Request_for_Proposals_(RFP)_2023-RFP-0216,_Homeless_Encampment_Clean-up_and_Disposal_Services.pdf

COUNTY OF SACRAMENTO

DEPARTMENT OF REGIONAL PARKS

REQUEST FOR PROPOSALS

FOR HOMELESS ENCAMPMENT CLEAN-UP AND DISPOSAL SERVICES

July 2023

RFP FOR HOMELESS ENCAMPMENT CLEAN-UP AND DISPOSAL SERVICES

TABLE OF CONTENTS

1 PROJECT SUMMARY

2 KEY EVENTS

3. SCOPE OF SERVICE REQUESTED

3.1 SCOPE OF WORK…

3.2 SERVICES TO BE PROVIDED…

4. TERM

5. PROPOSAL SUBMISSION PROCEDURES AND REQUIREMENTS

6. QUESTIONS AND ANSWERS

7. PROPOSAL CONTENT

7.1 WILLINGNESS TO SIGN

7.2 REFERENCES

7.3 TEAM EXPERIENCE

7.4 APPROACH

7.5 PRICING

8. EVALUATION OF PROPOSALS

8.1 SELECTION COMMITTEE

8.2 QUALIFIED PROPOSERS

8.3 RANKING OF PROPOSALS

9. COUNTY’S RIGHTS, OPTIONS, AND POLICIES

EXHIBIT

EXHIBIT 1 ............................... SACRAMENTO COUNTY SAMPLE AGREEMENT

1 PROJECT SUMMARY

The County of Sacramento, Department of Regional Parks (County) is seeking responses to this Request for Proposals (RFP) from entities with demonstrated experience in the clean-up and removal of refuse from homeless encampments. In response to the increase in homeless encampments, the County is seeking a contractor to support the removal of trash at homeless encampments, specifically along waterways within the County. Proposers shall be licensed by the State of California to handle and transport regulated materials (sharps and human waste, batteries, hazmat, propane tanks/flammable containers).

2. SCOPE OF SERVICE REQUESTED

2.1. SCOPE OF WORK

The Contractor shall work at the direction of a County representative. The tasks are described below. The Contractor shall;

• Furnish all staff, equipment, vehicles, safety equipment, tools, garbage bags, and other materials to perform services.

• Work an eight hour per day weekday schedule, except for holidays. Start times shall be mutually agreed upon.

• Notify County at least 48 hours in advance of where and when the work will occur.

• Track and document work online for real time monitoring such as work address and before/after pictures.

• Meet periodically with County to discuss any operational concerns regarding the program responsibilities listed above.

• Be licensed by the State of California to handle and transport regulated materials

(sharps and human waste, batteries, hazmat, propane tanks/flammable containers).

• Dispose of all collected materials at an appropriately permitted facility. All non-regulated waste material generated under this contract will be accepted free of charge at County disposal facilities (Kiefer Landfill and/or North Area Recovery Station – NARS).

2.2. Services to be provided

Homeless Encampment Solid Waste Removal

Upon direction of County staff, Contractor shall:

1. Remove and dispose of trash and debris from homeless encampment areas as designated by the County.

2. Remove solid waste only on publicly owned lands.

3. Collect needles, other sharps, and bio waste, batteries, hazmat, propane tanks/flammable containers.

4. Properly dispose of all collected solid waste and regulated materials (sharps and bio-waste, batteries, hazmat, propane tanks/flammable containers).

5. Provide a minimum 2 person work crew a minimum of 8 hours per day, 5 days per week.

6. Track and document work at each site daily. At a minimum, collect the following information:

• Site Pictures

• Quantity of material collected

• Quantity of sharps collected

• Notable site issues

Coordination with County Staff

The Contractor shall coordinate their efforts with County Staff. The County shall provide direction to the Contractor regarding the location of services. Assignments will be a combination of one-time cleanups and regular visits to larger sites.

3. TERM

The initial term of the agreement shall be for a 15-month period, from October 1, 2023 to December 31, 2024. The agreement may be extended for up to three one-year additional terms upon mutual consent.

4. PROPOSAL SUBMISSION PROCEDURES AND REQUIREMENTS

Please review OpenGov Procurement for instructions on submission.

5. QUESTIONS AND ANSWERS

All questions related to this request for proposals shall be submitted through the

Question & Answer Module (Q&A) of OpenGov Procurement, prior to the question submission deadline. Questions received via e-mail or phone to department contacts will not be considered.

All materials related to this RFP, including the question and answer set(s), will be posted as addenda to the project.

IMPROPER CONTACT: Do not contact any other COUNTY employees or officials regarding the contents of this RFP or the selection process. Questions regarding this RFP or the selection process should be submitted as noted above. Improper contact with anyone other than through this procurement system regarding this RFP may result in disqualification of the Proposer from the proposal evaluation process.

6. PROPOSAL CONTENT

Proposers must submit a thorough narrative and provide complete detailed information supported by references in response to the Scope of Services Requested. If supporting materials are provided, the Proposer should reference the title of the materials and relevant sections 7.1 through 7.5 below.

To facilitate evaluation of the proposals received, all proposals must conform to the chronology and content described as follows:

7.1 WILLINGNESS TO SIGN

All Proposers must indicate their willingness to sign the attached agreement (Exhibit 1). Any exceptions taken to the agreement must be explained in detail in the proposal. Substantial differences in language or terms between a proposal and the agreement may result in rejection of the proposal. COUNTY reserves the right to negotiate minor modifications of the language contained within its own agreement upon selection of Proposer.

7.2 REFERENCES

Proposals shall include an up-to-date list of references from at least three (3) organizations for which the firm has performed services within the past five (5) years that are similar to the requirements of the Scope of Services Requested. For each reference, provide the name of the organization, contact name, address, e-mail address, telephone numbers, date of services provided, and type of work conducted.

7.3 TEAM EXPERIENCE

The Proposer must submit information regarding the organization’s prior experience in its Proposal:

7.3.1. Describe the organization’s experience in all areas related to homeless encampment clean-up and disposal services.

7.3.2. Identify key project staff. Provide an organizational chart, resumes, and summary of key staff qualifications and experience. Include an assurance of a dedicated project team. Provide copies of any relevant, supporting documentation such as licenses or certificates.

7.4 APPROACH

The Proposer must submit a description of its approach to perform the Scope of Services Requested in its Proposal.

7.5 PRICING

The Contractor shall submit a cost per week per crew for services. This cost shall include all labor, equipment and materials necessary to perform the requested scope of services for a one-week period. A rate schedule of standard hourly labor and equipment rates and charges must also be submitted as part of the proposal.

The Contractor will submit to the County monthly reports which will be due with the submittal of the monthly invoice. Reports are to include:

• Collection Period.

• Total estimated quantity of all materials collected.

• Number of encampments serviced.

• Initial destination for all materials collected.

7. EVALUATION OF PROPOSALS

8.1 SELECTION COMMITTEE

A Selection Committee will be convened by the COUNTY to qualify and rank all proposals received. The Selection Committee will be comprised of one or more representatives from the COUNTY. The Selection Committee may choose to invite proposers to oral interviews.

8.2 QUALIFIED PROPOSERS

A Proposer will be deemed as qualified based solely upon the information provided by the Proposer in their proposal and their response to all the requirements of this

RFP.

8.3 RANKING OF PROPOSALS

Proposals will be ranked based on the following criteria:

1. Approach

2. Value/Cost of Service

3. Assigned Staff/Team Experience

4. References/Past Performance

8.4 AWARD OF AGREEMENT

An agreement will be negotiated with the highest ranked Proposer. If the COUNTY is unable to negotiate a satisfactory agreement with the highest ranked firm on the list, COUNTY will undertake negotiations with the next ranked firm and so on until it has obtained satisfactory agreement. Upon award of an agreement by COUNTY, this RFP and the Proposal submitted by Proposer will be incorporated into the agreement.

There is no guarantee that all the work or any part of the work for the COUNTY will be awarded under this solicitation, or that any award will result in an exclusive contract.

8. COUNTY’S RIGHTS, OPTIONS, AND POLICIES

COUNTY reserves the right to postpone selection of qualified Proposer(s) for its own convenience, to cancel this RFP at any time, and/or to reject any and/or all proposals for any reason in its sole, exclusive, and absolute discretion.