The Boone County Fiscal Court is accepting bids from qualified solid waste contractors for the purpose of collection, transportation and disposal of all non-hazardous and non-infectious solid waste generated at County-owned buildings and/or buildings where departmental offices are located. Included in these specifications is the option for roll-off containers and the County Departments to haul refuse directly to the contractor's facility. It will be at the discretion of the Boone County Fiscal Court if one, any combination, or none of these options will be employed. Boone County reserves the right to choose a vendor for individual line items.
- Bid Submittal Instructions —
The Boone County Fiscal Court will receive sealed bids electronically via the County's electronic bidding system only until 2:00 pm (local time), Tuesday, March 31, 2026 from qualified vendors to perform the services associated with Refuse Collection for Boone County Owned Facilities. Bids must be submitted electronically. Late, hand delivered (paper), emailed or facsimile bids will not be accepted. Bids will be opened online at the time listed above.
- Bid Submittal Instructions —
The Boone County Fiscal Court will receive sealed bids electronically via the County's electronic bidding system only until 2:00 pm (local time), Tuesday, March 31, 2026 from qualified vendors to perform the services associated with Refuse Collection for Boone County Owned Facilities. Bids must be submitted electronically. Late, hand delivered (paper), emailed or facsimile bids will not be accepted. Bids will be opened online at the time listed above.
- INSURANCE REQUIREMENTS —
The bidder will be required to provide verification of insurance coverage in accordance with the parameters that follow. The successful bidder will have fifteen (15) calendar days to comply with this requirement, excluding County holidays and non-workdays, if applicable.
The bidder must maintain the insurance coverage required by the County while this contract is in force, including automatic renewal terms, and shall provide documentation of such insurance in a form satisfactory to the County.
In the event that the bidder changes their insurance carrier, new verification of insurance coverage must be provided to the County by the new insurance carrier within ten (10) days of the change of policy.
The bidder shall purchase and maintain in force, at their own expense, such insurance as will protect them and the County from claims, which may arise out of or result from the bidder's execution of the work, whether such execution be by the bidder, bidder's employees, agents, sub-Contractors, or by anyone for whose acts any of them may be liable. The insurance coverage shall be such as to fully protect the Owner, the Engineer (if applicable) and the public from all claims for injury and damage resulting by any actions on the part of the bidder or bidder's forces as enumerated above. The bidder shall furnish a copy of an original Certificate of Insurance, naming Boone County as an additional insured. Certificate of Insurance must have an original signature. Should any of the policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The bidder shall furnish insurance in satisfactory limits, and on forms and of companies which are acceptable to the Owner's Attorney and/or Assistant County Administrator and shall require and show evidence of insurance coverages on behalf of any sub-Contractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this Contract.
The following insurance requirements are the Minimum Limits of Liability, Terms, and Coverage that will be acceptable:
Commercial General Liability
$1,000,000 bodily injury and property damage each occurrence, including advertising and personal injury, products and completed operations
$2,000,000 products/completed operations, independent bidder's liability, contractual liability, and coverage for property damage from perils of explosion, collapse, or damage to underground utilities, commonly known as XCU
$2,000,000 general annual aggregate
Auto Liability Insurance
$1,000,000 each person, bodily injury, and property damage, including owned, non‐owned and hired auto liability
Workers’ Compensation
Employer’s Liability
$1,000,000 bodily injury by accident, each accident
$1,000,000 bodily injury by disease, each employee
$1,000,000 bodily injury by disease, policy aggregate
Umbrella/Excess Liability
$2,000,000 each occurrence and annual aggregate
Underlying coverage shall include General Liability, Auto Liability, and Employer's Liability
$1,000,000 annual aggregate covering damages or liability arising or resulting from bidder's services rendered, or which should have been rendered, pursuant to the Contract
Property
The bidder shall purchase and maintain property insurance covering machinery, equipment, mobile equipment, and tools used or owned by the bidder in the performance of services under the Contract. Boone County Fiscal Court shall in no circumstance be responsible or liable for the loss or damage to, or disappearance of, any machinery, equipment, mobile equipment, and tools used or owned by the bidder in the performance of services under the Contract.
The bidder and their insurance company should carefully review the insurance requirements applicable to this agreement. All requirements herein must be met before the County will execute the contract.
- BID BOND —
Bid Bond: A bidder’s bond or certified check in the amount of NO VALUE% of the amount bid shall accompany any bid in excess of $100,000.00 for the bid to be acceptable.
Fully executed Bid Bonds should be scanned and submitted electronically in this portal with the #Required Submittals.
- Pre-Bid Meeting —
A mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is mandatory, and attendees shall arrive before/on time and attend the entire meeting to be qualified to bid. Late attendees will not be allowed to participate in the pre-bid meeting. Bids received from bidders who did not attend this meeting will not be accepted.
- Pre-Bid Meeting —
A mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is mandatory, and attendees shall arrive before/on time and attend the entire meeting to be qualified to bid. Late attendees will not be allowed to participate in the pre-bid meeting. Bids received from bidders who did not attend this meeting will not be accepted.
- SPECIFICATIONS —
- Statement of Qualifications
- The County reserves the right to determine competence and responsibility of a contractor through appropriate investigation of qualifications. The bidder shall provide, at the time of the bid submission, a list of all municipal accounts in the Greater Cincinnati/Northern Kentucky area. At a minimum, the list shall contain a contact person, address and phone number. In addition, the bidder shall describe the experience and supporting data that qualifies it to undertake the responsibilities described in this request. The information shall include, but not be limited to:
- Evidence the bidder possesses the financial capacities to perform all phases of the work contained herein.
- Evidence the bidder is in good standing in the Commonwealth of Kentucky and the County of Boone (include a copy of the Boone County Occupational License). The bidder must possess a current, valid Boone County Waste Hauler Permit.
- Evidence the bidder has been in existence for a reasonable amount of time and possesses operating experience necessary to perform the business of refuse collection and disposal.
- The bidder must demonstrate sufficient availability of equipment to execute the agreement beginning on April 20, 2026. Standby equipment must be available and ready to operate in case of breakdown, or accidents involving regular equipment.
- At the time of bid submission, the bidder must provide documentation that all waste will be collected, handled, transported and disposed of according to federal, state and local laws. Bidder will identify what landfill will be used and the status of space availability and any pending permits for that landfill.
- All requested information will be used in evaluating bids. Contract award will not necessarily be based on the lowest rate.
- Customer Service
- Boone County is committed to providing the highest level of service possible to its customers. All contractors working for the County likewise shall consider customer service a priority. Therefore, the contractor shall establish a plan of action to ensure the delivery of excellent customer service. The contractor shall designate a specific contact person assigned to ensure a high level of customer service. The contact person's name, phone number and email address shall be provided to the County Solid Waste Services Supervisor. The contact person shall have full authority to act on behalf of the contractor for the purpose of receiving, investigating, and resolving complaints received regarding solid waste contractor complaints. The Boone County Solid Waste Services Supervisor will be the liaison between County departments and contractor in the program area and the Solid Waste Services Supervisor and contractor shall work together to mitigate complaints. The Boone County Solid Waste Services Supervisor shall be informed of any departmental or contractor complaints.
- Payment and Billing
- The County shall compensate contractor on a monthly basis after proper review and approval by the Solid Waste Services Supervisor of Contractor's required paperwork submission.
- Invoices for all locations receiving regular service will be sent to the Boone County Finance Department for review and payment. All Departments will be invoiced on one invoice. The Purchase Order number must be on all invoices. The address for Boone County Finance is:
- Boone County Finance Department, P.O. Box 960, Burlington, KY 41005
- Roll-off service and direct haul invoices will be sent to:
- Boone County Solid Waste Supervisor, P.O. Box 960, Burlington, KY 41005
- Terms of Contract
- Contract shall be for a period of one (1) year beginning April 20, 2026 through March 31, 2027 with the option of four (4) - one (1) year extensions. The County shall have the option to extend the contract with the Contractor's concurrence. In such event, the Contractor shall be notified in writing no later than thirty (30) days prior to the expiration of the existing contract. Extension shall be at the pleasure of the County.
- Refuse Collection Service
- Bids submitted shall be for a contract to remove all non-hazardous and non-infectious waste generated at County-owned and/or managed buildings and/or buildings where the departmental offices are located. There may be times refuse will be collected at other sites for County-sponsored special events as well as additional service (such as roll-off containers) for special events on County property. The contractor will provide all labor, equipment, and materials necessary to comply with the terms of the contract The contractor is responsible for complying with all local, state and federal laws, particularly those pertaining to the collection, transport and final disposal of solid waste.
- Collection Terms
- No collections shall be made before 7:00 a.m. or after 6:00 p.m. (local time). Collections shall occur Monday through Saturday. No collections shall occur on Sunday.
- No collections shall be made on Christmas Day or News Year’s Day. Refuse collection service shall occur as scheduled on all other holidays as applicable. In years when Christmas Day and New Year’s Day fall on a regular collection day, the remaining collection day(s) shall be delayed by one day. The contractor shall make provisions to ensure no reduction in services occurs during any holiday week.
- The County Solid Waste Services Supervisor and the contractor shall determine the designated weekly days of collection. Example: Collection three times per week may be Monday, Wednesday and Friday.
- As new County offices are constructed and/or occupied, the contractor shall provide waste services as required by the contract on the next scheduled day of collection after the County Solid Waste Services Supervisor establishes collection services with the contractor.
- The Boone County Solid Waste Services Supervisor, County Administrator, Assistant County Administrator (or their designee) shall be the only persons to change frequency of pick up, add or delete containers, or make any other decisions that would affect costs or participation in this program. The contractor shall cooperate with the County to maximize solid waste reduction, participation and supporting programs. The contractor shall leave area clean and litter free.
- Collection Vehicles
- Only closed trucks maintained in a clean and sanitary condition shall be used.
- Containers
- Containers shall be furnished by the contractor and shall be constructed as to have a closed lid. Containers shall remain the property of the contractor.
- Proper placement of containers shall be the responsibility of the contractor once the designated area has been selected by the location's County Department Head. In the event a container cannot be emptied through the use of regular refuse trucks, the contractor will be responsible for making arrangements for unloading of container and proper disposal of contents.
- Refuse Hauled By County To Contractor's Facility
- Any refuse hauled to contractor's facility may be charged a fee on a per load basis, per ton basis, and/or per cubic yard basis
- Delivery and Removal of Containers
- The successful bidder will work with the Boone County Solid Waste Services Supervisor in coordinating the transition plan for delivery of containers at the start of this Contract and the removal of containers at the expiration of this Contract. This transition plan shall identify the timeframe for the delivery and removal of containers on a phase basis so the County is not without containers/collection services at the locations specified in this document.
- Severance Clause
- The County of Boone is a part of the Northern Kentucky Solid Waste Management Area (known as the NKSWMA). The NKSWMA is comprised of Boone, Campbell, and Kenton Counties and all thirty-six incorporated cities located within the area. The NKSWMA is operating under an approved Solid Waste Management Plan, officially approved by the Kentucky Cabinet for Energy and the Environment. If the NKSWMA should elect to institute some type of collection/disposal method other than the Contractor's, the County may withdraw, or make appropriate changes agreeable to both parties, from the contract with the Contractor upon a 90-day written notice.
- Pre-Bid Meeting —
A non-mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is encouraged, and the bidder is required to familiarize themselves with the project, see existing conditions and take note of any specific requirements for the specific project. No additional allowances will be made for lack of knowledge of these conditions by not attending this non-mandatory pre-bid meeting.
- Pre-Bid Meeting —
A non-mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is encouraged, and the bidder is required to familiarize themselves with the project, see existing conditions and take note of any specific requirements for the specific project. No additional allowances will be made for lack of knowledge of these conditions by not attending this non-mandatory pre-bid meeting.
- Service Area —
The service area is commonly known as the unincorporated area of Boone. The locations that will receive service are listed in the Pricing Table.
- Pre-Bid Meeting —
There will be no meeting for this project.
- Solicitation Documents —
Specifications may be downloaded electronically by visiting our electronic bidding website.
Boone County reserves the right to reject any and all bids, to waive any informalities and to negotiate for the modifications of any bid or to accept that bid which is deemed the most desirable and advantageous from the standpoint of customer value and service and concept of operations, even though such bid may not, on its face, appear to be the lowest and best price. No bid may be withdrawn for a period of sixty (60) days after scheduled time of receipt of bids.
The Boone County Fiscal Court is an Equal Opportunity Employer. WBE/MBE firms are encouraged to respond to this Invitation to Bid.
- Solicitation Documents —
Specifications may be downloaded electronically by visiting our electronic bidding website.
Boone County reserves the right to reject any and all bids, to waive any informalities and to negotiate for the modifications of any bid or to accept that bid which is deemed the most desirable and advantageous from the standpoint of customer value and service and concept of operations, even though such bid may not, on its face, appear to be the lowest and best price. No bid may be withdrawn for a period of sixty (60) days after scheduled time of receipt of bids.
The Boone County Fiscal Court is an Equal Opportunity Employer. WBE/MBE firms are encouraged to respond to this Invitation to Bid.
- Bid Submission Instructions —
For a bid to be considered responsive, the following information must be uploaded in Section 7. Required Submittals:
- Evidence of financial capabilities to perform all phases of the work contained herein.
- Copy of the Boone County Occupational License and a valid Boone County Waste Hauler Permit.
- Company History/Overview to show the bidder has been in existence for a reasonable amount of time and possesses operating experience necessary to perform the business of refuse collection and disposal.
- Equipment Profile - demonstrating sufficient availability of equipment to execute the agreement beginning on April 1, 2024.
- Documentation on what landfill will be used and the status of space availability and any pending permits for that landfill.
- A list of all municipal accounts in the Greater Cincinnati/Northern Kentucky Area.
- Certificate of Insurance
- Completed Bid Form
- Bid Bond (required) —
#Specific Conditions
- Required Submittals (required) —
Please upload all required documentation here
- Deviations and Exceptions —
Clearly state any deviations and exceptions to the bid specifications here.
- W9 Form (required) —
Please download the below documents, complete, and upload.
- Certificate of Insurance (required)
- KRS Resident Bidder Status (if applicable) —
Please download the below documents, complete, and upload.
- KRS Qualified Bidder Status (if applicable) —
Please download the below documents, complete, and upload.
- Name and Title of Authorized Representative (required) —
Enter the full name and title of the representative who is authorized to certify, sign and submit this bid.
- Terms and Signature (required) —
In compliance with this Invitation to Bid and subject to all conditions thereof, the undersigned offers and agrees to furnish any or all items and/or services upon which prices are quoted, as specified within these specifications.
My signature certifies that the accompanying bid is not the result of or affected by any act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. I hereby certify that I am authorized to sign this bid for the bidder.
- Is a Bid Bond required for this project? (required)
- Pre-Proposal Meeting (required)