REQUEST FOR QUALIFICATIONS FOR ADMINISTRATIVE SERVICES TO SUPPORT REGION F SOLID WASTE MANAGEMENT DISTRICT

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1 The Region F Solid Waste Management District (Reg F SWMD) seeks professional assistance to prepare and administer the solid waste program in the Region F counties of Lafayette, Johnson, Pettis, Morgan, and Saline. The services include solid waste management services (waste reduction, recycling, reuse, HHW, environmental solid waste reduction education, grant administration and fiscal accountability). The purpose of these services is to adhere to 10 CSR (7)(I): The executive board shall use a competitive bid process to obtain administrative services, office space rental, and other district operations services, except for employees who are directly employed by the district. Contracts shall not exceed five (5) years in duration. This request for qualifications seeks to identify prospective firms that demonstrate the ability and expertise to provide these services. Region F SOLID WASTE MANAGEMENT The Reg F SWMD serves as the regional solid waste planning agency for the local citizenry of the five county area. The district serves Lafayette, Johnson, Pettis, Morgan, and Saline counties and the cities within those counties. The district encourages the development of local and regional waste reduction, reuse and recycling programs to help the state of Missouri reach its waste diversion goal. Missouri s Solid Waste Management Law of 1990 established a goal to reduce the amount of waste disposed of in landfills by 40 percent. Each county and city with a population over 500 adopted the district s solid waste management plan in 1994 to conform to state requirements. SERVICES GOALS Following are the expectations of the firm selected to provide the administrative services: Determine what residents want and need in terms of solid waste services (i.e. proper disposal services for yard waste, recyclables, household hazardous waste, bulky items, appliances, electronics, tires, etc.) Assess changes in citizen values, behavior and awareness of solid waste and recycling services and issues, including the greater emphasis on sustainability in today s world Assess the impact of the creation and marketing of solid waste services Provide information to help formulate short and long-term district goals related to public education and service provision Administrate an effective solid waste grant program IAW 10 CSR Solid Waste Management Fund-District Grants Maintain a thorough and state-compliant record keeping accounting system. Meet with the district board to discuss the service expectations Prepare a District Operation Grant Application comprised of a complete district operations budget, containing such detail as specified by MDNR, for approval of the executive board, including an executive summary and list of tasks for the one year budget period. (10 CRS (3) Prepare any accompanying Plan Implementation Project Grant Application comprised of a complete district operations budget, containing such detail as specified by MDNR, for approval of the executive board, including an executive summary and list of tasks for the one year budget period. (10 CSR9.050(4) Region F Solid Waste Management District, (Reg F SWMD) is committed to maintaining a high standard of professional integrity in fostering environmental education and landfill waste diversion in the field of solid waste management. It is the policy of the Reg F SWMD that the conduct of

2 officers, directors, employees, and all other persons or agencies acting as its representatives should be at all times conduct themselves with that high degree of professional integrity. In performing their duties, Reg F SWMD representatives should not be influenced by desire for personal or agency gain. Accordingly, the Reg F SWMD requests a disclosure statement and policy from submitting agencies of potential conflicts of interest. A conflict of interest is considered a situation in which professional judgment or behavior concerning a primary interest could be improperly influenced or has the perception of being influenced by a different or separate interest. Provide a regional approach to Home Hazard Waste collection events. Provide regional outreach programs to engage the citizenry of the district. PROPOSAL SUBMITTAL REQUIREMENTS This section describes the contents of the proposal as required by the Reg F SWMD. The proposal must provide: Firm profile and background. General firm qualifications related to program administration and a brief narrative regarding the firm's capability to carry out this project, including any special assets, areas of expertise, analytical tools, data sources, etc. to which the firm may have access A brief written description of the approach proposed by your firm to provide these services and a tentative, detailed scope of services for meeting the service goals outlined above. Resumes of key professional staff who will be assigned to this project. Anticipated staffing levels and a description of the workload of individuals assigned to this project during the contract period. Any reassignment of designated key staff will not occur without mutual consultation and consent by the district. A listing of all subcontractors, if any Location of main office and satellite offices (if any) The process to be used in working with the district to support the district. A listing of similar projects undertaken within the last five (5) years by the proposing firm and/or its sub-consultants, descriptions of the work performed Contact information including the submitter s name, firm name, address, , and phone and fax numbers. Provide a disclosure statement covering any individual or, immediate family member that has a significant financial interest in any commercial entity which provides products or services that are likely to be affected by actions taken by as the administrator of this district. Three references (public or large commercial clients, if possible) to which similar services are being provided. Reference #1

3 Reference #2 Reference #3 Submission The district prefers that the submission be made in electronic format. Files should be provided in Adobe Acrobat PDF format, and no single file should be more than 1 MG. proposal to: Debbie Brackman Debbie@trailsrpc.org If electronic format is not possible, the proposal must be marked "SEALED PROPOSAL" and submitted to: Debbie Brackman Solid Waste Administration Coordinator Reg F Solid Waste Management District 802 S. Gordon St. P.O. Box 123 Concordia MO (660) Due Date To be eligible for consideration proposals must be received by the district no later than 4:00 p.m., C.D.T., March 1, Late submittals will not be considered. Please contact Debbie Brackman, (660) , to confirm receipt by deadline. Timeline The district anticipates a start date no later than July 1, 2013 with a completion date of June 30, An initial year with an option to renew a contract for five (5) years thru 2018 is sought. Minority-Owned Business Enterprise/Women-Owned Business Enterprise (MBE/WBE) Requirements and Participation Reg F SWMD s MBE/WBE policy requires that qualified MBE/WBE s be afforded an equitable opportunity to participate in contracts. SELECTION PROCEDURE A short list of candidates may be selected on or about March 5, 2013 by the district after analyzing all proposal information. If interviews are deemed appropriate, proposers should be available for interviews/presentations on March 8, 2013 with the selection committee prior to the selection of a consultant. The final selection of a consultant is expected to occur on March 12, 2013 upon approval of the Reg F SWMD executive board. Upon authorization of the district, Reg F SWMD reserves the right to negotiate a contract, including a scope of work and contract price, with any firm. This Request for Qualifications does not commit Reg F SWMD to award a contract, to pay any costs incurred in preparation of a response to this Request, or to procure or contract for services or supplies. Reg F SWMD

4 reserves the right to accept or reject any or all responses received as a result of this request, or to cancel this request in part or in its entirety if it is in the best interests of Reg F SWMD to do so. Firms shall not offer any gratuities, favors, or anything of monetary value to any officer, employee, or agent of Reg F SWMD for the purpose of influencing favorable disposition toward either their proposal or any other proposal submitted as a result of the Request for Qualifications. All proposals submitted in response to this RFQ become the exclusive property of Reg F SWMD. All questions about the proposal should be submitted in writing to the address below and will be answered at the Reg F SWMD board on Dec. 8, 2008, at 9:30 a.m. PROPOSAL EVALUATION CRITERIA The proposal submitted by each firm will be evaluated according to the following factors: A. Specialized experience and technical competence of the firm and assigned staff relative to the scope of work and service goals outlined in this RFQ. Ability to successfully provide the administrative services Experience of the firm, assigned staff and any sub-contractors B. Understanding the nature of the project Understanding of the proposed service goals Respondent s proposed approach and scope of work General understanding of regional area as it pertains solid waste reduction needs General organization and clarity of the proposal C. References reflecting previous work experience of the firm and satisfactory accomplishment of contract responsibilities. Quality of product Ability to meet work schedules Responsiveness to client input CONTRACT AWARD Reg F SWMD will notify all candidates about the results of the selection process. Following verbal notification, Reg F SWMD will negotiate a standard professional service agreement with the selected candidate. PROTEST PROCEDURES In the course of this solicitation for proposals and the selection process, a proposer (bidder of offer or whose direct economic interest would be affected by the award of the contract) may file a protest when in the proposer s opinion, actions were taken by Reg F SWMD staff and/or the selection committee which could unfairly affect the outcome of the selection procedure. All protests should be in writing and directed to Mr. Randall (Randy) B. White, Executive Director, Pioneer Trials Regional Planning Commission, and 802 S. Gordon St. Concordia MO, Protests should be made immediately upon occurrence of the incident in question but no later than three (3) days after the proposer receives notification of the outcome of the selection procedure. The protest should clearly state the grounds for such a protest. Upon receipt of the protest, Reg F SWMD will review the actual procedures followed during the selection process and the documentation available. If it is determined the action(s) unfairly changed the outcome of the process, notifications with the selected proposer will cease until the matter is resolved. ACCEPTANCE OF CONDITIONS The firm agrees to provide the services noted in the service goals and submittal requirements and in the submitted proposal.

5 Reg F SWMD reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed most advantageous to Reg F SWMD. The undersigned certifies that he/she has the authority to bind this firm/company in an agreement to supply the service (s) in accordance with all terms and conditions specified in the negotiated contract for service. Please type or print the information below. Company Name Authorized Person (Print) Address Signature City/State/Zip Title Telephone # Fax # Date Tax ID # Entity Type