Public Drop Box Recycling Service

PUBLISHED: Online at on www.ashlandky.qov Asplarc CITY KENTUCKY ae Dear Prospective Bidder: The City of Ashland appreciates your assistance in making a careful study of the specifications and contract documents for the purpose of offering suggestions as to contract periods, quantities, terms, detailed specifications, trade customs, etc., which you believe to be for the best interest of the City of Ashland. In soliciting an interest on your part in reviewing our bidding forms, we believe closer cooperation will be developed between prospective bidders and the City of Ashland. In the event you are unable to bid, we will appreciate your advising this office, in writing. Failure to do so will result in your name or firm being removed from our mailing list. Sincerely, City of Ashland tir City of Ashland, Kentucky 1700 Greenup Ave Room 408 Ashland, KY 41101

target="_blank">www.ashlandky.gov * 606-385-3332 GENERAL SPECIFICATIONS FOR CITY OF ASHLAND PUBLIC DROP BOX RECYCLING PROGRAM COLLECTION SCHEDULES The City of Ashland owns 20 8-yard front load containers number 1 to 20. Depending on the number of containers and service frequency the City of Ashland contractor will provide the day or days of the week the containers will be serviced. During the contract period, the contractor may make changes to service day(s), as long as contractor contacts the City. The present holidays that typically will delay collections one day are currently defined as: New Years Day, Good Friday, Memorial Day, July 4", Labor Day, Thanksgiving Day, and Christmas Day. EQUIPMENT Contractor shall use only vehicles meeting the standards of State and Federal regulations and must obtain all necessary permits as required. All vehicles shall be equipped with the most current standards in flasher, strobes, reflective markings, and other safety-oriented identification methodologies. All vehicles shall be well maintained and kept in a good visual state of repair and, in particular, cleanliness. Excessive and/or unusual noises; leakage; odors; unsightly vehicles; or ones causing damage to streets, alleys, structures, or surroundings shall be removed from service by the Contractor or immediately upon notification from the City. All collection vehicles must be properly and clearly marked with the Contractor's name and the number of the vehicle. Vehicles shall be marked with the toll-free telephone number of the Contractor. Every collection vehicle shall be equipped with a two-way radio (not CB), or phone, capable of maintaining communications between collection vehicles and the contractors base station. CONTRACTORS EMPLOYEES Employees shall maintain reasonable standards of appearance and professional conduct at all times. All requisite personal protective equipment shall be available to all employees and subcontractor employees at all times and properly utilized by said employees at all times. The Contractor agrees that upon notification by the City, verbally or in writing, when any of the Contractors employees associated with this program prove unsatisfactory to the City, the Contractor shall take immediate corrective actions, and shall advise the City, in writing, as to the steps taken to correct the concerns. If such problems are not addressed to the satisfaction of the City, the Contractor shall remove the employee from this Contracts work upon written notice to the City. Problems may include use of foul language; not wearing Contractors uniform or otherwise being inappropriately attired; littering; missing pick-up locations or employees hygiene/appearance; behavior; inappropriate driving; unlawful conduct; not replacing container where found. The employees shall exercise all reasonable care and diligence in handling the containers. City of Ashland, Recycle Program Bid Specifications 1o0f5 CONTRACTORS SERVICE LOCATION Contractor shall note in submittal what locations employees will be dispatched from, and if contractor operates multiple locations. SERVICE AND COMPLAINT MANAGEMENT The Contractor shall maintain an office for the transaction of business including receipt of service calls or complaints, and shall be available for such ealls on all collections days between the hours of 8:00 A.M. and 5:00 P.M. The Contractor shall maintain a toll free 800 telephone number for contact by the City and citizens. All complaints must be given prompt and courteous attention If the Contractor has mechanical difficulties or other problems limiting or impacting the Contractors ability to stay on time as per normal scheduling, Contractor shall arrange for other equipment and/or staff to make the City collection within 24 hours of their regularly scheduled time, and Contractor shall advise the City of Any such breakdowns or other interruptions of the service to the City, and of the intended time and date at which Contractor will be back in normal operation. Notice under this paragraph shall be sent to the Solid Waste Supervisor at 606-385.3173 and shall be made immediately upon the Contractor needing to implement this paragraph. If a failure of the Contractor to collect the recyclables continue for a period of or beyond ten days, and provided such failure is not due to an act of God deemed by the City to be beyond the Contractors control, the Contractor hereby agrees that bonds posted by the Contractor may be forfeited to the City as liquidated damages, and the City may cancel this contract without prior notice and without further obligation to the Contractor, or withhold payments, and /or deduct costs from any such payments as may be due to the Contractor. CONTRACTORS CONTRACT PERSONS The City shall be kept supplied with the contact information for a current, single contact person in charge of resolving problems. DISPOSAL SITES FEES All materials shall be legally transported and properly disposed of by the Contractor. Recycling materials shall all be recycled, not land-filled. Proof of compliance for all disposal and handling sites shall be provided by the Contractor to the City on a monthly basis. Bidders are required to identify the recycling facility where the City of Ashlands single stream materials will be separated by material category. The identified recycling facility must be equipped with the necessary technology to separate materials outlined in this bid conforming to state safety and environmental requirements. Include the contacts name, phone number / email and physical address for the designated recyclable materials recycling facility in the bid proposal. Bidders are required to identify end markets for recyclable outlined in this bid providing contact person name, phone number / email and the physical address of the facility that will be using separated recyclables generated through the City City of Ashland, Recycle Program Bid Specifications 2o0f5 of Ashland recycling drop off program. A monthly report outlining the approximate weights of materials processed in the given month is required by the 10" of the month. LITTER CONTROL The Contractor shall be responsible for collecting any litter which may fall or be blown from containers or his vehicles on both public streets and alleys and private property. CONTAINERS CARE AND REPLACEMENT The Contractor shall exercise all reasonable care and diligence in handling of the recycling containers to prevent damage thereto. MONTHLY REPORTING OF RECYCLABLE MATERIAL/QUANTITIES Each month the Contractor shall submit single stream recycling tonnages collected under any Contract. Receipts will include the running tonnage total for each calendar year. Failure to submit such reports, or if the City determines that the reports are not satisfactory, may result in payment of invoices may be delayed until the Contractor returns to compliance with these Documents. Reports shall be delivered to the City and to the Citys Solid Waste Superintendent. MONTHLY INVOICE The Contractor will invoice the City on a monthly basis FAILURE TO PERFORM Failure to keep all records current, approved, and in the Citys possession, or failure to perform according to the requirements and intent of the contract documents may be caused for payment to the Contractor to be suspended by the City until ail non-compliant matters or performance are resolved. During such periods of suspended payments, the Contractor shall continue to provide uninterrupted collection service as required and as intended by the contract documents untit he has resolved his non-compliance and shall do so without any added cost to the City. Failure to respond to, or resolve, the matters of non-compliance may be cause for the City to declare the Contractor to be non-performing, or in noncompliance, and therefore in breach of contract. Such a determination at the discretion of the City may result in: no further payments to the Contractor; a cancellation of the Contract; forfeiture of bonds and other sureties; or the City obtaining alternative services to satisfy its recycling needs. City of Ashland, Recycle Program Bid Specifications 30f5 CITY OF ASHLAND RECYCLABLE MATERIALS PROGRAM DETAILED SP CIFICATIONS These Detailed Specifications together with the Instruction to Bidders and General Requirements; and General Specifications and other Bid Documents herein describe the collection, transportation, and proper recycling of household commingled recyclable materials from residential units and City-owned and operated sites and special events in the City according to the terms and conditions herein set forth in these documents. INTENT AND PURPOSE In order to provide for the general health, welfare and betterment of the City of Ashland, it is the general intent and purpose of the City to guarantee a minimum of 10 - 8-yard front load recycling containers to be emptied at least twice a week. The City is seeking bids for a 3-year contract with two 1-year options upon mutual agreement All materials recovered through the City of Ashland Recycling Program shall be marketed aggressively and fully recycled. At no time shall the recovered recyclable material be land-filled or incinerated. DEFINITIONS OF RECYCLABLE MATERIALS TO BE INCLUDED 1 Commingled: The term commingled means mixed together loose in a common container, intermingled, with NO PLASTIC BAGS. Recyclable materials: Materials that are intended to be reused or recycled in a similar or another form. Recycle materials include the following: Acceptable items, office paper, junk mail, folders, magazines, catalogs, telephone books, newspaper including inserts, cardboard (flattened to fit in cart), paperboard, plastic bottles & jugs where the opening is smaller than the base, plastic tubs (butter, yogurt, & fruit cups), aseptic containers (ex. Milk carton, juice boxes), aluminum cans, steel cans, tin cans, glass bottles & jars of any color. MATERIALS TO BE COLLECTED The materials to be collected will include the items detailed above. For the Bidders information in preparing his submittal, the recommended standards for preparing recyclables by the citizens are as follows: Materials should be kept clean. All beverage and food containers should be rinsed out. Food, grease, and liquids are contaminants that prevent materials from being recycled. Caps and lids can be reapplied to plastic bottles and jugs, and tubs after the container is crushed. Caps found on glass bottles should be discarded. City of Ashland, Recycle Program Bid Specifications 4of5 The materials should be compacted (densified) wherever possible, i.e., crush the plastic containers and 2-liter bottles. Stee: food cans should be flattened by removing the bottom. Carboard should be flattened as well to save space. However, glass shall not be crushed. When recycling newspapers, it is understood that the materials (i.e. advertising) that come with the newspaper can general be recycled with the rest of the newspaper. Plastic shopping bags may not be recycled. Paper grocery bags may be recycled. The above information may be used in the Contractors public education/public relations efforts. START OF WORK Pricing will be valid 90 days from the opening of the bids. Upon the award of the contract, Ashland will allow Contractor up to 60 days for implementation of service. City of Ashland, Recycle Program Bid Specifications 5of5 BID FORM PUBLIC DROP OFF RECYCLING SITE, DIVISON OF SANITATION, DEPARTMENT OF PUBLIC SERVICES. Attach the following to this Bid Form. Bids received without the following completed information will be considered as non-responsive. 1 Bid Bond or Certified Check (10% of the total bid). Non-Collusion Affidavit of Prime Bidder. Statement of Bidders Qualifications. Statement of Compliance with Non-Discrimination Regulations. Original Certificate of Insurance. ITEM 1: Service per container up te 20 - 8 yard front load containers One (1) time per Two (2) times per Three (3) times per week week week Service fees for Recycling Center/Drop ITEM 1 Off Point. Price per lift if For pick-up of 20-8 yard Extra pick up per Price per extra container is front load containers container while on = schedule pick up contaminated with site per container waste *Acceptable items include: office paper, junk mail, folders, magazines, catalogs, telephone books, newspapers including inserts, cardboard (flattened to fit in cart), paperboard, plastic bottles & jugs where the opening is smaller than the base, plastic tubs (butter, yogurt, & fruit cups), aseptic containers(ex. Milk cartons, juice boxes), aluminum cans, steel cans, tin cans, glass bottles & jars of any color. ER: Item 2: Service per container up to 20 - 8 yard front load containers One (1) time per Two (2) times per Three (3) times per week week week Service fees for Recycling Center/Drop ITEM 2 Off Point. Price per extra Price per lift if For pick-up of 20-8 yard Extra pick up per container is front load containers container while on = schedule pick up contaminated with site per container waste ** Acceptable items include: office paper, junk mail, folders, magazines, catalogs, telephone books, newspapers including inserts, cardboard (flattened to fit in cart), paperboard, plastic bottles & jugs where the opening is smaller than the base, plastic tubs (butter, yogurt, & fruit cups), aseptic containers (ex. Milk cartons, juice boxes), aluminum cans, steel cans, tin cans. NAME OF BIDDER: ADDRESS OF BIDD TELEPHONE NUMBER OF BIDDER: SIGNATURE; TITLE: PRINT NAME: DATE: ee Bee ee ee a = is aw ee ee ee ee es | ae! 8 Se oe oe ee ee eee ee a ee eS ee ee ee ee eee ee ee FP DT oe ee shit cee ee eee eee = Fr re i ee ee ee ee | se ee OL iy i pee ee ee ee ol -) Te ee oe Ee ee ks el oe ee, ee ee ee 2 7 en ee ee ee a os lay As ee oe eS ee os ee Geel CITY OF ASHLAND, KENTUCKY, INFORMATION PUBLIC DROP BOX RECYCLING PROGRAM SERVICE FOR THE DIVISION OF SANITATION, DEPARTMENT OF PUBLIC SERVICES. The Contractor shall file all notices required by, and comply with, all applicable federal, state or local laws, ordinances, codes, regulations and guidelines and shall at his own expense secure and pay the fees or charges for all permits required for the performance of the Contract work. The Contractor shall be responsible for all damages to persons or property that occurs as a result of his fault or negligence in connection with the prosecution of the work and shall be responsible for the proper care and protection of all work performed until full completion and final acceptance by the City of Ashland. Machinery, equipment and all hazards shall be guarded in accordance with the safety provisions of the Manual of Accident Prevention in Construction, published by the Associated General Contractors of America, Inc. to the extent that such provisions are not in conflict with applicable local laws. During the performance of this contract, the Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. No officer, employee or member of the governing body of the City of Ashland who exercises any function or responsibility in connection with the carrying out of this project shall have any private interest, direct or indirect, with this contract. The City of Ashland shall have the right to inspect the work at all times and at the completion thereof. which __._..__ prospective _ th__ their bid. A CITY OF ASHAND, KENTUCKY, INFORMATION PUBLIC DROP BOX RECYCLING PROGRAM SERVICE FOR THE DIVISION OF SANITATION, DEPARTMENT OF PUBLIC SERVICES. CONTINUED The work, which the Contractor is required to perform under this contract, shall be started within 90 days of notice to proceed. The City of Ashland may terminate this agreement at any time, without liability except for payment of amounts to which it reasonably believes the Contractor is properly entitled. If the City believes, the Contractor has not fully satisfied any of the terms and conditions, no payment shall be made. In the event of such termination, the Contractor shall immediately cease work and shall evacuate the premises without order of any court. The foregoing specifications shall be made a part of the contract as fully as if written in words or figures therein and shall be made a part of this contract. Each bidder shall return e entire bid packaae includes {| forms within the bid packet must be fully completed. Failure to provide all of the information can result in the bid being considered as non- responsive. In addition, failure to provide a performance bond within 10 calendar days after notice of the award will result in forfeiture of the bid bond or certified check. All work performed under these specifications shall be approved by the City of Ashland before payment is made. Invoices submitted for payment shall be checked by the Citys sanitation division. Upon approval from the Board of Commissioners, payment shall be made within thirty (30) days. All partial progress invoices are subject to 10% retainage. Any questions as to these specifications shall be addressed to Jack Hunter, Director, Department of Public Services (606) 385-3332. Soe ee ee ee ee c se 2 is ee ee Se 2 i / = ee ne ohare rm oe ees fd - a = = ld Sees ee eee = Co 2 ae So a a kL 5 a ee ee ee ee * = = ee 2 a 2 helene a Le oe lepers - =e ee Oe Pe ae ree = c Se es a = See re ee eee 0 eet 6 ee eee eee. 2 ee ee oe an = a eee Pas ee eee Bee oe Te es ee = ee eee Oe ee Se ee oe ee = es a ed a ce 1 eee ee eee ET: = itr a ee ee eee a | = al ie es ro 0 Se ee ee eee l- a Pos ee ee ee = ee a ee ee 1a ae a ee ee ee eee eee BL ee er ee 9 ee. ee OO INSTRUCTIONS FOR BIDDERS FAILURE TO COMPLY WITH THESE REGULATIONS COULD RESULT IN REJECTION OF THE BID. (Page 1) 1 All bids shall be accompanied by a BID BOND or CERTIFIED CHECK in the amount of ten (10%) of the bid, in favor of the City of Ashland. Bonds shall be issued by a responsible surety company licensed to do business in the Commonwealth of Kentucky. Certified checks shall be made payable to the CITY OF ASHLAND. Failure to comply with this requirement SHALL result in the rejection of the bid. The checks and bonds of the unsuccessful bidders shall be returned as soon as practical after the award of the contracts. Successful bidders will be required to furnish contract surety in the form of a PERFORMANCE BOND in an amount equal to one hundred (100%) percent of the total amount of the contract. If the bid is accepted, a contract shall be entered into and the performance bond and payment bond secured within ten (10) days after written notice of acceptance is sent. 2 Bids shall be made out and signed in the corporate or other name of the bidder and shall be fully executed by an authorized person. 3 Bids shall be submitted on the Bid Forms contained within the bid packet. Bid forms shall not be altered in any way. Alternate bids will not be accepted unless called for in the bid. Should the bidder desire to submit two or more bids for the same project, each bid shall be submitted separately and thus completely independent of each other. If a bidder is unable to bid on a particular item, write No Bid on that line. 4 Bids received later than the time and date specified will not be considered. Also, amendments to or withdrawals of bids received later than the time and date set for the bid opening will not be considered. Bids received after the bid opening shall not be considered and will be returned unopened to the bidder. 5 The entire bid packet, including the completed bid form, shall be submitted in an enclosed SEALED envelope with the bidders name and address in the upper left-hand corner. All bids shall be marked SEALED BID with the date and hour of the bid opening and the specific material or service bid is to be placed on the outside of the envelope in the lower left-hand corner. All bids shall be addressed to the CITY CLERK, City of Ashland,1700 Greenup Avenue, P. O. Box 1839, Room # 403, Ashland, Kentucky 41105-1839. date INSTRUCTIONS FOR BIDDERS FAILURE TO COMPLY WITH THESE REGULATIONS COULD RESULT IN REJECTION OF THE BID. (Page 2) 6 Bidders or their representatives may be present at the bid opening 7 The City of Ashland reserves the right to amend and/or cancel the bid invitation prior to the time and date of the bid opening. 8 The City of Ashland reserves the right to correct any award erroneously made as a result of a clerical error on the part of the City of Ashland. 9 Bids received sealed with any kind of TAPE shall not be accepted. To be considered, all bids shall be SEALED. 10. The City of Ashland reserves the right to hold all bids for a period of forty- five (45) days from the date of the bid opening. 11. All prices for material, equipment, supplies, apparatus, etc., shall be F.O.B., Ashland, Kentucky at the designated places of delivery. 12. Prospective bidders shall comply with the President's Executive Order Nos. 11246 and 11375 which prohibit discrimination in employment regarding race, creed, color, sex or national origin, Title VI of the Civil Rights Act of 1964, the Anti-Kickback Act, Contract Work Hours Standards Act, 40CFR 35.936 F, and all other appropriate Federal, Commonwealth of Kentucky and City of Ashland Rules, Regulations and Ordinances in effect at the time of bidding the particular goods, or services called for in these documents. 13. All bidders shall certify that they do not and will not maintain or provide for their employees facilities which are segregated or biased based on race, color, creed or national origin, and that they will make positive effort to use small and minority owned businesses in the performance of the contract. 14 All bidders shall receive a tabulation of the bids once a decision has been reached and approved to award bid to the successful bidder. The tabulation is not available on the of the bid openina. 15. All bids shall include adequate information, brochures, latest printed detailed specifications and advertising literature describing the commodity or service offered to permit ready comparison with City specifications on an item by item basis. a2 ar, = 2am al / a era eee ee dee ee a ee ee See ee a as Ca 2 ee ee == 6 ee jt ee es | = a eo ee ee ee ee ee 29h ee ee ee eee eee ee ee ee ek = = ey pe a a, es ee ee, ee 2k ee ee oe ee . De TS, ee i 5 ee, ee ee ee ee 2 FS ee ee ee es ee oe a = ee ee el Oo i OS = ae ee: eee 679 pe derie a i a jad BS a Ae ee oe eee ee Le INSTRUCTIONS FOR BIDDERS FAILURE TO COMPLY WITH THESE REGULATIONS COULD RESULT IN REJECTION OF THE BID. (Page 3) 16 The City of Ashland, through its City Manager, reserves the right to accept or to reject any or all bids. The City also reserves the right to award bids whole or in part pursuant to its evaluated bid criteria. Bids may be evaluated and accepted or rejected pursuant to the Bidding Qualification and Evaluated Bid Criteria contained in the bid package. 17. Specifications and full information for bidders may be seen and obtained at the Office of Public Services, 1700 Greenup Avenue, Room 408, Ashland, KY. Questions concerning all or any part of the Bid Package shall be addressed to the Director of Public Services, P. O. Box 1839, 1700 Greenup Avenue, Ashland, Kentucky 41105-1839, or phone (606) 385-3332. 18 It is recommended that bidders keep a copy of the Bid Package submitted 19. Preference will be given by the City of Ashland to the lowest evaluated bidder furnishing products made and assembled in the United States of America as part of its evaluated bid procedure. 20 Any bidder submitting an alternate bid or proposal when alternate bids or proposals have not been requested shall have his or her bid rejected as non- responsive. 21. Any bidder submitting a bid incorporating two (2) or more prices for an item or group of items unless such method of pricing is requested on the Bid Form or which imposes conditions for acceptance other than those established in the specifications shall have the bid rejected. 22. Manufacturer's catalog numbers, trade names, etc., if shown herein are for descriptive purposes only and are to guide the prospective bidder in determining the standard or quality, design and performance desired and shall not be construed to exclude other types of commodities and / or service. Any exceptions taken to specifications shall be listed and described on a separate sheet with the various increase or decrease in price clearly stated. 23. All bids shall be signed by the bidder or an authorized representative. Unsigned bids shall not be considered. Facsimile copies shall not be submitted and wil! not be considered. as re 7 ss tLe Go aS, Se pe D ee a, mae ey ee a Pa i eee! eee ss = oes eee ee) Se a i ee Se ee ee | a ar ee ee ey ee ff See eS See ee! [ee 2 ee eee awed a = oe, ee ee a ee ey ae ee ee rere ees CO SS ee ee ee ee Ee oe ee eee fae ES ee es = as a oe es ee ee ee ee ee ee oie ieee 7 1 Pe i ee ee ee ee ee = 5 hs Cee eee eee Loe = 68 ie Se cats ac4eeuP 1 ee ee hPa ee ee = eee tts INSTRUCTIONS FOR BIDDERS FAILURE TO COMPLY WITH THESE REGULATIONS COULD RESULT IN REJECTION OF THE BID. (Page 4) 24 All equipment furnished shall be in full compliance with Office of Safety and Health Administration regulations in effect at the time of shipment. In addition, equipment and all chemicals must include all paper work including any Material Safety Data Sheets and be labeled accordingly. 25. The City of Ashland is exempt from all Commonwealth of Kentucky Sales Taxes and Federal Excise Taxes. 26 The signature of the bidder or his authorized representative shall be considered as in acceptance and compliance with all terms and conditions contained and set out in this bid package. 27 Each bidder shall return the Original bid package intact with all forms, materials, etc. attached. All signatures shall be original. 28 Any literature, forms or items requested in the bid package shall be original material and shall be unaltered. 29. Licensed bidders shall submit a copy of their business license with the bid Unlicensed bidders shall complete the business license application in the bid packet and return the application with the appropriate fee as part of the bid packet. The forms are included in this bid packet. The City may consider any unlicensed bidder failing to meet this condition as an unresponsive bidder. 30. The City of Ashland passed an Occupational License Fee Ordinance 28, 1999. Each bidder shall be required to follow the guidelines as stated therein. The Occupational License Fee is effective as of July 1, 1999. The forms are included in this bid packet. 31 The bidders acknowledge that Boyd Circuit Court shall have jurisdiction over disputes that might arise relating to the bidder with which the City enters into an agreement for these services. 32. The City of Ashland reserves the right to hold the successful bidder's Bid Bond / Certified Check for single purchase items. The Bid Bond / Certified Check will be returned after successful fulfillment of bid has verified. hhh bh Michael Graese BIDDING QUALIFICATIONS Pursuant to City of Ashland Ordinance No. 87, Series of 1992, as amended, I, Michael S. Graese, City Manager of the City of Ashland, Kentucky do hereby designate that the form attached hereto as Exhibit 1 to be utilized by all bidders/vendors seeking qualification or prequalification to bid on contracts to be awarded by the City of Ashland. The information shall be utilized to determine the bidders/vendors qualification to bid based upon the bidders/vendors ability and capacity to perform contracts on a timely basis; the bidders/vendors character, reputation, integrity and expertise; the bidders/vendors satisfactory performance on previous contracts with the City of Ashland; and the bidders/vendors satisfactory performance on previous contracts with other governmental entities. Evaluated bids may give preference in the award of contracts to bidders/vendors whose bid is not more than fifteen percent (15%) in excess of the lowest bid received and that have met at least seventy percent (70%) of the evaluated bid criteria as shown on Exhibit 2 attached hereto and incorporated by reference herein. This / dayof_WM42 20/9 _. S City Manager City of Ashland P. O. Box 1839 Ashland, KY 41105-1839 EXHIBIT 2 EVALUATED BID CRITERIA 1 Bidder/Vendor has a written safety and health program that includes training, inspections, safety meetings, accident investigation, job site compliance procedures and complaint procedures. Bidder/Vendor has a substance abuse program that includes testing and treatment. Bidder/Vendor has its principal place of business within the city limits of Ashland. Bidder/Vendor has its principal place of business within the territorial limits of Boyd County, Kentucky. Bidder/Vendor has successfully completed at least two (2) projects of comparable size, complexity, and cost within the past five (5) years. Bidder/Vendor has previously satisfactorily completed at least two (2) contracts for the City of Ashland. Bidder/Vendor has a workers compensation E-Mod factor of 1.0 or less. Bidder/Vendor has a bank credit reference sufficient for a project of this size. All sub-contractors identified by vendor as doing work on the project are qualified to bid on City of Ashland projects. 10 Bidder/Vendor has written procedures to ensure compliance with current federal and state wage and hour laws, including employee eligibility to work and has a policy which provides equal employment opportunity to all employees and applicants for employment without regard to race, color, religion, sex, national origin, disability, veterans, or marital status, or economic status and to take affirmative action to ensure that both job applicants and existing employees are given fair and equal treatment Go EXHIBIT 1 BIDDER / VENDOR PRE-QUALIFICATION DISCLOSURE STATEMENT 1. Bidder / Vendor Information Name: Type of Entity: UE! Number: Contact Person: Principal Office Address Phone Number: E-mail Address for Contact Person: Federal Tax ID#: If Corporation or Limited Liability Company, State of Incorporation: Provide a description of your experience with significant projects of your company within the past five (5) years and provide contact information for the owners representative for all such projects. Provide documentation from projects during the past five (5) years detailing timeliness of performance, quality of work, extension requests, findings, fines, and penalties imposed and payment thereof, including liquidated damages, liens, history of claims for extra work, and contract defaults with explanations of same. Have you ever failed to complete any job awarded to you? If so, indicate where and why. 5 Have you ever defaulted ona contract? If so, indicate where and why. pension or revocatio agerial employee to Has your com pany been involved in litigatio ury or wrong death or third-party di efendant in an action involving it has been gaged arising from pe formance of work related to within the previous five years? Ifso, please was aD ndant o Party s your company been involved itig ion in whi acted eac of contrac failure t erform fendant in an action involving fits igh-le manag persu Has your any offens convicted fed stat erimi uding ibery, Isification or 4 tolen property? ceivin n of any professional licenses of any Has your company had any sus the extent that any such licensure is director, officer, owner OF man rk contemplated by the contract? necessary to perform the wo No Yes If yes, explain uperintendents of your company with List all directors, officers, project managets and s names and addresses nin which it has been named as a defendant a claim for personal inj ful en any project in which include copies of all pleadings. If yes, explain No Yes in l at ch it efe r Third- Ha as contr a br bh t for Op De or within like manner , any oO h vel ermenl nuel, ur auy uf its owners been 10 comp ernbezzlement, theft, forgery, ofa eral or & nal e, incl ion or br fa estruction of records, making false statements, tax evas re w No Yes If yes, explain No Yes If yes, explain officers, directors, Has your company, its previ convicted or indicted fo r any crime within the past five years This ffiliat sube ntracto comp: anies in which current principals of your company 0 Se pany had a performan previous five years? No No treatment? Yes If yes, please provide a description of the same or a copy of No the Table of Contents for that program. vel management personnel, or any of its owners been 11 Has your company, any of its high-le convicted of a criminal offense in co nnection with obtaining, attempting to obtain, and/or performing any public or private contract? No Yes If yes, explain _ owners and/or managerial employees been 12 ? includes ous Oo rs were 4 ed Yes If yes, explain ce bond canceled or had a claim made on a performance 13 Has your com. bond over the Yes ___ If yes, explain 14 Does your comp any have a written substance abuse program that includes testing and health program that includes, but is not 15 Does your com pany have a written safety and afcty meetings, a ccident investigation, job site compliance limited to training, inspections, s procedures and complaint procedures? If yes, please provide a description or copies of the Table of No Yes Contents for written job site safety programs and current workers compensation E-Mod factor. firm or corp ation to The undersigned hereby authorizes and requests any pe ation of the atement any information required by the City of Ashland in v comprising this State of Bidders Qualificati a aol 16 Please list all job site citatio ns received within the past five years from OSHA, KYOSH, DOT and/or EPA. een 17 Please stat e whether the bidder or any officer, director, or management employees has b debarred or suspended by any federa 1, state or local government agency within the last five years 18 Please list your bank credit reference 19 Will you, upon request, sup ply a detailed financial statement and furnish any other financial information that may be require d by the City of Ashland? No Yes __ _ Or furnish rson, a erific st s mad I ons 20 Dated on this day of NAME OF BIDDER BY TITLE NO STATE OF COUNTY OF being duly sworn, deposes and 18 of says that he/she (NAME OF ORGANIZATION) and that the answers to the foregoing questions and all statements contained therein are true and correct. day of Subscribed, sworn to and acknowledged before me this 20 NOTARY OF PUBLIC My Commissioner expires of on to in the attached Bid or of any other Bidder, or to fix overh ment of the Bid price or the Bid price of any other on, conspiracy, connivance or unlawful NON-COLLUSION AFFIDAVIT OF PRIME BIDDER STATE OF COUNTY OF being first duly sworn, deposes and says that: (1) He or She is (OWNER, PARTNER, REPRESENTATIVE OR AGENT) the bidder that has submitted the attached bid; (2) He or She is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid: (3) Such Bid is genuine and is not a collusive or sham Bid; (4) Neither the said Bidder nor any of its officers, partners, owners, agents or representatives, employees or parties in interest, including the affinity has in any way colluded, conspired, connived or agree, directly or indirectly with any other Bidder, firm, or person to submit a collusive or sham Bid in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm, or pers fix the price or prices any ead, profit or cost ele Bidder, or to secure through any collusi agreement any advantage against the City of Ashland or any person interested in the proposed Contract; and (5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties, including this affiant. SIGNED TITLE Subscribed and sworn to before me this day of of this year 2024 (NAME) (TITLE) MY COMMISSION EXPIRES STATEMENT OF COMPLIANCE WITH NON-DISCRIMINATION REGULATIONS The undersigned, as bidder, certifies that he/she and his/her company will not discriminate against any person regarding age, sex, race, religion, national origin or creed, in accordance with the President's Executive Order Numbers 11246 and 11375 and other appropriate Federal, Commonwealth of Kentucky and City of Ashland Rules, Regulations and Ordinances in effect at the time of bidding the particular goods or services called for in these Bid Documents. The bidder also certifies that they do not and will not maintain or provide for their employees any facilities that are segregated and that they will make positive effort to use small and minority owned businesses in the performance of this contract. COMPANY NAME SIGNED TITLE DATE RESPONSIBILITY FOR DAMAGE, CLAIMS, ETC. The Contractor shall indemnify and save harmless the City, the Engineer and sub consultants and all of their officers, agents and employees, from all claims, damages, losses and expenses including attorneys fees of any character, name and description brought for, or on account of any injuries or damages received or sustained by any person, persons, or property by or from the said Contractor or by or in consequence of any neglect in safeguarding the Work or through the use of unacceptable materials used on construction or by or on account of any claims or amounts recovered from any infringement of patent, trademark or copyright, or from any claims or amounts arising or recovered under any law, ordinance, order, or decree, and so much of the money due the said Contractor under and by virtue of his Contract as shall be considered necessary by the City, or in case no money is due, his surety shall be held until such suit or suits, action or actions, claim or claims for injuries or damages as aforesaid, shall have been settled and suitable evidence to that effect furnished to the City. Contractor shall purchase public liability, workers compensation and automobile liability insurance, for the Citys protection. In any and all claims against the City or the Engineer, or any of their agents or employees, by any employee of the Contractor, and subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under Workmen's Compensation acts, disability benefit acts or other employee benefit acts. The obligation of the Contractor under this paragraph shall not extend to the liability of the Engineer, his agents or employees arising out of the preparation or approval of maps, Drawings, opinions, reports, surveys, Change Orders, designs or Specifications. COMPANY NAME SIGNED TITLE DATE Ag a BSCR CITY OF ASHLAND Department of Finance Occupational License / Net Profit Division P.O, Box 1839 Ashland. KY 41105-1839 Phone No (606)385-3358, 3359, 3360 Fax No (606)385-3365 www.ashlandky.gov APPLICATION FOR BUSINESS PRIVILEGE AND OCCUPATIONAL LICENSE FEE Please answer ALL questions fully 1 Business or Individual Name: Yes No 2 Will you have a Physical Location Within Ashland City Limits? 3. Business Location (Within City Limits): 4. Business Location (Physical Address): 5. Business Mailing Address: 6. Telephone Numbers (include area code) Business: Fax 7. E-mail address: Limited Liability 8. Ownership: Sole Proprietor Partnership S. Corporation Other Corporation 9 Name and home address of owner(s), partners, or if a corporation, list Officers and Titles (attach additional pages if necessary) 10 Federal Tax I.D. #: and / or Social Security Number: 11 Nature or description of business If yes, please attach a detailed listing. 12. Do you have subcontractors or any other contract labor? 13 Date business started in Ashland Number of employees working in Ashland: Calendar Year Fiscal Year (Month and Date) 14. Accounting period per Federal Return: 15. Contact Information: Business License & Net Profit Contact Payroll Tax Contact (If Applicable) Name Name: Title Title Mailing Address Mailing Address City, State, Zip City, State, Zip Phone Number Phone Number Fax Number. Fax Number E-mail Address: E-mail Address CONTINUE ON REVERSE SIDE dditio coo! VISA [aise ver zi Approval: New License fees shall be prorated as follows for the first year of business only Application Month Fee January, February, March $100 00 April, May, June $75.00 $50 00 July, August, September October, November, December $25.00 Other Fees Late Filing Fee $50 00 Additional Location Fee $10 00 All information contained on this application is necessary for our records and will be held in strict confidence issuance of this City of Ashland Business Privilege License provides a license to conduct business within the City Limits of Ashland only and does not constitute an approval of any location selected for your business. A copy of this application will be provided to the City's Code Enforcement Office, Zoning Office and Fire Inspectors. A Fire inspector will be in contact with the applicant; however, it shall be the responsibility of the Applicant, upon selection of a physical location for this business, to contact the Fire Inspectors for a premise inspection to ensure the location meets the established codes for public buildings. Any necessary changes or updates needed to meet applicable code shall be completed in a timely manner as determined by the Fire Inspector. Failure to comply with required inspections and obtain necessary permits may result in a nai fines and possibie closure until such zoning and safety issues are resolved. | hereby certify that the information contained in this application is true and correct to the best of my knowledge and belief and | agree to the terms set forth above for a physical location in the City of Ashland. Title Date Authorized Signature: Amount of payment enclosed: $ Check #: IF PAYING BY CREDIT CARD, COMPLETE BELOW O CREDIT CARD NUMBER AMOUNT SEC EXP DATE PRINTED NAME P CODE SIGNATURE FOR INTERNAL USE ONLY Date: Account Number: Assigned By: Date Zoning / Code Enforcement Date Police Chief Approval Fire Approval: Date Rev. 1/14/2022