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HomeMy WebLinkAboutAddenda - RFP - 7067 RESIDENTIAL TRASH AND RECYCLABLES COLLECTIONFort- Collins ' `7Purchasing ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS 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 Description of RFP 7067: Residential Trash and Recyclables Collection OPENING DATE: 3:00 P.M. (Our Clock) October 2, 2009 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. CLARIFICATIONS: On September 10, 2009 City staff and prospective contractors met in a pre -bid conference at 215 Mason Street, Fort Collins. Contractors asked numerous questions which are addressed below for the information of all interested vendors. 1. Will flow control be mandatory? Since the City is a partial owner of the Larimer County Landfill, yes — we would like the trash and recyclables collected in the Pilot District to be taken to Larimer County's landfill and recycling facilities (as identified in the RFP). 2. Regarding the requirement to take all materials collected in the District to the Larimer County Landfill, would the City consider an arrangement with off- setting volumes from neighborhoods closer to the Larimer County Landfill? No, the City is not interested in a system for off -setting volumes. The District is in close enough proximity to the Larimer County Landfill that we do not perceive that there would be significant enhancements to vehicle miles of travel (VMT) minimization by allowing an off -set provision. 3. Will the requirement to use Larimer County Landfill be waived on days when the designated landfill is closed due to high winds or other reasons? Yes, on days when the landfill is closed, the contractor will be permitted to use another landfill. When this occurs, the City would require it be documented and included in the monthly report. 4. Can the City help persuade the landfill to reopen on wind -closure days, after the winds have subsided? We will pass this information along to the County, but they are the operator of the facility and we are not able to change this practice through our direction. 5. A hauler was recently told that plastics #1-7 are not currently being processed at the Materials Recycling Facility (MRF) in Denver. Will they still be accepting these materials? According to Larimer County Solid Waste Department staff, there have been no changes to the designated list of plastic containers accepted for recycling (see the guidelines on the County's website, http://www.larimer.org/solidwaste/Plastics.htrn). We will be in contact if we hear anything further about the matter. 6. What will be the minimum level of service charged for by the City? Will all customers in the District be charged at least this level, whether or not they utilize the service? Will the hauler be paid these fees, regardless of whether the service is used? It is expected that all customers who do not meet an identified exception and are subject to the City's fee will be required to pay the fee; the Council will set this as part of the process of establishing the fee structure. The City's fees will depend to a large extent upon the rates the successful contractor agrees to charge for services. Final implementation issues can be addressed as a matter for negotiations between the City and the successful contractor. The City expects that the hauler will be paid the minimum service level fees for those customers who actually use the service, including those who receive containers (trash and/or recycling), regardless of how often they place their containers out for collection. There is an exception included in the RFP for those vacation/vacancy holds which can be verified by Utility Billing staff. 7. How will mid -month service changes be handled? This specific implementation issue will need to be addressed with Utility Billing staff, but contractors are invited to provide their best professional recommendation about how to handle mid -month changes. Please address any recommendations within your proposal. 8. Please provide a GIS map of the alleys within the District. City GIS staff have estimated that there are 1,720-1,820 addresses with alley access within the pilot boundary. This estimate was determined by identifying all the addresses within 110 ft of an alley (1,773 addresses). The GIS staff member then spot-checked the entire area, and found addresses to add and delete. In the end, there was a difference of 30 addresses. Therefore, the estimated number is the original query (1,773) +/- 50 addresses. 9. Does the City expect the hauler to provide both alley and curb service within the same blocks where alleys are present? The City will not expect the hauler to provide both front -curb and alley collection on the same block. The City will allow alley collection in instances where 100% of the neighbors on both sides of the alley have agreed upon having alley collection; our objective is to discourage alley collection except when the neighbors have notified the City of their unanimous preference. The contractor is encouraged to provide any other suggested approaches within the context of the proposal. 10. What happens if the City Council decides that it wishes to discontinue the contract prior to the end of the 5-year commitment? The City retains the prerogative to terminate any of its services contracts for any reason that it deems to be appropriate. As the sample contract currently stands, a contractor could be terminated with 90 days notice and payment for services rendered up to that point. If the contractor wishes to make comments or suggestions regarding this matter, they should be included in the proposal. 11. Would a letter from a Certified Public Accountant be an adequate financial statement for the requirement under section 4 j. (6)? Yes, a letter from your CPA would be sufficient. Information such as financial statements, if considered proprietary business information, must be marked as such in the proposal. 12. Does the City intend to provide billing services for "Optional' services provided within the district (e.g., bulky item pickup, front door service)? Proposals should include any services under section 4. b) that the contractor would like to offer as part of its contract with the City, to be billed along with the curbside trash and recycling collection fees. 13. Can the Reporting Requirements under Section 5 be revised to state that the reports must be submitted by the 30`h day of each month, rather than the loth day, since much of the data is not available until later in the month? If you prefer to submit reports on a day other than the 10`h day of the month, please indicate the preferred date in your proposal. 14. In the Reporting Requirements under Section 5, does the requirement to report vehicle accidents or infractions mean those which occurred within the District? Only accidents / infractions that occur within the District need to be reported to the City. 15. Will customers who receive Dumpster service within the District be required to participate in the District? How will they be billed? The City will expect these customers to participate in the contract for curbside trash and recycling collection; if the contractor would like to propose a Dumpster service and fee for this type of customer to use for materials such as used animal bedding, it would be appropriate to list that in response to Section 4.b) of the RFP. Those households will still pay the minimum service and need to contract for Dumpster services in addition to their household trash. The goal to be served by this approach is to prevent mixing household waste with waste that can be composted, such as used animal bedding. 16. How will the liquidated damages be invoked? How will customer service disputes be addressed when the complainant and the driver disagree about what happened? The purpose of this clause is to ensure that if there are clean-up costs, the City will not end up having to pay them using taxpayers' money. A notification and dispute resolution process can be developed between the City and successful contractor. Summary of Questions Addressed in Pre -bid Meeting: 17. How many individuals will be on the panel of evaluators? Who will be on the panel of evaluators? Will any council members serve on the panel? When will the interviews be conducted? Six interviewers, including Ann Turnquist, Susie Gordon, a Purchasing representative and three others will be a part of the panel. No Council Members are included on the panel as this is an administrative process. Interviews are currently scheduled for October 13, 2009. 18. Will the City get the revenues from recyclables? Is there an allowance for assessing a fee if required to dump at the recycling center? The RFP was changed since the original Draft went to City Council in July 2009. The final RFP as issued indicates that all those revenues will go to the contractor. Since revenues remain with the vendor, the vendor is assuming the risk for any change in the market. There is also a provision in the RFP for annual review of the fees. This is intended to provide opportunity to address unforeseen circumstances. 19. Is there a preference if recycling should be done twice -a -month or bi-weekly? The code allows twice per month recycling collection. In the proposal it would be beneficial to explain how customers will be notified of pickups and if there is a reason to collect more than two times per month. 20. Is it correct that fees are collected regardless of whether the customer uses the selected vendor or not? Also, does the customer have the option of contracting with a vendor outside of the one that is selected by the City? The City's intent is that those households within the District area that meet the criteria for inclusion in the system will be required to pay the City fee, whether they choose to actively use the service or not. There is some potential that the definition of who may opt -out of the program will be subject to change, depending on administrative decision -making. The number of households we estimate to meet the criteria for inclusion is 6,500, however, we cannot guarantee a minimum number of accounts. The vendor will only receive payment for those households that arrange for service. 21. In Section 3, the RFP states that the routing process will be developed in cooperation with the City. What is the anticipated level of involvement and will the City determine the days of operation? The City wants to be informed and be a partner in the process. The City would also like to know the number of collection days, the number of routes, the number of trucks, etc. The goals are to determine the impact on pollution, to reduce truck traffic and to increase recycling. 22. There are no scales at the County Landfill; can the vendor use the scale at the Recycling Center? The contractor should contact Larimer County about the availability of the recycling scales. Other certified scales in the community may also be used to help meet the City's goal to have measurements that can be tracked during the pilot project. 23. What will be the allowable frequency of changes, new service, discontinue service requests? The City is looking to the vendor to provide suggestions for this part of the project in the context of the proposal. Final implementation issues can be addressed as a matter for negotiations between the City and the successful contractor. 24. What is the City's stance on exchanging containers for clean containers and who pays for it? The City is looking to the vendor to provide suggestions for this part of the project in the context of the proposal. Final implementation issues can be addressed as a matter for negotiations between the City and the successful contractor. 25. How will "not -set -outs" be recorded and addressed? The City is looking to the vendor to provide suggestions for this part of the project in the context of the proposal. Final implementation issues can be addressed as a matter for negotiations between the City and the successful contractor. 26. How will "not -set -outs" be paid to the vendor? The vendor will be paid for subscription levels of service. If service is provided and no trash is out, the vendor will still receive payment. 27. Does the service agreement require new equipment to be purchased? The intent of this language is not for the vendor to buy new trucks, but for the trucks that will be used to be in good and serviceable repair. The City wants to be assured that the equipment to be used is reliable and appropriate. New containers and carts will not be a weighing factor — however, those to be used should be serviceable and appropriate. 28. How many people want the 35-gallon, the 65-gallon container, etc? There is no information available to answer this question. The contractors should rely on the information they have available from providing service within the community or elsewhere. 29. In Section 41. Transition Plan — please clarify the requirement for removal of the previous provider's equipment? There is concern because the vendors are not allowed to touch each other's equipment. There is an expectation that the vendor will make a proposal as to how customers are notified and how the other vendor is notified as to start of service. The transition should be addressed in the proposal as far as anticipated timeline, notices, etc. The City does not expect the successful vendor to remove the previous provider's equipment. 30. What if the Larimer County Landfill were to close? It is anticipated that there is 19 years of capacity remaining at the landfill. However, if it were to close the contract would be renegotiated. 31. How far reaching is #9 with respect to non-compliance issues in the last 5 years? The response should only address non-compliance issues in the businesses' Northern Colorado region. 32. Page 12, #4 — Regarding number of vehicles in accidents or infractions, what is the boundary for required reporting? The report should include accidents and infractions that occur within the businesses' Northern Colorado region. 33. Liquidated Damages (e.g., too —early trash collection). How will City be sure who is responsible and if a complaint is valid? Staff expects that this issue will be handled the same way it is currently, with Code Enforcement staff responsible for determining if complaints are valid. 34. Spillage — Please clarify when liquidated damages will be charged and the time - frame for resolution? This will be a part of the negotiation process and should be included in the proposal for high standards of performance, with information about the contractor's quality control process. 35. If the available carts do not follow 35/65/95, is it OK to have slight different capacities as opposed to what is stated in Code, as long as there are three options? If specific modifications are needed, please make this a part of the proposal. City staff will consider whether City Code should be modified to acknowledge these minor variations. 36. Is a Performance Bond required from contractors? No; although a Performance Bond was included in the original draft RFP provided to City Council in July 2009, this requirement has been removed from the final RFP as issued. 37. Will the RFP be re -issued to incorporate comments/questions made during the pre -bid meeting? No, the RFP will not be re -issued. If there are elements of your proposal that provide a different solution or strategy than was identified in the RFP, please simply highlight the difference, as described in this Addendum. Please see attached PreProposal Conference Attendance Record. REMINDER: Any additional questions should be e-mailed to Ed Bonnette at ebonnette(a)fcgov.com no later than 3:00 p.m. on September 25, 2009, to allow time for responses prior to the proposal due date; which remains October 2, 2009 3:00 p.m. Please contact Ed C. Bonnette, C.P.M., CPPB, Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. where renewal is a way of life ATTENDANCE RECORD PREBID CONFERENCE Project: 7067 Residential Trash and Recyclables Collection Time: 1:30 p.m. Date: September 10, 2009 Location: City Building, Community Room, 215 North Mason, 1" floor (NE corner). Fort Collins, CO 80521 NAME FIRM NAME ADDRESS TELEPHONE FAX #E-MAIL ADDRESS kbo19'>`l <<w �-SS�Sjo ��5�- GG 6 &441- '6osSA,✓. 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