25_900_ADD1.pdf

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TO: All Vendors Tywanna Scott, Procurement Assurance Analyst

FROM:

Hameed Malik, Engf_~eee_rr·g g a anndd 7 nvironmental Services Department

Geri A. Sams ~

DATE:

SUBJ:

RFP ITEM:

Procurement Director

August 6, 2024

Responses to Vendor's Questions

RFP Item #25-900 Solid Waste Collection and Disposal Services - Zones 1, Zone 2, and Zone 3 for Augusta, GA - Engineering and Environmental Services Department

RFP OPENING DATE: Wednesday, August 21, 2024 @3:00 p.m.

ADDENDUM 1

Respondents on this project are hereby notified that this Addendum shall be attached to and made part of the above-named RFP Package. The changes and clarifications shall supplement the contract documents for the above referenced project. Changes shown in this document shall supersede previously dated contract documents. Acknowledge receipt of all Addendums on Attachment B within the Specifications package.

Responses to Vendor's Questions:

1. Question: As it currently stands, should the contract be officially awarded 1 month after the submission due date, meaning 9/21/2024, this would leave less than 4 months for a contractor to transition all services prior to the commencement date of January 1, 2025. The shortened transition timeline prevents qualified haulers that are not currently providing collections from submitting a bid which lessens the likelihood of competition for this solicitation. In order to allow for more competition so that the City may experience the best proposal, can the commencement date be extended in order to allow for an adequate time for transition services similar to what is described within the draft agreement? (6 months).

Response: Augusta cannot grantee transition period as requested. However, If need arises, Augusta will negotiate this matter with current vendor at that time. There may be additional cost involved securing transition time beyond 12/31/2024 and awarded vendor may have to absorb that cost.

2. Question: Can the City provide more detail as to what is meant by "ability to work in Georgia state" as a minimum requirement?

Response: A company will need adequate resources and vehicles to service an Georgia account if not based in Georgia. Simply meaning the ability to provide service to an out of state account.

3. Question: In order to provide the very best rate to the City and its citizens, would the City be willing to remove the CNG fuel requirement?

Response: See RFP pages 39-42 of 102. Diesel Fuel Vehicle is included as Alternate Fee Proposal. Interested Vendor has to submit both, CNG & Diesel, Unit Fee Proposals. Augusta will make final decision on fuel type after RFP is closed. If CNG fuel vehicles required then Augusta will allow up to twenty-four (24) months transition period if requested by the selected vendor{s) with reasonable justification.

Room 605 - 535 Telfair Street, Augusta Georgia 30901

(706) 821-2422 - Fax (706) 821-2811 www.aul!usta1rn.gov Register at www.demandstar.com/supplier for automatic bid notification

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Addendum 1 RFP 25-900 Solid Waste Collection and Disposal Services - Zones 1, Zone 2, and Zone 3

4. As part of WM's sustainability and commitment to the environment initiative, we are converting all our fleets to CNG vehicles. Is the Diesel Fuel option an optional alternative proposal item? Must we submit a Diesel Fuel option? We do understand City of Augusta may not be a future supplier for CNG; however, this will not change our commitment towards CNG.

Response: Augusta is seeking Unit Fee for both Fuels (CNG & Diesel) operated vehicles for unit cost comparison to determine cost effective option. Hence, Vendor must submit complete "Fee Proposal" that shall include both Primary Fee Proposal (CNG Fuel Vehicles) and Alternate Fee Proposal (Diesel Fuel Vehicles)). If Augusta awards this RFP contract based on Diesel Fuel option unit fees, and selected vendor desires to use CNG Fuel vehicles at no additional cost to Augusta then August may allow CNG Fuel vehicles as substitute vehicles.

5. Question: P. 15: "Yard waste is required to be containerized in either kraft bags or 32-gallon containers provided by the customer." Can there be a size limit and weight limit assigned to the bags? There have been several issues with sand in bags making them extremely heavy and with bags bursting open when trying to lift them.

Response: It is limited to an area "no greater than 10 cubic yards". 25 paper lawn bags or personal containers no larger than 32 gallons; either separately or in combination with no more than 25 total per service day. No other yard waste piles will be collected along with maximum 25 bags/containers. Selected vendor(s) and Augusta Environmental Services work together educating residents' container(s)/ Bag(s) shall not be filled so weight causes the bags to break or personal containers to bend.

6. Question: Section 3.1.6: Can we explicitly exclude barrels, as they do not have handles to aid in pickup and dump? Barrels are a safety factor for workers.

Response: Draft Contract Section 3.1.6 is "Bulky Waste Collection" and there is no provision to containerize loose bulky waste.

7. Question: Is there a provision for quarterly house counts?

Response: Yes, in 13.2.

8. Question: Who is responsible for the removal of the recycle carts for customers not wanting to sign up for Recycling service with awarded hauler?

Response: Contractor.

9. Question: How many recycle carts are anticipated for the new hauler to purchase from Augusta?

Response: Approximately 20,000.

10. Question: 3.11- Requests for Service, section b. States requests have until 5pm next calendar day. Should this be business day instead of calendar day?

Response: Text Revised. should read " --- until 5pm next calendar day excluding Sunday and day of five (5) major Holidays (Memorial Day, Independence day, Labor Day, Thanksgiving, Christmas Day) (Page 58/102/Contract Section 3.11.1 (b))

11. Question: Section 3.15 States Augusta will perform the service of delivering and removing carts, but in the Proposed Collection Services section, it states new hauler will perform these same services. Which statement is correct?

Response: Contractor will perform the service.

12. Question: Section 6.2- (6.2.3 and 6.2.5). We have observed that RFID tags are not on most of the current carts provided by the city. Can the RFID reader capabilities be removed from the RFP or replaced by better technology? Our current onboard technology performs far better in our opinion. RFID readers and scales adds cost to the City's pricing, and we already have computers on our trucks.

Response: Augusta agrees to remove RFID readers requirements and scales requirements specified under contract section 6.2.3 and 6.2.5 (page 67 of 102).

However, Contractors are required e to utilize software systems within their trucks as specified by Augusta.

13. Question: Are you open to other technologies to track service to the residents? Our current Onboard Technology is advanced.

Response: No.

14. Question: 5.5, 5.6, 5.7- States within 5 business days for cart replacements, but under Proposed Collection Services (page 16), it states must be within 24 hours. What is the correct expectation?

Response: Text revised. It should read" The contractor will also be responsible for deliver, replace, repair, and remove delivered Roll-out carts no later than 5 business days of request submitted by from the County. However, Contractors should place urgency upon refuse cart deliveries and refuse replacement requests wherein the customer does not have a refuse cart onsite." (page 16 of 102)

15. Question: What is the approximate breakdown between 35 gallon and 96-gallon carts?

Response: Approx. 4,000 - 35 gallon carts

16. Question: For consistency, would it not be feasible to eliminate 35-gallon roll-carts and replace with 96-gallon roll-carts? Inventory with two different size of carts adds unnecessary cost to the City's pricing. We could always accommodate 35-gallon carts for those rare instances for special need residents.

Response: No. (It was Augusta Commission decision and elimination requires Augusta Commission approval. Augusta Engineering is open to have further discussion on this item after the contract is awarded.)

17. Question: Appendix B, Summary of Damages- Rollout Container Loss or Damage-There is a $55 fine. Could this fine be removed since the new hauler is responsible for the delivery of replacement carts?

Response: Container Damage/Loss removed. See updated Appendix 8 (page 92 and 93 of 102) attached to this Addendum 1.

18. Question: Section 17.3 (page 80): Is Augusta willing to modify the unilateral right to terminate provision?

Response: No. It is Augusta standard requirement.

19. Question: Section 3.12.3 (page 61): Since this technology is not available to us, can it be removed from the RFP?

Response: Augusta agrees to removing requiring "on-board Scale Technology" specified under contract section 3.15.3 (page 61 of 102).

20. Question: In section 5.07 the City indicates 3 different colors/3 different lids but does not currently have yard waste. Is it the City's intention to deploy yard waste carts during this new contract to all residential homes?

Response: No.

21 . Question: Is the City requesting a price for the day-to-day management of the containers?

Response: No.

22. Question: How many 96/35 gallon carts did the City purchase last year or an estimated quantity per year that the City has budgeted?

Response: For 2023:

96 Refuse 4,650 32 Refuse 1, 160 96 Recycle 2,202

23. Question: Could the City describe the number of carts the contractor would be delivering to residential homes as well as the time frame? Or would this simply be dropped at a storage facility?

Response: See response to question 22 above.

Residents currently have refuse and r-ecycle carts. There would be no mass deployment.

Contractors would be responsible for cart repairs, replacement, remove, and delivery for new requests no later than 5 business days. Contractors should place urgency upon refuse cart deliveries and refuse replacement requests wherein the customer does not have a refuse cart onsite. Augusta logo and not Contractor's phone number shall be required on all refuse carts deployed under this bid.

24. Question: In section 5.20 the City is requesting that the Contractor provide pre-stuffed bags with use instructions and cleaning methods. Typically bags with literature are provided pre stuffed to the crews on the day of delivery. The majority of contractors do not have printing abilities and it is more cost effective for the City to stuff the bags for the contractors. It is unsafe to stuff bags during delivery and contractors do not prefer this method as safety is paramount. Would the City consider amending the language to say "The Contractor shall provide the City a manufacturer-generated instruction guide for proper cart use, including actions which would void the warranty, proper care of the cart, and the methods of cleaning the cart. This will be designed and approved by the City no less than 4 weeks prior to the start of the Assembly and Distribution (A&D). The City will provide a fully stuffed 26" newspaper bag to be attached by the A&D crews throughout the delivery of roll out carts."

a. If the residents already have roll out carts, could the City describe how the bags are currently stuffed and added to the roll out carts?

Response: There is no section 5.20 in 25-900 RFP document. Preferred methods distributing cart care literature is USPS mail, account holder email, and Augusta utilities bill inserts.

25. Question: In section 6.05 The City of Augusta is requesting labor to be done in field on the Carts - this would require a full time staff to complete- is the City requesting a cart maintenance program?

It is highly unusual for that many repairs to be done that would require a complete cart management program in this franchise market. Could the City describe how they would like this kind of program to look?

a. Does the City currently have a container management program outsourced?

Response: Is the City requesting a cart maintenance program. Yes, Contractors would provide similar cart services as they provide to their own direct subscription services.

26. Question: In section 8.0 Shipping/Delivery When would the City Expect to begin the delivery of carts?

Response: Assume January 1st, 2025

27. Question: In section 8.02 The City Indicates a "company providing Augusta Asset Management services" Could the City please expand on who that is and what they would provide that is related to this specific project?

Response: There is no section 8.02 in 25-900 RFP document. Contractors will provide carts and cart management services.

28. Question: In section 8.02 "the City shall not be responsible for unloading/staging of carts or supplies" who would the City have do this? Is there an onsite management service? Will the City provide their contact information?

Response: There is no section 8.02. Contractors will provide carts and cart management services.

29. Question: Are the Carts currently stored outdoors or under cover?

Response: Outdoors. Augusta will not be responsible for storing carts in this bid;

Contractors will.

30. Question: Do the carts currently come delivered with bags on each stack?

Response: Yes. Augusta will not be responsible for cart deliveries in this bid;

Contractors will.

Page4

31. Question: How does the city currently keep the rainwater out of the carts?

Response: Some rain does get in some carts. Augusta will not be responsible for storing carts in this bid; Contractors will.

32. Question: What is the age of the current fleet?

Response: We are assuming question is about age of waste carts. Current waste cart fleet includes carts purchased in years 2013 to present.

33. Question: How many carts a month does the City purchase on average?

Response: City presently purchases carts twice or three times in a year. Roughly yearly purchase count is 8,000 carts.

34. Question: Are all carts currently equipped with RFID tags?

Response: Not all but most.

35. Question: Will the RFID tags be used for service verification? If so, what current service is Augusta using that the tags would need to be compatible with?

Response: Augusta agreeing removing RFID readers and scales requirements specified under contract section 6.2.3 and 6.2.5 (page 67 of 102). However, Contractors are required to utilize software systems within their trucks as specified by Augusta.

36. Question: Is there an address list with all previous delivers to ensure that carts have not been moved or stolen from their original delivery location?

Response: Augusta currently utilizes Elemos solid waste collection management software.

37. Question: How are the carts currently assigned to the homes? Are there original data manufacturing files from the cart production supplier that links the RFID tag to the asset (the cart)?

Response - Augusta currently utilizes Elemos solid waste collection management software.

38. Question: Does the City use a specific cart management system that shows work orders and inventory? If so, what is that system?

Response: Augusta currently utilizes Elemos solid waste collection management software.

39. Question: Would Augusta consider reclaiming and re-carting each residential trash customer to ensure equity in the service?

Response: No.

40. Question: Is the awarded contractor required to deliver all new Garbage and Recycling carts to each home for all zones at the start of the contract?

Response: No. Residents currently have refuse and recycle carts. There would be no mass deployment. Contractors would be responsible for cart repairs, replacement, remove, and delivery for new requests no later than 5 business days. Contractors should place urgency upon refuse cart deliveries and refuse replacement requests wherein the customer does not have a refuse cart onsite. Augusta logo and not Contractor's phone number shall be required on all refuse carts deployed under this bid.

41 . Question: If the answer is no to the first question, referencing 6.2.1 on page 67 of the RFP, will the city install RFID tags on all the current carts in the City of Augusta since all the collection vehicles must be equipped with RFID readers and supply various reports?

Response: No. Augusta agrees to remove RFID readers requirements.

42. Question: With the subscription type service for recycling, if a resident chose not to recycle what happens to that recycling cart?

a. Will residents be able to use their current recycling cart as a second trash cart (billable as such)?

Response: No.

b. Will the recycling carts be removed? If so, would the contractor be responsible for removal or the County?

Response: Contractor is to purchase recycling carts in this bid. Contractor would be owner and would be responsible for removing.

43. Question: Would the contractor be required to fuel up at County CNG facility?

Response: No.

a. If so, what would the price per DEG of CNG fuel be at the beginning of the contract.

Response: N/A.

b. What price escalators would be in place for the duration of the contract if the contractor awarded uses CNG fuel.

Response: N/A.

44. Question: Is contractor required to collect loose yard waste that is not containerized or kraft bagged?

Response: No except trees & shrub trimming waste generated at that the waste pickup parcel.

45. Question: Does the County have the ability to award all three zones to one hauler?

Response: Yes.

46. Question: How many new carts does the County have in inventory?

Response: Approx 450 to 500 carts.

47. Question: Can the County determine now, what the limit would be if the County choses once every two-week Bulky waste Collection service. For example, would it be 20 yards or unlimited?

Response: 10 cubic yards as specified in RFP document.

48. Question: Will the contractor be allowed to implement and use other technology, such as video cameras rather than RFID to track non-setouts.

Response: Contractors will be required to use solid waste collection software as determined by Augusta.

49. Question: Upon award, will the County allow contractor to present route changes prior to the start of the new contract.

Response: Yes.

50. Question: Can the County please explain how to calculate the dollar amount to be submitted on Section 4 form-Fee Proposal?

a. For example, is Section 4 Fee Proposal to be calculated for each option A1&2, B1&2 & C1&2?

Response: Fill in "Unit Fee Monthly" and "Total Fee Monthly" columns. Total Fee Monthly value is product of "Unit Quantity" & "Unit Fee Monthly" values for that respective row.

51. Question: Is all pricing submitted on each Fee Proposal to include 20% franchise fee?

Response: Yes. Each "Unit Fee Monthly" value shall include 20% "Contracting Franchise Fee". (RFP page 17 of 102)

52. Question: With subscription Recycling , who will be responsible for the disposal/processing fee.

Response: Contractor.

53. Question: Is there a designated facility for recycling?

Response: No.

a. If so , where?

Response: N/A.

b. What if any are the tipping fees?

Response: N/A.

54. Question: Are the small business owners contracted to do the 25% of the contract

Page6 required to have equipment no older than 3 years at the start of the contract.

Response: Yes.

55. Question: Is the awarded contractor required to deliver all new carts to each home in all 3 zones?

Response: Residents currently have refuse and recycle carts. There would be no mass deployment.

56. Question: If the answer is no to the first question, referencing 6.2.1 on page 67 of the RFP, will the city install RFID tags on all the current carts in the City of Augusta since all the collection vehicles must be equipped with RFID readers and supply various reports?

Response: No. Augusta agrees to remove RFID readers requirements.

57. Question: If the answer is no to the first question, will residents be able to use their current recycling cart as a second trash cart (billable as such)?

Response: Not in current conditions/color.

58. Question: Will the recycling carts in the City of Augusta be removed, by the City of Augusta, at the startup of the contract or would the contractor be responsible?

Response: Contractor will be responsible.

59. Question: What would the price per DEG of CNG fuel be for the duration of the contract if the contractor awarded uses CNG fuel?

Response: N/A

ATTACHMENTS:

Please acknowledge addendum in your submittal

END ADDENDUM

REVISED APPENDIX B (2 PAGES)

Addendum 1 RFP 25-900 Solid Waste Collection and Disposal Services • Zones 1, Zone 2, and Zone 3

KEY PERFORMANCE AREAS

Number of Requests for Services Number of Valid Misses Number of Requests for Services not collected within specific timeframe Number of Courtesy Collections

Number of Service Complaints Number of Repeat Collection Misses Number of Area Misses Property Damage /Claims Roll Out Container/Bin Placement Leaks & Spills Littering Mixed Loads Emergency Unload Cleanup

Deliver Recycling to Landfill

APPENDIX B

MONTHLY Performance Summary Report

UNITS

OBSERVED

UNITS

PENALIZED NOTES

Liquidated Damages: $ ___________ _

RFP Item #25-900 Solid Waste & Recyclable Collection Service Area - Zone One, Zone Two, and Zone Three Addendum 1

Summary of Damages for Performance Criteria

List of Damages Units Collection Contract Damages

Damage TOTAL Request for Service [3.11.4) each $100 Per Month When Misses >200 Lump Sum $5,000

Repeat Collection Miss [3.11.4.d]

2nd and 3rd Miss each $500 4 or more Misses each $1,000

Area Misses (3.11.4.f]

1 - 100 Misses Lump Sum $2,000 >100 Misses each $20

County cleanup Service Lump Sum $500

Property Damage/Accidents (11.3.3)

Failure to notify County of Damages each $2,000

Rollout Container Placement (5.4) 11+ each $100

Per Month When Misses >200 Lump Sum $5,000

Vehicle Leaks & Spills [6.5.2)

Failure to remove from service each $3,000 Failure to cleanup spill each $1,500

1 to 3 leaks or spills per month each $1,000

Care & Diligence/Littering (11.4)

Failure to clean up litter each $500

Mixed Loads (Garbage/Recycling] (7.2.3)

Per Incident Lump Sum $500

Collecting Route Out of Order [4.4.1]

Per Route per Daily Occurrence Lump Sum $500

Emergency Unload Cleanup [6.4.1)

For each 2-hr delay in clean-up each $100 County provided clean-up each $2,000

Deliver Recycling to Landfill [7.2.3]

For each incident each $500

County Provided Collection (3.11.4] each $500

TOTAL

RFP Item #25-900 Solld Waste & Recyclable Collection Service Area - Zone One, Zone Two, and Zone Three Addendum 1