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HomeMy WebLinkAboutRFI - REQUEST FOR INFORMATION - 8920 MUNICIPAL INDUSTRIAL WASTE REDUCTION/ RECYCLING PROJECT1 REQUEST FOR INFORMATION 8920 Municipal Industrial Waste Reduction/Recycling Project I. OBJECTIVE The City of Fort Collins’ (City) goal in issuing this Request for Information (RFI) is to give subject experts who are interested in entering into a potential contractual arrangement with the City an opportunity to exchange information with the City prior to the issuance of the Request for Proposal (RFP). This RFI is intended to provide both the City and the respondents an opportunity to evaluate how Sustainable Materials Management (SMM) approaches can be applied to City operations and services that generate what may be considered “industrial” types of waste. It is also the City’s hope that this process will assist the respondents to the forthcoming RFP in providing a more thorough submittal showing their understanding of the needs of the City. II. SCOPE OF WORK In December 2013, the Fort Collins City Council adopted an ambitious waste reduction goal, with an aim for zero waste by 2030. As part of the City’s pursuit to zero waste, the City needs to accelerate waste reduction, diversion and recycling targeting all City operations. The City is considering updating its internal waste reduction and recycling programs to a more dynamic system that will drive the organization to achieve high levels of waste diversion and reduce waste generated from the City’s industrial activities, including Streets maintenance and operations, provision of services to the community for electrical utilities, water reclamation, and drinking water production, parks management and other activities. To this end, the City is seeking an experienced consultant and/or consultant team to assist in the creation of a system that improves and accelerates the City’s ability to comprehensively manage its own industrial waste stream, regardless of which department-specific wastes are generated. Past efforts by the City have successfully introduced new waste management systems to some municipal operations; while progress has been made, the City is seeking consulting expertise to develop a “road map” for creating additional improvements with greater impact, such as: • Fully evaluate, characterize, and monitor sources of waste from operational departments • Establish conclusive reporting metrics, format, and methodology to track progress • Achieve a more granular level of understanding about sources/causes for waste that is generated • Identify new, emerging opportunities for departments to divert waste • Make linkages between departments to optimize waste diversion efforts (e.g., share equipment, etc.) • Calculate the expenses and investments necessary for changes that need to occur within the organization to achieve waste reduction goals • Enhance waste reduction training programs and awareness campaigns for staff in the City’s operational departments. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707- fax fcgov.com/purchasing Areas of interest that the RFI is intended to address includes: • Hear from consultants who are familiar with the waste reduction/recycling industry about developing an SMM approach that can be applied by a municipal government agency to its own industrial operations • Examples of cities that have adopted and implemented a municipal industrial waste reduction plan • Recommendations for the best way to attract responses to a Request for Proposals from consultant(s) who can help Fort Collins develop a system-wide approach to reducing / diverting waste from municipal industrial activities • Advise about software applications or databases designed for municipal-industrial waste applications. Very specifically, by inviting responses to an RFI, the City hopes to learn: • Estimates of the costs that could be used to develop a budget for an RFP • Which tasks/elements that RFP needs to include, such as: o conducting a survey/review of the City’s existing system and recommendations for improvement o estimated time schedules for various tasks and the appropriate sequencing of various milestones. • Respondents the this RFI are encouraged to offer any additional information that may be helpful in assisting the City in its research. III. RFI The City may invite some respondents to this RFI to participate in project presentations and/or product demonstrations for the purpose of further information gathering. The one-on-one meetings are a chance for the respondent and the City to exchange information and questions related to the City purchasing process, operations and services conducted by the City organization that contribute to its waste-stream, as well as getting to know each other, their capabilities, their needs and more about their business. While there will be a question period during the RFP, the RFI one-on-one discussion will be the only time respondents are allowed to discuss the needs of the City, informally. Respondents are not required to attend an RFI one-on-one discussion with the City. IV. REQUESTED INFORMATION As part of the City’s commitment to Sustainable Purchasing, RFI response submission via email is preferred. RFI response submittals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy RFI response instead, please mail to the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. RFI response submittals must be received by 5:00 p.m. (our clock), May 24, 2019 and referenced as RFI 8920. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note additional time is required for RFI responses mailed to the PO Box to be received at the Purchasing Office. Please include the following minimum information in your response: A. Company Information 1. Company name, address, website address. 2. Organization Type (Corporation, Subsidiary, Partnership, Individual, Joint Venture, Other). 3. The name and contact information (email, phone) of the company representative responsible for providing further information. 4. A brief overview of the company’s capabilities, experience and role in providing plans for a Sustainable Materials Management system. B. Consultant Guidance Briefly address your input to the elements stated above in Section II, Scope of Work. C. Budgetary Cost and Schedule Estimates 1. Provide budgetary estimates that address costs for consulting services. 2. Provide budgetary estimates for recommended applicable software to include initial licensing cost, implementation, training, and on-going maintenance. 3. Provide high-level schedule recommendation with major milestones for the project as detailed in Section II, Scope of Work. D. Corporate Expertise Briefly describe your company, your products and services and other information you deem relevant. V. RFP At the end of this RFI discussion period, the City intends to launch an RFP at www.rockymountainbidsystem.com. All firms that provide waste reduction/recycling consulting services may respond – responses are not limited to those who take part in the RFI process. Questions during the RFP process will be received via email and answered via addendum issued to all. There will be no RFP pre-proposal meeting. After RFP responses are received, the City will evaluate the proposals. Information to be considered during these evaluations will be that which is submitted in response to the RFP only. A short list of firms will be developed from the evaluation and those firms may be invited to participate in an interview. VI. SCHEDULE The overall schedule is estimated as follows: • Issuance of RFI May 2, 2019 • RFI Responses Due May 23 • RFI Discussion Period May 24 – June 14 The following dates are tentative: • Issuance of RFP June 17, 2019 • RFP Responses Due July 2 • Interviews July 10 VII. QUESTIONS Questions regarding the RFI process should be directed to Gerry Paul, Purchasing Director, at gpaul@fcgov.com. VIII. MISCELLANEOUS A copy of the RFI may be obtained at www.rockymountainbidsystem.com. This is ONLY a REQUEST FOR INFORMATION (RFI) and should not be construed as intent, commitment or promise to acquire the products and services presented by respondents. The City of Fort Collins will not be obligated to any respondent as a result of this RFI. The City is not obligated for any cost incurred whatsoever by respondents in the preparation of the Request for Information. Confidential or proprietary information should not be included in your response. The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. 24-72- 200.1 et seq. (“CORA”). All responses to this RFI are subject to public disclosure by the City pursuant to CORA and City ordinances.