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HomeMy WebLinkAboutRFP - 9047 BIODEGRADABLE DOG WASTE BAGSRFP 9047 Biodegradable Dog Waste Bags Page 1 of 8 REQUEST FOR PROPOSAL 9047 BIODEGRADABLE DOG WASTE BAGS The City of Fort Collins is requesting proposals from qualified Vendors to supply a durable compostable dog waste bag conforming to ASTM D6400 certification for the Parks and Natural Areas Departments’ dog waste stations. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals 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 proposal we require one (1) hard copy and one (1) electronic copy on a jump drive to be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on November 22, 2019 and referenced as Proposal No. 9047. 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, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions should be submitted, in writing via email, to Beth Diven, Buyer at bdiven@fcgov.com no later than 5:00 PM MST (our clock) on November 13, 2019. Please format your e-mail to include: RFP 9047 Biodegradable Dog Waste Bags in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 085-08 Bags, Biodegradable 665-24 Bags and Liners, Plastic: Garbage Can Liners, Janitor Cart Liners, Linen Hamper Liners, Litter Bags, Polyethlene Bags, etc. Including Biodegradable Bags and Liners, Plastic: Garbage Can Liners, Janitor Cart Liners, Linen Hamper Liners, Litter Bags, Polyethlene Bags, etc. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary 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 9047 Biodegradable Dog Waste Bags Page 2 of 8 pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. 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, 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 9047 Biodegradable Dog Waste Bags Page 3 of 8 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Vendors to supply a durable compostable dog waste bag conforming to ASTM D6400 certification for the Parks and Natural Areas Departments’ dog waste stations. The average annual dog waste bag usage for both departments is approximately 1,880,000 bags. II. SCOPE OF PROPOSAL A. Specifications Required product specifications are as follows: • ASTM D6400 certified; • Roll- style bags; • Rolls must fit City dog waste stations sized 9.5” H x 4.25” W x 5” D; • Bags need to be durable for public use and not rip and/or tear when hand is inserted; and • Rolls should be tube free; if not available, specify the tube material in proposal B. Delivery The awarded vendor must be able to have all orders delivered to the Parks Division, located at 413 S. Bryan Ave., Fort Collins, CO 80521, within 7 to 10 days after receipt of order (ARO). C. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: November 4, 2019 • Question deadline: 5:00 PM MST on November 13, 2019 • Proposal due date: 3:00 MST (our clock) on November 22, 2019 • Interviews (tentative): First Week of December 2019 • Award of Contract (tentative): December 2019 D. Interviews In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. RFP 9047 Biodegradable Dog Waste Bags Page 4 of 8 E. Subcontractors Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore subcontractors will be the responsibility of the Vendor. F. Proposal Format Please limit the total length of your proposal to a maximum of ten (10) double sided or twenty (20) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Vendor Statement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. G. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. H. Method of Award & Product Purchase The awarded Vendor will receive an award letter from the City authorizing product purchases for a period of one year from the date of the letter. Future years, not to exceed four (4) one year terms, may be authorized at the option of the City. Any changes to product pricing must be agreed to in writing by both parties at the time of renewal. The City will purchase products as needed throughout the year. The awarded Vendor will receive a Purchase Order from the City authorizing the Purchase under this RFP. Vendor should not begin any work prior to receipt of the Purchase Order. I. Invoicing and Payment Invoices should be emailed, following delivery and acceptance by the City, to invoices@fcgov.com with a copy to the requesting department’s designated contact. The cost of the work completed shall be paid to the Vendor following the submittal of a correct invoice by the Vendor indicating the Purchase Order number, product description, quantity/units, price per unit, and total cost. The City pays invoices on Net 30 terms. III. PROPOSAL SUBMITTAL For this section, Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. RFP 9047 Biodegradable Dog Waste Bags Page 5 of 8 A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location of the main warehouse that stocks the product and where the product is made. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Vendor Statement. 8. Three (3) references from companies in which the same bags as proposed have been purchased within the past (3) years. Include the name and address of each referenced company, as well as the name, title, and phone number of the contact person. C. Scope of Proposal 1. How many bags are in a roll? How many rolls in a container? 2. How is the product packaged and shipped? 3. Size/dimension of each bag. 4. Size/dimension of each roll. 5. Shelf life of bag. 6. Temperature rating of bag material. 7. Identify what portion of work, if any, may be subcontracted. 8. In addition, proposals must include one (1) complete dog waste roll for sample purposes. D. Delivery 1. How is the product packaged and shipped? 2. Confirm all orders can be delivered 7 to 10 days ARO. Shipping should be FOB Destination. RFP 9047 Biodegradable Dog Waste Bags Page 6 of 8 E. Cost 1. Provide pricing per bag. Also include price breaks and order volume/quantity required to attain the discount pricing. 2. Provide pricing for shipping/freight charges. F. Additional Information Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. Explain any concerns Vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services shall be documented. IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. 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 3.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the product meet all specifications? Does the proposal show an understanding of the project objectives and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 1.0 Firm Capability Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? 2.0 Delivery Can the product be delivered in the requested time frame? 3.0 Cost Does the proposal included detailed cost break- down for each cost element as applicable and are the line-item costs competitive? RFP 9047 Biodegradable Dog Waste Bags Page 7 of 8 B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge Did firm meet the Scope of Services? Was the project properly completed? Were problems corrected quickly and effectively? Official Purchasing Document Last updated 10/2017 RFP 9047 Biodegradable Dog Waste Bags Page 8 of 8 V. VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.