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HomeMy WebLinkAboutCC-05-17-10-02 Bids for Garbage/Rubbish/Curbside Recycling As AmendedSPONSOR(s): Councilor(s) Carter, Rider and Snyder RESOLUTION CC- 05- 17 -10 -02 (Formerly Resolution CCO3- 15- 10 -02) AS AMENDED A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF CARMEL, INDIANA, AUTHORIZING SOLICITATION OF BIDS FOR GARBAGE AND RUBBISH REMOVAL AND CURBSIDE RECYCLING WHEREAS, the City of Carmel, Indiana "City is a duly formed municipal corporation within the State of Indiana, governed by its duly elected. Mayor and City Council "Council and WHEREAS, it is the responsibility of the City government to investigate and initiate those measures that are beneficial to the citizens of the City; and. WHEREAS, the Council is aware that garbage and rubbish removal and curbside recycling within the City is currently done under individual contracts between citizens and various service providers; and WHEREAS, the Council is aware that the ability of the City to negotiate a City -wide garbage and rubbish removal and curbside recycling contract may provide better rates for the City and its citizens and could reduce the number of days garbage, rubbish and recyclable materials are removed within the City, thereby reducing large truck traffic and disturbances; and WHEREAS, the Council desires the City to further investigate City -wide garbage and rubbish removal and curbside recycling, including the solicitation of bids for such services by the Department of Utilities. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Carmel, Indiana, as follows: Section 2. The Director of the Department of Utilities is hereby encouraged to solicit bids for and obtain other information related to the collection and disposal of garbage, rubbish and recyclable materials within the City. The Director shall submit the final bid package prepared pursuant to this Resolution to the Utilities Committee for its review and comment before using the same to solicit bids in accordance herewith.. Section 3. Upon receipt of such bids and information, the Council may elect to take further action by resolution or ordinance regarding the collection and disposal of garbage, rubbish and recyclable materials within the City. 1613121x4 Section 1. The foregoing Recitals are incorporated herein by this reference. 1 PASSED by the Common Council of the City of Carmel, Indiana this 1 day of 2010, by a vote of 7 ayes and ?3 nays. ing Of L. harp, Pre ident Pro Tempore I...E..... uro Pres Richa r •V. Accet Ronald E. Carter ATT 'T: Diana L. Cordray, IAMC, Clerk- Presented by me to the Mayor of the City of Carmel, Indiana, this 17 day of On ot.At 2010, at `1 aq O'clock, P M. Approved by me, the Mayor of the City of Carmel, Indiana, th' of d. y of 2010, at 1: aLi O'clock, `P M. Diana L. Cordray, IAMC, C -rk reasurer This document was prepared by ouglas C. Haney, Carmel City Attorney, One Civic Square, Cannel, IN 1613121v4 COMM COUNCIL FOR THE CITY OF C 1 r44► surer 2 ose Kevin Rider W. Eric uci. yder Diana L. Cordray, IAMC, Clerk asurer Jams Brainard, Mayor March 5, 2010 Dear Attached please find the following documents; Resolution Carmel Trash and Recycling Program Summary Carmel Resident Trash Survey Town of Westfield Survey Results Town of Westfield Trash and Recycling Information 1" Draft of Carmel Specifications Special Provisions 1' Draft Bid Sheet for City Wide Service With Mayor Brainard's support, I have requested that Resolution #CC -03- 15 -10 -02 be placed on the City Council Agenda for introduction at the March 15 2010 City Council meeting. The Resolution is intended to do two things; one, to acknowledge that a City wide trash and curb side recycling may be beneficial to Carmel residents and the City as a whole, and two, to encourage the Utility Department to seek competitive bids for the service. The Resolution does not establish a Program in any manner at this point. It is the first step in a process that will need to include the passage of an ordinance that establishes the program and an ordinance that establishes the rate we would charge. Before these steps can be addressed we first need to establish what the program will include and then seek competitive bids. Your packet of information has a Program Summary that includes a rationale and program basics. The program we are proposing has been patterned after what has been successful in other communities and influenced by the information provided in the Carmel Residential Trash Survey that is included in your packet. Also included is a survey recently taken by the Town of Westfield after its' first full year of operating a Citywide Program, and Town of Westfield Trash and Recycling information. The Westfield information was included due to the fact that they have recently completed the first year of a Citywide program and it provides good information that is relevant to our situation in Carmel. Finally, please find a two page 1" draft bid sheet that lists the options we are seeking prices for. The intent of this sheet is to seek unit prices on three separate options for the purpose of comparing price, but also to give us some flexibility in the options we may ultimately be able to offer. Attached to it is a 1s Draft of City of Carmel Specifications and Special Provisions. I highly encourage you to read the information contained in the surveys that are in your packets. This information, as well as information provided by other communities in the Central Indiana area resulted in the bid sheet that has been developed. I need to emphasize that this is a first draft to begin the discussion. Trash collection in Carmel is obviously not new. A Citywide contract implemented by the City is new. There are many different opinions and ideas. Your questions, ideas, concerns, criticism, and guidance are clearly needed. Based on information collected to date, there is a large majority of citizens that would like to see a program get started that does not cost more than what they are currently paying while maintaining quality service that includes curb side recycling. Therefore, our goal, if this moves to implementation with your approval, is to implement Citywide Trash and Recycling that does not cost more than what residents are currently or will be paying, consistently and efficiently picks up trash, and encourages curb side recycling. I look forward to meeting with you. Thank you for your time and attention. Carmel Trash Recycling Program Summary Origins: Citizens have been requesting both lower cost trash service and free recycling Carmel Green Initiative Environmental Group have been asking citywide curbside recycling City of Westfield had approached Carmel in 2008 to join with them in a joint trash recycling contract. Per community survey it appears that there is strong support for the program. Rationale: Wide discrepancies on amounts paid by different households. Individuals without HOA buying power often pay two to three times the rate as large HOA residents. In non -HOA neighborhoods up to three trash trucks can go through a neighborhood on any given day. Only about 1/3 of Carmel residents participate in curbside recycling. Rates would be much higher if included with basic trash service. Program Basics: Cost of service will be billed on Carmel Utilities bill. Residential Trash and curbside recycling only. No commercial or multifamily (4 complexes. Both a large wheeled trash and large cycling cart. Optional /Variable program characteristics: Recycling pick up either weekly or bi- weekly. Additional carts available upon request. Smaller carts can be offered as an option. All City facilities could be included in the service. Trash and recycling could be included for large community events. Able to purchase overage bags. Christmas tree and bagged /bundled yard waste pick up. Surrounding Communities with similar programs Westfield Zionsville Noblesville Plainfield Fishers is considering a slightly different model (franchise fee Other Community programs researched and /or interviewed: South Bend Muncie Fort Wayne Elkhart Evansville Naperville, IL Napa, CA Anderson Speedway Franklin Dublin, OH Miscellaneous: Individual meetings have been held with the three main trash providers. They have been kept up to date on our progress. Citizens Advisory Group formed and ready to serve Next Steps: City Council to pass resolution #cc- 03- 15 -10 -02 authorizing Utilities Department to seek bids for service on behalf of residents. Bids obtained for service. Council to pass an ordinance establishing the service and an ordinance establishing the rate. Contracts finalized and signed. Transition period. Service implemented. Carmel City Wide Trash /Recycling Bid Items Option #1 Pick -Up 1st year 2nd year 3rd year 4th year 5th year Quantity Size Schedule price price price price price Trash Container 1 96 gallon weekly Recycling Container 1 65 gallon weekly Option #1 Cost per month /residential unit Trash and recycling must be picked up on the same day all prices shall include the cost of containers Option #2 Pick -Up 1st year 2nd year 3rd year 4th year 5th year Quantity Size Schedule price price price price price Trash Container 1 96 gallon weekly Recycling Container 1 96 gallon weekly Option #2 Cost per month/residential unit Trash and recycling must be picked up on the same day all prices shall include the cost of containers Option #3 Pick -Up 1st year 2nd year 3rd year 4th year 5th year Quantity Size Schedule price price price price price Trash Container 1 96 gallon weekly Recycling Container 1 96 gallon every other week Option #3 Cost per month/residential unit Trash and recycling must be picked up on the same day all prices shall include the cost of containers Additional Items Trash and recycling shall be picked up Monday through Friday from 7:00 a.m. to 7:00 p.m.. Please list Holidays when you will not provide service. Do your prices for all three options include a fuel surcharge cost? If No, what is the monthly fuel surcharge cost per customer Will you provide 48 gallon containers upon request? Christmas Tree Pick Up Cost per additional 96 gallon container up to how many Yes No Leaf/Yard waste pick up monthly cost per home minimum service 20 leaf bags per week during April, May, October, November Please describe on a separate sheet what your leaf and yard waste program includes and excludes Heavy item Pick Up cost per pick up:$ Please include on a separate sheet what your heavy item pick up includes and excludes yes No Cost per container Education /Transition Requirements The above costs shall include education materials designed to inform the customer of the program guidelines and rules. This will include an initial mailing to all customers prior to starting service. In addition please provide a written description of how you will assist the City in transitioning customers to their new service. Examples of materials you have used in other communities are required to be submitted with your bid. Additional Proposals and Information Contractors are welcome to submit additional or modified proposals to the above items. Any additional or modified proposals must be written clearly and include monthly cost per customer, and a rationale for why the additonal or modified proposal is being submitted. At the minimum, your submittal should be based on documented experience and based on what you believe would be in our customer's best interest. Flexibility in handling bulk items should be emphasized. Please also provide information on your Company's history, and other communities in Central Indiana that you currently serve. Information on how your daily operations have a positive effect on the environment is welcome. SCOPE City of Carmel Specifications Special Provisions City -Wide Residential Solid Waste Recycling Collection Example Draft Residential Solid and Yard Waste and Recycling Collection and Disposal. It is the intent of the City of Carmel to provide a comprehensive solid waste /recycling and yard waste collection and disposal service consisting of weekly pick -up of bagged, containerized and /or bundled household garbage and yard waste from all eligible single family units within the corporate limits of the City. Such program will also, include bi- weekly curbside commingled recycling from all eligible residential units and solid waste and recycling collection and disposal services to designated City facilities and designated community events. DEFINITIONS For the purpose of this agreement, the following definitions shall apply: Refuse /Garbaqe Putrescible animal or vegetable waste resulting from the handling, preparation, cooking, serving or consumption of food, and including all paper, wrappings, boxes and cartons used to contain such food. Rubbish/Trash. Nonputrescible waste consisting of matter such as cans, glass, papers, cardboard, plastics, metals, ashes, etc. Bulky Waste. Such items would include, but not be limited to, stoves, washers, dryers, furniture, and other items with weights or volumes greater than those allowed for by approved containers. This term shall also include items that previously contained refrigerants, such as refrigerators, air conditioners, freezers, and dehumidifiers, as long as the resident can provide the contractor with appropriate documentation showing that the CFC's or HCFC's have been properly removed by a licensed technician. Solid Waste. All putrescible and:- nonputrescible matter, including garbage and rubbish, but excluding hazardous materials and other matter that is specifically excluded elsewhere in these contract documents and specifications. Construction Debris. Waste including building materials resulting from construction, remodeling, repair or demolition operations. Bundle. Rubbish or yard waste securely tied together forming an easily handled package not exceeding four feet (4') in length, eighteen inches (18 in diameter nor weighing more than forty (40) pounds. Cart. Ninety -six (96) gallon or at customers request a forty -eight (48) gallon reusable cart with wheels used for storing solid waste /recycle and yard waste. Carts should provide sufficient strength to be picked up using mechanical means. Public Street. Any public street or thoroughfare dedicated to public use, 1 controlled by the City including alleyways. Hazardous Materials. Any waste designated as "hazardous" by the United States Environmental Protection Agency or appropriate state agency as the same is now in effect or may hereinafter be amended. This term shall also include any flammable /volatile liquids. Residential Dwelling Unit. A room or series of rooms located within a building or mobile home and forming a single inhabitable unit with facilities, which are used, or are intended to be used for living, cooking, eating and sleeping. (a) Single Family Residential Dwelling Unit A residential dwelling unit separated from any other dwelling unit by open space and designed for occupancy for one person or family. (b) Multi- Family Residential Dwelling Unit A building or related group of buildings not to exceed four (4) units located on the same lot, tract or parcel of real estate, with each dwelling unit being completely independent of the other. (c) Townhouse Any multi -story single family residential unit sharing one or more common walls with another similar residential unit Curbside Recycle. Recycle waste including plastics #1 -7); any steel, aluminum, or bimetal beverage or food cans; newspapers; paperboard; cardboard; and computer paper (or any other accepted by contractor). Yard Waste. All compost type materials including, grass clippings, brush, and Christmas trees, etc. Curbside. Curbside will refer to that portion of the right -of -way adjacent to and within five (5) feet of paved, traveled roadways. Alleyside: Alleyside will refer to as close as possible to the alley but not more than five feet from the alley, and where a fence exists, the alleyside of the fence. 2 DESCRIPTIONS Solid Miscellaneous Waste Collection Collection of solid waste from each qualifying private residence, one (1) to four (4) residential units per building, one (1) time per week. Each pickup shall consist of a maximum of one 96 gallon trash containers or a lesser unit, bundle or item per residence. Residents will be given the option of a smaller 48 gallon container for a reduced charge upon request. During the months of April, May, Oct and November each household':, is allowed up to 20 bags per week of leaves and other yard waste in recyclable paper lawn bags. The paper bags will be furnished by the residents. Collection shall be front street curbside with the exception of those planned unit developments (PUD) and old town Carmel homes where alley facing garages may necessitate alley pickup. It will be the resident's responsibility to see that containers, bags and bundles are placed at the appropriate curb or alley location as close as practical to vehicle routes by 7 a.m. on the designated collection day. Declined Collections. The contractor may decline to collect solid waste for a reason specified in this contract (i.e., not properly bagged, bundled or contained; improper placement; non-residential solid waste; hazardous waste; etc.). Where the contractor has reason to leave solid waste uncollected at a residence, the contractor shall inform the resident by tagging uncollected containers /carts. The City of Carmel Utilities Department shall be notified at the end of each working day of any denied collections. Residential Solid Waste Collection and Disposal. 1. The contractor shall provide service for weekly collection and disposal of solid waste from eligible residential dwelling units. (a) The contractor shall supply all carts listed to each dwelling in the program. Carts shall be delivered to additional dwellings as they become eligible for the program. Cost for carts shall not be paid for directly, but included as part of the total cost of the awarded contract. Any replacement carts in excess of one per year to the same occupant may be billed by the utilities at the contractor's cost to the dwelling. The contractor shall maintain a record of addresses for all new and replacement carts and shall submit the record to the city on a quarterly basis by the 15 of the following month. (b) If residents so desire, they may purchase overage bags from the City to place any excess garbage over their normal container limit. The City shall be responsible for collection of payment from participating residents. 3 (c) The contractor shall supply overage bags to the City for an agreed upon price which will include the additional cost of collection (d) The contractor shall supply to City residents any and all information relating to additional service options that may be offered to them not covered or mentioned in this agreement relating to solid waste pick -up. 2. All collections shall be made on city owned streets or alleys where available. No collections shall be made on private property including streets or alleys unless a right of entry agreement is made between the contractor and the property owner and is approved by the Board of Public Works and Safety. All collections shall be made within five (5) feet of the curb or edge of the street or alley. 3. It shall be the resident's responsibility to place containers,, carts, bins and/or bundles in the appropriate street or alley location before 7 :00 a.m. on the designated collection day. 4. The contractor is prohibited from commingling solid wastes collected from ineligible residential dwelling units, commercial or other business establishments or from areas outside the corporate City limits while providing the services under this contract. 5. Within the container limit of the contract the contractor is required to pick -up all solid wastes placed in approved reusable and non- reusable containers and additional items, which are properly bundled. However, as appropriate, a single item need not be bagged, contained or bundled to qualify for.pick -up. 6. The contractor shall provide service for collection and disposal of bulky wastes from all eligible residential dwelling units on an on -call basis. A forty -eight (48) hour advanced notice must be given tothe contractor prior to pick -up. The contractor shall not be required to pick -up more than one (1) of such item from each residential dwelling unit each week. The contractor shall not be required to pick -up bulky wastes that contain or previously contained refrigerants unless the resident can provide the contractor with appropriate written verification showing that the CFC's or HCFC's have been properly removed by a licensed technician. The Contractor may offer this service as an option. All contractors will be required to submit a fee schedule to the City for pickup of all bulky items. The cost will be the responsibility of the resident and will be billed by the City. The Contractor is to advise the city of all bulky waste pickups by the 15 of every month. 7. The contractor is not required to pick -up: (a) Solid wastes exceeding the contracted limit per week excluding overage containers, (b) Solid wastes not properly contained or bundled, (c) Solid wastes not appropriately placed for collection, (d) Hazardous materials, (e) Medical Waste of any type including but not limited to medical sharps. (f) Dead animals, (g) Liquids, including, but not limited to, paint, sludge, oil or other chemicals, (h) Bulky wastes containing refrigerants in which the resident cannot provide the contractor with appropriate documentation showing that the CFC's or HCFC's have been properly removed by a licensed technician. (i) Solid or bulky wastes that are generated from a different location than where they are to be picked up. (j) Any solid wastes that are specifically excluded by federal, state or local laws from being disposed of in a landfill if that is the type of disposal facility being utilized. (k) Tree limbs or branches exceeding four feet (4') in length or four inches (4 in diameter. (I) Bundles not properly secured or exceeding maximum dimensions. (m) Construction Debris. (n)Bulky waste when forty -eight (48) hour prior notice is not given. Yard Waste The pickup limit of brush will be included with the solid waste container/cart quantities agreed upon. A bundle will be considered as one (1) included in the agreed °upon container limit. During the months of April, May, Oct and November each household is allowed up to 10 bags per week of leaves and other yard waste in recyclable paper lawn bags or tied bundle. The paper bags will be furnished by the residents at their own cost. The Contractor is to make every reasonable effort to dispose of easily identifiable yard waste in an environmentally friendly manner (i.e. composting or chipping Christmas Trees into usable mulch). Collection Schedule The contractor shall provide, as applicable to federal regulation standards weekly yard waste collection and disposal services. Yard waste collection should be scheduled on the same day as solid waste /recycle collection. Christmas Trees The contractor will be required to pick up one (1) Christmas tree per unit over and above the container limit. This service shall begin on December 26 and end on the Friday closest to January 15 of each year. Recycling Collection Collection of recyclables from each qualifying private residence, one (1) to four (4) residential units per building, once every two (2) weeks. The recyclable collection day shall be the same day as the solid waste collection day. The Contractor shall accept qualified commingled items. Recvclables accepted Eligible recyclable materials are defined as: Aluminum, aluminum foil and foil pans Steel, empty steel paint cans, tin and bimetal cans 5 Plastics #1 through #7) Glass containers (amber, clear, blue, and green in color) Corrugated cardboard and paperboard Fiberboard Newspapers, magazines, phone books and catalogues Additional items as designated by the Contractor Any changes to the recycling program must be agreed upon in writing by both parties. Gross volume of recyclable materials collected shall be weighed daily on a local certified scale to be agreed upon by the city and the contractor. A monthly record of the amount of recycled materials in tons and pounds shall be kept by the contractor. This record shall be submitted to the city on a quarterly basis by the 15 of each following month. Collection shall be curbside with the exception of those planned unit developments (PUD) and old town Carmel homes where alley facing garages necessitate alley pickup. It will be the residents' responsibility to see that recyclables are placed in the appropriate curb or alley location as close as practical to vehicle routes by 7 a.m. on the designated collection day. Computation of charges will be based on a per- dwelling, per -month cost. The Contractor shall submit in writing to the City of Carmel monthly records reflecting any gains or loses regarding recyclables collected in accordance with this agreement. REQUIREMENTS: Collection Schedule Hours and Days of Collection. The hours and days of collection are to be from 7:00 a.m. to 7:00 p.m. Monday through Friday. All refuse services shall be provided at least once per week Monday through Friday year round to all households within the City's corporate limits. Yard waste service shall be provided at least once per week, Monday through Friday, from approximately March 15 until December 15 Recycling collection shall be once every two weeks year round. Exceptions may be made only after the City has been notified that the contractor has reasonably determined that an exception is necessary to complete collection of an existing route due to unusual circumstances or upon the mutual agreement of the city and the contractor. Recycle collection should be on the same day as solid waste collection. Yard waste collection should be on the same day as solid waste collection. The contractor shall immediately notify the City of any delays or deviations from a normally scheduled route. 6 If during the course of the contract the contractor wishes to change the collection schedule, the contractor shall bear the cost and responsibility of informing the residents of the new schedule. Any changes in schedules and /or routes shall not be made without the prior written approval of the City, which approval will not be unreasonably withheld. Holidays. The holiday listed below may be observed as a non collection day by the contractor. The suspension of collection services on this holiday does not relieve the contractor of its obligation to provide solid waste collection and disposal services to each residential dwelling unit at least once each week. Whenever this holiday falls on a regularly scheduled collection day, the collection schedule for that day as well as the rest of the week may be delayed one day. Under this circumstance, Saturday collection is acceptable. 1. New Year's Day 2. 4 of July 3. Thanksgiving Day 4. Christmas Day Additional holidays may be granted upon request. Routes. The City shall be divided into five (5) sectors for the purpose of collecting solid and landscape waste. Each sector shall be scheduled to receive all collection services on the same day. Payment The City of Carmel shall pay the contractor monthly on the total residential units of recycling and solid waste collected, compacted, transported and disposed by the contractor for the preceding month. The contractor shall submit a detailed invoice to the City for all services rendered the preceding month. The City shall remit payment within 30 days following receipt of the billing. If any dispute arises, the undisputed amount shall be paid on -time. Area to be served The City limits of Carmel include areas of Clay Township as they become annexed. As of there are approximately individual residential dwelling units of one to four families within the city limits of Carmel. Containers Contractor is to provide one 96 gallon or 48 gallon (optional for Senior Citizens) wheeled containers (rotational molded only) for trash collection to each residential unit. The Contractor is also to provide one 96 gallon or 48 gallon wheeled container for recyclables to each residential unit. The containers must conform to ANSI standards and must be approved by the City of 7 Carmel Board of Public Works or its designee. The containers must be a City approved color and will have the name of the Contractor displayed on the side. The Contractor needs to be prepared to offer a smaller (for example, 65 or 48 gallon) wheeled container (rotational molded only) for both trash and recyclables upon individual request. Please provide the container company and container specifications with this proposal. Residents will be allowed to place overage refuse debris in 33 gallon garbage bags, 33 gallon trash containers, and bundles that do not exceed 60 pounds for collection. These overage refuse bags or tags are to be individually purchased from the City Utility Department. The contractor will be responsible for providing and delivering containers to new residents, replacing stolen containers, replacing and /or repairing damaged or unusable containers at no extra cost up to two per year per residence. Residents shall place containers close to the curb (or in those areas without curbs, close to the edge of the pavement), to facilitate collection by the Contractor. The Contractor shall return all empty containers at each stop to the general location at which they were found. Empty Containers shall not be placed in the middle of driveways, in driveway aprons, or near the curb in a manner that will increase the likelihood that an empty container will block a sidewalk or fall or roll into the street. The Contractor shall handle all containers with reasonable care to avoid damage and spills. Where collection crews break or spill any item of waste, the crews shall immediately clean up the debris. A broom and shovel shall be required as standard equipment on each vehicle. The Contractor shall not be responsible for collecting or cleaning up refuse, recyclables, or landscape litter that has blown, fallen, leaked or been scattered from bags, cans, bins or other containers through no fault of the Contractor. Equipment Contractor vehicles shall be licensed in the State of Indiana and shall operate in compliance with all applicable state, federal and municipal regulations. All vehicles shall be manufactured and maintained to conform to the American National Standards Institute's (ANSI) standard Z245.1. Contractor vehicles and other equipment shall be kept in proper repair and sanitary condition. Each vehicle shall bear as a minimum, the name and phone number of the Contractor plainly visible on both cab doors. Each vehicle shall be uniquely numbered in lettering at least seven (7) inches high. All trucks used for recycling must have some type of signage on the vehicle stating that it is used for recycling. The signage must be clearly legible by the public. Each truck shall have at least one broom and shovel to clean up solid waste that may be spilled or otherwise scattered during the process of collection. All vehicles shall be sufficiently secure so as to prevent any littering of solid waste and /or 8 leaking of fluid. No vehicles shall be willfully overloaded. The contractor will be solely responsible for collecting or cleaning up any litter, fluids refuse or landscape waste which may leak, spill or blow off a vehicle due to the vehicle operator's failure to properly monitor the load, to operate the vehicle, or due to failure of any mechanism. Contractor must have trucks washed a minimum of two (2) times per week Alley Collection Vehicles Where alley collection is required, Contractor shall not operate equipment in the alleys which causes damage to structures, vehicles, or pavement in the alleys and which exerts more than thirty -three pounds (33) per square inch of contact with the pavement. The following standards are believed to be able to navigate alleys: A vehicle that has a body capacity of not more than 10ucubic yards A height of not more than 79 inches A width of not more than 90 inches A length of not more than 188 inches. Any use of larger vehicles may be banned if there are more than two (2) incidences of property and/or pavement damage per month. Collection vehicles must be enclosed and secure so as to prevent any littering. Vehicles other than properly equipped packer trucks operating in the alley shall discharge their loads into a proper packer truck not less frequently than every block where alley pickup is required. Packer trucks exceeding the gross vehicle weight limit shall use the streets in the area and receive the loads from the alley vehicles on area streets rather than in area alleys. Please provide the gross weight of the alley -use trucks when full and the number of axles and wheels on each truck with your proposals. Disposal Site The Contractor shall furnish the City with the name and location of a waste disposal and /or recycling facility which will receive the waste and recyclables generated by this Contract. Contractor shall furnish the City with copy of a Contract executed by said waste disposal site or recycling facility agreeing to receive all waste and /or recyclables generated under the terms of this Contract for the duration of this Contract. Choice of disposal site and recycling facility is made by the Contractor who will assume all fees. The proposed solid waste disposal facility and recycling facility shall meet all the requirements of the State of Indiana and the jurisdiction in which said facility is located. The Contractor shall be solely responsible for compliance with all Federal, State, County, and local laws, ordinances, and regulations, as amended from time to time, governing the disposal of refuse at said facility. The City reserves the right in its sole discretion to approve any change in solid waste disposal methods or recycling methods regardless of the initiating party. Public Education Program 9 The Contractor shall provide to the City an annual sum of $5,000 to be applied towards the development, printing and distribution of public education materials including but not limited to brochures, print and radio advertisements and public displays. Any printed material will include both the Contractor's and City's name and logo. In addition to the above sum, the Contractor will pay for all printing and mailing costs for one (1) initial mailing to all residents explaining the details of the new trash program. The Contractor is expected to provide the city a speaker who can address the residents and answer questions regarding the trash and recycling program at .up to three (3) educational seminars or presentations to be given each year. This speaker will be at no cost and shall be knowledgeable about the trash and recycling industry. These seminars /presentations will be conducted at time(s) and location(s) to be determined by the City of Carmel. City Facility Service The contractor shall provide recycling and solid waste collection and disposal service to the designated city facilities indicated in Exhibit The contractor shall supply adequate containers to each facility, which will vary in size and frequency of collection. There will be no additional charge to the city for the rental or use of such containers. The container /cart size and frequency of collection listed in Exhibit is the recommended sizes to meet the City departments' current needs. If the contractor chooses to supply different sized containers /carts or change the frequency of collections, such container /cart sizes and /or collection frequencies shall be provided for the City's pre approval and scheduling arrangements so that all solid waste is contained inside a container /cart during approved modifications between collections. City Special Event Service The contractor shall provide trash and comfort equipment and services for the special events listed on Exhibit C. The items listed on Exhibit C will be delivered before the event at the direction of the various event managers. The dumpsters and port -a -lets will be removed no later than one day after the event. The dates given in the exhibit are approximate and are subject to change. Special Services Any residents wanting to dispose of large quantities of non- containerized refuse, landscape waste, or construction debris shall be allowed to solicit competitive prices for such services from refuse collection contractors and select any contractor. 10 The Resident shall be solely responsible for full payment for all such services. No such private collection agreement shall effect the terms of this Agreement. Customer Service Office: The Contractor shall establish and maintain an office or other facility to which the public and City personnel may call or send inquiries or complaints and from which the general public and City personnel may receive instructions. Such office or facility shall be equipped with adequate telephone communications, local or toll free phone numbers for residents to call in missed pickups or complaints. Staffing: Contractor office shall have at least one responsible person in charge and present during all collections hours, including Saturday following an observed holiday. The contractor shall provide the City with at least one telephone number which may be used by City personnel to communicate with the contractor after regular business hours or during an emergency. Complaint handling: The contractor shall receive, investigate, and respond to all complaints of unsatisfactory service provided under this contract within 24 hours after the complaint is received. Any complaint initially received by the city will be directed to the contractor's office. In the event a complaint is not resolved within 24 hours, and where no fault can be found on the resident's part as determined by a city representative, the city shall have the right to demand an ,explanation and /or resolution to its satisfaction, which may include a special collection of the solid waste. Where the collection from a household is inadvertently missed on a day preceding a holiday or weekend, the complaint shall be resolved and collection service shall be provided on the next working day. In the event the contractor disputes a determination made by the city representative concerning the lack of fault of the resident, the contractor may appeal such determination to the Board of Public Works and Safety by notifying the city within 24 hours after such determination is made. Such notification may initially be made by telephone, but must then be followed -up in writing. Upon receipt of written notification, the Board of Public Works and Safety shall conduct a hearing at its next regularly scheduled meeting in which evidence may be presented by the contractor, the city, and /or the resident regarding the nature of the complaint and fault of the resident and /or contractor. The Board will make a final determination as to the fault of the resident and /or contractor, and what action, if any, is necessary from the contractor to rectify the situation. If no appeal is requested within 24 hours after such initial determination is made by the 11 city, the complaint and city's initial determination will be deemed to be valid. In the event the contractor fails to resolve a complaint within 24 hours after the complaint is received and no appeal is requested, or the contractor fails to resolve a complaint within 24 hours after the city makes its final determination, the contractor shall pay the City the sum of $250.00 for the first complaint, and if not resolved within additional 48 hours periods, $500.00 for the second and subsequent complaints as liquidated damages until the complaint is resolved. The contractor shall pay to the city reimbursement for all costs incurred pertaining to correcting a complaint due to negligence on the part of the contractor. The Contractor shall maintain a daily log of complaints received in a format approved by the City. A copy of these complaints and their resolution shall be provided to the City at the end of each month with the invoice for services. Collection and Reporting of Data The Contractor shall collect and report to the City the following information computed on a quarterly basis. Such reporting shall be submitted to the City by the month following the end of the calendar quarter. a) Number of curbside recycling collection households setting out materials; and b) Summary of tonnages of all recyclable materials collected by material type. c) Tonnage of trash disposed of (or collected) by month; and d) Other statistics that may be required by the State of Indiana. The Contractor shall submit the following summary reports on an annual basis: a) Summary of participation rates of recycling b) Collected material amounts of both trash and recyclables; c) Summary of Contractors participation in public awareness and education activities; d) Summary of successes and problems and measures taken to resolve problems; and e) Those reports that may be required by the State of Indiana. Contractor Employees The Contractor shall provide courteous and neat personnel for its collection crews and provide courteous and knowledgeable personnel for its customer service offices. The Contractor's collection employees working within the City shall be required to wear a uniform of some matter clearly showing that the employee is employed by the Contractor. All of the Contractor's vehicle operators working within the City shall carry a valid Indiana state driver's licenses for the class of vehicle operated. Such vehicle operators shall obey all traffic regulations, including weight and speed limits. 12 The Contractor shall prohibit its drivers and crew members from consuming any alcoholic beverages while working or using a controlled substance that negatively affects their ability to perform their duties under this agreement. If the City determines that any of the Contractor's employees is unfit or unsuitable to perform the services under this agreement as a result of intoxication, drug use or by virtue of abusive or obnoxious behavior, then, upon the City's written request, the Contractor shall remove such employee from work within the City and furnish a suitable and competent replacement employee. 13