Proposal_Requirements_.pdf

Proposal Requirements

Instructions: The Response must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.”

1. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead.

The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

2. Qualifications and Experience of Firm and Staff A. Describe how the organization has successfully delivered yard waste transportation, hauling, recycling, and/or disposal services for municipalities or other large governmental entities.

B. Specify how long the organization has been in the business of yard waste and organics recycling.

C. Describe the firm’s ability to provide backup equipment and personnel during equipment failures, emergencies, hurricanes, or other high-volume events.

D. Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles.

i. Provide an organization chart showing (a) reporting relationships and responsibilities of the offeror and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

ii. Provide resumes for all project managers and supervisors to be assigned to this contract. Limit resumes to two pages per individual and include:

(1) Professional qualifications

(2) Professional registration (as applicable)

(3) Length of time the project manager or supervisor has been in the business of yard waste and organics recycling.

(4) Other applicable experience as it relates to the project.

3. Project Approach/Proposal

The offeror should identify the process utilized on other significant projects as well as the process envisioned for the services identified in this solicitation. The proposer should also include within the project approach the process envisioned to interface with the City through the Project Manager.

A. Describe the project plan and process for performing the scope of services. The project plan should include key activities, deadlines, and deliverables required to complete the scope of services, organized in a logical, easy-to-follow manner.

a. Describe the procedures used to inspect incoming material for contamination prior to recycling or disposal.

b. Describe the firm’s plan for maintaining uninterrupted service, including contingency plans for equipment failure, facility shutdowns, severe weather events, or emergency response operations.

c. Describe the firm’s process for coordinating trailer scheduling, pickups, and communication with the City’s Project Manager.

d. Describe the firm’s approach to providing emergency response services, including after-hours, weekend, and holiday operations.

e. Describe the firm’s safety program and procedures for ensuring compliance with OSHA and all applicable safety regulations.

f. Describe the firm’s proposed reporting process for providing scale tickets, billing documentation, and service issue resolution.

4. Cost Analysis Each offeror shall submit a completed copy of the cost analysis with information regarding the fee for the particular project.

A. Pricing for standard hauling and transportation services from brush sites one and two as specified in the Scope of Work.

B. Pricing for contingency hauling and transportation of unprocessed yard waste to City

Processing Site from brush sites three, four, and six as specified in the Scope of Work.

C. Any additional fees, surcharges, fuel adjustments, toll costs, or emergency response pricing that may apply during the Agreement term.

5. Business Enterprise Outreach and Utilization Proposers must indicate if the company is a Small Business Enterprise (SBE), Minority Business Enterprise (MBE), Woman Owned Business Enterprise (WBE), combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

A. Detailed description of your organization’s efforts to identify and contact City of St.

Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

1. Attending relevant opportunities offered by the City’s Office of Supplier

Development including outreach events and matchmaking sessions.

2. Documentation of planned or prior outreach efforts

B. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

C. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

1. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages. ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

D. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last five

(5) years.

E. Provide a detailed Subcontractor Utilization Form