25-8403_Solicitation_rev_1.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

BIOSOLIDS HAULING SERVICES

SOLICITATION NO.: 25-8403

OLIVIA PUGA, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-4286

Olivia.Puga@colliercountyfl.gov (Email)

Any alterations to this document made by the Contractor may be grounds for rejection of the 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:

25-8403

PROJECT TITLE: Biosolids Hauling Services

PRE-PROPOSAL

CONFERENCE:

July 31, 2025 at 10am (EST)

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A,

3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: August 18, 2025 at 3:00pm (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 Public Utilities Department (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 Contractors, in accordance with the terms, conditions and specifications stated or attached. At a minimum, the Contractor must achieve the requirements of the Specifications or Scope of Work stated.

FEMA funding may be used, in part, to support this Procurement.

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

Historically, $3,000,000.00 annually on biosolids hauling; however, this may not be indicative of future buying patterns.

BACKGROUND

Collier County currently owns and operates five water reclamation/wastewater treatment facilities. The five facilities are listed below and can be found in Exhibit A.

1. North County Water Reclamation Facility (NCWRF) located at 10500 Goodlette-Frank Rd. N. Naples, FL.

2. South County Water Reclamation Facility (SCWRF) located at 5600 Warren Street, Naples, FL.

3. Golden Gate Water Reclamation Facility (Golden Gate) located at 4931 32nd Ave. SW. Naples, FL.

4. Orange Tree Wastewater Treatment Plant (Orange Tree) located at 1445 Oilwell Rd. Naples, FL.

5. Northeast Service Area (NESA) Interim Wastewater Treatment Plant located at 850 39th Ave. NE Naples, FL.

The residual product (biosolids) of the reclamation/treatment process must be hauled off-site and properly disposed of.

Biosolids Analytical Results:

Biosolids composition is not guaranteed. Analysis reports from these facilities are attached (for reference only) as Exhibit B-1 – Analysis Large Facilities and Exhibit B-2 – Analysis Small Facilities https://procurement.opengov.com/portal/collier-county-fl

Biosolids Production:

Daily, monthly, and annual production of the facilities is included in Exhibit C, as a reference. Production rates are not guaranteed and vary with the influx of seasonal owners and visitors and precipitation. As the County grows, requirements at existing facilities may change, as well as new facilities may be added.

TERM OF CONTRACT

The contract term, if an award(s) is/are made, is intended to be for five (5) years with three (3) five (5) year renewals.

Prices shall remain firm for 365 days after the award of this contract.

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

The Contractor may request in writing a fee adjustment once annually after the first year of the award. See Section 6 Price Modifications for further information.

The County Manager, or designee, may, at her discretion, extend the Agreement under all 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.

DETAILED SCOPE OF WORK

The County seeks to secure a long-term, sustainable solution for the disposal of biosolids. The goal is to ensure environmentally sound practices while meeting operational performance criteria and financial sustainability. The County is seeking qualified Contractor(s) to provide resources and services for the removal of biosolids from the County’s water reclamation and wastewater treatment facilities.

The Contractor will provide trailers, dewater as necessary, and haul biosolids from County facilities and properly deliver to a State-permitted Biosolids Management Facility (BMF) or disposal facility.

1. Contractor Hauling Performance Requirements

1.1. Contractor must ensure trailers are available on-site to the County in accordance with Exhibit A (e.g., six

(6) – 40-yard trailers for NCWRF and six (6) – 40-yard trailers for SCWRF). Additional trailers may be requested with proper written requests and notice.

1.2. All equipment shall have proper covers to prevent spills during transport and to minimize odor. Transport equipment shall be kept as clean as reasonably possible by the Contractor to limit odors. Equipment cleaning is prohibited on County property unless authorized by County personnel. Trailers may be inspected and jockeyed by County staff.

1.3. The Contractor shall remove trailers within forty-eight (48) hours upon being notified by the County that the trailer is prepared for off-site disposal.

1.4. Where dewatering is needed (e.g., Golden Gate and Orange Tree), the Contractor shall provide and operate mobile dewatering equipment and provide any supplies, labor, and associated equipment necessary to perform the dewatering and hauling service. Potable water and electric power needed for the Contractor’s equipment will be provided by the County. Liquid produced from the dewatering operations can be discharged to a lift station at the plant. The processed filtrate that results from the process that goes back into the County’s treatment system shall not exceed 100 parts per million (ppm) of solids, and the maximum allowable filtrate discharge rate is 300 gallons per minute (gpm).

1.5. The Contractor may not store the mobile equipment on County property without County approval.

1.6. The Contractor shall be fully responsible for any additional treatment (if applicable), hauling, and final use/disposal of the biosolids to a State permitted BMF or disposal facility.

1.7. Contractor shall comply with Exhibit D, Public Utilities 5-N Reliability Engineering Criteria, and

Contractor’s equipment shall be compliant with the County Noise Ordinance.

1.8. The Contractor shall coordinate all activities with the County to limit disruption of operations at the wastewater treatment facilities. The Contractor shall provide a contact person for the coordination of hauling operations.

1.9. The Contractor shall be compliant with all regulatory agencies including Federal, State, and Local for the services and equipment to be provided under this solicitation, including, but not limited to, Florida Department of Environmental Protection (FDEP) and United States Environmental Protection Agency (EPA), Florida Administrative Code (F.A.C.) 62-640, Code of Federal Regulations Title 40, Florida Department of Transportation (FDOT), and Occupational Safety and Health Administration (OSHA).

1.10. The Contractor shall be solely responsible for any spills that occur during the transfer and management of the biosolids and transport of all biosolids. Should a spill occur, the Contractor shall notify the County immediately and manage the cleanup in accordance with all regulatory requirements at the Contractor’s expense.

2. Contractor Disposal Performance Requirements

2.1. Facility shall be permitted, in accordance with FDEP requirements for accepting, properly managing, and disposing of biosolids.

2.2. Facility shall be a proven and accepted method for disposal of biosolids in the United States that can be demonstrated to the County.

2.3. Contractor shall provide financial assurance of the disposal facility for twenty (20) years.

2.4. The disposal facility shall adhere to Exhibit D, Public Utilities 5-N Reliability Engineering Criteria.

3. Contractor Reporting Requirements

3.1. The Contractor shall provide the following information on each hauling ticket:

• Date and time shipped

• Quantity of biosolids shipped

• Degree of treatment (if applicable)

• Name and ID No. of biosolids management or treatment facility, or final disposal facility

• Signature of County representative

• Signature of hauler representative and name of hauling firm

• Date and time received at the biosolids management facility or treatment facility

• Quantity of biosolids received

• Name and ID No. of the County disposal or treatment facility

• Signature of biosolids management facility or treatment facility representative

3.2 Monthly disposal reports shall be completed and emailed to the County no later than the 10th of each month following service.

3.3 Annual disposal reports shall be submitted to the County by January 10th of each year per the requirements of Federal, State, and Local regulatory agencies. FDEP forms No. 62-640.210(2)(b) and 62-640.210(2)(c) shall be used for all reporting.

3.4 The Contractor shall annually, via email, provide a certified tare weight for each truck servicing the County.

4. Work Hours and Response Time

4.1. Work Hours are Monday through Saturday from 5:00 am to 5:00 pm, excluding County observed holidays.

4.2. Normal requests shall be serviced Monday through Saturday from 6:00 am to 4:00 pm. The Contractor shall provide the required services within forty-eight (48) hours of the request from the County.

4.3. Urgent requests shall be any request from the County outside of the normal request days and times or when an immediate (within 2 hours) response is needed. Additional time may be approved in writing by the County. An urgent request fee may be applied for each urgent request as listed on the awarded Fee Schedule.

Urgent requests must be approved in writing by the County.

5. Invoices

5.1. Invoices shall be submitted to the County monthly for biosolids disposal from the 1st of the month to the last day of the respective month (i.e., January 1 to January 31).

5.2. The Contractor shall submit, with the invoice, a County signed copy of the tipping (weight) ticket. The weight ticket information shall include the vehicle license plate number and/or dump trailer tag number, the driver’s signature, date of service, scale operator’s signature, time of day, County biosolid location, disposal site location, and the net weight of the biosolids removed, with tare weight noted.

5.3. When invoicing, per load, at monthly rates.

5.3.1. One day shall equal a 24-hour day.

5.3.2. One month shall be one calendar month.

5.4. Invoice may also include the following:

5.4.1. A copy of any County signed urgent requests.

5.4.2. A copy of the County requested mobilized dewatering service.

5.4.3. A copy of the County's request for biosolid hauling

5.4.4. A copy of the County's request for a dump trailer or truck rental. Failure to submit proper backup documentation may delay payment.

6. Price Modifications

6.1 Price increase requests may be submitted on an annual basis after the first year of the award. Retroactive price adjustments are not authorized.

6.2 All requests must be submitted to the County Representative or designee. Any requested adjustment shall be fully documented and submitted to the County no less than thirty (30) days prior to the contract anniversary date. Any approved cost adjustments shall become effective as of the anniversary date or upon Procurement Director/Board approval.

6.3 The fee adjustment request shall be consistent with U.S. Bureau of Labor Statistics, Series Id:

CUURS35DSA0, and shall include documentation of compliance with FEMA cost reasonableness requirements.

6.4 The County may, at its sole discretion, refuse to accept the adjusted rates. In the event the County does not wish to accept the adjusted rates, and the matter cannot be resolved with mutual satisfaction of both parties, the contract will not be renewed. Any approved fee adjustments shall become effective upon County written approval, which may require Board of County Commissioners approval.

6.5 Contractor shall continue to provide the services at the current agreement prices during the review process.

6.6 The Procurement Director has the authority to approve price adjustments in accordance with the

Procurement Ordinance, as amended.

6.7 Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Contractor in writing of the effective date of any approved price increases.

6.8 The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, are considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, a contract termination will have to be processed.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Contractors 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 Contractors will need to meet the minimum requirements outlined herein for their proposal to be evaluated and scored by the County. The County will then score and rank the firms and enter negotiations with the top-ranked firm to establish the cost for the services needed. The County reserves the right to request 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 Contractors 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 Contractors 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 Contractor.

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:

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

For the development of a shortlist, this evaluation criterion will be utilized by the County’s Selection Committee to score each proposal. Contractors 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. Firms Experience 25 Points

3. Capacity of the Firm 20 Points

4. Approach 30 Points

5. Cost of Services to the County 20 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, the award shall be made to the Contractor with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the Contractor 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 or designee, before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

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 the proposal. Submission of a signed Proposal is the Contractor's certification that the Contractor will accept any awards because from this RFP.

EVALUATION CRITERIA NO. 2: FIRMS EXPERIENCE (25 Total Points Available) In this criterion, include, but not limited to:

• Provide a summary of the Contractor’s background, size, and years in business.

• Provide the Contractor’s years of experience in biosolids hauling services, particularly for other government agencies in Florida.

• Provide copies of recent (within the past two years) compliance reports and permits for the disposal facility(s) that will be used by the Contractor for Collier County biosolids.

• Identify any proposed subcontractors to accomplish the work. Include the name of the individual(s) to be assigned, and an overview of their experience and qualifications related to biosolid hauling services.

• Provide copies of Notice of Violations (NOV), or noncompliance inspection reports from FDEP or the disposal facility in the past five years.

• Describe any significant or unique accomplishments or recognition received by the Contractor or its subcontractors in previous similar services.

The County requests the Contractor submit 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 Contractor that best represent projects of similar size, scope, and complexity to this project using the form provided in Form 5. Contractors may include two (2) additional pages for each project to illustrate aspects of the completed project that provide the information to assess the experience of the Contractor on relevant project work.

EVALUATION CRITERIA NO. 3: CAPACITY OF THE FIRM (20 Total Points Available)

In this criterion, include but not limited to:

• Provide a financial analysis of the Contractor’s business and supporting documentation for long-term sustainability for hauling operations and disposal facilities.

• Indicate the number of contracts the contractor currently has with other entities for biosolid hauling services.

• Details of the Contractor’s staffing and equipment resources.

• An organizational diagram clearly identifying key personnel who are designated to provide the services to the County and indicating their functional relationship to each other.

• Provide a narrative of the firm’s experience in supporting federal (FEMA, FHWA, etc.) and state reimbursements, including all project work sheets and other documentation required for reimbursement of disaster recovery work.

EVALUATION CRITERIA NO. 4: APPROACH (30 Total Points Available)

• Provide a detailed plan for guaranteed hauling and disposal that adheres to the Public Utilities 5-N Reliability Engineering Criteria - Exhibit D, for hauling from the County facility for the disposal of the biosolids at a permitted facility. The plan shall include:

o Capacity management for hauling and disposal o Assigned point of contact for hauling

• Provide details of the implementation plan and schedule for the work specified.

• Provide Contractor disposal performance requirements o Facility shall be permitted, in accordance with FDEP requirements for accepting, properly managing, and disposing of biosolids.

o Facility shall be a proven and accepted method for disposal of biosolids in the United States that can be demonstrated to the County.

o Contractor shall provide financial assurance of the disposal facility for twenty (20) years.

• Provide an operational plan that outlines the expedited support to the County before, during, and after a disaster event.

• Contractor’s Risk Management Plan that includes a list of risks related to the provision of services, the potential consequences or impact of each (e.g., cost, schedule, technical), and the Contractor’s mitigation procedures for each item.

• Provide documentation and demonstration of any proven disposal technologies.

• Describe any other unique services that your firm can provide.

• EVALUATION CRITERIA NO. 5: COST OF SERVICES TO THE COUNTY (20 Total Points Available)

Please complete the list of all-inclusive rates:

Cost of Services 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 firm who has the lowest Total of Weighted Unit Rates.

2. The lowest Total of Weighted Unit Rates will be divided by the next lowest Total of Weighted Unit

Rate which will then be multiplied by the maximum criteria points to determine the Contractor’s points awarded. The points awarded will be rounded to the nearest whole amount.

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

For illustrative purposes only the chart below is provided as an example of how the points would be distributed among the Contractors.

Contractor Name

Total of Weighted Unit Rates

Points Awarded

Contractor ABC $100,000 20 Contractor DEF $110,000 18 Contractor GHI $135,000 15

Initial rates are for evaluation purposes only and are subject to change during negotiations with the selected Contractor.

CONTRACTOR CHECKLIST

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

Item Description Unit Weighted factor

Unit Rate Weighted Unit Rate

1 Supplied Trailer & Hauling/Disposal

Wet Ton

2 Dewatering & Hauling/Disposal

Gallon 30

3 Pump Tanker Truck & Hauling/Disposal

Gallon 30

4 Urgent Request Fee (per request)

Each 10

Total of Weighted Unit Rates