2023_RFP_South_Collections_(2023-09-26).pdf

COUNTY OF SACRAMENTO

DEPARTMENT OF WASTE MANAGEMENT & RECYCLING

REQUEST FOR PROPOSALS

FOR RESIDENTIAL CURBSIDE COLLECTION OF GARBAGE,

ORGANICS, RECYCLABLES, OIL, AND BULKY WASTE

MATERIAL IN THE SOUTH COUNTY AREA

September 2023

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RFP FOR RESIDENTIAL CURBSIDE COLLECTION OF GARBAGE,

ORGANICS, RECYCLABLES, OIL, AND BULKY WASTE MATERIAL

IN THE SOUTH COUNTY AREA

SEPTEMBER 2023

TABLE OF CONTENTS

1 PROJECT SUMMARY .................................................................................................... ….1

2 SCOPE OF WORK .......................................................................................................... ….3

3 PROPOSAL INSTRUCTIONS …………………………………………………………..13

4 SELECTION AND EVALUATION OF PROPOSALS .............................................. …..16

Exhibits A South County Contract Service Area and Customer Distribution B Curbside Collection and Drop-Off Locations Services Guide C Cart Lid and Side Hot Stamp Images D Approved Residential Rates Schedule for Residential Solid Waste Collection

Services E Bulky Waste Pick Up – Acceptable Items F Draft Agreement G Vehicle Inventory Form H Business License Application I Proposers Response Form No Pricing I Proposers Response Form Pricing K IT Acceptable Use Policy L VPN Request Form

1. PROJECT SUMMARY

The County of Sacramento, Department of Waste Management and Recycling (County) provides a waste and recycling curbside collection program serving all single-family residences within the unincorporated areas of Sacramento County. In the area generally north of Calvine Road/Consumnes River Blvd. (North County) under its jurisdiction, the County provides residential curbside collection services while the area generally south of Calvine Road/Consumnes River Blvd. has traditionally been serviced by a contractor.

The County is seeking responses to this Request for Proposals (RFP) from entities with demonstrated experience in collecting residential garbage, organics, and recycling materials. The Contractor will provide collection services in the designated service area which consists of the unincorporated area of Sacramento County generally south of Calvine Road/Consumnes River Blvd. and its easterly and westerly extensions (South County), as shown in Exhibit A. The County expects that South County collection services provided by the successful Contractor will be functionally identical to those currently provided by the County in the North County service area, including curbside collection of:

• Garbage, organics, and recycling material using 30, 60, and 90-gallon carts, maintained, repaired, and/or replaced by the Contractor, as needed.

• Used motor oil, oil filters and cooking oil.

• Bulky waste material.

Further, the County requests that the Contractor submit a one-time pricing option to purchase and deploy new SB 1383 compliant carts to all existing customers in the South County service area. See Table 2 in section 2.4 of this RFP for estimated cart count and Exhibit C for cart labeling requirements. The County may exercise this option at its sole discretion.

The County intends to award a contract to one Contractor for an initial term of seven (7) years, beginning July 1, 2024, with three (3) optional, mutually agreeable one-year extensions for a total potential contract term of ten (10) years expiring on June 30, 2034.

KEY EVENTS

Event/Action Date(s)

RFP Release Date 9/29/2023

Mandatory Proposer’s Conference 10/11/2023 @ 10:00 am

Deadline for submitting written questions 10/13/2023 @ 2:00 pm

Responses to Questions/Addendum issued (if necessary) 10/20/2023 @ 2:00 pm

Proposals Due 11/03/2023 @ 2:00 pm

Notice of Intent to Award contract 11/9/2023

Award contract (Board approval) 1/23/2024

The County reserves the right to modify, at its sole and absolute discretion, this schedule and any specific time-of-day deadlines, including the successful Proposer’s service start date/contract date.

MANDATORY PROPOSERS CONFERENCE

In order to submit a proposal, the County is requiring that Contractors attend a mandatory proposers conference scheduled for 10:00 a.m. on October 11, 2023, to be held via Microsoft Teams (audio only participation is acceptable):

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 239 361 777 405 Passcode: FhbgxM Download Teams | Join on the web Or call in (audio only) +1 916-245-8966, 416486824# United States, Sacramento Phone Conference ID: 416 486 824# Find a local number | Reset PIN

Learn More | Help | Meeting options | Legal

Most questions regarding this RFP should be answered at the proposers conference.

In this manner, prospective Contractors will hear the same response to any questions or explanation of this RFP. Questions not answered at the proposers conference will be answered in writing and posted in OpenGov. Prospective Contractors should be prepared to ask all questions at the mandatory conference.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGIzNDUwZjctOTAwOS00NjU3LWEwNTctMGZlNDRkNTU0Nzdh%40thread.v2/0?context=%7b%22Tid%22%3a%222b077431-a3b0-4b1c-bb77-f66a1132daa2%22%2c%22Oid%22%3a%223b9815aa-a4a5-433a-a5b5-43217cbc377d%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+19162458966,,416486824#%20 https://dialin.teams.microsoft.com/e6ecf38a-c5f2-4b16-8b9b-b2e22c716ef8?id=416486824 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://www.saccounty.gov/Help/Pages/default.aspx https://teams.microsoft.com/meetingOptions/?organizerId=3b9815aa-a4a5-433a-a5b5-43217cbc377d&tenantId=2b077431-a3b0-4b1c-bb77-f66a1132daa2&threadId=19_meeting_OGIzNDUwZjctOTAwOS00NjU3LWEwNTctMGZlNDRkNTU0Nzdh@thread.v2&messageId=0&language=en-US https://www.saccounty.gov/ConditionsofUse/Pages/default.aspx

Contractors who attended the mandatory proposer’s conference may submit written questions through OpenGov by no later than 2:00 pm on October 13, 2023 as a follow-up to questions raised at the proposers conference only. Written responses will be posted on OpenGov by October 20, 2023.

IMPROPER CONTACT: Do not contact any other County employees, officials, or selection committee members regarding the contents of this RFP or selection process. Improper contact may result in disqualification of the Contractor from the evaluation process.

2. SCOPE OF WORK

2.1 On-going Services

Effective July 1, 2024, Contractor shall provide to all urban and rural residential dwellings in the South County the following services that are functionally identical to the services provided by the County in the North County (as outlined Exhibit B, and on the County’s website at www.SacGreenTeam.com). Services shall include all labor, equipment, tools, materials, trucks, carts, supervision, management, and all other items incidental thereto, and further include the performance of all work necessary to complete the work as specified, and in the prescribed manner and time, in this RFP. The following are key components of the requested on-going services:

A. Garbage, Organics, and Recycling Collection Services: Weekly automated curbside collection of garbage and organic material, and bi- weekly curbside collection of single-stream recyclable materials, utilizing 30-, 60- and 90-gallon carts maintained, repaired, and replaced, as needed.

B. Required Materials Accepted: Recycling materials to be collected through the recycling collection program include metal, glass bottles, newspaper, mixed paper, cardboard, mixed and hard plastics, and any other items identified in Exhibit B.

Organic waste includes grass clippings, branches, leaves, food scraps and food-soiled paper, and any other items identified in Exhibit B.

C. Collection Route Schedule Changes: Contractor shall notify the County in writing of any collection route schedule change (commodity and/or day change) at least ninety (90) days in advance of proposed date of change. It is anticipated that the incoming Contractor will use the existing routing and scheduling, which will allow minimal impact to the customers.

D. Customer Notifications: Contractor shall submit to the County for review and approval all customer notifications at least thirty (30) days prior to the projected mailing date. County will reply within seven (7) days of receipt of such notification.

http://www.sacgreenteam.com/

E. Account Changes and Work Orders: To address account changes and receive customer service work orders, such as bulky waste appointments and reported misses, Contractor shall work with County IT staff to obtain a remote log-in to the County’s VPN and customer service application (FOCUS) to receive real time account and service request information.

F. Route Maps: Contractor shall provide to the County any updates or changes to daily route maps made in ARCGIS Shapefiles or equivalent.

G. Holiday Collection Schedule: Contractor shall provide service on all holidays

Monday through Friday.

H. Courtesy Cart Collection Misses: Contractor shall provide to each service address a one-time per calendar year courtesy go-back service for each cart commodity (garbage, organics, and recycling) that are not out on scheduled service day by 6AM.

I. Timeframe for Collecting Misses: Regardless of whether a missed cart is subject to section H above, Contractor shall contact customer within forty-eight

(48) hours to determine if customer wants to have their missed cart(s) serviced on the next scheduled service day as overflow material at no additional cost. If Contractor has evidence the cart was missed due to customer error, Contractor shall communicate with customer and request they choose from two options:

a. Contractor may provide collection service on customer’s next scheduled service day and charge for overflow material, if overflow material is needed;

or,

b. Contractor may provide non-regular day collection service and charge the corresponding rate a Non-Regular Service Day (NRD) fee according to the most recent County Board of Supervisor approved residential rate schedule, which can be found at www.SacGreenTeam.com. See Exhibit D for current rate schedule.

J. Bulky Waste Pick-Up Appointments: Each residential account is allowed one bulky waste pick-up appointment every twelve (12) months at no additional charge. See Exhibit E for bulky waste program details. The bulky waste pile size is limited to five (5) cubic yards per appointment. Additional appointments and/or excess pile sizes (up to 15 cubic yards of material maximum per appointment) will be charged the corresponding rate for such service according to the most recent County Board of Supervisor approved residential rate schedule, which can be found at www.SacGreenTeam.com. See Exhibit D for current rate schedule.

County IT staff will provide Contractor a remote log-in to the County’s VPN and customer service application (FOCUS) to receive customer’s bulky waste pick appointment work orders.

a. Covered Electronic Waste (CEW): Electronic waste is an acceptable material collected as part of the Bulky Waste Pick Up program. County may, from time to time, issue a Proof of Designation (as set forth in sections 18660.47 through 18660.47 of title 14 of the California Code of Regulations) to Contractor’s approved collector of CEW services upon the request of Contractor. Issuance of such Proof of Designation shall be at County’s discretion but shall not be unreasonably withheld. In general, CEW recovery activities conducted by a Designated Approved Collector will involve CEWs transferred directly to the Designated Approved Collector by California sources. Such activities must be recorded through collection logs as required by regulation.

b. Tire regulation tracking: Contractor shall maintain all tire manifests and follow all related State laws.

c. Green waste diversion: All green waste material collected in bulky waste appointments must be diverted from landfills, per Senate Bill 1383.

K. Used Motor Oil, Oil Filters, & Cooking Oil Collection and Recycling:

Contractor shall collect used motor oil, used motor oil filters, and used cooking oil consistent with the County’s curbside oil collection program.

These items must be collected at the curb on customer’s scheduled service day every week.

o Contractor shall register with California Food and Agriculture (CDFA) to obtain a valid license as an Inedible Kitchen Grease (IKG) Transporter and comply with the requirements of licensees as defined by Food and

Agricultural Code (FAC) Sections 19215 - 19316.

o IKG Transporter registration information can be found at:

https://www.cdfa.ca.gov/ahfss/mpes/MPES_Forms_Applications.html under “Rendering” tab.

o Pursuant to FAC Section 19310(c), IKG Transporters shall maintain proof of liability insurance or a surety bond of not less than $2 million.

o Pursuant to FAC Section 19303(b) – 19306, IKG records shall be maintained and made available for two (2) years.

L. Cart Maintenance: Contractor shall be responsible for ongoing maintenance, repair, replacement, and any new account deliveries throughout the term of this contract. The Contractor shall keep carts generally free of cracks and include a functioning lid and wheels. In the event a cart needs repairs, the Contractor shall repair or replace cart promptly. The Contractor will maintain an adequate inventory of carts at the Contractors corporate yard or other location designated by the Contractor.

M. Route Maintenance: Contractor shall exercise all reasonable care and diligence in collecting all materials. The Contractor must exercise due care to prevent spilling, scattering, or dropping of materials during its course of business and shall immediately, at the time of occurrence, clean up such spillage, dropping or scattering.

http://www.cdfa.ca.gov/ahfss/mpes/MPES_Forms_Applications.html http://www.cdfa.ca.gov/ahfss/mpes/MPES_Forms_Applications.html http://www.cdfa.ca.gov/ahfss/mpes/MPES_Forms_Applications.html

N. New Programs: If County implements other new programs in the North

County, Contractor shall promptly provide such service programs in the South County, if requested by the County, provided that the County provides increased rates and/or additional funding at a level proportionate to the funding of the new program in the North County. Contractor shall not be obligated to institute any such new program until such time as Contractor compensation is increased to provide funding to support such new programs.

During the term of the agreement, Contractor shall not implement any new elective service programs without written permission from the County.

O. Commercial Waste: Collection from businesses is not part of this procurement. Only single-family residences that are four units per parcel and less are to be provided the collection service. County shall have no role in Contractor’s provision of collection service to any other customer.

P. Property of the County: Material discarded by a property owner and placed near a public right of way becomes the property of the County until such time as material is placed inside Contractor’s collection vehicle. It shall be unlawful for anyone other than the original owner of the material who placed it at the curb for pickup, or the contracted hauler, to remove any article without permission of the County.

Q. Time of Collection: The Contractor shall not commence collection of any material in residential areas prior to 6:00 a.m. or continue collection after 8:00 p.m. All collections shall be made as quietly as possible, and conform to any Federal, State, County or City noise level regulations.

R. Collection Vehicles: Contractor shall provide and maintain a fleet of modern collection vehicles sufficient in number and capacity to efficiently perform the work and render the services required of Contractor. The Contractor shall provide adequate backup vehicles and personnel. Additionally, the following shall be required:

• Contractor prior to the start of the contract will submit a Solid Waste

Vehicle Inventory Form (see Exhibit G).

• Each collection vehicle shall be kept in a sanitary condition, good appearance and good repair at all times. The County reserves the right to inspect the Contractor’s collection vehicles at any reasonable time to ascertain said condition.

• The noise level for the collection vehicles during the stationary compaction process shall meet current State and local standards.

• Each collection vehicle shall be equipped with a shovel, broom and/or rake intended for the collection of spilled material. Also, each collection vehicle shall include a spill kit for fluid spills.

• Contractor’s vehicles and other equipment must be clearly identified with the name and phone number of the Contractor’s local office on each side.

• All Contractor’s vehicles must meet all current State, Federal, and local fuel standards including but not limited to the California Air Resources Board’s (CARB) Advanced Clean Fleet (ACF) Regulation upon approval by the Office of Administrative Law (OAL).

Contractor vehicles shall be inspected by Sacramento County Environmental Management Department (EMD) prior to use under this contract, and yearly thereafter during the term of the agreement and any extensions thereof. EMD will contact Contractor to schedule an appointment for vehicle inspections. A per vehicle inspection cost will be charged to the Contractor for each vehicle inspection.

A vehicle franchise decal for each vehicle that has passed an inspection will be mailed to the Contractor and must be affixed to the vehicle. It is illegal for any vehicle not clearly displaying this decal to collect waste in the South County Contract Area.

Any change in the vehicle inventory during the term of the agreement, such as adding a new truck, must be reported on a revised Solid Waste Vehicle Inventory Form. Email the revised form to County. New vehicles must be inspected by EMD before being put into service.

Upon request, the Contractor shall furnish to the County a list identifying all equipment (including backup equipment) to be used in fulfilling the provisions of the agreement and notify the County of any additions or deletions.

2.2 One-Time Services

New Carts: The Contractor shall submit a separate one-time cost that includes purchase of new carts and deployment to all residents by July 1, 2024 that are compliant with Senate Bill 1383 color and labeling requirements. No other markings, advertisements, or logos will be allowed on carts. Carts must be labeled with hot stamps provided in Exhibit C. County will assume ownership of all deployed carts, as well as all carts located at Contractor’s cart yard at the end of the term of the agreement at no additional cost. Refer to Table 2 in section 2.4 of the RFP to identify existing cart quantities and sizes.

2.3 Term

The initial term of the agreement shall be for a seven (7) year period, from July 1, 2024, to June 30, 2031. The agreement may be extended for up to three (3) one-year additional terms upon mutual consent.

In the event the Contractor can no longer economically comply with the terms of the agreement, the Contractor may terminate the agreement by providing the County with a minimum of twelve (12) months written notice accompanied by the Contractor’s payment to the County of an early termination penalty equal to twelve

(12) times the average monthly service fee paid to the County by the Contractor.

County may terminate the agreement for cause immediately upon giving written notice to Contractor and Contractor’s Surety should Contractor materially fail to perform any of the covenants contained in the agreement in the time and/or manner specified and further fails to promptly cure such failure within thirty (30) days after receiving written notice from County specifying the violation and required corrective action. In the event of such termination, due to material failure by the Contractor, County may proceed with the work in any manner deemed proper by County.

2.4 Service Area and Accounts

The designated South County collection area includes the entire unincorporated portion of Sacramento County generally south of Calvine Road/Consumnes River Blvd. and its easterly and westerly extensions, as shown in Exhibit A (South County). Table 1 below provides the total number of South County estimated accounts as of June 2023.

Table 1 – Total Estimated South County Accounts (as of June 2023):

Areas Accounts (est.)

Clay 367 Courtland 185 Elk Grove (unincorporated) 254 Galt 1,551 Herald 235 Hood 114 Isleton 332 Locke 37 Rio Vista 23 Ryde 40 Walnut Grove 596 Wilton 1,988 Total Estimated Accounts 5,722

As of the date of the release of this RFP, the estimated number of carts by size in the field are listed in Table 2 below. The actual number of Stops is greater than the number of accounts listed above due to accounts that pertain to multiple stops (3 or more).

Table 2 – Level of Service (Breakdown of cart sizes in the field) 90G 60G 30G Garbage 2,124 3,228 879 Organics 6,711 309 19 Recycling 2,239 4,397 21

Totals 11,074 7,934 919

Table 3 - Annual Quantities

2.5 Customer Outreach

The County shall be responsible for conducting outreach and education to South County Area customers including, but not limited to, the annual service calendar (physical mail and/or email), curbside program acceptable and unacceptable materials, and other educational materials the County deems appropriate. The Contractor shall be responsible for any outreach related items that involve operational issues including, but not limited to, routing changes, cart deployment, contamination (per Senate Bill 1383), and labels.

2.6 Billing and Payments

A. Monthly payments to Contractor by County shall be the amount per account billed (gross revenue), minus a County Administrative Fee of $1.84/month of gross revenue and the Contractor’s proposed service fee. The amount per account billed shall be based on the current Approved Residential Rates Schedule for Residential Solid Waste Collection Services (for current rates see Exhibit D), which may be modified from time to time by the County Board of Supervisors (Board) and found at SacGreenTeam.com.

B. The County Administrative Fee shall be adjusted annually effective July 1, 2025 in accordance with the following CPI adjustment:

(1) CPI. When used herein, “CPI” shall be 100% of the United

States Department of Labor, Bureau of Labor Statistics, Consumer Price Index – All Urban Consumers, San Francisco – Oakland – Hayward, CA, Not Seasonally Adjusted, All items (1982-84=100), Series Id:

CUURS49BSA0.

https://data.bls.gov/timeseries/CUURS49BSA0

(2) Base Year CPI. The Base Year CPI shall refer to the CPI

Service Type July 2022 - June 2023 Garbage (tons) 7,000 Organics (tons) 4,015 Recyclables (tons) 1,350 Bulky Waste Pick Up (tons) 255 Used Oils (gallons) 1,120 Used Oil Filters (each) 130 https://data.bls.gov/timeseries/CUURS49BSA0 value for April 2024.

(3) Initial CPI Adjustment. Effective July 1, 2025, the

County Administrative Fee shall be adjusted by an amount equal to 100% of the change in the CPI value from the Base Year to April 2025.

(4) Subsequent Annual CPI Adjustments. Effective July 1, 2026 and each July 1 thereafter, the previous year’s County Administrative Fee shall be adjusted by an amount equal to 100% of the change in the CPI value from April of the prior year to April of the current year period.

(5) Example of CPI Adjustment. The following is provided for informational and example purposes only regarding the manner of computing CPI adjustments:

July 1, 2024 County Administrative Fee = $1.84

Base Year April 2024 CPI = 309.419

Current Year April 2025 CPI = 324.878

CPI Adjustment = (324.878 / 309.419) x 100 = 1.05%

July 1, 2025 County Administrative Fee = $1.84 x 1.05% = $1.93

C. County shall establish and maintain residential customer service rates in the South County, utilizing the County Consolidated Utilities Billing and Service (CUBS) for collection of fees. Rules for the administrative interface between County and Contractor regarding billing and requests for service shall be established by mutual agreement of the parties; however, it is understood that the County billing and request for service handling procedures that apply to the County shall apply to the Contractor.

D. The County shall set up a system of accounting to assure that all South

County billed customer accounts are in fact being serviced by the Contractor with appropriate collection of garbage, recycling, organics, used oil & filters, bulky waste collection, and processing, recycling and/or disposal as otherwise required by the agreement.

E. The residential rates charged in the South County shall be the same as those charged in the North County throughout the term of the agreement.

There shall be no other Contractor rate evaluation. There shall be no County rate evaluations for the purpose of setting Contractor customer service rates. Residential rate increases shall not be requested by the Contractor, for any reason. A copy of the current Approved Residential Rates Schedule for Residential Solid Waste Collection Services is included as Exhibit D.

F. After the effective date of any annexation by an incorporated city, if Contractor continues to provide service to the annexed area, the County shall cease billing the accounts in such area and Contractor shall not receive any compensation from County for such annexed area.

G. At the end of the term of the agreement, if County implements alternative service programs in the South County, Contractor shall have no financial claim against County of any type or amount. Contractor specifically acknowledges and understands in this regard that the Contractor shall provide the required services under the agreement, during the term of the agreement, at the herein agreed compensation, and do so under circumstances where, despite having provided quality service to the County, when the agreement expires, the County would have no remaining financial, legal or other obligation to the Contractor, and Contractor would have no expectation of any such further obligation on the part of the County.

H. Contractor specifically acknowledges and understands that when the current term or any extensions thereof expires and another contractor service provider is chosen, Contractor will remove all carts within thirty

(30) days after the expiration of the term or, if required, thirty (30) days after the start date of the new contract date. This will not apply if the County opts for Contractor to purchase and deploy all new carts pursuant to Section 2.2 of this RFP. In the event that the County exercises its option in Section 2.2 of the RFP, County will assume ownership of all carts deployed in the field and inventoried carts when the current term or any extensions thereof expire.

I. The County is authorized to adopt administrative rules to clarify and facilitate the administration of the agreement so long as rules are consistent with the agreement. Such rules shall be effective and binding on the Contractor on the thirtieth (30th) day following notification of such rules to the Contractor.

The Contractor may challenge any such proposed rule on the basis that it is inconsistent with the agreement by filing a written notice of appeal with the Clerk of the Board. The notice of appeal shall specifically identify the regulation(s) from which the appeal is taken and the reason why the rule is inconsistent with the agreement. Such appeal must be filed with the Clerk of the Board prior to the effective date of the proposed rule. Upon receipt of such notice, the Clerk of the Board shall schedule the appeal for a hearing by the Board. At the conclusion of the hearing, the Board shall be vested with jurisdiction to deny the appeal or to rescind or modify the rule. The Board’s determination in this regard shall be final. Any rule from which an appeal is filed prior to its effective date shall not become effective until the date of a determination by the Board of the appeal.

2.7 Premium Service Accounts

Currently no premium service accounts exist in the South County Area. The County and Contractor shall mutually agree to future service account determinations.

2.8 Monthly Reporting

The Contractor will submit to the County monthly reports, which will be due fifteen

(15) business days following the last day of the billing month. Reports to include:

• Collection Period

• Total weight of all materials collected in tons, summarized by garbage, organics, and recycling.

• Total appointments and tons of bulky waste material collected.

• Amount in gallons of used oil and cooking oil collected, and quantity of used oil filters collected.

• Initial destination for all materials collected.

2.9 Quality of service

Quality of service provided by Contractor shall be monitored and periodically reviewed by County. Contractor shall maintain quality of service at least equivalent to County service programs. If the County determines that the Contractor’s quality of service is not being maintained as required by the agreement, the County shall provide written notice of such failure to Contractor, including a description of the specific deficiencies identified by the County and the action necessary to correct such deficiencies. If Contractor fails to correct these deficiencies within ten (10) days of receipt of notice, such failure may constitute cause for termination of the agreement.

The Contractor is encouraged to share recommendations for continuous improvement to the County’s curbside collection service program.

2.10 Regulatory Conformance

Contractor will address the issue of regulatory compliance related to proposed facility or facilities, or any other facility or facilities operated by Contractor in California. The Contractor shall identify all necessary permits and clearances related to their proposal. Any violations documented by enforcement agencies (e.g., the Local Enforcement Agency, Air Quality Management District, Regional Water Quality Control Board, etc.) shall be disclosed and addressed. Compliance with any request for a change in operation by an enforcement agency or Notice and Order shall be discussed.

Contractor shall comply with the Sacramento County Code, Chapter 6.20, entitled “Solid Waste Management” or any amendments or modifications thereto, including all rules and regulations promulgated thereunder, under which authority, terms, and conditions the solid waste management program is to be operated. Additionally, Contractor shall also comply with all requirements of Senate Bill 1383 (Lara;

Chapter 395, Statutes of 2016) with regards to performance of route reviews and complaint investigations. Contractor shall be familiar with, observe and comply with all relevant Federal, State, and local laws and regulations.

Contractor shall also be required to obtain a Special Business License from Sacramento County (see Exhibit H).

3 PROPOSAL INSTRUCTIONS

3.1 General Instructions

Firms submitting a proposal are advised to closely examine the specific Scope of Work contained within this RFP and the sample agreement attached to this RFP.

All Proposers shall review the sample agreement (see Exhibit F) and must indicate their willingness to sign a final form of the agreement. Any deviation in a proposal from the language in the agreement must be explained in detail. Substantial differences in language or terms between a proposal and the agreement may result in the rejection of the proposal. The County reserves the right to negotiate minor modifications of the language contained within the attached agreement upon selection of the service provider.

Proposals shall be submitted in an electronic PDF format in the Vendors Submission Section to: https://Opengov.com

All proposals must be received by 2:00 pm on November 3, 2023.

Submissions will not be accepted by OpenGov after 2:00. If the submission is lacking any of the required submittals, that firm may be disqualified.

If applicable, Proposers must upload a completed Designation of Subcontractors Form under in the Vendors Submission section of the RFP.

In addition to the required submittals noted above, proposers must submit a thorough narrative and provide complete detailed information supported by references in response to the Scope of Services requested. If supporting materials are provided, the Proposer should reference the title of the materials and relevant sections.

To facilitate evaluation of the proposals received, all proposals must conform to the chronology and content described below.

https://opengov.com/

3.2 Information Requirements of Submittal

The proposal must not exceed 25 pages, and must be separated into sections as follows:

1. Cover Letter

2. Completed Proposer Response Form No Pricing(Exhibit I)

3. Completed Proposer Response Form -Pricing (Exhibit I)

4. Other supporting materials

5. Vehicle Inventory Form (Exhibit G)

6. County IT Acceptable Use Policy (Exhibit K)

7. County VPN Request Form (Exhibit L)

3.2.1 Cover Letter

Cover letter to contain the name, title, address, telephone number, fax number, and e-mail address of the Contractor, lead person/entity for each team, and the principal contact person. The cover letter must be on corporate letterhead and identify the office location in which the lead party would perform the work.

3.2.2 Exhibit I

Completed Sections 1 and 2 (Company Information) Proposers should include general company information in this section.

Completed Section 3 (Checklist of County Contract Requirements) Proposers should complete this section by checking appropriate boxes indicating their ability and willingness to comply with County Contract Requirements in the event they enter into an agreement with the County because of this RFP. The purpose of this checklist is to establish eligibility of the Proposers to be selected as a pre-qualified service provider.

Insurance Proposers should include information in their proposal sufficient to demonstrate the ability to provide the following minimum levels of insurance:

General Liability shall be on an Occurrence basis (as opposed to Claims Made basis). Minimum limits and structure shall be:

General Aggregate: $2,000,000 Products Comp/Op Aggregate: $2,000,000

Personal & Adv. Injury: $1,000,000 Each Occurrence: $1,000,000 Fire Damage: $100,000

Automobile Liability: Corporate/business owned vehicles including non-owned and hired, $2,000,000 Combined Single Limit.

Contractor’s Pollution Liability, including pollution coverage for collision and overturn of vehicles: $1,000,000 each claim/occurrence.

Employer's Liability: $1,000,000 per accident for bodily injury or disease.

Workers' Compensation: Statutory.

Bonding Requirements

Two types of bonds will be required with the RFP, including:

• Proposer’s Bond: Each Proposer shall include a Proposer’s Bond in the amount of $100,000. Acceptable forms of the Proposer’s Bond may be in the form of a Cashier’s Check or Money Order payable to the County of Sacramento. All Proposers’ Bonds will be returned to each Proposer upon award of agreements, unless a Proposer withdraws its proposal after the proposal submittal deadline.

• Performance Bond: If awarded an agreement with the County, the Contractor must secure, maintain, and renew annually a Performance Bond for one million dollars ($1,000,000).

Other

• Proposers will need to obtain Sacramento County Special Business License prior to program startup (see Exhibit H).

Completed Section 4 (Checklist of Services and Experience) This section is based on the Scope of Work described in the RFP. Please check all appropriate boxes on Page 3 of Exhibit I for the types of services currently provided.

This section should provide details that demonstrate that staff has the technical experience necessary to provide the services depicted in the Scope of Work.

Contractor shall have a minimum of three (3) years prior experience in providing residential garbage, organics, recycling collection and disposal services.

Responses will only be accepted from companies with a client base of at least 5,000 residential accounts.

Completed Section 5 (References) List up to ten (10) references and identify any contract defaults and/or early contract terminations.

Completed Section 6 (Service Fee Proposal) Proposers are required to provide a pricing commitment for providing residential curbside collection of garbage, organics, recyclables, used motor oil, oil filters, cooking oil, and bulky waste material within the South County. Proposers shall assume that they will be compensated for providing these services based on the County’s current curbside rates for 30-, 60- and 90-gallon service (see Exhibit D), less the County Administrative Fee of $1.84 of gross revenue and the Proposer’s service fee. Proposers shall submit the following three prices:

- A service fee as a percentage of the County’s current curbside rate (minus the administrative fee) that excludes the purchase and deployment of new carts pursuant to Section 2.2 of the RFP; and

- A service fee as a percentage of the County’s current curbside rate (minus the administrative fee) that includes the purchase and deployment of new carts pursuant to Section 2.2 of the RFP; and

- The total cost to purchase and deploy carts pursuant to Section 2.2 of the RFP.

Proposers must agree that they will honor the commitment to pricing required by this RFP.

Completed Section 7 (Contractor’s Acknowledgement Form) Proposers are required to complete questionnaire and sign on the last page.

3.2.3 Other Supporting Materials

Proposals must outline how SB 1383 compliant containers will be deployed to the South County pursuant to section 2.2 and the applicable timeline to achieve full deployment by July 1, 2024.

4 SELECTION AND EVALUATION OF PROPOSALS

4.1 Evaluation of Proposals

County will convene a selection committee to review the proposals received using the following evaluation criteria:

Proposals will be ranked based on the following criteria:

1. Value

2. Contractors Experience

3. Exceptions to the RFP

The evaluation criteria are listed in order of priority with the first criteria having the highest value.

Contractors will be deemed qualified based solely on the information provided in their proposal and their response to all the requirements of this RFP. The selection committee will rank firms based on the quality of their proposals and the extent to which the proposer demonstrates the ability to provide the services requested in a cost-efficient manner. The County reserves the right to award the contract to a proposal other than the lowest cost proposal that addresses all the County’s above criteria and best meets the County’s needs.

This procurement does not require any contract preferences; therefore, no additional points will be awarded for Small Business Enterprises, Local Businesses, or Disadvantaged Business Enterprises.

At the discretion of the County’s project manager for this procurement the selection process may include an oral interview with prospective firms. One or more or none of the proposers may be chosen for an interview. If it is determined that oral interviews are necessary, top-ranked firms based on the written proposals will be invited to the oral interview with the selection committee.

4.2 Award of Agreement

An agreement will be negotiated with one proposer following the evaluation period described above. If the County is unable to negotiate a satisfactory agreement with the selected firm, it will undertake negotiations with the next ranked firm until it has obtained a satisfactory agreement with a qualified contractor. This RFP and the selected proposal will be incorporated into the Agreement, which shall require approval by the Board of Supervisors.

The County Board of Supervisors will receive a recommendation from the selection committee and shall make the final determination to award the contract.

4.3 No Prior Agreements

No prior, current, or post-award verbal conversations or agreement(s) with any officer, agent, or employee of the County shall affect or modify any terms or obligations of this RFP, or any contract resulting from this procurement.

4.4 Effective Period of Proposals/Withdrawal of Proposals

All proposals received shall remain in effect until March 1, 2024.

Proposal responses may be withdrawn or edited in the OpenGov procurement site only prior to the RFP submission deadline. OpenGov procurement offers assistance at https://help.procurement.opengov.com/en/articles/5681151-how-to-edit-or-withdraw-your-proposal-after-it-s-been-submitted

4.5 Exceptions, Deviations, and Alternatives

Proposers may not, after exhausting protest avenues, take exception or make deviations to any requirement of the RFP unless the County specifically approves the deviation. If alternatives are proposed or exceptions to the sample agreement are requested, the proposer must clearly identify such alternatives or exceptions in the proposal. The County expressly reserves the right, in its sole and absolute discretion, to consider such alternatives or exceptions and to award a contract based thereon if determined to be in the County’s best interests.

The County desires to enter into only one contract to provide all the services described in this RFP. Therefore, only those proposals that would provide all such services will be considered responsive.

https://help.procurement.opengov.com/en/articles/5681151-how-to-edit-or-withdraw-your-proposal-after-it-s-been-submitted https://help.procurement.opengov.com/en/articles/5681151-how-to-edit-or-withdraw-your-proposal-after-it-s-been-submitted

4.6 Information disclosure to third parties

All responses and supporting documents become the property of the County and will not be returned. Proposers recognize and agree that the County will not be responsible or liable in any way for any losses that the Proposer may suffer from the disclosure of information or materials to third parties.

If the Proposer considers any part of its submittal to be confidential or proprietary, such information must be identified accordingly on each and every page of the proposal where it is present. The County will endeavor to protect such information from disclosure under the California Public Records Act (Government Code Section 6250 and following). The County will notify the Proposer of any requests under the Act to disclose such information. However, it is the responsibility of the Proposer, as the real party in interest, to defend any such action brought under the Act.

4.7 Proposers’ Representations and Affidavit of Non-Collusion

In submitting a proposal, the proposing firm makes the following representations to the County:

1. The proposer is familiar with all requirements of the general conditions, specifications and instructions and that in submitting a proposal the proposer affirms that they are sufficiently informed in all matters affecting the provision of the services specified, that they have checked the proposal for errors and omissions; that the price stated in the proposal is correct and as intended and is a complete and correct statement of the proposer’s price for providing the services described in this RFP and as such services may have been modified in the proposal.

2. The proposer is familiar with all matters affecting the performance of the work under this RFP, including all federal, state, and local laws, ordinances, and regulations.

3. Non-Collusion Affidavit (see Exhibit J). By submitting a proposal, the proposer represents and warrants that such a proposal is genuine and not a sham, collusive or made in the interest or in behalf of any person or party not therein named and that the proposer has not directly or indirectly solicited any other consultant to put in a sham bid, or any other person, firm or corporation to refrain from presenting a proposal and that the proposer has not in any manner sought by collusion to secure any advantage. If at any time it shall be found that the person, firm, or corporation to whom a contract has been awarded has, in presenting any proposal or proposals, colluded with any other party or parties, then the contract so awarded shall be null and void. The proposer shall be liable to the County for all loss or damage which the County may suffer thereby, and the County may advertise for a new agreement for the services contemplated herein. The Non-Collusion Affidavit form (Exhibit J) included in this RFP must be submitted with the proposal.

4. Conflict of Interest. The proposer represents that it presently has no interest, and covenants that it shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. The proposer further covenants that, in the performance of the services required by this RFP, it shall not employ any subcontractor or person having such a conflict of interest. The proposer represents that no one who has or will have any financial interest under the contract to be awarded pursuant to this RFP is an officer or employee of the County or State of California. If such conflict of interest arises during the term of the contract awarded pursuant to this RFP or any extension, the proposer will immediately advise County and County may, at its sole discretion, immediately terminate said contract.

4.8 Applicable Law

This RFP and any resulting agreement shall be construed and governed in accordance with the laws of the State of California.

4.9 RFP Addendums

Any changes to the RFP requirements will be made by written addenda issued by the County and shall be considered part of this RFP. Upon issuance, such addenda shall be incorporated in the agreement documents, and shall prevail over inconsistent provisions of earlier issued documentation.

4.10 County’s Right to Withdraw RFP, Reject All Proposals

The County reserves the right to withdraw this RFP at any time without prior notice.

The County also makes no representations that any agreement will be awarded to any proposer responding to this RFP. The County expressly reserves the right to reject any and all proposals, to waive any irregularity or informality in any proposal or in the RFP procedures, and to be the sole judge of the responsibility of any proposer and of the suitability of the materials and/or services to be rendered or provided.

4.11 Protests

Any proposer in the course of a competitive solicitation who is determined non-responsive or who is not being recommended for award of a contract may protest the award of such contract to another proposer under certain conditions. This RFP incorporates by reference the protest procedures set forth in the following link:

https://dgs.saccounty.net/capsd/Pages/Construction-Protest-Procedures.aspx https://dgs.saccounty.net/capsd/Pages/Construction-Protest-Procedures.aspx