25-8333_Solicitation_R1.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

AIR EMISSION MONITORING SYSTEM

SOLICITATION NO.: 25-8333

LISA OINE, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8935

Lisa.Oien@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

25-8333

PROJECT TITLE: Air Emission Monitoring System

DUE DATE: April 14, 2025, at 3:00 PM EST

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl

INTRODUCTION

As requested by the Solid Waste Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor (also referred to as “Contractor”), at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

BACKGROUND

Collier County is seeking a comprehensive air emissions monitoring system for the Collier County Landfill. This system will enable the County to monitor, verify, and manage air emissions effectively, ensuring environmental compliance and enhancing air quality management.

The Collier County Landfill does not currently have a comprehensive air monitoring system in place. Odor control is a primary concern, and any proposed project shall make control of fugitive odors a priority.

Site Information:

The Collier County landfill is a 310.97 acre Class I solid waste management facility located at 3730 White Lake Blvd., Naples, FL.

34117. The operating landfill uses 184 acres at the landfill site. Of the acreage used, 40.75 acres are closed, 9.1 acres are temporarily capped, 64.4 acres are covered with Geomembrane, a total of 132.15 acres make up the active landfill.

The closest commercial space being located at around 12 meters away from the landfill and the closest residential area at around 400 meters. For informational purposes a display of the landfill cover areas has been provided, see #25-8333 Attachment A- Landfill Cover Areas.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for five (5) years.

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with

VENDOR.

https://procurement.opengov.com/portal/collier-county-fl

DETAILED SCOPE OF WORK

The selected Contractor will design, install, and maintain a turnkey air emissions monitoring system that includes both monitoring devices and a robust data management software. This system must be capable of tracking real-time emissions data, including compounds that may emit odors, at Collier County's solid waste management facilities.

1. System Design, Equipment Specifications and Data Transmission

• System Design: The Contractor will design a monitoring layout based on emission sources, air circulation patterns, wind direction and speed, and barometric pressure, ensuring that system monitoring devices are strategically positioned to detect odor-emitting emissions before they cross property boundaries. System devices must be portable and capable of being repositioned as needed to address emerging or reported emission sources effectively.

• Equipment Specifications: The equipment provided for the system must include a Weather Monitoring Station(s) and portable, durable monitoring devices capable of detecting and differentiating between various compounds, including but not limited to:

o Hydrogen Sulfide o Anhydrous Ammonia o Carbon Dioxide o Methane o Nitric Oxide o Nitrogen Dioxide o Ozone o Sulfur Dioxide o Carbon Monoxide o Volatile Organic Compounds

• Data Transmission: System devices must securely transmit data in real time via cellular or network to a cloud-based systems to ensure uninterrupted monitoring.

2. Data Management Software Specifications:

• Real-Time Data Access: The software must provide secure online access for authorized County staff, featuring both graphical and tabular displays.

• Data Export and Storage: It should support data downloads in standard file formats (.csv, .txt, .xlsx) and store all collected data for historical records.

• Data Quality and Anomaly Alerts: The system must conduct automated daily quality checks and issue real-time notifications to designated personnel in case of any anomalies.

• Odor Source Identification: The software should leverage odor monitoring data and meteorological inputs to pinpoint odor sources. This capability may include air dispersion modeling or similar methods, with results displayed visually on a map that includes overlays for roads and topography, providing real-time updates on odor presence and intensity.

• Data Ownership and Public Access: All collected data will be owned by Collier County, with provisions to ensure data availability to the public as required under Florida’s Sunshine State Laws.

3. System Maintenance and Support

• Equipment Maintenance: The Contractor will provide ongoing maintenance for all equipment to ensure continuous functionality and accuracy.

• Data Management Software Maintenance: The Contractor must provide current software and software updates as required to maintain the data management software specifications and maintain continuity of the system’s data performance.

Deliverables

• Turnkey Monitoring System: The annual cost shall include everything provided in the system including use of the systems necessary equipment and software, equipment and software installation, ongoing maintenance of equipment and software, to ensure continuity of service, and any training needed for system updates or changes.

• System Implementation: One time implementation cost for initial system setup and initial system training for Collier County staff with the selected Contractor.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing firms.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top ranked firm to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the Board of County Commissioners.

1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer.

1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm, negotiations with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

1.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 5 Points

2. Certified Woman and/or Minority Business Enterprise 5 Points 3.

4. Cost of Services to the County 25 Points

5. Experience and Capacity of the Firm 30 Points

6. Data Management and Security 25 Points

7. Local Vendor Preference 10 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four

(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

• Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this RFP.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS ENTERPRISE (5 Total Points Available)

• Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: COST OF SERVICES TO THE COUNTY (25 Total Points Available)

• Please provide the following fee information for the work as described in this RFP:

o $_____________ Turnkey Air Monitoring System (annual cost).

o $_____________System Implementation Cost (one-time) o $_____________Total cost (Air Monitoring System (annual cost) + System Implementation Cost (one-time)

The Costs to the County will be scored using the following methodology:

1. The greatest number of points allowed in this criterion will be awarded to the who has the lowest Total Cost.

2. The next lowest Total Cost will be divided by the lowest Total Cost which will then be multiplied by the maximum criteria points to determine the vendor’s points awarded. The points awarded will be rounded to the nearest whole amount.

3. Each subsequent vendor’s point score will be calculated in the same manner.

For illustrative purposes only:

Vendor Name Annual Revenue Points Awarded Vendor ABC $100,000 20 Vendor DEF $110,000.00 16 Vendor GHI $100,000.00135,000 15

• Initial pricing is for evaluation purposes and is subject to change during negotiations with the selected vendor.

EVALUATION CRITERIA NO. 4: EXPERIENCE AND CAPACITY OF THE FIRM (30 Total Points Available)

Relevant experience in environmental monitoring, particularly in landfill or waste management contexts.

• The firm should demonstrate a strong track record with similar air emissions projects, highlighting successful outcomes and relevant experience with projects of comparable scope and complexity.

• Proposals will be evaluated on the qualifications, certifications, and experience of key personnel who will directly manage and execute the project, emphasizing specialized knowledge in air quality and emissions monitoring.

• The firm should provide evidence of sufficient resources and organizational capacity to meet the project timeline and handle potential workload demands, including access to necessary equipment, technology, and support staff.

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar size, scope and complexity of this project using form provided in Form 5. Proposers may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

EVALUATION CRITERIA NO. 5: Data Management and Data Security (25 Total Points Available)

Proven capability in secure data handling and compliance with public access requirements.

• Data Management o The proposal should outline robust data collection methods that ensure accuracy and completeness, specifying processes for verifying data integrity at each stage of air emissions monitoring.

o The proposal should outline a clear, detailed methodology for tracking and reporting air emissions, demonstrating compliance with federal, state, and local regulations, and showcasing innovative methods to ensure accuracy.

o The proposal will be evaluated based on the reliability and effectiveness of its monitoring tools, with an emphasis on real-time data capabilities, quality certifications, and past performance.

o The approach should include strategies to reduce risks and environmental impacts, with specific plans to prevent data loss, equipment issues, and provide contingencies for quick issue resolution.

o The proposal should detail systems for timely and accessible data reporting, ensuring that the County can access organized, user-friendly data dashboards or reports as needed, with options for real-time data updates and historical data retrieval.

• Data Security o Proposals will be evaluated on their plans to protect sensitive information, including encryption, access controls, and compliance with relevant data protection regulations to prevent unauthorized access or data breaches.

o Provide a Completed Collier County Technical Architecture Compatibility and Supportability Requirements (TACS) form (25-8333 - Collier County TACS form – cloud).

EVALUATION CRITERIA NO. 6: LOCAL VENDOR PREFERENCE (10 Total Points Available)

• Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***