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HomeMy WebLinkAboutRFP - 7265 WASTE STREAM ANALYSIS STUDYCity of Fort Collins Purchasing ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 7265: Waste Stream Analysis Study OPENING DATE: 3:00 P.M. (Our Clock) August 12, 2011 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 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. QUESTIONS/ANSWERS: 1. Regarding routes, what relationship does the City have with the haulers and can you compel them to give us route information? No, we can't compel them to tell us their routes. We could talk to them and see if they would help us voluntarily. 2. When you did sampling or waste composition analysis in the past was it done by capturing the material on the route in containers or at transfer station? Sampling is done at the Larimer County Landfill by Larimer County - not the City of Fort Collins. 3. Was the waste characterization that was done only looking at Fort Collins' waste or from other municipalities? Larimer County Landfill takes waste from Fort Collins, Loveland, Estes Park or other rural areas, so the waste characterization could have been from all, not just Fort Collins. 4. Has Fort Collins had any discussions with surrounding municipalities when looking at potential volumes to provide a better return on your potential investment? Not at this time. 5. Are we looking at just waste that is going to the landfill or waste that is going anywhere else such as a farm or land application. We want to know more about any alternative destinations. We've been trying to collaborate with partner businesses in the community to get that information. 6. Do you imagine any energy being produced from waste and if so, do you have a preference for electricity or thermal. Would the City of Fort Collins be the customer? Addendum 1 7265 Waste Stream Analysis Study Page 1 of 3 6. Availability — Describe the availability of project personnel to participate in this project in the context of the consultant firm's other commitments. Estimated Hours by Task - Provide estimated hours for each proposed or optional task, including the time required for meetings, conference calls, etc; and the total project cost. 8. Schedule of Rates and Cost by Task - Provide a schedule of rates and an anticipated cost of each task identified in the Scope of Work Deliverables section; including the preliminary and final reports. RFP 7265 Waste Stream Analysis Study Page 7 of 21 Vendor Statement: I have read and understand the specifications and requirements for this bid and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. I also agree to complete PROFESSIONAL SERVICES AGREEMENT with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. FIRM NAME: FA1191:»14 EMAIL ADDRESS: PHONE: BIDDER'S NAME: SIGNATURE: PRIMARY SERVICES ISSUES CONTACT: TELEPHONE: FAX: EMAIL: CELL: EMERGENCY: BACKUP: Compensation and Contract Process 1. After contract award, progress invoices shall be billed in monthly installments, subject to review and approval by the City's Project Manager. City payment terms will be Net 30 Days from receipt of invoice. 2. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews. 3. The selected Contractor shall be expected to sign the City's standard Professional Services Agreement prior to commencing Services (see sample attached to this Proposal). RFP 7265 Waste Stream Analysis Study Page 8 of 21 Review and Assessment Proposers will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any optional interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD Does the proposal show an understanding of 2.0 Scope of Proposal the project objective, methodology to be used and results that are desired from the project? Do the persons who will be working on the 2.0 Assigned project have the necessary skills? Are Personnel sufficient people of the requisite skills assigned to the project? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel 1.0 Availability available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? Do the proposed cost and work hours compare Cost and Work favorably with the Project Manager's estimate? 2.0 Hours Are the work hours presented reasonable for the effort required in each project task or phase? Does the firm have the support capabilities the 2.0 Firm Capability assigned personnel require? Has the firm done previous projects of this type and scope? RFP 7265 Waste Stream Analysis Study Page 9 of 21 Reference Evaluation (Top Ranked Firm) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Would you hire this Professional again? Overall Performance Did they show the skills required by this project? Was the original Scope of Work Timetable completed within the specified time? Were interim deadlines met in a timely manner? Was the Professional responsive to Completeness client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? PLEASE GO TO www.fcgov.com/purchasinq TO REGISTER IN OUR E- PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES. COMMODITY CODES USED FOR THIS RFP: 918-43 Environmental Consulting 925-35 Environmental Engineering RFP 7265 Waste Stream Analysis Study Page 10 of 21 Appendix A — Materials List Materials and categories to be measured may include, but are not limited, to: Paper: Newsprint, high-grade office paper, mixed paper, magazines / catalogs • Cardboard • Paperboard • Aseptic cartons Plastic: • PET, HDPE, and other rigid plastics • Plastic bags, stretch wrap , other plastic film • Styrofoam block / peanuts Metal: • Aluminum containers • Ferrous containers • Other ferrous • Household appliances (computers will be included with "electronics') Glass: • Glass bottles and jars Organics: • Mixed yard waste including small branches up to 2-inch diameter • Large branches / limbs — more than 2-inch diameter • Food waste • Clean dimensional lumber and other untreated wood building material • Unrecyclable mixed paper • Spent grain from breweries Problem materials: • Large electronics (with a plug) • Textiles • Carpet • Tires • Furniture / bulky items • Latex paint & finishes • Oil -based paint & finishes • Other hazardous materials Construction and Demolition Debris: • Aggregates, concrete, asphalt, ceramics, brick, stone, etc. • Asphalt shingles • Drywall RFP 7265 Waste Stream Analysis Study Page 11 of 21 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page , and incorporated herein by this reference. 2. The Work Schedule. (Optional) The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Professional and mailed no later than ninety (90) days prior to contract end. 4. Early Termination by City. Notwithstanding the time periods contained herein, RFP 7265 Waste Stream Analysis Study Page 12 of 21 the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: City of Fort Collins City of Fort Collins , Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits and errors and omissions insurance in the amount of $ Optional: according to the Insurance Requirements attached hereto as Exhibit " ", consisting of one (1) page. RFP 7265 Waste Stream Analysis Study Page 13 of 21 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor Clause Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 11 In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the RFP 7265 Waste Stream Analysis Study Page 14 of 21 City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change (orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable Mylar base material using a non -fading process to provide for long storage and high quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the City in an AutoCAD version no older then the established city standard. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any RFP 7265 Waste Stream Analysis Study Page 15 of 21 responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials fumished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting parry commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent RFP 7265 Waste Stream Analysis Study Page 16 of 21 In energy generating scenarios, especially electricity, the City of Fort Collins owns its own electricity generation and you would be most likely working with Fort Collins Light and Power to tie into the grid. If we're interested in capturing data and making projections about waste generation and the content of the different streams and, considering everything is not flow controlled into the Larimer County Landfill, and given you can't compel operators to give information, do you have a notion they would be willing to cooperate with us during the period of sampling to provide us information they capture at scale house? Can we coordinate with them to determine origins of the materials coming into the facilities. Yes it is possible with Larimer County since the City is a co-owner of the landfill and has a good working relationship with them. We would need to talk with the managers of the private landfills to see if they will help us. 8. The ability to really generate a scientific, dependable outcome depends on our ability to randomly select materials to sample. We can devise a way to do that but without someone helping us identify Fort Collins as the point of origin of loads it would be difficult. Also, might the City want real time data from different facilities; or even a visual characterization of the waste? To clarify, the City not expecting a physical sort to occur, but instead the consultant would use data we have and data we would obtain as we move forward on this project. 9. In the RFP there are other partners in project including school and brewing companies. How willing are they to give us waste characterization data. They are completely willing but they may not have very sophisticated characterizations. New Belgium Brewing is scrutinizing their waste stream. 10. In multi family sector in Fort Collins do the private haulers characterize by volume or is recycling broken out into materials? Yes — It is broken out by materials somewhat - we have single stream here. They do their best to tell us what kinds of materials are coming from different type of customers — commercial, single family, etc. 11. Regarding licensing agreements with private haulers as far as renewable energy types of systems are concerned, do you have in those licensing agreements any full control powers or has the city considered changing to franchise agreement to dictate where material will go? The new technologies may be more expensive than the landfill. No, we don't have flow control capability. The City looked at it (districting) but it is unlikely we will be talking about it in the near future. 12. There is some really good software out there to use to quantify the types of solid waste streams that come out of municipalities. Would Fort Collins be open to using software programs to characterize this? Addendum 1 7265 Waste Stream Analysis Study Page 2 of 3 jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. RFP 7265 Waste Stream Analysis Study Page 17 of 21 e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. RFP 7265 Waste Stream Analysis Study Page 18 of 21 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) RFP 7265 Waste Stream Analysis Study Page 19 of 21 INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 7265 Waste Stream Analysis Study Page 20 of 21 [Optional] EXHIBIT " " CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as "information") that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Professional shall not disclose any such information to any person not having a legitimate need -to -know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City's remedies at law for a breach of the Professional's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. RFP 7265 Waste Stream Analysis Study Page 21 of 21 Maybe if consultant wanted, but we have lots of information that is being handled by sophisticated data mgmt systems already. 13. When looking at financial values of materials in the waste streams that could be diverted are you looking to also make some money off the materials as resource? There are some waste energy recovery systems to pull out metals and sell them to pay for O&M. We are open to consultant suggestions, but the answer is no. Who knows what the future holds. We are looking for biggest bang to increase diversion rate — low hanging fruit is first priority. 14. What was the amount of money for this project? $45, 000. Please contact Ed C. Bonnette, 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. Addendum 1 7265 Waste Stream Analysis Study Page 3 of 3 City Financial Services 0� Purchasing Division 215 N. Mason St. 2nd Floor Fort Collins PO Box 580 Fort Collins, CO 80522 970.221.6775 P U rta a s i n 9 970221.6707 kgov.com/purchasing REQUEST FOR PROPOSAL 7265 Waste Stream Analysis Study The City of Fort Collins is seeking an experienced and qualified consulting company (consultant) to execute two tasks: 1) determine the composition, weight, and potential value of materials generated in the greater Fort Collins community and currently sent to landfills for disposal; and, 2) identify at least two of the most feasible types of waste -to -energy systems and/or technology in which the City may wish to invest for future waste stream management. Written proposals, five (5), will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), August 12, 2011 and identified as Proposal No. 7265. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, CO 80522-0580. A call -in pre -bid conference call will be held on Thursday August 4, 2011 at 2:00 p.m. our clock. Dial in from your phone: (970) 416-2300 — Conference ID: 9532. Questions concerning the scope of the project should be directed to Project Manager Susan Gordon, Natural Resources, (970) 221-6265 or sgordon(aD_fcgov.com . Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, C.P.M., Buyer (970) 416-2247 or ebonnette(@fcgov.com . A copy of the Proposal may be obtained as follows: Download the Proposal/Bid from the BuySpeed Webpage, www.fcqov.com/eprocurement Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, RFP 7265 Waste Stream Analysis Study Page 1 of 21 gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management RFP 7265 Waste Stream Analysis Study Page 2 of 21 REQUEST FOR PROPOSAL 7265 Waste Stream Analysis Study 1. Introduction The City of Fort Collins is seeking an experienced and qualified consulting company (consultant) to execute two tasks: 1) determine the composition, weight, and potential value of materials generated in the greater Fort Collins community and currently sent to landfills for disposal; and, 2) identity at least two of the most feasible types of waste -to -energy systems and/or technology in which the City may wish to invest for future waste stream management. The study will quantify the amount of material discarded as waste from Fort Collins residents and businesses each year. It will calculate how much more of the City's "waste" stream can be diverted towards materials markets' that will optimize recycling and composting opportunities, as well as potential energy -conversion systems The study will identity which specific discards from the residential and commercial sectors are still available for recovery and will quantify their commodity value and/or energy generation capability. The consultant will provide an economic analysis of how to optimize the recovery of this landfill -disposed material and provide professional recommendations for its "highest and best" use in current or future recovery systems. The City will use the information to progress towards its waste diversion goals. The analysis will quantity the total amount of discarded or under-utilized material that is locally available, which may provide "feedstock" for a waste -to -energy processing facility(s). Options for various technologies designed to capture more value from discards will be examined for implementation. Institutional issues related to the development of new and/or advanced technology to divert material from landfill disposal will be identified in terms of policies, permitting requirements, and other processes. This study will form the beginnings of a strategic plan for the City to optimally manage its waste stream. 2. Project Schedule Overview The study must be completed by November 17, 2011 3. Scope of Work Considerations Consultants are asked to submit proposals for delivering the following services, detailed below: • Develop a data -based analysis of the composition of Fort Collins' waste stream, using at least five material categories which shall include vegetative debris/trimmings and food waste (i.e., organics that are high in available Biochemical Oxygen Demand), and which may also include: paper fiber and other recyclable commodities; municipal solid waste; hazardous materials; and, construction & demolition debris. 1 As adopted in Plan Fort Collins 2010 (Principle ENV 14), the City applies EPA's hierarchy of waste management, which calls for source reduction as the primary approach, followed in order by: reuse; recycling/composting; energy recovery using emerging pollution -free technology; and, landfill disposal (where methane gas capture is employed), as a final resort. RFP 7265 Waste Stream Analysis Study Page 3 of 21 • Develop a methodology for correlating individual contributions to the waste stream by at least four distinct generator sectors throughout the entire community (e.g., residential single-family; residential multi -family; educational institutions; and, commercial, including breweries, industrial facilities, and construction). • Prepare a complete written analysis, diagrammatic analyses of material inputs and outputs, and report on material streams. • Analyze the economic value of the material currently sent for disposal to area landfills. o Quantify embedded energy potential for energy -conversion systems. o Quantify the financial value of materials currently in the waste stream that may be diverted to recycling markets and other recovery systems. o Identify missed economic development and job creation opportunities from current disposal practices. • Identify at least two of the most feasible types of energy -conversion systems and/or technologies in which the City may wish to invest for future waste stream management, including for each option: o Description, capital costs, and operational costs of facility o Scale -ability of the system or technology o Amount and type of local feedstock necessary to sustainably operate the system ■ Identification of critical service providers and other key stakeholders (such as materials collectors) involved in material supplies ■ Description of delivery system for materials o Permitting requirements o Funding options o Quantification of amount of energy generation o Other major considerations or issues that the City needs to comprehend. Analysis/Report Approach Fort Collins'144,000 residents are served by at least 12 private collection companies that deliver to the Larimer County Landfill and two private landfills located out of county. Information about trash and recycling volumes that is documented by collection companies in mandatory reports to the City of Fort Collins will be available for the consultant to use in this study as aggregated data. The consultant will gather additional waste characterizations and data from other partners in this project, including at minimum Poudre School District, Larimer County, Colorado State University, O'Dell Brewing Company, and New Belgium Brewing Company. Describe any statistical issues that arise when this is done. Describe your method for developing and representing the entire community's waste stream in various categories; i.e., the report should provide valid data for the following generator profiles: • Residential; • Multifamily; • Educational institutions; • Commercial, segregated by sectors as the budget allows (e.g., industrial, institutional, agricultural, brewing, landscaping, health care, hotels, manufacturing, offices, retail, wholesale, transportation and / or mixed). The consultant will work with City staff, collectors, and landfill managers to obtain the necessary information for completing the analysis. The proposed report structure and schedule, together with an explanation of the methodology used, must be submitted for approval by City staff before analysis begins. RFP 7265 Waste Stream Analysis Study Page 4 of 21 In addition to the representation of waste material sources, the consultant will provide a suggested methodology for determining the weight of at least six materials categories currently going to area landfills. Materials and categories to be measured may include but are not limited to those listed in Appendix A. Provide a rationale for materials selected. Consultant will be responsible for compiling and entering this data into a database developed by the City for this project. All information will be stored in the database, and a copy will be submitted to the City of Fort Collins with the final report. The City will also be provided with a data dictionary and description of queries. For ease of comparison with other reports, all data shall be measured and recorded in decimal pounds. All composition tables will include tonnage and percentage breakdowns for the mean and confidence levels whenever possible. Preliminary Report Deliverables A preliminary report will be submitted to the City of Fort Collins no later than October 17, 2011, including: • A summary of methodology used to design and implement the data collection portion of the study; • Distribution of waste tonnages and percentages by sectors; • Waste composition results and preliminary findings for each of the waste sectors; • Description of economic methodology used to calculate commodity values and economic development potential; • Recommendation as to specific streams of discarded material to target for recovery, which shall include vegetative debris/trimmings and food scraps, as well as other viable commodities. • A summary of potential new or advanced energy conversion approaches. The final report, due no later than November 17, 2011, should be comprehensive and again describe the analytic procedures, material category definitions, and final waste composition tables. In addition, the final report should identify material categories and sectors with high potential for additional diversion, recovery or reuse. The final report must include the following: • Amount of material discarded as waste from the Fort Collins community each year, by weight; • Amount of the community waste stream that could be diverted towards materials markets or energy conversion; • Specific discards from each generator category that make up potential new diversions or energy resources; • Financial value of materials currently in the waste stream that may be diverted to recycling markets and other recovery systems; • Complete description of two or more new and/or advanced energy -conversion systems that will be most feasible and desirable for the City to consider implementing. All reports shall be submitted in electronic format along with five unbound, double -sided hard - copies printed on paper with 100% recycled content. RFP 7265 Waste Stream Analysis Study Page 5 of 21 4. Consultation The City of Fort Collins reserves the right to negotiate a modified statement of work with the selected consultant to best carry out the purposes of the study within the available budget. All data collected in this study will become the property of the City. Confidential and proprietary information must be clearly marked as outlined in the Terms and Conditions of this document. The consultant will not publish results from this study in any form without prior approval of the City. The consultant will be prepared to respond to any questions or uncertainties the City might have about the completed data or other reporting, and to give other information, as requested, about the conceptual analysis. Submittal Requirements All respondents are required to include the following information in the submittal as a minimum. Respondents are to number and name each section as follows: 1. Methods and Approach - Describe your expected or recommended approach and tasks. Describe the anticipated interaction with the City. Provide an outline of your anticipated schedule for completing consultant tasks. 2. Scope of Work Deliverables - Provide your Deliverables for the Scope of Work Considerations listed in this document. 3. Qualifications and Experience - Provide relevant information regarding previous experience related to developing a similar Waste Stream Analysis, Waste Diversion Analysis, and/or Waste Composition Analysis: • Number of years in the business. • Overview of services offered. • Names and location of similar projects. • Name, address, and phone number of public agency reference(s) overseeing the planning effort. • Samples (preferably three via a web link or "pdf' files) of work products for similar projects. 4. List of Project Personnel - This list should include the identification of the contact person with primary responsibility for this contract, the personnel proposed for this contract, and any supervisory personnel, including partners and/or subconsultants, and their individual areas of responsibility. A resume for each professional and technical person assigned to the contract, including partners and/or subconsultants, shall be submitted. The resumes shall include at least three references from previous assignments. 5. Organization Chart/Proposed Project Team - An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this contract shall be provided in this section. RFP 7265 Waste Stream Analysis Study Page 6 of 21