Professional_Services_for_Managing_Food_Waste_and_Other_Organic_Materials_in_Dane_County_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

323028

PROFESSIONAL SERVICES FOR MANAGING FOOD WASTE AND

OTHER ORGANIC MATERIALS IN DANE COUNTY

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: August 22, 2023

DEADLINE FOR QUESTIONS: September 20, 2023

RESPONSE DEADLINE: October 3, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Professional Services for Managing Food Waste and Other Organic

Materials in Dane County

I. Introduction II. Solicitation Instructions

III. Contract Term IV. Project Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Questionnaire & Uploads

VIII. General Guidelines IX. Standard Terms and Conditions (w/ PW)

Attachments:

A - Attachment A. Site Information

B - Attachment B. Approach Outline Table

C - Attachment C. Roles & Responsibilities Outline Table

Request For Proposal #323028 Title: Professional Services for Managing Food Waste and Other Organic Materials in Dane County

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to submit a proposal to provide professional services for managing food waste, yard waste, and other organic material in Dane County.

The County intends to use the results of this process to determine the approach it takes to managing food waste and other organic materials in the County to save landfill airspace.

Possible outcomes from this process could include:

• A newly permitted organics recycling facility operated by Dane County

• A public-private partnership in the operations of existing organics recycling facilities

• A public-private partnership in the operations of a new organics recycling facility

• An alternative creative approach to managing food waste and other organic materials in the County, such as through digestion or other food waste to energy projects

1.2. Background

The Dane County Department of Waste & Renewables (W&R) is responsible for the management and operation of Dane County’s landfills, Renewable Natural Gas (RNG) Plant, Clean Sweep (a household hazardous waste and electronics recycling program), a Construction

& Demolition (C&D) Recycling facility, and various other recycling programs for materials like tires and shingles. Dane County owns and operates these facilities and programs, with the exception of the C&D Recycling facility. This C&D facility and its equipment are owned by the

County and operated by a private Contractor.

W&R’s mission is to provide environmentally-sound and sustainable waste management and renewable energy solutions for current Dane County residents and future generations. This includes looking at waste as a resource to create renewable fuels and the conservation of landfill air space through waste diversion, recycling, and efficient operations. W&R operates as an "enterprise fund" which means its operations are funded by the fees charged for services and not by taxpayer dollars. Therefore, it is important to Dane County that its waste diversion programs are also economically sustainable.

W&R has a long history of completing successful and innovative projects, such as the RNG Plant and Offload Station, C&D Recycling Facility, native prairie cover on the landfill, and the Trash

Lab mobile education exhibit. With less than 8 years of landfill space remaining at Dane

County's Landfill Site No. 2 (Rodefeld Landfill), Dane County has an opportunity to plan for its changing waste stream and purposefully set the foundation to advance the region towards a circular economy. Dane County’s vision for the next site includes the development of a

Sustainability Campus, or sustainable business park, that will be co-located next to its new landfill site. The Sustainability Campus will divert waste and create local circular economies by hosting reuse, repair, and recycling businesses; new waste management technologies; and research. Dane County has purchased 230 acres of the eastern portion of the Yahara Hill Golf

Course, located at 3402 County Hwy AB, McFarland WI 53558, to build the new landfill site and

Sustainability Campus. Construction of an organics recycling facility aligns with Dane County’s plans and vision to divert food waste and other organic materials from the landfill, and will save airspace in the new landfill.

1.3. Contact Information

Sujata Gautam

Sustainability Engagement Coordinator

Email: gautam.sujata@countyofdane.com

Phone: (608) 206-6952

Sujata Gautam

Sustainability Engagement Coordinator

Email: gautam.sujata@countyofdane.com

Phone: (608) 206-6952

Department:

Waste & Renewables

1.4. Timeline

RFP Issued August 22, 2023

Pre-bid Meeting September 7, 2023, 2:30pm

Hybrid Meeting via Zoom

Physical Meeting Address:

Alliant Energy Center- Admin Building, 1919 Alliant

Energy Center Way Madison WI 53713

Zoom:

https://zoom.us/j/92416824709

Meeting ID: 924 1682 4709

Deadline for Questions September 20, 2023, 12:00pm

Last Day for Addenda September 26, 2023, 12:00pm mailto:gautam.sujata@countyofdane.com mailto:gautam.sujata@countyofdane.com tel:(608)206-6952 https://zoom.us/j/92416824709

Response Deadline October 3, 2023, 2:00pm

Interviews with Semi-Finalists Week of October 30th, 2023 (estimated)

Notification of Intent to Award Sent Out Week of November 13th, 2023 (estimated)

Start Date February 1st, 2024 (estimated)

2. Solicitation Instructions

2.1. General

A. Dane County invites and will accept proposals for services outlined within this Request for

Proposal (RFP). The County intends to use the results of this process to purchase services here within.

B. Dane County is and Equal Opportunity Employer. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the RFP contact listed in Section 1, or call WI Relay 711 for TDD

Services.

2.2. Registration

A. Interested vendors are required to register at the County's eProcurement Portal to submit a proposal. Registration is free.

1. Register by clicking “Sign Up” at https://procurement.opengov.com/login.

2. Create a username, password, and activate a vendor account.

3. Select project categories that your company would like to receive future solicitation notifications for.

4. Locate the solicitation by searching for the RFP Number, Organization, or Proposal Title.

5. Subscribe for “New Project Updates” to receive notifications about the solicitation.

B. Message procurementsupport@opengov.com with any questions regarding account set up.

2.3. Submitting A Proposal

A. Click on "Draft Response" to submit a proposal.

B. Provide contact information and confirm any addendum or changes in the solicitation.

C. Upload all required documents and answer all questions in the Questionnaire sections.

1. RFP Response Document.

a. The Proposal documents must be saved in .pdf or .xlsx format. The file name should include the RFP# and name of business submitting the proposal. Please save in this format: "RFP Response Document: "RFP 323028 _Vendor Name"

b. At a minimum, the Proposal document must include the following information:

i. Cover Letter/Cover Page that includes:

https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/login mailto:procurementsupport@opengov.com

I. Contact Person for the RFP process, including their title, email address, phone number, address, and fax number.

II. RFP Title

III. RFP Number

IV. Name of Proposer

ii. Responses to all questions and requirements in "Response Requirements &

Evaluation Criteria".

D. Submit your price by completing the Pricing Table or by uploading any supplemental pricing information in the Questionnaire section.

E. Complete your company profile.

F. Confirm your proposal is complete and select “Submit Proposal”

2.4. Questions

Any questions concerning this RFP must be submitted before the specified deadline via the Question and Answer section on the County's eProcurement Portal.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document. If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document via the eProcurement portal.

No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP. All answers shall be posted via addenda.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.5. Proposal Deadline

The actions with specific dates must be completed by the dates indicated unless otherwise modified by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

Proposals must be submitted electronically via the County's eProcurement Portal before the deadline included in this RFP. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by Proposers in replying to this RFP.

Multiple proposals from a vendor will be permissible; however, the Proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s eProcurement Portal.

Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc.

2.6. Acceptance of Proposals

Dane County reserves the right to accept any part of this proposal deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all Proposals. Dane County may also award more than one contract through this RFP.

3. Contract Term

All services shall commence after mutual written agreement of final scope of work. Projects with defined scope and deliverables may be added to the contract with lump sum not to exceed pricing. All other additional work will be performed on a time and materials basis. No work may be added to the project without written approval by the County. Dane County reserves the right to self-perform any and all services included in this scope of work, including permitting and design.

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. Renewal terms must be agreed upon mutually by Dane County and

Contractor.

(C1) Category 1: Design & Permitting of an Organics Recycling Facility

January 1, 2024 - December 31, 2026

(C2) Category 2: Operations of Organics Recycling Facility

Facility Start Date - December 31, 2031*

*Operation terms are negotiable.

(C3) Category 3: Alternative Approach to Organics Management

January 1, 2024 - December 31, 2026

4. Project Scope of Work

4.1. Project Overview

Dane County is inviting proposals for the design, permitting and operations of an Organics Recycling

Facility to divert food waste and other organic materials from the landfill. The scope of work for this project has three Categories of Work for which the Proposer may submit a Proposal:

Category 1: Design & Permitting of an Organics Recycling Facility

Category 2: Operations of Organics Recycling Facility

Category 3: Alternative Approach to Organics Management

Each Category of Work is detailed in the following subsections. A Proposer may submit proposals for one, two, or all three of these categories.

4.2. Project Background

Currently, most of Dane County’s food waste is being landfilled. A 2020 waste characterization study showed that 34% of waste deposited in the Rodefeld Landfill is organic waste, with 20.7% being food waste. This organic waste has the potential to be diverted from the landfill, reducing the volume of waste going into the landfill. With less than 8 years of life left in the current landfill, finding ways to reduce the waste stream going into the landfill is essential. An organics recycling facility owned by the

County would provide greater opportunities for its residents to participate in organics recycling, particularly for food waste. The end-product compost will also be a valuable resource to be used as a soil amendment to improve soil health for gardens and farms throughout the County. An organics recycling facility will also help the County reach its carbon emissions reduction goals in the County’s

Climate Action Plan, which aims to reduce greenhouse gas emissions 50% county-wide by 2030 and put the County on a path to be carbon-neutral by 2050. W&R has also entered agreements with the City of

Madison to accept their organic waste (food waste and leaves) which will help Madison reach its goals of reducing food waste going to landfill. Through these agreements, the County has committed to begin managing the City of Madison’s organics material, including food waste from the City's drop off locations, by April 1st, 2026.

Additionally, the County is aware an organics recycling facility will aid in securing and quantifying a consistent feedstock of organic material, making it the first step towards eventually designing and building a digester facility. The City of Madison and Dane County have both investigated the feasibility of constructing an anaerobic digester for processing food waste and other organic material. Dane County has experience with digesters, landfill biogas, and Renewable Natural Gas (RNG) operations, including the technical expertise, ability, and interest to own and operate a digester, if it is financially viable.

Based on Dane County’s experience operating an RNG Plant and knowledge of the RNG markets, it appears that organics digestion could become financially viable at a regional scale, but it will require significant capital investment and sufficient feedstock volumes. Dane County would be able to leverage its extensive industry relationships to further evaluate the feasibility of digestion. Given this potential, the County is open to considering proposals which include the development of anaerobic digestion and other creative organics processing options in this RFP.

In addition to investigating the feasibility of constructing an anaerobic digester, the County has worked with consultants to perform a market evaluation of composting operations in the Midwest and the sale of end products from these operations such as finished compost and mulch. The deliverables of this work will be shared with selected Proposer.

4.3. Anticipated Feedstock for Management

W&R is anticipating the following feedstock tonnages from the City of Madison and other existing or known markets that must be managed beginning April 1st, 2026 or sooner.

Feedstock- Source

(projected tons)

(projected tons)

Projected Yearly

Growth %

Leaves- City of

Madison*

17,300 17,500 1%

Food Scraps– City of

Madison **

14 15 5%

Food Scraps – Other

Municipalities and

Institutions***

10 11 5%

Pre-Consumer Food

Scraps- UW

Madison****

200 210 5%

Post Consumer Food

Scraps- UW Madison

326 330 1%

Brush- Dane County

Landfill

1,000 - 2,000 1,500 - 3,000 1.5%

Wood Chips- Dane

County Landfill

1,000 - 2,000 1,500 - 3,000 1%

Leaves- Other

Municipalities

1,000 - 2,000 1,500 - 3,000 1%

* Majority of leaves will be available for processing between October and November.

**Food scraps will be source separated and comprised of raw fruits and vegetables, coffee grounds, tea leaves, egg shells, non-liquid dairy products, meat, bones, and grain products.

Note, these estimates are based off previous food waste drop off programs the City of

Madison had in the past. Both pre and post consumer food waste will be accepted.

*** Dane County is interested in expanding food scraps collection programs where feasible to additional communities and institutions. See the evaluation criteria for how a

Proposer’s ability to manage and scale the food waste tonnages will factor into the grading criteria.

**** University of Wisconsin (UW) Madison has the ability to both collect and deliver food waste to an organics recycling facility in roll of trucks. UW Madison's pre-consumer and post-consumer food scraps averages 30-60 tons of food waste monthly.

4.4. Locational Considerations for Managing Food Waste & Other Organic Materials Within the County

The County prefers that primary organics management activities occur within 5 miles of the proposed landfill site, at 3402 County Hwy AB, McFarland, WI 53558. There are various County owned sites where the organics management activities may occur. More information on these sites is referenced in

Attachment B. Sites included in Attachment B, or lands owned by the Proposer in Dane County, may all be considered as viable options for managing organic materials.

4.5. Financing

The County has a project budget of no more than $2,200,000.00 for facility construction and equipment procurement associated with an organics recycling facility or similar project. Additionally, the County has applied to Federal grants that may provide up to $4,000,000.00 in extra funding for the construction of an organics recycling facility. The County expects to be notified in September 2023 regarding the status of their grant application. If awarded, the funding from the grant must be used in the following ways:

Description Funding

Processing & Handling Equipment

Turner $750,000.00

Front End Loader $350,000.00

Shredder $1,000,000.00

Building & Infrastructure

Scale System $300,000.00

Tipping/Mixing Building Construction $1,600,000.00

Total $4,000,000.00

4.6. Other County Resources

In addition to the project budget ($2,200,000), sites available for facility siting, and potential federal grant funding, the County possesses additional resources that may be used for the design, permitting and operation of an organics recycling facility:

• McCloskey 628REG Trommel with ¾ inch screens : please note, the County will need to invest

$25,000 of its capital budget of $2,200,000.00 to get this existing screen functional

• Full or part time personnel as needed. Roles could include direct operations, outreach, business development of facility, etc.

4.7. (C1) Category 1: Design & Permitting of an Organics Recycling Facility

A. Design Services. Proposer to design a composting facility or facilities that meet the following requirements:

1. Must be able to process feedstock volumes tabulated in RFP Section 4.3: Anticipated

Feedstock for Management. Facility may have multiple areas within the facility utilizing different processing methods to be able to handle and process the different incoming feedstock.

a. Optional feedstock: the facility may be designed to accept the following materials:

i. Compostable products. Assume 96 tons per year. Products include, but are not limited to:

I. Paper bags, napkins, coffee filters;

II. Corrugated cardboard, such as greasy pizza boxes;

III. Plates, bowls, cutlery, cups, containers;

IV. Fiber pans and lids; and

V. Bags (synthetic and starch-based plastics).

ii. Herbivore manure. Assume 100 tons per year.

2. Meet locational criteria as defined in NR 502.12 (08)

3. Meet the design and operational standards, as applicable in NR 502.12(10) and NR

502.12(11).

4. Meet any additional permitting requirements if the designed facility is classified as non-exempt.

5. Effectively use buffers and minimize aesthetic, visual, noise, odor and lighting impacts on surrounding land users.

6. Meet Class A requirements as defined by the Wisconsin Department of Natural

Resources (NR 502.12 (16)) for any end product produced at Organics Recycling Facility.

A. Permitting Services. Proposer to permit a site that will facilitate the proposed design.

Permitting work will vary depending on whether the Proposer’s approach produces a site https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(8) https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(10) https://docs.legis.wisconsin.gov/code/admin_code/nr/500/502/12 https://docs.legis.wisconsin.gov/code/admin_code/nr/500/502/12 https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(16) designated as an exempt or non-exempt facility. Please note, permitting steps outlined below pertain to non-exempt facilities. Exempt facilities do not require all the permitting steps below.

Please see NR 502.12 (1-7) for more information.

1. Facility must have all permitting complete so that it is permissible to operate by April 1st, 2026. Work will be considered complete upon issuance of an operating license by WDNR.

2. Work will include completion of an ISI request for submittal to WDNR. The purpose of the

ISI request is to evaluate compliance with the applicable locational criteria and performance standards of ss. NR 502.04.

3. Work may include the preparation and submittal of the Plan of Operation (POO) Report to

WDNR, as required by NR 502.12(13).

4. Work will include development of a comprehensive Compliance Schedule to meet record keeping, discharge inspection, and reporting requirements as required by NR

502.12(15). Template documents in either Excel or fillable PDF format shall also be provided to Dane County to comply with the aforementioned requirements.

5. Work will include submittal of any necessary storm water permits and a construction site storm water permit as required in NR 216.

A. Deliverables.

1. Conceptual Design Submittal.

a. Assume two iterations and one week for each review iteration.

b. Site plan that includes description and drawing of the proposed facility, including location and size of windrows, or other composting process, buildings, pad material and size, runoff and storm water collection strategies, odor mitigation strategies, on site traffic and process flow, the property boundaries, routes to transport feedstock and finished compost to and from the facility and present land use within 1/4 mile of the facility.

c. Estimate of probable cost for construction of the proposed design, equipment procurement, and annual operating costs.

d. Identification of local zoning and permit requirements that apply to the proposed facility. County will perform any rezoning efforts needed for County owned lands being considered for an organics management facility.

e. Description of the procedures and equipment for processing the material prior to incorporation into the windrow, or other composting process, such as de-bagging or size https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(12) https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.04 https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(13) https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(15) https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(15) https://docs.legis.wisconsin.gov/document/administrativecode/ch.%20NR%20216 reduction and a description of the type of equipment for turning or mixing and screening.

f. Description of the type of vehicles used for transporting feedstock and finished compost to and from the facility.

2. Initial Site Investigation (ISI) Request Submittal.

a. Assume 1 review iteration and 1 week for review.

b. Prepare ISI request that includes information required by NR 502.04(2).

c. Submit final ISI request to WDNR’s field office, WDNR’s solid waste management section in Madison, and Dane County personnel.

d. Per NR 502.04(2)(d), WDNR will conduct an inspection within 22 business days of the ISI request. Within 22 business days after inspection, WDNR will give a preliminary opinion and identify any additional studies or information required to show compliance with applicable standards. Proposer will be required to attend the inspection and prepare any follow-up information required by WDNR.

3. Construction Plan Set and Specifications (Final Design) Submittal.

a. Assume two iterations and one week of review between each submittal to Dane County.

b. Construction Plan set and specifications shall be in a sufficient detail and format to put out for competitive bid from construction contractors. Details of plan shall include:

i. Existing condition plan sheet;

ii. Site plan that includes location and size of windrows, buildings, or other composting process, and on site traffic and process flow;

iii. Site utilities, existing and proposed;

iv. Grading plan;

v. Detail and material specifications for pad design;

vi. Storm water management and erosion control plan;

vii. Details and material specifications for storm water control devices and erosion control features;

viii. Location, details and material specifications for buildings, restrooms, access roads, structures, wash bays and other site infrastructure;

ix. Final design set shall be incorporated into the Plan of Operations submittal and used for construction activities;

https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.04(2)

x. Construction site storm water permit as required in NR 216. Under ch. NR 216, new or expanding facilities with one acre or more of land disturbance are required to obtain a construction site storm water permit; and

xi. Construction schedule.

4. Plan of Operations Report Submittal (if required).

a. Assume two iterations and two weeks of review between each submittal to Dane

County.

b. Proposer, following Dane County approval, to submit final POO report and Plan Set to

WDNR's field office and Dane County personnel. Proposer to respond to any WDNR requests for additional information or incompleteness determination.

c. Plan of operation, for WDNR approval of the facility, shall include information as required in NR 502.12(13), that includes, but is not limited to:

i. A brief description of the project, including the area served, an estimate of the annual tonnage and volume of material to be processed and identification of the materials to be used in the compost process.

ii. A description of the procedures for processing the material prior to incorporation into the windrow, or other composting process, such as de-bagging or size reduction.

iii. A table that lists: laboratory or literature data documenting the carbon, nitrogen, and moisture content and pH for each material being processed

iv. Proposed raw material mix for composting, with calculations or laboratory data documenting the carbon, nitrogen, and moisture content and pH of the mix. Please note, online literature may be used to determine this, such as https://puyallup.wsu.edu/soils/compost-mix-calculator/

v. A specification of the maximum size, including volume, height and width, for staging piles, composting windrows or other composting processes, curing piles, and finished compost storage.

vi. Proposer to prepare an estimate of closure cost if the materials on site at any one time will exceed 40,000 cubic yards of yard residuals and clean chipped wood, 10,000 cubic yards of source-separated compostable materials other than yard residuals and clean chipped wood, or 5,000 cubic yards of food residuals.

vii. A specification of the methods of measuring critical parameters within the windrow and other composting processes.

https://docs.legis.wisconsin.gov/document/administrativecode/ch.%20NR%20216 https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(13) https://puyallup.wsu.edu/soils/compost-mix-calculator/

viii. A description of the type of vehicles used for transporting feedstock and finished compost to and from the facility.

ix. Description of the type of equipment for turning or mixing and screening.

x. A discussion of potential markets for the compost and material specifications necessary to be met for these markets, such as nutrient content, pH, particle size, appearance, moisture holding capacity or other pertinent specification.

xi. Identification of any non-compostable waste, such as bags, which will be generated from the composting operation, and the name and location of solid waste disposal facilities at which any waste generated from the composting operation will be disposed of.

xii. Specification of the design, construction and documentation plans to be used for the low permeability pad (as applicable), including materials, thicknesses and testing.

xiii. A description of the planned sampling frequency and testing parameters for the finished compost.

xiv. A storm water pollution prevention plan that meets the requirements of s. NR

216.27.

xv. Odor control plan.

xvi. Maps and figures required to illustrate facility location, required setbacks, property boundaries, routes to transport feedstock and finished compost to and from the facility and present land use within 1/4 mile of the facility.

xvii. Identification of local zoning and permit requirements that apply to the proposed facility.

xviii. Compliance schedule, or written plan and tables and template documents necessary to outline monitoring, testing and sampling plan to meet any applicable compliance requirements.

xix. Proposed procedures for amending the plan in the event changes to the approved plan are needed.

xx. Proposer to submit final POO to WDNR’s field office, WDNR’s solid waste management section in Madison, and Dane County personnel.

xxi. Construction oversight and documentation report, if required, will be under a separate scope of work.

5. Storm Water Permit Form https://docs.legis.wisconsin.gov/document/administrativecode/NR%20216.27 https://docs.legis.wisconsin.gov/document/administrativecode/NR%20216.27

a. Assume one review iteration and one week for review.

b. Submit storm water permit form for facility as required by local ordinance and NR 216, which includes, but is not limited to:

i. Summary table of existing and proposed land cover types with respective area;

ii. Summary tables of peak rate, infiltration and sediment control modeling;

iii. Site watershed map with Tc flow paths; and

iv. Soils information.

A. Required Meetings and Communications

1. Kick-off Meeting: This meeting will be used to discuss roles and responsibilities, expectations, and overall timeline for completing the design and permitting of the organics recycling facility.

2. Bi- weekly Check-in Meetings: These meetings will be held to ensure the continued development of the design and permitting of the organics recycling facility and ensure the organics facility will be ready to manage materials by April 1st, 2026.

3. Prepare monthly status reports in email form, including budget status (by major task), work completed in past month, work planned for next month, and problems or issues to be resolved.

4. Initial Site Inspection with WDNR.

5. Assume three WDNR meetings and two Public meetings during permitting process.

A. Document Review and Submittal

1. Draft documents submitted as part of this scope of work should be provided to Dane County in original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.).

2. Final documents shall be in PDF format and delivered to Dane County and oversight agency via e-mail or ShareFile. In addition to the PDF file(s), electronic versions shall include the original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.).

4.8. (C2) Category 2: Operations of Organics Recycling Facility

A. Operations Services

1. Assume operations begin by April 1, 2026. The County also welcomes Proposals to begin operations sooner.

https://lwrd.countyofdane.com/documents/pdfs/Stormwater-Management/Stormwater-Management-Permit-Application.pdf https://docs.legis.wisconsin.gov/code/admin_code/nr/200/216

2. Proposer may create a plan proposing a public-private partnership for the operation of the

Organics Recycling Facility that complies with NR 502.12(10) and NR 502.12(12).

3. Proposer may also propose a partnership in which they process the required feedstock

(listed in RFP Section 4.3: Anticipated Feedstock for Management) in a facility, or facilities, they currently own and operate. Please refer to Attachment B. Approach Outline Table for information to include in this approach and provide in this RFP Response Document.

4. If Proposer is interested in pursuing a partnership with the County, the Proposer must outline what roles and responsibilities they would take, length of partnership contract preferred, and what roles and responsibilities they would expect the County to take. Please refer to Attachment C. Roles & Responsibilities Outline Table for list of roles to include in the consideration and provide in this RFP Response Document.

A. Meetings and Communications During Partnership

1. Prepare monthly status reports of operations which includes volumes of feedstock processed, financial standing, and any problems or issues to be resolved.

2. Attend monthly check-in meetings.

4.9. (C3) Category 3: Alternative Approach to Organics Management

A. Design Services. The Proposer may submit proposals on an alternative, creative approach to managing food waste and other organic materials in the County, such as through digestion or other food waste to energy projects. The focus of these proposals shall be the operations and methods utilized for these alternative approaches.

1. Design an organics management system to meet the following criteria:

a. Proposed design must be able to process feedstock volumes tabulated in RFP Section

4.3: Anticipated Feedstock for Management. Facility may have multiple areas within the facility utilizing different processing methods to be able to handle and process the different incoming feedstock.

i. Optional feedstock: the facility may be designed to accept the following materials:

I. Compostable products. Assume 96 tons per year. Products include, but are not limited to:

I. Paper bags, napkins, coffee filters;

II. Corrugated cardboard, such as greasy pizza boxes;

III. Plates, bowls, cutlery, cups, containers;

IV. Fiber pans and lids; and https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(10) https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(12)

V. Bags (synthetic and starch-based plastics).

II. Herbivore manure. Assume 100 tons per year.

b. Meet locational criteria as defined in NR 502.12 (08)

c. Meet the design and operational standards, as applicable in NR 502.12(10) and NR

502.12(11).

d. Meet any additional permitting requirements if the designed facility is classified as non-exempt.

e. Effectively use buffers and minimize aesthetic, visual, noise, odor and lighting impacts on surrounding land users.

f. Meet Class A requirements as defined by the Wisconsin Department of Natural

Resources (NR 502.12 (16)) for any end product produced at Organics Recycling Facility.

A. Permitting Services. Identify and perform any required permitting services required by

Wisconsin Department of Natural Resources or other regulatory agency for proposed approach.

1. Proposer will be solely responsible for obtaining all necessary permits and licenses including but not limited to:

a. Permitting required in NR 500.

b. Construction site storm water permit submittal as required in NR 216.

c. Air permitting.

d. Storm water permitting.

A. Deliverables.

1. Conceptual Design Submittal.

a. Assume two iterations and one week for each review iteration.

b. Site plan that includes description and drawing of the proposed facility, including location and size of windrows, or other composting process, pad material and size, runoff and storm water collection strategies, odor mitigation strategies, on site traffic and process flow, the property boundaries, routes to transport feedstock and finished compost to and from the facility and present land use within 1/4 mile of the facility.

c. Estimate of probable cost for the proposed design, equipment procurement, and annual operating costs.

https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(8) https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(10) https://docs.legis.wisconsin.gov/code/admin_code/nr/500/502/12 https://docs.legis.wisconsin.gov/code/admin_code/nr/500/502/12 https://docs.legis.wisconsin.gov/document/administrativecode/NR%20502.12(16) https://docs.legis.wisconsin.gov/document/administrativecode/ch.%20NR%20216

d. Identification of local zoning and permit requirements that apply to the proposed facility. County will perform any rezoning efforts needed for County owned lands being considered for an organics management facility.

e. Description of the procedures, equipment and technologies for processing the material.

f. Description of the type of vehicles used for transporting feedstock and finished product to and from the facility.

2. Construction Plan Set and Specifications (Final Design) Submittal

a. Assume two iterations and one week of review between each submittal to Dane County.

b. Construction Plan set and specifications shall be in a sufficient detail and format to put out for competitive bid from construction contractors. Details of plan shall include:

i. Existing condition plan sheet;

ii. Site plan that includes processing areas and other required infrastructure;

iii. Site utilities, existing and proposed;

iv. Grading plan;

v. Storm water management and erosion control plan;

vi. Details and material specifications for storm water control devices and erosion control features;

vii. Location, details and material specifications for buildings, restrooms, access roads, structures, wash bays and other site infrastructure; and

viii. Any other details required for construction and permitting.

3. Compliance Schedule Submittal.

a. Assume one review iteration and one week for each review iteration.

b. Prepare written plan and tables and template documents necessary to outline monitoring, testing and sampling plan to meet any applicable compliance requirements.

c. Template documents in either Excel or fillable PDF format shall also be provided to Dane

County to comply with the aforementioned requirements.

d. For internal use unless required by any permitting documents.

4. Permitting Document Preparation & Submittal.

a. Assume two review iteration and two weeks for review for each permitting document necessary for project approach.

A. Required Meetings and Communications.

1. Kick-off Meeting: This meeting will be used to discuss roles and responsibilities, expectations, and overall timeline for completing the design and permitting of the organics recycling facility.

2. Bi- weekly Check-in Meetings: These meetings will be held to ensure the continued development of the design and permitting of the organics recycling facility and ensure the organics facility will be ready to manage materials by April 1st, 2026.

3. Prepare monthly status reports in email form, including budget status (by major task), work completed in past month, work planned for next month, and problems or issues to be resolved.

A. Document Review and Submittal.

1. Draft documents submitted as part of this scope of work should be provided to Dane County in original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.).

2. Final documents shall be in PDF format and delivered to Dane County and oversight agency via e-mail or ShareFile. In addition to the PDF file(s), electronic versions shall include the original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.).

4.10. Additional Work

Additional scope identified after award may be added to the contract with lump sum not to exceed pricing or as work on a time and materials basis. Any additional scope of work must be approved by

County in writing prior to beginning additional work.

5. RFP Response Requirements & Evaluation Criteria

RFP Response Document Requirements

Uploaded proposal documents must include the following information for the each category of work that Proposer is submitting a proposal for:

(C1) Category 1: Design & Permitting of an Organics Recycling Facility

1. Clearly states and limitations to the requested scope of work or the Standard Terms and

Conditions.

2. Proposal must demonstrate the Proposer’s knowledge and understanding of:

a. Different processing methods of food waste and other organic materials;

b. Critical design factors for constructing an Organics Recycling Facility;

c. Operation of an Organics Recycling Facility; and

d. State and federal statutes, regulations, and codes related to such a facility.

3. Listing of up to three design or permitting projects completed by the Proposer that are similar to the one being proposed. Listing shall include for each design project:

a. Brief description of the project including services provided;

b. Detail the proposing company’s role(s) in the project;

c. Project references (name of the organization, contact person or responsible official, address, telephone and fax numbers, email address);

d. If the designed facility was then operated by the Proposer;

e. Start and end date of services;

f. Specific detail of original project budget and time of completion and final (actual) project budget and time of completion; and

g. Size, throughput, and material processed as part of the project.

4. List of project team members, including subcontractors, and their resumes or qualifications.

5. Detailed schedule for design and permitting of Dane County facility.

6. Description of the approach to the design of Dane County organics recycling facility. If one or more sites is being proposed, please include approach description in table format, as illustrated in Attachment B. Proposal should address:

a. Technologies and methods proposed for the known organics stream;

b. Design element for odor prevention and mitigation;

c. Roles and responsibilities for equipment procurement;

d. Approach to address hard to manage materials and contamination;

e. Estimated capital costs;

f. Estimated annual operating costs for proposed technology; and

g. Modified approach if awarded Federal grant funding.

(C2) Category 2: Operations of Organics Recycling Facility

1. Clearly states and limitations to the requested scope of work or the Standard Terms and

Conditions.

2. Description of the Proposer’s qualifications and related experience operating an Organics

Recycling Facility.

3. List of project team members, including subcontractors if applicable, and their resumes or qualifications.

4. Description of any organics recycling facility the Proposer is currently operating or previously operated, including but not limited to:

a. Method(s) of composting utilized at the Proposer’s Organics Recycling Facility;

b. Equipment used to achieve the composting method(s);

c. Throughput rates and materials managed at the facility (annual volumes); and

d. Facility violations, if applicable.

5. Description of the approach to be taken for the operation of the proposed Organics

Recycling Facility. Please include a roles and responsibilities approach outline in table format, as illustrated in Attachment C. Proposal should specify:

a. Role Proposer seeks to take in the partnership for the operation of Dane County’s

Organics Recycling Facility;

b. Role Proposer envisions County will take in the partnership for the operation of Dane

County’s Organics Recycling Facility;

c. Approach to securing food waste, yard waste, and other organic material, and scaling the system accordingly to accept additional quantities;

d. Approach to minimizing odors;

e. Suggested or required tipping fees for materials processed; and

f. Modified approach if Dane County is awarded Federal grant funding.

6. List any other public-private partnerships the Proposer has been a part of, including the

Proposer’s role in the partnership and length of the partnership.

7. Proposer’s preferred term (i.e. 5-year, 10-year) of the Partnership Agreement for facility operation, associated tipping fees, and capital costs.

(C3) Category 3: Alternative Approach to Organics Management

1. Clearly states and limitations to the requested scope of work or the Standard Terms and

Conditions.

2. Proposal must demonstrate the Proposer’s knowledge and understanding of:

a. Different processing methods of food waste and other organic materials.

b. Critical design factors for managing food waste, yard waste, other organic materials, and contaminants.

c. Operation of proposed organics management system.

d. State and federal statutes, regulations, and codes related to such a facility.

3. Listing of up to three design projects completed by the Proposer that are similar to the one being proposed. Listing shall include for each design project:

a. Brief description of the project including services provided;

b. Detail the proposing company’s role(s) in the project;

c. Project references (name of the organization, contact person or responsible official, address, telephone and fax numbers, email address);

d. If the designed facility was then operated by the Proposer;

e. Start and end date of services;

f. Specific detail of original project budget and time of completion and final (actual) project budget and time of completion;

g. Estimated annual operating costs for proposed technology including fuel, electric, use, labor and other expenses; and

h. Modified approach for award of Federal grant funding.

4. List of organics recycling facilities permitted by Proposer, if applicable

5. Description of the approach to the design of the County's project.

a. If one or more sites is being proposed to manage organic materials, please include approach description in table format, similar to table illustrated in Attachment B;

b. Design elements for odor prevention and mitigation;

c. Roles and responsibilities for equipment procurement;

d. Approach to address hard to manage materials and contamination; and

e. Identify any required permitting services required by Wisconsin Department of Natural

Resources or other regulatory agency for proposed approach.

6. List estimated capital costs, operation costs, and tipping fees.

Evaluation and Selection

Dane County will ultimately select the approach it takes to manage food waste and other organics materials based on the total cost of ownership and Proposer’s overall alignment with the County’s goals outlined in Section 4.2 and Section 4.3. Furthermore, each Proposal will be evaluated based on the criteria listed in the following table. Proposers may be selected to participate in an interview as part of the selection process.

The County may choose to select a Proposer for one or more categories submitted in their proposal. A proposal selected for award in one category by the County does not mean the Proposer will be selected to perform work in all of the categories in their proposal. The County may also award contracts to more than one Proposer.

Consideration may be given to joint ventures consisting of two or more firms organized for the purpose of furnishing professional services as a single entity, providing the assignment of and provisions for continuity of the various responsibilities within the joint venture are approved by the County, and further providing that either of the individual firms constituting the joint venture meets the eligibility requirement listed above.

Dane County reserves the right to negotiate an Agreement after selecting the successful firm(s).

Submission of a proposal shall constitute a valid offer for a period of (120) days following the due date.

This period can be extended upon mutual agreement of County and proposer.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm & Staffing Qualifications, Capabilities, Availability and Experience

A. Clearly lists any limitations to the requested scope of work and the

Standard Terms and Conditions.

B. Proposer’s demonstrates adept experience in design, permitting and/or operations of at least one organics management project similar in size and scope to this project.

C. Proposer’s illustrates relevant qualifications, related experience, organization, and resources for completing work.

D. Project team is well-rounded and qualified to perform scope of work described in Proposal.

E. Proposer demonstrates experience in centering diversity, equity and inclusion in project planning, design or operation.

0-100 Points 30 (28.6% of Total)

2. Project Approach

A. Demonstrates alignment with priorities and project goals specified in background Section 4.2 and

Section 4.3.

B. Description of the approach is well thought out and capable of processing the feedstock volumes anticipated at project start-up.

C. Description also presents a compelling path for scaling up food waste processing tonnages. Impact

Federal funding would have on facility output and operational costs is clearly quantified, and capacity to effectively process a high volume of food waste is demonstrated.

D. Project approach is able to manage a diverse range of organic feedstock in proposed system.

E. Project approach is resourcefully leveraging Proposer and County resources effectively.

0-100 Points 35 (33.3% of Total)

3. Schedule

A. Proposed schedule with all project tasks for the project, including the conceptual design, final design, permitting, equipment procurement, equipment installation, and start-up phase, is realistic and clearly meets project deadlines.

B. Proposal approach has organics management system in operation on or before April 1st, 2026.

0-100 Points 5 (4.8% of Total)

4. Cost

A. Construction, design and equipment procurement are within the Project

Budget.

B. Demonstrates ability to meet budget through past project performance history or well-thought out budget tracking system.

C. Total cost of ownership to County, including operating costs, is clearly stated. Total cost of ownership is herein defined as the cost to buy organics processing facility and equipment, plus the cost to operate it over its useful life.

0-100 Points 30 (28.6% of Total)

5. Local Vendor Preference

Answers question 7.3.1. in Vendor Information to indicate local vendor status.