VILLAGE OF BRIDGEVIEW
REQUEST FOR PROPOSALS FOR SCAVENGER SERVICES
ISSUE DATE: July 6, 2020
MANDATORY PRE‐PROPOSAL CONFERENCE: July 31, 2020
PROPOSAL DUE DATE: August 24, 2020
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Table of Contents
Section
Page Number
I. General Information
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II. General Requirements
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III. RFP Response
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IV. Evaluation Criteria
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I. GENERAL INFORMATION A. Introduction. The Village of Bridgeview, Illinois (the “Village”) is requesting proposals for the provision of scavenger services that would include the collection and disposal of residential refuse, recyclables and yard waste services. It is the intent of the Village to award this contract based on the evaluation criteria in this RFP along with the assistance of the Evaluation Committee. The Village currently operates under a toter based system for once a week, same day curbside collection of refuse, yard waste and recyclable materials for 3251 single family attached and detached residential units, multifamily residential units (“Residential Dwellings”)1. Refuse and recycling collection services are provided on a year‐round basis and yard waste collection services are provided from the first full week of April through the end of November. Responses to this RFP will be used during the evaluation process to select and negotiate with a qualified firm(s) to deliver the described product(s). Written proposals submitted in response to this RFP shall comply with the instructions and procedures set forth herein. This RFP is available on the Village of Bridgeview website at http://www.bridgeview‐il.gov Parties interested in receiving a hard copy of this RFP must provide a contact name, address, telephone number and email address to the Village. B. Purpose. The Village seeks to enter into an exclusive scavenger contract with the successful proposer to provide refuse collection services, including the collection of and disposal of residential refuse, recyclables and yard waste, for single family attached and detached residential units, two‐family residential units and municipal properties owned by the Village (the “Services”). The Village is seeking proposals from qualified entities to provide the Services. The Services do not involve commercial, industrial or institutional properties located in the Village. The selected entity shall provide at a minimum once a week, same‐day refuse, yard waste and recyclable collection service to all Residential Dwellings that currently receive curbside collection. The selected entity shall perform and oversee all aspects of the Services. A detailed discussion of the Services is to be found below in Section II. The Village reserves the sole and exclusive right to reject all proposals submitted in whole or in part. The Village reserves the right, in its sole and absolute discretion, to cancel or modify this RFP in part or in its entirety. C. About the Village. The Village is a home rule municipality located in southwestern Cook County, Illinois, approximately thirteen (13) miles from downtown Chicago. The Village was incorporated in 1947 and is interesting and diverse, offering a blend of residential, commercial, and industrial development. The Village has a population of 16,791 with a median age of 38 years. The population within a three‐mile radius of the Village is approximately 115,457. The general boundaries of the Village include 65th Street on the north and 103rd Street on the south. It encompasses 4.5 square miles, and is 16 miles southeast of Downtown Chicago, 5.8 miles from Midway Airport and 19 miles from O’Hare Airport. D. Response Format. Proposals sent in response to this RFP must include the name of the entity and the name of the person submitting the response. Proposals should follow the format as outlined in the
1 This number is subject to change
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Section III of this RFP. All responses must be signed by a representative authorized to make a binding commitment on behalf of the entity submitting the response. A Mandatory Pre‐Proposal Meeting will be held conducted on July 31, 2020 at 10:30 AM (CST) via teleconference. This meeting will address the required Services, answer questions and provide clarification as needed. If you are planning to participate, please email the RFP Contact, Mark Jamil, at mjamil@bbp‐chicago.com no later than July 29, 2020 at 4:00 PM (CST) to receive dial‐in information for the Mandatory Pre‐Proposal Conference. E. Instructions. The Village must receive three (3) hard copies and one (1) electronic PDF copy (in searchable format) of all proposals no later than 2:00 p.m. on August 24, 2020. Late responses will not be accepted. Responses submitted by facsimile will not be accepted. All responses should be delivered as addressed below:
Village of Bridgeview RFP for Scavenger Services Attn: Mr. Jessie Martin
7500 South Oketo Avenue Bridgeview, Illinois 60455
All questions regarding the RFP should be sent to the RFP Contact: Mark Jamil at mjamil@bbp‐chicago.com Any and all questions pertaining to this RFP must be submitted in writing and must be submitted on or before 4:00 PM (CST), August 18, 2020. All questions and responses will be posted on the Village’s website. F. Communications. The Proposers considering responding to this RFP are strictly prohibited from communicating with any member of the Village, Village Board or staff of the Village with regard to this RFP, as well as any and all questions, should be directed to the RFP Contact identified in Section E above. G. Remuneration. Interested parties are to present a pricing proposal in connection with the presented services as specified in Section II of this RFP. H. Interviews. After receipt of all responses, the Village will review and evaluate submissions based on all of the criteria stated in this RFP. The Village may, in its sole and absolute discretion, request interviews to allow the most qualified candidates to clarify their proposals or further define their offer. All interviews shall be at the expense of the party granted the interview. I. Proposal Timetable. The Village anticipates a timely completion of the RFP process resulting in the successful negotiation of a contract. The Village reserves the right, in its sole and absolute discretion, to make adjustments to the timetable below as required throughout the process. RFP Issue Date: July 6, 2020 Pre‐Proposal Meeting: July 31, 2020, 10:30 AM (CST) via teleconference Proposal Due Date: August 24, 2020, 2:00 PM (CST) Interviews: Anticipated on or around the week of August 31 2020
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Selection Date: Anticipated on or around the week of September 15, 2020 J. Public Records. Any proposal received in response to this RFP constitutes a public document that may be made available to the public upon request under the Illinois Freedom of Information Act (“FOIA”) (5 ILCS 140/1, et seq.) and other applicable laws and rules. K. Amendment. This RFP shall be modified only by written amendment issued by the Village. It is the responsibility of the Proposers to verify that they have received, and incorporated into their proposals, all changes to this RFP due to amendments.
II. GENERAL REQUIREMENTS
This section provides the minimal requirements that may be expected from the proposing entity pertaining to the needs of the Village. Proposing entities not meeting the minimum requirements may be eliminated from further consideration. A. Scope of Services.
The Village seeks proposals from qualified entities to provide the following Services:
(1) Collection Routes and Containers: The selected entity will provide the Village with garbage and recycling toters or containers that the Village will deliver to residents. Replacement garbage and recycling toters or containers shall be provided to the Village at no additional cost at the request of the Village. Pre‐existing routes and schedule will be continued at all times during the term of the contract unless otherwise authorized by the Village in writing. Hours of operation are to commence no later than 6:30 AM and shall be completed before 5:30 PM. The selected entity shall furnish sufficient numbers of vehicles and personnel to accomplish the work within the specified time period, regardless of adverse weather conditions, mechanical breakdowns or similar hindrances. All employees of the selected entity shall provide collection services to Village residents with as little noise, disturbance, and disruption as possible. A map of collection routes is attached hereto as Exhibit A. Additionally, a tonnage report relating to trash and recycling is attached as Exhibit B.
(2) The Village furnishes each dwelling unit with a ninety‐six (96) gallon refuse container or toter which the Village will continue to provide and maintain. The selected entity shall provide each dwelling unit with one approximately thirty (30) gallon recycling container or toter (subject to upsizing at no additional charge per request) for which the selected entity shall be responsible for the purchase, distribution and maintenance.
(3) All garbage and other household refuse must be removed and disposed from all single‐family and two‐family residences at least weekly. Large items such as furniture and incidental construction debris will also be removed. All garbage must be placed in garbage container totes except for bulk items.
(4) Landscape or yard waste must be collected during the period of April 1 through November 30 (unless extended by the Village) on the same day as refuse without limitation as to amount. Landscape waste must be placed in appropriately labeled receptacles not exceeding thirty‐five (35) gallon capacity or in biodegradable bags not exceeding 35‐gallon capacity.
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(5) Recyclables must be collected and processed weekly on the same day as garbage and landscaping or yard waste. A listing of recyclable pick up dates for 2020 is attached as Exhibit C. The recyclables placed in the recycling container or totes are limited to newspapers, tin, aluminum, and bi‐metal cans, clear, brown or green glass and specified plastics. Upon written agreement with the Village, types of recyclables may be changed based on market conditions. All proceeds from recyclables shall be disclosed to the Village by the selected entity and subject to negotiation. Please provide any information pertaining to E‐Waste programs offered.
(6) A Village cleanup day will be pre‐designated by the Village twice per year during which residents can place large items for pick up. These pick‐up days will be scheduled on two pre‐designated Saturdays and will follow normal existing routes. A listing of Village Cleanup Days and Treasure Days for 2020 may be found in Exhibit C.
(7) Village Facilities – The selected entity will provide services at the following Village buildings at no cost: a. Village Hall, 7500 South Oketo Avenue, Bridgeview, IL. One (1) 8 yard dumpster for garbage
and recycling once a week b. Department of Public Works and Fire Station #2, 7350 W. 100th Place, Bridgeview, IL. One (1)
4 yard dumpster once a week and 20 yard garbage container and 30 yard waste containers with pickups on a call basis. A maximum of thirty (30) 20 yard waste roll‐off containers and collection service for the Department of Public Works and a maximum of forty‐five (45) 30 yard landscape waste roll‐off containers for the Department of Public Works.
c. Community Center, 7900 South Oketo Avenue, Bridgeview, IL. One (1) 8 yard dumpster, twice a week.
B. Term of Contract.
The contract shall be effective for a three (3) year term. C. Holidays. Refuse, yard waste or recyclable collection services will not be performed on the following recognized holidays: New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day In the event that any of these holidays fall on a weekday, all refuse, yard waste and recyclable collection services scheduled on that day and for the remainder of the collection week shall be delayed one day after the recognized holiday. Collection shall also be provided on a Saturday, if necessary, as the result of a holiday. C. Hours of Collection. Hours of collection are to commence no later than 6:00 AM and shall be completed before 5:00 PM. The selected entity shall furnish sufficient numbers of vehicles and personnel to accomplish the work within
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the specified time period, regardless of adverse weather conditions, mechanical breakdowns or similar hindrances. All employees of the selected entity shall provide collection services to Village residents with as little noise, disturbance, and disruption as possible. D. Employee Conduct/Quality of Performance. The selected entity shall undertake to perform all Services rendered herein in a clean, orderly, and efficient manner and to use due care and diligence in the performance of the contract. Neat, orderly, and courteous employees and collection crews shall also be provided. The selected entity shall prohibit drinking of any alcoholic beverages or the ingestion of any illegal narcotics by its drivers and crew members while on duty or in the course of performing the Services hereunder. All employees shall carry official company identification and shall present such identification upon request. All vehicle operators shall carry valid State of Illinois driver’s licenses for the class of vehicle operated. Vehicle operators shall obey all traffic regulations, including weight and speed limits. E. Local Improvements. The Village reserves the right to construct any improvements or permit any construction in any street which may have the effect for a time of preventing the selected entity from traveling the accustomed route or routes for collection. The selected entity shall, however, by an acceptable method, continue to collect the refuse, yard waste and recyclables to the same extent as though no interference existed upon the streets formerly traveled. This shall be done without extra cost to the Village. F. Placement of Containers. The selected entity shall return all containers at each pick‐up location at which they were found. Containers will be placed, not thrown, and shall not be left lying on their sides. Any contents spilled on parkways, premises or streets are to be cleaned up in a workmanlike manner. Each truck shall be equipped with a broom and shovel for the purpose of cleaning up any debris spilled by personnel in the course of pick up. G. Replacement Damage. The selected entity is responsible for damage resulting from its careless handling of any receptacle. All containers, which suffer damage caused by the selected entity or its employees, as reported by a resident, shall be replaced by the selected entity at no extra charge to the resident. Any replacement containers are to be provided by the selected entity to the Village. If the selected entity fails to provide replacement containers within a reasonable period of time, the Village may, after the expiration of forty‐eight (48) hours after giving notice to the selected entity in writing, proceed to repair or replace the container at the selected entity’s sole expense. The selected entity agrees to pay for said expenses within ten (10) days of receipt of an invoice for same from the Village. H. Missed Pick‐Up and Complaint Handling.
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The selected entity shall establish and maintain a local office, telephone number and email for the receipt of service calls or complaints, Monday through Friday from 8:30 AM to 5:00 PM during the term of the contract. All complaints shall be given prompt and courteous attention and shall be investigated and resolved within twenty‐four (24) hours from the time received. The selected entity shall investigate any alleged missed scheduled collections, and if such allegations are found to be valid, arrange for pick up of the materials within twenty‐four (24) hours after the complaint is received. The selected entity shall supply to the Village, on a monthly basis, a report listing all complaints received from any customer who resides within the Village. The complaint forms shall indicate the nature of the complaint, the date the complaint was received, the action taken by the selected entity, and the date the complaint was resolved. I. Change in Service. If the Village should wish to change the Services during the term of the contract, including, without limitation, the type of materials collected, method of collection, variety of recyclable materials collected, etc., the Village shall have the option to initiate the change in service by notifying the selected entity in writing at least thirty (30) days prior to the date such service is to begin. The Village and the selected entity shall agree to negotiate the terms, frequency, and price of such change in service. J. Insurance. The selected entity shall procure and maintain for the duration of the contract, the following minimum insurance coverage: Workers’ Compensation Insurance as prescribed by the laws of the State of Illinois.
Employers’ Liability Insurance, with limits of not less than two million dollars ($2,000,000) per occurrence. Commercial General Liability Insurance: two million ($2,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage. Minimum General Aggregate shall be no less than four million ($4,000,000) for a project/contract specific aggregate of two million ($2,000,000). Commercial Automobile Liability Insurance with a limit of not less than two million dollars ($2,000,000) for bodily injury and property damage per occurrence. Umbrella Excess Liability Insurance with a limit of not less than five million dollars ($5,000,000) for bodily injury, property damage, and personal injury per occurrence.
The selected entity shall include the Village, its officers, employees, and agents as additional named insured on the foregoing policies, except Workers’ Compensation. The selected entity’s insurance policy shall be primary to the Village’s insurance policies with regard to claims arising out of work performed in accordance with these specifications and provisions. The selected entity shall be solely responsible for satisfying any deductible required under the insurance policies. The selected entity shall also furnish the Village a Certificate of Insurance naming the Village of Bridgeview as an additional insured, attesting to
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the respective insurance coverage for the full term of the contract. The Village shall receive written notice of cancellation or reduction in coverage on any insurance policy at least ninety (90) days prior to the effective date of cancellation or reduction. K. Licenses and Taxes. The selected entity shall be responsible for obtaining all licenses and permits necessary for the successful performance of the Services. The selected entity shall also pay all Federal, State, and local taxes including sales tax, social security, workers’ compensation, unemployment insurance, and any other tax which may be chargeable against labor, material, equipment, or real estate. L. Indemnification. To the fullest extent permitted by law, the selected entity hereby agrees to defend, indemnify, and hold harmless the Village, its officials, agents and employees, against any and all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, costs and expenses which may in any manner accrue against the Village, its officials, agents and employees, arising in whole or in part in consequence of the performance of the Services by the selected entity, its employees, or subcontractors, or which may in any matter result therefore, except that arising out of the sole legal cause of the Village, its agents or employees, the selected entity shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connection therewith, and, if any judgment shall be rendered against the Village, its officials, agents and employees, in any such action the selected entity shall, at its own expense, satisfy and discharge same. M. Irrevocable Letter of Credit. In lieu of a performance bond, the selected entity shall furnish to the Village an irrevocable letter of credit in the amount of five hundred thousand dollars ($500,000) from a reputable banking institution to guarantee the faithful performance of the contract. The letter of credit shall be payable to the Village and prepared in a format approved by the Village. It shall remain in effect for the full term of the contract, including any extensions thereof, and be delivered to the Village prior to the effective date of any contract. N. Prevailing Wage Rates. The selected entity shall comply, if applicable, with the prevailing wage rates for public works projects as issued by the State of Illinois Department of Labor, current edition at date of proposal submission, and each year thereafter. O. Certification. The selected entity shall certify that it is not barred from submitting a proposal for this contract as a result of a violation of either Section 5/33E‐3 or Section 5/33E‐4 of Chapter 38 of the Illinois Compiled Statutes concerning bid rigging, rotating, kickbacks, bribery, and interference with public contracts. P. Minimum Qualifications.
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(1) Three (3) years of collective experience within the proposing entity providing the Services specified in this RFP. Proposers shall provide a list of projects where the Proposer provided or currently provides services similar to the Services set forth in this RFP over the past three (3) years.
(2) To the extent applicable, provide evidence that Proposer holds active licenses necessary in the
State of Illinois to provide the Services set forth in this RFP. (3) Proposers shall submit evidence of compliance with all equal opportunity employment and
affirmative action laws when and to the extent these requirements are applicable (which will be satisfied by an affirmative certification to the same).
(4) Proposers shall comply with all applicable federal, state and local laws, ordinances, rules and
regulations.
III. RFP RESPONSE
A. Background.
(1) Please describe the proposing entity’s history, ownership, financial condition and client base including, but not limited to: 1) years in business; 2) total number of employees in the proposing entity or related entities; 3) management and organizational structure; 4) latest annual report/financial statements.
(2) Please indicate the total number of your public sector clients, and a provide summary of
services provided to the same. Please provide information regarding the name, address, contact person, length of service, size of the stadium, number, and type of events. Provide a detailed description of the services provided. B. Service Team.
(1) Describe the proposing entity’s expertise in the delivery of the Services. (2) Describe the exact individuals that would be assigned by you to undertake and perform the
Services. Briefly describe the duties and responsibilities that each individual will have regarding the Village and the Services.
(3) Describe the number of workers that will be deployed to perform the Services including any
and all labor and supervisory personnel. (4) Years in business. (5) Annual sales. (6) Active litigation with public entities.
C. Delivery/Project Schedule
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(1) The selected firm(s) must be able to commence the Services by January 1, 2021. (2) Selected firm(s) is responsible to comply with any/all required permits required by
applicable local authorities and ordinances.
(3) Provide detailed sequence/schedule of work, with starting and ending times
D. Pricing Proposal. See attached Exhibit D for proposal pricing sheet. E. Additions/Alternatives/Deviations. Please attach any and all additions/alternatives/deviations to the requested Scope of Work and provide a detailed justification for each item listed. If not listed, the Village shall assume that the selected entity shall fully comply with all specifications contained in the Scope of Work. The attached list shall be marked as “Exhibit E Additions/Alternatives/Deviations to the Requested Scope of Work.” F. Proof of Insurance.
(1) Additional Insurance maybe requested/required based on coverage levels specified in Section II, J. G. Client References.
(1) Provide a listing of three representative engagements where proposer is performs services substantially similar to the Services specified herein.
(2) Provide at least three (3) references of current or recent clients, include their company name,
address, contact person, phone number, email address and length of service.
IV. EVALUATION CRITERIA Pricing will not be the only factor upon which the Village will make its selection. The following factors will be used to determine a proposing entity’s qualifications to service the Village. The order of the following factors does not determine any relative ranking:
(1) The proposing entity meets all of the Village’s requirements; (2) Demonstrated knowledge and experience, project history; (3) Conformance with specifications of the RFP; (4) The proposing entity’s ability to provide the products and services that are in the best interests of the Village;
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(5) References; and (6) Other matters not herein specifically enumerated.
Selection does not guarantee the award of a contract. This RFP shall not create any legal obligation of the Village to evaluate any proposal that is submitted or to enter into any contract or any other agreement with an individual or party who submits a proposal except on terms and conditions that the Village deems, in its sole and absolute discretion, to be satisfactory and desirable. The Village reserves the right to award the services to multiple vendors. All proposals should contain an affirmative statement that there is no “conflict of interest” with the Village and the proposing entity and its principals. The Village reserves the right to cancel at any time for any reason this RFP and to reject all proposals received and the right to waive non‐material formalities and technicalities according to the best interests of the Village. The Village shall not have any liability to any Proposer arising out of such cancellation or rejection. The Village reserves the right to waive variations in the selection process. Any proposals submitted shall be binding for one hundred twenty (120) days following the Village’s opening and review of the same. The Village reserves the right to select one party or multiple parties to satisfy the services sought. The Village reserves the right to terminate the services provided by the successful Proposer. In‐person interviews may be scheduled to finalize the selection. By submitting a response, the entity providing the qualifications acknowledges its understanding of the requirements of this submission and agrees to be bound to the same. The Village assumes no responsibility for the costs incurred in the preparation, submission, presentation, or negotiation of the proposals in response to or agreements arising out of this RFP, including negotiation of any management agreement that results therefrom.
A‐1
Exhibit A
REFUSE COLLECTION MAP
A‐2
Exhibit A
REFUSE COLLECTION MAP
A‐3
Exhibit A
REFUSE COLLECTION MAP
A‐4
Exhibit A
REFUSE COLLECTION MAP
B‐1
Exhibit B
TONNAGE REPORT
2018 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Recycle 34.34 26.17 27.14 27.18 23.93 34.46 74.32 66.81 67.81 73.14 49.01 62.72 567.03 Trash 360.15 283.86 310.73 337.87 466.72 397.5 470.02 326.94 381.74 415.8 363.76 328.14 4443.23 Total 380.15 310.03 337.87 365.05 490.65 431.96 544.34 393.75 449.55 488.94 412.77 390.86 4995.92 Diversion Rate 9.03% 8.44% 8.03% 7.45% 4.88% 7.98% 13.65% 16.97% 15.08% 14.96% 11.87% 16.05% 11.35%
2019 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Recycle 59.43 22.16 49.79 75.34 70.34 71.85 76.93 60.06 67.5 63.18 50.01 65.84 732.43 Trash 310.6 278.56 292.31 409.04 449.42 419.65 489.27 395.88 403.3 384.16 333.26 421.95 4587.4 Total 370.03 300.72 342.1 484.38 519.76 491.5 566.2 455.94 470.8 447.34 383.27 487.79 5319.83 Diversion Rate 16.06% 7.37% 14.55% 15.55% 13.53% 14.62% 13.59% 13.17% 14.34% 14.12% 13.05% 13.50% 13.77%
2020 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Recycle 47.13 44.65 61.6 0 0 Trash 292.08 274.07 379.96 0 0 Total 339.21 318.72 441.56 0 0 Diversion Rate 13.89% 14.01% 13.95% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%
C‐1
Exhibit C
2020 RECYCLABLE PICK UP DATES
C‐2
Exhibit C
2020 RECYCLABLE PICK UP DATES
C‐3
Exhibit C
2020 RECYCLABLE PICK UP DATES
C‐4
Exhibit C
2020 RECYCLABLE PICK UP DATES
D‐1
Exhibit D
PRICING PROPOSAL The undersigned hereby proposes to enter into a scavenger services contract with the Village of Bridgeview upon the terms and conditions set forth herein, and upon the terms and conditions set forth in this Request for Proposals for Scavenger Services. The undersigned hereby certifies that the information submitted in this pricing proposal is true and correct. Company Name: ____________________________________________________ Address: ____________________________________________________ ____________________________________________________ Telephone No/Email: ____________________________________________________ Contact: ____________________________________________________ Authorized Signature: ____________________________________________________ Proposed Monthly Collection Fee per Residential Dwelling January 1, 2021 – December 31, 2021 $_____________ January 1, 2022 – December 31, 2022 $_____________ January 1, 2023 – December 31, 2023 $_____________
E‐1
Exhibit E
ADDITIONS/ALTERNATIVES/DEVIATIONS Please attach any and all additions/alternatives/deviations to the requested Scope of Work and provide a detailed justification for each item listed. If not listed, the Village shall assume that the contractor shall fully comply with all specifications contained in the Scope of Work. The attached list shall be marked as “Exhibit E, Additions/Alternatives/Deviations to Requested Scope of Work”