HomeMy WebLinkAbout65B - SOLID WASTE RFPREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 16, 2018
TITLE:
DISCUSS OPTIONS AND APPROVE
ISSUANCE OF THE SOLID WASTE SERVICES
REQUEST FOR PROPOSALS
(STRATEGIC PLAN NO. 4, 1)
CIYY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Prior to issuing the Solid Waste Services Request for Proposals (RFP), staff is seeking City
Council direction on several RFP components. The following options are presented for City
Council discussion and consideration:
A. Proposer Code of Conduct (Sec. 4.3.1):
Option #1: Proposers are required to sign the Proposer Code of Conduct that includes
prohibition of ex parte communications with City elected officials.
Option #2: Revise the Proposer Code of Conduct to allow ex parte communications only
during a designated period of time, prior to the proposal due date, in meetings to
be held at City Hall, with the City Manager's designees present.
B. Construction and Demolition Proposal (Sec. 5.9):
Option #1: Offer proposers the opportunity to submit a proposal that includes Construction
and Demolition Collection Services, a proposal that excludes Construction and
Demolition Collection Services, or a proposal offering Construction and
Demolition Collection Services only.
Option #2: Exclude Construction and Demolition Services from inclusion with the Solid
Waste Services proposal and request interested proposers to submit a separate
proposal for Construction and Demolition Collection Services only.
C. Optional Street Sweeping (Sec. 5.10) and Power Washing (Sec. 5.11) Proposals:
Option #1: Offer proposers the opportunity to submit a proposal for Solid Waste Services
that includes Street Sweeping and/or Power Washing services.
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January 16, 2018
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Option #2: Remove this option from the Solid Waste Services Request for Proposals and
continue to contract separately for these services.
D. Evaluation Criteria (6.2):
Option #1: Approve the standard Evaluation Criteria presented in the RFP, as summarized
in the following table:
Responsiveness to RFP Pass/Fail
Company Qualifications and Experience 20%
Proposal for Collection and Diversion Services
Customer Service, Outreach and Education, and Operational and 25%
Material Management Infrastructure
Cost Proposal 30% I
California Assembly Bill 1669 Hiring Preference Intent +10%
Requirement Compliance
Number and Materiality of Suggested Changes to Franchise " Noted
Agreement
Option #2: Provide staff with a preferred Evaluation Criteria.
E. Explore options for youth employment opportunities to be included in the RFP.
STAFF RECOMMENDATION
Approve issuance of the Solid Waste Services Request for Proposals on January 30, 2018,
including staff recommended option Items A, Option #1; B, Option #1; C Option #1; D Option #1;
and Item E, to maintain the established implementation timeline, subject to nonsubstantive
changes.
DISCUSSION
On October 3, 2017, Council directed staff to proceed with a Solid Waste Services Request for
Proposals (RFP). Council was provided the first draft of the RFP at the December 5, 2017,
council meeting as part of Item 65A. The revised draft RFP is attached for review and approval
(Exhibit 1). The City's Solid Waste Services Implementation Timeline (Exhibit 2) estimates 25
months from RFP release to implementation readiness. The following summarizes the current
and proposed new services/components in the RFP scope:
65B-2
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January 16, 2018
Page 3
Residential
Current Services
• Three -cart program
• Bulky Item
• Up to 300 40 -yd containers annually for City -sponsored neighborhood clean-ups
New Services
• Curbside used oil and filter
• Curbside universal waste
• Sharps
• Compost giveaways and shredding events
• Contamination enforcement plan
Commercial. Multi -family, and Industrial
Current Services
Commercial, multi -family, and Industrial collection services
• Recycling at a cost savings
0 Bulky item services for a fee
New Services
• To Meet State Mandates:
9 Integrated Waste Management Act —AB 939
➢ Mandatory Commercial Recycling —AB 341
➢ Mandatory Organics Recycling — AB 1826
➢ Future State mandates
• Contamination enforcement plan
Other Services
Current Services
• Every -other -week alley clean-ups
• Clean-ups after garage sale weekends
• City operations services at no charge
• Public education and outreach
• Grant administration
• Source Reduction and Recycling Element consulting up to $20k per year
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Approve the Solid Waste Services Request for Proposals
January 16, 2018
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New Services
• Weekly alley clean-ups
• Small battery recycling collection
• Construction and demolition services option
• Street sweeping services option
• Pressure washing services option
In addition, Council direction is needed regarding the following components of the RFP scope.
These policy decisions will have a significant impact on proposal evaluation, contract cost, and
will ensure a smooth and transparent RFP process.
Proposer Code of Conduct (Sec. 4.3.1)
Staff is recommending that proposers be required to sign the Proposer Code of Conduct that
includes prohibition of ex parte communications with City elected officials. This will protect the
integrity of the RFP process by restricting unfair access to Councilmembers by the proposers,
and safeguards Councilmembers from the appearance of impropriety.
As an option, staff supports revising the Proposer Code of Conduct to allow proposers to
schedule to meet with Councilmembers at City Hall, during a specified time period prior to the
proposal due date, with the City Manager's designees present.
Construction and Demolition Proposal (Sec. 5.9)
Staff recommends offering proposers the opportunity to submit a proposal that includes
Construction and Demolition Collection Services, a proposal that excludes Construction and
Demolition Collection Services, or a proposal offering Construction and Demolition Collection
Services only. This will provide maximum opportunity comparison and potentially for reduced
pricing for this service.
Optional Street Sweeping (Sec. 5.10) and Power Washing (Sec. 5.11) Proposals
Staff is recommending offering proposers the opportunity to submit a proposal for Solid Waste
Services that includes Street Sweeping and/or Power Washing services. This may also provide
an opportunity for reduced pricing for these services.
Evaluation Criteria (6.2)
Staff recommends using the standard Evaluation Criteria presented in the RFP. This criteria has
been used in many similar RFP processes by the City's Consultant (Sloan Vazquez, LLC) and is
considered their Best Management Practice.
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Approve the Solid Waste Services Request for Proposals
January 16, 2018
Page 5
Options for Youth Employment Opportunities
Staff is interested in seeking options for youth employment within this contract, and would like
Council's concurrence and any further direction on options to include in this RFP.
Approval of the Solid Waste Services Request for Proposals for issuance on January 30, 2018,
inclusive of staff recommended option Items A, Option #1; B, Option #1; C Option #1; D Option
#1; and Item E, will maintain the established implementation timeline.
STRATEGIC PLAN ALIGNMENT
Approval of these items support the City's efforts to meet Goal #4 — City Financial Stability,
Objective #1 (maintain a stable, efficient and transparent financial environment).
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action. However, increased recycling
activity will divert materials from the landfill, thus extending the life of the landfill system and
recovering valuable recyclable resources.
FISCAL IMPACT
There is no fiscal impact associated with this action.
Fred Mousavipour
Executive Director
Public Works Agency
FM/MLM/CK
Exhibits: 1. Revised Draft Solid Waste Services RFP
2. Revised Solid Waste Services Implementation Timeline (Rev. 11/30/17)
L•
Request for Proposals
U
ERVICES
the City of Santa Ana, CA
2018
Exhibit 1
65B-7
City of Santa Ana, California
TABLE OF CONTENTS
SECTION 1- INTRODUCTION......
1.1 City Goals and Objectives .................................................
1.2 RFP Overview....................................................................
1.3 Organization of RFP ..........................................................
1.4 RFP Schedule....................................................................
Table of Contents
......................................................1
SECTION2 - BACKGROUND.................................................................................................................4
2.1
Background Information..............................................................................................................4
2.2
Contract Arrangements for Collection, Processing, and Disposal................................................4
2.3
Agreement Term..........................................................................................................................4
SECTION
3 - SCOPE OF REQUESTED COLLECTION SERVICES.................................................................5
3.1
Summary of Collection Services...................................................................................................5
3.2
Collection Services........................................................................................................................6
3.3
Customer Rate Arrangements....................................................................................................14
3.4
Public Education and Outreach..................................................................................................14
3.5
Diversion Requirements.............................................................................................................16
3.6
Requirements for Operations, Equipment and Personnel.........................................................16
3.7
Billing, Customer Service, Record Keeping and Reporting.........................................................18
3.8
Contractor Implementation Plan...............................................................................................21
3.9
Alternative Proposals.................................................................................................................21
SECTION
4 - RFP POLICIES, CONDITIONS, AND PROCESS....................................................................23
4.1
Rights Reserved by the City........................................................................................................23
4.2
General RFP Requirements........................................................................................................23
4.3
Code of Conduct.........................................................................................................................24
4.4
Proposal Submittal Process........................................................................................................24
4.5
Limits on Disclosure of Proposals...............................................................................................27
SECTION
5 - SUBMITTAL REQUIREMENTS..........................................................................................28
5.1
Proposal Outline.........................................................................................................................28
5.2
Cover Letter................................................................................................................................30
5.3
Executive Summary ....................................................................................................................30
5.4
Company Description.................................................................................................................30
5.5
General Collection Related Submittal Requirements................................................................34
5.6
Exceptions to RFP and Franchise Agreement.............................................................................36
DRAFT RFP
for Franchise Collection Services 11/28/17
Page ii
65B-8
City of Santa
Ana, California
Table of Contents
5.7
Cost Proposal..............................................................................................................................36
5.8
Other Proposal Forms................................................................................................................38
5.9
Construction and Demolition Proposal......................................................................................38
5.10
Optional Street Sweeping Proposal...........................................................................................38
5.11
Optional Power Washing Proposal.............................................................................................38
5.12
Additional Information...............................................................................................................38
SECTION 6 - PROPOSAL EVALUATION PROCESS.................................................................................39
6.1
Proposal Evaluation Process.......................................................................................................39
6.2
Evaluation Criteria......................................................................................................................39
LIST OF TABLES
Table1-2 RFP Schedule.........................................................................................................................3
Table 3-1 Matrix of Services by Sector..................................................................................................5
Table5-1 Proposal Outline..................................................................................................................20
Table 6-1 Evaluation Criteria and Maximum Evaluation Score...........................................................30
ATTACHMENTS
1......... Draft Agreement for Collection Services
2......... Proposer Code of Conduct
3......... Non -Collusion Affidavit
4......... Supplemental List of City Facilities
5......... Demographic Summary
6......... Service Data
7......... Current Rates
8......... Cost Proposal Forms
9......... Optional Street Sweeping Proposal Data and Form
10....... Optional Power Washing Proposal Data and Form
11....... AB 1669 Section 1070-1075
12....... Acceptable Household Hazardous Waste
DRAFT RFP for Franchise Collection Services 11/28/17 Page iii
65B-9
City of Santa Ana, California
SECTION 1- INTRODUCTION
Section 1. Introduction
By issuing this Request for Proposals (RFP) for collection services, the City of Santa Ana (City) is
competitively procuring franchised collection services. The City is seeking proposals for the collection of
solid waste, recyclable materials and organic materials from Residential, Multi -Family Dwelling (MFD)
and Commercial accounts and for City facilities, operations and events.
The City's goals for the RFP process are to:
1. Implement high-quality, consistent and safe service delivery at the best value,
2. Secure excellent customer service and programs, and
3. Ensure diversion programs meet state mandates/industry standards and best practices.
The City is soliciting proposals from service providers who can deliver efficient service while meeting the
recycling diversion targets set by the City. Service providers are referred to as "Proposer" or "Collector"
throughout this document. Participants in this RFP process should make note of and comply with the
Proposer Code of Conduct (Attachment 2).
A key point of reference is the Draft Collection Services Franchise Agreement (Agreement). The
Agreement is included as Attachment 1. The Agreement provides definitions, contract terms, and
conditions, including a complete description of the collection services requested. If there are
differences between this RFP and the Agreement, the terms and conditions in the Agreement shall
prevail.
1.1 City Goals and Objectives
The City's goals and objectives for the RFP process and future collection services are as follows:
1.1.1 Integrity. Competition in Selection Process. and Industry -Standard Contract Terms
• Conduct the RFP process with integrity and transparency
• Stimulate competition among proposing companies
• Set high performance, safety and regulatory standards
• Ensure value for ratepayers
• Enter into contract with fair terms and conditions
1.1.2 Quality, High -Value Programs
• Consistent, reliable and quality service
• Demonstrated safety standards and proven safety record
• Efficient service delivery that provides a strong value to the ratepayers
• Responsive customer service system
• Well-planned and professionally -executed transition to any new programs and
services
• Quality outreach and education
• Effective diversion programs to ensure compliance with regulations
• Local presence and commitment to serving the community
DRAFT RFP for Franchise Collection Services 11/28/17 Page 1
65B-10
City of Santa Ana, California Section 1. Introduction
1.2 RFP Overview
The City initiated this RFP process to plan future programs and services and select a future contractor(s).
The process will result in a new contract for collection services. The RFP process involves planning,
soliciting and evaluating proposals; selecting and negotiating with the selected contractor; and, an
implementation period leading to commencement of services on July 1, 2020.
The City is soliciting proposals for the collection, transfer, disposal, processing and marketing of all solid
waste, recyclable materials and organic materials. The City is interested in receiving proposals from
companies that have demonstrated experience in providing solid waste, recyclable materials, and
organic material collection services comparable to those described in this RFP and the Agreement. The
City seeks collection contractors that place a high priority on customer service, community involvement,
safety, and regulatory compliance. The City also requires proven diversion programs that achieve the
City's and the State's goals.
1.3 Organization of RFP
This RFP is organized into six sections as follows:
Section 1 provides a brief introduction to the RFP.
Section 2 provides background information including a description of the City service area.
Section 3 presents the scope of requested collection services.
Section 4 provides the RFP policies, conditions and process.
Section 5 describes the RFP submittal requirements.
Section 6 outlines the proposal evaluation process and proposal evaluation criteria.
1.4 RFP Schedule
The key activities and completion dates for the RFP process are provided in Table 1-2.
described in detail in Section 4. All questions regarding the RFP must be submitted
the Submission of Written Questions specified in Section 4.4.
DRAFT RFP for Franchise Collection Services 11/28/17
65B-11
The RFP process is
in accordance with
Page 2
City of Santa Ana, California
Table 1-2 RFP Schedule
Section 1. Introduction
City releases RFP
y. .
January 30, 2018
R.S.V.P deadline for pre -proposal meeting by 4 p.m.
February 15, 2018
Deadline to submit signed Proposer Code of Conduct
February 22, 2018
Mandatory pre -proposal meeting at 1:00 p.m.
February 22, 2018
Deadline to submit written questions by 4 p.m.
March 20, 2018
Responses to written questions, summary of responses provided at the pre-
proposal meeting, and RFP addendum issued
April 9, 2018
Proposals due by 4 p.m.
May 29, 2018
Requests for clarifications of proposal information issued
July 3, 2018
Proposer Interviews
August 7, 2018
Evaluation results reported to City Council
October 2, 2018
Contractor commence providing services
July 1, 2020
* The City reserves the right to modify this schedule as needed.
DRAFT RFP for Franchise Collection Services 11/28/17 Page 3
65B-12
City of Santa Ana, California
SECTION 2 - BACKGROUND
Section 2. Background
The RFP and its attachments contain data about the demographics of the City and historical information
related to collection operations including the number of customers, tonnage collected, routes, etc.
2.1 Background Information
The information presented in this section and related Attachments are for informational purposes
only. Each Proposer should take whatever steps it believes are necessary to determine the actual
service requirements of the City and understand service conditions when preparing a proposal.
Attachment 4 provides supplemental information on the City service area. Attachments 5 and 6 provide
demographic information and detailed service data (including number of customers, tonnage collected,
etc.), respectively. Attachment 7 provides current rates for collection services.
2.2 Contract Arrangements for Collection, Processing, and Disposal
Below is a description of the future contracting arrangements.
1. Collection. Contractor will be responsible for collection of solid waste, recyclable materials,
organic materials and all non -excluded materials as described in the Agreement.
2. Disposal. Contractor will be responsible for transport and disposal of solid waste.
3. Recyclable Materials Services. Recyclable Materials processing services will be conducted
and/or contracted by the selected contractor.
4. Organic Materials Services. Organic Materials processing services will be conducted and/or
contracted by the selected contractor.
2.3 Agreement Term
The term of the new Agreement will commence on July 1, 2020, and will continue for ten (10) years,
ending June 30, 2030, unless the Agreement is extended in accordance with Article 3.2 of the Franchise
Agreement or terminated early pursuant to Article 12.2 of the Agreement.
The Term of this Agreement may be extended, at request of the Contractor, and at the sole discretion of
the City, by written agreement of the Parties twice for succeeding terms of five (5) years each, provided
that Contractor is in compliance with all terms and conditions of the Agreement, according to the
process described in Articles 3.2 and 3.3 in the Agreement.
DRAFT RFP for Franchised Collection Services 65B-13 11/28/17 Page 4
City of Santa Ana, California Section 3. Scope of Requested Collection Services
SECTION 3 - SCOPE OF REQUESTED
COLLECTION SERVICES
This section provides a brief description of the collection services solicited through this RFP. Article 5 of
the Agreement provides the detailed scope of services.
3.1 Summary of Collection Services
The collection services are separated by service sector (i.e., Residential Curbside, MFD, Commercial and
City).
The Agreement provides the contract terms and conditions including a complete description of the
collection services requested, including a Scope of Services. It also describes public education and
outreach requirements for the initial start-up operations and ongoing operations; operations,
equipment and personnel; billing, customer service, and reporting; franchise fees and other fees;
contractor's compensation and rate setting; insurance and performance bond; and performance
standards and liquidated damages.
3.1.1 Exclusivity of Collection Services
Contractor will have exclusive rights to collect:
1. Residential Curbside, MFD and Commercial solid waste, recyclable material, and
organic material from within the service area;
2. Materials hauled in roll -off boxes with the exception of construction and demolition
materials; and,
3. Residential, MFD and Commercial bulky -items.
Limitations to the Contractor's exclusive rights are described in Article 4.2 of the Agreement.
3.1.2 Responsibilities of Contractor
Contractor will be responsible for the following, pursuant to the requirements of the
Agreement:
1. Collecting Solid Waste, Recyclable Materials, and Organic Materials generated by
and placed for Collection by Customers of Contractor's services.
2. Transporting Collected materials to the appropriate Approved Facilities;
3. Performing all other services required by this Agreement including, but not limited
to, Commercial, Multi -Family and Roll -Off Customer billing; public education;
customer service; record keeping; and, reporting;
4. Furnishing all labor, supervision, vehicles, Containers, other equipment, materials,
supplies, and all other items and services necessary to perform its obligations under
this Agreement;
5. Paying all expenses related to provision of services required by this Agreement
including, but not limited to, taxes, licenses, regulatory fees (including fees and
surcharges as applicable), and utilities; and paying all expenses related to the
DRAFT RFP for Franchised Collection Services 11/28/17 Page S
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
operation, permitting, licensing, regulatory fees for all Approved Facilities
owned/operated by Contractor or Contractor's Affiliate;
6. Performing or providing all services necessary to fulfill its obligations in full
accordance with this Agreement at all times using best industry practice for safety,
regulatory compliance and service delivery; and,
7. Complying with all Applicable Laws.
3.2 Collection Services
3.2.1 Residential Curbside Collection Services Arrangements
Residential Curbside Service is for any Dwelling Unit or duplex unit in the Service Area where
each Dwelling Unit is designed or used for occupancy by one (1) family and carts are utilized for
the accumulation and set out of Solid Waste. The default service level will be weekly, automated
Collection of three (3) 96 -gallon carts for each curb -serviced household. Body of cart will be
green; lid color will be established for each material (i.e. brown for Refuse, grey for Recyclables
and green for Yard Waste).
1. Weekly Solid Waste Collection
Contractor will provide each Residential Curbside Service Unit with a new, wheeled cart
for automated collection of Solid Waste. The default service level will be a 96 -gallon cart
collected weekly. The Contractor shall provide a 64- and/or a 32 -gallon cart as a
substitute depending on the Customers preference and need. No discount will be given
for using smaller carts. Customers may add additional carts as may be needed at an
additional charge. Customers will be required to place the cart(s) curbside for collection.
Solid waste collection service is mandatory for all service locations. Reduced rate
services are provided for Senior Citizens and Mobile Home occupants with two or fewer
occupants, utilizing a 64 -gallon cart. Reference Attachment 1 for additional information.
2. Weekly Single -Stream Recycling Collection
Contractor will provide each Residential Curbside Service Unit with a new, wheeled cart
for automated collection of single -stream recycling material. The default service level
will be a 96 -gallon cart collected weekly. The Contractor shall provide 64- and/or 32 -
gallon carts as substitutes depending on the Customer's preference and need. No
discounts will be given for using smaller or no carts. Customers may add additional
single -stream recycling collection carts as may be needed at no additional charge,
maintaining current provisions for removal of unused carts and removal of carts at
households meeting established criteria for repeat contamination. Customers will be
required to place the cart(s) curbside for collection.
3. Weekly Yard Waste Recycling Collection
Contractor will provide each Residential Curbside Service Unit with a new, wheeled cart
for automated collection of yard waste. The default service level will be a 96 -gallon cart
collected weekly. The Contractor shall provide 64- and/or 32 -gallon carts as substitutes
depending on the Customer's preference and need. No discount will be given for using
smaller or no carts. Customers may add additional yard waste carts as may be needed at
no additional charge, maintaining current provisions for removal of unused carts and
DRAFT RFP for Franchised Collection Services 11/28/17 Page 6
65B-15
City of Santa Ana, California
Section 3. Scope of Requested Collection Services
removal of carts at households meeting established criteria for repeat contamination.
Customers will be required to place the cart(s) curbside for collection.
4. On -Call Bulky Waste Collection
Upon request by a Residential Curbside Service Unit within the City, Contractor will
provide no more than four at -demand bulky item collections per year per Residential
Curbside Service Unit at no additional cost. Each such Curbside Service Unit is limited to
a maximum of five (5) bulky items (or twenty (20) bags of yard waste). Such collection
services will provide the opportunity of having large objects, and other Solid Waste
which is not required to be picked up pursuant to this Agreement, picked up and
processed properly. Requests by Curbside Service Units for such collections will be made
directly to the Contractor who will provide satisfactory telephone message receiving,
transmitting and response procedures and who will be responsible for maintaining a log
of such large item collections. At demand pick-ups will be responded to by Contractor
within a reasonable time but no more than five (5) working days after such a request is
received. Requests for more than two (2) at -demand collections per year will be charged
in accordance with the rate per collection established by the City and will be billed to
the Curbside Service Unit requesting the additional collection by the Contractor.
• Contractor will provide for the collection and recycling of televisions, computer
monitors and computer laptops as part of the Bulky Item collection program.
• Contractor will provide assistance of removal of bulky items on private property
to senior citizens and disabled individuals at no cost.
Any Bulky waste collected by Contractor, whether Residential, MFD,
Commercial or City, may not be landfilled or disposed of until the following
hierarchy has been followed by the Contractor.
o Reuse as is (if energy efficient)
o Disassemble for reuse or recycling
o Recycle (through participation of charitable organizations)
o Disposal
Contractor will describe how it will encourage reuse and recycling and comply
with the Collection Agreement diversion requirement.
5. Household Hazardous Waste Collection
Proposer shall offer an optional curbside Household Hazardous Waste Collection for an
additional fee.
Proposer will also commit to providing one Household Hazardous Waste Collection
event each year allowing residents to deliver their waste at no charge to a collection site
for proper disposal by Contractor. Contractor will coordinate with the City regarding
location and date of the events. Event outreach will meet all contractual outreach and
education requirements. Acceptable items are included as Attachment 12.
6. Residential Curbside Compost Give -Away
Proposer will commit to providing one Compost Give Away program each year, making
available to each Residential Curbside Unit a "free Compost' program that provides up
DRAFT RFP for Franchised Collection Services 11/28/17 Page 7
65B-16
City of Santa Ana, California
Section 3. Scope of Requested Collection Services
to fifty (50) gallons of Compost material for Customer pick-up at the designated facility
or in a manner agreed upon by the City. Event outreach will meet all contractual
outreach and education requirements.
7. Residential Curbside Annual Holiday Tree Recycling Collection
Contractor will provide annual collection of holiday trees commencing the first
collection day after December 25 and continuing for a three-week period at no
additional charge. Residents will be required to place the trees curbside for collection.
Trees shall be free of ornaments; garlands; tinsel and flocking; and stands shall be
removed. Contractor will be required to collect trees up to six feet in length on the same
day as the Customers regularly scheduled collection.
8. Residential Shredding Events
Contractor will administer annual shredding events allowing residents to deliver up to
three (3) file -size boxes worth of paper items for shredding. Contractor will coordinate
with the City regarding location and date of the events. Event outreach will meet all
contractual outreach and education requirements.
9. Residential Sharps Program
Contractor will administer a Residential Sharps Program. This program will be offered to
Residential customers who, for medical reasons, require the use of medical sharps.
10. Curbside Used Oil
As funding is available through State, County or City sources, Contractor will provide
curbside collection of used oil and filters. A description of the process for compensation
and level of service is provided in the draft Agreement.
3.2.2 MFD Collection Services Arrangements
MFD are any residence in the Service Area with three (3) or more Dwelling Units, where each
Dwelling Unit is designed or used for occupancy by one (1) family, including any flat, apartment,
condominium, town home or other premises, other than a hotel or motel, including such
premises when combined in the same building with business establishments, utilizing a common
bin(s) for the accumulation and set -out of Solid Waste. When discussing solid waste, recycling or
yard waste collection service changes with customers, Contractor shall provide a rate schedule
to customers denoting all service levels and all possible frequencies of collection.
Note:
• AB 341 requires that multi -family housing with 5 or more units recycle recyclable
materials such as paper, cardboard, plastics, glass, metals, food and yard waste.
Pursuant to AB 1826, MFD generating 4 cubic yards or more per week of non-food
organic waste shall arrange for recycling of Yard Waste, landscape and pruning waste,
and non -hazardous wood waste. By January 1, 2019, MFD generating 4 cubic yards of
solid waste per week or more shall arrange for recycling of Yard Waste, landscape and
pruning waste, and non -hazardous wood waste. If in the Summer/Fall of 2021, the state
determines that statewide disposal of organic waste measured in 2014 has not been
reduced by 50%, the 4 cubic yards/week threshold for solid waste will drop to 2 cubic
yards/week.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 8
65B-17
City of Santa Ana, California
Section 3. Scope of Requested Collection Services
1. Solid Waste Collection
Contractor will provide bins and compactors for collection of solid waste. Customers will
have the opportunity to subscribe to the appropriate service level. Collection frequency
will be at least once per week and up to six (6) times per week. Roll -off box service will
be made available in containers sizes including 10, 20 and 40 cubic yards. Roll -off boxes
and compactors, as provided by Contractor or by Customer, will be serviced as needed.
Customers and Contractor will determine a mutually acceptable collection location.
2. Recyclable Materials Collection
Proposer will propose a Recyclable Materials Collection program designed to achieve
the City's goals. Contractor will be required to offer recycling services to all MFD
Customers and provide such services upon request. Contractor will provide bins and roll-
off boxes for collection of recyclable materials. In order to prevent the contamination of
recyclables, the contractor will provide "restricted access" lids for recycling collection
containers, as needed. Customers will pay a separate fee in accordance with the
established rates, which shall be less than the established rate for the comparable level
of solid waste service.
3. Yard Waste Recycling Collection
Contractor will provide bins for collection of Yard Waste. Customers will have the
opportunity to subscribe to the appropriate service level. Collection frequency will be at
least once (1) per week and up to seven (7) times per week. Customers will pay a
separate fee for yard waste collection based on their service level in accordance with
the established rates. Customers will pay a separate fee in accordance with the
established rates, which shall be less than the established rate for the comparable level
of solid waste service.
4. On -Call Bulky Item Collection
Contractor will provide on-call collection of bulky items from MFD customers using a
method suitable for the MFD complex and agreed upon by the Customer or property
manager.
Contractor will provide on-call collection of bulky waste to MFD's scheduling the service
with Contractor with 48 hours' notice. Customers may place up to five items out for
collection per pick-up. Items will be collected on the Customer's regular collection day.
Contractor will be required to separate and recycle all commodities that can be feasibly
recovered. Customers will pay a separate fee in accordance with the established rates.
5. Household Hazardous Waste Collection
Proposer will commit to providing Household Hazardous Waste events each year
allowing residents to deliver their waste to a collection site for proper disposal by
Contractor. Contractor will coordinate with the City regarding location and date of the
events. Event outreach will meet all contractual outreach and education requirements.
Acceptable items are provided as Attachment 12.
3.2.3 Commercial Collection Services Arrangements
Commercial customers include all retail, professional, office, wholesale and industrial facilities,
other commercial enterprises offering goods or services to the public; organizations; and
agencies other than City agencies. Contractor will be required to service carts, bins, compactors
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
and roll -off boxes stored in customer's solid waste enclosure or other locations as requested by
customer. When discussing solid waste, recycling or organic material collection service changes
with customers, Contractor shall provide a rate schedule denoting all service levels and all
possible frequencies of collection.
1. Solid Waste Collection
Contractor will provide bins, roll -off boxes and compactors for collection of solid waste.
Customers will have the opportunity to subscribe to the appropriate service level. Collection
frequency will be at least once per week and up to six (6) times per week. roll -off box service
will be made available in containers sizes including 10, 20 and 40 cubic yards. roll -off boxes
and compactors, as provided by Contractor or by Customer, will be serviced as needed.
Customers and Contractor will determine a mutually acceptable collection location.
2. Recyclable Materials Collection
Proposer will propose a Recyclable Materials Collection program designed to achieve the
City's goals. Contractor will be required to offer recycling services to all MFD Customers and
provide such services upon request. Contractor will provide bins and roll -off boxes for
collection of recyclable materials. In order to prevent the contamination of recyclables, the
contractor will provide "restricted access" lids for recycling collection containers, as needed.
Customers will pay a separate fee in accordance with the established rates, which shall be
less than the established rate for the comparable level of solid waste service.
3. Organic Material Recycling Collection
Contractor will provide wheeled carts and bins for collection of Organic Material, including
Yard Waste and/or Food Waste. Customers will have the opportunity to subscribe to the
appropriate service level. Carts and/or bins will be made available. Collection frequency will
be at least once (1) per week and up to seven (7) times per week. Customers will pay a
separate fee for collection based on their service level in accordance with rate established
by the City. Source -separated Yard Waste recycling collection shall be offered at a rate
which shall be less than the established rate for the comparable level of solid waste service.
4. On -Call Bulky Item Collection
Contractor will provide on-call collection of bulky items from Commercial customers using a
method suitable for the MFD complex and agreed upon by the Customer or property
manager.
Contractor will provide on-call collection of bulky waste to Commercial scheduling the
service with Contractor with 48 hours' notice. Customers may place up to five items out for
collection per pick-up. Items will be collected on the Customer's regular collection day.
Contractor will be required to separate and recycle all commodities that can be feasibly
recovered. Customers will pay a separate fee in accordance with the established rate.
5. On -Call Electronic Waste (E -Waste) Recycling Collection
Contractor will provide on-call a -waste collection. Contractor is required to describe its
methodology to provide on-call collection of a -waste (e.g., material types, customer set -out
requirements, control mechanisms for spills and contamination, and any limitations on
allowable amounts) along with a fee per pick-up that would cover all program costs.
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City of Santa Ana, California Section 3. Scope of Requested Collection Services
6. On -Call Universal Waste Recycling Collection
Contractor will provide on-call universal waste recycling collection service. Universal waste
collection includes fluorescent lamps, cathode ray tubes, instruments that contain mercury,
and batteries. Contractor is required to describe its methodology to provide on-call
collection and recycling of universal waste (e.g., material types, customer set -out
requirements, chain of custody documentation, and any limitations on allowable amounts)
along with a fee per pick-up that would cover all program costs.
3.2.3 Roll -Off Collection Services
Roll -Off collection services include the delivery, removal and recycling or disposal of used or
discarded materials removed from premises excluding C&D materials and Exempt Waste.
1. Roll -Off Collection Service Requirements
Contractor will provide Roll -Off collection from Service Units in the Service Area and the
delivery of that material to the Materials Recovery Facility, Transfer Station or Disposal
Facility, as appropriate. Roll -Off collection service will be made available in container sizes
including 10, 20 and 40 cubic yards. Special pricing will be offered for Tires. Contractor will
describe how it will encourage reuse and recycling and comply with the Collection
Agreement.
3.2.4 City Services
All services at City facilities, operations and events, unless otherwise noted, will be provided at
"no charge." City collection services includes C&D materials. Collections will be scheduled at a
time mutually agreed upon by the Contractor and the City. Collection at City facilities,
operations and events include those listed below.
1. Weekly Solid Waste Collection
Contractor will provide wheeled carts, bins, compactors and/or roll -off boxes for collection
of solid waste and C&D material. The City will have the opportunity to subscribe to the
appropriate service level. Carts will be made available including 64 and 96 gallons. Bins will
be made available in sizes including 1, 2, 3, and 4 cubic yards. Collection frequency will be at
least once (1) per week and up to seven (7) times per week. Roll -off box service will be made
available in container sizes including 10, 20 and 40 cubic yards.
2. Recyclable Materials Collection
Contractor will provide recycling collection service at City facilities, operations and events at
"no charge." Contractor will provide carts, bins, compactors and roll -off boxes for collection
of recyclable materials. The City will have the opportunity to subscribe to the appropriate
service level. Carts will be made available including 64 and 96 gallons. Bins will be made
available in sizes including 1, 2, 3, and 4 cubic yards. Collection frequency will be at least
once (1) per week and up to seven (7) times per week. Roll -off box service will be made
available in container sizes including 10, 20 and 40 cubic yards.
3. Organic Materials Collection
Contractor will provide Organic Materials Collection service at City Facilities at "no charge."
charge. Contractor will provide carts, bins, compactors and roll -off boxes for collection of
Organic Materials. The City will have the opportunity to subscribe to the appropriate service
level. Carts will be made available including 64 and 96 gallons. Bins will be made available in
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
sizes including 1, 2, 3, and 4 cubic yards. Collection frequency will be at least once (1) per
week and up to seven (7) times per week. Roll -off box service will be made available in
container sizes including 10, 20 and 40 cubic yards.
4. Parkway Clean -Up Following Garage Sales
Contractor will provide two (2) employees in a "front -loader" vehicle that will devote 60
hours each six working days following the quarterly garage sales to canvass the City
neighborhoods in order to remove debris left in the parkways after garage sales.
5. On -Call Parkway Clean -Up of Abandoned Items
Contractor will provide on-call Parkway Clean -Up of abandoned items at the request of the
City. Contractor is required to describe its methodology to provide on-call collection of
Parkway abandoned items within 24 hours of a request from the City.
6. Alley Clean -Up
Contractor will provide 2 employees in a "front -loader" vehicle who will devote 50 hours
each, six working days of each week, to canvass the City neighborhoods in order to remove
debris left in alleyways following relocations.
7. Neighborhood Clean -Up
Contractor will supply roll -off boxes for City sponsored neighborhood cleanups at no cost to
the City. The number of roll off containers will not exceed a maximum total number of three
hundred (300) containers annually. The City will have the option to add 20 additional roll -off
boxes during each five (5) year period of the contract. For example, starting year six (6), the
City may require 320 containers annually.
8. City Sponsored Events
Contractor will provide wheeled carts, special event boxes with liners and recycling lids,
bins, and/or roll -off boxes to collect solid waste and recyclable materials at "no charge" for
City -sponsored events. Contractor will assist the venue and event organizers with
developing recycling plans and reporting data. When requested by event organizers, solid
waste and recycling collection service will be provided for each venue or event. Carts to be
made available include 64 and 96 -gallon carts. Bins will be made available in sizes including
1,2,3 and 4 cubic yards. Roll -Off service will be made available in container sizes including
10, 20 and 40 cubic yards. Collection frequency will be provided as required by the event
organizer.
9. Grant Management
Contractor will provide development and management of grants pursuant to the CalRecycle
regulations and/or adopted by CalRecycle including the Department of Conservation and
other governmental agencies that offer grants related to collection and recycling services
provided under the Agreement. Contractor shall be compensated $75.00 per hour for grant
administrator's time to develop and administer the grant programs.
10. Hazardous Waste/E-waste/Universal Waste
The Contractor shall provide, either directly, or through a City -approved subcontractor,
Hazardous Waste, E -waste and Universal Waste Collection Service for City Facilities.
11. Battery Recycling Program at City Facilities
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
The Contractor shall provide battery recycling buckets for the drop-off of batteries at each
City Facility designated by the Contract Administrator for the safe collection and recycling of
batteries. The Battery Recycling Program shall include the placement, removal and
replacement of the battery buckets.
3.2.5 Other Collection Service Considerations
1. Street Sweeping (Optional)
Proposers may offer to provide Street Sweeping services at an additional charge. Street
Sweeping requirements and cost proposal forms are provided as Attachment 9.
2. Pressure Washing (Optional)
Proposers may offer to provide Pressure Washing services at an additional charge. Pressure
washing requirements and cost proposal forms are provided as Attachment 10.
3. Additional Collection Service Requirements:
• Provide public education to residents and businesses. A detailed description of
Contractor's public education responsibilities is provided in the Collection
Agreement.
• Compliance, monitoring and reporting relative to AB 939, AB 341 and AB 1826 and
all applicable laws.
• Provide customer service and billing service as necessary to fulfill its obligations.
• Furnish all labor, supervision, collection vehicles, collection containers, other
equipment, materials, supplies, and all other items and services necessary to
perform its obligations.
• Be solely responsible to pay all expenses related to the provision of services
including, but not limited to, taxes, regulatory fees, host fees, business license fees,
utilities, etc.
• Be solely responsible for the impact of any changes in law to the operation of the
Contractor's facility(ies), including financial and operational impacts.
• Provide all services in a thorough, safe and professional manner.
• Contractor shall be responsible for ensuring that its customers consistently receive a
high level of customer service and responsiveness.
• Comply with applicable laws, regulations and ordinances.
3.2.6 Processing Plan
Proposer shall include a Processing Plan that demonstrates the Proposer's ability to arrange for
the processing of Recyclables and Organics originating in the City for the term of the Collection
Agreement and any extensions thereof. The plan should identify any arrangements that will
benefit the City in maintaining long-term rate stability. Prior to selection, the Contractor will be
required to produce proof of all arrangements described in its offer. Contractor should indicate
the per -ton costs and tonnage disposal guarantees they will offer the City. The plan should
specify facilities and fees for the processing of all materials collected in the City including roll-
off.
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City of Santa Ana, California
3.2.7 Diversion Plan
Section 3. Scope of Requested Collection Services
Proposer shall include a Diversion Plan that details the Proposer's approach to diversion and
describes all associated programs and services. Proposer shall include its approach to minimizing
scavenging, systematically reducing contamination and ensuring compliance with all CalRecycle
requirements. The Proposer shall provide plans for Residential Curbside, Multi -Family and
Commercial and roll -off Solid Waste, Recyclables and Yard Waste/Organics. The plan shall
include measurable goals for diversion and for reducing contamination for each year of the
contract.
3.3 Customer Rate Arrangements
This section provides a description of rate arrangements and fees that will apply to all three service
sectors. The rate schedules establish the maximum rates that may be charged.
3.3.1 Residential Curbside Rate Arrangements
The Residential Curbside Service rate structure will feature an integrated fee for collection that
covers solid waste, recycling, and yard waste collection services, regardless of cart size(s)
selected by customer, with the exception of the Senior Citizen and Mobile Home program.
3.3.2 MFD and Commercial Rate Arrangements
A volume -based rate structure will be used for MFD and commercial. Customers will be
encouraged to participate in Recyclable and Yard Waste collection. Customers will be required
to pay a fee for collection services based on subscription levels.
3.3.3 City Services
The City's facilities, operations and event services shall be provided all collection services at "no
cost."
3.4 Public Education and Outreach
All public education activities will be conducted by the Contractor. Contractor shall be responsible for
ensuring that its customers consistently receive a high level of customer service and responsiveness.
Contractor shall prepare an annual public education plan and meet with the City or the City's
representative to review the plan. The City shall have the right to review, revise and approve all
promotion materials and implementation of the promotion strategy. The City shall also have the right to
approve material development contractors. A detailed listing of Public Education and Outreach
requirements can be found in Article 5.11 of the Franchise Agreement.
3.4.1 Contractor Responsibilities
Contractor will be required to provide the following services:
1. Annual Public Education Plan
Contractor will prepare an annual public education plan and meet with the City to review the
plan. Contractor is responsible for additional public education activities as specified below,
including personnel, printing and other program costs. Proposer shall refer to Draft
Agreement for a description of all requirements.
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City of Santa Ana, California Section 3. Scope of Requested Collection Services
2. Public Education Plan Implementation
A detailed description and schedule for all of the initial program roll-out activities and for
annual ongoing public education and outreach materials and activities. The plan will be
provided to the City for review and approval within 30 days of award of Agreement.
Contractor will provide the City with each draft item a minimum of 14 days prior to any
production for review and approval. All outreach and education materials will include the
elements necessary to meet or exceed AB 939, AB 341 and AB 1826 requirements. Services
include:
• Public education strategy and development of materials to support roll-out of new
collection services.
• Develop, produce and distribute an information packet to each new Customer
throughout the Contract term. Contractor may attach these packets to the carts and
bins upon initial cart and bin distribution. This packet shall: describe available
services, including available recycling and diversion programs; provide instructions
for proper use of the carts and bins provided (such as how to place carts or other
permitted items for Collection, the types of materials to be placed in each cart); AB
939, AB 341 and AB 1826 requirements; detailed holiday Collection schedules; and,
provide billing and customer service telephone numbers. This packet shall contain
updated information on how to use Containers, when, where and how to place Solid
Waste for Collection, and who to contact with service or billing questions, and for
Bulky Item Collection. The packet shall also clearly indicate what materials, such as
syringes and other Household Hazardous Wastes (HHW), should not be disposed of
in these Containers. This brochure shall include instructions on how Customers
should dispose of HHW, such as information on the HHW program.
• Develop, produce and distribute public education and promotional materials to
Residential MFD and Commercial accounts at inception of the new program and
annually during the term of the Collection Agreement, including all outreach and
education materials necessary to meet or exceed AB 939, AB 341 and AB 1826
requirements.
• Deliver set -out correction notices during the term of the Collection Agreement.
• Staff a booth at local public events as agreed upon with the City and distribute
promotional and educational materials.
• Insert with its bills inserts produced by the City
3.4.2 Staffing
Performance of each of the provisions of this Agreement shall be under the direction and
supervision of the Executive Director. The Contractor shall furnish the Executive Director every
reasonable opportunity of ascertaining whether or not the work is performed in accordance
with the requirements of this Agreement. The Contractor shall designate a person to serve as
agent and liaison between its organization and the City and shall maintain a telephone and a
means for contact at all times during periods of strike or other emergencies. The designated
agent/liaison is required to meet with City staff at the City's preferred frequency to review
public outreach activities and diversion results. The Executive Director may inspect the
Contractor's operations, facilities and equipment at any reasonable time and the Contractor
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
shall admit him to make such inspections at any reasonable time and place. Proposer must
include the following in its proposal:
1. Job Description
A job description for this position including reporting structure, and the amount of time the
position will be dedicated to the City, including a rationale for the time allocation.
2. Resume of Designated Staff
The resume of the designated staff member (This must include the individual's resume,
years of experience, and three (3) professional references.) This party will be responsible for
the planning, coordination, development, preparation, implementation and review of all
public education and promotion materials and efforts.
If an outside consultant is to be used, Proposer must identify the consultant and include a brief
description of the consultant's qualifications and years of experience. The City has the right to
approve the consultant and has the expectation that the designated staff member will be
actively engaged with the community and appropriately participates in community events to
promote and implement waste reduction, recycling and organics collection programs.
The Contractor shall also provide SRRE Consulting services as described in Article 5.11 1 "Other
Services".
3.5 Diversion Requirements
The selected contractor will provide a level of diversion that ensures the City will be in full compliance
with its State Diversion obligations, as defined as of the Effective Date by AB 939, AB 341, AB 1826 and
related state laws and regulations.
Article 6.7 of the Franchise Agreement details specific Diversion requirements.
3.6 Requirements for Operations, Equipment and Personnel
Article 7 of the Franchise Agreement details specific requirements related to operations, equipment and
personnel. Contractor shall always comply with Applicable Laws and provide services in a manner that is
safe to the public and the Contractor's employees. A summary of some of the requirements follows
below.
3.6.1 Operations
Unless otherwise authorized by the City, Contractor's days and hours for Collection operations
shall be asfollows:
1. Residential Premises
Collection from Residential Premises shall only occur between the hours of 6:00 a.m. and
6:00 p.m., Monday through Friday.
2. MFD, Commercial and City Premises
MFD, Commercial and CITY Collection from locations greater than 100 feet from residential
units may start at 3:00 a.m. and must terminate by 9:00 p.m. However, if complaints are
received from such residential units, the Contract Administrator may direct that collections
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
in such areas shall be made between the hours of 6:00 a.m. and 6:00 p.m. The hours of
Collection may be temporarily extended due to extraordinary circumstances or conditions.
3.6.2 Equipment
1. Vehicles
Contractor shall provide a fleet of new Collection vehicles sufficient in number and capacity
to efficiently perform the work required by the Franchise Agreement in strict accordance
with its terms. Contractor will provide detailed information regarding the number of each
type of collection vehicle to be used, along with the name of the manufacturer and vehicle
specifications. Contractor shall have available sufficient back-up vehicles for each type of
Collection vehicle used to respond to scheduled and unscheduled maintenance, service
requests, complaints, and emergencies. Such back-up vehicles may be used vehicles. All such
vehicles shall have watertight bodies designed to prevent leakage, spillage, or overflow.
Hoppers shall be enclosed on top and on all sides to prevent material from leaking, blowing
or falling from the vehicles. Each Collection vehicle shall be equipped with a shovel and
broom for clean-up of spillage. Collection vehicles shall never be loaded to exceed the
manufacturer's recommended weight limit or otherwise operated unsafely or in violation of
any Applicable Law.
• Vehicle Impacts. The vehicles shall comply with the Solid Waste Collection Vehicle
rule adopted by the California Air Resources Board (CARB) on September 25, 2003,
and any other California Air Resources Board requirements.
• Alternative Fuel Vehicles. Contractor shall meet all State, County, City, CARB and
South Coast Air Quality Management District (SCAQMD) and any other applicable
regulations and requirements.
2. Containers
Contractor will provide new curbside collection carts for fully automated collection service
as specified in the Draft Agreement. Contractor will provide proposed cart specifications
including manufacturer and model, anticipated service life and warranty associated with
the proposed cart.
Contractor -provided bins shall be designed and constructed to be watertight and prevent
the leakage of liquids. All bins shall display the Contractor's name, local telephone number,
and some identifying inventory or serial number. If a new contractor other than the current
service provider is selected for the new Agreement such Contractor may attempt to
negotiate the purchase of the existing Commercial bins and roll -off Boxes from the current
service provider.
3.6.3 Personnel
Contractor shall furnish such qualified drivers, mechanical, supervisory, customer service,
clerical, and other personnel as may be necessary to provide the services required by this
Agreement in a safe and efficient manner. Contractor shall designate at least one (1) qualified
employee as the City's primary point of contact with Contractor who is principally responsible
for Collection operations and resolution of service requests and complaints.
Contractor shall use its best efforts to assure that all employees who interact with Customers
present a neat appearance and conduct themselves in a courteous manner. Contractor shall not
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Section 3. Scope of Requested Collection Services
permit its employees to accept, demand, or solicit, directly or indirectly, any additional
compensation, or gratuity from members of the public.
The City places a high priority on the retention of employees currently providing services within
the City. Proposer shall declare its intent to offer or not a plan to offer employment to eligible
employees of the current contractor according to the terms described in AB 1669 Section 1072
(Provided as Attachment 11 of this RFP). Information regarding the number of employees who
are performing services under the service contract and the wage rates, benefits, and job
classifications of those employees will be provided to bone fide Proposers at least 30 days
before proposals are due. Proposers offering employment will be awarded a 10% preference in
the evaluation process.
3.6.4 Local Purchasing Preference
Contractor shall, throughout the Term of the Franchise Agreement, give preference to
purchasing materials and supplies used in connection with the Agreement from local vendors
within the City or State; and in that order of preference.
3.7 Billing, Customer Service, Record Keeping and Reporting
Contractor will provide billing services to all Multi -Family, Commercial and Roll -Off service customers.
The City shall continue to conduct Residential billing. Article 8 of the Franchise Agreement details
specific requirements related to billing, customer service, record keeping, and reporting. A summary of
some of the requirements follows below.
3.7.1 Billing Services
Contractor will make available to all Customers an automated billing and payment system at no
additional charge. This system should be website based and allow customers to view and pay
bills through Contractor's website. Through the Contractor's website, Customers may request to
cease paper billing and receive all bills through e-mail and/or Contractor's website. Contractor
will ensure that the electronic billing and payment website conforms to industry -standard
practices for electronic commerce security. Contractor shall ensure that these customers are
compiled in a list to ensure that billing inserts are mailed directly. Contractor will promote the
website -based billing and payment system on all paper bills sent to Customers.
Contractor's website shall provide Customers with the ability to pay their bills through an
electronic check or credit card and include the ability for Customer billings to be automatically
charged on a recurring basis. Contractor shall promote the website- based billing and payment
system on all paper bills sent to Customers. Contractor shall prepare, mail, and collect bills from
Customers who decline to use such internet-based billing system. Contractor shall make
arrangements to allow Customers to pay bills by cash, check, electronic check, money order,
and credit/debit card.
1. Temporary and Permanent Roll -Off Box and Temporary Bin Customers
For individually serviced Customers who request Temporary roll -off box and/or
Temporary bin service, the Contractor will accept major credit cards for payment. All
credit card transactions will be documented on the customer account with all associated
service data. For Permanent roll -off box customers, the Contractor will invoice monthly
or semi-monthly in arrears with payment due within 15 days from the invoice date.
2. Delinquent Accounts
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
Once a payment is 30 days past due, Contractor shall send to the Customer a notice that
service will be suspended if payment is not made within an additional 30 days. Service
may only be suspended after these minimum time periods and notice. City will not be
responsible for or assist with the collection of delinquent accounts, except where lien
authority has been established for this purpose.
3.7.2 Customer Service
Contractor shall always be in compliance with Article 8.6 of the Franchise Agreement and with
the provisions of the Customer Service Plan included in Contractor's Proposal. Contractor shall
revise, modify and otherwise update such Plan throughout the Term as it deems necessary, or
as reasonably requested by the City.
1. Local Office Location and Hours
The Contractor shall maintain a publicly accessible office located within the City Service
Area that provides telephone access to residents and businesses of the City and shall be
open during normal business hours, which are currently 8:30 a.m. to 4:30 p.m., Monday
through Friday, except for Holidays. Office hours may be adjusted at the discretion of
Contractor only after appropriate notification is provided to all Customers and provided
that offices are open for business at least eight (8) hours per day Monday through
Friday, except for Holidays.
2. Customer Service Call Center
The Contractor shall maintain a customer service call center that provides telephone
access to residents and businesses of the City and is staffed by trained and experienced
Customer Service Representatives (CSRs). Such office shall be equipped with sufficient
telephones so that all Collection Service related calls received during normal business
hours are answered by an employee within five (5) rings; shall have responsible persons
in charge during Collection hours; and shall be open during normal business hours,
which are currently 8:00 a.m. to 5:00 p.m., Monday through Friday, and 8:00 a.m. to
noon on Saturdays, except for Holidays. Office hours may be adjusted at the discretion
of Contractor only after appropriate notification is provided to all Customers and
provided that offices are open for business at least eight (8) hours per day Monday
through Friday, except for Holidays. The Contractor shall provide either a telephone
answering service or a mechanical device to receive Service Recipient inquiries during
those times when the office is closed. Calls received after normal business hours shall be
addressed the next morning the office is open.
3. Local Telephone Number and Equipment
Contractor's principal office shall be accessible by a local (toll-free to Customers)
telephone number at least during the office hours specified in Article 8.6 of the
Franchise Agreement. The telephone number shall be listed under Contractor's name in
the local telephone directory and as appropriate on Collection vehicles and Containers.
The Contractor shall have sufficient equipment in place and staff to handle the volume
of calls experienced on the busiest days and such telephone equipment shall record the
responsiveness (e.g., call hold -time, abandoned calls, etc.) to calls. Recording of
Contractor's responsiveness to calls shall include, at a minimum, all items included in
the "Service Quality and Reliability' and "Customer Service" performance standards
listed in the Franchise Agreement. An answering machine or voicemail service shall
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Section 3. Scope of Requested Collection Services
record Customer calls and voice messages during hours the office is closed or outside
times calls are not being answered.
4. EmergenCVTelephone Number
Contractor shall maintain an emergency telephone number for use outside Contractor's
office hours. The emergency telephone number shall be listed as an emergency number
under Contractor's name and under the City in the local telephone directory. Contractor
shall have a representative, or an answering service to contact such representative,
available at Contractor's emergency telephone number during all hours other than
Contractor's office hours.
5. Multilingual/TDD Service
Contractor shall always maintain the capability of responding to telephone calls in
English, Spanish, and such other languages as the City may direct, employing a service
such as ATT Language Line. Contractor shall always maintain the capability of
responding to telephone calls through Telecommunications Device for the Deaf (TDD)
Services. These capabilities shall be maintained for both the local telephone number and
the emergency telephone number.
6. Website
Contractor will develop and maintain a website dedicated to services provided in the
City that is accessible by the public. The website will include answers to frequently
asked questions; rates for Collection Services; Recyclable Materials, Yard Waste and
Organic Waste specifications; proper Bulky Waste and Household Hazardous Waste
disposal procedures; and other related topics. The Contractor's website will provide the
public the ability to e-mail complaints to Contractor and request services or service
changes.
Contractor shall describe how the website will allow customers to submit inquiries or
complaints, request new service or change in service, and request on-call Bulky Item
services. In addition, Contractor shall explain if it plans to manage the website with in-
house staff or if a subcontractor will be used. Contractor shall disclose the subcontractor
that will be used.
7. Service Requests, Compliments, Complaints
Contractor shall be responsible for the prompt and courteous attention to, and prompt
and reasonable resolution of, all Customer service requests and complaints. Contractor
shall record in a separate computerized log, approved as to form by the City, all
complaints, noting the name and address of complainant, date and time of complaint,
nature of complaint, and nature and date of resolution. The Contractor shall retain this
complaint log for the Term plus three (3) years after its expiration or earlier termination.
Upon request by the City, Contractor shall compile and submit a summary statistical
table of the complaint log.
Contractor shall respond to all complaints received within twenty-four (24) hours,
weekends and Holidays excluded. In particular, if a complaint involves a failure to
Collect Solid Waste, Recyclable Materials or Organic Materials from a Premises in the
City, Contractor shall Collect the material in question within twenty-four (24) hours of
receipt of the Complaint, provided that Generator has properly placed materials for
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City of Santa Ana, California Section 3. Scope of Requested Collection Services
Collection.
3.7.3 Record Keeping and Reporting
Contractor shall submit reports to the City or the City's Representative on Solid Waste Collection
and Disposal, Recyclable Materials Collection, Processing and marketing, and Organic Materials
Collection, Processing and marketing to ensure the City meets the reporting requirements of AB
939, AB 341, AB 1826 and other Applicable Law.
Contractor shall maintain accounting, statistical, operational, and other records related to its
performance as shall be necessary to provide reporting under the Act and demonstrate
compliance with this Agreement. Unless otherwise required in Article 8.8 of the Franchise
Agreement, Contractor shall retain all records and data required to be maintained by this
Agreement for the Term of this Agreement plus three (3) years after its expiration or earlier
termination. Records and data shall be in chronological and organized form and readily and
easily interpreted. Upon request, any such records shall be retrieved in a timely manner by
Contractor and made available to the City or the City's Representative. Contractor shall maintain
adequate record security to preserve records from events that can be reasonably anticipated
such as a fire, theft, flood and an earthquake. Electronically -maintained data and records shall
be protected and backed -up.
Contractor shall submit monthly and annual reports as described in Article 8.9 of the Franchise
Agreement.
3.8 Contractor Implementation Plan
Proposer shall provide a detailed implementation plan describing the Contractor's approach to
facilitating a smooth transition for all the collection services. The plan must clearly describe the
company's ability to implement the services in accordance with the schedule presented in Table 1-2 of
this RFP. This description should include, but not be limited to:
1. A timeline showing the duration and completion date of major milestone events such as
vehicle purchase and testing; container purchase, assembly and distribution; personnel
hiring and training; customer service and billing database development and
implementation; administration; public education; corporation yard acquisition and
development (if necessary), etc.
2. Assumptions regarding the participation of City staff, City representatives, the current
collection contractor, and the current and future facility operator.
3. Identification of common problems that can occur in service initiation and strategies for
preventing or managing such problems.
4. Discussion of how customers will select container size(s) and service frequency.
5. Contingency plans for all aspects of implementation.
3.9 Alternative Proposals
Proposer may provide one or more alternative proposals in addition to the requested proposal. The City
is not obligated to evaluate or select alternative proposals. Alternative proposals will be considered by
the City if the City concludes that the alternative proposals warrant evaluation and analysis. Proposers
that provide an alternative proposal(s) shall also respond to the entire RFP as written.
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City of Santa Ana, California
Section 3. Scope of Requested Collection Services
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65B-31
City of Santa Ana, California
Section 4. RFP Policies, Conditions, and Process
SECTION 4 - RFP POLICIES, CONDITIONS, AND PROCESS
4.1 Rights Reserved by the City
The City reserves the right, in its sole discretion, to pursue any or all of the following actions regarding
this RFP process:
• Issue addenda and amend the RFP and Franchise Agreement;
• Request additional information and/or clarification from Proposer;
• Extend the deadline for submitting proposals;
• Withdraw this RFP;
• Reject proposals that do not fully comply with the requirements detailed in this RFP, its
attachments, addenda, or clarifications;
• Reject incomplete proposals; proposals containing errors, inconsistencies, false, inaccurate
or misleading information; proposals submitted after the deadline; or, proposals with other
process or content errors or deficiencies;
• Amend the Municipal Codes of City;
• Award a proposal based on a combination of its qualitative and quantitative attributes;
• Take other actions the City deems are in the best interest of the City, and residents and
businesses in the City service area; and,
• Negotiate changes in the services proposed and/or described in the RFP or to incorporate
programs proposed by others.
4.2 General RFP Requirements
This RFP shall not be construed by any party as an agreement of any kind between the City,
contractor(s), and other parties.
This RFP does not obligate the City to accept any proposal, negotiate with any Proposer, award a
Franchise Agreement, or proceed with the development of any project or service described in response
to this RFP. The City has no obligation to and shall not compensate any Proposer for its expense of
preparing its proposal and participating in this procurement process.
Please note that the City's procurement of Solid Waste and Recycling Franchise Services is not subject to
State bidding laws, and the City does not intend to cause the current RFP process to become subject to
such public bidding laws or regulations.
The City shall have the right (but not the obligation) to perform a review of each Proposer's ability to
perform the work required. Each Proposer must agree to cooperate with such a review. Such
cooperation by Proposer shall apply to the verification of the Proposer's capability and experience in the
provision of services and any other component of work that may be required under this procurement.
The City, and its consultants, will be conducting reference checks on Proposers that will involve
contacting jurisdictions currently or previously served by Proposer, as well as contacting regulatory
agencies involved in oversight of Proposers' facilities. In addition, the City, or its consultants, may
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City of Santa Ana, California
Section 4. RFP Policies, Conditions, and Process
research Proposers' past performance by reviewing litigation history, regulatory actions, highway driving
records, criminal investigations and recycling history. The Proposer's submission of a proposal shall
constitute an agreement to cooperate with the City's review.
Unless a submitting Proposer takes specific exception in accordance with the procedure set forth in
Section 5.6, submission of a proposal shall constitute acknowledgement and acceptance of all the terms
and conditions contained in this RFP and the Draft Agreement including all addenda or amendments
issued by the City as per the process provided in this RFP.
Submittal of a proposal signifies the submitting Proposers' commitment to provide the proposed
services if selected. In addition, all aspects, conditions and components of proposals submitted shall be
valid until June 30, 2020.. Proposals may not be altered after submittal, except in response to the City's
request for clarification.
4.3 Code of Conduct
4.3.1 Proposer Code of Conduct
Proposer is required to sign the Proposer Code of Conduct (Attachment 2). The code of conduct
for Proposers: (i) prohibits ex parte communications with City elected officials; (ii) prohibits
giving any gift or monetary compensation to City staff member or consultants; and, (iii) prohibits
collusive activities with other potential Proposers.
If a Proposer does not sign the code of conduct or violates the code of conduct, the City has the
right to disqualify the Proposer from this RFP process. The code of conduct shall be signed and
submitted to the City in accordance with instructions provided in Section 5.8.1. Please note:
submittal of a signed and notarized Proposer Code of Conduct is required to be submitted
according to the timeline shown on Table 1-2.
4.4 Proposal Submittal Process
Proposer shall follow the proposal submittal process as outlined below.
4.4.1 Step One — R.S.V.P to Attend Pre -Proposal Meeting and Submit Proposer Code of
Conduct
Proposer must submit notification to the City of its intention to attend the mandatory pre -
proposal meeting. The date and time of the meeting are provided in Section 1.4, RFP Schedule.
Proposer must email notification to:
SantaAnaRFP@sloanvazquez.com
This notice of intent to attend the are -proposal meeting must be submitted by the date and
time provided in Section 1.4, RFP Schedule.
4.4.2 Step Two—Mandatory Pre -Proposal Meeting
The mandatory pre -proposal meeting will be held at LOCATION TBD, Santa Ana, CA.
Attendance at this meeting is mandatory for all contractors intending to submit a proposal. The
City will NOT accept proposals from companies that do not attend the pre -proposal meeting.
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City of Santa Ana, California Section 4. RFP Policies, Conditions, and Process
4.4.3 Step Three — Submittal of Written Questions
The City directs Proposers to submit all questions and requests for information in writing
directly to City at the email address listed in Section 4.4.1. The deadline for submitting written
questions and requests for information is provided in Section 1.4, RFP Schedule.
Written responses to questions will be provided to all eligible Proposers. In the event of any
inconsistencies between oral responses provided at the pre -proposal meeting and written
responses subsequently issued, the written responses must be used for preparing proposals.
4.4.4 Step Four— Proposal Submittal
Proposer shall submit eight (8) double -sided copies in three-ring binders of the complete
proposal and one (1) single sided, signed original according to the deadline provided in Section
1.4, RFP Schedule. In addition, the Proposers are required to submit a flash drive containing:
• An electronic copy of all completed cost proposal forms (i.e., those provided in
Attachment 8 of the RFP) formatted for Microsoft Excel;
• An electronic copy of the Model Franchise Agreement, noting all requested
changes in redline/strikeout, in Microsoft Word format; and,
• A complete PDF of the proposal (excluding financial statements, if confidential).
These items shall be placed and submitted in a sealed package. Proposals must be printed on
8'/: inch by 11 -inch paper with post -consumer recycled -content paper. All pages shall be
consecutively numbered; although, each section may start with a new page number if
proceeded with the section number (e.g., Page 2-1 for the first page of Section 2).
The package shall be clearly labeled:
PROPOSAL FOR CITY OF SANTA ANA FRANCHISED COLLECTION SERVICES
FROM:
Name of Proposer:
Address:
Contact Person:
Telephone Number:
E-mail:
The proposal may be mailed or hand delivered to:
City of Santa Ana Public Works Agency
20 Civic Center Plaza, M-21
4th Floor, Ross Annex
Santa Ana, CA 92701
Attn: Christy Kindig
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65B-34
City of Santa Ana, California
Section 4. RFP Policies, Conditions, and Process
Proposals received late will not be considered. Postmarks will not be accepted as proof of
receipt.
1. Surety
Each proposal must be accompanied by surety made payable to "City of Santa Ana" in the
amount of $100,000 and in the form of a certified check, cashier's check, or bid bond. The
surety shall be submitted with the proposal in a separate, clearly labeled envelope. The
purpose of the surety is to guarantee that the successful contractor will execute a Franchise
Agreement with the City. If the selected contractor does not execute the Franchise Agreement
within 30 calendar days after receiving notice of the award of Franchise Agreement, the City
shall keep the surety to offset the potential cost associated with identification of an alternate
service provider and schedule delays and the City has the right to pursue additional and
reasonable costs incurred in this event. Checks and bonds will be returned to all Proposers no
later than ten calendar days after the City has executed the Franchise Agreement with the
successful contractor. If no selection is made within one year of the submission of proposals,
each Proposer may demand their proposal surety be returned; however, the City reserves the
right to eliminate proposals from such companies from further consideration.
2. Administrative Fee
Within seven days of execution of the new Agreement, the new Contractor shall remit a one-
time payment to the City of Santa Ana. The amount shall include reimbursement to the City for
the cost of the procurement consultant, plus the City's out-of-pocket costs incurred in
awarding this franchise (e.g. City Attorney costs).
4.4.5 Step Five—Clarification of Proposal Information and Interviews
Proposer may be asked to clarify information through written communications, interviews or
during site visits of each Proposer's offices, customer service center, corporation yard and
maintenance facilities, and disposal, transfer, and processing facilities.
4.4.6 Step Six— Proposer Interviews
The City may conduct in-person interviews of one or more Proposers.
4.4.6 Step Six — Selection of Recommended Contractor and Negotiation of Final Franchise
Agreement
The City and/or its consultants will recommend a preferred contractor for consideration by the
City Council. Once the City Council approves selection of a final contractor then final negotiation
will take place for the Franchise Agreement. Except at the sole discretion of the City, all
negotiations with the Proposer will be limited to the Proposer's recommended alternative
Franchise Agreement language contained in their proposal.
4.4.7 Schedule
The schedule of events presented in this Section 4.4 is summarized in Table 1-2 in Section 1.
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City of Santa Ana, California Section 4. RFP Policies, Conditions, and Process
4.5 Limits on Disclosure of Proposals
The City has determined that the public interest will be best served if proposals submitted in response
to this RFP are not made available for review by other companies participating in the competitive
selection process. For that reason, proposal details (and materials submitted during subsequent
meetings and discussions with City staff) will not be made available generally any earlier than the date
on which City staff issues to City Council a company recommended for final consideration/negotiation.
At that point, the City may release the portion(s) of the proposal(s) that have not been identified as
entitled to confidential treatment as containing trade secrets. Alternatively, public release may be
deferred until the City Council has limited their consideration to one preferred company. Proposals shall
not be available for release to other Proposers until after the award of a new contract.
The following procedures will be followed for the disclosure of proposals:
• Materials which a Proposer considers as trade secret information entitled to protection from
disclosure under Government Code Section 6254(k) must be clearly marked on each page as
"CONFIDENTIAL".
• If the City receives a request to review and/or copy materials submitted by any Proposer, it will
decline to release those materials marked "CONFIDENTIAL" pursuant to Government Code
Section 6255.
• If the person submitting the request files a legal action against the City seeking its release, the
City will notify the affected Proposer(s) and will not oppose a motion by such Proposer(s) to
intervene in the action. The Proposer(s) must either intervene or agree to pay the City s legal
expenses in defending the action, including fees, if any, awarded to the plaintiff. Absent such an
agreement, the City will have no obligation to defend the action and may release the
information sought without any liability whatsoever.
• No Proposer may, directly or through an intermediary, employ the Public Records Act to obtain
access to non -confidential materials submitted to the City by other Proposers prior to the
execution of the Agreement for this contract.
• No Proposer will seek damages against the City or recovery of its attorneys' fees from the City
because of any dispute related to the release or withholding of information submitted in
response to this RFP.
• Materials that have been marked as "CONFIDENTIAL" will be returned to all unsuccessful
Proposers once the Agreement has been signed by City and the selected Proposer(s).
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City of Santa Ana, California
Section S. Submittal Requirements
SECTION 5 - SUBMITTAL REQUIREMENTS
Section 5 includes the required proposal outline and a description of the specific information Proposers
must include. Proposer must provide the information specified in this section as part of its proposal.
Failure to provide all the required information may be grounds for rejection of a proposal.
Proposer does not need to reiterate the service requirements of the Franchise Agreement in their
proposal. However, Proposer is requested to focus on describing how it plans to provide the services
with regard to routing strategies, collection methods, and equipment selection. Furthermore, if a
Proposer has presented information for one type of service that is the same for another type of service,
Proposer can refer to its previous description rather than reiterating the discussion in its proposal. For
example, if Residential solid waste and recyclables collection vehicles are the same, the vehicle
description can be provided once for the solid waste service and then referenced for the recyclable
materials collection service.
5.1 Proposal Outline
Proposer shall present its proposal in accordance with the outline provided in Table 5.1. The RFP section
that contains specific information that must be provided by Proposers for each section of its proposal is
included in Table 5-1 on the following page. Additional information or data relevant to the proposal is
optional and must be included by Proposer as proposal attachments.
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City of Santa Ana, California Section S. Submittal Requirements
Table 5-1 Proposal Outline
Reference RFP Section
i. Title Page N.A.
ii. Cover Letter 5.2
iii.
Table of Contents
N.A.
ES
Executive Summary
5.3
1.
Company Description
5.4
A. Business Structure
5.4.1
B. Collection Experience
5.4.2
C. Service Initiation Experience
5.4.3
D. Existing Management & Customer Service
5.4.4
Systems
E. Key Personnel
5.4.5
F. Past Performance Record
5.4.6
G. Financial Information
5.4.7
2.
Proposal for Requested Collection Services
3.0 and 5.5
A. Residential Services
3.2.1 and 5.5
B. MFD Services
3.2.2 and 5.5
C. Commercial Services
3.2.3 and 5.5
D. City Services
3.2.5 and 5.5
E. Processing, Diversion and Disposal Plan
3.2.6, 7, 8 and 9
F. Public Education and Outreach
3.4
G. Diversion Requirements
3.5
H. Requirements for Operations, Equipment and
3.6
Personnel
I. Billing, Customer Service, Record Keeping and
3.7
Reporting
J. Contractor Implementation Plan
3.8
K. Alternative Proposals
3.9
3.
Exceptions to the RFP and Franchise Agreement
5.6
4.
Cost Proposal
5.7
A. Base Cost Proposal
5.7.1
B. Alternative Cost Proposals
5.7.2
5.
Other Proposal Forms
5.8
A. Proposer Code of Conduct
5.8.1
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City of Santa Ana, California
6. Construction and Demolition Proposal
7. Street Sweeping Cost Proposal (OPTIONAL)
Power Washing Cost Proposal (OPTIONAL)
5.2 Cover Letter
Section S. Submittal Requirements
5.9
5.10
5.11
The cover letter shall clearly identify the legal entity or entities submitting the proposal and state
whether each is a sole proprietorship, partnership, corporation, LLC, or joint venture. The cover letter
shall be signed by the designated representative authorized to bind Proposer. Proposer shall
acknowledge receipt of any addenda issued as part of this RFP process. Proposer shall indicate whether
or not the proposal includes C&D services, or if the proposal is exclusively for C&D services.
5.3 Executive Summary
Proposer shall provide an executive summary to introduce its proposal and highlight any unique aspects
of its approach to providing service to the City.
5.4 Company Description
5.4.1 Business Structure
Proposer shall include the following in its proposal:
1. Confirm that Proposer is authorized to do business in California.
2. Identify the legal entity that would execute the Franchise Agreement. State whether
each entity is a sole proprietorship, partnership, corporation, LLC, or joint venture. Describe
in detail the relationship of the Proposer to the executing entity. If the Proposer is a joint
venture, describe where the entities have collaborated before.
3. State the number of years the entities have been organized and doing business under
this legal structure. Proposal must include all the names of company's (and executing
entities' if different than company's) owners/stockholders with greater than a 10% holding
of the company's total assets.
4. Identify other businesses with ownership by principals and/or management.
5. Proposer shall describe all services to be performed by subcontractors, and identify
each subcontractor by name. Proposer shall describe any current or past working
relationship with the subcontractor(s) in the past five years.
6. Proposer shall declare its intent to offer or not offer employment to eligible employees
of the current contractor as described in Section 3.6.3 of this RFP.
5.4.2 Collection Experience
Proposer shall describe its experience serving jurisdictions in California (preferably serving jurisdictions
of similar or larger size and similar demographics to the City). Proposer's description for each
comparable jurisdiction shall include:
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City of Santa Ana, California
Section S. Submittal Requirements
1. The name of the jurisdiction where the services were provided, commencement date of
services and term of the Agreement;
2. The services provided (e.g., solid waste collection, recyclable materials, organic
materials collection, and other unique collection programs such as a -waste or household
hazardous waste);
3. The name, address, and telephone number of the jurisdiction representative
responsible for administering the Agreement; and,
4. The number of Residential (i.e., specify Residential Curbside and MFD), Commercial (i.e.,
specify cart, bin, roll -off and other) and City (or other) customers served; tons collected,
diverted, and disposed annually; and, the type and number of vehicles dispatched per day
for each of the services provided.
5.4.3 Service Initiation Experience
The City is interested in learning about each Proposer's experience with service initiations of new
franchise agreements in which the Proposer replaced the existing contractor. Include a minimum of
three reference projects for which the Proposer has initiated a new collection contract and/or new
collection services for jurisdictions in California (preferably serving jurisdictions of similar or larger size
and similar demographics to the City). For each reference program, the description shall include:
1. The name of the jurisdiction where the services were provided, commencement date
and term of the Agreement;
2. The service initiation performed (i.e., initiation of a new franchise agreement) and
length of time to complete;
3. The name, address, and telephone number of the jurisdiction representative
responsible for administering the Agreement;
4. The number of Residential and Commercial customers served; tons collected, diverted
and disposed annually; and the type and number of vehicles dispatched per day for solid
waste, recyclable materials, and organic material collection services;
5. Description of how the company handled the specific requirements for the procurement
of vehicles and personnel; training of personnel; billing and fee collection services;
determination of routes and operating procedures; delivery of containers, public education;
and the preparation of procedures to ensure a smooth transition from one company to
another and one type of service to another, use of recycled content carts; and,
6. Identification of problems that occurred during the initiation of the new contract and
solutions implemented to solve the problem(s).
5.4.4 Existing Management and Customer Service Systems
Proposer shall describe the management systems and customer service systems its company uses to
manage inquiries and complaints received from Residential and Commercial customers. If the proposer
uses different systems for different communities, then the proposer shall provide a separate description
of no more than three systems. The description of the management systems and customer service
systems shall include, at a minimum:
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City of Santa Ana, California
Section S. Submittal Requirements
1. The name, type of equipment, and software used to maintain routing and customer
service information.
2. Management procedures for managing inquiries and complaints and procedures used to
minimize complaints (e.g., missed pick-ups, noise, spills, etc.).
3. Description of system capability and/or procedures to ensure timely accessibility of
information by jurisdictions served.
4. Description as to whether individual call centers are established for each of the
Proposer's service areas or if customer calls are handled by a centralized call center, and
shall identify the location of the proposed call center.
5. Indication as to whether the system is used company -wide or for select jurisdictions
(listing which jurisdictions).
6. Description of how the customer service information interfaces with route data and
billing data, and
7. Description of procedures used to satisfactorily respond to, record, and report common
customer complaints such as: missed pick-ups; spills and litter resulting from collection;
collection schedule changes; broken or missing containers; improperly prepared set -outs;
noise complaints; traffic and sidewalk obstruction during collection; and, safety around
collection vehicles during operations.
8. Description of how the company measures customer service about the call center's
responsiveness and accuracy of responses, as well as the quality of collection service.
Identify specific performance metrics or targets your company tracks. Provide actual reports
for at least three jurisdictions that document the actual performance level against your
targets including, at a minimum, average hold times of the customer service call center and
missed pick-ups.
9. Identify the website that its customers use to obtain customer rates and service
information, and to submit inquiries or complaints. Provide website address.
10. Provide sample customer billings.
11. Description of its procedures for dealing with customer billing demands, during the
transition and throughout the term of the Collection Agreement.
5.4.5 Key Personnel
Provide an organizational chart for key personnel and job descriptions indicating the qualifications and
experience of key personnel the Proposer would assign to: (1) the transition team; and, (2) the ongoing
management of the services provided under the Franchise Agreement. Specify the amount of time each
individual will provide the services specified in the Franchise Agreement. Provide names, and phone
numbers of municipal references that have worked with the key proposed management team members.
At a minimum, key personnel shall include the general manager, controller, operations manager, route
manager(s), customer service manager, maintenance manager, and recycling coordinator or other
personnel with similar titles.
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City of Santa Ana, California
5.4.6 Past Performance Record
1. Criminal Proceedings
Section S. Submittal Requirements
Describe any criminal proceedings in which the Proposer, any affiliate of the Proposer, and/or
any director or officer of the Proposer or affiliate (with respect to their actions in such capacity),
and any individual identified as Key Personnel in the Proposal has been named as a defendant
that are either currently pending or were concluded within the past five years. For each
proceeding, provide the name of the case, the court in which it was filed, the docket number,
and the disposition.
2. Civil Litigation
Describe any lawsuit in which the Proposer or any affiliate of the Proposer has been named as a
defendant or cross-defendant, either currently pending or were concluded within the past five
years. For each lawsuit, provide the name of the case, the court in which it was filed, the docket
number, and the disposition. Lawsuits which involved only claims for personal injury or property
damage arising from vehicle accidents which resulted in defense verdicts or in judgments
against defendant, or settlements, of less than $10,000, need not be disclosed.
3. Administrative Proceedings
Describe any administrative proceedings involving the Proposer or any affiliate initiated by
federal, state or local regulatory agencies (including, by way of example, the United States
Environmental Protection Agency, the Orange County Healthcare Agency, the South Coast Air
Quality Management District, the Department of Resources Recycling and Recovery, the
California Department of Toxic Substances Control, the California Highway Patrol, the California
Department of Motor Vehicles, the California Department of Industrial Relations, the State
Water Resources Control Board or any regional water quality control board) that are either
currently pending or were concluded within the past five years. For each, provide the name of
the agency, the office or District in which the proceeding occurred, the nature of the
proceeding, the disposition, and the amount of any fines or penalties assessed.
4. Payment of Liquidated Damages
List each jurisdiction in California (e.g., City, county, special district, or JPA) which has assessed
liquidated damages against the Proposer or any affiliate of the Proposer within the past five
years in an amount greater than $25,000. For each jurisdiction, list the amount of liquidated
damages paid and the event initiating contractual liability for liquidated damages.
5. Worker Safety
For the Proposer, and any affiliate of the Proposer, provide information detailing its worker
safety record for the past five years. The information shall include employee safety metrics
commonly used in the industry including but not limited to the number of hours lost for
individual injuries per employee and workers' compensation insurance ratios.
6. Customer Service
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City of Santa Ana, California
Section S. Submittal Requirements
For the Proposer, and any affiliate of the Proposer, provide information detailing deficiencies in
compliance with contractually stipulated customer service requirements for the past five years.
The information shall include a description of the areas of customer service that were not
complied with, the duration and scope of the non-compliance, and how the Contractor
addressed and/or resolved the problems.
Proposers may limit information requested in Items 2, 3, 5 and 6 to civil lawsuits, administrative
proceedings, worker safety records, and customer service deficiencies to those arising out of the
Proposer's (and its affiliates') operations and facilities in California.
Note: The term "affiliate" as used in this RFP is defined in Article 1 of the Franchise Agreement.
5.4.7 Financial Information
1. Financial Statements
Submit audited financial statements for the most -recently completed fiscal year for the legal
entities that would execute the Franchise Agreement. If Proposer is a new entity, the proposal
must include statements from the majority owners' existing business entities. All such
statements are to be prepared in accordance with Generally Accepted Accounting Principles
applied on a consistent basis and shall be audited in accordance with Generally Accepted
Auditing Standards and shall include a statement by the chief financial officer of the entity
described in the Franchise Agreement that there has been no material adverse change in such
condition or operations as reflected in the submitted balance sheet and income statements
since the date on which they were prepared.
2. Financing Plan
Describe the plan for financing all capital requirements (i.e., those listed in Attachment 8, Cost
Proposal Forms) in a "Sources and Uses of Funds" format, which describes the sources of
required capital (e.g., banks, leasing companies, cash reserves, etc.) and uses (e.g., property,
trucks, equipment, containers, reserves, etc.).
5.5 General Collection Related Submittal Requirements
Proposer shall describe how it plans to perform the collection services requested in Section 3 of this RFP
and described in the Franchise Agreement. Information must separately address all four service sectors:
Residential Curbside, MFD, Commercial, and City facilities. Proposer must explain any differences in the
method of delivering the services, equipment used, and containers to be provided. The description shall
also note differences in terms of routing strategies, collection methods, vehicles, collection crew size,
etc. In addition, Proposer must describe in detail why its technical approach to the services was chosen
and its benefits to the City.
Proposer shall include, at a minimum, the following:
1. Routing strategy and productivity assumptions for Residential Curbside, MFD, Commercial
and City facilities; discussion of special routing (if any) for collecting in narrow streets, courts,
and alleys; and route productivity assumptions (in terms of Residential Curbside accounts per
route per day and MFD/Commercial lifts per route per day) and where these productivity
assumptions have been accomplished in other cities serviced by the Proposer;
DRAFT RFP for Franchised Collection Services 11/28/17 Page 34
65B-43
City of Santa Ana, California
Section S. Submittal Requirements
2. Collection methodology (e.g., automated, semi -automated, one- or two -person crews, etc.),
including discussion of special methods (if any) for collecting in any hard -to -service areas.
Description shall include detailed safety program.
3. Number of and description of the collection vehicles to be utilized (e.g. vehicle description,
manufacturer and model number, cost, capacity, age, lease or ownership arrangements, etc.).
New vehicles are required for Residential and MFD/Commercial/City collection services. 11bh
requirement is Primarily to ensure that comparable cost proposals are submitted. The Citv
reserves the right to allow the contractor to Provide used collection vehicles) New or used
vehicles may be used for support vehicles.
Manufacturer's specifications of containers to be utilized. New carts shall be provided for
Residential Curbside and Commercial Cart Customer and new or used containers (i.e., bins and
roll -off boxes) may be provided for MFD/Commercial/City customers. It is anticipated that the
current franchised hauler will negotiate with the selected Proposer(s) to transfer ownership of
all MFD and Commercial bins and/or roll -off boxes if the current hauler is not selected.
However. Proposers must base pr000sals on the assumption that new carts, bins and roll -off
boxes will be purchased (This requirement is primarily to ensure that comparable cost
proposals are submitted. The City reserves the right to allow the contractor to provide used
containers/bins.) Container requirements are described in Article 7.10 of the Franchise
Agreement. Proposer shall supply complete technical data and manufacturing specifications on
the specific cart, bins and roll -off boxes being used. Proposer must also provide a detailed user's
list of other jurisdictions using the same make and model of cart. The City or its designee may
use this information as a reference list regarding the quality of products and service records of
the manufacturer.
4. For Residential Curbside, Proposer must present assumptions regarding the percentage of
customers that will place materials curbside and factor in the anticipated number of customers
eligible for Low Income Senior Citizen rates as described in Article 8.3 of the Franchise
Agreement. Describe the basis for deriving these assumptions.
5. Details on the proposed Transfer Facility, Disposal Facility, Recyclables Materials Processing
Facility and/or Organics Processing Facility. For each facility please provide the following:
documentation that all existing permits and approvals are in place; documentation that the
facility has sufficient capacity to process the materials from the City service area; description of
how the materials will be delivered to the facility, either direct hauled or transferred with details
on any transfer operations; rate per ton for each facility; and, one-way mileage from the service
area (assume City Hall at 20 Civic Center Plaza, Santa Ana) to the proposed facility.
6. A thorough Residential and Commercial Diversion Plan, including a detailed plan to increase
recycling participation, reduce contamination of recyclables, recycling and contamination
enforcement activities, and the anticipated impact of each of the previous activities on the City's
diversion rates. The Diversion Plan will include a description of the resources (including
employee time) that will be dedicated to achieving the best possible diversion outcomes for the
City.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 35
65B-44
City of Santa Ana, California Section S. Submittal Requirements
5.6 Exceptions to RFP and Franchise Agreement
The City expects that the successful Proposer(s) will execute a single Franchise Agreement with the City
in substantially the same form as the draft Franchise Agreement (as it may be changed via Addendum
during the RFP process).
Proposers are required to review carefully the Franchise Agreement before submitting proposals and
are encouraged to have it reviewed by legal counsel. Proposers are also encouraged to submit written
questions, or raise questions at the Pre -Proposal Meeting, about any provision in the Franchise
Agreement not fully understood, which would appear to be inconsistent with other provisions or
otherwise incorrect, or which may deter them from submitting a Proposal or significantly increase the
cost of their Proposal.
If a Proposer is not willing to execute Franchise Agreements with the City because of specific provisions
in the Franchise Agreement, it must identify each provision to which it takes exception ("objectionable
provision") in its Proposal. Each objectionable provision must be presented separately by stating the
specific objectionable provision, the suggested changes, if any, to the objectionable provision, the
program or services related to the objectionable provision, and the reason for the needed change to the
objectionable provision. If Proposers submit suggested changes to the Franchise Agreement language
related to objectionable provisions, they must identify the specific dollar change in each of the affected
cost items, as proposed by the Proposer in response to this RFP, which would take place if the suggested
change was accepted by the City. Proposers should note that if suggested changes are proposed or
objectionable provisions identified, all required information as set forth above must be submitted.
Suggested changes or objections to provisions, without providing the required information will not be
considered. Proposers should also note that the submittal of suggested changes to the Franchise
Agreement or objections to provisions does not obligate the City to revise the terms of the Franchise
Agreement as published in this RFP, including such revisions as may be issued by the City during the RFP
process.
The number, nature and materiality of objectionable provisions and suggested changes to the Franchise
Agreement will be considered in evaluating proposals.
5.7 Cost Proposal
Proposer shall follow the instructions provided below for preparation of the cost proposal. All elements
described are required submittals except for the alternative cost proposals.
Proposers are to prepare base cost proposals as requested in Section 5.7.1 solely on the program
specifications set forth in the RFP documents without considering any exceptions or alternatives.
The proposal assumptions, operating statistics, and cost proposal information submitted by Proposer
will be evaluated to determine the reasonableness of the contractor's compensation requirement and
will serve as a baseline for establishing Rate Year One contractor's compensation and future
adjustments to contractor's compensation. The cost proposal shall be firm and valid until lune 30, 2020.
Within 30 days of request by the City, the selected contractor shall revise the cost proposal forms and
submit adjusted proposed costs that shall reflect any alternative programs which will be included in the
scope. These "adjusted proposed costs" will be included in the executed Franchise Agreement. The City
DRAFT RFP for Franchised Collection Services 11/28/17 Page 36
65B-45
City of Santa Ana, California
Section S. submittal Requirements
may request additional detailed cost and operating assumptions to fully understand the adjusted cost
proposal and verify its reasonableness.
5.7.1 Base Cost Proposal
Proposer shall be required to submit a complete set of cost forms for the Base Cost Proposal.
When Proposers complete the Base Cost Proposal for the core programs (Forms provided as
Attachment 8), proposals shall be made based on the following assumptions:
1. All collection services described in the Franchise Agreement shall be included in the
scope;
2. The provision of the collection services shall be governed by the terms and
conditions of the Franchise Agreement;
3. New services shall commence July 1, 2020;
4. For the purposes of preparing the cost proposal, please specify the processing fee to
be charged for recyclables materials and organic materials. Please breakout the
processing fee to reflect transportation costs/ton and the actual tipping fee or rebate
charged at the processing facility
5. For the purposes of preparing the cost proposal, the number of accounts, container
lifts, and roll -off box pulls to be serviced by contractor shall be as specified on the
designated Cost Proposal Form. The account data provided on the cost forms is actual
2016 and/or 2017 data.
6. For the purposes of preparing the cost proposal, the tonnage collected by the
contractor shall be that specified on the designated Cost Proposal Form.
7. For the purposes of preparing the cost proposal, the fees to be paid to the City shall
include the following (to be updated pending finalization):
• X% Franchise Fee
8. Proposers shall propose annualized costs associated with implementation of the
new collection services. The Proposer shall estimate one-time implementation costs,
annualize the costs over 10 years, and present the annualized costs. The annualized
implementation costs shall assume full implementation of new services on July 1, 2020.
These implementation costs shall be allocated on the designated Cost Proposal Forms.
5.7.2 Alternative Cost Proposals
Proposer may present, at its option, alternative cost proposals. If the Proposer prepares an
alternative cost proposal they are still required to submit a Base Cost Proposal. These
alternative proposals are proposals that are different than the base cost proposals. The
alternative cost proposals shall be based on the technical description provided by the Proposer
pursuant to Section 3.8 of this document.
If a Proposer chooses to present an alternative proposal for a collection strategy other than that
discussed in the RFP or Franchise Agreement, Proposer is required to submit an additional,
complete set of the Cost Proposal Forms provided as Attachment 8, documenting an alternative
cost proposal. Forms shall clearly indicate "Alternative Proposal for " on each page of
the additional cost proposal.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 37
r
\e M l;M
�.
City of Santa Ana, California
5.8 Other Proposal Forms
5.8.1 Proposer Code of Conduct
Section S. Submittal Requirements
Each Proposer shall complete and submit the Proposer Code of Conduct (Attachment 2) and
Non -Collusion Affidavit (Attachment 3). The Proposer Code of Conduct and Non -Collusion
Affidavit shall be signed by the designated representative authorized to bind the proposing
company and shall be submitted according to the timeline provided on Table 1-2. Proposers may
email a PDF version of the signed document to the email address provided in Section 4.4.1 to
meet the deadline and concurrently mail the original, signed Code of Conduct to the address
provided in Section 4.4.4.
5.9 Construction and Demolition Proposal
The City is offering Proposers the Opportunity to submit a proposal that includes Construction and
Demolition Collection Services, a proposal that excludes Construction and Demolition Collection
Services, or a proposal offering Construction and Demolition Collection Services only. Proposers offering
Construction and Demolition Services shall provide a description of their program in this section.
Proposers offering Construction and Demolition Collection Services ONLY are permitted to submit a
proposal excluding the following sections: 2A, 2B, 2C and 2D.
5.10 Optional Street Sweeping Proposal
The City is offering Proposers the opportunity to submit a proposal to provide the City's street sweeping
services. This proposal is optional and will be considered separately from the Proposal for Collection
Services. Attachment 9 provides the all requirements and historical data, as well as a proposal form for
this service.
5.11 Optional Power Washing Proposal
The City is offering Proposers the opportunity to submit a proposal to provide the City's power washing
services. This proposal is optional and will be considered separately from the Proposal for Collection
Services. Attachment 10 provides the all requirements and historical data, as well as a proposal form for
this service.
5.12 Additional Information
Additional information or data relevant to the proposal is optional and may be included by a Proposer as
an attachment to the proposal.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 38
65B-47
City of Santa Ana, California
Section 6. Proposal Evaluation Process
SECTION 6 - PROPOSAL EVALUATION PROCESS
This section describes the proposed process for evaluating proposals and selecting the collection
contractor. Section 6.1 describes the evaluation process for the contract award recommendation to the
City Council. Section 6.2 presents the evaluation criteria. Note that the City reserves the right to modify
this process in any way and at any time during the RFP and contractor selection process.
6.1 Proposal Evaluation Process
6.1.1 Evaluation and Selection Process
A detailed evaluation of the proposals will be conducted and interviews will be
conducted. A comparative description of the proposals and evaluation results will be
prepared. The evaluation and recommendation will be presented to City Council. The
City Council will review the recommendation and approve that recommendation or
form an alternative recommendation.
6.1.2 Evaluation Tasks
The following tasks will be completed as part of the evaluation process.
• Review of all proposals received for compliance
• Analysis of financial capabilities of companies
• Reference checks
• Evaluation of reasonableness and competitiveness of cost proposals
• Request for clarification information from the Proposer
• Rating of proposals using a quantitative method based on the criteria presented in
Section 6.2
• Ranking of proposals using the established evaluation criteria
• Preparation of a report including the comparative summary of proposals, the
evaluation results and rankings
During the process, Proposer will be required to attend any interviews, allow site visits,
and give presentations to the City if requested and as applicable.
6.2 Evaluation Criteria
Proposals will be numerically scored and ranked using the criteria and weighting described in
this section. The scores assigned will reflect the extent to which criteria is fulfilled relative to
other proposals.
The evaluation criteria and maximum score that can be achieved for each criterion is presented
in Table 6-1.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 39
65B-48
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Table 6-1 Evaluation Criteria and Weighting
Evaluation Criteria
Weighting
Responsiveness to RFP
Pass/Fail
Company Qualifications and Experience
20%
Proposal for Collection and Diversion Services
25%
Customer Service, Outreach and Education, and Operational and Material
Management Infrastructure
25%
Cost Proposal
30%
California Assembly Bill 1669 Hiring Preference Intent Requirement Compliance
+10%
Number and Materiality of Suggested Changes to Franchise Agreement
Noted
The City reserves the right to act in the best interest of its residents and businesses, including
the right to reject a proposal that is given the highest quantitative scoring in the evaluation
process if the proposal is not in the best interest of residents and businesses.
The potential factors that may be considered when developing the score for each criterion are
presented below.
6.2.1 Responsiveness (Pass/Fail)
Proposer must be fully compliant with the RFP and procurement procedures as
demonstrated by submittal of all elements required by Sections 3 and 5 of this RFP; full
completion of all cost proposal forms required in Section 5.6; compliance with process
guidelines presented in Section 4; and adherence to the code of conduct signed by the
Proposer.
6.2.2 Company Qualifications and Experience
1. Collection Experience
Demonstrated experience of company providing the requested or similar services to
other jurisdictions. If the Proposer is a joint venture, demonstrated experience of
parties working together.
2. Service Initiation Experience
Demonstrated experience of company's ability to implement new collection services
and new franchise agreements and obligations that are like the City services in
comparable sized communities.
3. Management and Customer Service Systems
Demonstrated capabilities of the company's existing management and customer service
systems' abilities to track and monitor contract compliance, quality of collection service,
DRAFT RFP for Franchised Collection Services 65B11/28127 Page 40
City of Santa Ana, California
Section 6. Proposal Evaluation Process
and call center responsiveness and to report data required (see Article 8 of the
Franchise Agreement). In the event the company proposes use of a new or modified
system, the extent to which such system has the potential to meet the City's needs and
contract requirements will be evaluated.
4. Key Personnel Qualifications
Extent and relevance of the qualifications and experience of key personnel proposed for
the transition team and on-going management of the City's collection operations.
5. Past Performance Record
Review of company's history with litigation and regulatory action (e.g., nature of past
and pending civil, legal, regulatory, and criminal actions; history and nature of payments
of liquidated damages); regulatory compliance related to equipment and facilities
including compliance with land use permits, storm water discharge permits, state
highway requirements, etc.).
6. Financial Stability
Financial strength and ability of company to acquire equipment and provide financial
assurance of performance based on review of its audited financial statements and its
proposed financing plan and the relationship of the City s Franchise Agreement to the
company's total annual revenues.
7. Jurisdiction Satisfaction
Satisfaction of company's references with the services received in the past 10 years
(including, but not limited to, implementation, customer service, call center, billing,
payment of fees, reporting, and the handling of contractual issues).
6.2.3 Proposal for Collection and Diversion Services
1. Collection Approach
Reasonableness and reliability of the proposed collection methods (e.g., technology,
equipment, and containers); reasonableness of productivity and operating assumptions
(i.e., number of routes, route drivers, route hours, stops per route, and other operating
statistics), if applicable; and reasonableness of assumptions.
2. Collection Facilities
Plan for providing the facilities needed for equipment storage and parking,
maintenance, and administration. Level of assurance provided, if any, about site
acquisition and timely development of necessary facilities if not proposing an existing,
operational and permitted facility.
3. Diversion Programs
The nature, reliability, and innovation of proposed diversion programs and potential of
such programs to divert solid waste from landfill disposal and meet the diversion
requirements of Article 6.7 of the Franchise Agreement.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 41
65B-50
City of Santa Ana, California
Section 6. Proposal Evaluation Process
6.2.4 Customer Service, Outreach and Education, and Operational and Material
Management Infrastructure
1. Customer Service
Customer service approach, staffing levels, and City -specific training programs.
2. Billing System.
Billing approach, and procedures for handling customer billing activities.
3. Outreach and Education Plan
Outreach and Education approach and reasonableness of planned program to achieve
contract requirements; and, the quality of public education samples relative to other
Proposers.
4. Implementation Plan
Reasonableness of implementation schedule and ability to meet deadlines (e.g.,
reasonableness of equipment procurement schedules, implementation staffing levels,
public education program, container/cart distribution, new corporation or maintenance
yard development, contingency plans, etc.).
5. Operational and Material Management Infrastructure
Reasonableness and reliability of the proposed facilities for transfer, disposal and/or
processing of solid waste, recyclable materials and organic materials, including
documentation of existing facility permitting/approvals and/or guarantee of sufficient
capacity for tonnage from the City service area, and the reasonableness of proposed
material transport plans.
6.2.5 Cost Proposal
1. Reasonableness of Cost Proposals
Logical relationship between proposed costs and operational assumptions for the base
cost proposal.
2. Competitiveness of Cost Proposals.
Cost competitiveness relative to other proposals.
6.2.6 Number and Materiality of Suggested Changes to Franchise Agreement
The number, nature and materiality of suggested changes to the Franchise Agreement
will be considered in evaluating proposals.
6.2.7 California Assembly Bill 1669 Hiring Preference Intent Requirement Compliance
The statement of intent to hire displaced workers according to the requirements of AB
1669 (Attachment 11).
DRAFT RFP for Franchised Collection Services 65B191 17 Page 42
City of Santa Ana, California Section 6. Proposal Evaluation Process
6.2.8 Alternative Technical Proposals
The City is not obligated to evaluate or select alternative proposals. Alternative
proposals will be considered by the City if the City concludes, in its sole discretion, that
the alternative proposals warrant evaluation and analysis. Such evaluation will consider
the reasonableness and reliability of proposed collection methods, technology,
equipment, and containers; and the reasonableness of productivity and operating
assumptions (i.e., number of routes, route drivers, route hours, stops per route, and
other operating statistics).
At the City's option, the reasonableness and competitiveness of one or more alternative
proposal(s) may be evaluated.
DRAFT RFP for Franchised Collection Services 11/28/17 Page 43
65B-52
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 1: Franchise Agreement for Collection Services
DRAFT RFP for Franchised Collection Services 65B-958
Attachment
City of Santa Ana, California Section 6. Proposal Evaluation Process
Attachment 2: Proposer Code of Conduct
The City of Santa Ana is planning to request and receive proposals for Solid Waste Management and
Recycling Services within the jurisdiction of the City.
The members of the City Council are obligated to comply with the Political Reform Act of 1974 ("PRA")
and the Brown Act (Government Code §56950 et seq.).
The City has a desire to maintain a process free from any undue influence and the appearance of
impropriety. The City prepared this "Proposer Code of Conduct".
A potential proposer is defined as any individual or entity involved in making a proposal to the City
under the Collector Selection Process ("Potential Proposer"). Each Potential Proposer is individually
responsible for ensuring compliance with the following Code of Conduct. The Potential Proposer's
responsibility to comply with this Code of Conduct shall extend to the Potential Proposer's employees,
agents, consultants, lobbyists, or other parties or individuals engaged for the purposes of developing or
supporting the Potential Proposer's proposal.
The Proposer Code of Conduct is presented below:
1. Ex Parte Communications Prohibited
From January 30, 2018, until the execution of the Agreement with the selected Proposer, potential
Proposers are prohibited from having any verbal or written communications (ex parte contacts) with any
City Council Members related to any matter related to the RFP process or Collector Selection process,
except in the course of a legally noticed meeting of the City Council, or any subcommittee of the
Council, or in conjunction with an ex parte contact arranged by and involving the City staff and/or
consultants. If any such unauthorized ex parte contact occurs, the Council member shall disclose its
occurrence at the next meeting of the City Council that next follows the said ex parte contact.
2. Gift and Compensation Prohibited
From January 30, 2018, until the execution of the Agreement with the selected Proposer, potential
Proposers are prohibited from giving any gift of any monetary value, or compensation of any kind (as
defined under the California Political Reform Act) to a City Council Member or any City staff member or
consultant. Please be aware that any Council Member who accepts such a gift or compensation may be
subject to censure by the City Council. Any City staff member who violates this policy may be subject to
discipline including termination of services, and any consultant who violates this policy may be subject
to termination of services. Any Potential Proposer who violates this policy as to gifts or compensation
may be subject to disqualification by the City Council from the Collector Selection Process.
3. Collusive Activities Prohibited
From January 30, 2018, until the execution of the Agreement with the selected Proposer, collusive
activities among Potential Proposers are expressly forbidden and will likely result in immediate
disqualification from the Collector Selection Process. If two or more Potential Proposers are developing
a joint proposal, the Potential Proposers must notify Sloan Vazquez McAfee using the email provided in
Section 4.4.1 no later than thirty (30) days prior to the deadline for submission of proposals. This
notification will be kept confidential until after submission of all technical and cost proposals.
The following affidavit is submitted by proposer as a part of this proposal:
DRAFT RFP for Franchised Collection Services 1/8/18 Attachment
65B-54
City of Santa Ana, California Section 6. Proposal Evaluation Process
The undersigned deponent, of lawful age, being duly sworn, upon his oath deposes and says: that he has
lawful authority to execute the within and foregoing proposal; that he has executed the same by
subscribing his name hereto under oath for and on behalf of said proposer; that proposer has not
directly or indirectly entered into any agreement, express or implied, with any proposer or proposers,
having for its object the controlling of the price or amount of such proposal or proposals, the limiting of
the proposals or proposers, the parceling or framing out to any proposer or proposers or other persons
of any part of the agreement or any part of the subject matter of the proposal or proposals or of the
profits thereof, and that he has not and will not divulge the sealed proposal to any person whomsoever,
except those having a partnership or other financial interest with him in said proposal or proposals, until
after the said sealed proposal or proposals are opened.
Deponent further states that the proposer has not been a party to any collusion among proposers in
restraint of freedom of competition; by agreement to make a proposal at a fixed price or to refrain from
submitting a proposal; or with any state official or employee as to quantity, quality, or price in the
prospective agreement; or in any discussions between proposers and any City of Santa Ana official
concerning exchange of money or other things of value for special consideration in the letting of an
agreement; that the proposer/Company has not paid, given or donated or agreed to pay, give or donate
to any official, officer or employee of the City of Santa Ana directly or indirectly, in the procuring of the
award of agreement pursuant to this proposal.
4. Submission of Code of Conduct
The signed, notarized Code of Conduct must be submitted as described in Section 4.3.1. Proposer Code
of Conduct.
I declare under penalty of perjury of the laws of the State of California that the foregoing is true
and correct and that this Code of Conduct was executed on this day of
2018 at
SIGNED BY:
TITLE:
Subscribed and sworn to before me on this day of
2018 at
Notary Public My Commission expires:
Attachment 3: Non -Collusion Affidavit
DRAFT RFP for Franchised Collection Services 1/8/18 Attachment
65B-55
City of Santa Ana, California
Section 6. Proposal Evaluation Process
The following affidavit is submitted by proposer as a part of this proposal:
The undersigned deponent, of lawful age, being duly sworn, upon his oath deposes and says: that he has
lawful authority to execute the within and foregoing proposal; that he has executed the same by
subscribing his name hereto under oath for and on behalf of said proposer, that proposer has not
directly or indirectly entered into any agreement, express or implied, with any proposer or proposers,
having for its object the controlling of the price or amount of such proposal or proposals, the limiting of
the proposals or proposers, the parceling or framing out to any proposer or proposers or other persons
of any part of the agreement or any part of the subject matter of the proposal or proposals or of the
profits thereof, and that he has not and will not divulge the sealed proposal to any person whomsoever,
except those having a partnership or other financial interest with him in said proposal or proposals, until
after the said sealed proposal or proposals are opened.
Deponent further states that the proposer has not been a party to any collusion among proposers in
restraint of freedom of competition; by agreement to make a proposal at a fixed price or to refrain from
submitting a proposal; or with any state official or employee as to quantity, quality, or price in the
prospective agreement; or in any discussions between proposers and any City of Santa Ana official
concerning exchange of money or other things of value for special consideration in the letting of an
agreement; that the proposer/Company has not paid, given or donated or agreed to pay, give or donate
to any official, officer or employee of the City of Santa Ana directly or indirectly, in the procuring of the
award of agreement pursuant to this proposal.
I declare under penalty of perjury of the laws of the State of California that the foregoing is true
and correct and that this Code of Conduct was executed on this day of
. 2018 at
SIGNED BY:
TITLE:
Subscribed and sworn to before me on this day of
2018 at
Notary Public My Commission expires:
DRAFT RFP for Franchised Collection Services 1/8/18 Attachment
65B-56
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 4: List of City Facilities and Public Receptacle Locations
DRAFT RFP for Franchised Collection Services 1/8/18 Attachment
65B-57
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 5: Current Demographic and Service Summary
DRAFT RFP for Franchised Collection Services 1/8/18 Attachment
65B-58
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 6: Operating Statistics and Collection Route Data
DRAFT RFP for Franchised Collection Services 1/8/18
65B-59
Attachment
City of Santa Ana, California
Attachment 7: Current Rates
DRAFT RFP for Franchised Collection Services 1/8/18
65B-60
Section 6. Proposal Evaluation Process
Attachment
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 8: Cost Proposal Forms
DRAFT RFP for Franchised Collection Services 65B-9? Attachment
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 9: Street Sweeping Statistics and Optional Cost Proposal Form
DRAFT RFP for Franchised Collection Services 1/8/18
65B-62
Attachment
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 10: Optional Power Washing Proposal Data and Form
DRAFT RFP for Franchised Collection Services
65B-63
'18118
Attachment
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 11: AB 1669 Sections 1070-1075
DRAFT RFP for Franchised Collection Services 1/8/18
65B-64
Attachment
City of Santa Ana, California
Section 6. Proposal Evaluation Process
Attachment 12: Acceptable Household Hazardous Waste
DRAFT RFP for Franchised Collection Services65 B _ 118118 Attachment
Rev. 11130117
SOLID WASTE SERVICES IMPLEMENTATION TIMELINE
[M iles,tbries"
D. -
Presentation to City Council, Extension, draft RFP and Revised
Timeline
December 5, 2017
Staff Report Due (for 1/16 meeting)
January 2, 2018
City Council Approves RFP
January 16, 2018
City Releases RFP
January 30, 2018
R.S.V.P. Deadline for Pre -Proposal Meeting by 4 p.m.
February 15, 2018
Proposers to Submit Signed Proposer Code of Conduct
February 22, 2018
Mandatory Pre -Proposal Meeting
February 22, 2018
Deadline for Proposers to Submit Written Questions Regarding
RFP.
March 20, 2018
City will issue Response to Written Questions, Summary of
responses provided at the Pre -Proposal Meeting, and RFP
Addendum if necessary.
April 9, 2018
Proposals Due by 4 p.m.
May 29, 2018
Review Proposals for Completeness Due to Form
June 5, 2018
City requests Clarification of Proposal Information
July 3, 2018
Deadline to Respond to Clarification Questions
July 17, 2018
Proposer Interviews
August 7, 2018
Proposal Evaluations and Consultant Report Complete
August 28, 2018
Staff Report Due (for 10/2 meeting)
September 17, 2018
Staff Report Due (for 10/16 meeting)
October 1, 2018
Presentation to City Council — Proposal Evaluation Results &
Recommendations
October 2, 2018
City Council Selects Solid Waste Services Provider
October 16, 2018
Negotiations with Selected Solid Waste Provider begins
October 17, 2018
Finalize Negotiations with Selected Solid Waste Provider
(Including truck, bin, and cart specifications)
November 13, 2018
Staff Report Due (for 12/3 meeting)
November 19, 2018
Negotiations Progress Update to Council and Approval to begin
Prop 218 process
December 3, 2018
Staff Report Due (for 12/18 meeting)
December 3, 2018
Presentation to New City Council — process and status update
December 18, 2018
Prepare Prop 218 Notice, legal review, and mailing data base
verification
January 16, 2019
Prop 218 Process: 45 -Day Notice, Community Meetings
February 20 thru April 16,
2019
Staff Report Due (for 4/16 meeting)
April 1, 2019
Public Hearing and Recording of Protest Vote
April 16, 2019
Exhibit 2
65B-67
Rev. 11130117
Milestones continued*
Date
Staff Report Due ( for 5/21 meeting)
May 6, 2019
Council Awards Contracts
May 21, 2019
Execution of Contract, Bonding and Insurance Verification
June 4, 2019
New Contract Preparation/Readiness: Truck, bin and cart
purchase, development of public education pieces with staff
review/approval, review routing and minimize service day
changes where possible, personnel hiring.
June 19, 2019 thru
February 19, 2020
Staff Report Due (for 10/15 meeting)
September 30, 2019
Progress Report to City Council
October 15, 2019
Staff Report Due (for 3/3 meeting)
February 17, 2020
Progress Report to City Council
March 3, 2020
New Service Rollout Begins
July 1, 2020
* The City reserves the right to modify this schedule as needed, or if unforeseen
circumstances occur. This schedule assumes no delays.
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