HomeMy WebLinkAbout2018-10-22 PT 2018 Solid Waste Collection RFP final
City of Port Townsend
Request for Proposal
GARBAGE, RECYCLABLES, & YARD DEBRIS
COLLECTION
October 2018
REQUEST FOR PROPOSALS
City of Port Townsend - Request for Proposals
Garbage, Recycling, and Yard debris Collection and Disposal/Marketing Services
Table of Contents
SECTION 1: INFORMATION FOR PROPOSERS
.......................................................................................................... 1
1.1INTRODUCTION
............................................................................................................................................ 1
1.2EXISTINGCOLLECTIONSYSTEM
..................................................................................................................... 2
1.3GENERALTERMS
.......................................................................................................................................... 4
1.3.1 General Scope of the New Contract; Base Proposal
................................................................................ 4
1.3.2. Alternatives
......................................................................................................................................... 5
SECTION 2: INSTRUCTIONS TO PROPOSERS
............................................................................................................ 5
2.1DEFINEDTERMS
........................................................................................................................................... 6
2.2CITYCONTACTANDCOPIESOFPROPOSALDOCUMENTS
............................................................................... 7
2.3EXAMINATIONOFPROPOSALDOCUMENTS
.................................................................................................. 7
2.4INTERPRETATIONS,SCHEDULEANDADDENDA
.............................................................................................. 8
2.5PROPOSALSECURITYBOND
.......................................................................................................................... 9
2.6CITYINVESTIGATIONSANDPROCESSDECISIONS
......................................................................................... 10
2.7PROPOSALS
................................................................................................................................................ 11
2.8PREPARATIONOFPROPOSALFORMS
.......................................................................................................... 11
2.9SUBMISSIONOFPROPOSALS
....................................................................................................................... 12
2.10MODIFICATIONORWITHDRAWALOFPROPOSALS
..................................................................................... 12
2.11PROPOSALEVALUATION
........................................................................................................................... 12
2.11.1 Evaluation Criteria
............................................................................................................................ 12
2.11.2 Process
............................................................................................................................................. 13
2.12SERVICESSTARTDATE
............................................................................................................................... 14
2.13PUBLICDOCUMENTSANDDISCLOSURE
..................................................................................................... 14
2.14DISCLAIMEROFCOSTS
.............................................................................................................................. 14
2.15INSTRUCTIONSFORSUBMITTINGARESPONSIVEPROPOSAL
...................................................................... 15
2.15.1 Obtain Proposal Documents
.............................................................................................................. 15
2.15.2 Conduct Investigation Deemed Necessary
......................................................................................... 15
2.15.3 Submit Responsive Proposal
.............................................................................................................. 15
2.16PROCESSINTEGRITYREQUIREMENTS
........................................................................................................ 15
SECTION 3: PROPOSAL INSTRUCTIONS AND FORMS
............................................................................................ 16
3.1PPGF
ROPOSAL REPARATION UIDELINES AND ORMAT
B.1 Proposer
................................................................................................................................................ 17
B.2 Resumes
................................................................................................................................................ 17
B.3 Litigation and Violations
........................................................................................................................ 18
B.4 Subcontractors
...................................................................................................................................... 18
B.5 Experience
............................................................................................................................................. 18
C.CMO
........................................................................................................ 18
OLLECTION AND ANAGEMENT PERATIONS
C.1 Garbage, Recycling and Yard debris Collection and Handling
.................................................................. 19
C.2 Billing Support and Customer Service Support
........................................................................................ 19
C.3 Transition and Implementation Plan
...................................................................................................... 20
D. IPI
........................................................................................................ 20
MPLEMENTATION AND UBLIC NFORMATION
E. BCM
......................................................................................................................... 21
ASE ONTRACT ODIFICATIONS
3.2 PROPOSAL FORMS
......................................................................................................................................... 22
FORM 1COVER SHEET AND GENERAL INFORMATION
FORM 2A/BPRICE PROPOSAL
FORM 3 CONTRACTOR’S PROPOSAL DEPOSIT SURETY BOND
FORM 4IDENTIFICATION OF PERFORMANCE SECURITY
FORM5CERTIFICATIONOFPROPOSAL-DECLARATIONANDUNDERSTANDING
SECTION 4: APPENDICES
Appendix A: Base Draft Contract
Appendix B: Contractor-Reported Data
Appendix C: Form 2a, 2b
SECTION 1: INFORMATION FOR PROPOSERS
1.1 INTRODUCTION
The City of Port Townsend (“City”) is requesting Proposals from qualified Proposers for solid
waste collection services within the city. This Request for Proposals (“RFP”) is for the following
services: residential and commercial garbage, recycling and yard debris collection only
(“Services”). All collected materials from all streams will be delivered to the County waste
management facility adjacent to the City. The initial contract (“Contract”) term shall be for ten
years, from April 1, 2020 through March 31, 2030; provided that the City shall have a unilateral
option for up to two additional extensions of up to one year each.
The City is seeking a continuation of the existing solid waste collection services system with
various service improvements and revisions as described in the attached base contract (“Base
Contract”). The City will award one comprehensive Contract for the entire city. The City also
seeks specified collection system and Contract alternatives, as described in RFP Section 1.3.2.
The City reserves the right to choose some, all, or none of the alternates proposed.
Proposers shall complete a Base Proposal, based on the Services described in the attached Base
Contract (in Section 4); with the costs of alternatives separately identified on the specified rate
proposal forms.
Preliminarily, for the purposes of consistency and clarity the defined terms of the Base Contract
retain those defined in this RFP. Defined terms are generally capitalized and are applicable to
the singular and plural, or masculine or feminine.
This RFP is organized into four sections:
Section 1: Information for Proposers provides background information regarding the City’s
solid waste handling system (the “System”) and generally describes the services to be
performed by the Contractor according to the terms of the System.
Section 2: Instructions for Proposers provides instructions for submitting a responsive
Proposal, and includes the procedures the City will follow in choosing the highest rated
proposed contractor or “Selected Proposer”.
Section 3: Proposal Forms includes the questions that must be answered and the forms that
must be completed for a Proposal to be considered responsive to the RFP.
Section 4: Appendices include: (A) the Base Contract for the System and Service Area map that
will be entered into by the City and the Contractor, potentially subject to revisions during
finalization as described in this RFP. The Base Contract reflects the base proposal and will be
revised to incorporate any alternatives, proposed contract modification or other changes
City of Port Townsend Request for Proposals 1 October, 2018
selected by the City; (B) 2017 collection data from the City’s current solid waste collection
service contractor; (C) RFP Form 2a; and (D) RFP Form 2b.
1.2 EXISTING COLLECTION SYSTEM
This section generally describes the existing solid waste collection system or “System”.
Carefully review the Base Contract (attached as Appendix A this RFP) to determine the scope of
operations envisioned under the new Contract.
DM Disposal, Inc. is the City’s current contractor. Services include residential, commercial
detachable container and drop-box lines of business. A total of approximately 4,400 single-
family customers and 520 commercial and multifamily customers are provided service. Garbage
collection is mandatory within the city. The contractor provides all collection, customer service,
and customer billing functions. Additional information on the City’s solid waste collection
program is available on the City’s website at: http://cityofpt.us/garbagerecycling.html. Current
rates include a 10% administrative fee paid to the City.
Appendix B includes full-year 2017 collection data provided by the contractor, including
customer counts by service level and tonnages by material stream and customer sector.
Contractor gross revenues in 2018 are expected to be approximately $1.8 million.
Single-Family Collection
Single-family residences are provided weekly or every-other-weekly collection of garbage,
every-other-week recycling, and every-other-week yard debris collection. Recycling and yard
debris collection are provided on alternating weeks. Both recyclables and yard debris collection
are provided at no additional charge, as part of garbage collection. Single-family customers
also receive a Spring clean-up service at no additional charge which includes up to 3 bags/cans
of additional garbage, 3 cans of additional yard debris, and one appliance each year.
Residents currently use either contractor-provided carts or their own containers for garbage
collection. The recycling system is currently based on the use of 3 bins, one bin for paper, one
bin for glass, and the remaining bin for mixed containers (excluding glass). The yard debris
system is also based the use of carts or cans.
The City intends to implement several efficiency improvements under the new collection
contract. Single-Family garbage collection will be shifted to a cart-based system and be
universally every-other-week instead of the current practice of running all routes weekly, but
offering lower every-other-week rates. The new contract will include provisions for a premium
weekly service that will be available to customers with special needs, at a much higher rate.
The new base contract will continue every-other-week year-around yard debris service. The
base contract envisions the continuation of the existing every-other-week recycling system, but
proponents are encouraged to propose alternative containerization that would reduce
contamination and increase the marketability of recyclables, while retaining local processing.
City of Port Townsend Request for Proposals 2 October, 2018
Multifamily Collection
Multifamily residences are provided with a full range of container options for garbage service as
well as a recycling program that accepts the same materials as are handled by the single-family
recycling program. Multifamily recycling collection is provided through carts and/or detachable
containers. The multifamily recycling program is provided for all customers with the costs
included in garbage collection fees.
Commercial Collection
Commercial garbage collection is provided through the use of contractor-owned carts,
detachable containers and drop-boxes, as well as possibly some customer-leased containers.
All detachable containers are currently serviced by rear-loaders and are therefore limited in
size. A range of sizes and collection frequencies is available to customers. Many containers are
clustered in enclosures (particularly in downtown areas) and tight quarters limit access by large
trucks. Daily collection is offered for both carts and containers in the downtown area due to
the large tourist inflow. Some discussion has occurred between the City and the current
contractor around the possible use of key-card drop-box compactors to be shared among
multiple customers, but this approach is not currently used.
Limited commercial recycling is offered under the current contract, primarily cardboard
collection, but cart-based services are available for other recyclable materials.
Containers
The current contractors provide service through the use of customer garbage cans and/or their
own carts, detachable containers and drop-boxes. The City’s current contract does NOT include
provisions for the City to gain ownership of all containers at the end of the contract. The base
contract specifies new carts and allows used carts as an alternative. Detachable containers and
drop-boxes may be new or used. The new contract will be based on the use of universal
garbage and yard debris carts provided by the contractor to all single-family customers.
Recycling bins or alternative containers will also need to be provided.
Processing/Disposal
All collected garbage, recyclables and yard debris shall be delivered to the Jefferson County
solid waste system.
Administration
The City manages solid waste functions through its Public Works Department. Staff administers
collection contracts, interfaces with state, regional and local agencies, develops and
administers policy on solid waste as well as a range of conservation and sustainability issues,
City of Port Townsend Request for Proposals 3 October, 2018
develops strategic partnerships and programs, and coordinates related outreach, marketing
and education within the community.
Customer rates currently include a 10% administrative fee and are also assessed a 22% utility
tax (itemized on bills).
Proposal Form 2 provides a listing of the base service levels and alternatives for the new
Contract and customer counts (where available) for services provided under the current solid
waste collection system. Proposed Form 2 customer rates shall not include the administrative
fee.
1.3 GENERAL TERMS
1.3.1 General Scope of the New Contract; Base Proposal
The City is requesting Proposals from qualified Proposers for solid waste collection services
(“Services”) within the Service Area. These Services include: garbage, recyclables and yard
debris collection for all sectors and the delivery of all materials to the Jefferson County waste
management system, which provides garbage transfer and disposal, recycling processing and
marketing, and yard debris composting (at a facility operated by the City).
The Contractor selected as a result of this RFP process shall be responsible for all aspects of the
contracted-for Services, including but not limited to providing equipment, labor, supervision
and supplies necessary to perform the Services. The Contractor shall be responsible for
providing carts, detachable containers and drop-boxes necessary for all collection services to
city customers. In addition, the selected Contractor shall produce and distribute public
information about recycling, collection schedule changes (such as holiday hours) and the
promotion of new collection services. Although the Contractor will have primary responsibility
for all customer materials (subject to City review), the City may choose to develop some
materials for the Contractor to print and distribute to customers.
The Contractor shall be responsible for providing all customer service functions relating to
service delivery including informing customers of potential service levels and charges, receiving
and resolving customer complaints, dispatching Drop-box Container pick-ups and special
collections, and preparing and sending out bills to all residential and commercial customers.
The City intends to procure, at a minimum, those Services required as part of the Base Proposal
for the collection system and other services as described in the Base Contract. Proposers
responding to this RFP shall provide Proposals that meet the requirements of this RFP, including
the Base Proposal requirements as such are set forth in the Base Contract, attached to this RFP
as Appendix A. The description set forth in this RFP Section 1.3.1 is a general description and
summary of the City’s requested Services and shall not be the basis for any dispute over the
City’s requirements for either its (1) Base Proposal or (2) selection of a Contractor. The specific
City of Port Townsend Request for Proposals 4 October, 2018
Base Contract provisions for the Base Proposal are not repeated in this RFP; Proposers must
carefully review the Base Contract for specific requirements.
1.3.2. Alternatives
Proposers shall also provide pricing for the following alternatives:
1.Weekly Single-family Recycling Collection: The Base Contract includes every-other-
weekly single-family recycling collection. Under this alternative, recycling collection
would be shifted to weekly.
2.Single-family Cart-based Recycling Collection: The Base Contract assumes a
continuation of the existing separation and containerization of materials using open bins
and every-other-week collection. Under this alternative, that system would be replaced
by either a fully commingled or a partially commingled (with glass in a separate bin)
cart-based system that allows for semi- or fully-automated collection. Collection would
remain at the same every-other-week frequency.
3.Weekly Single-family Yard Debris Collection: The Base Contract includes every-other-
weekly single-family yard debris collection. Under this alternative, yard debris collection
would be shifted to weekly.
4.City Billing: The Base Contract continues contractor-billing for all accounts. Under this
alternative, billing would be shifted back to the City to assist with mandatory collection
enforcement. The contractor would still be responsible for all customer service
functions and would provide the City with a download of customer billing data in a
format suitable for use with the City’s utility billing system. The City would pay the
contractor for services at the contract rates.
5.Alternative Service Fee Escalation Component #1: The draft contract includes a
Consumer Price Index escalator. Under this alternative, the BLS CPI for Water, Sewer
and Trash would be substituted as the index used to calculate annual service fee
escalations. The floor and ceiling limits contained in the draft contract would be
retained with the alternative escalator.
6.Alternative Service Fee Escalation Component #2: The draft contract includes a
Consumer Price Index escalator. Under this alternative, instead of an CPI index, a flat
3.5% increase would be used to calculate annual service fee escalations.
Directions for presenting rates for these alternatives are provided in the Form 2 instructions in
Section 3 of this RFP.
SECTION 2: INSTRUCTIONS TO PROPOSERS
City of Port Townsend Request for Proposals 5 October, 2018
2.1 DEFINED TERMS
Terms used in these Proposal Documents that are defined in the RFP and/or Base Contract have
the meanings assigned to them therein.
“Base Contract” means the Comprehensive Garbage, Recyclables, and Yard debris Collection
Contract, to be the basis for the contract entered into by the City and the Selected
Proposer(s) after completion of the RFP process and is to be the basis for all Proposer rate
proposals. A copy of the Base Contract is attached to this RFP in Appendix A.
“Base Proposal” means the proposal submitted by a Proposer based on the Base Contract
and that meets the requirements of the RFP.
“City” means the City of Port Townsend, a municipal corporation of the State of
Washington.
“Contract” means the contract executed by the City and the Selected Proposer for the
Services.
“Contractor” means the Selected Proposer that has entered into the Contract with the City
related to the Services.
“Day” or “Days” means calendar days unless otherwise specified.
“Proposer” means a vendor that submits a Proposal to the City in response to this RFP.
“Proposal” means a formal response to the RFP submitted by a Proposer to the City. A
Proposal is considered a “Responsive Proposal” if it includes all necessary documents,
information, security, rates, proposed modifications to the Base Contract in compliance
with the RFP.
“Proposal Documents” include the Advertisement for Proposals and the Request for
Proposals, including the Information for Proposers, the Instructions to Proposers, the
Proposal Forms and the Base Contract, together with any attached or referenced
appendices, exhibits or addenda.
“RFP” means these procurement documents.
“Selected Proposer” means the Contractor to whom the City makes an award as provided in
the Award of Contract section of these Instructions to Proposers.
“Services” mean all collection and processing services and associated functions addressed in
the Base Contract.
City of Port Townsend Request for Proposals 6 October, 2018
2.2 CITY CONTACT AND COPIES OF PROPOSAL DOCUMENTS
Complete sets of the Proposal Documents shall be used in preparing Proposals, and may be
obtained by written request from:
Greg Lanning, Public Works Director
City of Port Townsend
250 Madison Street
Port Townsend, WA 98368
(360) 379-5090
GLanning@cityofpt.us
In making copies of the Proposal Documents available, the City does so only for the purpose of
obtaining Proposals on the Services, and does not confer a license or grant for any other use of
these documents.
2.3 EXAMINATION OF PROPOSAL DOCUMENTS
It is the responsibility of each Proposer to do the following before submitting a Proposal:
Notify the City in writing of the Proposer’s interest in this RFP and provide the name, e-mail
address and phone number of the person to whom RFP addenda and related information
should be directed. An e-mail to the City’s contact listed in Section 2.2 shall be considered
written notice for purposes of this Section 2.3. The City shall not provide addenda or other
information to any Proposer that has not provided written notice as required pursuant to
this Section 2.3.
Carefully examine all of the Proposal Documents and any related attachments.
Become familiar with local conditions that may affect costs, implementation, progress,
performance or furnishing of the services or equipment required under the Base Contract.
Consider federal, state and local laws, statutes, ordinances, regulations and other applicable
laws, executive orders and/or guidelines (“Laws”) that may affect costs, implementation,
progress, performance or furnishing of the services or equipment required under the Base
Contract, including, but not limited to, applicable regulations concerning: industry wage
rates; nondiscrimination in the employment of labor; minority- and women-owned business
enterprise requirements; protection of public and employee safety and health;
environmental protection; protection of natural resources; fire protection; emergency
preparedness; solid waste handling facility standards and permits; and other permits, taxes
and fees.
City of Port Townsend Request for Proposals 7 October, 2018
Submit any questions concerning the Proposal Documents in writing to the City in a timely
fashion in order that the questions may be answered in an addendum to be issued by the
City.
Notify the City in writing of any conflicts, errors, omissions or discrepancies in the Proposal
Documents.
Obtain all required signatures on the Proposal Forms.
Before submitting a Proposal, each Proposer shall, at the Proposer’s own expense, make or
obtain any additional examinations, investigation, research and studies, and obtain any
additional information and data that may affect costs, implementation, progress, performance
or furnishing of the services or equipment required under the Base Contract, and that the
Proposer deems necessary to determine its Proposal.
Proposers are expected to be knowledgeable about the Service Area, to understand the City’s
terrain, streets and alleys, and to be knowledgeable concerning the locations for garbage cans,
carts, detachable containers and other receptacles used for garbage, recycling and yard debris
collection. Proposers are also expected to confirm and assure to the City’s satisfaction that
their equipment and personnel can make the collections and provide the Services called for
under the Base Contract.
Finally, Proposers are expected to be knowledgeable about customer service, service standards,
complaint resolution, quality management, applicable Port Townsend Municipal codes, and
other matters necessary to ensure and provide high quality customer service throughout the
term of the Contract.
2.4 INTERPRETATIONS, SCHEDULE AND ADDENDA
All questions concerning the meaning or intent of the Proposal Documents and notifications
concerning any conflicts, errors, omissions or discrepancies in the Proposal Documents are to
be directed, in writing (e-mail preferred), to the contact person specified in Section 2.2.
Questions shall be received by 4:00 PM on November 5, 2018, in order to be considered.
Questions unresolved through the industry review process regarding interpretations of Base
Contract language or provided service/tonnage data shall be asked at this point in the process.
The City may, at its option, allow additional round of questions after that date. The City will
answer all questions via written addenda to this RFP to all Proposers who have provided notice
of its interest pursuant to Section 2.3. Proposers shall note receipt of each addenda on the
completed Form 5 (Certification) submitted with a Proposal. The City reserves the right to
modify the proposed Base Contract or any of the other Proposal Documents prior to the receipt
of Proposals with notice to parties that submitted a written notice and request for Proposal
Documents pursuant to Section 2.3.
City of Port Townsend Request for Proposals 8 October, 2018
The Selected Proposer(s) shall be expected to execute the proposed Base Contract as included
in this RFP, with only such amendments provided by the City via RFP addendum or as necessary
to finalize the contract.
The City has set the following schedule for receipt and review of the Proposals. The City
reserves the right to modify this schedule if deemed necessary.
PROCESS SCHEDULE (All times Pacific Standard Time)
Event Time Frame
Release Final RFP to Known Interested Parties October 22, 2018
Deadline for Proposer Questions 4:00 PM PST November 5, 2018
Proposals Due 4:00 PM PST January 14, 2019
Proposal Evaluation, Interviews, Clarifications January/February, 2018
Selection, Finalization of Contract February/March, 2018
Recommendation to City Council April, 2019
City Executes Contract April, 2019
Contractor Delivers Transition/Implementation Plan May, 2019
Container Delivery or Relabeling March, 2020
Start of Collection Services April 1, 2020
The submission of a Proposal shall constitute an incontrovertible representation by the
Proposer that the Proposer has complied with every requirement of these Instructions to
Proposers, that without exception the Proposal is premised on Proposer being able and willing
to perform and furnish the services, labor and equipment required by the Proposal Documents
by such means, methods, techniques, sequences or procedures as are required by the Proposal
Documents, and that the Proposal Documents are sufficient in scope and detail to indicate and
convey understanding of all terms and conditions for performance and furnishing of the
services and equipment required under the Base Contract.
2.5 PROPOSAL SECURITY BOND
Each Proposal shall be accompanied by a Proposal Security Bond (“PSB”) made payable to the
City of Port Townsend in the amount of Ten Thousand Dollars ($10,000) and in the form of the
Proposal bond as provided in the Proposal Forms.
The PSB from the Selected Proposer shall be retained by the City until that Proposer has
executed the Contract and furnished insurance and a performance and payment bond as
required pursuant to the Contract, whereupon the PSB shall be released. If the Selected
Proposer fails to execute and deliver the Contract, as negotiated, and fails to deliver required
Contract documents within one week after the Contract is finalized and ready for execution, the
City may withdraw its offer to contract with the Selected Proposer, and the PSB of that
Proposer shall be forfeited, with no exceptions.
City of Port Townsend Request for Proposals 9 October, 2018
The PSB shall be retained as liquidated damages by the City, and by submittal of a Proposal, the
Proposer agrees that this sum is a fair minimum estimate of the amount of damages that the
City will sustain in the event that the Selected Proposer fails to execute the Contract or furnish
proof of insurance acceptable to the City. The City does not waive its rights to recover
additional damages it incurs above the PSB amount.
The PSB of other Proposers whom the City believes to have a reasonable chance of receiving
the Contract award may be retained by the City until after (1) the Contract execution, or (2) 180
days after the Proposal opening, whichever is earlier, whereupon the PSB furnished by such
Proposers shall be released. PSB with Proposals that are not found to be responsive shall be
returned no later than 60 days after the Proposal opening.
2.6 CITY INVESTIGATIONS AND PROCESS DECISIONS
As part of the RFP evaluation process, the City reserves the right to do any or a combination of
the following:
Contact staff from other jurisdictions regarding their experiences with Proposer;
Visit a Proposer’s facilities, including proposed processing facilities, and view proposed
vehicles and equipment;
Meet the Proposers’s personnel, including interviewing the Proposers’s existing route,
operations, management, financial and customer services personnel during the
performance of their regular duties;
Retain independent consultants for assistance in evaluating Proposals and provide proposal
materials to those consultants;
Request clarification or additional information from a specific Proposer in order to assist in
the City’s evaluation of a Proposal;
Require changes in the Base Contract that the City deems necessary;
Decline to award a Contract for the Services as a result of this RFP process;
Discontinue negotiations with the Selected Proposer or any Proposer, and commence
discussions with any other responsive Proposer;
Withdraw the RFP and reject any or all Proposals;
Not award to any or all Proposers and issue a subsequent request for bids or request for
proposals based on refinements of concepts proposed in response to this RFP or otherwise;
City of Port Townsend Request for Proposals 10 October, 2018
Enter into extensions of the existing contracts with the City’s current solid waste collection
services providers; or
Seek other investigations, inquiries, reviews or clarifications which would allow the City to
make informed decisions.
2.7 PROPOSALS
Each Proposer’s Proposal shall provide unit prices for all service levels indicated on the
appropriate Proposal forms. All Proposals shall be provided in year-2019 dollars. The Proposal
unit prices shall be used, in part, to determine the Selected Proposer as described in the Basis
of Award section of these Instructions to Proposers. All costs, including overhead and profit,
and non-itemized taxes, fees or surcharges imposed by federal, state or local laws (see Form 2
instructions for details), for which the Proposer expects to receive payment as a result of the
Services shall be included in the unit prices, unless otherwise specifically directed.
The data on the existing System concerning number of customers and collection tonnages
should be viewed as the best available data accessible to the City and are presented solely as
the basis for calculations on which the award of the Contract will be made. Actual results
experienced during the operation of the System may differ.
By submitting a Proposal, the Proposer is committing to commencement of collection services
by April 1, 2020, and to comply with each term of the Contract and corresponding portion of its
submitted Proposal.
2.8 PREPARATION OF PROPOSAL FORMS
All blank spaces in the Proposal Forms shall be completed to be considered and no changes
shall be made to any of the Proposal Forms. If forms submitted by a Proposer are different
than the Proposal Forms, the City may deem the Proposal non-responsive.
The Proposal prices shall be inclusive of all costs of providing the services, labor and equipment
required under the Contract. The City may, at its sole discretion, deem any Proposal non-
responsive to the Base Proposal that contains omissions, erasures, alterations or additions of
any kind, or prices uncalled for, or obviously unbalanced, or any Proposal that in any manner
fails to conform to the conditions of this RFP.
The Proposer shall sign its Proposal in ink in the blank space provided and all names shall be
typed or printed below the signature, along with evidence that the Proposer is a duly organized
and validly existing business, licensed to do business in the City and Washington State. If not
licensed, then the Proposer shall provide a sworn statement that it will become licensed if
selected as the Successful Proposer prior to executing the Contract. The legal name of the
Proposer submitting the Proposal shall be typed or printed in the space provided at the bottom
of each page of the Proposal Forms. Proposals by corporations shall be executed in the
City of Port Townsend Request for Proposals 11 October, 2018
corporate name by the president or a vice-president (or other corporate officer accompanied
by evidence of authority to sign). Proposals by partnerships shall be executed in the
partnership name and signed by a partner, whose title shall appear under the signature.
If the signature is by an agent other than an officer of a corporation or a member of a
partnership, a notarized power-of-attorney or board resolution shall be on file with the City
prior to the opening of Proposals or shall be submitted with the Proposal; otherwise, the
Proposal may be deemed non-responsive.
2.9 SUBMISSION OF PROPOSALS
Proposals must be submitted no later than the date and time indicated in Section 2.4 and
addressed to the City Clerk and delivered to the office of the City Clerk at the Port Townsend
City Hall at 250 Madison Street, Suite #2, Port Townsend, WA 98040. Proposals must be
enclosed in a sealed package, marked with the words "PROPOSAL ENCLOSED - CITY OF PORT
TOWNSEND SOLID WASTE COLLECTION" and marked so as to indicate, without being opened,
the name and address of the Proponent. Proposals must be accompanied by the Proposal
security and all other required documents as further described in Section 2.15.3.
2.10 MODIFICATION OR WITHDRAWAL OF PROPOSALS
2.10.1. Process
Prior to the time and date designated for receipt of Proposals, any Proposal submitted may be
modified or withdrawn by written notice to the City. The Proposer shall provide such notice in
writing to the City contact shown in Section 2.2 and shall include the signature of the Proposer.
Notice of a Proposal modification or withdrawal shall only be considered by the City if the City
receives it before the time and date set for receipt of Proposals. A late modification or
withdrawal request shall not be recognized and the City shall consider the originally submitted
Proposal.
2.11 PROPOSAL EVALUATION
2.11.1 Evaluation Criteria
The City’s Proposal evaluation committee shall review proposals based on the following criteria:
(1) Responsiveness/Completeness (pass/fail)
Each Proposal will be reviewed based on responsiveness to the information required. All forms
shall be completed, all questions answered, and all information supplied in the format
requested. The City may disqualify any Proposer not meeting these initial requirements.
Proposers meeting these initial criteria may be contacted by the City to provide specific
clarifications.
City of Port Townsend Request for Proposals 12 October, 2018
(2) Minimum General Qualifications (pass/fail)
Proposers shall submit all information related to their ability to successfully perform the work
described in the RFP and Base Contract, including a full and competent response to items A
through E in Section 3.1 of this RFP. Proposers who do not fully respond to all questions, who
do not clearly outline their proposed services, equipment and approaches, and/or who fail to
clearly demonstrate their ability to perform under the Base Contract may be determined to
“Fail” meeting the Minimum General Qualifications.
(3) Rate Evaluation (70 points)
The rate evaluation will be conducted as described under the “Process” section in Section
2.11.2.
The rate portion of Proposals shall be scored according to the following formula:
Subject Proposal Rate Score = (Lowest Proposal Rate Total/Subject Proposal Total) x 70 points
(4) Qualitative Aspects (30 points)
Proposers shall have demonstrated knowledge, skills, creativity, experience and capacity to
design, deliver, manage and improve all aspects of customer service, operations, maintenance,
outreach and education, marketing, procurement, financial management, contingency
planning, sustainability performance and other aspects associated with the provision of services
under the proposed Base Contract.
Proposers will be evaluated on the basis of Proposals submitted as well as references,
interviews with Proposer staff and site visits. Evaluation shall be based upon a number of
factors, which include, at the City’s discretion, any number of the following: customer service,
contract implementation and compliance, proposed operations, and overall customer
education and promotion.
Proposals shall be assessed a qualitative score based upon any number of the factors listed
above. Scores may be assessed based upon a comparison to other Proposals or on a stand-
alone basis. While City staff will review and score this portion with careful consideration of the
selected factors, they are not required to provide any justification (written or otherwise) for the
scores assessed to this portion of the Proposal.
2.11.2 Process
During the initial round of review, Proposals shall be reviewed by an evaluation team selected
by the City Manager. Proposals shall be evaluated in two phases: (1) a qualitative review and
scoring of Proposal elements other than price, including reference checks, interviews and site
City of Port Townsend Request for Proposals 13 October, 2018
visits; and (2) scoring of the rate portion of the Proposals. The City’s evaluation committee will
then combine qualitative and rate scores to determine the Selected Proposer.
Contract finalization shall then proceed with the Selected Proposer, or another Proposer if
Contract finalization with the Selected Proposer is not successfully concluded in a timely
manner. The resulting Contract shall be submitted to the City Council for review and approval.
The City Council will consider staff’s recommendation, however, the City Council has the final
authority to choose a contractor and award the Contract to the party of their choice.
The City reserves all of its rights, including but not limited to the right to reject any and all
Proposals, to waive any and all informalities, and to disregard all non-conforming, non-
responsive, irregular or conditional Proposals, and to seek proposal clarifications as needed. In
addition, the City reserves the right to reject the Proposals of any and all Proposers if the City
believes that it would not be in the best interest of the City to make an award, whether because
the Proposal is non-responsive, because the Proposer is not found to be responsible or fails to
meet any other pertinent standard or criterion established by the City of Port Townsend, or
whether it is otherwise not in the best interest of the City. In addition, the City reserves the
right to terminate the RFP process at any time and for any reason.
2.12 SERVICES START DATE
The Contractor/Selected Proposer shall start collection Services under the Contract on April 1,
2020.
2.13 PUBLIC DOCUMENTS AND DISCLOSURE
Under Washington State law, including without limitation Chapter 42.56, Public Records Act,
the documents and other records submitted in response to this RFP are public records upon
submission to the City, subject to mandatory disclosure upon request by any person, unless the
documents are exempted by a specific provision of law. If the City receives a request for
inspection or copying of such documents and other records, it will make an effort to promptly
notify the Proposer of such request so that the Proposer may choose to pursue a court order
prohibiting or conditioning the release of such documents. The City assumes no contractual
obligation to enforce any exemption. The City intends to disclose all sealed rate portions of the
Proposals after they are opened to all Proposers. Proposers are cautioned to not include any
confidential or proprietary information with their Proposals which they do not want disclosed.
The City shall not be liable for or responsible for the disclosure of such information.
2.14 DISCLAIMER OF COSTS
The City shall not be responsible for any costs incurred by any Vendors in preparing, submitting,
or presenting its response to the RFP or interview process, as applicable. The City shall not be
responsible for any costs incurred by the Selected Proposer prior to the date of the execution of
the Contract.
City of Port Townsend Request for Proposals 14 October, 2018
2.15 INSTRUCTIONS FOR SUBMITTING A RESPONSIVE PROPOSAL
2.15.1 Obtain Proposal Documents
Send an e-mail request for (1) the Proposal Documents, and (2) confirmation of a mailing and e-
mail address for the City to direct addenda and other RFP-related communications. The City
contact’s e-mail address is listed in Section 2.2 of this RFP.
2.15.2 Conduct Investigation Deemed Necessary
Each Proposer shall conduct any investigation of the Service Area, projected customer counts,
types and quantities of customer-owned equipment, markets, processing facilities and other
conditions deemed necessary by the Proposer to submit a responsive Proposal. Any noted
discrepancy in the RFP or contract, errors, additional data requests, or clarifications shall be
posed to the City during the RFP proponent question period noted in the schedule provided in
Section 2.4.
2.15.3 Submit Responsive Proposal
Complete Proposals shall be submitted no later than the date and time indicated in Section 2.4,
and shall be enclosed in a sealed package, marked with the words "PROPOSAL ENCLOSED - CITY
OF PORT TOWNSEND SOLID WASTE COLLECTION" and marked so as to indicate, without being
opened, the name and address of the Proposer. The sealed Proposal package shall include an
envelope containing the PSB and all other required Proposal documents, including completed
Proposal Forms. Proposals shall be mailed or delivered to the RFP contact listed in Section 2.2.
Proposers shall submit one original and three copies (4 total), printed and double-sided, of the
Proposal Forms and other supporting documents. Please do not glue bind the Proposal Forms
and supporting documents. The Proposal and all Proposal Forms shall be signed by an
authorized person where indicated. In addition to the printed copies, Proposer shall provide
an electronic copy (.PDF format) of its Proposal and all Proposal Forms (minus bound
corporate publications such as annual reports) on a CD or USB flash drive.
2.16 PROCESS INTEGRITY REQUIREMENTS
Each Proposer is individually and solely responsible for ensuring compliance with the following
Process Integrity Requirements. This responsibility extends to Proposer’s employees, agents,
consultants, lobbyists, or other parties or individuals engaged for purposes of developing or
supporting Proposer’s Proposal or proposed services. Proposers shall comply as follows:
All solid waste collection-related communications with the City shall be only through the
City’s designated staff contact identified in Section 2.2. Proposers or their agents shall
not contact other City staff, appointed or elected officials, consultants retained by the
City of Port Townsend Request for Proposals 15 October, 2018
City or other City agents regarding current or future solid waste collection services from
the time the final RFP is made available to prospective Proposers until the time a
finalized Contract and/or staff recommendation of Selected Proposer is forwarded to
the City Council and is made public in the City Council’s Agenda Packet.
When seeking information from the City to prepare a response, Proposer shall place its
reliance only on information, RFP materials and Addenda provided by the City’s contact
designated in Section 2.2. Any reliance on other City information and publications may
result in a non-responsive Proposal due to inaccurate or incomplete information. The
City shall not be liable or responsible for inaccuracies or incomplete information found
outside of the RFP, and Proposal Documents, including any attachments.
Any information and materials to be utilized by the City during the Proposal evaluation
and selection process shall be included as part of the original Proposal or submitted in
response to a specific request from the City.
A Proposer shall be disqualified and shall forfeit its PSB if the City determines the Proposer has
failed to comply with the specific Process Integrity Requirements, has undermined the City’s
intention of conducting a fair and transparent competitive process based on the specified
evaluation criteria, or has otherwise substantially diminished the City’s ability to award a
Contract in a timely manner and free of contention. The City reserves the sole right to
disqualify any Proposer at any point in the process prior to Contract award for failure to comply
with the Process Integrity Requirements. The City also reserves the right to disqualify any
Proposer, at any time, for fraud, any material misrepresentation, illegal conduct, or any act or
omission that potentially or actually reflects poorly on the City.
SECTION 3: PROPOSAL INSTRUCTIONS AND FORMS
3.1 Proposal Preparation Guidelines and Format
These instructions provide guidelines governing the formation and content of the Proposal and
the approach to be used for its development and presentation. The intent of this section is to
describe the Proposal format and requested information that is essential to an understanding
and evaluation of the proposed system. The inclusion of any additional pertinent data or
information by the Proposer is recommended. Inclusion of general letters of support are not
useful to the City when evaluating Proposer’s capabilities and abilities to perform under the
Contract and are discouraged.
Proposals shall be stapled or provided in a 3-ring binder, sealed, typed and prepared on both
sides of 8-1/2” by 11” paper. Oversized documents may be submitted, but they must be folded
to size and secured in the Proposal. All pages of the Proposals shall be numbered and sections
clearly identified.
City of Port Townsend Request for Proposals 16 October, 2018
The Proposal and all attachments shall be complete and free of ambiguities, alterations and
erasures. The Certification of Proposal – Declaration of Understanding (Form 5) shall be
executed by Proposer or Proposer’s duly authorized officer or agent. In the event of a conflict
between words and numerals, words shall prevail.
The City does not require financial statements to be provided as part of Proposal submittals.
However, the City reserves the right to request supplemental materials from Proposers to
demonstrate to the City’s satisfaction that any Proposer is fully capable to undertake this
Contract and its associated Services.
The Proposal shall follow the format outlined below, and shall include the required content in
sequential format.
A. Executive Summary
Provide a brief overview of the entire Proposal and highlight the key aspects of the Proposal
(maximum 6 pages). In the executive summary or cover letter, please confirm receipt of any
RFP addenda received and considered during the development of your Proposal.
B. Management and Qualifications
B.1 Proposer
State the name of your entity, home office address, Washington business address, Washington
agent’s name, address, e-mail address and telephone number, and the name, address, phone
number, fax number, e-mail address, website address and title of the person to be contacted
concerning the Proposal. If Proposer is a subsidiary, state the name of the parent company, the
home office address, telephone number and website address of the parent company, and
describe the parent company’s relationship to the Proposer. State whether the person signing
the Proposal has the authority to sign on behalf of Proposer. State also the names of
companies that will share significant and substantive responsibilities with you, as joint venture
partners or in another manner, in performing under the Contract. Include documentation that
Proposer is duly organized and validly existing business in good standing, and licensed to do
business in the City. If Proposer is not licensed to do business in the City, then the Proposer
shall provide a sworn statement that it will become licensed if selected as the Successful
Proposer prior to executing the Contract.
B.2 Resumes
Supply the names and resumes of the principal officers, partners or other officials of each entity
involved in performing substantive responsibilities required under the Contract, and provide
the names and resumes of the individuals who will be directly responsible locally for
implementation of the Contract. At a minimum, include the general manager, operations
manager(s), financial officer, education and customer outreach manager, customer service
City of Port Townsend Request for Proposals 17 October, 2018
manager(s) and other personnel with whom the City will have regular contact with during the
administration of the Contract. Describe the ownership, managerial and/or fiduciary role of
each of the participating companies. Include the names, entity affiliation, telephone numbers
and e-mail addresses of key individuals integrally involved in the Proposal. Provide an
organizational chart or other means of explaining the interrelationships between the team
members.
B.3 Litigation and Violations
List any entity, partner, holding company or subsidiary involved in the Proposal, or any
corporate officer, that has been involved within the past five years in any litigation or
arbitration including but not limited to any action or claim arising out of the procurement or
performance of a municipal solid waste contract; arising out of performance of a processing or
marketing contract; arising or connected with violation of state or federal anti-trust laws;
arising from or connected with allegations of corrupt practices; or arising from operating
permits and other operating requirements, including local, state and federal rules or
regulations. In the case of national companies with multiple affiliated regional companies, the
above disclosure should be limited to Pacific Northwest operations and personnel. Explain
details fully with copies of any pleadings and/or settlement papers. In the event that disclosure
limited by court authorized non-disclosure provisions, then general circumstances shall be
described to the extent authorized and disclosure requirements stated.
B.4 Subcontractors
List all items of work or elements of the Services to be performed by subcontractors, and the
names, qualifications and resumes of the subcontractors. Also, list the equipment and supplies
to be purchased from vendors. Provide an estimate of cost, expected time of purchase, and
length of time necessary for delivery for each of the items.
B.5 Experience
Describe fully the experience of your team (both individuals and the corporate, partnership or
entity team) in providing the Services requested in this RFP. Describe similar projects, and
include the scope of services (including a summary of which collection and/or processing
services were covered by the contract), annual revenues, tonnages and number of customers.
Describe any major problems encountered in establishing service or collecting, processing, or
marketing recyclables or yard debris. Provide references (including contact name, title,
organization, mailing address and contact information) for all similar projects described.
References should have direct operational management responsibility of Proposer’s contract
and full knowledge of Proposer’s detailed performance under that contract. This will generally
be a city staff member, not an elected official.
C. Collection and Management Operations
City of Port Townsend Request for Proposals 18 October, 2018
C.1 Garbage, Recycling and Yard debris Collection and Handling
Describe fully the collection equipment and containers to be used under the Base Contract,
keeping in mind the Base Contract specifications for the collection frequency, types of
containers, and the City’s intention that garbage, recyclables, and yard debris be collected
separately. Identify the chassis and body used to collect residential, commercial, and drop-box
service sectors, including vehicles used to service driveways and access areas that are not
appropriate for regular collection vehicles. Also identify for each type of truck: the number of
compartments, the capacity of each compartment, total weight, and volume capacity of
vehicle, loading and unloading characteristics, the number necessary to perform the required
Services, the average number of collections each vehicle can make in a day, and the useful
expected life of each collection vehicle. Describe how each vehicle will be marked or signed so
that witnesses to spills, leakage, and/or damage may quickly report such occurrence.
Identify any subcontractor used for container inventory and delivery.
Describe and provide examples of your route management system. Describe how routes are
initially developed and modified over time, how your on-board computer systems manage
route progress, route changes, exceptions (no set-out, blocked containers, contaminated
materials, extra set-outs, etc.) and diversions from normal routes due to road maintenance,
inclement weather or other unforeseen needs to deviate from the planned route. Also describe
how the on-board system (if used) communicates with your call center’s account system to
provide close-to-real-time updates for each customer during the collection day.
Describe the specific bins and vehicles you would use to operate the current three-bin recycling
system anticipated by the Draft Contract. Also, describe alternative containerization, vehicles,
and contamination monitoring you would use if the City elected to go with a cart-based
recycling system under RFP Alternative #2.
Identify the operator (if subcontracted), location, structures, and zoning of your proposed
maintenance and support facilities. Provide the number of repair bays available at the facility
and maintenance staffing levels (i.e., mechanics and assistants). Provide the total number of
trucks maintained at the site for all Proposer operations, as well as the number of trucks and
spares dedicated to the Contract.
C.2 Billing Support and Customer Service Support
Describe in detail the manufacturer and model of equipment and software used to maintain
route lists, customer service histories, and the ability to provide City-requested reports of
customer-specific information and data.
Discuss how your Entity has implemented services in other cities, with particular emphasis on
how the transition between the previous contractor and your Entity was handled, and how your
City of Port Townsend Request for Proposals 19 October, 2018
Entity developed accurate customer service level and billing data in the event the predecessor’s
records were unavailable.
The City considers customer service to be a very important aspect of this solid waste collection
services contract. Outline your overall approach to customer service and how the various
elements of customer service (call center, web-based, and mobile app) work together to
provide excellent customer service. Describe the functionality of your website including the
basic structure, interface to customer service representatives and the degree to which
customers can manage their accounts (e.g. change their subscribed service levels, order service,
request a missed pick-up collection), and how you ensure that web and mobile app requests
are accurately tracked and addressed. Describe your most recent innovations in service; for
example, new technology on trucks or new methods/technologies to better communicate with
customers.
Discuss how staffing levels are established and modified to ensure timely customer service, and
how new and existing staff is trained. Describe how customer service performance is measured,
including the specific targets or performance metrics used to evaluate your Entity’s
performance. If call center staff handle calls from more than one city or WUTC-certificated
service area, describe the procedures and aids used by those staff to address calls from
different service areas without delaying responses to customers.
Discuss how long it takes your Entity to respond to service calls, how you monitor and adapt
your field staffing to minimize your response time, and how the resolution of each service call is
performed in a timely manner.
Describe your procedures for handling “missed” collections. Does your Entity have a separate
route for handling misses at the end of each day; is each route driver responsible for collecting
their misses on the day or day after regular collection; or does your Entity use some other
system? How has this approach worked to minimize repeat misses? How do you handle
customers who repeatedly report unwarranted misses?
C.3 Transition and Implementation Plan
Describe your proposed transition and implementation plans to ensure an efficient and
successful implementation of service provisions as outlined in the Base Contract. Identify the
major issues and describe your proposed approach. Discuss customer information, promotion
and notification, customer service, customer response, procurement and delivery of vehicles,
containers and other equipment, contingency plans and other considerations which will ensure
a successful transition and/or implementation of the Services consistent with the start of
collection services. Include a timeline which identifies major tasks and key dates in the
transition and implementation plan.
D. Implementation and Public Information
City of Port Townsend Request for Proposals 20 October, 2018
If you would be a new service provider for the City, describe in detail how your Entity would
work with the existing contractor to ensure a smooth transfer of information and
cart/container exchanges in a timely manner to prior the contract services start date. Identify
the individuals involved in this effort, their qualifications and previous experience in
transitioning existing collection programs. Describe whether the same person will be serving as
part of the management staff throughout the Contract term as serves during the transition/
implementation period.
Describe and provide examples of materials developed by Proposer’s staff and used to
introduce and support single-family recycling and yard debris programs. Address how materials
will be distributed and how residents seeking additional information will be accommodated
during program introduction. Detail how your approach will increase and maintain
participation and how methods may change as participation levels increase or decrease.
Describe fully how you will promote multifamily recycling and increase multifamily recycling
levels. Detail the communications, outreach and assistance methods as well as technological or
operational innovations you propose to increase those recycling levels. Describe fully the
public information techniques you will use in responding to contamination or other customer
problems at a particular site. Detail how your Entity’s approach will increase and maintain
participation and how methods may change as participation levels increase or decrease.
Provide examples of where your approaches have been effective, how effectiveness is
measured and also provide informational materials developed and used by your staff.
Explain your procedures for submitting public information material to the City for approval and
any approval timeliness you will expect the City to meet.
Describe and identify your Entity’s website, and how you plan to present information about the
Services on the website. Describe your procedures to keep information on your website up-to-
date.
Identify and describe fully the qualifications of your Education and Outreach Manager including
previous experience in working with recycling collection programs and government
organizations. Describe whether the same person will be serving as the Education and
Outreach Manager throughout the Contract term as serves during the Transition/
Implementation Period.
E. Base Contract Modifications
Submissions contingent on an alternative Contract cannot be reasonably compared with
competing Proposals and shall be considered non-responsive.
All Proposals shall be based on the Base Contract (Appendix A) included with the RFP, without
alteration. However, Proposers may identify specific Base Contract provisions that they believe
unreasonably affect costs and the City consider the proposed change.
City of Port Townsend Request for Proposals 21 October, 2018
For each Proposer-proposed Base Contract modification the following format shall be followed
to maintain consistency between Proposals:
Clearly indicate the reason for the requested change;
Whether the proposed change is a mandatory part of your Proposal or is simply a
preference;
Propose alternative text; and
Provide the rate impact to your Proposal (or “no rate impact” if none) resulting from the
proposed change.
The listed rate impact shall reflect the annual rate reduction or increase of the proposed
modification and shall be identified in dollars with a “+” representing an increase in annual
aggregate rates and a “-“representing a decrease in annual aggregate rates. If there is no rate
savings or increase associated with the proposed modification, the Proposer shall indicate “no
cost impact.”
3.2 PROPOSAL FORMS
The following forms shall be completed in full and in accordance with both the Instructions to
Proposers and with the instructions that follow below, and shall be submitted collectively as the
Proposal Forms. Use black or blue ink or type on all forms.
Proposer’s responses to the questions in these Proposal Forms shall be used by the City to
evaluate the responsiveness of Proposer and the ability of Proposer to provide the specified
services and equipment in a responsible manner. The information shall be submitted as
indicated on the individual forms, but if Proposer needs additional space to respond to a
question or if Proposer is requested to provide information that cannot be written directly on
the forms, these items must be stapled or attached to the individual forms that correspond to
the pertinent information. Oversized or bulky information such as drawings or bound
documents shall be submitted under a separate cover, labeled to indicate the form number and
content to which the information pertains, referenced as such on the Proposal Forms, and
included as part of Proposer’s Proposal.
Proposers may reproduce Proposal Forms on a computer and complete them using editing
software, provided that each page so generated must have the header, footer and body of
information in the same locations as the original form to assure uniformity of the Proposal’s
submittal. Typefaces may differ to the extent that the reproduced forms remain legible,
however, changes are not encouraged. Stylistic enhancements and reformatting resulting in
the omission on required information may render the Proposal non-responsive, at the sole
discretion of the City if the City considers the omission to materially affect the Proposal. These
Proposal Forms are available electronically in Microsoft Word, PDF, and Excel format from the
City contact listed in Section 2.2 of this RFP.
City of Port Townsend Request for Proposals 22 October, 2018
Proposers shall provide complete and detailed responses to each question. If the Proposer fails
to do so, its Proposal is likely to be deemed non-responsive and may be rejected by the City.
During the execution of the Services, the City shall consider information submitted by the
Selected Proposer to be binding, and any substitutions or deviations from the information
provided may only be approved in writing by the City.
City of Port Townsend Request for Proposals 23 October, 2018
Form 1
COVER SHEET AND GENERAL INFORMATION
Entity Name: ______________________________________________________________
Home Office Address: _________________________________________________________
Washington Business Address: ___________________________________________________
Website Address: ______________________________________________________________
Name, Title, Address, Telephone Number, fax Number and E-Mail Address of the person to be
contacted concerning the Proposal:
______________________________________________________________
______________________________________________________________
______________________________________________________________
If Applicable, Name of the Parent Company:
______________________________________________________________
Home Office Address, Telephone Number and Website Address of the Parent Company:
______________________________________________________________
______________________________________________________________
______________________________________________________________
Describe the parent company's relationship with the Proposer:
If applicable, does the person signing the documents have the authority to sign on behalf of the
Proposer?
_____Yes _____No
Form 1 – Cover Sheet and General Information 1 October, 2018
Names of Companies that will share significant and substantive responsibilities with the
Proposer in performing services under the Contract:
Attach to this form, and number appropriately, documentation showing that the Proposer is
duly organized and validly existing as a corporation or partnership in good standing.
Form 1 – Cover Sheet and General Information 2 October, 2018
Form 2a-2b
CONTRACTOR’S PRICE PROPOSAL
Form 2a and Form 2b are attached as Appendix C and is also available as an MS Excel file.
Form 2a:
Complete all green-shaded blanks on the attached Form 2a rate proposal sheets including
monthly collection and disposal fees for all scheduled services and miscellaneous services.
Disposal fees shall be based on Jefferson County’s 2018 tipping fee of $158.95 per ton. The
disposal component only of customer rates will be adjusted accordingly (per Contract Section
5.3.2) to reflect disposal fee changes between the development of proposed rates based on
2018 rates and the start of contract services in 2020. The service component will not be
adjusted prior to the start of contract services, so you must include any expected 2018 to 2020
inflation rate in your proposed rates.
Container counts are included only for the purposes of price evaluation. Counts shaded in blue,
if any, do not reflect actual usage and are instead intended to be an estimate of potential
usage. Prospective Proposers are responsible for developing their own internal service level
profile forecasts reflecting their own estimates on growth that may occur by the start of the
Contract and thereafter.
The Contractor’s fees provided on Form 2a shall include all capital, labor, garbage disposal, and
other operating costs, including administration, management, profit, contract fees and
incidental taxes (e.g. sales tax on capital equipment and containers, tire and fuel taxes, B&O).
State refuse collection tax, sales taxes on listed container rentals and city utility taxes shall be
excluded from the Proposal rates.
The County Solid Waste facility does not charge for recyclables delivered to its recycling
contractor. Recycling processing is funded through County garbage disposal fees. The County
Solid Waste facility also does not charge for yard debris collected by the City’s collection
system, since the City operates the composting facility. Therefore, no processing/disposal costs
for recyclables and yard debris should be included in proposed rates.
Contractor fees provided by the Proposer on Form 2a shall incorporate the following elements,
and be based on actual cost of service unless otherwise noted:
Customer Sector Include In Rates Rate Formula
Single-Family Residential Garbage, recycling and yard cost-of-service
debris collection costs, including
garbage disposal and container
costs.
Multifamily and Commercial Garbage and recycling collection cost-of-service
Form 4 – Identification of Performance Security 1 October, 2018
Cart and Detachable costs, including garbage disposal
Container and container costs.
Temporary Detachable Garbage hauling costs only for cost-of-service
Container and Drop-box drop-boxes, with container rental
and disposal charged separately.
Garbage container rental, hauling
and disposal costs for detachable
containers.
Commercial/Multifamily Hauling and recycling costs only, cost-of-service
Drop-box Service excluding drop-box container
rental and garbage disposal.
Other Services Only cost-of-service or the default cost-of-service
(e.g. container cleaning, yard rates set on Form 2a.
debris, etc.)
Proposer’s cost-of-service model shall be generally designed to recover the costs for each
collection sector only from that sector.
For some seldom-used or ancillary services, fixed rates have been entered on the Form 2a
rather than requesting Proposers to propose their own rates for those services. Proposers shall
use the listed rates in their revenue calculations and shall not provide different proposed rates
for those services.
Alternatives:
At the end of Form 2a, cells are provided for entering proposed rate modifications for the
following alternatives. Please calculate and enter costs as described in the following
instructions.
Increased or reduced amounts should be expressed as modifications to the customer rates
provided on Form 2a. If the alternative is selected, the amount added or subtracted from the
monthly base rate for each service level.
Reductions in the base rate (or revenue requirement depending on the alternative) shall be
expressed as a negative number. Increases in the base rate (or revenue requirement
depending on the alternative) shall be expressed as a positive number.
1.Weekly Single-family Recycling Collection: The Base Contract includes every-other-
weekly single-family recycling collection. Under this alternative, recycling collection
would be shifted to weekly. Please provide the monthly rate increase (+) per single-
family customer associated with this alternative.
Form 4 – Identification of Performance Security 2 October, 2018
2.Single-family Cart-based Recycling Collection: The Base Contract assumes a
continuation of the existing separation and containerization of materials using open bins
and every-other-week collection. Under this alternative, that system would be replaced
by either a fully commingled or a partially commingled (with glass in a separate bin)
cart-based system that allows for semi- or fully-automated collection. Collection would
remain at the same every-other-week frequency. Please provide the monthly rate
increase (+) per single-family customer associated with this alternative.
3.Weekly Single-family Yard Debris Collection: The Base Contract includes every-other-
weekly single-family yard debris collection. Under this alternative, yard debris collection
would be shifted to weekly. Please provide the monthly rate increase (+) per single-
family customer associated with this alternative.
4.City Billing: The Base Contract continues contractor-billing for all accounts. Under this
alternative, billing would be shifted back to the City to assist with mandatory collection
enforcement. The contractor would still be responsible for all customer service
functions and would provide the City with a download of customer billing data in a
format suitable for use with the City’s utility billing system. The City would pay the
contractor for services at the contract rates. Please provide the reduction (-) in your
initial year annual gross revenue requirement if this contract change were implemented.
5.Alternative Service Fee Escalation Component #1: The draft contract includes a
Consumer Price Index escalator. Under this alternative, the BLS CPI for Water, Sewer
and Trash would be substituted as the index used to calculate annual service fee
escalations. The floor and ceiling limits contained in the draft contract would be
retained with the alternative escalator. Please provide the annual change (+/-) in your
initial year annual gross revenue requirement if this contract change were implemented.
6.Alternative Service Fee Escalation Component #2: The draft contract includes a
Consumer Price Index escalator. Under this alternative, instead of an CPI index, a flat
3.5% increase would be used to calculate annual service fee escalations. Please provide
the annual change (+/-) in your initial year annual gross revenue requirement if this
contract change were implemented.
Form 2b
Using the format provided on Form 2b, provide operating budget projections for the first full
year of Contract services (April 1, 2020-March 31, 2021). Complete all blanks on the form,
including operating statistics. Provide notes (e.g. truck depreciation period), as needed, to
explain your projections.
Page 1 of Form 2b must be used for reporting the operating budget projections for the base
proposal. Page 2 of Form 2b must be used to itemize a revised operating budget for the various
Form 4 – Identification of Performance Security 3 October, 2018
proposal alternatives. The revised operating budget for the alternative should correspond to
the unit cost differences entered on Form 2a.
Form 4 – Identification of Performance Security 4 October, 2018
Form 3 - CONTRACTOR’S PROPOSAL DEPOSIT SURETY BOND
to the City of Port Townsend, Washington
We, , as Principal, existing under and by virtue of the laws of
the State of Washington and authorized to do business in the State of Washington, and
_________________________, as Surety, organized and existing under the laws of the State of
_________________ , are held and firmly bound unto the City of Port Townsend, a
Washington municipality, as Obligee, in the penal sum of $10,000.00, for the payment of which
we jointly and severally bind ourselves, and our legal representatives and successors.
WHEREAS, the Principal has submitted a proposal for solid waste collection to the City of Port
Townsend.
NOW THEREFORE, the condition of the obligation is such that if the Obligee shall accept the
proposal of Principal and make timely award to the Principal according to the terms of the RFP
documents; and the Principal shall, within ten days after notice of the award, exclusive of the
day of notice, enter into the Contract with the Obligee and furnish the contractor’s bonds
(performance and payment bonds) with Surety satisfactory to the Obligee as specified in the
City’s RFP and draft contract, then this obligation shall be null and void; otherwise if the
Principal fails to enter into the Contract and fails to furnish the contractor’s bonds within ten
days of notice of award, exclusive of the day of notice, the amount of the proposal deposit shall
be forfeited to the Obligee, payable by the Surety; but in no event will the Surety’s liability
exceed the face amount of this proposal security bond.
This bond may be executed in two original counterparts, and shall be signed by the parties’ duly
authorized officers. This bond will only be accepted if it is accompanied by a fully executed and
original power of attorney for the officer executing on behalf of the Surety.
PRINCIPAL (CONTRACTOR) SURETY
Principal Signature Date Surety Signature Date
Printed Name Printed Name
Title Title
Name, address, and telephone of local office/agent of Surety Company is:
Form 4 – Identification of Performance Security 1 October, 2018
Form 4
IDENTIFICATION OF PERFORMANCE SECURITY
If the Proposer is awarded a Contract on this Proposal, the surety or other financial institution
that provides the letter of credit or other performance guarantee shall be:
_________________________________________________ whose address is
_______________________ ______________________, ________________, whose
Street City State and Zip Code
telephone number is _______________________________, and website address
is __________________________________________.
Form 4 – Identification of Performance Security 2 October, 2018
Form 5
CERTIFICATION OF PROPOSAL - DECLARATION AND UNDERSTANDING
Proposer’s Declaration and Understanding
The undersigned Proposer declares that the only persons or parties beneficially or financially
interested in this Proposal are those named herein; that this Proposal is, in all respects, fair and
without fraud; that it is made without collusion; and that the Proposal is made without any
connection or collusion with any person submitting another Proposal in connection with this
RFP.
The Proposer declares that this Proposal is genuine and not made in the interest of or on behalf
of any undisclosed person, firm or corporation; this Proposal is not submitted in conformity
with any agreement or rules of any group, association, organization or corporation; the
Proposer has not directly or indirectly entered into any agreement, induced or solicited any
other Proposer to submit a false or sham Proposal; the Proposer has not solicited or induced
any person, firm or corporation to refrain from Proposing; the Proposer has not sought by
collusion, fraud, deceit or any unlawful act to obtain for itself any advantage over any other
Proposer or over the City; and Proposer has not otherwise taken any action in the restraint of
free competitive proposals in connection with the Services for which this Proposal is submitted.
The Proposer declares that it has familiarized itself with the nature and extent of the Base
Contract, the existing solid waste collection services, all local conditions and all other relevant
facilities, properties, laws and regulations that in any manner may affect cost, implementation,
progress, performance or furnishing of the Services. The Proposer has satisfied itself as to the
services and equipment to be provided, including the fact that the description of the services
and equipment is brief and is intended only to indicate the general nature of the Services, and
that this Proposal is made according to the provisions and under the terms and conditions of
the Base Contract, which fully and completely incorporated into this Proposal by this reference.
The Proposer further acknowledges that it has satisfied itself as to the nature and location of
the solid waste handling services, the general and local conditions, particularly those bearing on
the availability of equipment, access, recycling and compostable material markets, disposal
fees, availability of labor, roads, and the uncertainties of weather or similar physical conditions
in the City, the character of equipment and facilities needed to execute the Services, and all
other matters that may in any way affect the Services or the cost thereof under the Base
Contract.
The Proposer further acknowledges that it has satisfied itself as to the character, quality and
quantity of information provided by the City regarding the existing solid waste collection
services and solid waste system, and the Proposer has adequately investigated the City’s
customer base and any additional information that may be provided by the City. Failure by the
Proposer to acquaint itself with the physical conditions of the City’s customer base and all
Form 5 – Cert. of Proposal – Dec. of Understanding 1 October, 2018
available information shall not relieve it from responsibility for properly estimating the difficulty
or cost of successfully performing the Services and providing the equipment required under the
Contract.
The Proposer warrants that, as a result of its examination and investigation of all the data
referenced above, it can execute the Services in a good, timely and workmanlike manner and to
the satisfaction of the City. The City assumes no responsibility for any representation made by
any of its officers, employees, representatives, or agents during or prior to the execution of the
Contract, unless (1) such representations are expressly stated in the Contract; and/or (2) the
Contract expressly provides that the City assumes the responsibility.
The Proposer has given the City written notice in a timely manner of all conflicts, errors,
omissions or discrepancies that it has discovered in the Proposal Documents and the written
resolution thereof by the City is acceptable to the Proposer.
Contract Execution, Performance Guarantees and Insurance
If this Proposal is accepted, the Proposer proposes and agrees to enter into a Contract with the
City, in the form provided in the Proposal Documents and as revised via subsequent addenda,
to provide services and equipment (“Services”) as specified or indicated in the Base Contract for
the prices and during the time period indicated in this Proposal and in accordance with the
other terms and conditions of the Base Contract.
The Proposer accepts all of the terms and conditions of the Proposal Documents, including,
without limitation, those dealing with the disposition of Proposal security. This Proposal will
remain subject to acceptance until 180 days following Proposal submittal. The Selected
Proposer shall sign and submit the Contract with the appropriate performance security and
proof of insurance acceptable to Port Townsend within five (5) days of completion of Contract
finalization by the City and the successful Proposer.
Self-Reliance
The Proposer acknowledges that the information contained in this Proposal represents its
understanding of the City’s existing solid waste collection services, terrain, streets, alleys,
container locations, recycling and yard debris markets, and other conditions that could affect
the costs or operational efficiencies of fulfilling the Contract. In preparing this Proposal, the
Proposer acknowledges that it is solely responsible for its Proposal and that it has relied on its
own investigation and research.
Start Of Services And Contract Term
If awarded a Contract, the Proposer agrees to commence all Services under the terms and
conditions of the Contract on April 1, 2020 and to continue providing services throughout the
term of the Contract as specified therein.
Form 5 – Cert. of Proposal – Dec. of Understanding 2 October, 2018
Unit Price
Proposer proposes to invoice and collect payments of the Contract charges (rates), as set forth
under the provisions of the Base Contract.
Proposer charges (rates) may be adjusted upward or downward solely as provided in the Base
Contract. Generally, the Proposer shall be responsible for all real (non-inflationary) cost
increases, and may benefit from any real cost decreases, except as specifically agreed to in the
Contract. Proposer understands that the per-unit served price and the price adjustments are
independent of the quantities and quality of materials collected. Proposer agrees that the per-
unit served price and the price adjustments represent a reasonable measure of the labor and
materials required to execute the Services, including all allowances for overhead and profit, and
applicable taxes, fees and surcharges for such services. Prices shall be given in U.S. dollars and
cents.
Compliance with Process Integrity Requirements
Proposer hereby certifies it and its employees, officers, and officials have complied with the
Process Integrity Requirements as described in Section 2.16 of the RFP and further agrees to
comply with those Guidelines during the Proposal evaluation process.
Addenda
The Proposer below lists and acknowledges receipt of all Proposal Documents and of the
following addenda:
Addendum Number Date
Proposer agrees that all Addenda issued are part of the Contract, and Proposer further agrees
that its Proposal includes all Addenda.
Form 5 – Cert. of Proposal – Dec. of Understanding 3 October, 2018
Identification and Authorization
The name of the Proposer submitting this Proposal is:
______________________________________________________________
Doing business at: _____________________________________________
Street
__________________ ___________________________ _______________
City State Zip Code
which is the address to which all communications concerning this Proposal and the Contract will
be sent.
The names of the principal officers of the corporation submitting this Proposal, or of the
partnership, or of all persons interested in this Proposal as principals are as follows:
______________________________________________________________
______________________________________________________________
______________________________________________________________
If the Proposer is a partnership, attach to this form and number appropriately a copy of its
partnership agreement. If the Proposer is a corporation, attach to these form copies of its
Articles of Incorporation, bylaws and Certificate of Good Standing, as certified by the Secretary
of the Board of Directors.
If Sole Proprietor or Partnership
IN WITNESS hereto the undersigned has set its hand this ____ day of ____________, 2019.
____________________________________
Signature of Proposer
____________________________________
Title
Identification and Authorization 1 October, 2018
If Corporation
IN WITNESS whereof the undersigned corporation has caused this instrument to be executed by
its duly authorized officers this _____ day of __________________, 2018.
_____________________________________
Name of Corporation
_____________________________________
By
_____________________________________
Title
_____________________________________
Attest (Secretary)
Identification and Authorization 2 October, 2018
Appendices
Appendix A: Base Draft Contract
Appendix B: Contractor-Reported Data
Appendix C: Form 2a, 2b
Appendices October, 2018