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HomeMy WebLinkAboutSolid Waste Rate Design Services Request for QualificationsCITY OF BOZEMAN REQUEST FOR QUALIFICATIONS AND PROPOSALS FOR SOLID WASTE SERVICES AND RATE DESIGN PROJECT The City of Bozeman, Montana is seeking the services of a highly qualified Consultant in the Solid Waste field with comprehensive experience in all aspects of providing solid waste services, including recycling services, to residential and commercial customers. The ideal firm will have historical experience and expertise in the analysis of cost of service, rate design, budgeting, projections, equipment requirements and maintenance. All proposals must contain the following information: 1. Project management chart. 2. Proposed general time schedule, including start and completion dates. 3. Specific current workloads of the proposed project team members. 4. At the discretion of the firm, no more than five typewritten single spaced pages, more fully describing the firm’s qualifications for the specific project. 5. At the discretion of the firm, a company brochure. Five copies of the proposal must be submitted no later than 5:00 p.m. on Friday, March 4, 2011 to: Solid Waste Superintendent, City of Bozeman 121 North Rouse Avenue P.O. Box 1230 Bozeman, MT 59771-1230 Responses received after 5:00 p.m., on this date will not be considered. Copies of the submittal requirements, proposed Scope of Services and Qualifications Evaluation Criteria are available at www.bozeman.net, and at the City Clerk’s Office, 121 North Rouse Avenue, Bozeman, MT 59771-1230, or by calling 406-582-2321 during normal business hours. This Request for Proposals and Qualifications will be published in: The Bozeman Daily Chronicle, on the following dates: January 9, 2011 and January 23, 2011, and The December 2010 issue of Waste and Recycling Magazine. The City of Bozeman reserves the right to reject any and all Requests, and to waive any informality in the Requests received. The City of Bozeman is an Equal Opportunity Employer. DATED at Bozeman, Montana, this 20TH day of December, 2010. _______________________________ Stacy Ulmen, CMC City Clerk Posted in the Bozeman Daily Chronicle Sunday, January 9, 2011 Sunday, January 23, 2011 Page 1 of 6 CITY OF BOZEMAN, MONTANA REQUEST FOR QUALIFICATIONS AND PROPOSALS FOR SOLID WASTE SERVICES AND RATE DESIGN PROJECT DECEMBER, 2010 The City of Bozeman (City) is seeking the services of a highly qualified Consultant in the Solid Waste field with comprehensive experience in all aspects of providing solid waste services including recycling services to residential and commercial customers. The ideal firm will have historical experience and expertise in the analysis of cost of service, rate design, budgeting, projections, equipment requirements and maintenance. All proposals must contain the following information: 1. Project management chart. 2. Proposed general time schedule, including start and completion dates. 3. Specific current workloads of the proposed project team members. 4. At the discretion of the firm, no more than five typewritten single spaced pages, more fully describing the firm’s qualifications for the specific project. 5. At the discretion of the firm, a company brochure. Five copies of the proposal must be submitted no later than 5:00 p.m. on Friday, March 4, 2011 to: Solid Waste Superintendent, City of Bozeman 121 North Rouse Avenue P.O. Box 1230 Bozeman, MT 59771-1230 Responses received after 5:00 p.m., on this date will not be considered. Overview: The City of Bozeman is a major growth center in Montana with a 2009 population of 39,442, which includes students of Montana State University. The Bozeman 2020 Growth plan projects a population of 54,500 for 2015 and 69,500 for 2020, but the recent economic downturn has slowed the more recent rapid growth somewhat. In 2009 the City had 17,124 dwelling units that break down as follows: 36% single family units 8% town houses 12% duplex 5% triplex 10% fourplex Page 2 of 6 27% multi- family apartments 2% misc. The Solid Waste Division is comprised of four types of service: Residential, Commercial, Roll- off and Curb-side Recycling. Each subdivision is a profit center which competes with private firms for the limited number of customers. The City services 6,850 residential accounts, 958 curbside accounts, 260 Commercial accounts and in 2009 as the most representative year, the Roll-off section serviced 430 accounts. The Division competes with Republic Waste and L&L Site Services for Residential, Commercial and Roll-off business, and with two private recyclers, Gone Green Curbside Recycling and J&K Recyclers. The Gallatin County Waste Management District has eight recycling free drop-off locations throughout the City. City recycling collects paper/cardboard, plastic, and tin and aluminum cans. Private curbside recycling companies also collect glass. The City is a member of the Gallatin County Solid Waste Management District. The Division hauls its waste and construction debris 26 miles one way to the Logan Landfill, which is operated by the Gallatin County Solid Waste Management District. The curbside recycling subdivision delivers its pay load to Full Circle Recycling, a one way distance of 12 miles from the center of Bozeman. The Collection Division currently collects Old Corrugated Cardboard from some commercial customers, and that product is delivered to Pacific Steel and Recycling, located in Bozeman city limits. Scope of Services: The Solid Waste Division is seeking a thorough analysis of the existing costs of providing service including: a review of Montana Solid Waste Law, including recycling laws; a well planned and detailed rate analysis of the market as a whole that can be used to measure the revenues required to provide the desired level of service for our various operations; identification of fair, equitable, sustainable and defensible customer rates; and best management practices. The selected Consultant will be responsible for the following tasks and deliverables: 1. Complete a cost of service analysis by service by subdivision; including: a. Provide a recommendation for a rate matrix by container size and frequency that considers solid waste best practices. b. Compare existing rates to recommended rates for each service. Recommend implementation strategy (phased vs. all-at-once, etc.). c. Specifically address a recommendation on elderly/low and moderate income rate reductions for solid waste services. d. Describe any benefits and avoided costs of the curbside recycling program. e. Review rate setting policies, and make recommendations on how future cost increases should be treated in existing rate matrix. Page 3 of 6 f. Based on proposed rate matrix, give a projection of Division growth needs and revenue estimates for next 5 years, specifically describing how you recommend each service growing in the future. 2. Analyze current operations and make best-practices recommendations to meet City goals; including: a. Analyze current routes; number of accounts served/time to serve; make recommendations on ways to improve service delivery. b. Evaluate and recommend equipment replacement schedule and funding for 5 years c. Evaluate fleet maintenance costs and provide recommendations d. Analyze purchase of available routing soft/hardware, including its ability to interface with the City’s current financial software program and provide return on investment for the City’s operations e. Review and analyze current budgets, administrative overhead, operational costs, and fund reserves. Make recommendations on industry best practices. 3. Specific Deliverables: a. Submit a Preliminary Draft Report to City Staff for their review and comments. b. Presentation of a Final Draft Report at a public meeting to the City Commission for their review and comment, with comments received from the Preliminary Draft Report review addressed in a final report c. Submit a Final Report that contains the analysis and recommendations, including best practices changes. This report should be suitable for adoption by the City Commission. After a contract is signed the City will provide the selected consultant with budgets, operational data accounts volumes and current rate structure. QUALIFICATIONS EVALUATION CRITERIA SOLID WASTE SERVICES AND RATE DESIGN PROJECT Respondents to the Request for Proposals (RFPs) shall be evaluated on the following criteria and the requirements of 18-8-201 et seq. MCA with the selection committee choosing, in its opinion, the most qualified firm to provide the services required for the proposed project: 30% -- The qualifications of professional personnel to be assigned to the project 40% -- Related experience on similar projects, including the number of similar analysis and studies done; the number of studies done in areas where the customer did not have exclusive hauler rights; experience with analysis and implementation of routing software programs 15% -- Capability to meet project schedule and budget requirements 5% -- Location of firm in relation to project 5% -- Present and projected workloads 5% -- Recent and current work for the City of Bozeman shows good attention to detail A minimum of three (3) references shall be submitted with the submittal. Each firm will be ranked in accordance with each of these main disciplines listed in the Scope of Services section included in the Request for Qualifications. At the City’s discretion, a selection of finalists to be interviewed may be made by a selection committee representing the City of Bozeman (City), otherwise, the selection will be based on an evaluation of the written responses to the RFPs. Award will be made following contract negotiations to the most qualified firm at a price which the City determines to be fair and reasonable taking into account the estimated value of services to be rendered, as well as the scope, complexity, and professional nature thereof. If the City is unable to negotiate a satisfactory contract with the firm initially selected at a price the agency deems to be fair and reasonable, negotiations with that firm will be formally terminated and the agency shall select another firm in accordance with 18-8-204 MCA, and continue until an agreement is reached or the process is terminated. All submitted proposals must be complete and contain the information required as stated in the "Request for Qualifications" EOE/ADA. The City of Bozeman makes reasonable accommodations for any known disability that may interfere with an applicant’s ability to compete in the recruitment and selection process or an employee’s ability to perform the essential duties of the job. For the City to consider any such accommodation, the applicant must make known any needed accommodation. Page 4 of 6 The City of Bozeman does not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, or disability in employment or the provision of services. This policy does not preclude discrimination based upon bona fide occupational qualifications or other recognized exceptions under the law. Discrimination in the performance of any contract awarded under this Request for Qualifications and Proposals on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. Every entity submitting under this Request for Qualifications and Proposals must sign and return the required affirmation found on page 7 of 7 of this Request. Page 5 of 6 AFFIRMATION _______________________________________ [name of entity submitting] hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability in the performance of work performed for the city of Bozeman, Montana, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will contain a provision prohibiting discrimination as described above and that this prohibition shall apply to the hiring and treatment of the _____________________________________ [name of entity submitting] employees and to all subcontracts it enters into in performance of the agreement with the City of Bozeman, Montana. ____________________________________ Signature ____________________________________ Printed name of person authorized to sign on behalf of the respondent Page 6 of 6