Recycling_Transport_and_Processing_Services.pdf

REQUEST FOR PROPOSAL

CITY OF KINGMAN

Solid Waste

2024-RFP-063

RECYCLING TRANSPORT AND PROCESSING SERVICES

ISSUE DATE: January 6, 2025

PROPOSAL DUE DATE: January 29, 2025, 3:00 pm (Arizona Time)

CONTACT PERSON:

Rob Owen, Public Works Director

(928) 692-3101 rowen@cityofkingman.gov

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofkingman

PLEASE NOTE: Bidder is responsible for obtaining any addenda and acknowledging it through the procurement portal.

https://secure.procurenow.com/portal/%7bproject.government.code%7d

CITY OF KINGMAN

I. INTRODUCTION

II. SCOPE OF WORK

III. PROPOSAL INSTRUCTIONS AND REQUIREMENTS

IV. INSURANCE REQUIREMENTS

V. PRICING PROPOSAL

VI. PROPOSAL EVALUATION PROCESS AND CONTRACT AWARD

VII. EVALUATION CRITERIA

VIII. PREFERENCE IN PURCHASING

IX. VENDOR QUESTIONNAIRE

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1. INTRODUCTION

1.1. General Information

The City of Kingman, Arizona (City) is seeking proposals from interested bidders to provide services for the collection and processing of recyclable materials that will be collected from residents by the City of

Kingman staff at the Kingman Public Works Facility located at 3700 E. Andy Devine Ave in Kingman, Arizona. The City previously offered a public recycling drop-site location at the Public Works Facility and the service was discontinued in 2020. Operations of the previous drop-site collected approximately 4-5 tons of various recyclable materials per month.

The City of Kingman intends to provide all residents with the opportunity to participate in this voluntary recycling program that results in materials being properly recycled. This would include having residents prepare and sort recyclables before they are dropped off at the City of Kingman drop-site location. This will ensure the least amount of contamination possible in the collected materials to maximize the ability of the materials to be recycled. The City will work with the successful bidder(s) to develop outreach and education materials for a public education and outreach campaign to inform the public of what can and cannot be recycled.

Recyclable materials intended to be collected at the drop-site location include: mixed glass, cardboard, aluminum cans, tin cans, and No. 1 and No. 2 plastics. Bidders are to provide information on the types of materials they are interested in collecting and processing. Multiple bidders may be selected for contract award and specific materials may be awarded to one or more bidders (i.e., bidder is not required to collect all types of materials and may bid on one or more types). Bid responses shall include the type of materials desired and the unit cost for the materials. Bids are being requested for both the collection of these materials from the Kingman Public Works drop-site location, and for the delivery of these materials to the

Contractor's location for processing by the Contractor.

The Contractor(s) may load, haul, and recycle the materials collected at the drop-site. Contractor(s) may, at their sole discretion and cost, process materials prior to loading. Contractor(s) shall have access to the recycling collection area during the hours of access and operation of the Kingman drop-site location.

There has been an expressed interest in the City of Kingman offering a recycling program to the community.

The City's goal is to present this drop-off option for recycling to the City Council in March of 2025. If the

City Council chooses to move forward with this recycling option, the City will notify successful bidders of the intent to award a contract on June 16, 2025. The City will then work with the bidder(s) to negotiate a contract between June 16, 2025 and July 1, 2025 with a final, executable contract deadline of July 2, 2025.

The contract(s) will then be presented at the City Council meeting on July 15, 2025 for possible award.

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1.2. Submittal Location and Details

Proposals must be submitted electronically through the City's procurement portal at https://procurement.opengov.com/portal/cityofkingman by no later than 3:00 pm, Arizona time, on

Wednesday, January 29, 2025. Any proposal received after the submission deadline will not be accepted.

The City anticipates selecting and notifying the selected Proposer by June 16, 2025 and requesting the award of the contract at the City Council Meeting on July 15, 2025 . There is not an expressed or implied obligation for the City of Kingman to reimburse responding Proposers for any expenses incurred in preparing proposals in response to this request.

Mailed, faxed, hand-delivered, and e-mailed responses will not be accepted. Mailed responses will be disposed of, unopened, and will not be returned to the Proposer.

During the evaluation process, the City of Kingman reserves the right, where it may serve in the City’s best interest, to request additional information or clarification from Proposers. At the discretion of the City of

Kingman, a selection of firms submitting proposals may be requested to attend interviews as part of the evaluation process.

The City of Kingman reserves the right to retain all proposals submitted and to use any ideas in a proposal, regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained herein.

The objective of requesting proposals is for the City to contract with the firm offering the highest quality of service at the best value possible.

1.3. RFP Schedule

The City anticipates the following general timeline of key events during the proposal evaluations and contract award period:

Issue RFP: January 6, 2025

Questions from Proposers Due: January 21, 2025, 3:00pm

Last Day for an Addenda: January 22, 2025

Proposal Due Date: January 29, 2025, 3:00pm

Evaluate Proposals: February 10, 2025

Notice of Intent to Award: June 16, 2025

Contract negotiations: 6/16/2025-7/1/2025

Council Contract Award: July 15, 2025 https://procurement.opengov.com/portal/cityofkingman

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1.4. Terms of Engagement

The term of this contract will be two (2) years from the contract execution date, with three (3) optional annual renewals thereafter. The maximum overall contract term, including any optional renewals, cannot exceed five (5) years.

1.5. Multiple Contracts

The City intends to award more than one contract for services on an "as-needed" , "if-needed" basis. Award may be provided based on the materials the Contractor is able to provide services for and includes in their bid response. The Contractor is not required to bid on all types of materials.

1.6. Questions

Questions regarding this solicitation must be submitted online through the OpenGov portal. Questions must be received by no later than the date and time specified in the timeline included in this RFP (Questions Due

From Proposers).

2. SCOPE OF WORK

2.1. Collection, Transport, and Processing of Recyclable Materials

The City of Kingman will provide for the full operations of a public drop-site location for the processing of Mixed Glass, Cardboard, Aluminum Cans, Tin Cans, and No. 1 and No. 2

Plastics. The City will work with the public to sort the materials and place them in roll-on/off recycling containers located at the City of Kingman, Public Works Facility, 3700 E. Andy Devine

Ave, Kingman, Arizona. The Contractor will provide for the pick up and transport of the recyclables from the drop-site to their processing facility. The Contractor(s) may load, haul, and recycle the materials collected at the drop-site. Contractor(s) may, at their sole discretion and cost, process materials prior to loading. Contractor(s) shall have access to the recycling collection drop-site area during the hours of access and operation (as determined by the City).

The City is also considering the option of delivering the materials to the Contractor's location and is seeking pricing differences for this option.

The City is seeking the option to provide baled and unbaled materials, depending on the most cost-effective option. If the Contractor will only provide services for one or the other options, please indicate this in the pricing proposal by responding with "No Bid" in the table that includes the services the Contractor will not supply.

2.2. Specific Requirements

Option 1: Contractor Picks Up Materials (Baled or Unbaled) from the City Drop-Site

Location

A. Collection Schedule (Drop-Off)

• The City will supply roll-on/off recycling containers with a minimum capacity of 30 cubic yards at the City of Kingman Public Works Facility to facilitate the drop-off of materials

Request for Proposal #2024-RFP-063, Recycling Transport and Processing Services 6 by the residents. The containers will be moved only by City of Kingman staff. Collection frequency at the drop-site shall be determined by the City to ensure material does not exceed the capacity of the containers. Should the Contractor identify any issues with the container that may delay collection and disposal, they shall notify the City immediately.

• The City will provide maintenance for the roll-on/off recycling containers owned by the City of Kingman.

• The Contractor shall be responsible for any damage to the containers that occurs during the Contractors processing.

B. Contaminated Materials

Should a contaminated load be taken to the processing facility and is rejected by the facility, the

Contractor shall be responsible for managing the rejected load and for payment of any tipping/processing fees.

C. Transport

The Contractor shall be responsible for the transport of the materials from the drop-off site to the Contractor's location.

D. Processing

The Contractor shall be responsible for how the collected materials are processed.

E. Meetings

Contractor representatives shall meet as-needed with the City, at the request of either the City or the Contractor, to discuss issues related to the contracted services. These meetings may occur in person or virtually.

F. Educational/Promotional Materials

The City will work with the Contractor to create educational and promotional materials.

G. Site Inspection

The City shall have the right to inspect facilities (including transfer stations and MRFs), recyclables, equipment, complaint logs or procedures during normal business hours.

H. Property Damage

Any property damage resulting from the Contractor’s operation shall be corrected by the Contractor within five (5) business days. The Contractor shall submit in writing what has been

Request for Proposal #2024-RFP-063, Recycling Transport and Processing Services 7 done to correct the damage. The City reserves the right to inspect the property and to provide final approval that damages were corrected satisfactorily.

I. Litter

The Contractor shall be responsible to ensure the cleanliness of the drop-site area during collection.

The Contractor shall employ the necessary equipment that will eliminate spillage and scattering of material during the servicing of the containers. If spillage and/or scattering occur, the Contractor shall be responsible for cleaning and removing any debris resulting from their operation.

J. Collection Vehicles

The Contractor shall provide the required number of vehicles for ongoing, as-needed collection services. Vehicles used for the collection of the material shall be designed to prevent material and/or material residue leakage. Each vehicle shall have clearly visible on each side the name of the Contractor and a telephone number for complaints.

Option 2: The City of Kingman Delivers the Materials (Baled or Unbaled) to the

Contractor's Site

A. Drop-Off Schedule

• The City will supply roll-on/off recycling containers with a minimum capacity of 30 cubic yards at the City of Kingman Public Works Facility to facilitate the drop-off of materials by the residents. The containers will be moved only by City of Kingman staff. The City will deliver the materials to the Contractor's site for processing on an as-needed, ongoing basis.

• The City will provide maintenance for the roll-on/off recycling containers owned by the City of Kingman and stored at the drop-site location.

B. Contaminated Materials

Should a contaminated load be taken to the processing facility and is later rejected by the facility, the Contractor shall be responsible for managing the rejected load and for payment of any tipping/processing fees.

C. Transport

The City shall be responsible for the transport of the materials from the drop-off site to the Contractor's location.

D. Processing

The Contractor shall be responsible for how the collected materials are processed.

E. Meetings

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Contractor representatives shall meet as-needed with the City, at the request of either the City or the Contractor, to discuss issues related to the contracted services. These meetings may occur in person or virtually.

F. Educational/Promotional Materials

The City will work with the Contractor to create educational and promotional materials.

G. Site Inspection

The City shall have the right to inspect facilities (including transfer stations and MRFs), recyclables, equipment, complaint logs or procedures during normal business hours.

H. Property Damage

Any property damage resulting from the Contractor’s operation shall be corrected by the Contractor within five (5) business days. The Contractor shall submit in writing what has been done to correct the damage. The City reserves the right to inspect the property and to provide final approval that damages were corrected satisfactorily.

3. PROPOSAL INSTRUCTIONS AND REQUIREMENTS

3.1. Proposal Format

The City will follow the evaluation process and selection criteria described in this RFP. In order to provide each Proposer with an equal opportunity for consideration, adherence to a standardized proposal format is required. The format of each proposal must contain the following elements organized into separate chapters and sections, in an order determined by the Proposer:

A. Cover letter (one page in length);

B. Sample contract with terms and conditions;

C. Detailed proposal response (maximum fifteen (15) pages in length): information included in the submittal should include material destination(s), facility operations and capacity, and transportation resources available to ensure timely collection of materials;

D. Description of the experience and knowledge base of the proposer;

E. Pricing Proposal;

F. Proposer Signature Page;

G. Proposer Guarantees and Warranties;

H. References (a minimum of three (3) must be provided): references from other communities served by the Contractor are requested;

I. New Vendor Application;

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J. IRS W-9 Form; and

K. Optional - Vendor EFT Form

All requested items must be included with the proposal or it will be considered non-responsive and will be rejected. The City is not responsible for failure to locate, consider and evaluate qualification factors presented outside of this format.

Each Proposer must demonstrate a clear understanding of the work to be performed and must provide detailed specific qualifications and prior working experience.

Unsigned proposals will be considered non-responsive and will be rejected. Proposals must be signed by a duly authorized representative of the Proposer. If a Proposal is signed by an agent of the Proposer, a Power of Attorney showing the authority of the agent to sign must be submitted with the proposal or the proposal will be rejected.

The City will not be liable for any cost incurred by Proposers in preparing and submitting proposals.

Proposers may not collect proposal preparation charges from the City as a result of cancellation of this RFP.

In the case of error in the extension of prices in the proposal, the unit price will govern. No proposal shall be altered, amended or withdrawn after the specified RFP closing date and time.

It is the responsibility of the Proposer to examine the entire request for proposal package and seek clarification for any item, service or requirement that may not be clear.

It is the responsibility of the Proposer to check the proposal for accuracy before submitting a proposal.

3.2. No Contact, No Influence During RFP Process

The City is conducting a competitive RFP process for the contract, free from improper influence or lobbying. There shall be no contact concerning this RFP from Offerors submitting a Proposal with any member of the City Council, RFP Selection Committee Members, or anyone connected with the process for or on behalf of the City. Contact includes direct or indirect contact by the Offeror, its employees, attorneys, lobbyists, surrogates, etc. in an attempt to influence the RFP process. Questions must be submitted through the OpenGov Portal and responses will be posted in the portal for public inspection.

3.3. Minimum Qualifications

Each Bidder must have a minimum of ten (10) years of relevant and documented experience. Each Bidder must also have any and all relevant licensing, permitting, and insurance for the work to be performed.

3.4. Periods of Time

Periods of time, stated as a number of days, shall be calendar days unless otherwise specified.

3.5. Proposal Withdrawal

Any proposal may be withdrawn at any time prior to the specified date and time for RFP closing. The City will not accept late proposals, late requests for modifications, or late withdrawals. All proposals shall be irrevocable for one hundred twenty (120) calendar days from the day of RFP closing.

Delays in submitting your proposal will not be considered excusable to the time requirements contained within this RFP.

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3.6. Subcontractors

Proposer must include in their submittal a list of any subcontractors that will be utilized in the performance of the work awarded under this procurement. Proposer must describe the subcontractors qualifications in detail in their response.

3.7. Addenda

All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

It is the responsibility of the Proposer to ensure that they have received all Addendums. Solicitation

Addenda will be posted to the RFP on the City's OpenGov procurement portal where the RFP is posted.

Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

3.8. Copies

Proposer may obtain copies of current or past procurement documents through the OpenGov procurement portal. If a document is not available through the procurement portal, Proposers may request copies through the City Clerk's office. The charge per copy is payable in advance. Please contact the City Clerk’s Office for a current per copy cost.

3.9. Late Delivery of Proposal

Late proposals will not be considered under any circumstances. Delays in submitting your proposal will not be considered excusable to the time requirements contained within this request for proposal.

3.10. Extension of Time

Prior to proposal opening, the City shall have the authority to extend the deadline for the submittal of proposals when unforeseen circumstances arise.

3.11. Collusion

Upon evidence that collusion exists among Proposers, none of the proposals of participants in such collusion will be considered. All involved proposals shall be rejected. Proposals in which prices are unbalanced may be rejected.

3.12. Conflicts of Interest

A. Notify. Prior to taking an action in connection with a City contract, every employee shall, in writing, notify the employee's supervisor, the City Attorney, and Purchasing Officer of any actual or potential conflict of interest of such employee. City employees shall comply with A.R.S. Title 38 regarding conflicts of interest in the purchasing of and contracting for goods, services, and construction for the City.

B. Review potential conflict of interest. Upon receiving notice of an actual or potential conflict of the interest, the City Attorney or designated representative shall review the purchasing procedures for compliance with applicable laws and regulations.

C. Determination of conflict of interest. If the City Attorney determines that an employee has an actual or potential conflict of interest in connection with a purchase, no contract shall be awarded without City

Council review and approval.

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3.13. Rejection of Proposals

The City reserves the right to waive technical defects, discrepancies and minor irregularities in a proposal.

The City reserves the right to re-seal any proposal that was opened prematurely; the City has determined this event as a minor irregularity. The Deputy City Manager/Finance Director shall be notified and shall log the event and place it in the procurement file.

The City reserves the right to award any alternatives set forth in the RFP documents at its sole discretion.

Proposals may be rejected if there are any alterations to the required forms, additions not called for, conditional proposals, incomplete proposals, or irregularities of any kind. The City reserves the right to reject any proposal not in compliance with the RFP documents, or prescribed public proposal procedures and requirements. Written notice of rejection of all proposals shall be sent to all Proposers. ALL

UNSIGNED PROPOSALS SHALL BE REJECTED.

3.14. Rejection of All Proposals and Cancellation of Award

The City reserves the right to reject all proposals or to cancel award of the contract at any time prior to the execution of the contract by both parties if rejection of all proposals or cancellation of the award is deemed to be in the City's best interest. In no event shall the City have any liability for the cancellation of award.

3.15. Reissuance of RFP

The City reserves the right to re-issue a subsequent procurement for this service at any time if deemed to be in the best interest of the City.

3.16. Protest of Award

A protest of award must be physically delivered to the Purchasing Officer within seven (7) business days of the notice of award date. Our office is open Monday through Thursday from 7:00 am to 6:00pm (closed on holidays). Packages containing protests shall be marked as follows:

RFP Award Protest, RFP - 2024-RFP-063

City of Kingman

Attn: Tina Moline

310 N. 4th Street

Kingman, AZ 86401

3.17. Vendor Registration

Prior to the execution of a Contract, the successful Proposer must properly fill out and complete a City

Vendor Application and IRS W-9 Form, and include the documents with the proposal.

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3.18. Licenses

Proposer will maintain, in current status, all Federal, State, and local licenses and permits required for the operation of the business.

Pursuant to the Kingman Municipal Code, Chapter 8, Article 1.5, Business Licenses, Vendors conducting business within the City of Kingman with a permanent or temporary physical business location within the city limits must apply for a business license and pay the applicable license fee, unless exempted under section 8-13. The full municipal code can be found on the City's website or at the following link:

https://www.codepublishing.com/AZ/Kingman/#!/Kingman08/Kingman08.html.

For details regarding how to submit an application, pay the license fee, etc., please visit our website at:

https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses.

3.19. Disputes

In the event any doubt or differences of opinions exists as to the items or service to be furnished hereunder, or from evaluation and/or testing of substitutes, or the interpretation of the provisions of this procurement, the decision of the City of Kingman shall be final and binding upon all parties.

3.20. Confidentiality

A. All documents, reports, proposals, submittals, responses, or other materials submitted to the City by

Proposers shall become the sole and exclusive property of the City and become a public record.

B. Proposals shall be opened publicly at the time and place designated in the RFP. The name of each

Proposer and such other relevant information as is specified by rule shall be publicly read and recorded.

The proposals shall be open for public inspection after contract award.

C. To the extent the Proposer designates, trade secrets or other proprietary data contained in the proposal documents shall remain confidential. The City of Kingman is subject to the Arizona Revised Statutes, Title

39, Chapter 1, relating to public records.

3.21. Transaction Privilege Tax (TPT)

The City is not exempt from Transaction Privilege Tax (TPT); Proposer must include tax in the pricing proposal, when applicable.

4. INSURANCE REQUIREMENTS

4.1. Required Insurance Policies

All insurance, with the exception of Workers Compensation and Professional Liability, must name the City as additional insured before a final contract can be executed. The City reserves the right to request a copy of the full policy for review. A copy of additional insured endorsement will be required prior to contract execution. Insurance must be be primary and include a waiver of subrogation. Proposer agrees to obtain and maintain the following insurance coverage from insurers licensed to do business in the state of Arizona that have an "A.M. Best" rating of not less than "A-VII" with the following minimum insurance required:

4.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits of not less than:

https://www.codepublishing.com/AZ/Kingman/#!/Kingman08/Kingman08.html https://www.cityofkingman.gov/government/departments/city-clerk/business-licenses

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A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

4.3. Commerical Automobile Liability

$1,000,000 Commercial Auto (can be waived, depending on circumstances)

4.4. Worker's Compensation

Per Occurrence: statutory requirement

4.5. Other and Professional Liability

$1,000,000 - Applicable to design services (architects or engineers).

Pollution, where necessary.

Builders Risk (for new construction). Bid bonds may be required and if awarded, payment and performance bonds. All bonds must be verified before work can begin.

4.6. Minimum Limits

The City in no way warrants that the minimum limits contained herein are sufficient to protect the firm from liabilities that might arise out of the performance of work under this contract/agreement. The firm is free to purchase such additional insurance as may be determined necessary.

5. PRICING PROPOSAL

MATERIALS DELIVERED TO CONTRACTOR'S SITE: PROCESSING COSTS

Pricing proposal shall include all processing fees for the materials that will be delivered to the

Contractor's site by the City of Kingman. Bids should also include revenue sharing with the City of

Kingman from the ultimate disposition of materials.

Line Item Description Unit of

Measure Processing

Fees City

Revenue

Sharing %

No Bid

1 Mixed Glass Per Ton

2 Baled Cardboard Per Ton

3 Unbaled Cardboard Per Ton

4 Aluminum Cans Per Ton

5 Tin Cans Per Ton

6 Baled No. 1 Plastics Per Ton

7 Unbaled No. 1 Plastics Per Ton

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Line Item Description Unit of

Measure Processing

Fees City

Revenue

Sharing %

No Bid

8 Baled No. 2 Plastics Per Ton

9 Unbaled No. 2 Plastics Per Ton

MATERIALS PICKED UP BY CONTRACTOR: PROCESSING COSTS

Pricing proposal shall include all processing fees for the materials that will be picked up by the Contractor from the City of Kingman Drop-Site location (3700 E. Andy Devine Ave, Kingman, AZ). Bids should also include revenue sharing with the City of Kingman from the ultimate disposition of materials.

Line Item Description Unit of

Measure Processing

Fees City

Revenue

Sharing %

No Bid

1 Mixed Glass Per Ton

2 Baled Cardboard Per Ton

3 Unbaled Cardboard Per Ton

4 Aluminum Cans Per Ton

5 Tin Cans Per Ton

6 Baled No. 1 Plastics Per Ton

7 Unbaled No. 1 Plastics Per Ton

8 Baled No. 2 Plastics Per Ton

9 Unbaled No. 2 Plastics Per Ton

6. PROPOSAL EVALUATION PROCESS AND CONTRACT

AWARD

6.1. Evaluation Process

An Evaluation Committee, comprised of a minimum of three (3) City team members will be assigned to evaluate each proposal received. Proposals will be evaluated using the criteria specified in Section 7:

Evaluation Criteria of this RFP.

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For purposes of evaluation, when provided for in the solicitation, the using department may award the contract based on:

a. Solely the ranking of offers based on criteria developed by the City.

b. Selection committee discussions leading to the best and final offers, in which the using department may not disclose private discussions leading to the best and final offers or information derived from proposals submitted by competing proposers.

c. Serial negotiations, beginning with the highest ranked offeror.

d. Competitive simultaneous negotiations.

e. Multiple-tiered competition designed to identify, at each level of review, a class of offerors that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked offerors.

f. A multi-step solicitation first requesting the submission of unpriced technical submittals, which are evaluated and ranked based on criteria created by the using department, and then requesting prices from only the highest ranked and qualified offerors of the unpriced technical submittals.

g. Any combination of methods described in this subsection.

The successful Proposer shall submit all required information and documents as a condition of final award of the contract.

6.2. Interviews

The City may interview some or all of the Proposers at any point during the evaluation process. Information provided during the interview process will be taken into consideration in the evaluation process.

6.3. Other Information

Information that Evaluation Committee Members have regarding a specific proposer, aside from what is provided in the response, may be taken into consideration during the evaluation process.

6.4. Special Conditions for Submitting a Response

Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this RFP.

The contents of the proposal and any clarifications distributed by the City shall become part of the contractual obligation and incorporated by reference into the ensuing contracts.

6.5. Notice of Intent to Award a Contract

The firm selected to move forward with contract negotiations will be notified in writing (either by email or other formal means), which serves as the Notice of Intent to Award, on June 16, 2025. A Notice of Intent to Award does not create a contract. Contracts are not considered executed until formal award by the City

Council and signature of the selected Proposer.

RFP results will be posted on the City of Kingman's OpenGov portal.

6.6. Contract Negotiations

Proposer shall submit all documents necessary for the successful execution of the contract, such as insurance or performance and payment bonds, if required.

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Negotiations may be considered in person, in writing, or by telephone.

Terms, conditions, prices, methodology, or other features of the fee proposal may be subject to negotiation and subsequent revision. As part of the negotiation, the Proposer may be required to submit supporting financial, pricing, and other data in order to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the fee proposal.

The mandatory requirements of the RFP shall not be negotiable and shall remain unchanged unless the City determines that a change in such requirements is in the best interest of the City.

In the event the City is unable to negotiate terms it deems acceptable, the City may withdraw its selection and select another firm. It is anticipated that negotiations will be concluded and a contract for Recycling

Transport and Processing Services will be presented for consideration and approval by the City Council on

July 15, 2025.

Additionally, if the City and the Proposer are unable to agree on final contract terms by the end of the negotiation period (as set forth in the RFP Schedule) , the City may withdraw its selection and move forward with contract negotiations with another Proposer.

6.7. Multiple Awards

The City intends to award contracts to multiple Proposers, forming a pool of qualified firms to provide services on an as-needed, if-need basis.

6.8. Commencement of Work

Proposer will not perform any billable work, provide any material or service under this contract until the

Proposer receives a purchase order, or is otherwise directed to do so in writing by the City of Kingman.

7. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of Proposal

Response must include all required details and documents, in the order and format specified in the instructions and requirements.

Points Based 10 (10% of Total)

2. Qualifications

Proposer's relevant experience, ability to perform the services requested, facilities, personnel, technical expertise, and understanding of the services requested.

Points Based 20 (20% of Total)

3. Overall Financial Value

Pricing provided for each material (bidder is not required to provide pricing for all materials and can bid on only the material type they wish to provide the service for). The revenue sharing percentage must also considered when evaluating the overall financial impact.

Points Based 70 (70% of Total)

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8. PREFERENCE IN PURCHASING

Preference in Purchasing (City of Kingman, Procurement Code, 2-349):

A. Resident bidders. When evaluating a bid, except for procurement of construction services, the applicable amount of the City’s transaction privilege taxes shall not be included when the City is evaluating an award to be made between a City of Kingman bidder and an Arizona based non-City of Kingman bidder. This section may be utilized for non-bid purchases as well.

B. Non-resident bidders; award of identical offers. When a department receives offers identical in price, fitness, availability, and quality, and chooses to award a contract, the department shall award the contract based on the following order of precedence:

1. The department shall award the contract to the offeror among those submitting identical offers that is offering goods and/or services that have been manufactured or produced in

Arizona.

2. If 2 or more offerors submit identical offers, and they offer goods and/or services manufactured or produced in Arizona, the department shall award the contract by drawing lots among the identical offers offering goods and/or services that have been manufactured or produced in Arizona. The department may request either in the solicitation document, following closing of the solicitation or at any other time deemed appropriate, any information needed to determine if the goods and/or services in the solicitation are manufactured or produced in Arizona. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

3. If the department receives identical offers, and none of the identical offers offer goods and/or services manufactured or produced in Arizona, and then the department shall award the contract by drawing lots among the identical offers. The offerors that submitted the identical offers subject to the drawing of lots shall be given notice and an opportunity to be present when the lots are drawn.

C. Determining if offers are identical. A department shall consider offers identical in price, fitness, availability, and quality as follows:

1. Bids received in response to an invitation to bid (RFB) or request for quotation are identical in price, fitness, availability, and quality if the bids are responsive and offer the goods and/or services described in the RFB or request for quotation at the same price.

2. Proposals received in response to a request for proposals (RFP) are identical in price, fitness, availability, and quality if they are responsive and achieve equal scores when scored in accordance with the evaluation criteria set forth in the RFP.

3. Evaluating each offeror’s performance of previous work history for the City.

D. Procedure for drawing lots. In any instance when this section calls for the drawing of lots, the department shall draw lots by a procedure that affords each offeror subject to the drawing a substantially equal probability of being selected, and that does not allow the person making the selection the opportunity to manipulate the drawing of lots to increase the probability of selecting 1 offeror over another.

Request for Proposal #2024-RFP-063, Recycling Transport and Processing Services 18

If the solicitation is for the procurement of goods for less than $50,000, the offeror shall include a statement as to qualification for any preference in purchasing pursuant to CC 2-349.

9. VENDOR QUESTIONNAIRE

9.1. Proposal Package*

The proposal package shall include at a minimum, in this order:

A. Cover letter (one page in length);

B. Sample contract with terms and conditions;

C. Detailed proposal response (maximum fifteen (15) pages in length):

Information included in the submittal should include material destination(s), facility operations and capacity, and transportation resources available to ensure timely collection of materials;

D. Description of the experience and knowledge base of the proposer;

E. Pricing Proposal;

F. Proposer Signature Page;

G. Proposer Guarantees and Warranties;

H. References (a minimum of three (3) must be provided): references from other communities served by the Contractor are requested;

I. New Vendor Application;

J. IRS W-9 Form; and

K. Optional - Vendor EFT Form

*Response required

9.2. Proposer Signature Page*

Please download the below documents, complete, and upload.

• PROPOSER_SIGNATURE_PAGE.pdf

*Response required

9.3. Proposer Guarantees and Warranties*

Please download the below documents, complete, and upload.

• PROPOSER_GUARANTEES_AND_WAR...

*Response required

9.4. References*

Please download the below documents, complete, and upload. Proposers shall provide a minimum of three

(3) references.

https://government-project.s3.us-west-2.amazonaws.com/51213/13715088-7014-4b6a-80c7-69cd42be08d4_PROPOSER_SIGNATURE_PAGE.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L7BCNTWO%2F20250106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250106T165244Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGEaCXVzLXdlc3QtMiJIMEYCIQDgMKXl8sghXBzEG8Wv0rFYqcRZ1K8wPn3LWgdguD3kigIhAJCCfAV38pepWjp01uGSDIuc0JN3vd6je2d0s4zsiw6LKoMFCEoQAhoMODkyMzY0Njg3NjcyIgww8xCCljBOJ3pOMOAq4AT7WQXupyzLlu8Mn1n66WuR4NQFzvyw8JwRdC3sNjnZVxREk7WuiwJ4lD7UlAOYVlNQ%2FjXMljdD%2BAmIN5rC8R2mBCtT5bMTJXi9yMpetezqw1rgzG2FSi4dCdyNVS5qn6UQBLS80Tuh%2BnY2VEuvY2zuO9PtX2%2BhYYfGkz0IYulqmwpUC0LDTml0UZShMXFi7UJhJFfnmWYCWSOMXm6PViUTVEL5ilGR0XoUAEX8ur0hI6NN0tDIP7P9ZAWduv62fPicTEgYIYu8%2F8MxbMyDDvz8SKZYkQbwpne%2FfSTj4WAtgt%2BYU94ApMpMZ62Soiv5CpSfWTNEE6BJqxnzJp8zhgfjdTpv7khLV5SM6erCZVygZXuEXvZ01hgEd%2FKWBa3sHpugjVCyaurHg0UPXgDxcObD93y4aFwOSfu7rtJLHHcFhdcYpjpDSH8IXjSfX5aDRnMbrcO808jl%2Bsb%2Bnnu8Lj%2FXGIWJ0BEILF7jiAE7%2F3KJnTosaNyDzJowOqNx1EYEx92VuqWsUW%2FSMkzCAOxGPCMvJCqQlRHyllxoVzoUZmJA46k0x2VOVuafahD7sl6qBHqJ%2FOkv5m6%2FiWps832Nc4y63XBSodgn0lFLhy0uAr0jbjfs2Z6UjNIpYvn22N4Fu%2BzaD9DU6KqNKb%2BBP%2FYUq6NREz2xZfb1uBj5Kj3Zdh1z9ThBPQGgTtvyMXrKbN09z38ID5GX3DqBu9%2BmEh7Fq21iR3oI9qw%2BD%2FyfVnINf4Pr52ZwjSE8Nc2YwOAt6Pn0X5wlGojTG%2B9LqNf5Z5kNVHFwNyKMhp8ZG0HKpk6zSddKbTD8iPC7BjqaAfAo%2BC1tEXayw4XNjCzcOv%2Fu9SrTu8bN8IyXhwQHBgF0NxYSg4FA4bpWKJZPmypexeCL4g5RCN3iBoXn399FoW6Qs3W%2B8Xe%2BEeifylX0w8Dn3%2BK51NbWNn2%2Bw3OZO%2B10riP6ZjBPxn2GdkvHI%2BxWN1gOh1CMtNb3FHFGhQ1yhDvqavul0F9ZwOE%2Fwos10dQU40qIHbSPA%2BrIhG0%3D&X-Amz-Signature=d49e182c26a468f0f0ce38e091bea8f031494a6c989e40dcc19bb3e1b6e03c09&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22PROPOSER_SIGNATURE_PAGE.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/51213/a8a8de16-45ed-4a28-b240-006b5cae4b1e_PROPOSER_GUARANTEES_AND_WARRANTIES.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L7BCNTWO%2F20250106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250106T165244Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGEaCXVzLXdlc3QtMiJIMEYCIQDgMKXl8sghXBzEG8Wv0rFYqcRZ1K8wPn3LWgdguD3kigIhAJCCfAV38pepWjp01uGSDIuc0JN3vd6je2d0s4zsiw6LKoMFCEoQAhoMODkyMzY0Njg3NjcyIgww8xCCljBOJ3pOMOAq4AT7WQXupyzLlu8Mn1n66WuR4NQFzvyw8JwRdC3sNjnZVxREk7WuiwJ4lD7UlAOYVlNQ%2FjXMljdD%2BAmIN5rC8R2mBCtT5bMTJXi9yMpetezqw1rgzG2FSi4dCdyNVS5qn6UQBLS80Tuh%2BnY2VEuvY2zuO9PtX2%2BhYYfGkz0IYulqmwpUC0LDTml0UZShMXFi7UJhJFfnmWYCWSOMXm6PViUTVEL5ilGR0XoUAEX8ur0hI6NN0tDIP7P9ZAWduv62fPicTEgYIYu8%2F8MxbMyDDvz8SKZYkQbwpne%2FfSTj4WAtgt%2BYU94ApMpMZ62Soiv5CpSfWTNEE6BJqxnzJp8zhgfjdTpv7khLV5SM6erCZVygZXuEXvZ01hgEd%2FKWBa3sHpugjVCyaurHg0UPXgDxcObD93y4aFwOSfu7rtJLHHcFhdcYpjpDSH8IXjSfX5aDRnMbrcO808jl%2Bsb%2Bnnu8Lj%2FXGIWJ0BEILF7jiAE7%2F3KJnTosaNyDzJowOqNx1EYEx92VuqWsUW%2FSMkzCAOxGPCMvJCqQlRHyllxoVzoUZmJA46k0x2VOVuafahD7sl6qBHqJ%2FOkv5m6%2FiWps832Nc4y63XBSodgn0lFLhy0uAr0jbjfs2Z6UjNIpYvn22N4Fu%2BzaD9DU6KqNKb%2BBP%2FYUq6NREz2xZfb1uBj5Kj3Zdh1z9ThBPQGgTtvyMXrKbN09z38ID5GX3DqBu9%2BmEh7Fq21iR3oI9qw%2BD%2FyfVnINf4Pr52ZwjSE8Nc2YwOAt6Pn0X5wlGojTG%2B9LqNf5Z5kNVHFwNyKMhp8ZG0HKpk6zSddKbTD8iPC7BjqaAfAo%2BC1tEXayw4XNjCzcOv%2Fu9SrTu8bN8IyXhwQHBgF0NxYSg4FA4bpWKJZPmypexeCL4g5RCN3iBoXn399FoW6Qs3W%2B8Xe%2BEeifylX0w8Dn3%2BK51NbWNn2%2Bw3OZO%2B10riP6ZjBPxn2GdkvHI%2BxWN1gOh1CMtNb3FHFGhQ1yhDvqavul0F9ZwOE%2Fwos10dQU40qIHbSPA%2BrIhG0%3D&X-Amz-Signature=0a7355ccaa2c9e97d91aef2d7d1f5a092019665fe7067974eac329358dc658fc&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22PROPOSER_GUARANTEES_AND_WARRANTIES.pdf%22&x-id=GetObject

Request for Proposal #2024-RFP-063, Recycling Transport and Processing Services 19

• REFERENCES.pdf

*Response required

9.5. Proposer Addenda Confirmation*

Proposer hereby acknowledges it is the responsibility of the Proposer to ensure they have received all

Addendums and responses to questions. Solicitation Addenda will be posted to the RFP on the City's

OpenGov procurement portal where the RFP is posted. Vendors that have registered at https://procurement.opengov.com/portal/cityofkingman and who also follow the City of Kingman will receive email notifications of addenda.

All addenda shall be issued no later than five (5) business days prior to the RFP closing date.

☐ Please confirm

*Response required

9.6. Please state the full name, title, and organization name of the person confirming the items in 9.5.* *Response required

9.7. New Vendor Application/Existing Vendor Verification Form* Please download the below documents, complete, and upload. If you are a new vendor, please complete the

New Vendor Application. If you are already a vendor with the City of Kingman, please complete the Vendor

Verification Form.

• New_Vendor_Application.pdf

• Vendor_Verification_Form.pdf

*Response required

9.8. (Optional) Vendor EFT Form Please download the below documents, complete, and upload.

• Vendor_EFT_form,_FAQ_and_in...

9.9. W-9*

Please download the below documents, complete, and upload.

• W-9.pdf

*Response required

9.10. Please upload a copy of your City of Kingman business license (if applicable)

9.11. Please attach a purchasing contract/service agreement.* *Response required https://government-project.s3.us-west-2.amazonaws.com/51213/6f3cafac-bfb3-4f53-8a6e-022827422ebf_REFERENCES.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L7BCNTWO%2F20250106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250106T165244Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGEaCXVzLXdlc3QtMiJIMEYCIQDgMKXl8sghXBzEG8Wv0rFYqcRZ1K8wPn3LWgdguD3kigIhAJCCfAV38pepWjp01uGSDIuc0JN3vd6je2d0s4zsiw6LKoMFCEoQAhoMODkyMzY0Njg3NjcyIgww8xCCljBOJ3pOMOAq4AT7WQXupyzLlu8Mn1n66WuR4NQFzvyw8JwRdC3sNjnZVxREk7WuiwJ4lD7UlAOYVlNQ%2FjXMljdD%2BAmIN5rC8R2mBCtT5bMTJXi9yMpetezqw1rgzG2FSi4dCdyNVS5qn6UQBLS80Tuh%2BnY2VEuvY2zuO9PtX2%2BhYYfGkz0IYulqmwpUC0LDTml0UZShMXFi7UJhJFfnmWYCWSOMXm6PViUTVEL5ilGR0XoUAEX8ur0hI6NN0tDIP7P9ZAWduv62fPicTEgYIYu8%2F8MxbMyDDvz8SKZYkQbwpne%2FfSTj4WAtgt%2BYU94ApMpMZ62Soiv5CpSfWTNEE6BJqxnzJp8zhgfjdTpv7khLV5SM6erCZVygZXuEXvZ01hgEd%2FKWBa3sHpugjVCyaurHg0UPXgDxcObD93y4aFwOSfu7rtJLHHcFhdcYpjpDSH8IXjSfX5aDRnMbrcO808jl%2Bsb%2Bnnu8Lj%2FXGIWJ0BEILF7jiAE7%2F3KJnTosaNyDzJowOqNx1EYEx92VuqWsUW%2FSMkzCAOxGPCMvJCqQlRHyllxoVzoUZmJA46k0x2VOVuafahD7sl6qBHqJ%2FOkv5m6%2FiWps832Nc4y63XBSodgn0lFLhy0uAr0jbjfs2Z6UjNIpYvn22N4Fu%2BzaD9DU6KqNKb%2BBP%2FYUq6NREz2xZfb1uBj5Kj3Zdh1z9ThBPQGgTtvyMXrKbN09z38ID5GX3DqBu9%2BmEh7Fq21iR3oI9qw%2BD%2FyfVnINf4Pr52ZwjSE8Nc2YwOAt6Pn0X5wlGojTG%2B9LqNf5Z5kNVHFwNyKMhp8ZG0HKpk6zSddKbTD8iPC7BjqaAfAo%2BC1tEXayw4XNjCzcOv%2Fu9SrTu8bN8IyXhwQHBgF0NxYSg4FA4bpWKJZPmypexeCL4g5RCN3iBoXn399FoW6Qs3W%2B8Xe%2BEeifylX0w8Dn3%2BK51NbWNn2%2Bw3OZO%2B10riP6ZjBPxn2GdkvHI%2BxWN1gOh1CMtNb3FHFGhQ1yhDvqavul0F9ZwOE%2Fwos10dQU40qIHbSPA%2BrIhG0%3D&X-Amz-Signature=a5d99ef6f7b13bbfaeff2c210616655f161ee889ecf44698a14b46fac242dcf6&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22REFERENCES.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/51213/a32e6d6f-42e2-46ea-a2c7-e6ed0a5807ca_New_Vendor_Application.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L7BCNTWO%2F20250106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250106T165244Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGEaCXVzLXdlc3QtMiJIMEYCIQDgMKXl8sghXBzEG8Wv0rFYqcRZ1K8wPn3LWgdguD3kigIhAJCCfAV38pepWjp01uGSDIuc0JN3vd6je2d0s4zsiw6LKoMFCEoQAhoMODkyMzY0Njg3NjcyIgww8xCCljBOJ3pOMOAq4AT7WQXupyzLlu8Mn1n66WuR4NQFzvyw8JwRdC3sNjnZVxREk7WuiwJ4lD7UlAOYVlNQ%2FjXMljdD%2BAmIN5rC8R2mBCtT5bMTJXi9yMpetezqw1rgzG2FSi4dCdyNVS5qn6UQBLS80Tuh%2BnY2VEuvY2zuO9PtX2%2BhYYfGkz0IYulqmwpUC0LDTml0UZShMXFi7UJhJFfnmWYCWSOMXm6PViUTVEL5ilGR0XoUAEX8ur0hI6NN0tDIP7P9ZAWduv62fPicTEgYIYu8%2F8MxbMyDDvz8SKZYkQbwpne%2FfSTj4WAtgt%2BYU94ApMpMZ62Soiv5CpSfWTNEE6BJqxnzJp8zhgfjdTpv7khLV5SM6erCZVygZXuEXvZ01hgEd%2FKWBa3sHpugjVCyaurHg0UPXgDxcObD93y4aFwOSfu7rtJLHHcFhdcYpjpDSH8IXjSfX5aDRnMbrcO808jl%2Bsb%2Bnnu8Lj%2FXGIWJ0BEILF7jiAE7%2F3KJnTosaNyDzJowOqNx1EYEx92VuqWsUW%2FSMkzCAOxGPCMvJCqQlRHyllxoVzoUZmJA46k0x2VOVuafahD7sl6qBHqJ%2FOkv5m6%2FiWps832Nc4y63XBSodgn0lFLhy0uAr0jbjfs2Z6UjNIpYvn22N4Fu%2BzaD9DU6KqNKb%2BBP%2FYUq6NREz2xZfb1uBj5Kj3Zdh1z9ThBPQGgTtvyMXrKbN09z38ID5GX3DqBu9%2BmEh7Fq21iR3oI9qw%2BD%2FyfVnINf4Pr52ZwjSE8Nc2YwOAt6Pn0X5wlGojTG%2B9LqNf5Z5kNVHFwNyKMhp8ZG0HKpk6zSddKbTD8iPC7BjqaAfAo%2BC1tEXayw4XNjCzcOv%2Fu9SrTu8bN8IyXhwQHBgF0NxYSg4FA4bpWKJZPmypexeCL4g5RCN3iBoXn399FoW6Qs3W%2B8Xe%2BEeifylX0w8Dn3%2BK51NbWNn2%2Bw3OZO%2B10riP6ZjBPxn2GdkvHI%2BxWN1gOh1CMtNb3FHFGhQ1yhDvqavul0F9ZwOE%2Fwos10dQU40qIHbSPA%2BrIhG0%3D&X-Amz-Signature=f79861edd9ba5da387c4c3e53f2a049952fd32e4d547fdc605d6ad8ce495b8e8&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22New_Vendor_Application.pdf%22&x-id=GetObject 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