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HomeMy WebLinkAboutStaff Report 12/17/2001 (2),DEC 17 2091 -'21 CITY OF PETALUMA, CALIFORNIA AGENDA BILL Agenda Title: Resolution Approving a Professional Services Meeting Date: Agreement with Hilton, Farnkopf & Hobson, LLC, to Prepare a December 17, 2001 Request for Proposal for Refuse and Recyclable Collection Services, in Anticipation of Existing Waste Hauling Contract Expiring June 16, 2004 (recommended funding source, General Fund, to be reimbursed by successful vendor) Department: Public TSkladzien' Director: Richard I Contact Person: Phone Number: Facilities & Services ` q James Ryan 707/778-4421 Cost of Proposal: Not to exceed $150,000 (Cost to be reimbursed Account Number: by successful vendor) To be assigned by Finance Dept. Amount Budgeted: -0- Name of Fund: General Attachments to Agenda Packet Item: A) Resolution approving Professional Services E) Letter to Waste Management Agreement F) Request for Statement of Qualifications to prepare B) Matrix proposals for refuse and recyclable collection C) Fee Proposal services D) Scope of Work Summary Statement: On June 13, 2001, the City noticed current contractor, Empire Waste Management, that their contract would not be extended. On September 13, 2001, the City sent out Request for Statement of Qualifications (RFQ) to consultants to prepare a Request for Proposal (RFP) for refuse and recyclable collection services. Five proposers were interviewed on November 1, 2001: - Malcolm Pirnie, Harding, ESE - David Evans and Associates, Inc. - Cal Recovery - Brown, Vence and Associates, Inc. - Hilton, Farnkopf and Hobson, LLC Based on RFQ and interviews, Hilton, Farnkopf and Hobson was selected. The cost, not to exceed $150,000, will be reimbursed by successful vendor as part of RFP. Funding source to be determined at later date, but most likely from General Fund. Council Priority: THIS AGENDA ITEM IS CONSIDERED TO BE PART OF, OR NECESSARY TO, ONE OR MORE OF THE 1999-2000 PRIORITIES ESTABLISHED BY THE CITY COUNCIL ON JANUARY 27, 2001 AND JULY 21, 2001. Priority(s): N/A Recommended City Council Action/Suggested Motion: Adopt resolution to award contract to Hilton, Farnkopf and Hobson to prepare a Request for Proposal for refuse and recyclable collection service. Reviewed by Finance Director: Review t A Lorne ; Approved by City Manager: Date: [,¢kd 0 a [Dat Today's Date: -20- Revision # and Date Revised: File Code: CITY OF PETALUMA, CALIFORNIA DECEMBER 1'7, 2001 AGENDA REPORT FOR RESOLUTION APPROVING A PROFESSIONAL SERVICES AGREEMENT TO PREPARE A REQUEST FOR PROPOSAL FOR REFUSE AND RECYCLABLE COLLECTION WITH HILTON, FARNKOPF & HOBSON, LLC, IN ANTICIPATION OF EXISTING WASTE HAULING CONTRACT EXPIRING ,DUNE 169 2004 1, EXECUTIVE SUMMARY: On June 13, 2001, the City noticed current contractor, Empire Waste Management, that their contract would not be extended. On September 13, 2001, the City sent out Request for Statement of Qualifications (RFQ) to consultants to prepare a Request for Proposal (RFP) for refuse and recyclable collection services. Five proposers were interviewed on November 1, 2001: - Malcolm Pirnie, Harding, ESE - David Evans and Associates, Inc. - Cal Recovery - Brown, Vence and Associates, Inc. - Hilton, Farnkopf and Hobson, LLC Based on RFQ and interviews, Hilton, Farnkopf and Hobson was selected. The cost, not to exceed $150,000, will be reimbursed by successful vendor as part of RFP. Funding source to be determined at later date, but most likely from General Fund. 2, BACKGROUND: On June 13, 2001, the City of Petaluma noticed its current waste hauler, Empire Waste Management, whose contract expires June 16, 2004, that their contract would not be extended. Records indicate that the City has contracted with Empire, or its predecessors, since at least 1938. On September 13, 2001, the City sent out Request for Statement of Qualifications (RFQ) to consultants to prepare an RFP for refuse and recyclable collection services. Five RFQ's were mailed, and responses were received from all five. Public Facilities and Services management staff reviewed the five responses, and a matrix was prepared to rank the proposers on criteria outlined in the RFQ. All respondents were invited to interview to prepare the RFP. On November 1, 2001, Public Facilities and Services management staff and Angela Fogle from the City of Rohnert Park interviewed the above-mentioned proposers. Based on the statement of qualifications document and the interview, Hilton, Farnkopf and Hobson, LLC was selected to partner with the City of Petaluma to prepare the RFP for refuse and recyclable collection services. Prior to preparing the RFP, the consultant will lead the City through a series of workshops on alternatives for refuse and recyclable collection services, coordinate a public opinion survey, and analyze the results of these activities. Following receipt of proposals from refuse companies, the consultant will analyze the proposals and negotiate an agreement with the chosen refuse firm (see Scope of Work, Exhibit D). The cost for the above consultant services, not to exceed $150,000, will be reimbursed to the City by the successful vendor as part of the refuse and recyclable collection services agreement. Funding source is to be determined at a later date, but most likely will come from the General Fund, Hilton, Farnkopf and Hobson, LLC, have twelve years of solid waste experience in California, and particularly in Sonoma County from their work in Cotati, Rohnert Park and Windsor. A Fee Proposal and Scope of Work are attached as Attachrnents C and D. 2. ALTERNATIVES: 1) Award contract. 2) Award contract to another consultant. 3) Direct PF&S staff to prepare proposal. 4) Reject all proposals, re -advertise, delay project. 3. FINANCIAL IMPACTS: The fee to prepare the RFP is on a time -and -expense basis, not to exceed $150,000. This cost will be reimbursed to the City by the successful vendor as part of the new vendor's refuse and recyclable collection contract. Funding source to be determined at a later date, but most likely from General Fund. 4. CONCLUSION: By starting this proposal process early, the City of Petaluma and community will have the proper time to evaluate alternatives for refuse and recyclable collection services before the current contract expires on June 16, 2004. Following award, consultant will sign contract and submit required contract documents, bonds, insurance. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: Public opinion surveys and public workshops completed April, 2002. Council workshop completed June, 2002. Draft proposal approved July, 2002. Distribution of RFP's February, 2003. 7. RECOMMENDATION: Adopt resolution awarding a contract to Hilton, Farnkopf and Hobson to prepare a Request for Proposal for refuse and recyclable collection service. F4E ., �Wll • of the City of Petaluma, California APPROVING A PROFESSIONAL SERVICES AGREEMENT TO PREPARE A REQUEST FOR PROPOSAL FOR REFUSE AND RECYCLABLE COLLECTION WITH HILTON, FARNKOPF & HOBSON, LLC, IN ANTICIPATION OF EXISTING WASTE HAULING CONTRACT EXPIRING JUNE 16, 2004 WHEREAS, the existing waste hauling contract will expire on June 16, 2004; and, WHEREAS, the City of Petaluma has noticed the existing waste hauling contractor that its contract would not be renewed; and, WHEREAS, the need for a new Request for Proposal for refuse and recyclable collection has been identified; and, WHEREAS, it has been recommended that Hilton, Farnkopf & Hobson be awarded the contract to prepare the Request for Proposal for refuse and recyclable collection in accordance with specifications and requirements of the Request for Qualifications and their proposal; and, NOW, THEREFORE BE IT RESOLVED that the City Council does hereby award the contract to Hilton, Farnkopf & Hobson in accordance with terms of the contract and proposal at the rates set herein. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a (Regular) (Adjourned) (Special) meeting form onthe .......................... day of ....................................................... 20......, by the followingvote: .............. I........................ City Attorney AYES: NOES: ABSENT: ATTEST: .................. :...................................................................... ......... ................................................................................................ City Clerk Mayor Council File ................................... Res. No . .................................. N.C.S. City of Petaluma Review Panel Refuse/Recycle Consultant Scoring Matrix Review Panel Malcolm Pirie, Harding ESE David Evans and Associates Inc. Cal Recovery Inc, Brown, Vence and Associates Inc. Hilton, Farnkopf and Hobson, LLC Jim Ryan 73 55 67 75 80 Mike Evert 75 55 62 76 76 Angela Fogle * 30 62 72 78 Rick Skladzien 68 54 59 76 76 Total Score 217 194 250 299 315 Average Score 72.33 48.5 62.5 74.75 78.75 lviissea the nrst interview �_ j 1, 5 City of Petaluma Solid Waste Procurement Fee Estimate Task Description Fees 1 Scoping Meeting No Charge 2 Operational and Financial Review 9,000 3 Public Opinion Survey & 3 Workshops 24,000 4 City Council Workshop 6,000 5 Definition of Services, Standards and Compensation 1,000 6 Preparation of RFP & Agreement 24,000 7 Proposers' Meeting and Proposal Clarification 6,000 8 Evaluation of Proposals 38,000 .9 Selection of Contractor, Staff Report, Evaluation Report & Presentation 14,000 10 Negotiation of Agreement 9,000 11 Engagement Management and Status Meetings 14,000 12 Refuse Truck Street Impact Fee Study 5,000 Total $150,000 lini'lkmB!,E ATTACHMENT D Scope of Work HF&H has prepared a detailed approach to conducting the competitive proposal process for the City. We have provided a general description of each step in the procurement process below. A description of the following tasks is provided herein: Task 1 Facilitate an initial meeting with you to determine your contracting goals and objectives. Task 2 Perform an operational and financial review. Task 3 Conduct a public opinion survey and workshops. Task 4 Conduct City Council workshop. Task 5 Define your desired services, performance standards, and compensation methods. Task 6 Prepare a request for proposals that includes a draft agreement to be executed by you and the selected contractor. Task 7 Solicit proposals or bids from qualified service providers. Task 8 Evaluate proposals and/or bids and recommend a preferred service provider. Task 9 Prepare a report describing the proposal process, summarizing the proposals, and presenting our recommendations or the recommendations of the City's selection committee; and present our report to City Council. Task 10 Negotiate the final agreement. Task 11 Manage the engagement. Task 1: Initial Meeting We will meet once with City management to discuss the City's goals and objectives for the competitive proposal process: to understand current issues related to the existing franchise agreement; what types of program changes the City would like to make; and broader goals of the City and its community. We will review our proposed approach to conducting the procurement process and the City's preference and agree on any modifications to the scope of work and project schedule. Following the meeting, we will provide the City with one revised project approach including detailed task descriptions, project schedule, and estimated fees for consulting services. Task 2: Operational, Financial and Contractual Review Understanding the current solid waste and recyclable collection services will be the focus of Task 2 activities. HF&H will gather as much operational and financial information that is readily available directly from the City's current collection provider. We will attempt to confirm, based on supporting records of the current collection provider, the information such as the type of services provided, containers types and sizes, number and SAWaste Management Folder\Bid DocumentA ilton Scope of Work.doc type of collection vehicles, number of routes and route configurations, staffing levels, tonnage of materials collected from the City, and number and type of accounts. The information obtained through this review will be used to make decisions about present and future program needs; to provide specific information for proposers as part of the proposal process of new services; and to establish baselines for comparison of future program performance, expenses, and revenues. In addition to the operational and financial review, HF&H will review the current franchise agreement and identify areas for improvements to the agreement and related documents. We will highlight terms and conditions that could be improved or added to create a state-of-the-art franchise agreement that is appropriate for the needs and resources of the City. Task 3: Public Opinion Survey and Workshops HF&H will work with the City to solicit public input through a sample public opinion survey and three public workshops (one for the east side of the City, one for the west side of the City, and one for commercial customers). HF&H will develop one draft direct mail survey to be distributed to a sample of residents to assess customer attitudes about solid waste and recyclable materials services. The objective of the survey will be to identify customer attitudes about existing services, interest in expanded recycling services, and willingness to pay additional money for enhanced services. HF&H will develop the questionnaire and, after receiving a consolidated list of suggestions for improvement from City staff, finalize the survey instrument, compile the data returned, tabulate and cross tabulate the results and prepare a written report to the City. We expect the City to provide a list of addresses as well as arrange for the copying and mailing of the survey instrument. HF&H will conduct three public workshops (one for the east side of the City, one for the west side of the City, and one for commercial customers) to probe customers' attitudes regarding solid waste and recycling services and costs. HF&H will prepare workshop agenda with input from the City, facilitate the workshops and prepare written summaries of the meetings and findings. (The City staff will be responsible for arranging meeting sites and recruiting participants.) Task 4: City Council Workshop During one meeting, HF&H will work with City staff to identify the key issues related to the City's future collection service needs and contractual arrangements for the future franchise agreement. We will draft and, after receiving a consolidated list of suggestions for improvement from City staff, finalize the agenda for one Council workshop. The workshop will cover the key discussion issues as well as the presentation of the findings from the public opinion survey and public workshops. The City will provide comments on the draft agenda, and we will finalize the meeting agenda. HF&H staff will facilitate the City Council workshop. SAWaste Management Folder\Bid Documents\Hilton Scope of Work.doc Task 5: Define New Services During one meeting, HF&H staff will work with City staff to re-examine the current solid waste, recyclable, and organics collection services and franchise agreement contractual terms, and recommend changes to improve the quality of service, increase diversion, control the cost of service, and ease contract administration. Based on information gathered in Tasks 2, 3, and 4, HF&H and City staff will determine what, if any, changes to the existing scope of the franchise services shall be made, what performance standards are to be specified, and how compensation incentives and liquidated damages can be used to support the performance standards. During this task, service -related issues will be addressed including, but not limited to: • Clearly defining solid waste, recycling, and organic collection services to be provided to residential, multi -family, and commercial customers. • Identifying methods to improve diversion including, but not limited to, programs that focus on increasing multi -family and commercial recycling efforts, expanding the types of recyclable materials collected and method of collection, and recycling construction and demolition debris. • Considering both the benefits and the potential impact to ratepayers of various collection methods including the use of automated collection vehicles, single - stream collection of recyclable materials, and yard waste and food waste collection. • Evaluating the merits of voluntary or universal collection (i.e., mandatory collection) for residents to determine what system is in the best interest of the City and its residents. • Defining performance standards related to the hours of collection, noise, litter control, container specifications, etc. • Determining the street sweeping service needs. Task 6: Prepare Request for Proposal and Franchise Agreement HF&H will develop one draft and, after receiving a consolidated list of suggestions for improvement from City staff, a final request for proposals (RFP) based on the services defined in Task S. The following components will be included in the RFP: • Overview of RFP • Description of Current Services • Description of Scope of Services for Future Franchise Agreement • Proposal Submittal Requirements • Proposal Evaluation Criteria • Cost Forms • Franchise Agreement • Other Related Attachments SAWaste Management Folder\Bid DocumentMilton Scope of Work.doc We will tailor proposal submittal requirements to solicit information needed to understand each proposer's qualifications, technical approach to providing services, diversion programs, public education programs, customer service approach, and costs. Evaluation criteria will be designed to emphasize the specific concerns of the City. We will provide operations and cost forms to proposers with a structured format for submitting annual operating and cost information for each segment of service (i.e., residential solid waste, recyclables, and organics collection, commercial solid waste, recyclables, and organics collection, etc.) and include detailed information to allow for a comparison of labor -related costs, vehicle -related costs, administration costs, disposal and processing expenses, and depreciation and interest expenses. We will prepare one draft and, after receiving a consolidated list of suggestions for improvement from City staff, one final franchise agreement. This agreement may include the following types of provisions, subject to the particular needs of the City: • Definitions which are consistent with State definitions and the City's Municipal Code • Terms and conditions for the duration of the agreement and any extension of the term • Comprehensive description of franchisee's scope of services and obligations • Detailed description of public education and outreach requirements • Service standards such as acceptable hours of collection, vehicle specifications, container specifications, customer service, etc. • Explicit description of reporting requirements • k compensation mechanism for the franchisee that meets the City's and franchisee's needs and creates incentives for cost-effectiveness and increased rates of diversion • Reasonable performance bond requirements based on industry standards • Liquidated damages for contractor's failure to fulfill specific obligations • City and franchisee breach and default provisions with rights to cure Task 7: Solicit Proposals and Manage Pre -Proposal Process We will assist the City with management of the pre -proposal process by holding one mandatory pre -proposal meeting to provide proposers with an opportunity to ask questions about the RFP, franchise agreement, and services desired. In addition, proposers will have the opportunity to submit additional written questions. We will prepare one written response to questions raised by proposers that will be distributed to all interested parties shortly before the submission of the proposals. Task 8: Evaluate Proposals HF&H will conduct a preliminary review of up to four proposals. The following areas will be reviewed: (1) ensure that requested information and documentation were provided; (2) evaluate severity and number of exceptions taken to the franchise SAWaste Management Folder\Bid Documents\Hilton Scope of Work.doc agreement; (3) evaluate the reasonableness of and compare costs; (4) evaluate the, reasonableness of operational assumptions; and (5) document the advantages, disadvantages, and key areas to address for each proposer. We will succinctly document the results of our review. HF&H anticipates that the City will conduct reference checks of selected contractors. HF&H will assist the City in conducting interviews on the same day of one to four proposers. Interviews will include a meeting with the proposers, City staff, and HF&H. The interview will provide an opportunity to ask questions regarding the proposed services and request additional information as needed. Task 9: Prepare and Present Report At the conclusion of the evaluation process, HF&H staff will prepare a brief report summarizing our review, comparing proposals, and presenting our recommendation or the recommendations of the City's evaluation committee. We will assist the City in preparing a staff report and presenting the report to the City Council at one meeting of the Council. Task 10: Negotiate Franchise Agreement After City Council selects the preferred service provider, HF&H will assist the City in negotiating any final issues related to the franchise agreement with the recommended contractor during up to two negotiating sessions. Task 11: Engagement Management HF&H will prepare and monitor performance against a detailed work plan, schedule and budget. We will prepare monthly invoices reporting progress against our budget by task. Regularly, we will discuss in person or by phone with the designated staff person, our performance to date, upcoming matters and any issues that might affect the engagement's performance, schedule or budget. SAWaste Management Folder\Bid Documents\Hilton Scope of Work.doc Option Task A — Refuse Truck Street Impact Fee Study The objective of this study is to estimate the impact of refuse vehicles on residential street maintenance costs, and project those impacts on a cost per residential account per week basis. Task 1: Determine "Model" Vehicle Tare and Payload Weights Based on projected future services, the type and size of solid waste, yard waste and recycling vehicles serving each residential account shall be projected (e.g., 25 yard, duel axle solid waste side loader, 25 yard, duel axle yard waste side loader, 25 yard single axle non compacting recycling vehicle). To the extent applicable, current vehicle information may be used to develop model tare and payload weights. Using existing data (to the extent it is available and applicable to projected services) payload weights will be projected for each type of vehicle. If existing data is not available, projections will be based on assumptions developed by HF&H. Task 2: Determine "Model" Axle Weight Profiles Based on the projected type and size -of each vehicle and the associated payloads, axle weight profiles will be developed for each vehicle type. Based on these profiles the Single Axle Equivalent (SAE) factor for each refuse vehicle will be determined (SAE = 1 axle weighing 18,000 lbs). Task 3: Determine Vehicle Impact on Annual Street Maintenance Costs Using information developed in Tasks 1 and 2, HF&H will project an average cost per month per residential account associated with refuse vehicles operating on residential streets within the City of Petaluma. For purposes of determining the impact of refuse vehicle impact on annual street maintenance costs a number of model inputs are needed, including: • Miles of residential streets • Life of typical residential street (at current levels of refuse vehicle traffic) • Single Axle Equivalents over life of typical residential street • Average lifetime street maintenance cost • Average number of vehicles traveling on typical residential street each day • Percentage "Other Truck" (i.e., non refuse vehicles) usage and associated SAE factor Limitations HF&H proposes to work closely with the City's Street Department to develop appropriate model inputs. Our project budget does not account for any analysis related to developing SAWaste Management Folder\Bid Documents\Hilton Scope of Work.doc key model inputs specific to the City of Petaluma. To the extent that information is not available or cannot be provided by the City, we will rely on information from our work on a similar type project conducted for the City of Fort Collins, Colorado. The basic approach to the analysis is predicated on the following basic assumptions: • The typical residential street can accommodate a specific level of usage (i.e., SAE equivalents), with the number and size of vehicles dictating the street's lifespan. • It costs the same amount to maintain a street over its lifespan, regardless of that lifespan (i.e., If there is less annual usage the annual maintenance cost is less. However, since the streets life is longer the maintenance costs apply over a longer period of time with the total lifespan maintenance cost being equal regardless of lifespan). • If refuse vehicles were not operating on the City's residential streets those streets would last longer (all other factors the same) and there would be a corresponding annual reduction in street maintenance costs that can be calculated. • The cost savings that would accrue were refuse vehicles not operating on the City's residential streets represents the "cost" associated with those refuse vehicles. The average cost per month per residential account associated with refuse vehicles will be calculated by dividing the amlual "cost" associated with refuse vehicles by the total number of residential accounts, and then dividing this number by twelve months. SAWaste Management Folder\Bid Documents\Hilton Scope of Work.doc � 1 � � _ 3 2 a Nov 15 Cit 10.07a Petaluma CA Cit,Manager° 707-778-4410 p.2 & 4lark T hompsolt t�UVQY Janice Cader-Thompson ruiehael Healy Matt Maguire B)'Yant Moynihan Mike O'Brien Pamela Torhatt Council:nentbers 11 English Street Petaluma, CA 94952 City Manager's Office Phone (707) 776--4345 Fox (707) 778-4419 E -Mail citvmgr a'ci,petaluma. ca. its Economic Development and Redevelopment Phone (707) 778-4345 Fax (707) 778-4419 E -Mail paulm©ci.petaluma.ca, us General Plan Administration Fhone (707) 778-45.`.2 Fax (707) 778-4419 E -Mail generalplan(a>,ci.petahnno ca.us %i P'W.d an,eoy00d Pepe, June 13, 2001 I E-LiTALUMAV POST i mu, Box 61 PrrALUNIA, Cts 94953-0061 CERTIFIED —.D TURN RECEIPT REQUESTED P 566 919 513 James Landa Div. President and General Manager Empire Waste Mai age-ment 3400 Standish Avenue Santa Rosa, CA 95407 Dear Mr. Landa: Thank you for your services under the City's contract with Empire Waste Management dated June 16, 1997. As you know, this contract terminates on June 16, 2004 unless agreed upon three years prior to that date, or Jure 16, 2001, The contract does not requi>:c any written notice that an annended agreement has tact been reached or an extension is not being negotiated. Out of courtesy, however, I wanted to notify you that we are not engaging in such negotiations, Thank you for your interest and continual services. If you have any questions, please do not hesitate to contact me. Sincerely, rf�✓ ' Frederick C. Stouder City Manager cc: Petaluma City Couneilmembers Richard Skladzien, Director, Public Facilities & Services d Jmanager/stouderlfs0&0 ] /kc Consultant Response to RFQ Waste/Recycle Proposal Robert Hilton, President Hilton Fai•nkopf & Hobson, LLC 2175 N. California Blvd., Suite 990 Walnut Creek, CA 94596 Kyle Rohorer Malcolm Pirnie, Harding ESE 2000 Power St., Suite 1180 Emeryville, CA 94508 Joe M. Sloan David Evans & Associates, Inc. 5000 Executive Parkway, Suite 125 San Ramon, CA 94583 Cal Recovery, Inc. 1850 Gateway Blvd., Suite 1060 Concord, CA 94520 Peter Deibler, Vice President Brown, Vence & Associates 198 Cirby Way, Suite 170 Roseville, CA 95678 CITY OF PETALUMA, CALIFORNIA MEMORANDUM Public Facilities & Services Department, 555 No. McDowell Blvd., Petaluma CA 94954 (707) 778-4303 Fax (707) 778-4437 E-mail. pubfacilities@ci.petaltc»:a.ca us DATE: September 14, 2001 TO: Prospective Consultants FROM: Richard Skladzien, Director of Public Facilities & Services ,vr. y� SUBJECT: Request for Qualifications The City of Petaluma invites you to submit a statement of qualifications to provide consulting services on behalf of the City for the development of a new RFP to solicit competitive bids for refuse/recycle collection services. This undertaking is on a fast track, and the consultant must have the depth and breadth of experience to meet the objectives as outlined in the attached Request for Qualifications. If you believe your fine can provide the necessary services, please submit your response packet to City of Petaluma, PF&S Department, 555 North McDowell Blvd., Petaluma, CA 94954, attention Richard Skladzien, by or before 5:00 p.m., October 5, 2001. If you choose not to submit a packet, please provide us with written notice of your non -submittal for our files. RS:slp REQUEST FOR STATEMENT OF QUALIFICATIONS (RFQ) to Prepare Proposals for Refuse and Recyclable Collection Services The City of Petaluma is requesting a Statement of Qualifications from consultants with the professional expertise to develop a Request for Proposal to provide refuse collection, single stream recycling and various other ancillary services for the City. The consultants shall possess qualifications and experience in the comprehensive refuse and recycle process. They shall also demonstrate the knowledge to determine the level and scope of service required to meet the present and future needs of the community. In addition, the consultant will prepare Council agenda packets (sample attached), participate in and provide presentations to the City Council and host associated public meetings. The City must provide not only collection service, but also an ongoing, rigorously practiced, single stream flow recycling program as pari of the refuse bid packet and franchise agreement. The timeline, to assemble, present and complete a Council presentation before October 21, 2002, is very tight and must remain on a fast track without delays (see attached Draft Solid Waste Procurement Schedule). The commitment of time and adequate staffing on the part of the consultant will be a key consideration in choosing a consultant. As part of your response to this RFQ, please include the following in your submittal: ■ The firm's qualifications, capabilities, and capacity relevant to the City's refuse/recycle needs. • The firm's experience pertinent to this type of project, including a list of previous projects completed by consultant. ■ Personnel or staff in the firm who would be involved in the process, including resumes for these individuals, along with descriptions of relevant experience. • A general statement, based on experience, as to how they would approach the process • A minimum of three references for all staff listed in the RFQ. • A Statement of Qualifications, limited to five pages. Resumes should be included in the appendix. If this task is interesting to you and you are up to the challenge associated with development of this RFQ within the designated time period, please submit your Statement of Qualifications to: City of Petaluma, PF&S Department, 555 North McDowell Blvd., Petaluma, CA. 94954, to the attention of Richard Skladzien, on or before 5:00 p.m., Friday, October 5, 2001. If you have any questions, please contact Richard Skladzien at (707) 778-4303. slp/9/13/01 City of Petaluma Draft Solid Waste Procurement Schedule Completion Date Activity Week Ending Engagement of Consultant November 19, 2001 Commencement of Operations and Financial Review and Alternatives Analysis December 10, 2001 Presentation of Current Operations and Financial Review Results February 8, 2002 Public Opinion Survey Planning Session with City Staff February 8, 2002 Commencement of Public Opinion Survey March 6, 2002 Presentation of Public Opinion Survey Results April 8, 2002 Workshop Planning Session with City Staff April 8, 2002 Finalization of Workshop Materials with City Staff April 22, 2002 Initial Public Workshop May 13, 2002 Final Public Workshop June 7, 2002 Council Workshop on Services and Key Business Terms of New Franchise Agreement June 21, 2002 Delivery of First Draft Request for Proposal (including Franchise Agreement) for Staff Review July 22, 2002 Request for Proposal (including Franchise Agreement) Final Staff Approval August 30, 2002 Distribution of Staff Report on Distribution of Request for Proposals for Agenda September 9, 2002 Council Meeting for Approval of Distribution of Request for Proposals October 21, 2002 Second Council Meeting for Approval of Distribution of Request for Proposals (if necessary) December 16, 2002 Distribution of Requests for Proposals February 3, 2003 City of Petaluma Draft Solid Waste Procurement Schedule (continued) Activit r Proposers' Conference Final Response by City/Consultant to Proposers' Questions Receipt of Proposals Review of Proposals by Evaluation Committee Presentation to Evaluation Committee of Findings from Review of Proposals Preparation and Distribution of Questions to Proposers Interviews with Proposers by Evaluation Committee Final Interview with Selected Proposer by Evaluation Committee Preliminary Draft of Staff and Consultants Report Distribution of Staff Report Selection of Contractor by Council and Authorization of City Manager to Execute Contract Second Council Meeting to Select Contractor (if necessary) Execution of Agreement by City Manager Current Agreement Termination Date/ New Service Commencement Date slp/9/13/01 Completion Date Week Ending April 1, 2003 May 1, 2003 July 18, 2003 August 15, 2003 September 17, 2003 September 19, 2003 September 26, 2003 October 3, 2003 October 17, 2003 October 31, 2003 November 14, 2003 November 28, 2003 January 16, 2004 June 17, 2004