REQUEST FOR PROPOSALS: Solid Waste Consultant Services Feb. 1, 2016 DUE DATE: March 4, 2016 TIME: 4:00 PM INQUIRES: Direct questions or clarifications on Request for Proposal documents to Alex Terrazas, Assistant Manager at (530) 582-2914 or aterrazas@oftruckee.com MODIFICATIONS: Any modifications of this RFP will be provided to the consultants that have contacted Alex Terrazas to be added to the updated email distribution list. Town of Truckee ~ Solid Waste and Recycling Division 10183 Truckee Airport Road Truckee, CA 96161 Tel: 530-582-7700 Fax: 530-582-7710 www.keeptruckeegreen.org 1 of 14
REQUEST FOR PROPOSALS A. INTRODUCTION The Town of Truckee Solid Waste and Recycling Division (the "Town") is seeking an experienced and qualified consultant to assist Town staff with preparing a Request for Proposals (RFP) to provide municipal franchised collection of recyclables, organics and waste directed to landfill. The proposal may also include the processing and marketing of all above materials. Consultant services may also include assisting Town staff with preparation of contract(s) for collection, processing and disposal; analyzing proposals received; and preparing reports detailing the analyses and recommendations regarding the proposals received. The Town currently diverts around 78% of materials collected and would like to increase diversion. This RFP will involve two phases: 1) Phase 1 includes Tasks 1 through 2.1. Town staff will be conducting stakeholder and community meetings to get input regarding services desired by the community. From these meetings, the Consultant will generate a renewed service agreement proposal outlining the desired service changes. The Town has agreed to give the current provider, Tahoe Truckee Sierra Disposal (TTSD), the first opportunity to respond the new service changes. Consultant will assist with negotiations with TTSD on an on-call basis. If negotiations result in satisfactory changes to existing service, then the Town will move forward with a contract with TTSD. Should negotiations with TTSD fail to result in a satisfactory agreement, Phase 2 will be launched. 2) Phase 2 is the broader and more detailed generation of a new franchise agreement RFP and involves steps 2.2 through to Task 7. The Town of Truckee currently contracts with Tahoe Truckee Sierra Disposal (TTSD) to provide hauling services for residential and commercial trash, commingled recycling and yard waste. The existing franchise agreement (Agreement) with TTSD was signed and executed in July of 2003, was set to expire on June 30, 2015 and was recently extended through June 30, 2018. The Town of Truckee has a population of 16,211. The Town is based on a tourist economy with almost 50% second homes and a fluctuating population. The Town is located in the Sierra Nevada mountain range and has a peak elevation of 7,500 feet. There are unique environmental challenges that are presented living at high elevation with snow, bears and other wildlife challenges. 2 of 14 B. SCOPE OF WORK Throughout the entire project, the Consultant shall work closely with Town staff and establish scheduled meetings to keep staff informed of the status of the project. Meetings may be in person or may be by phone or video conference. The Consultant must have a comprehensive knowledge of all State and County regulations regarding collection, processing, and marketing of recyclables and organics, as well as regulations regarding collection, processing and disposal of waste directed to landfill. The Consultant must have comprehensive knowledge of franchise contract
provisions, local environmental challenges, and applicable best practices in the industry. The Consultant s scope of work shall include the following tasks: PHASE 1 Phase 1 includes Tasks 1 through 2.1. Town staff will be conducting stakeholder and community meetings to get input regarding services desired by the community. From these meetings, the Consultant will generate a renewed service agreement proposal outlining the desired service changes. The Town has agreed to give the current provider, Tahoe Truckee Sierra Disposal (TTSD), the first opportunity to respond the new service changes. Consultant will assist with negotiations with TTSD on an on-call basis. If negotiations result in satisfactory changes to existing service, then the Town will move forward with a contract with TTSD. Should negotiations with TTSD fail to result in a satisfactory agreement, Phase 2 will be launched. Task 1: Review Resource Documents and Analyze Current and Desired Services Task 1.1: Review Resource Documents Consultant shall review the resource documents listed below and have a thorough understanding of each prior to preparation of the RFP and service contracts. These documents are hyperlinked below or attached at the end of the RFP document. The resource documents include: A. Current Franchise Agreement between Town of Truckee and TTSD B. Schedule of Rates (Attached) C. Solid Waste Rate and Service Review Final Report (R3Consulting Group) (Attached) D. Keep Truckee Green information on Town s solid waste programs E. SCS Draft report on Organics for Placer County (in progress -will be released when available) F. Town of Truckee Professional Services Agreement Task 1.2: Review and Analyses of Possible New Services for Inclusion in the RFP In addition to potential programs identified during the stakeholder public input process, and programs recommended by the consultant, the services below will be analyzed by the consultant: A. Separate Collection of Organics: This service will be required to comply with AB1826 for food waste collection. The Consultant will review data collected from the SCS Consultant s report listed above and shall advise Town staff regarding options for organics collection. The Consultant will also offer advice regarding program implementation based on the experience of other jurisdictions. Additionally, Consultant shall review and advise on different options for green waste/yard waste programs. B. Commercial Glass Route Expansion: This service is currently in place for a limited number of businesses; however there are a number of businesses 3 of 14
generating substantial amounts of glass which could be collected separately. The Consultant will develop options for commercial glass route expansion. C. Implementation of blue bags vs. other options: Current use of blue bags to collect comingled recycling generates a large amount of waste. In fiscal year 14-15 245,865 such blue bags were collected. There are challenges to implementing other options, such as toters, in our environment but the current hauler only has front load trucks. The Consultant will explore the cost implications as well as practical challenges and benefits to replacing current blue bag process with toters or other options. D. Improved customer tracking data: The current system does not give customers sufficient information about what they are being charged for above and beyond typical mandated service. The Town would like to see itemized data which will improve the customer experience as well as assist in targeted communication campaigns. E. Collection options for downtown: recognizing space constraints and maximizing route efficiency. Task 1.3: Incorporate Data from Community Outreach Meetings From January through mid-april 2016, Town staff will convene community meetings with residents and businesses to solicit comments regarding current and proposed services. Town staff will discuss any potential enhancements or details regarding new services with the Consultant to incorporate those provisions into the RFP documents, as appropriate. Task 2: Prepare RFP Documents With Town staff s assistance, the Consultant shall prepare RFP documents. The RFP documents shall include a draft RFP and an agreement. The Consultant will use the Town s existing Franchise Agreement to assist with preparation of the RFP documents, revise and incorporate updated provisions from community outreach meetings, as appropriate. Task 2.1: Analyze Specific Potential Contract Provisions Consultant will analyze and prepare written recommendations regarding the following elements of the proposed contract: A. Minimum Waste Diversion Requirements: To the extent possible, consider effective methods to monitor compliance, reward Contractor(s) for exceeding requirements and consequences for failure to do so. Advise if diversion rates can be required if materials are processed by an external company. B. Evaluate and Recommend Revised Residential and Commercial Rates: Consultant will evaluate current rate schedule and recommend revised rates that, as much as possible, will yield the anticipated revenue for the service provider and encourage residents and businesses to minimize their waste directed to landfill. 4 of 14
C. Annual Rate Adjustment Methodology: Evaluate the method described in the Town s Franchise Agreement and advise whether other alternative methods might be considered, and the advantages and disadvantages of each compared to the current method. D. Customer Services: Evaluate the Town s current Franchise Agreement and advise whether other requirements should be considered in response to reports of missed collection services, spillage on private or public property, hydraulic leaks, billing complaints, new accounts, and extra bag pick up. E. Optional Services: The Town will provide a list of desired services from stakeholder/customer input sessions. These optional services will be included in the proposal to the Provider. Provider will respond with ability to perform desired services along with cost to provide desired services. PHASE 2 Phase 2 is the broader and more detailed generation of a new franchise agreement RFP and involves steps 2.2 through to Task 7. Phase 2 will be enacted if negotiations with TTSD do not result in a new contract. Task 2.2: Prepare Qualifications and Recommended Eligible Service Providers A. Minimum Qualifications: Consultant shall prepare minimum qualifications regarding each potential service provider s capacity and capability to perform the requisite services, access to a reasonably located processing facility and a reasonably located disposal site with sufficient capacity during the contract term and any extensions. These qualifications and others shall be submitted for discussion with and approval by Town staff. a. A description of the firm including the year the firm was established, type of organization of firm (partnership, corporation, etc.) and a statement of the firm s qualifications for performing requested consulting services. b. A summary of the firm s experience with similar projects. c. Three references of related projects, including date of project, contact person and phone number, and a brief description of the project. d. Provide a task description of how the firm will comply with the proposed scope of work. B. List of Potential Providers: Consultant shall compile a list of recommended eligible service providers and the basis for their qualifications for evaluation by Town staff 5 of 14
Task 2.3: Prepare Criteria and Methodology to Evaluate Proposals and Recommend Award of Contract Consultant will prepare written criteria and a methodology to evaluate proposals and recommend award of the contracts for discussion with and approval by Town staff. Task 2.4: Prepare Draft RFP Consultant will prepare a draft RFP. The Consultant will review, revise, and incorporate recommended provisions into the RFP for review and approval by Town staff. The RFP will include: 1. Introduction of the RFP documents 2. Demographic and service account data 3. Description of current services and requested service requirements 4. Protocol for the potential service providers and the Town regarding communications 5. Qualification requirements for potential service providers 6. Required documents for potential service providers to submit proposals 7. Work plans detailing the scope and timeline of work that will be performed by the potential service provider as they transition to new services, implement customer service and public education programs, and achieve diversion requirements 8. Process and criteria to be used to evaluate proposals. 9. Proposal costs and service forms to allow evaluation of the services and any service options 10. Draft Agreement(s)that will include collection, processing and marketing of recyclables and organics, as well as trash directed to landfill 11. CDs with response forms for the potential service providers to complete with their proposals. Such forms could include, for example, proposed revisions or additions to required services for use by potential service providers. Task 2.5: Attend Council Meeting for RFP Approval Consultant will be required to attend the Council meeting when the RFP is submitted for Town Council approval. Town staff will issue the RFP after it has been approved by the Town Council. 6 of 14
Task 3: Assist with Conducting Mandatory Pre-Proposal Meeting(s) and Prepare RFP Addenda A. The Consultant will assist Town staff in conducting the mandatory pre-proposal meeting with prospective proposers and preparing addenda to the RFP. The pre-proposal meeting will provide Town staff with the opportunity to review the RFP with prospective proposers and respond to questions. The Consultant shall prepare written responses to proposer s questions before, during and after the pre-proposal meeting. B. The Consultant will prepare answers to all questions from potential service providers. All responses to questions from potential service providers and addenda to the RFP that may be required shall be prepared by the Consultant and approved by Town staff. Task 4: Evaluate Proposals Consultant will provide Town staff with the following assistance: A. Evaluate and Rank Proposals: Using the criteria described in Task 2.4 above, Consultant will prepare documents evaluating each proposal for review by Town staff, including reference check forms and evaluation forms, provide answers to specific questions or technical issues, and attend meeting(s) with Town staff to discuss the proposals, if needed. B. Prepare Additional Information: Consultant will coordinate with Town staff, as necessary, to prepare any additional information to evaluate proposals received from service providers. C. Prepare for and Evaluate On-Site Evaluations: Consultant will prepare questions for Town staff to evaluate prior to conducting site evaluations at the Proposers facilities for processing recyclables, organics and transfer for disposal to landfill. Consultant may also be asked to evaluate information provided during on-site evaluations. D. Prepare Technical Analyses: Consultant will compile technical analyses to verify that the Proposer can comply with the performance specifications and criteria during the contract term. Other required analyses will include: 1. Demonstrated performance of the Proposer s equipment 2. Detailed descriptions of collection, processing and disposal capabilities, as well as their efforts to ensure a smooth transition to a new contract 3. Proposers emphasis on excellent customer service, prompt service changes requested by customers and accessibility by customers to obtain answers to questions. Proposer s ability to track and communicate with customers 7 of 14
4. Proposers ability to comply with the schedule to implement the new services 5. Demonstrated commitment to employee and public safety 6. Implementation of policies, including use of recycled-content products, internal waste reduction and reuse procedures, resource conservation practices during design, construction and operation, and use of nontoxic products, where practical E. Evaluate Proposers Experience and Performance Consultant will evaluate the following: 1. Qualifications and capabilities of project management team, relationships between the management team and corporate management, as well as internal controls 2. Current and previous experience providing comparable services to cities of similar size and customer base 3. Implementation and administration of complex solid waste collection systems, including equipment selection and route design 4. Demonstrated experience providing services to other jurisdictions without unscheduled requests for rate changes (especially with recent contracts) 5. Effective operation of residential and commercial solid waste collection services 6. Cost-effective processing and marketing of recyclable materials with demonstrated success in attaining the highest and best uses for materials collected 7. Experience developing and maintaining a website to support the range of services provided by the franchisee 8. Implementation of recycling services that achieve high participation levels and diversion rates, including incentives to increase diversion rates 9. Demonstrated expertise in implementing and maintaining customer service programs that provide customers with easy access to information and the ability to make service level changes easily 10. Demonstrated use of performance measures and achievement of specific goals 11. Previous experience successfully designing and implementing services that transition to a new contract 8 of 14
12. Demonstrated expertise in designing and maintaining data management systems to ensure accurate data collection, analyses and reporting 13. References 14. History and scope of litigation F. Analyze Financial Capability and Strength: Consultant will evaluate proposer s financial statements, including a review of financial ratios, and proposer s ability to and plans for responding to fluctuations in recyclable material markets and for making needed start-up investments in equipment. The Consultant will also evaluate the likelihood that the Proposer will be able to maintain the proposed rates and rate structure. G. Evaluate Service Alternatives and Costs: Consultant will confirm that the costs described in proposals are consistent with the activities and work plans. Task 5: Conduct Interviews with Proposers and Complete Reference Checks The Consultant will assist the Town with conducting interviews with qualified proposers. Such assistance will include preparing interview questions, conducting the interviews, summarizing the results of the interviews, and preparing any followup questions to the proposers invited to interviews. Consultant will also obtain completed reference checks from those identified by proposers. Task 6: Complete Evaluation of Proposals The Consultant will assist Town staff in completing evaluation of proposals by including any additional information requested by Town, compiling scoring sheets and compiling the scoring results. The Consultant will prepare a summary of the proposal process, proposals received, the evaluation process, and the ranking of the proposals. Task 7: Assist in Preparing Final Agreement Consultant will provide Town staff with the following assistance: A. Support During Negotiations: The Consultant will prepare a list of any outstanding services or costs issues that require negotiation with the top-ranked proposer to clarify proposals, complete the final agreement and ensure that the rates are appropriate for the services that will be provided. B. Prepare Final Agreement: The Consultant will prepare the service agreement based on negotiations conducted, proposed rates, final work plans and exhibits. C. Attend Town Council Meeting: The Consultant will assist staff by preparing documents for presentation to the Town Council summarizing the negotiations and the recommendation to execute service agreements with the service provider selected. 9 of 14
C. REQUIRED ELEMENTS OF PROPOSAL Proposals should contain information sufficient to permit the Town to evaluate properly the qualifications of the Consultant and any sub-consultants. The successful team or firm must demonstrate a proven track record in assisting public agencies with soliciting and reviewing proposals for Collection, Processing and Marketing of Recyclable and Organic Materials while working closely with Town staff throughout the process. The Consultant must demonstrate strong project management skills and an ability to meet project deadlines. Proposals will be judged on the merits of their outlined approach to the tasks. Each proposal should include the following elements: 1. Cover Letter. Begin with a letter introducing your firm and summarizing your general qualifications and an executive summary of your specific approach to completing the project. The letter shall include: a. the length of time for which the proposal is effective (minimum of 60 days). b. confirmation that the consultant agrees to all indemnification and insurance provisions of the Professional Services Agreement (see Resource A). c. signature of an officer of the prime consultant. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign. 2. Work Program. Provide a detailed plan for the services to be provided, along with product to be provided at each step, with a corresponding time line. Please include meetings with the community and Town staff. Work program must be consistent with the scope of work presented above; however, the Consultant should suggest changes where appropriate. 3. Timeline. A general timeline is provided below. Proposals should include a detailed timeline that fits within the overall program timeline. 10 of 14 Submit Draft Phase 1 RFP for Town Staff Review June 2016 Negotiations with TTSD October/November 2016 If Phase 1 Negotiations with TTSD are successful a. Council Approval of RFP for New Franchise Agreement with TTSD December 2016 If Phase 1 Negotiations are unsuccessful, prepare Phase 2 new hauler RFP Jan 2017 Receive Proposals March 2017 Select a Franchisee and Negotiate a Contract April-May 2017 Council Approval of New Franchise Agreement Sept 2017 New Service Provider to begin overlap with TTSD and prepare for new service October 2017
New Hauler on board to overlap with TTSD November 2017 Begin New Service July 1, 2018 4. Key Personnel. Names of key personnel assigned to this project, their respective titles, experience, and periods of service with the firm. Please clearly identify the primary contact for the proposal. If sub-consultants will be used, include details for these team members in this section. Specify the name, address, and telephone number of all sub-consultants. Identify all members of the Consultant's professional team proposed to perform work elements of each. 5. Communication. Explanation of an approach to maintain close communication with Town staff and identification of the members of the Consultant team who will be involved in this approach. The approach should ensure effective coordination between the Town and the Consultants. 6. Budget and Fees. The Consultant should provide a fee estimate, on a task-bytask basis. The proposal shall include a spreadsheet identifying personnel, hourly rates, project responsibilities, and estimated amount of time expected for each task, expressed in person-hours. 7. Evidence of Previous Experience. a. Describe four successfully completed projects that demonstrate the Consultant s experience and knowledge to complete the work specified in this RFP. Projects completed in the past two or three years, particularly in Placer, Nevada or Mono Counties, are of particular interest. Please specify if Proposer has direct experience working with a tourist-based mountain town with the challenges of snow, pine needles, and wildlife such as bears. If a sub-consultant is proposed, each sub-consultant shall provide a written description of a maximum of three projects. i. Include the following information for each of the four projects: Agency or company for which work was performed; General description of the scope of work; Name of agency or company representative responsible for project review and name, phone, and e-mail of the contact named as a reference. Budgets and any changes from original proposal ii. If the data required in Item 7.a. above does not include any projects completed by the proposed project manager, describe three projects completed by that manager and include the name of the project, location, client s name, year project started and completed, firm s scope of responsibility, name, title, and telephone number of the individual who is the most familiar with the project and is available to answer questions. b. Describe the project manager s successful experience in assisting municipal staff to negotiate service costs and rates. 11 of 14
8. Special Resources. Proposers are encouraged to describe any special resources that they or their team members would bring to the project in order to describe why they and their team are the most qualified firm for this project. This section shall be a maximum of one single-sided page. Specifically note if Proposer has experience working in a tourist-based mountain town with the challenges of snow, pine needles, and wildlife such as bears. 9. Conflict of Interest. Proposers warrant and covenant that no official or employee of the Town, nor any business entity in which an official of the Town has an interest, has been employed or retained to solicit or aid in the procuring of the resulting contract, nor that any such person will be employed in the performance of such contract without immediate divulgence of such fact to the Town. D. SUBMITTAL 1. Three (3) hard copies of the firm s proposal shall be received no later than the date and time shown on the cover page of this RFP at the Truckee Town Hall, 10183 Truckee Airport Road, Truckee, CA 96161. 2. Hard copies of the proposal should be prepared on standard 8 ½ x 11 letter size, recycled paper, printed double-sided and stapled. It is Town policy to encourage the use of reusable, recycled, recyclable, and chlorine-free printed materials in the submittal of all bids, proposals, reports, and other documents prepared in connection with this solicitation. The use of expensive papers and bindings is discouraged. 3. All proposals shall be submitted in a sealed envelope, which is clearly marked with the RFP title. 4. Late proposals will not be accepted. 5. All statements of qualifications, whether selected or rejected, shall become the property of the Town of Truckee. 6. Cost of preparation of the proposal will be borne by the respondent. 7. Transmittal letters for the proposals shall be signed by an authorized employee or officer in order to receive consideration. 8. All proposals shall remain firm for ninety (90) days following the closing date for the receipt of the qualification submittals. 9. The Town shall not be responsible for proposals delivered to a location other than that specified above. 12 of 14
E. CONSULTANT SELECTION PROCESS AND CONTRACT SCHEDULE The following schedule indicates the anticipated dates for steps in the Consultant selection process. The Town reserves the right to modify this schedule as circumstances may require. 1. Consultant candidates will submit written proposals via email to Assistant Town Manager, Alex Terrazas at aterrazas@townoftruckee.com no later than 4:00 p.m. on Friday, March 4, 2016, in accordance with requirements set forth in this RFP. 2. The top-ranked candidates will be asked to present their approach to the RFP before an interview panel during the week of March 14, 2016. 3. Consultant will be required to enter into the Town of Truckee s Professional Services Agreement. The Consultant will be required to comply with the Town's nondiscrimination and affirmative action provisions. The Consultant will need to stipulate its noninvolvement in the development or production of nuclear weapons. The Consultant will also be required to carry insurance in the amount of $1,000,000 for each of the following: general liability, automotive liability, workers' compensation, and employers' liability. Professional liability insurance for errors and omissions will also be required. 4. Following is the anticipated schedule for selection and award of the consultant contract. Consultant Proposals Due Friday, March 4, 2016 Town staff to Invite Consultants to Interviews March 9, 2016 Conduct Interviews with Prospective Consultants March 14-18, 2016 Council Approval of Consultant Services Agreement April 5, 2016 Execute Consultant Services Contract April 2016 Consultant Begins Work Late April / early May 2016 F. MISCELLANEOUS Requests for Supplemental Information. The Town reserves the right to require the submittal of additional information that supplements or explains proposal materials. 13 of 14 Consultant Team Selection. The Town reserves the unqualified right to select the final composition of the Consultant team. Rejection of Proposals. The Town also reserves the unqualified right to reject any or all proposals. Reimbursement of Costs. No reimbursement whatsoever will be made by the Town of any costs incurred by Consultant candidates related to the preparation or presentation of proposals. Property of the Town. All materials submitted become the property of the Town, and will not be returned. Funds awarded are public funds and any information submitted or generated is subject to public disclosure requirements.
G. DEADLINE FOR SUBMITTAL AND DELIVERY OF PROPOSALS The deadline for submission of proposals is Friday, March 4, 2016, at 4:00 p.m. Proposals must be delivered before this deadline via email to:aterrazas@townoftruckee.com Proposals (three paper copies) must also be received before this deadline at the following address: 14 of 14 Alex Terrazas, Assistant Town Manager Town of Truckee 10183 Truckee Airport Road Truckee, CA 96161 (530) 582-2914 H. CONSULTANTS RECEIVING RFP Ruth Abbe, Principal Abbe & Associates LLC ruth.abbe@abbeassociates.com 415-235-1356 Gary Liss, Principal Gary Liss & Associates gary@garyliss.com 916-652-7850 Tracy Swanborn, P.E. HFH - Consultants tswanborn@hfh-consultants.com 925-977-6963 Constance Hornig, Attorney hornig@mswesq.com 323-934-4601 William O Toole, President EcoNomics Inc. william@economicsinc.net 805-331-9591 Christy Hurlburt, Western Regional Sales Manager Enevo, Inc. christy.hurlburt@enevo.com 415-515-3280 R3 Consulting info@r3cgi.com 916-782-7821