DEPARTMENT OF PUBLIC WORKS RECYCLING DIVISION REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTANT

Transcription

1 DEPARTMENT OF PUBLIC WORKS RECYCLING DIVISION REQUEST FOR PROPOSALS FOR SOLID WASTE CONSULTANT Submittal Deadline: March 2, :00 PM Vallejo City Hall 555 Santa Clara St., 4th Vallejo, CA

2 TABLE OF CONTENTS Section 1 Introduction 1 Proposed Solicitation 1 General Information 1 Section 2 Instructions 2 Purpose 2 Proposed Submission 2 Schedule of Events 2 Questions Related To RFP 2 Section 3 Conditions and Requirements 3 Hard Prices 3 Right to Contract for Selected Services 3 Evaluation Criteria 3 Right To Request Additional Information 4 Right To Reject Any or All Proposals 4 Contracts 4 Personnel 4 Right to Submitted Materials 4 Proposal Interpretations and Addenda 4 Insurance Requirements 4 Additional Services 5 Undue Influence and Conflict of Interest 5 Non-Discrimination 5 Section 4 Proposal Format 6 Letter of Transmittal 6 Certification of Transmittal 6 Conceptual Plan 6 Consultant and Staff Profile 6 Summary of Charges Section 5 Proposal Schedule 7 Distribution of RFP 7 Final Date for Receipt of Proposals 7 Evaluation & Review 7 Notification to Consultants 7 Final Negotiations Complete 7 Notice to Proceed 7 PAGE

3 PAGE Sections 6 Scope of Services 8 Initiate and Manage Project 8 Meet with City Staff/Evaluation and Analyses 8 Review Current Franchise Agreement & Amendments 8 Develop Scope to be Included in RFP 9 Develop the RFP 9 Attend Study Session with City Council Regarding RFP 9 Circulate RFP and Conduct Pre-Bid Conference 9 Evaluate Proposals 9 Develop Final Franchise Agreement 10 Attend City Council Meeting 10 Section 7 Timeline 11 Appendix A. Certification of Proposal to the City of Vallejo B. Reference Sheet C. Consultant Services Agreement

4 1.0 Introduction 1.1 Proposed Solicitation The City of Vallejo, hereinafter referred to as the City, is soliciting proposals for a Solid Waste Consultant. This will be a competitive negotiation process. Qualified firms hereafter referred to as Consultant(s), that meet the requirements set forth in this Request for Proposal, and are capable of expanding to meet the City s future needs, are encouraged to participate. 1.2 General Information The City of Vallejo is located in Solano County, California and is a multi-ethnic urban city with a population of 118,837 (Source: U.S. Census, 2013). The population density is approximately 4,491 persons per square mile. It is located 31 miles northeast of San Francisco and 58 miles Southwest of Sacramento. Vallejo is known for its diversity and been referred to as one of the most ethnically and culturally diverse cities in the U.S. with more than half of its residents being people of color. The City has been in an exclusive Franchise Agreement (Agreement) with Recology Vallejo (formerly known as Vallejo Garbage Service) for refuse, recycling and yard waste services for the last twenty eight (28) years. The Agreement is scheduled to end on June 30, The refuse and recycling programs serve about 40,000 customers and have annual revenues of about $26.5 million. Typical residential service includes weekly collection of solid waste, recycling, and yard waste. Residents also have access to curbside used oil and used oil collection (no filters) and two bulky item pickups per fiscal year. Commercial Customers (Businesses and Multi-Family Dwellings) are serviced by either front-load bins and/or carts depending on the size, configuration, and location of the complex. Recycling services are free for Commercial Customers. It is the desire of the City to execute a progressive and innovative Solid Waste Franchise Agreement that will facilitate achievement of the Council s goals to have comparable rates with neighboring jurisdictions, promote sustainability, reduce waste, diversion incentives, enhance existing programs, implement new programs and increase public outreach and education. The programs and services in the new Franchise Agreement will continue to serve the City through the term of the Agreement. The consultant s principal contact with the City will be Derek Crutchfield, or a designated representative, who will coordinate assistance to be provided by the City to the consultant. City Hall is located at 555 Santa Clara St. Vallejo, CA Derek Crutchfield can be reached at (707) or via Derek.Crutchfield@cityofvallejo.net 1

5 2.1 Purpose 2.0 Instructions The purpose of this Request for Proposal (RFP) is to provide interested Solid Waste Consultants with the necessary information for preparing a proposal. The consultant will perform, but not be limited to the following: review current and potential solid waste services that could ultimately be included in a contract to franchise solid waste, prepare RFP s and receive proposals, evaluate proposals, and negotiate the final franchise agreement. The City will establish a one-time contract with the consultant to run through June 30, 2017, with an option to renew and renegotiate at the City s discretion, if the City desire ongoing contract support. 2.2 Proposed Submission Each proposal shall be submitted in the specified format and may be delivered via US Mail, in person, or express courier to the attention of Derek Crutchfield. Three (3) copies of the proposal, in addition to the original, shall be submitted using the finance proposal format specified in Section 4.0. Proposals shall be received by the City Clerk no later than 4:00 PM on Monday, March 2, Submissions after this deadline will not be accepted. Proposals will not be accepted by facsimile or electronic mail. Submissions shall be sealed and clearly marked on the envelope exterior. Each proposal shall include a letter of transmittal, not to exceed one page in length, signed by an authorized representative of the consultant. The letter of transmittal must state the names of the individual(s) authorized to negotiate with the City and sign contracts on behalf of the consultant. Submissions shall be sealed and clearly marked on the envelope exterior as follows: City of Vallejo Attn: Derek Crutchfield Re: Solid Waste Consultant RFP Public Works, 4 th Floor 555 Santa Clara St. Vallejo, CA Schedule of Events The City will proceed with the RFP process in a series of phases, and/or, steps. This RFP s schedule for release, submittal, evaluation and selection is summarized in section 5.0 Proposal Schedule. 2.4 Questions Related to this RFP In order to avoid any potential confusion, and to minimize the burden on City staff, the City requires that all procedural questions relating to this RFP be directed to Derek Crutchfield at (707) or Derek.Crutchfield@cityofvallejo.net Any consultants found to be soliciting other members of City staff or officials during this RFP process may be automatically disqualified from any further consideration. 2

6 3.0 Conditions and Requirements 3.1 Hard Prices Prices quoted by consultant will be firm prices, not subject to increase during the term of the contractual agreement arising with the City as a result of this proposal. Consultant quoted prices shall include any applicable state and federal tax. Consultants are to stipulate the expiration date of their quoted proposal. 3.2 Right to Contract for Selected Services The City reserves the right to contract for selected services relating to this proposal from any solid waste consultant, in part or in whole. The City may select several consultants to provide all necessary services. 3.3 Evaluation Criteria The various significant factors that will be considered in the evaluation of proposals are summarized below. The City s final selection will not be dictated by any single factor including price. The relative importance of these factors involves judgment on the part of the City s RFP Team and will include both objective and subjective analysis. A consultant may be eliminated from consideration for failure to comply with any of the requirements, depending upon the critical nature of such requirements. The evaluation criteria will include, but not be limited to, the following: Proper Submission and Completeness of RFP: Receipt of complete proposal by the due date as outlined in the proposal schedule. Late submissions or delivery via facsimile will not be considered Comprehensiveness of Services Provided: The consultant must have the capability to meet the required service levels described in this RFP Public Sector Experience & References: The consultant s experience in providing services to the public sector will be assessed as well as client references Strength and Stability of Consultant: The consultant s financial strength and stability may be assessed Assigned Relationship Management Team: The credentials and experience of staff assigned to our relationship will be assessed. 3

7 3.4 Right to Request Additional Information During the evaluation process, the RFP Team and the City reserve the right, where it may serve the best interest of the City, to request additional information and clarification from consultants. 3.5 Right to Reject Any or All Proposals The City reserves the right to reject any or all proposals, to waive technicalities or formalities, and to accept any proposal deemed in the best interest of the City. When two or more consultants are deemed equal, the City reserves the right to make the award to one of the two consultants. 3.6 Contracts It is recognized that the formal basis of any agreement between the City and the consultant is a contract rather than a proposal. In submitting proposals, consultants must indicate that they are prepared to complete a contract containing all the information submitted in their proposals. The proposal will become part of the contract between the City and the successful consultant. Also, include a brief statement acknowledging the Consultant s willingness to accept the attached (Appendix C.) as is without modifications. If the Consultant (firm) is not willing to acknowledge the Agreement, please do not submit a proposal for consideration. 3.7 Personnel Engagement partners, managers, other supervisory staff and specialists may be changed if these personnel leave the consultant, are promoted or are assigned to other offices. The personnel may also be changed for other reasons with the express written consent of the City. However, in either case, the City retains the right to approve or reject replacements. 3.8 Rights to Submitted Materials All proposals, inquiries, responses, or correspondence related to or in reference to this RFP, and all reports, charts, displays, schedules, exhibits, and other documentation submitted by the consultant will become property of the City and a matter of public record. 3.9 Proposal Interpretations and Addenda Any changes to this RFP by the City will be sent to each consultant or individual to whom an RFP has been sent. Such changes become an integral part of the RFP for incorporation into any contract awarded pursuant to the RFP Insurance Requirements For the duration of the contract, the consultant must procure and maintain insurance against loss of property. The cost of such insurance is the consultant s responsibility as outlined in City s standard Consultant Service Agreement (Appendix C.). 4

8 3.11 Additional Services The minimum services are defined below. Upon final selection of the consultant, the scope of service may be modified and refined during negotiations with the City Undue Influence or Conflict of Interest The consultant declares that no undue influence or pressure is used against any employee of the City in connection with the award or terms of the Agreement that will be executed as a result of this RFP, including any method of coercion, confidential financial arrangement, or financial inducement. No employee of the City will receive compensation, directly or indirectly, from the consultant, or from any officer, employee or agent of the consultant, in connection with the award of the Agreement or any work to be conducted as a result of the RFP. Violation of this Section shall be a material breach of the Agreement/Contract entitling the City to any and all remedies by law or in equity. If the consultant is an affiliate or a franchised operation of another corporation, which includes the City s Solid Waste franchisee, Recology Vallejo (formerly known as Vallejo Garbage Service) the consultant must list the names and addresses of the parent or subsidiary companies, together with a description of their business interests and/or ownership to avoid a potential conflict of interest. If the consultant is a joint venture or other combination of persons and corporations, identify separately the names and addresses of each member of the joint venture or combined effort, together with their percentage interest Non-Discrimination The City maintains various policies related to contractual service providers. Among these is an antidiscrimination policy, which requires that our consultants not discriminate in hiring on the basis of gender, race, religion, sexual orientation, or medical condition. 5

9 4.0 Proposal Format City of Vallejo Solid Waste Consultant RFP To assist the City in its evaluation of submitted proposals, it is required that each proposal adheres to the following format: 4.1 Letter of Transmittal In the Letter of Transmittal, the consultant shall describe their understanding of the work to be performed and why the consultant is the best qualified to perform the services requested. This letter of transmittal must state the names of the individual(s) authorized to negotiate with the City and sign contracts on behalf of the consultant. 4.2 Certification of Proposals Submit a completed Certification of Proposal to the City of Vallejo (Appendix A.). 4.3 Conceptual Plan The consultant shall provide a conceptual plan for the product/services the consultant believes are appropriate for the City. The plan should indicate product features, and personnel skills or services, which distinguish this consultant and make it the better choice for the City. Address the ability to meet objectives as stated in section Consultant and Staff Profile Experience: Describe the consultant s experience in providing services to the public sector, describe jobs of similar size. Provide three (3) references (Appendix B.) most comparable to the size and technical needs of the City of Vallejo and attach a list of all Cities that the consultant has provided similar work for. Include a brief description of the services provided, how long such services have been provided and a contact person and telephone number for each client described. 4.5 Summary of Charges The proposal must include a summary of all charges for proposed products and services. The proposal fee should include the cost to attend meetings with the public and City staff in the City of Vallejo. The proposal should also include costs associated with attendance at additional meetings in the offices of the waste haulers. 6

10 Event/Activity 5.0 Proposal Schedule Date Distribution of RFP Final Date for Receipt of Proposals March 2, 2015 Evaluation & Review March 3 through March 6 Notification to Consultants of Results March 9, 2015 Finalist Negotiations Complete March 13, 2015 Notice To Proceed Executed March 16, 2015 City of Vallejo Solid Waste Consultant RFP 5.1 Distribution of RFP: The RFP will be mailed to prospective consultants on Friday,. 5.3 Final Date for Receipt of Proposals: Proposals must be received at City Hall no later than Monday, March 2 at 4:00 PM. Proposals received in the mail after this deadline will not be accepted regardless of their postmarked date. Proposals will not be accepted by facsimiles or electronic mail. Please include the original proposal and 2 copies. 5.4 Evaluation & Review: Proposals will be evaluated and reviewed through March 6, Notification to Consultants: The RFP Team will recommend a consultant to the City Manager and a notification will be sent to all participating consultants about the results of the review and the contract award process. 5.6 Finalist Negotiations Complete: The RFP Team will negotiate with the successful consultant on contract details with negotiations to be completed on March 13, Notice to Proceed Executed: It is anticipated that it may take a two-three weeks to have a Consultant Services Agreement fully executed. Therefore, in the interim, a Notice to Proceed will be executed to ensure that that Consultant can begin working with the City staff while the Consultant Services Agreement is being routed for signatures. The Notice to Proceed will be executed on or before March 16,

11 6.0 SCOPE OF SERVICES The City is soliciting services from a consultant that will be tasked with evaluating whether the City should continue contracting with Recology for solid waste, recycling and yard waste services, or issue a competitive request for proposal (RFP) for these services. The City desires a two-phased project approach. In Phase 1, the Consultant would (1) provide support to City staff during the potential period of time where the City s Ad Hoc Committee and City staff are conducting negotiations with Recology, while (2) concurrently preparing a Solid Waste RFP should the City and company not agree to the terms and conditions for a new franchise. In Phase 2, in the event that negotiations with Recology are not successful, the Consultant would assist the City with the process of issuing the RFP, evaluating proposals, and finalizing the terms and conditions for a new franchise. The proposed scope of services is divided into two phases and includes the following ten (10) tasks. 6.1 Initiate and Manage Project: The Consultant will conduct a project kick-off meeting to establish project roles and responsibilities. The Consultant will actively manage the project with periodic progress reporting to the City s project manager. 6.2 Meet with City Staff and assist the City with Evaluation and Analyses: The Consultant will attend up to four (4) meetings over an approximately two month period to advise the City in its discussions with Recology. It should be noted, the City Council has approved the Ad Hoc Committee and City Staff to enter into discussions to determine if the City and Recology can develop new mutually agreeable franchise terms and conditions. In support of these discussions, the Consultant will provide City staff with data, evaluations, and analyses related to potential impacts and benefits/costs of new or modified franchise terms and conditions. As requested, the Consultant will provide City staff with input regarding potential new terms and conditions the City may want to consider during these discussions (e.g., new programs/services, franchise agreement requirements, or rate considerations). The Consultant will be expected to provide feedback regarding if the proposed terms or modified franchise agreement terms represent a good deal for the City. 6.3 Review Current Franchise Agreement and Amendments: The Consultant will be expected to review the current franchise agreement and related amendments, correspondence, memos and staff reports. The Consultant may interview key stakeholders to receive their initial input on elements and components of the RFP. The Consultant will suggest improvements to services or potential new technologies to include in the RFP. 8

12 6.4 Develop Scope to Be Included in the Request for Proposals: City of Vallejo Solid Waste Consultant RFP The Consultant will work with City staff to develop a scope of services to include in the RFP. This scoping effort will reflect changes in the solid waste and recycling industry that have occurred since development of the City s last franchise agreement, as well as cost effective means of meeting responsibilities under State law. The Consultant will work with City staff to identify goals and language for the RFP. 6.5 Develop the Request for Proposals: The Consultant will prepare the RFP document based on input and direction from City staff. The RFP will include technical and cost requirements. The RFP will include a draft or model franchise agreement. 6.6 Attend Study Session with City Council Regarding the Request for Proposals: The Consultant will prepare a PowerPoint document that highlights the elements of the RFP. The Consultant, will prepare for and attend a City Council study session to receive input from the Council and public on elements of the RFP and draft franchise agreement. The Consultant will incorporate feedback from the City Council and public into a revised RFP. PHASE 2 (If Required) 6.7 Circulate the Request for Proposals and Conduct Pre-Bid Conference: The Consultant will circulate the final RFP to waste management companies as directed by the City (e.g., by advertising and/or contacting companies). The Consultant will hold a proposers conference describing the RFP and franchise agreement. During the conference, the Consultant will assist the City with responding to inquiries and comments. The Consultant will prepare responses to questions/comments and circulate them to participants. The Consultant will provide addenda to the RFP as necessary. 6.8 Evaluate Proposals: The Consultant will assist the City with establishing evaluation criteria, review, evaluate, and compare proposals; and assist with the City s development of a recommendation to the City Council. The Consultant will assist with assessing the degree to which each proposer has complied the with RFP requirements, if the proposal is reasonable, and if the proposer has the resources and is capable of providing the services. The Consultant will assist with presenting the results to the City s proposal evaluation team. Based on the proposal evaluation team s input, the Consultant will prepare questions for companies and facilitate an interview process for selected companies. The Consultant will develop a report summarizing evaluation team recommendations. 9

13 6.8 Develop Final Franchise Agreement: The Consultant will assist the City with developing a final franchise agreement for solid waste, recycling and yard waste collection services. The Consultant will address exceptions noted in the draft agreement provided by the company. The agreement will address services requirements and will include performance measurements and a methodology for rate setting adjustments. 6.9 Attend City Council Meeting: The Consultant will be expected to attend City Council meetings and respond to questions regarding the RFP process and final agreement. Throughout this project, the Consultant will provide technical assistance services to the City and will act as extension of City staff. The Consultant will not represent the City as a decision-making maker in negotiations and/or discussions with a potential selected waste management company. 10

14 7.0 Timeline A general timeline is provided below. Proposals should include a detailed timeline that fits within the overall program timeline. PHASE 1 EXCLUSIVE NEGOTIATIONS WITH RECOLOGY DATE Per City Council Meeting on January 27, 2015 Negotiations can begin with Recology Feb 1, 2015 Negotiations with Recology End Apr Ad Hoc Committee makes recommendation to City Council May 12, 2015 City Council Considers Recommendation May 26, 2015 City Council Considers Recommendation Jun 9, 2015 City Council Considers Recommendation Jun 23, 2015 PHASE 1 PREPARARTION OF RFP PROCESS DATE Draft RFP Apr 2015 Approve RFP Jul 2015 PHASE 2 OPEN RFP PROCESS DATE Release RFP Evaluate Proposals Execute Agreement Release RFP Jul 28, 2015 Proposals Due Nov 2015 Interviews and Site Visits Mar 2016 Recommendations to City Council Jul 2016 Exclusive Negotiations Period (Selected Haulers) Sept 2016 Award Contract Jan 2017 Execute Contract Feb 2017 Initiate Service Jul