HomeMy WebLinkAboutItem 4.04 SolidWasteFranchise
CITY CLERK
File # D[8[O][C·rgQ]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 16, 2004
SUBJECT:
Amendment to Solid Waste Franchise Consulting Services
Agreement
Report Prepared By: Jason Behrmann, Administrative Analyst
ATTACHMENTS:
1)
Resolution Approving First Amendment to Consulting
Services Agreement with R3 Consulting Group
RECOMMENDATIO~ Þ I) Adopt Resolution
FINANCIAL STATEMENT: The revisions to the Consultant Services Agreement with R3
Consulting Group is for an amount not to exceed $25,110. These funds will be reimbursed by the selected
solid waste service contractor(s). The Fiscal Year 2004-2005 Budget is sufficient to cover these additional
costs, therefore a budget change is not required at this time.
DESCRIPTION:
The City Council approved a Consulting Services Agreement with R3 Consultant Group to assist the City
in preparing a Request For Proposals and negotiating rranchise agreements for solid waste collection and
disposal services. At the meeting of November 2,2004, the Council directed Staffto solicit best and final
offers from Amador Valley Industries, Republic Services and Waste Management Inc. There is significant
work involved in this process that was not anticipated in the original scope of work provided in the
Agreement between the City and R3, therefore an amendment to the agreement is required. This
additional work is described in detail in the First Amendment to the Consulting Services Agreement
(Attachment 1).
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution approving the First Amendment to the
Consulting Services Agreement with R3 Consulting Group.
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H/cc-forms/agdastmt.doc
COPIES TO: Ric Hutchinson, R3 Consulting Group
ITEM NO. 4-: ~
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RESOLUTION NO. - 04
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN
*********
APPROVING FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH
R3 CONSULTING GROUP FOR SOLID WASTE PROCUREMENT SERVICES
WHEREAS, on April 6, 2004 the City Council approved a Consulting Services with R3
Consulting Group to assist the City in preparing a Request For Proposals and negotiating franchise
agreements for solid waste collection and disposal services; and
WHEREAS, the City Council has determined that it is in the City's best interest to request "best
and final" offers from the companies that submitted proposals for solid waste collection and disposal
services; and
WHEREAS, the original scope of work provided in the agreement did not anticipate the work that
is required to perform these additional services; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
approve the First Amendment to the Consulting Services Agreement with R3 Consulting Group attached
hereto; and
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 16th day of November, 2004.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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ATTACHMENT 1
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FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN
CITY OF DUBLIN AND R3 CONSULTING GROUP
This First Amendment to the Consulting Services Agreement between the City of Dublin and R3
Consulting Group ("Agreement") is made by and between the City of Dublin ("City") and R3 Consulting
Group("Consultant") this 16th day of November, 2004.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follow:
1. AMENDMENT OF AGREEMENT. Section 2 of the Agreement is hereby amended by increasing
the payment for services rendered from $79,950 to $105,060. Exhibit A Scope of Services is
hereby amended by the addition of Task 5 attached hereto and Exhibit B Compensation Schedule
is hereby amended by the addition of Task 5 attached hereto.
2. OTHER TERMS OF AGREEMENT TO REMAIN IN EFFECT. All other terms and conditions of the
Agreement shall remain in effect.
3. CONFLICTING TERMS. Wherever the terms of this Amendment and the terms and conditions of
the Agreement conflict, the terms of this Amendment shall be deemed to supersede the conflicting
terms of the Agreement.
CITY OF DUBLIN
CONSULTANT
RICHARD C. AMBROSE; CITY MANAGER
RICHARD J. HUTCHINSON, PRINCIPAL
First Amendment to Consulting Services Agreement between
City of Dublin and R3 Consulting Group
November 16, 2004
Page 1 of 1
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EXHIBIT A
SCOPE OF SERVICES
Consulting Services Agreement between
City of Dublin and R3 Consulting Group--Exhibit A
Project Approach
On November 2, 2004, the Dublin City Council requested that
companies that had proposed on the Collection and Disposal
Services RFP submit a "best & final" offer to the evaluation team by
November 16, 2004. At the same time, the evaluation team was
directed to review and evaluate the "best & final offers" and prepare
a staff report and recommendation for the December 6, 2004 special
Council session. At the request of the City, R3 has prepared the
following scope of services to assist in the review and evaluation of
the "best & final" offers from the Collection and Disposal Service
proposers.
Work Task
This section details R3' s work tasks for providing the requested
services and is a continuation of the original Scope of Services.
Task 5:
Evaluation of "Best & Final" Offers
Task 5.1 Preparation of "Best & Final Documents and
Forms
R3 will prepare a draft of the Instructions to Proposers which will be
presented as Addendum 4 to the RFP and will include the following
documents and forms.
· Instructions for preparing "best & final" offers for Collection
and Disposal proposers;
· Submittal of signature pages for Collection and Disposal
Service proposers;
· Updated Collection Compensation Proposal forms D-1
through D-4 and D-6 through 0-8;
· Updated Disposal Rate Forms E-1 through E-5;
· New Collection Service Information Forms to gather data
regarding the information used by the proposers to develop
their Collection Compensation proposals, including number
and type of vehicles, number of routes by type of service,
number of drivers & helpers, number of trips by type of
service, tonnage collected, tonnage disposed and tonnage
diverted by type of service, and customer census data.
The Addendum will be submitted to the City for review, finalized
and delivered to the proposers.
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Scope of Services
Task 5
R..3
Page- 1
Scope of
Services
Q3
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Task 5.2
Proposer Meetings
As part of the evaluation team, R3 will meet with the proposers
during the week of November 8, 2004 to discuss the status of their
submittal and to answer questions and provide direction during the
preparation of the documents. This will help ensure that the final
documents are complete and prepared in the manner directed by
Council.
Task 5.3 Evaluation of "Best & Final" Proposals
R3 will assist the City in evaluating the "best and final" proposals.
For this task, R3 will be responsible for the following:
· Preparing written responses to questions received during
the re-submittal process;
· Assisting the evaluation committee with the evaluation of
each proposal;
· Preparing an evaluation matrix to easily compare the
proposed collection compensation and disposal rates for
each service or program;
· Scheduling and conducting interviews with the proposers if
needed;
· Preparing written request for clarification to the proposers,
as necessary;
· Negotiating proposed program changes and the related
contractual language changes developed by the three
proposers as part of the submittal of "best and final:
submittals; and
· Developing financial comparisons of alternate cost and
compensation scenarios for Collection and Disposal Service
proposals.
Task 5.4 Council Report and Presentation
R3 will assist the City in developing the Council staff report and
presentation on the evaluation results and presenting that report to
the Council to the December 6, 2004 meeting.
For this task R3 will be responsible for:
· Assisting in the preparation of the staff report to Council on
the results of the evaluation;
· Assisting in the development of the Council presentation;
and
·
Attendance and participation at the December 6, 2004
Council Session.
Task 5.5 Additional Negotiations with Selected
Contractor(s), and Finalization of Revised
Franchise Agreements for City Council Approval
R3 will participate in Franchise Agreement negotiations with the
selected contractor(s). Negotiations will focus on c1arifyingchanges
in the contractor's service and cost proposals and finalizing
contractual language developed as a result of the "best and final"
process. Based on similar project experience, we anticipate a series
of offers and counter-offers with the selected contractor(s) over an
approximate two-week period.
For this task, R3 will be responsible for:
· Participating in negotiations with the selected contractor(s).
Negotiations will focus on clarifying the contractors' service
and cost proposals, finalizing contractual language,
developed as the result of the submittal of "best & final"
offers. This task will also include clarification of the
proposed collection compensation and disposal rates;
· Preparing a listing of outstanding service, cost, and
Franchise Agreement issues to be negotiated with the
contractor(s);
· Revising the Franchise Agreement(s) based on the results
of the "best and final" negotiation sessions; and
· Assisting in the presentation of the results of the final
negotiations of the "best & final" submittals to the City
Council.
Scope of
Services
(P'1{Þ
Q3
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COMPENSATION SCHEDULE
Consulting Services Agreement between
City of Dublin and R3 Consulting Group--Exhibit 8
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Scope of
Services
Project Budget
The project budget table below provides a not-to-exceed cost
estimate for Task 5.
Task Hours Cost
Task 5.1: Preparation of "best & final" 6 $ 810
documents and forms
Task 5.2: Proposers Meetings 20 $ 2,700
Task 5.3: Evaluation of "Best & Final" 48 $ 6 ,480
Proposals
Task 5.4: Council Report and Presentation 32 $ 4,320
Task 5.5: Negotiation and Execution of 80 $10,800
Revised Franchise Agreement(s)
Totals 186 $25,110
Q3
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