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HomeMy WebLinkAboutItem 8.1 Solid Waste Request for Proposals CITY OF DUBLIN (42 00 AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 12, 1985 SUBJECT Solid Waste Request for Proposals EXHIBITS ATTACHED Resolution No. 109-85; Request for Proposal Package RECOMMENDATION Provide input on specific service levels and requirements to be included in request and direct Staff to circulate the document among qualified providers FINANCIAL STATEMENT: Undetermined at this time. The City will be imposing a franchise fee, however, the amount of revenue generated by this fee will fluctuate depending upon the proposed rates and number of customers. DESCRIPTION At the regular City Council meeting on September 23 , 1985, the City Council reviewed an analysis of solid waste collection options open to the City of Dublin. The current franchise agreement is administered by the Dublin San Ramon Services District and will expire on April 1 , 1986. The report noted that as a General Law City, the City of Dublin could elect to offer franchise rights for solid waste collection services within their jurisdiction. The City has no right to existing contracts until they expire or are assigned or are renegotiated by the existing parties. The report indicated that the maintenance of the existing arrangement with the franchisor role held by DSRSD offered few advantages to the City. At this meeting, the City Council adopted Resolution No. 109-85 which expressed the intent of the City Council to award a franchise for the collection and disposal of solid waste and refuse in the City of Dublin. The Dublin San Ramon Services District has also been advised of the City' s intent to administer the franchise agreement. The City Council also requested that Staff develop a Request for Proposals which could be used to identify a qualified provider of the service. Staff has developed a comprehensive Request for Proposals which would require interested parties to submit detailed information as to the ability of the firm to meet the City' s needs and also a cost proposal for providing the service. There are several areas in the proposal which the City Council may wish to modify. The draft RFP indicates that the term of the franchise agreement would be for a period of 10 years. Given the required capital investment for a firm to operate a commercial and residential refuse service, it is important to assure that the term of the agreement will be adequate for the provider to be able to recover costs over a period of time. The level of service contained in the draft proposal is based upon the existing service provided through the franchise agreement between DSRSD and Oakland Scavenger Company. The request requires the proposer to include two annual residential cleanup offerings in the base residential rate. The cost of providing additional residential cleanup services is also requested. In an attempt to provide conformity in any proposals submitted, Staff has requested that the providers rates include a 10% franchise fee. The current fee imposed under the DSRSD contract is 7. 6%. In the past, the Board of Directors of DSRSD. have reduced the franchise fee in order to moderate the cost increases to the customers. The 10% figure is used only in the RFP and could be modified in the final agreement. ---------------------------------------------------------------------------- COPIES TO: ITEM NO. �� AGENDA STATEMENT: Solid Waste, Request for Proposals Page 2 The Request for Proposal also has provisions as to the ability of the provider to assume the responsibility for trash service in the Camp Parks Reserve Forces Training Area. The Dublin San Ramon Services District currently administers the franchise for this area. As a matter of convenience, it may be advantageous for them to contract with the franchisor selected by the City of Dublin. The District General Manager has indicated that currently, the Army facility is the only user of trash services in the public lands area east of the existing City limits. For security purposes, the County Jail and Federal Prison handle their own waste disposal. This option is provided in the event that the Dublin San Ramon Services District requested this type of arrangement. It is requested that the City Council review the draft RFP and provide input and comments on changes to the proposal or the addition of requirements or services to be provided. Staff will then proceed with the circulation of the RFP and will return to the City Council with a recommended agreement based on the proposals submitted. RESOLUTION NO. 109 - 85 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN -------------------------------------- EXPRESSING THE INTENT OF THE CITY COUNCIL TO AWARD A FRANCHISE FOR THE COLLECTION AND DISPOSAL OF SOLID WASTE AND REFUSE IN THE CITY OF DUBLIN WHEREAS, the collection of solid waste and refuse in the City of Dublin is currently performed by Oakland Scavenger Company pursuant to a franchise agreement with the Dublin San Ramon Services District; and WHEREAS, the franchise agreement between Dublin San Ramon Services District and the Oakland Scavenger Company will expire on April 1, 1986 and Dublin San Ramon Services District is required to notify Oakland Scavenger Company by January 1, 1986 of its intent to renew the franchise; and WHEREAS, the City of Dublin is authorized by Health and Safety Code Section 4250 to enter into contracts for the collection and/or disposal of solid waste and refuse; and WHEREAS, it is the desire of the City of Dublin to award a franchise for the collection and disposal of solid waste and refuse within the City of Dublin. NOW, .THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin intends to award a franchise for the collection and disposal of solid waste and refuse within the City of Dublin and that said franchise shall commence upon the expiration date of the existing franchise between Dublin San Ramon Services District and the Oakland Scavenger Company. BE IT FURTHER RESOLVED that the Dublin San Ramon Services District be immediately notified of the adoption of this resolution. PASSED, APPROVED AND ADOPTED this 23rd day of September, 1985. AYES: Councilmembers Hegarty, Moffatt and Mayor Snyder NOES: Councilmembers Jeffery an Vonheeder ABSENT: None / Mayor ATTE City Clelo Request For Proposals City of Dublin Collection, Removal, and Disposal of Solid Waste The City of Dublin, requests proposals for collection, removal and disposal of municipal solid waste. Copies of the request for proposal package may be obtained from: City Clerk 6500 Dublin Blvd. , Suite 101 Dublin, CA 94568 (415 ) 829-4600 Proposals will be received in the City Clerk' s Office, at the address above, until 10 : 00 a.m. on Monday, December 2 , 1985 . For further information, contact Paul Rankin, Assistant to the City Manager at ( 415) 829-4600 . CONTENTS OF CITY OF DUBLIN SOLID WASTE REQUEST FOR PROPOSAL 1. GENERAL INFORMATION 2. COST PROPOSAL HIGHLIGHTS 3. PROPOSAL EVALUATION AND AWARD PROCEDURES 4. ATTACHMENT I , REPRESENTATIONS AND CERTIFICATIONS 5. ATTACHMENT II , ANTICOLLUSION AFFIDAVIT 6. ATTACHMENT III, PROPOSER'S COST PROPOSAL FORM General Information A. Procurement Schedule The existing franchise is administered by the Dublin San Ramon Services District and will expire effective April 1, 1986 . It is the intent of the City to negotiate an agreement and have the service in place on April 1, 1986 . The proposer shall state their ability to meet this timeframe. B. Preparation and Submission of Proposals 1) Submit one ( 1) copy of the complete proposal package in a sealed package. Label the Package : Solid Waste RFP Response Name of Proposer Address Contact Person Telephone 2 ) The completed package shall include: a) A completed Representations and Certifications Form (Attachment I ) b) A completed Anticollusion Affidavit (Attachment II ) c ) Technical Qualifications Statement prepared according to the outline below. d) Proposer ' s cost proposal (Attachment III ) Technical Information Outline The following outline specifies the information requested in a Technical Qualifications Statement. I . Experience A. Qualifications Each firm must submit in its Technical Qualifications Statement an experience record indicating at least five years experience in the collection of residential and commercial solid waste, either for a municipality or other governmental subdivision or for the comparable private experience. Such previous experience should be in a situation serving not less than 5, 700 households or equivelents thereof. Provide the names and addresses of the persons to contact for further information regarding your firms experience. A brief description of the type of service performed, location, type of equipment, and size of the work ( indicated by number of households or commercial establishments served, tons collected, and number of vehicles dispatched per day. ) The City of Dublin must have the right and your firm must agree to cooperate with the City' s investigation and review of your firm' s ability to perform the work required. Such cooperation shall not only apply to the verificaiton of capability and experience in the provision of residential and commercial solid waste collection and disposal, but also in the provision of any other component of work which may be required under this procurement. B. Initiation of Operations For purposes of this element, assume that the population of the City of Dublin is 15, 600. The corporate City limits contain an estimated 4, 260 single famility households and 1 , 400 multi-family households. The successful contractor will be required to provide garbage collection to all residences and commercial establishments within the City limits. Include descriptions of how your firm has handled the specific requirements for implementing service. This would include procurement of vehicles, personnel, training, establishing billing and fee collection services, determination of routes, and preparation of a smooth transition from one contractor to another. The proposer' s discussion should identify methods utilized in other communities, as well as how the Proposer plans to handle these items in the City of Dublin. Indicate possible lead time required and critical path or other time charts which will represent implementation in the City of Dublin. Also, indicate actual lead time required in start up of any similar size operations undertaken by your firm. C. Billing and Fee Collection Capabilities and Experience Describe your firm' s billing and collection capabilities in detail. Indicate the content and format of bills you use in other localities. Also describe any methods your firm employs to enhance the percentage of fees which are paid promptly. Provide copies of sample bills which would be utilized. 2 D. Information Regarding Pending Litigation Submit declarations describing the current status of any pending criminal or civil litigation against your firm, the parent company, any subsidiary of the parent company or any current officer in such officer ' s official capacity which may have an adverse effect on your firm' s financial or technical ability to perform the services requested in this Request for Proposals . If there is no such litigation which may have an adverse effect on your firm' s ability to perform the requested services, submit a declaration from your firm' s legal representative so stating. For these declarations, "current officer" means an individual presently serving or who has served within the last two years as an officer of your firm or the parent company. III . Performance Qualifications A. Vehicles and Equipment Each firm shall specify the number and type of collection vehicles, capacity of such vehicles, arrangements for maintenance (performed in-house or by contract) , age of vehicles, ownership status of vehicles, and current commitment of vehicle to existing collection work. The information should be provided in a format similar to the one on the following page. IV. Assignment of Personnel and Relationship of Operating Companies A. Information Concerning Operating Companies Provide a listing of the location of all operating companies of your firm. Indicate the operating companies which would provide the greatest amount of direct support to the effort required under this procurement, and detail the technical financial and personnel assets these companies are expected to contribute to the performance of this contract . B. Information Concering Key Technical Personnel and Labor Policies Provide an organizational chart and job descriptions indicating the qualifications and experience Dublin could expect of key personnel your firm would assign to this contract. Provide resumes of proposed management team that will fill the described jobs related to operations in the City of Dublin. 4 Equipment List : ** Num- Chassis Packer Body Owned/ Current Current Use ber Year Make Year Make CuYd Cap. Leased Location Backup Regular ** Present a separate equipment list for rear loading, side loading, front end loading vehicles , and other vehicles that will comprise your fleet. COST PROPOSAL HIGHLIGHTS 1. The term of the contract is for 10 years. 2. The contractor must designate the method of disposal and the current cost per ton. If the proposer has any long term arrangement for continued disposal at a specific site, pertinent information should be disclosed. 3. The proposed cost shall be include a franchise fee of 10% which the contractor is required to remit to the City. The actual fee imposed shall be determined by the City and noted in the negotiated agreement. 4. Salvageable materials may be accumulated for collection by youth, civic or charitable organizations and are not required to be offered to the firm. 5. Lawn and garden trimmings and demolition debris which are not required to be offered for collection by the contractor performing such trimming and/or demolition service and may be legally collected and disposed of by some alternate means. 6. The contractor is prohibited from transferring loads from one vehicle to another on any public thoroughfare unless it is necesitated by an emergency situation. 7. The successful contractor will be required to obtain a level of liability insurance which is acceptable to the City Attorney and shall name the City, its officials, agents and employees as additional insured. 8. Upon the request of the City, the successful contractor shall collect and remove free of charge any and all refuse from property owned or occupied by the City of Dublin and the Dublin San Ramon Services District. These provisions shall apply only to properties within the City limits of the City of Dublin. 9. The monthly residential rate shall be for "back yard service". This term shall mean the container is to be on the outside of and in close proximity to the structure being served and at a location which is the customer' s option. 10. The residential collection shall be performed on a weekly basis, Monday through Friday. 11. The proposed rates shall include the cost of providing a minimum of two ( 2 ) annual residential cleanups, which shall be scheduled by the City with reasonable notice to the contractor. These cleanups shall allow residents to dispose of greater volumes in addition to their normal weekly service. Specific size and weight limitations shall be negotiated with the successful contractor. The special pickups shall be scheduled for a Saturday. PROPOSAL EVALUATION AND AWARD PROCEDURES 1. The City of Dublin retains the right to reject any and all proposals, and to waive defects or irregularities in any proposal. 2. No proposals received after the designated time for submission will be opened or evaluated unless such proposal is the only proposal received or such proposal is delivered by the United States Postal Service bearing a U. S. Postal Service postmark dated at least five working days prior to the due date for the proposals. 3. At the sole discretion of the City and its appointed agents, proposals submitted indicating an exception or exceptions to the terms of the request for proposal may be excluded from or included in the proposal evaluation process. 4. Technical Evaluation: The City will first evaluate the technical proposals. The City shall determine that the proposer ' s experience is sufficient to merit further consideration. The Technical Evaluation shall also evaluate the financial strength of the proposer. Only complete proposals from firms whose financial strength and experience are deemed acceptable will be considered further. Factors which will be considered in the Technical Evaluation include but are not limited to, the following: a. Experience identical to or related to that required under this procurement. b. Experience in which the proposer has used the organizational approach proposed here. C. Experience with the type of equipment to be used in the City of Dublin. d. Experience in providing the type of service to be provided in Dublin. e. Experience in transition and implementation of services identical to or similar to services required under this procurement. f. Experience in implementing and operating customer services and billing services. - 1 - g. Documented ability to provide necessary equipment as evidenced by vendors ' commitments to produce and deliver proposer' s selected equipment on proposer' s schedule. h. Demonstrated ability to locate, prepare and start the necessary support services for this project. i. Demonstrated ability to meet all financial obligations, to perform services even in adverse circumstances, and to obtain necessary financing for performance of the scope of services. 5. Cost Evaluation: Cost proposals from firms will be evaluated, provided that a review of the technical evaluation reflects an acceptable proposal. a. Awards will be made for the service level selected by the City Council. b. Cost proposals will serve as one element of the entire evaluation process. 2 - ATTACHMENT I REPRESENTATIONS AND CERTIFICATIONS THIS ATTACHMENT SHALL BE EXECUTED BY AN OFFICIAL AUTHORIZED TO BIND THE OFFEROR, DETACHED AND MADE A PART OF HIS TECHNICAL MANAGEMENT PROPOSAL. The proposer makes the following representations and certifications as part of his proposal (check or complete all appropriate boxes or blanks) . 1. TYPE OF ORGANIZATION Proposer operates as ( ) an INDIVIDUAL, ( ) a PARTNERSHIP, ( ) a JOINT VENTURE consisting of and , ( )a CORPORATION incorporated under the laws of the State of , or ( ) OTHER (specify) 2. CONTINGENT FEE REPRESENTATIOIJ._ Proposer represents : (a) that it ( ) has , ( ) has not, employed or retained any company or person (other than a full-time bona fide employee working solely for the proposer) to solicit or secure this contract , and (b) that it ( ) has, ( ) has not, paid or agreed to pay any company or person (other than a full-time bona fide employee working solely for the proposer) any fee, commission, percentage, or brokerage fee contingent upon or resulting from the award of this contract. Proposer agrees to furnish information relating to (a) and (b) above as requested by the City Manager . 3. PLACE OF PERFORMANCE AND' MAIN OFFICE Following is the name and location of the main office and of the plant or place of business where the item(s) will be produced or supplied from stock or where the services will be performed. Place of Performance (City, County, and State) Main Office (City, County, and State) 4. ACCEPTANCE PERIOD The proposer agrees that he will allow 90 (ninety) days from the date of this proposal for acceptance thereof by the City of Dublin. 5. EQUAL EMPLOYMENT OPPORTUNITY The undersigned assures that its employees and applicants for employment and those of any labor organization, sub-contractors or employment agency either furnishing or referring employee applicants to the undersigned are not discriminated against as prohibited by the terms of California Fair Employment and Housing Act, California Government Code Section 12900 et seq. , prohibiting discrimination in employment. 6. PREVAILING WAGES The job classifications anticipated by the undersigned to be used in the performance of the work and services under the proposed agreement and pay scales for such job classifications are as follows: Classification Pay Scale Fringe Benefits Driver Helper Other ( Specify) The undersigned, if awarded this contract, agrees to pay not less than the prevailing wage and benefit rates as established by the Director of Department of Industrial Relations of the State of California. (Reference: California Labor Code Section 1770 et seq. ) 7. AMBIGUITY In case of ambiguity or lack of clearness in stating prices in the Proposal , the City shall have the right to construe such prices in a manner most advantageous to the City, or to reject the Proposal. Respectfully submitted, By Name Title (SEAL) DATE: Name of Proposer STATE OF CALIFORNIA) ) ss: COUNTY OF ALAMEDA ) On , 19 , before me, the undersigned, a Notary Public in and for the State of California, personally appeared , known to me to be the of Proposer that executed the within instrument and also known to me to be the person who executed the within instrument on behalf of the Proposer therein named, and acknowledged to me that such Proposer executed the same. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal in the County of Alameda this day of 19 Notary Public My Commission expires: ATTACHMENT II ANTICOLLUSION AFFIDAVIT The following affidavit is submitted by Proposer as a part of this proposal : The undersigned deponent, of lawful age, being duly sworn, upon his oath deposes and says : that he has lawful authority to execute the within and foregoing proposal ; that he has executed the same by subscribing his name hereto under oath for and on behalf of said proposer ; that proposer has not directly or indirectly entered into any agreement , express or implied, with any proposer or proposers , having for its object the controlling of the price or amount of such proposal or proposals , the limiting of the proposals or proposers, the parceling or farming out to any proposer or proposers or other persons of any part of the contract or any part of the subject matter of the proposal or proposals or of the profits thereof , and that he has not and will not divulge the sealed proposal to any person whomsoever , except those having a partnership or other financial interest with him in said proposal or proposals , until after the said sealed proposal or proposals are opened . Deponent further states that.rhe proposer has not been a party to any collusin among proposers in restraint of freedom of competition by agraeement to make a proposal at a fixed price or to refrain from submitting a proposal ; or with any state official or employee as to quantity, quality , or price in the prospective contract , or any other terms of said prospective contract, or in any discussions between proposers and any City official concerning exchange of money or other things of value for special consideratin in the letting of a contract ; that the proposer/contractor has not paid , given or donated or agreed to pay, give or donate to any official, officer or employee of the City of San Jose any money or other thing of value either directly or indirectly, in the procuring of the award of contract pursuant to this proposal. Executed under penalty of perjury on this day of , 1985 , at SIGNED By Name of Proposer TITLE Subscribed and sworn to before me this day of , 19 , at Notary Public My Commission expires : CITY OF DUBLIN PROPOSER'S COST PROPOSAL FORM (Attachment III) Pursuant to the foregoing "Invitation to Proposers" the undersigned has thoroughly read and examined the attached "Request for Proposals" and understands the amount of work to be done and hereby proposes to do all the work and furnish all labor, equipment and materials necessary to comply fully with the scope of services requested. Upon acceptance of this proposal by the Dublin City Council, the proposer is bound to execute a contract based on the services outlined in the request and furnish a performance bond approved by the City of Dublin for performance and completion of the work in accordance with the Agreement and its attachments and for the prices contained in this Proposal, which are firm for a period of 90 days. 1. Identify disposal location and disposal fees on a per ton basis. (Attach any descriptions of long term agreements which provide dumping rights or fixed costs. ) Cost per ton Location 2. RESIDENTIAL COSTS Show the monthly cost of providing weekly residential service. This proposal shall be inclusive of all costs of collection, removal and disposal, including two ( 2 ) annual cleanups and assuming a 10% franchise fee. The service shall refer to back yard service. a. Once per week collection of one container of 32 gallon capacity $ b. Once per week collection of two containers of 32 gallon capacity each $ C. Once per week collection of each additional can beyond "b. " above $ d. Large accumulations per cubic yard $ e. Special pickups, minimum $ 3. COMMERCIAL SERVICE a. Per cubic yard (not compacted) $ b. Compacted material per cubic yard $ 4. COST OF ADDITIONAL RESIDENTIAL CLEANUPS In addition to the cost -included in the residential rate above for 2 cleanups, specify the incremental cost of: A third residential cleanup $ A fourth residential cleanup $ 5. ABILITY TO SERVICE CAMP PARKS Contractor is willing to extend service to Camp Parks area under the terms and provisions of this Request for Proposal. (Circle One) YES NO EXCEPTIONS The following exceptions are taken to the terms outlined in the Request for Proposal documents. Write NONE if no exceptions are taken. Respectfully submitted, Contractor (Firm Name) Authorized Official (Signature) Title Date