HomeMy WebLinkAboutSOLID WASTE PRESENTATION - 10.2.18AWARD CONTRACT FOR
SOLID WASTE AND
RECYCLING SERVICES
OCTOBER 2, 2018
Staff engaged EcoNomics Inc. to aid in the preparation of the RFP and
contract.
An Ad H oc C ommittee of the City Council, made up of Council Members
Bernstein and Clark participated in eight meetings with staff and
EcoNomics between July 2017 and February 2018.
The City Council approved the RFP and authorized solicitation of
proposals on March 20, 2018
PROPOSAL PROCESS
Process Integrity Rules
▪Mandatory Pre -Proposal Meeting.
▪All communication by proposers required to be in writing and go through the
City’s RFP Coordinator.
▪If a proposer communicates with anyone else once the RFP is issued regarding
the RFP, it is grounds for disqualification from the process.
PROPOSAL PROCESS
The mandatory pre -proposal meeting was held on April 2, 2018.
Proposers acknowledged the RFP Process Integrity Rules in writing.
Proposers submitted questions regarding the RFP.
Responses were sent to each firm that attended the April 2 meeting.
Some revisions were made in light of questions raised .
All questions, responses, and revisions tracked through RFP addenda.
Two proposals were submitted on June 18, 2018 from CR&R and Waste
Management.
PROPOSAL PROCESS
Evaluation occurred in several phases
▪Phase 1 –Determine responsiveness to RFP.
▪Phase 2 –Thorough analysis of each proposal based on predetermined
evaluation criterion. Written questions were submitted to both proposers.
▪Phase 3 –Meetings of the Ad Hoc Evaluation Committee to further analyze and
discuss the proposals. Reference checks completed and results relayed to Ad
Hoc Committee.
▪Phase 4 –Interviews were held on August 17.
▪Phase 5 –The Ad Hoc Evaluation Committee met after the interviews for a final
discussion and decision about which firm to recommend.
PROPOSAL EVALUATION
Organization
Contract Exceptions
Technical Capability
Proposed Approach
Financial Capability
Diversion Strategy
Cost Evaluation
Procedural Compliance
AB 1669 Employment Offers to Incumbent’s Employees
PROPOSAL EVALUATION
Lowest overall proposed costs/rates.
No exceptions to the contract.
Approach to diversion program implementation was precise, well thought out, fully
coordinated to the requirements of the Scope of Work in the contract and the
overall intent of the contract.
Deep and broad history of successful marketing of diverted recyclables, including
anticipating and successful resolution of the current tightening of China imports
restrictions. Demonstrated development of additional export and domestic market
outlets for the full range of recyclables identified in the City’s contract.
Specific phased plan for the introduction of technology including Smart Bins, on
board truck scales and advanced lightweight truck manufacturing design.
Demonstrated a consistently enthusiastic approach to implementing all required
diversion programs in the proposal, responses to questions and interview.
Ability to quickly obtain decisions from local senior management.
FINDINGS –CR&R
18 exceptions to the contract many shifting significant cost and risks to City.
Proposed costs/rates are higher.
Less specificity regarding operational details for on -the -ground program
implementation and less experience with in -house Recycling Coordinators providing
on-site program implementation at businesses and multi -family complexes.
Concerns about the mixed message Waste Management conveyed regarding its
ability to market a wide variety of diverted materials and how it is obtaining new
markets to replace Chinese markets, which contradicted the contract exceptions
that shifted financial risks and cost arising from the a lack of markets to
City/ratepayers; and in two contract exceptions that could excuse failure to perform
if there were no markets for recyclable materials (proposed change in definitions of
‘Recyclable Materials’ and of ‘Force Majeure”.
No immediate or definitive proposed use of Smart Bin technology.
FINDINGS –WASTE MANAGEMENT
TOTAL REVENUE
$2,577,692 $2,689,571 $2,713,735
$5,535,920 $6,280,256
$7,357,174
$1,012,746
$848,011
$1,031,785
$76,692.00
$80,662
$125,278
$956,082
$905,538
$891,006
CURRENT CR&R WM
FIGURE 1: AGGREGATE ANNUALIZED RATE REVENUE COMPARISON FOR FIRST YEAR OF
NEW CONTRACT
Residential Commercial MSW Commercial Recycling Commercial Organics Roll-off
$10.2M
$10.8M
$12.1M
The Ad Hoc Evaluation Committee recommends the City Council:
1.Award the contract to CR&R Incorporated, and
2.Authorize the Mayor and City Clerk to execute the contract on behalf
of the City with any non -substantive changes approve by the City
Manager or City Attorney.
RECOMMENDATION