CITY OF LOMITA REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES TO PROVIDE BID PROPOSAL FOR CONSULTING SERVICES FOR THE REVIEW AND NEGOTIATION OF A POSSIBLE EXTENSION TO AN EXISTING SOLID WASTE FRANCHISE AGREEMENT RFP ISSUED: September 15, 2017 PROPOSALS DUE: October 5, 2017 at 4:30 PM at CITY OF LOMITA City Clerk s Office 24300 NARBONNE AVENUE P.O. BOX 339 LOMITA, CA 90717 (310) 325-7110 1
TABLE OF CONTENTS COVER PAGE. 1 TABLE OF CONTENTS.. 2 INTRODUCTION 3 BACKGROUND OF CITY OF LOMITA.. 3 SCOPE OF SERVICES 4 REQUEST FOR PROPOSAL RESPONSES......6-7 Title Page... 6 Table of Contents.. 6 Letter of Transmittal. 6 Executive Summary.. 6 Profile of the Consultant.. 6 Summary of Consultant s Qualifications. 7 Scope Section 7 COMPENSATION SCHEDULE.. 7 INSURANCE.... 8 EVALUATION OF PROPOSALS... 8 ADDITIONAL INFORMATION. 8 CONTACT 9 TERM OF ENGAGEMENT. 9 SCHEDULE 9 COMPENSATION FOR SERVICES... 9 EXHIBIT A Existing agreements with CalMet Services EXHIBIT B Contract for Professional Services 2
CITY OF LOMITA REQUEST FOR PROPOSAL PROFESSIONAL SERVICES BID PROPOSAL FOR: CONSULTING SERVICES FOR THE REVIEW AND NEGOTIATION OF A POSSIBLE EXTENSION TO AN EXISTING SOLID WASTE FRANCHISE AGREEMENT INTRODUCTION The City of Lomita is requesting proposals from firms familiar with and fully capable of providing professional services to review and negotiate a possible extension to an existing solid waste franchise agreement for the City of Lomita. Three (3) hard copies of the proposal shall be submitted no later than 4:30 p.m. on October 5, 2017 to: Sandra Medina, City Clerk City of Lomita 24300 Narbonne Avenue Lomita, CA 90717 Questions regarding this Request for Proposals may be submitted no later than September 28, 2017 and shall be directed in writing by e-mail to the attention of Gary Sugano at the above address or g.sugano@lomitacity.com. BACKGROUND OF CITY OF LOMITA The City of Lomita was founded in 1907 and incorporated in 1964, as a General Law City with a Council/Manager form of municipal government. Lomita is a contract city, with 45 full-time employees and a $20 million dollar operating budget. The City is located in the heart of the South Bay and encompasses approximately two square miles with a consistent population of slightly over 20,000 residents. Lomita is nestled in between Torrance to the north and west, Harbor City to the east and Rolling Hills Estates to the south. Lomita hosts about a one-mile length of Pacific Coast Highway (PCH) orientated east-west through the southern portion of the City, registering over 50,000 vehicles per day. 3
CURRENT AGREEMENTS The City's solid waste agreements (commercial and residential) are set to expire on June 30, 2019. The agreement is with CalMet Services, Inc. that includes both residential and commercial collection. The current Agreement grants CalMet Services an exclusive franchise to all categories including solid waste, recyclables, yard waste, etc. A provision in the existing agreement allows for a five (5) year extension to June 30, 2024. If feasible, the City is looking to combine both agreements into a single agreement. The agreements and related reference materials are available for download on the City s website at: http://www.lomita.com/cityhall/business/index.cfm?p=bids_rfp/index.cfm SCOPE OF SERVICES The intent of this contract award is to retain a consulting firm that can provide either one consultant or a team of consultants to complete the various administrative functions outlined in this RFP. Consultant will review relevant background documents, such as franchise agreements and current rate schedule. Consultant to request initial input from City and Company. Task 1: Review of Applicable Laws and Mandates A. AB939: Consultant shall review City's compliance with AB939 and recommend measures/programs that can increase diversion rate if necessary. B. AB1826: Consultant shall provide recommendations on how the City can improve AB 1826 compliance. C. Other Local, State and Federal requirements related to solid waste: Consultant shall consider provisions to the solid waste contract that will ensure that the City meets all other applicable laws that relate to solid waste such as AB 45, AB 341, City's Title 24 municipal code, etc. Consultant shall advise the City on any new or possible pending local, state or federal requirements related to solid waste and advise accordingly. Task 2: Review of Existing Contracts from Other Jurisdictions A. Research Consultant shall review existing solid waste contracts of other cities that are comparable to Lomita (e.g., population, land area, etc.). Data to be collected includes residential and commercial rates, size and number of 4
trash containers, diversion rate, franchise, multi-family recycling, bulky item, and all other relevant information. B. Review and Recommendation Consultant shall compile a comprehensive matrix of the components of solid waste contract that identify those that would be applicable or preferable to Lomita. Matrix shall include at a minimum: rate incentives - pay as you trash or flat rate; rates for special services (e.g., construction and debris); cart system - comingled/single-stream 2-bin or 3rd recycling blue container; acceptable materials for recycling bin (e.g., plastic film/bags); organic yard waste/food waste collection; special events collection; and public recycling containers. Task 3: Review of Current Agreements and Services Provided Consultant shall complete the sub-tasks below and provide recommendations to the City for any areas of improvement or upgrade: A. Basic Services - Consultant shall review the basic collection services that the waste hauler is currently providing. B. Rate - Consultant shall develop a rate sheet for the proposer to complete to identify the cost for the contract. C. Special Services - Consultant shall review the special services that the waste hauler is currently providing. These services include but are not limited to seasonal collections, bulky item, manual roll-out, electronic and household hazardous waste, and city generated waste and recommend any changes/additions to these services. D. Education and Outreach - Consultant shall describe the public outreach programs that the waste hauler is currently providing and recommend any changes/additions to these programs. E. Customer Service - Consultant shall review how the waste hauler communicates with the public to resolve complaints, request special services, and provide information and recommend any changes/additions. F. Abandoned Waste - Consultant shall develop parameters for the waste hauler to respond to and collect abandoned waste discarded on public rights-of-way. Task 4: Miscellaneous Sub-Tasks A. Prepare meeting agenda for first round of discussions, agenda to include: 1. Review of rate adjustment formula. 5
2. Agreement shortcomings and deficiencies. 3. New regulatory requirements for program implementation and reporting. B. Conduct five rounds of meetings with City and Company (Dates and Agendas TBD) 1.5 hours in length each. C. Conduct three meetings with City staff and Council Subcommittee (Dates TBD) 1.5 hours in length each. D. Prepare two drafts of amended Agreement. E. Prepare Final Draft Agreement for review by City Council and City Attorney. F. Attendance at one (1) City Council meeting 2 hours in length. G. Prepare a PowerPoint presentation for City Council meeting. REQUEST FOR PROPOSAL RESPONSES To achieve a uniform review process and obtain the maximum degree of comparability, provide either three (3) hard copy proposals to the City Clerk s office, and one (1) electronic proposal submitted to the following email address s.medina@lomitacity.com. The proposals must be organized in the following manner: Title Page: Show the Request for Proposal (RFP) subject, name of the proposing firm, local address, telephone number, name of contact person and date. Table of Contents: Clearly identify the material by section and page number. Letter of Transmittal: a) Briefly state the Consultant s understanding of the work to be done and make a positive commitment to perform the work b) Give the name, title, address and telephone number of an individual who will be authorized to make representation for the Consultant. This individual should sign the letter of transmittal. 6
Executive Summary Profile of the Consultant: a) State whether the firm is local, regional, statewide, national or international. b) Give the location of the office from which the work is to be done and the number and position titles of staff. c) Describe the range of activities performed by the local office. Summary of Consultant s Qualifications: a) Identify the individual(s) by name that will provide services, and specify the services they will provide. Include resumes for each person to be assigned to the engagement. (The resumes may be included as an appendix.) b) Describe recent experience with other work experience similar to the type requested. Specifically address experience related to contract cities. c) Give the name, address and telephone number of at least three (3) contact persons for whom you have provided services during the last three (3) years. d) Describe how the Consultant is qualified to perform the services being sought. e) Describe expertise and general knowledge of review and negotiation of solid waste franchise agreements. Scope Section: a) Clearly describe the services to be provided, and provide a work program specifying tasks, costs and typical time-line schedules to be expected (based on the scope of services). COMPENSATION SCHEDULE a) Include a schedule of cost charges to be used as a basis for services (provide an hourly rate for the all personnel expected to work on the project). b) In accordance with Government Code section 4526, the cost proposal shall be submitted in a separate, sealed envelope, identified by the name of the firm and the phrase Compensation Schedule. c) The compensation schedule will not be a factor in the evaluation of proposals. After evaluation and ranking of the proposals, the Compensation Schedule envelope will be opened, and the compensation schedule will be used as a basis of negotiation with the highest ranked, qualified firm. If the City is unable to negotiate a satisfactory agreement with that firm, at a price the City determines to be fair and reasonable, 7
negotiations will be terminated, and that firm will be removed from consideration. The City will then undertake negotiations with the next highest ranked, qualified firm. If the City is unable to negotiate a satisfactory agreement with any of the qualified firms, it may reject all proposals. INSURANCE a) Provide the limits of the Consultant s general liability, professional liability, and automobile liability insurance, including a valid insurance certificate, and proof of adequate worker compensation coverage for employees. b) Provide proof of ability to meet or exceed the City s indemnification requirements. EVALUATION OF PROPOSALS Proposals will be evaluated by City Staff to ascertain which Consultant(s) best meets the needs of the City of Lomita. Factors to be considered are: 1. The experience and qualifications of the individuals assigned to work with or oversee the operation and to liaison with Lomita staff.. (30%) 2. The firm s responsiveness in clearly stating its understanding of the work to be performed and the type of service to be provided..... (25%) 3. The firm s technical experience and qualifications with respect to intended services.(45%) Staff will evaluate all proposals using the criteria of factors 1 to 3. After the top candidates have been selected using these criteria. Additional oral interviews may be arranged by the City at any time during the selection process to assist in making the final decision. ADDITIONAL INFORMATION 1. The submission of a proposal shall be prima facie evidence that the Consultant has full knowledge of scope, nature, quantity, and quality of work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed. 2. The City will not be liable for any costs incurred by the Consultant in connection with preparing proposals or attending interviews (i.e. travel accommodations, etc.). 3. Proposal will be accepted only from parties that are free of all obligations and interests that might conflict with the best interest of the City of Lomita. 8
4. The Consultant shall furnish the City with additional information as the City may reasonably require. 5. The City reserves the right to conduct additional interviews of any or all potential Consultants prior to selection, the right to conduct pre-contract negotiations with any or all potential Consultants, the right to reject any or all proposals, the right to sole discretion in accepting the proposal it considers most favorable to the City s interest, and the right to waive minor irregularities in the procedures or technical submittal requirements if it is in the City s best interest to do so. 6. Proposals received by the City may be subject to disclosure as public documents, if requested by third parties, in accordance with the California Public Records Act. CONTACT Consultants who wish additional information or clarification may contact: Gary Sugano, Assistant City Manager City of Lomita 24300 Narbonne Avenue Lomita, CA 90717 Phone: (310) 325-7110 Ext. 121 Fax: (310) 325-4024 E-mail: g.sugano@lomitacity.com TERM OF ENGAGEMENT The City is anticipating an agreement length of one (1) year. SCHEDULE The City intends to follow, but will not be bound by, the following estimated schedule: Issuance of Request for Proposals September 15, 2017 Proposals Due to Lomita City Clerk..4:30 PM.October 5, 2017 Select Top Proposals for Further Consideration...October 2017 Select firm to enter into Agreement.. November 2017 Enter into fully executed Agreement. November 2017 Initial staff project management meeting..december 2017 Commencement of Services. December 2017 COMPENSATION FOR SERVICES Services will be billed as per the schedule, clearly identifying the individual and activity related to each billing rate, the time allotted, the location of the activity, as applicable, identifying, distinguishing and characterizing types 9
of charges, i.e., meetings, field visitation, office work, administrative work, etc. Project billing invoices must be approved by the Community Development Director, and once approved, shall be submitted to the next available City Council Demands List, for required City Council authorization for payment. Meetings are regularly conducted on the 1 st and 3 rd Tuesday of each month (holiday schedule applies). Billing invoices must be cityapproved a minimum of 6 calendar days prior to submittal to City Demands List. Checks are mailed out and postmarked within 2 business days of Demands List approval. Checks will be made payable to firm with address as provided in the RFP and the Agreement. 10