Request for Proposals - Solid Waste Operations and Rate Review Study Copyrighted
April 2, 2018
City of Dubuque Consent Items # 5.
ITEM TITLE: Request for Proposals -Solid Waste Operations and Rate
Review Study
SUMMARY: City Manager recommending approval to issue a Request
for Proposals for consulting services for a solid waste
operations and rate review study.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Solid Waste Operations and Rate ReviewStudy RFP- City Manager Memo
NNM Memo
Staff Memo Staff Memo
Solid Waste Operations Study RFP Supporting Documentation
THE CITY OF Dubuque
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Masterpiece on the Mississippi Z°°'�w'2
7A13 2017
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposal for Consulting Services
DATE: March 19, 2018
Public Works Director John Klostermann recommends City Council approval to issue a
Request for Proposals for consulting services for a solid waste operations and rate
review study.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
�L;� 1��, ����.�
Mic ael C. Van Milligen �� �
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
John Klostermann, Public Works Director
THE CTTY OF Dubuque
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ui���eNe�ary
DUB E 'il��i;'
Masterpiece on the Mississippi Z°°' Z°'Z
2013 2017
TO: Michael C. Van Milligen, City Manager
FROM: John Klostermann, Public Works Director JK
SUBJECT: Request for Proposal for Consulting Services — 67054500
DATE: March 19, 2018
INTRODUCTION
The purpose of this memorandum is to request your permission to proceed with issuing
a Request for Proposals (RFP) for consulting services for a solid waste operations and
rate review study.
DISCCUSSION
In the fiscal year 2018 Refuse Collection (67054500) activity provided $30,000 (62716)
for a consultant to help co-create a collection efficiency study to guide the department in
the area of solid waste services. The RFP was developed by Resources Management
Coordinator and Supervisor Anderson Sainci and reviewed by Assistant City Manager
Cori Burbach and Green Dubuque President Paul Schultz.
I am recommending that the City release the attached RFP, soliciting proposals from
qualified consulting firms to develop the solid waste operations and rate review study. I
am also recommending the following staff inembers serve on the review committee:
Assistant Public Works Director Renee Tyler, Resources Management Coordinator and
Supervisor Anderson Sainci, Purchasing Coordinator Tony Breitbach, Solid Waste
Administrator John Foster, and myself.
BUDGETIMPACT
There is $30,000 budgeted for this project in fiscal year 2018.
ACTION
I request your approval of the attached RFP and authorization to release the RFP to the
public.
ATTACHMENTS
REQUEST FOR PROPOSAL (RFP)
THE CITY OF ISSUE DATE:
CONTACT: Anderson Sainci
DUB E PHONE NO: 563-589-4250
FAX NO: 563-589-4252
Masterpiece on the Mississippi EMAIL: asa"'°'@cityofdubuque.org
SUBMIT PROPOSAL/OFFER PRIOR TO: SUBMIT TO:
City Clerk,City Hall,50 W 13�'
CLOSING DATE: May 1,2018 Street,Dubuque IA
CLOSING TIME 3:00 PM ocal time FAX/EMAIL NOT ACCEPTED
DESCRIPTION:
Performance Analysis of Solid Waste Operations and Rate Review
RECEIPT OF PROPOSAL ACKNOWLEDGEMENT
If you are considering a response to this RFP, please mark the box to
� the left, fill in the information below and return this sheet as a confirmation that you
received this RFP.
NO RESPONSE REPLY
� If you do not want to respond to this RFP at this time, please mark the box to the left
fill in the information below and return this sheet only.
COMPANY NAME: DATE:
MAILING ADDRESS:
CITY/STATE: ZIP CODE:
AUTHORIZED SIGNATURE:
PRINTED NAME:
TITLE OF AUTHORIZED REPRESENTATIVE:
EMAIL: PHONE:
1
THE CITY OF
DUB E
Masterpiece on the Mississippi
CITY OF DUBUQUE
PUBLIC WORKS DEPARTMENT
REQUEST FOR Proposals
Performance Analysis of the Solid Waste Operations and Rate Review
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Proposal Due 3:00 pm
May 2, 2018
At Office of the City Clerk 50 W13th Street
Dubuque, lowa 52001
2
RFP ORGANIZATION
Performance Analysis of the Solid Waste Operations and Rate Review
Table of Contents:
SECTION PAGE
1.0 Introduction... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 4
2.0 Background... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 4
3.0 Scope of Services... ... ... .... ... ... ... ... ... ....... ... ... ... ... ... ... 6
4.0 Proposal Contents ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 7
5.0 Selection Process ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 8
6.0 Submittal Requirements ... ... ... ... ... ... ... ... ... ... ... ... ... ... .. 8
7.0 Contractual Requirement ... ... ... ... ... ... ... ... ... ....... ... ... ... 8
Appendix A Insurance Requirements... ... ... ... ... ... ... ... ... ... ... ..... 9
3
1. I ntrod uction
The City of Dubuque Public Works Department ("City") is soliciting competitive
sealed proposals from qualified consulting firms to help co-create a collection
efficiency and rate study to improve the effectiveness and efficiencies of the City's
Resources Management program. The goal of this project is to enhance the
existing programs while exploring new opportunities including innovative systems
that may be beneficial for the community, including best management practices for
modern collection systems, advanced truck technologies, and, identifying ways to
enhance programs. The study should also review and suggest ways to optimize the
current rate structure and identify costs related to a potential phased
implementation of automated collection services where appropriate. A critical
component of this study will be co-conduct a community engagement process, in
collaboration with City staff, the Resilient Community Advisory Commission, and
City partners, to ensure the community has an opportunity to provide public input
on the City's collection options and future direction.
2. Background
Dubuque strives to become a more viable, livable, and equitable community. We
embrace economic prosperity, environmental integrity, and social/cultural vibrancy
to create a sustainable legacy for generations to come. In 2006, the City of
Dubuque made a strong commitment to the environment and all the elements of
sustainability, as outlined in the Sustainable Dubuque Plan. That commitment has
remained strong and is a key component to the City's "Imagine Dubuque 2037 "
Comprehensive Plan. The comprehensive plan helps guide Resource Management
and desires reductions in the City's Green House Gas and Carbon Footprint.
Increased reduction and diversion of food waste was the highest priority identified
in community input to the Resource Management element in the plan.
Dubuque is the oldest city in lowa with hilly terrain, many tight streets and alleys
and dense areas with little off-street parking.
The City provides weekly residential solid waste and recycling (single-stream)
curbside collection to an estimated 20,000 single family and multi-family
households, in up to six (6) dwelling units per building, located within the city limits.
In addition to scheduled weekly services, other collections provided by the City
include curbside collection for yard debris, food scraps (including services to
schools and some businesses), appliances, leaf rake out collection and bulky
waste collection.
The City has a total of twelve (12) semi-automated collecton routes using six (6)
refuse trucks, five (5) recycling tucks and one (1) yard debris/food scrap truck that
collect customer discards Monday-Friday. The City also has a truck with a crane for
assisting in collection of bulky item and a smaller flatbed truck with a tailgate lift to
collect appliances. The selected consultant will make recommendations for
improving collection operations, including potential costs related to implementation
of phased automated collection services where desirable.
4
The City uses a Pay-As-You-Throw (PAYT) program, also known as variable rate
or unit based pricing. A customer generally pays according to the quantity of
material they discard. Basic services for a residential customer includes one thirty-
five (35) gallon can or bag, not to exceed forty (40) pounds, with unlimited
recycling. Customers are also offered multiple options to divert materials other than
trash disposal at little or no additional cost. The City has over twenty (20) service
fees. The selected consultant will make specific recommendations for appropriate
rates where changes are desirable.
Current service options and fees are provided in Table 1 below.
Table 1
Service Options and Rates
Monthl Services Fees
Basic Service: 35 allon can $15.11
Ti er cart: 48 allon alle collection $15.11
Ti er cart Subscri tion: 65 allon $20.65
Ti er cart Subscri tion: 65 allon alle collection discount $16.00
Ti er cart Subscri tion: 95 allon $29.00
Ti er cart Subscri tion: 95 allon alle collection discount $24.00
Ti er cart: 65 allon for ard debris $11 .00
Extra can: 35 allon $8.00
Oversize can: 50 allon $5.00
2"a Oversize can: 50 allon $12.00
18 allon ellow rec clin bins: non customers subscri tion $3.00
Food scra :13 allon Cit Accts & K-12 $1 .00
Food scra : 48 allon Cit Accts & K-12 $8.00
Food scra : 65 allon Cit Accts & K-12 $11 .00
Food scra : 13 allon Commercial $4.00
Food scra : 48 allon Commercial $15.00
Food scra : 65 allon Commercial $20.00
One Time Rate Sin le Setout
Sin le use sticker reen for refuse $1 .50
Sin le use sticker ellow for ard debris $1 .30
Leaf rake out ro ram $20.00
Brush ties $1 .30
Lar e Item Bul Waste Collection: First load $10.00
Lar e Item Bul Waste Collection: Second load $12.50
Lar e Item E-Waste Collection: First devise $20.00
Lar e Item E-Waste Collection: Second devise $15.00
Tire Collection: on rims $6.00
Tire Collection: off rims $4.00
All acce table a liances $10.00
Annual Rate
Annual ard waste decal $35.00
s
3. Scope of Services
Task I is to complete a holistic review of City resource management operations to
identify opportunities for improved resiliency and efficiency. Then to make specific
recommendations to improve the Resource Management programs. There is
extensive actionable historic collection and operational data that will be available to
the selected consultant.
Deliverables include:
• Specific recommendation on alternative funding models to convert
vehicles and containers to automated collection where desirable.
Task II of the project is to co-create a community engagement process to ensure
every resident has an opportunity to participate in waste minimization strategies
identified in the City's "Imagine Dubuque 2037" Comprehensive Plan.
Deliverables include:
• Specfic recommendations identifying best practices, action plans,
and/or strategies to adopt and implement "paths to zero waste"
including measurable goals, targets, timelines, and outcomes.
Task III is to perform a comprehensive rate analysis of all collection rates and fees
to determine how the fee structure could be improved.
Deliverables include:
• Specific recommendations on how the rate structure could be
changed and what effect changes will have on our current revenues
and expenses. The recommendation should include a plan to
purchase various cart sizes proposed for a phased implementation to
automated trash collection services where appropriate.
. The recommendation should include the following;
o Revenue Requirement - compares the revenues to the
expenses of the proposed collection implementation to
determine the overall rate adjustment required;
o Cost of Service Analysis - allocates the revenue requirement
to the various customer service classes in a fair and equitable
manner; and,
o Rate Design Analysis which considers both the level and the
structure of the rate design to collect the target level of
revenues
o The vendor should include a projection of debt service along
with the revenue for a five year period.
6
4. Proposal Contents
To be considered responsive, all proposals must include at a minimum the
following information:
4.1 Description of Proposed Services and Products
This section of the proposal should convey the consultanYs understanding of the
proposed project and the consultanYs proposed approach and work plan for
providing the requested services as outlined in the Scope of Services. This section
should also include any proposed changes in the Scope of Services that the
consultant thinks necessary to reach the projecYs objectives.
The description of proposed services should be broken down into separate tasks
for presentation in an orderly fashion. Key personnel assigned for each major task
should be identified, including the overall project manager.
4.2 Proposed Project Schedule and Costs
This section of the proposal should include a proposed schedule for completion of
major activities, as well as the total cost for the proposed services and products.
The consultant should provide a bar chart depicting the estimated period, task
overlaps, and staffing allocation to complete the various tasks presented in the
proposed services. Please note that the final report must be received no later than
September 1 , 2018.
A detailed presentation of the consultanYs fees to perform the proposed services is
essential. The proposal should indicate the amount and level of staff time for each
major task, with a cost estimate for labor expenses. All other anticipated expenses
should be provided on a task-by-task basis, including those for preparing
documents, providing multiple copies of the documents, travel, meeting
attendance, etc.
4.3 Statement of Qualifications
This section of the proposal should identify previous experience in projects similar
to this project. Project descriptions and references should be provided in the
proposal. In addition to the firm's qualifications, the qualifications of key personnel
assigned to this project should be provided.
�
5. Selection Process
Once the proposals have been received, they will be reviewed by an RFP review
committee made up of City staff. Proposers may or may not be interviewed. The
proposals will be evaluated by the following general criteria:
1 . Responsiveness to the RFP, including the completeness, adequacy, and
thoroughness of the proposal.
2. Qualifications/experience of the firm, particularly experience in similar
work.
3. Understanding of the work required and the conceptual and technical
approach proposed to accomplish the project in an efficient and timely
manner.
4. Cost of the proposed services.
6. Submittal Requirements
Proposals are due by 3:00 p.m. CDT on May 2, 2018. Proposals received after this
time will be excluded from consideration. Faxed proposals are not acceptable.
Seven (7) copies of the proposal should be submitted to:
Office of the City Clerk
50 W13th Street
Dubuque, lowa 52001
Questions regarding the RFP should be directed to Mr. Anderson Sainci at (563)
589-4250.
The City reseroes the right to reject any and all proposals, to reject any provisions
of any proposal, to select a proposal that is not the "low bid," to investigate the
experience and qualifications of any proposer and to negotiate the requested
services and contract terms with any proposer.
7. Contractual Requirements
7.1 Insurance Requirements
The City requires that consultants and contractors meet specified insurance
requirements. Appendix A shows the standard insurance requirements. You
should indicate in your proposal the levels of insurance carried by your firm for the
categories specified in Appendix A or include a copy of your most recent Certificate
of Insurance.
7.2Consulting Agreement
Upon award of work, a Consulting Agreement should be executed between the
successful firm and the City.
s
APPENDIX A
INSURANCE SCHEDULE J
1. shall furnish a signed certificate of insurance to the City of
Dubuque, Iowa far the coverage required in Exhibit I prior to commencing work
and at the end of the project if the term of wark is longer than 60 days. Contractors
presenting annual certificates shall present a certificate at the end of each project
with the final billing. Each certificate shall be prepared on the most current
ACORD form approved by the Iowa Department of Insurance or an equivalent
approved by the Finance Director. Each certificate shall include a statement under
Description of Operations as to why the certificate was issued. Eg: Project
# or Project Location at or construction of
2. All policies of insurance required hereunder shall be with an insurer authorized to
do business in Iowa and all insurers shall have a rating of A or better in the current
A.M. Best's Rating Guide.
3. Each certificate shall be furnished to the Department of the City of
Dubuque.
4. Failure to provide coverage required by this Insurance Schedule shall not be deemed
a waiver of these requirements by the City of Dubuque. Failure to obtain or
maintain the required insurance shall be considered a material breach of this
agreement.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and
maintain during the performance of work insurance for the coverages described in
this Insurance Schedule and shall obtain certificates of insurances from all such
subconsultants and sub-subconsultants. Contractors agree that they shall be liable
for the failure of a subconsultant and subsubconsultant to obtain and maintain such
coverages. The City may request a copy of such certificates from the Contractor.
6. All required endorsements shall be attached to certificate of insurance.
7. Whenever a specific ISO form is listed, required the current edition of the form
must be used, or an equivalent form may be substituted if approved by the Finance
Director and subjectto the contractor identifying and listing in writing all deviations
and exclusions from the ISO form.
8. Contractors shall be required to carry the minimum coverage/limits, or greater if
required by law or other legal agreement, in Exhibit L If the contractor's limits of
liability are higher than the required minimum limits then the provider's limits shall
be this agreemenYs required limits.
9
INSURANCE SCHEDULE J(continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit(any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made,form.
The general liability coverage shall be written in accord with ISO
form CG0001 or business owners form BP0002. All deviations from
the standard ISO commercial general liability form CG 0001, or
business owners form BP 0002, shall be clearly identified.
2) Include ISO endorsement form CG 25 04 "Designated Location(s)
General Aggregate LimiY' or CG 25 03 "Designated Construction
Project(s) General Aggregate LimiY' as appropriate.
3) Include endorsement indicating that coverage is primary and non-
contributory.
4) Include Preservation of Governmental Immunities Endorsement.
(Sample attached).
5) Include an endorsement that deletes any fellow employee exclusion.
6) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed
officials, all its employees and volunteers, all its boards,
commissions and/or authorities and their board members, employees,
and volunteers. Use ISO form CG 2026.
7) Policy shall include Waiver of Right to Recover from Others
endorsement.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
io
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory benefits covering all employees injured on the job by accident or
disease as prescribed by Iowa Code Chapter 85 as amended.
Coverage A Statutory State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee-Disease $100,000
Policy Limit-Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Nonelection of Workers' Compensation or Employers' Liability Coverage
under Iowa Code sec. 87.22
yes form attached
INSURANCE SCHEDULE J (continued)
D) UMBRELLA/EXCESS LIABILITY $1,000,000
Umbrella/excess liability coverage must be at least following form with the
underlying policies included herein.
E) PROFESSIONAL LIABILITY $1,000,000
Provide evidence of coverage for 5 years after completion of project.
F) CYBER LIABILITY $1,000,000
yes no
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
ii
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunitv. The insurer expressly agrees and states that
the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional
Insured does not waive any of the defenses of governmental immunity available to the City
of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be
amended from time to time.
2. Claims Covera�e. The insurer further agrees that this policy of insurance shall cover
only those claims not subject to the defense of governmental immunity under the Code of
Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those
claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and
conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be
responsible for asserting any defense of governmental immunity, and may do so at any time
and shall do so upon the timely written request of the insurer.
4. Non-Denial of Coveraee. The insurer shall not deny coverage under this policy and
the insurer shall not deny any of the rights and benefits accruing to the City of Dubuque,
Iowa under this policy for reasons of governmental immunity unless and until a court of
competent jurisdiction has ruled in favor of the defense(s) of governmental immunity
asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not
otherwise change or alter the coverage available under the policy.
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
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