed basis and determine what is safe for their fleet.

Question 28

Posted: 5/9/2024

Question: 28. Proposal bond. Section 3.3 states that Enclosed with the proposal is needed a Certified Check for ($25,000.00) or a Proposal Bond in the sum of ($25,000), but at the beginning of the RFP states that a certified check upon some responsible bank of the State of Texas or a bid bond from a Surety Company holding a permit in the State of Texas in the amount of 10% of the bid. Can the City confirm that only the Proposal Bond of $25,000 is needed?

Response: A certified check upon some responsible bank of the State of Texas or a bid bond from a Surety Company holding a permit in the State of Texas in the amount of 10% of the bid. Disregard $25,000.00 requirement.

Question 30

Posted: 5/9/2024

Question: 30. Given the growth of the City in the recent years and in order to provide the most competitive proposal for the city and its constituents, can the City please confirm that the current collection days can be balanced once awarded?

Response: Currently the collection days are balanced to meet growth and tonnage debris. When the volume or tonnage dictates additional routes or change of collection days, the city must receive a proposed plan from the vendor. The city will review the plans to approve or deny any changes in collection times or days.

Question 32

Posted: 5/9/2024

Question: 32. Can the City please provide any franchise fee or admin fee that will be added to the submitted rates?

Response: The current Admin Fee that is added to the vendors rates is 10%. The city staff will meet and decide if the admin rate will stay the same or needs to be increased.

Question 34

Posted: 5/9/2024

Question: 34. Can the City please provide how many Recycling Small Commercial carts are currently deployed? Is this price included within the Solid Waste Small Commercial?

Response: Currently the City has an estimated 570 Polycarts deployed in small commercial and multifamily properties.

Question 36

Posted: 5/9/2024

Question: As a follow up clarification to the responses toward the bond requirements, do the performance and payment bond need to be in the amount of 100% of the entire contract (5 years) or the annual sum (1 year of the contract). The same question applies to the bid bond requirement of 10% of the bid (all 5 years, or annual amount)

Response: 100% of a one year annual sum.

Question 38

Posted: 5/15/2024

Question: Is the City able to provide the number of homes being serviced on each collection day?

Response: refer to Addendum 5 for information to this question for the total number of homes being serviced each month.

Question 40

Posted: 5/15/2024

Question: 12) Section 4.2 : Item 15: Frontier Waste is a privately held company and does not wish the financials to be considered part of the Open records Act. Can we submitted per the RFP but placed in a separate envelope for the city use only.

Response: Yes, you may seal your financials for the City to review.

Question 42

Posted: 5/15/2024

Question: 15) Does the current contractor have to replace all carts .

Response: This question is under current review by management. I have a tentative meeting scheduled on 5-20-2024 with staff to discuss this question.

Question 44

Posted: 5/15/2024

Question: Holidays are to be served on the next business day/ doesn't the City push to the next day for Holidays?

Response: Holidays are to be serviced on the next day. If the holiday falls on a Friday (4-17-2024) the next service day for Friday would be Saturday (4-18-2024). If a Holiday falls during the middle of the week, all remaining service days after the holiday will be pushed forward 1 day, and Fridays service day would then push to Saturday.

Question 46

Posted: 5/15/2024

Question: Landfill – need to C & D Landfills also for construction debris to definition of Landfill.

Response: Refer to Addendum 5 for updated information.

Question 48

Posted: 5/15/2024

Question: Annual Document /Paper Shredding and Recycling Event. What items are the contractor responsible for ? Paper Shredding or Etc. Besides RO and FEL containers?

Response: The contractor would be responsible for the RO and FEL containers as posted in Appendix A as well as provide staffing (4-6 contractor employees or management) to help with the Paper Shredding collection from our citizens vehicles.

Question 50

Posted: 5/15/2024

Question: How many residential subdivisions are in progress and how many in place but not in building phase.?

Response: I have requested the estimated information for the City's Engineering Department and will update the question once I receive the information. The city has been growing on an average between 5-8 percent per year. Currently the city has 14 significant residential subdivisions in which houses are actively being constructed and newly occupied. Two years from now - The City estimates we will have 19 significant residential subdivisions in which houses will be constructed and newly occupied.

Question 52

Posted: 5/15/2024

Question: Section 2.3 Placement of carts TAB 18- no Tab 18 attached.

Response: I'm removing the following verbiage from the RFP in section 2.3 - Cart Placement for Collection - Last sentence in section 2.3 - Proposed Exceptions to this approach should be clearly stated and included under tab 18 in the Contractors proposal. Refer to Addendum 5 for update.

Question 54

Posted: 5/16/2024

Question: In order to provide a more competitive rate, would the City allow a Proposer to change the current route days for the current services?

Response: All proposers must currently keep the same service days as posted in the RFP (Appendix B).

Question 56

Posted: 5/17/2024

Question: To clarify the reasoning for the request for invoices, they would prove very helpful to understand the current number and type of units being billed within the City (residential, commercial, extra carts, etc.), the evolution of growth of units over the past months, and to also understand how many extra carts are being billed in order to provide the most competitive rate.

Response: We are currently working on your request.