2024-01-10_LandfillConsultantRFQ-DRAFT.pdf

Chaffee County Government Solid Waste Management Consultancy Services RFQ – vdate 6 February 2024 Page 1 of 5

Request for Qualifications (RFQ) Chaffee County Government

Project: Solid Waste Management Consultancy Services

Client: Chaffee County Government (“County”)

Client Representatives:

Shannon Wilcox, Landfill Manager 104 Crestone Avenue Salida, Colorado 81201 swilcox@chaffeecounty.org

Beth Helmke, Deputy County Administrator 104 Crestone Avenue Salida, Colorado 81201 bhelmke@chaffeecounty.org

Response Submission Deadline: February 22, 2024, 5:00pm MST mailto:XXX@chaffeecounty.org mailto:XXX@chaffeecounty.org

Chaffee County Government Solid Waste Management Consultancy Services RFQ – vdate 6 February 2024 Page 2 of 5

RFQ: Landfill Consultancy Services

1. Background and Project Description

Chaffee County Government is soliciting a summary of qualifications for a professional consulting firm(s) (“Consultant”) to provide on-going general consultation and management assistance supporting waste management at its county-owned and operated public landfill located approximately 10 miles north of Salida, Colorado. The Chaffee County Landfill (“Landfill”) annually manages ~26,000 tons of solid waste and serves local residents, visitors and commercial waste haulers. The County is also in the preliminary planning stages for design and future construction (estimated 2025/2026) of a materials recovery facility (MRF) and transfer station, supported through the Environmental Protection Agency (EPA) Solid Waste Infrastructure For Recycling (SWIFR) grant program.

2. Deliverables

Chaffee County seeks to engage a consultant firm(s) to provide expertise in compliance requirements associated with the existing landfill as well as with the construction, operation and maintenance of the Landfill.

Consultant services may include facilitating facility environmental permitting with Colorado

Department of Public Health and Environment and other regulatory agencies, documentation and reporting, engineering and facility design, capital projects advisement and project management and quality control oversight, monitoring/sampling and analysis, regulatory reporting, and specific tasks related to permitting and operational compliance for the Landfill, materials recovery facility, and transfer station.

3. Scope of Work and Technical Specifications

Consultants shall have the professional knowledge, experience, credentials, competence and legal authority to fulfill a full scope of landfill solid waste management consulting services.

4. Response Elements and Format

Qualified consultants interested in performing the work described in this request for qualifications should submit the following information to the County in any order they choose:

a. A letter of interest.

b. Summary of consultant’s qualifications, scope of services, and examples of similar successful client services and relationships, preferably with public sector entities.

c. Details on: firm profile, year founded, number of employees, location of office(s), and any financial conditions that may affect its service performance.

d. Proposed key staff that would be assigned to the Chaffee County account.

e. List of references of no fewer than three clients served within the past 3 years, with email and phone number contact information for primary point of contact for each.

Chaffee County Government Solid Waste Management Consultancy Services RFQ – vdate 6 February 2024 Page 3 of 5

f. Fee schedule detailing costs of staff and services, and any general terms applicable to consultant’s invoicing or billing. Costs should be provided as hourly rates for key personnel and summary cost estimates for any standardized and/or recurrent tasks.

g. Menu or overview of services typically provided to public sector clients.

h. A written list of proposed modifications to the County Contract (“Contract”), identifying the specific sections or paragraphs.

5. Duration of Contract and Operational Period

The County desires to engage a Consultant for on-going services for its solid waste management needs. The specific terms of engagement and service performance periods, agreement duration and renewal options, as well as specific task timelines, shall be negotiated subsequent to consultant firm(s) selection, and addressed within the final services agreement with the County, as applicable.

6. Costs

Consultant shall provide its fee schedule detailing costs of staff and services, and any general terms applicable to consultant’s invoicing or billing. Costs should be provided as hourly rates for key personnel and summary cost estimates for any standardized and/or recurrent tasks.

Itemized rates for labor time, travel, materials, and equipment, overhead and any other work or services, including the use and pricing for third party subcontractors. Third party work and self-work must be itemized. In addition, Consultant shall provide any proposed fee increases to the fee schedule after the initial term.

7. Response Due Date, Time, and Location

Public Notice: February 6, 2024 RFQ Document issued: February 6, 2024 RFQ Responses Due: February 22, 2024, 5:00pm MST RFQ review and evaluation/interviews: February 23-28, 2024 Recommendation to Commissioners: March 1, 2024 Negotiation of Proposal, as applicable, and Notice of Award of Contract: no later than

March 5, 2024

If a contractor fails to provide the required information, their response may be disregarded.

More details pertaining to the RFQ are available on the County’s website at www.chaffeecounty.org/Public-Notices or from chaffeeadmin@chaffeecounty.org.

Questions regarding this RFQ's information or specifications should be directed to

Shannon Wilcox, Chaffee County Landfill Manager, at swilcox@chaffeecounty.org and Beth Helmke, County Deputy Administrator, at bhelmke@chaffeecounty.org. All RFQ responses and material shall be kept confidential until proposal opening, at which time they will become subject to public disclosure.

http://www.chaffeecounty.org/ mailto:chaffeeadmin@chaffeecounty.org mailto:swilcox@chaffeecounty.org mailto:bhelmke@chaffeecounty.org

Chaffee County Government Solid Waste Management Consultancy Services RFQ – vdate 6 February 2024 Page 4 of 5

8. Submit Responses to:

Qualifications responses shall be submitted to the County through the County’s BidNetDirect.com platform or emailed to swilcox@chaffeecounty.org and bhelmke@chaffeecounty.org.

Telephone or facsimile proposals will NOT be accepted.

9. Late Responses, Modifications, and Withdrawals

Responses received after: February 22, 2024, 5:00pm MST may not be considered.

All responses and related material shall be kept confidential until responses opening, at which time they will become subject to public disclosure.

10. Acceptance of Responses and Approval of Contract

The County reserves the right to reject any or all responses, to further negotiate with the successful contractor, to waive information and minor irregularities in responses or proposals received, and to accept any portion of the response or proposal if deemed to be in the best interest of the County to do so. Acceptance of a response or proposal will not impart any rights to any party including, and without limitation, rights of enforcement, equity, or reimbursement, until the Contract and all related documents are approved and properly executed.

Final acceptance of any response or proposal is contingent upon execution of the Contract attached hereto and incorporated by reference. Proposed modifications to this Contract must be set forth in a separate written document submitted with your response. Please note that the County is not able to entertain substantial edits to the Contract and no edits will be accepted to the insurance and indemnity sections of the Contract.

11. Evaluation of Responses

Qualification submissions will be evaluated by County staff and representatives. The evaluation process will rely solely on the requested information to be provided. Consequently, it is expected that successful responses will demonstrate a thoughtful and thorough response to the entire set of questions and requests for information addressed in the RFQ. Responses determined to be deficient will be eliminated from further review. Failure to adequately or completely address any question or request for information could adversely affect the evaluation.

The County may, in its discretion, request clarification or additional details from any prospective Consultant.

All information submitted in response to this RFQ is public after the Notice of Award has been issued. The contractor should not include as part of the response to the RFQ any information which the contractor believes to be a trade secret or other privileged or confidential data. If the Proposer wishes to include such material with a response, then the material should be supplied under separate cover and identified as confidential. Statements that the entire response is confidential will not be honored. The County will endeavor to keep that information mailto:swilcox@chaffeecounty.org mailto:bhelmke@chaffeecounty.org

Chaffee County Government Solid Waste Management Consultancy Services RFQ – vdate 6 February 2024 Page 5 of 5 confidential, separate and apart from the response, subject to the provisions of the Colorado Open Records Act (“CORA”) or court order.

All information provided to the County is subject to public disclosure under CORA unless clearly identified and marked as confidential and qualifies as confidential under CORA.

Responsibility for timely submittal and routing of responses, prior to recording, lies solely with the contractor. Responses received after the closing date and time specified will not be considered.

Minority Business Enterprises will be afforded full opportunity to submit responses or proposals in response to this invitation and will not be discriminated against on grounds of race, color, or national origin.

12.Insurance

See Contract for required insurance amounts.

13. Performance and Payment Bond

To secure performance of contractor’s obligations under the Contract, the successful contractor shall provide County with a Performance and Payment Bond in the amount of the full Contract price.

14. Indemnification

See the Contract for required indemnities.