CITY OF CHELAN. REQUEST FOR PROPOSALS (RFP) Consultant for Solid Waste, Recycling, and Organics Collection Services

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1 CITY OF CHELAN REQUEST FOR PROPOSALS (RFP) Consultant for Solid Waste, Recycling, and Organics Collection Services The City of Chelan seeks proposals from qualified firms interested in providing consulting services to assist in review of existing condition and making recommendations for future of solid waste and recycling collection services for residential and commercial customers. The main tasks include: analyzing existing service levels, rates, revenues and expenses and making recommendations for increased efficiency, cost reduction, change, increase (or decrease) in service levels such as addition of curbside recycling. Explore viable options and make recommendations. Submit an original plus three (3) duplicate copies of the proposal by 4:00 pm (local time) on Friday, March 24, Proposals should be delivered to City of Chelan, City Clerk, P.O. Box 1669, 135 East Johnson Ave., Chelan, WA The City of Chelan encourages disadvantaged, minority and women-owned consultant firms to respond. A copy of the RFP is available online at The City of Chelan in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, non-discrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CRF Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

2 CITY OF CHELAN REQUEST FOR PROPOSALS Solid Waste, Recycling, and Organics Collection Services RFP and Contract Consultant Due Date: 4:00 p.m. local time, March 24, 2017 The City of Chelan s (the City ) operates under the Chelan County Solid Waste Management Plan and provides City operated garbage collection and a city operated recycling center. Chelan County is currently considering revision of the Solid Waste Management Plan and at the same time the City of Chelan wishes to examine reasonable alternatives to our collection and recycling services. As a consequence, we are issuing this Request for Proposals ( RFP ) to seek proposals from firms interested in providing consulting services to assist us with long term solid waste and recycling decisions. Background information The City is a non-charter code city organized under Title 35A of the Revised Code of Washington ( RCW ), and has a Mayor-Council form of government. The City Council consists of seven members elected at-large. The Mayor is elected by general election. The City Administrator is appointed by the Mayor and directs all City operations. The City seeks at all times to develop and implement a best practices approach in operating the City government and to achieve a balanced, efficient, economical, and quality service delivery. The City of Chelan has a population of about 4,060, has an estimated 1,602 households residing in an area of 6.35 sq. miles for a density of 618.4/sq. mile. There are an estimated 170 businesses or commercial accounts. The City officially incorporated on May, 7, The City is a full service city providing roads, water, sewer, garbage collection and recycling services. Fire services are provided by the Chelan County Fire District No. 7 and Police services are contracted with Chelan County Sheriff s Department. Background of Solid Waste in the City The Public Works Department operates the Sanitation collection services for the City. There are two employees operating one 2016 Peterbuilt collection truck with automated pick-up arm and a second backup 2007 garbage truck. The City utilizes 64 and 96 gallon curbside containers and 1.5 yard/300 gallon commercial containers. The City offers 4, 20 and 30 yard dumpsters for garbage and construction debris. The 4 yard dumpsters are emptied into a refuse packer and the 20 and 30 yard dumpsters are loaded onto roll off truck, Additionally, multiple businesses own their own yard garbage compactors which the City picks up with a roll-off truck. The city manually picks up sidewalk trash cans and dump those into a 2002 International refuse packer. The City is collecting approximately 7,000 cubic yard of compacted refuse annually. The waste is hauled to the Chelan Transfer Station which is owned by Chelan County and operated by North Central Recycling and Recovery. There is no recycling at this facility but the City operated recycling center is adjacent to the transfer station. 1

3 The City operates the North Chelan County Recycling Project which serves about 9,000 residents in the entire region plus summer tourists primarily in the Chelan area. The facility is open 6 days a week including Saturdays. Four public drop off sites are maintained by the recycling center, including a site in Manson. Businesses in Chelan and Manson may request collection services for recycling at no charge (to be reviewed). The City picks up recycling for approximately 170 business. The City also organizes and implements White Goods/Metal Collection Drives, Earth Day Roadside Cleanup events, and a Spring Brush Chipping Program. More information regarding the City s Solid Waste Management System, including links to the Chelan County s Solid Waste Management Plan may be accessed at or Communications All communications related to responding to this RFP are welcome and should be directed to Mike Jackson, City Administrator at mjackson@cityofchelan.us or , or to Dwane Van Epps, Public Works Director at dvanepps@cityofchelan.us or Any oral communications by any City employee shall be considered unofficial and non-binding on the City. 2

4 How to Respond Submit an original and three (3) duplicate copies) no later than 4:00 p.m. local time on March 24, 2017 to City of Chelan, Attn: Peri Gallucci, City Clerk, 135 E. Johnson Ave, P.O. Box 1669 Chelan, WA Limit written responses, excluding attachments, to seven pages. Submittals shall be signed by authorized representatives of the responding entity. Unsigned proposals shall not be considered. Written proposals not received by 4:00 p.m. on March 24, 2017 shall not be considered by the City. The responding entity is responsible for ensuring that written responses are received by the City by the time and date specified herein and accept all risk of late delivery for the method of delivery chosen, regardless of fault. Submittal Requirements Written responses shall cover the following areas of inquiry: 1. Business Statement, attached hereto as Attachment A. 2. Description of firm and relevant qualifications, including experience with solid waste, recycling, and organics collection. Explain how selection of your firm would benefit the City. 3. List the relevant experience and qualifications of the employees who will be assigned to this project. 4. Provide three samples of similar work you have done since January 1, 2010, with at least two projects being with cities located in Washington. 5. Provide three references for cities that have used your firm for similar services. 6. Propose a compensation package, inclusive of all costs (include any applicable taxes). The proposed compensation package shall include an estimated total cost. The City shall consider costs as a factor in the review process, but costs shall not be the determinative factor. The City expects that negotiation to refine the scope and the compensation package may occur upon selection. The City has budgeted $25,000 for this effort. Naming of a reference is considered permission to contact the reference. The City may contact outside individuals, whether offered as references or not. The City retains the right to use such information in its decision. Submittal of a response is agreement that the City may contact and use such information. Evaluation Criteria Responses will be evaluated by the City as set forth immediately below: 1. Completed Business Statement. 2. Relevant experience of the firm and its personnel, specifically as it pertains to RFPs and contracts for solid waste and recycling services. 3. Experience and qualifications of the employees assigned to this project. 4. Samples of work. Agreement for Services Page 1 of 7

5 5. Familiarity with and understanding of solid waste and recycling collection services, especially as they pertain to Washington cities. 7. Ability to meet proposed schedule. 8. Proposed fees, price, and/or costs. 9. Quality, timeliness and thoroughness of the response submitted. The City reserves the right to utilize new or revised evaluation criteria at its sole discretion. Addenda, Modifications and Clarifications 1. The City reserves the right to change the RFP schedule or issue addenda to the RFP at any time. All such addenda will become part of the RFP. The City will provide notification of addenda in the same manner as distribution of the RFP. It is the responder s responsibility to confirm as to whether any addenda have been issued. The City also reserves the right to cancel or reissue the RFP. 2. The City reserves the right to request for any responding entity to clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the modification is received prior to the submittal deadline. Any modifications shall be made in writing, executed and submitted in the same form and manner as the original proposal. Finalize a Scope of Work City representatives and the selected finalist will review and finalize a Scope of Work prior to execution of the contract. Preliminary Scope of Work City of Chelan Solid Waste and Recycling Optimization Study The Scope of Work covers the following tasks: Task 1 Gather and compile operational and financial information on the current solid waste and recycle operations. Task 2 Identify options and associated costs for providing solid waste collection and curb-side recycle pickup in the City of Chelan vs. existing operations. Task 3 Explore alternatives and feasibility of continued collection and processing of glass within the recycle facility. Task 4 Identify and financially analyze alternatives in both recycle and garbage collection to optimize service and cost. Provide recommendations for future operations. Detailed descriptions of the services to be provided follows. Agreement for Services Page 2 of 7

6 Task 1 Gather and compile operational and financial information on the current solid waste and recycle operations. Purpose: To create an accurate, succinct, and easy to access compilation of existing information relating to the current recycle and garbage collection facilities and operations. Description: Work with staff who will provide information in various forms to complete a body of work which will briefly describe the history, interagency agreements, volumes of solid waste materials and financial overview of the existing solid waste program. Review of proposed changes to the Chelan County Solid Waste Plan and identify impacts to the City. Deliverables: A chapter in the report containing the above, expressed as text, charts, photos and tables as appropriate. Task 2 Identify options and associated costs for providing solid waste and curb-side recycle pickup in the City of Chelan. Purpose: To explore and identify methods of providing solid waste collection and curb-side pickup of recyclables within the City of Chelan. Description: Determine the financial feasibility of providing curb-side service, taking into consideration capital costs as well as quantifying any expected reduction in garbage disposal costs as a result. Explore and analyze single-stream vs. mixed material pick-up processing. Explore and analyze the use of subscription or mandated participation. Contracted vs. city operation of solid waste and/or recycling services. Deliverables: A chapter in the report containing the above, expressed as text, charts, photos and tables as appropriate. Provide cost benefit analysis and ranking of alternatives. Task 3 Explore alternatives and feasibility of continued collection and processing of glass within the recycle facility. Purpose: To explore and identify methods of processing glass collected at recycle facility. Description: The Recycle Facility collects a large amount of glass which is crushed and hauled to Seattle to be used as cullet in the manufacture of new glass products. Currently, the value of the glass is barely sufficient to cover the trucking costs and does not cover the cost of collection and handling. The City is interested in exploring value added processing of glass at our facility either done by our own resources or by private enterprise, including tumbled glass products, sand or aggregate, fused glass products, glass in epoxy matrix products or any other uses that may exist. Agreement for Services Page 3 of 7

7 Deliverables: A chapter in the report containing the above, expressed as text, charts, photos and tables as appropriate. Provide cost benefit analysis and ranking of alternatives. Task 4 Identify and financially analyze alternatives in both recycle and garbage collection to optimize service and cost. Purpose: To look at both the recycle and garbage collection systems holistically in order to understand how changing one system may affect the other. Compare proposed alternatives to existing operations in terms of cost and level of service. Description: Explore and identify methods of providing recycling and garbage service. Identify inefficiencies that currently exist in both recycle and garbage disposal systems. Propose the top 2 or 3 options to aid the City in making a decision for future operations and how those would be phased in. Deliverables: A chapter in the report containing the above, expressed as text, charts, photos and tables as appropriate. Provide cost benefit analysis and ranking of alternatives. Meetings: The scope of work includes two meetings with the Recycle Ad-hoc Committee, Administration and staff, the first meeting will be to refine a final scope of work and define the direction of the consultant. The second meeting will be a presentation to the Recycle Ad-hoc Committee, Administration and staff of the draft report. Additional information may be required as a result of this meeting. The scope of work will also include a presentation of the draft report to the City Council at a regularly scheduled meeting of the Council to be considered and adopted if they choose to. Schedule: The consultant will begin work on the report immediately following the approval of the scope of work and entering into a contract with the City. The draft report will be completed and ready for consideration by the City Council by August 15, 2017 or agreed upon date. Insurance Requirements The selected finalist shall provide insurance as required pursuant to the contract prior to beginning any work in an amount to satisfy current requirements by the City as outlined in Attachment A. Rejection of Proposals The City reserves the right to reject any or all submittals, portions, or parts thereof. The City reserves the right to obtain services through other means. Non-Collusion Submittal and signature of a proposal swears that the document and proposal is genuine and not a sham or collusive, and not made in interest of any person not named, and that the responding entity has not induced or solicited others to submit a sham offer, or refrain from proposing. Agreement for Services Page 4 of 7

8 No Costs The City shall not be responsible for any costs incurred by any respondents in preparing, submitting, or presenting its response to the RFP or interview process, if applicable. The City shall not be responsible for any costs incurred by the responding entity selected by the City prior to the date of the contract. Non-Endorsement As a result of the selection of a responding entity, the City is neither endorsing nor suggesting the responding entity s services are the best or only solution. The responding entity agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without prior express written consent from the City. Ownership of Documents Any reports, studies, conclusions and summaries submitted by the responding entity shall become the property of the City. Public Records Under Washington State law, the documents (including all such items as described in RCW for the term writing ) submitted in response to this RFP (the documents ) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted by a specific provision of law. If the City receives a request for inspection or copying of the documents, it will promptly notify the person submitting the documents to the City (by U.S. mail and electronic mail if the person has provided an address) and upon written request of such person, received by the City within five days of the providing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of such documents. The City assumes no contractual obligation to enforce any exemption. Agreement for Services Page 5 of 7

9 Attachment A BUSINESS STATEMENT Please complete and submit with your response. 1. Name of business: 2. Business address: 3. Phone: Business fax: e - mail: 4. Business classification (check all that apply): Individual Partnership Corporation 5. Federal tax number (UBI number): 6. Name of owner: 7. Does the company maintain insurance in amounts specified by the City contract? Yes: No: (General liability insurance of at least $1,000,000 per occurrence; $2,000,000 aggregate, Combined Single Limit (CSL); Automobile liability of at least $1,000,000 per accident CSL; Professional Liability, if applicable, of at least $1,000,000. If no, describe the differences: 8. Are there claims pending against this insurance policy? Yes: No: If yes, please explain the nature of the claims: 9. Has the company or anybody in the company ever been disqualified or terminated by any public agency? Yes: No: 10. Proposal offers shall be good and valid until the City completes the award or rejects the proposals. Failure to concur with this condition may result in rejection of the offer. Does the firm accept this condition? Yes: No: Agreement for Services Page 6 of 7

10 I certify that to the best of my knowledge, the information contained in this proposal is accurate and complete, and that I have the legal authority to commit this company to a contractual agreement. SIGNATURE: Date: PRINT NAME AND TITLE OF SIGNER: Agreement for Services Page 7 of 7