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HomeMy WebLinkAboutAddendum 1 - RFP - 10034 Waste Stream Management ServicesRFP 10034 Waste Stream Management Services Addendum #1 Questions and Answers Page 1 of 4 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 10034: Waste Stream Management Services OPENING DATE: 3:00 PM (Our Clock) March 7, 2025 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions and Answers Please contact Ed Bonnette, C.P.M., CPPB, Senior Buyer, at (970) 416-2247 or ebonnette@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 10034 Waste Stream Management Services Addendum #1 Questions and Answers Page 2 of 4 1) While the RFP outlines the scoring methodology, could you elaborate on any specific areas the City considers most critical when selecting a service provider? Answer: See pages 4-9 in the RFP. We bid this out every five years, so we have been able to be pretty clear about the City’s expectations. 2) Are there particular innovations or sustainability initiatives the City is especially interested in seeing implemented within this contract? Answer: The City listed smart metering, waste audits and advanced reporting in the RFP as potential innovations. If the Service Provider has additional innovations or initiatives to propose, the City would welcome them. The City is interested in innovations that lead to right-sizing dumpster size and service and increasing waste diversion. 3) Could you provide any historical data on waste and recycling volumes collected over the past two years to help us project efficiencies and savings? Answer: Yes, the current Service Provider does send these reports. We will be willing to share that information with the awarded vendor, should they request it. 4) Are there specific key performance indicators (KPIs) or benchmarks the City has used to evaluate past waste management contractors? Answer: No. 5) The RFP requests pricing breakdowns and potential annual price adjustments. Does the City have a preferred method for price escalation (e.g., CPI-based adjustments, fixed percentage increases)? Answer: In the current contract, the City has negotiated and locked in the price escalation with the awarded vendor. This time we are asking the vendors to submit their plan as part of their proposal. RFP 10034 Waste Stream Management Services Addendum #1 Questions and Answers Page 3 of 4 6) Is there flexibility to propose cost-sharing models or incentives for higher recycling diversion rates? Answer: Yes. 7) The City expresses interest in smart metering, waste audits, and advanced reporting. Are there preferred platforms or reporting formats that align with current City systems? The City would welcome recommendations from the Service Provider about platforms or reporting formats. The City currently receives waste data in spreadsheet format. 8) How frequently does the City expect contamination reporting and data-sharing updates beyond the required monthly reports? Answer: Contamination reporting should happen as the Service Provider encounters it. 9) If we propose subcontracting certain services (such as roll-off hauls or specialty recycling), are there specific compliance requirements or approval processes for these partners? Answer: The awarded vendor will be responsible for the performance of any third-party subcontractors they use. 10) Would the City consider collaborative approaches where the Service Provider partners with local sustainability organizations to enhance community engagement? Answer: The City is supportive of collaboration between the Service Provider and local sustainability organizations to enhance community engagement. 11) In reference to Section 3.d, which states that the Service Provider shall provide on-call or emergency pick-up service for any materials requested by the City within 24 hours: If we were to receive a request for pick-up late on Saturday, would a response time of Monday morning be acceptable? Answer: Yes, Monday would be acceptable. a) Regarding Section 7.e, which mentions that the Service Provider will provide a RFP 10034 Waste Stream Management Services Addendum #1 Questions and Answers Page 4 of 4 separate, itemized bill to Accounts Payable at invoices@fcgov.com for any extra services rendered, broken down by department and location: Is it necessary for each department to receive a separate bill that is itemized by location, or b) can we consolidate this into one bill that lists the department and location with a single total for all departments? Answer: You are to consolidate this into one bill that lists the department and location with a total for each department; then a grand total for the overall invoice. If the bill is separated by department by trash, and recycle, with a total for the department; and there are no additional approvals required for extra services; then we will be able to process it via direct voucher. Also, the City Contract Administrator requests to be cc’d on all invoicing. 12) Are we permitted to include extra charges and contamination fees on this bill as they arise? Answer: There are to be no “extra charges” on the billing with the exception of additional requested services and recycling “contamination charges” that are to be documented by photo or video evidence when encountered with the location, date and time noted. 13) How many compactors will you need to lease from us? Answer: The City will want to lease compactors from the same company that is awarded the contract; that is what we are doing with the current Service Provider. Currently we have two, one at the Parks Shop and one at Fossil Creek Park. 14) What is the anticipated start date for the contract? Answer: September 1, 2025. 15) Will payments be processed through our web portal? Answer: No; we do not process any payments through a third-party portal. The City can process payments via check; and preferably, via ACH.