Attachment_A_2025_PURB_RFP_0053_RFP_Documentation_.pdf

Community Services

Department of Waste Management and Recycling

Request for Proposals

Third Party Greenhouse Gas Reporting

Verification

RFP publish date: Per OpenGov

Closing date for questions: Per OpenGov

Proposals due date: Per OpenGov

Table of Contents

1 Introduction

1.1 Purpose of RFP

1.2 Background

1.3 Scope of services

2 General Rules

2.1 RFP overview

2.2 Estimated timeline and extension of time

2.3 Proposal format and content

2.4 Proposal submission

2.5 Questions and communication

2.6 Addenda

2.7 County’s right to withdraw, cancel, suspend and/or modify RFP

2.8 Proposer’s right to edit or cancel proposal

2.9 Proposals will not be returned

2.10 Public disclosure of proposal documents

2.11 Proposer’s costs

2.12 Proposer’s ideas

2.13 Collusion

2.14 Conflict of interest

3 Evaluation and Selection

3.1 Proposal evaluation and recommendation for selection

3.2 Evaluation of responsiveness

3.3 Evaluation of responsibility

3.4 Evaluation panel and evaluation criteria

3.6 Execution of contract

4 Attachments

Attachment B – Scope of serviceswork ............................................. Error! Bookmark not defined.

Attachment C – Proposal format and content .............................. Error! Bookmark not defined.

Attachment D – County of Sacramento Standard Consulting Agreement .................... Error!

Bookmark not defined.

Attachment E – Written Agreement to Indemnify for Release of Proprietary

Information ..................................................................................................... Error! Bookmark not defined.

1 Introduction

1.1 Purpose of RFP

The County of Sacramento (“County”), is soliciting proposals for conducting third-party greenhouse gas reporting verification, as required by the California Air Resources Board (CARB), for Kiefer Landfill, in

Sacramento County, California.

1.2 Background

Kiefer Landfill is located in southeastern Sacramento County at 12701

Kiefer Boulevard. Kiefer Landfill is a Class III landfill permitted for Modules

(M) M1 through M11. M1 was opened for waste fill operations in the summer of 1967. Currently landfilling is occurring primarily in M4.

The Kiefer landfill gas (LFG) extraction system commenced operation on

January 3, 1997. The system consists of a series of vertical and horizontal extraction wells installed in M1, M1-L, M2, and M3. Expansion of the LFG system to M4 is expected to occur in late 2025. The Kiefer LFG system feeds two gas destruction flares (5,000 SCFM and 4,000 SCFM) and two gas-to-energy plants comprised of a total of five internal combustion engines (CAT 3616 engine/gen sets). The LFG collection system is currently collecting approximately 7,500 CFM of LFG. Figure 1 shows the current existing GCCS at Kiefer Landfill.

1.3 Scope of Services

The scope of services is included as Attachment 1.

2 General Rules

2.1 RFP overview

This Request for Proposals (“RFP”) is an invitation for proposers to submit a proposal to the County. This RFP does not commit the County to award a contract to any proposer. Submission of a proposal shall neither obligate nor entitle a proposer to enter into a contract with the County.

2.2 Estimated timeline and extension of time

Please refer to the OpenGov Procurement project page for information on timelines.

These dates are subject to revision or cancellation by the County in its sole and absolute discretion.

2.3 Proposal format and content

When submitting a proposal, the proposer must follow the format and contents detailed in Attachment 2. Failure to do so will likely prolong the evaluation process and could result in a proposal not being considered.

2.4 Proposal submission

Proposers must be received by the submission deadline in OpenGov

Procurement via the solicitation link at [insert direct link to solicitation]

Failure to submit a proposal on time may be grounds for rejection of the proposal; however, the County reserves the right, in its sole and absolute discretion, to accept proposals after the proposal due date.

2.5 Questions and communication

Questions concerning this RFP must be submitted to this solicitation’s Question & Answer page in OpenGov Procurement.

Questions received via phone or e-mail to direct points of contact for this RFP will not be considered nor responded to. The County shall respond to questions properly submitted as described above via addenda.

2.6 Addenda

The County reserves the right to modify the RFP at any time prior to the proposal due date. The County will modify the RFP only by formal written addenda. Proposer’s proposal should be based on this RFP document and any formal written addenda. Proposers should not rely on oral statements.

Addenda will be posted in OpenGov Procurement. It is the responsibility of each prospective proposer to assure receipt of all addenda.

2.7 County’s right to withdraw, cancel, suspend and/or modify RFP

The County reserves the right to withdraw, cancel, suspend, and/or modify this RFP for any reason and at any time with no liability to any prospective proposer for any costs or expenses incurred in connection with the RFP or otherwise.

Commented [JJ1]: No link open yet https://secure.procurenow.com/login https://secure.procurenow.com/login

2.8 Proposer’s right to edit or cancel proposal

Proposers may edit or cancel their proposal in OpenGov Procurement prior to the due date.

2.9 Proposals will not be returned

Upon submission, proposals will not be returned.

2.10 Public disclosure of proposal documents

The County will treat all information submitted in a proposal as available for public inspection once negotiations with the selected party have been completed. If copies of proposals are included with Board materials, the

County will make proposals available for public inspection once staff has made a recommendation for award.

If a proposer believes protected data is included in its proposal, the proposer shall clearly identify the data and provide the legal basis in support of the asserted classification. Proposer must present such information separately as part of its proposal OR type in bold red letters the term “CONFIDENTIAL” on that specific part or page of the Proposal which proposer believes to be confidential. Classification of data as trade secret data will be determined pursuant to applicable law, and, accordingly, merely labeling data as “trade secret” does not necessarily make the data protected as such under any applicable law.

In order for the County to assert the confidentiality of any such information in the event a Public Record Act request is received, the proposer must request, execute and submit a County-prepared written agreement to defend and indemnify the County for any liability, costs and expenses incurred in asserting such confidentiality as part of the proposal. A copy of that written agreement is attached as Attachment 4.

The final determination of whether the County will assert a proposer’s claim of confidentiality shall be at the sole discretion of the County. Any information determined to be non-confidential shall be considered public record. If the County determines that your information does not meet the criteria for confidentiality, you will be notified of the County’s intent to release the public record pursuant to any Public Records Act request.

The proposer agrees, as a condition of submitting its proposal, that the

County will not, as between the parties, be liable or accountable for any loss or damage, which may result from a breach of confidentiality related to the proposal. The proposer agrees to indemnify and hold the County, its officials, agents, and employees harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the California Public Records Act, including legal fees and disbursements paid or incurred to enforce this provision.

2.11 Proposer’s costs

The County shall not be responsible for any costs incurred by proposer in connection with this RFP. Proposer shall bear all costs associated with proposal preparation, submission, and attendance at interviews, or any other activity associated with this RFP or otherwise.

2.12 Proposer’s ideas

To the extent permitted by law, the County reserves the right to use any or all ideas, concepts, or other information provided in any proposals. Selection or rejection of the Proposal does not affect this right.

2.13 Collusion

If the County determines that collusion has occurred among proposers, none of the proposals of the participants involved in the collusion shall be considered. The County’s determination shall be final.

2.14 Conflict of interest

The proposer affirms that to the best of its knowledge the submission of its

Proposal, or any resulting contract, does not present an actual or perceived conflict of interest. The proposer agrees that should any actual or perceived conflict of interest become known, it will immediately notify the County and will advise whether it will or will not avoid, mitigate, or neutralize the conflict of interest.

The County may make reasonable efforts to avoid, mitigate, or neutralize a conflict of interest by a proposer. To avoid a conflict of interest by a proposer, the County may utilize methods including disqualifying a proposer from eligibility for a contract award or cancelling the contract if the conflict is discovered after a contract has been issued. The County may, at its sole and absolute discretion, waive any conflict of interest.

3 Evaluation and Selection

3.1 Proposal evaluation and recommendation for selection

The County reserves the following rights, to be exercised in the County’s sole and absolute discretion: 1) to determine whether any aspect of a proposal satisfactorily meets the criteria established in this RFP; 2) to seek clarification or additional information from any proposer; 3) to negotiate, sequentially or simultaneously, pricing and/or terms with any proposer or vendor; 4) to reject any or all proposals with or without cause; 5) to waive any irregularities or informalities in a proposal; 6) to cancel or amend by addenda this RFP, in part or entirely; 7) to award multiple contracts to proposers; and/or 8) award a contract to a vendor that did not submit a proposal.

Evaluation of proposals by a selection committee, evaluation panel, County staff, a technical advisory committee, or by another group, individual or entity is advisory only. The County of Sacramento Board of Supervisors or its designee may consider or reject such evaluation(s) for any or all proposals. Such evaluations are for the sole benefit of the County of

Sacramento Board of Supervisors or its designee, and as such, they are not binding upon the County, nor may they be relied upon in any way by a proposer.

The County will issue a Notice of Intent to Award (NOIA) and/or a Notice of

Award (NOA), as applicable, to be published on OpenGov Procurement naming County’s selected consultant following completion of the evaluation process.

3.2 Evaluation of responsiveness

The County will consider all the material submitted by the proposer to determine whether the proposer’s offer is in compliance with the terms and conditions set forth in this RFP. Proposals that do not comply with the provisions in this RFP may be considered nonresponsive and may be rejected.

3.3 Evaluation of responsibility

To determine whether a proposer is responsible, the County will consider the proposer’s general qualifications to perform the requested services in a satisfactory manner; financial responsibility; integrity; skill; past performance; and ability. Proposals from proposers considered non-responsible will be rejected.

3.4 Evaluation panel and evaluation criteria

After review of each responsive proposal, the County may award a contract to a successful proposer based on the evaluation criteria, or it may establish a short list of proposers for further consideration. The short list of proposers may be asked to provide additional information. The short list of proposers may also be asked to attend an in-person or telephone interview/presentation, as determined by the County in its sole discretion.

Evaluation criteria shall include the following:

1. Quality of the proposed services, including:

• How well the proposed services meet the requirements as stated in the RFP

• Quality of the proposed schedule/work plan/implementation

• Demonstrated understanding of the scope of services and

County’s needs

2. Experience and qualifications, including:

• Experience

• Expertise of staff

• Capability

• Past performance

• References

3. Quality of proposal compliance, including:

• Compliance with proposal format & content

• Acceptance of the County’s terms and conditions (Attachment 3)

4. Cost, including:

• Proposed schedule of fees

• Overall value of services, based on item scores above

3.5 Execution of contract

The selected proposer shall execute an agreement with the County of

Sacramento, using the standard consulting agreement (Attachment D). Any requested revisions, deletions, or additions, to the language in the attached sample agreement shall be clearly set forth in the proposal for the County’s consideration.

Before a contract becomes effective between the County and any proposer, the contract must be reviewed by County Counsel and the contract award must be approved by the County Board of Supervisors or its designee. If for any reason the County Board of Supervisors or its designee does not ratify and sign the contract then there are no binding obligations whatsoever between the County and the proposer relative to the proposed contract.

4 Attachments in OpenGov

Attachment B – Scope of services

Attachment C – Proposal format and content

Attachment D – County of Sacramento Standard Consulting Agreement

Attachment E – Written Agreement to Indemnify for Release of