RFP_1-26_Scope_Of_Work_-_Addendum_One_Revised.pdf

City of Cheyenne / Request for Proposal #1-25 / Compost Operations Plan

REQUEST FOR PROPOSAL

(RFP #1-25)

FOR

CITY OF CHEYENNE

COMPOST OPERATIONS PLAN

Issued by:

City of Cheyenne, Public Works Department

City of Cheyenne, Wyoming

REQUEST FOR PROPOSAL (RFP 1-25)

CITY OF CHEYENNE COMPOST OPERATIONS PLAN

The City of Cheyenne (“City”) is currently seeking proposals for the following work as specified:

The City of Cheyenne, Wyoming, hereby requests proposals for a CITY OF CHEYENNE COMPOST

OPERATIONS PLAN of the above-named project as written in the attached Exhibit A. Proposers shall be professional firms with compost expertise certified by the United States Compost Council (USCC) and/or the

Solid Waste Association of North America (SWANA), or other certifications from nationally recognized compost association(s). If the proposer is an out-of-state corporation, the firm shall be registered with the Secretary of

State of Wyoming to do business in Wyoming.

Proposers shall submit, in writing, information outlined under Section II, Proposal Format. The submittal shall address the selection criteria as listed herein and such other data as may be useful in evaluating the ability of the firm to perform the work required. Proposals should be short and concise. Proposals are requested for data collection, data analysis, and report preparation.

Information contained in the Request for Proposal and in the proposal submitted by the winning Consultant shall be incorporated by reference into and be considered part of the contract between the City and the firm selected.

I. PROPOSAL SUBMISSION FORMAT

Each responsive proposal received by the City shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract. Prospective proposers are advised to submit all required forms, attachments, and other information as requested in the RFP. Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

All responsive proposals will be reviewed by an evaluation committee comprised of Public Works and may include Engineering, and other personnel to be selected by the City. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-1.

After review of the technical and price proposals, the best qualified firms may be invited to participate in oral interviews with the evaluation committee for the purpose of clarifying and confirming offerings and assertions made if deemed necessary. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-2.

At the end of the selection process, the City will initiate negotiations with the highest ranked proposer toward a final contract containing the detailed scope of work and budget. If negotiations with the first selected proposer are unsuccessful, negotiations with the second highest ranked proposer will be pursued, followed by the third proposer, if necessary, to secure a contract. In the event the City is unable to secure an agreement with any of the qualified proposers, this procurement may be terminated at the City’s option. The City reserves the right to delay making an award as necessary to permit proper study and analysis of all proposals received, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers. The City reserves the right to reject any or all proposals if it believes there is a sound documented business reason for doing so, and to negotiate matters of

Consultant’s performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The City further reserves the right to cancel the procurement process at any time during the evaluation process if it appears that the proposals received are not suitable for any reason whatsoever.

SELECTION CRITERIA – PRICE/COST

Although each Firm’s submitted Price/Cost will be considered, it is not the sole factor for determination of Award. The City will use a weighted scale to assign points (Lowest cost = most points, highest cost = fewest points) for the Price Submission.

The firm with the lowest cost will receive a Score of 10. Each firm with the next lowest cost will receive a Score of 9, and then 8, and this will continue for all received proposals. If more than 10 proposals are received, the scores will be assigned so that all firms receive some points for this scoring criteria.

1. TECHNICAL PROPOSAL:

Upload via the e-procurement portal (1) TECHNICAL Proposal, in PDF format.

(Please merge all documents relating to your proposal into one single PDF document).

2. PRICE PROPOSAL:

Upload via the e-procurement portal (1) PRICE Proposal, in PDF format.

(Please merge all documents relating to your proposal into one single PDF document).

II. PROPOSAL FORMAT

TECHNICAL PROPOSAL FORMAT

The proposer is requested to use the following format when preparing their proposal:

a. Project Team. Provide a description of the proposed project team structure and internal controls to be used during the project, including any subcontractors.

Provide an organizational chart indicating lines of authority.

Identify key project team members who will be assigned to the potential contract, indicating the responsibilities and qualifications of each member, and include the amount of time each will be assigned to the project. The office of the project team members not located in Cheyenne should be identified. Provide detailed resumes'

(not to exceed two (2) pages per person) for the named key project team members, which include information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information. Proposers shall commit that staff identified in its Proposal will actually perform the assigned work. Any staff substitution must have the prior approval of the City.

If the proposer intends to utilize one or more sub-consultants to complete a portion of the Project, all such firms must be listed on Attachment B-1. The proposer shall describe the relevance of each firm to the Project and explain past relationships between the proposer (the legally responsible entity) and each sub-consultant.

b. Examples. Proposal shall include one or more compost operations plan example(s) that would be representative of the work the City can expect.

c. Scope of Work. All proposers will commit at a minimum to the services outlined in Exhibit A, Scope of Work, of the proposed Professional Services Agreement.

The proposer may supplement the draft Scope of Work with any additional work or clarification of work that is determined necessary for the successful completion of the project.

d. References. List up to three (3) current customers that use the proposer for compost operations and planning. Provide the following information for each reference:

Client Name, Address, Contact Person, Telephone.

f. Other Information. Any additional information the proposer feels would be useful to the committee in evaluating the proposal should be placed in this section.

g. Specific Information. The proposer should carefully review Exhibit A, Scope of

Work and attachments, in the attached Professional Services Agreement. This exhibit provides background and other information as well as directions necessary for proposal preparation.

Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the City. The signer of the proposal must declare that the only person(s), company or parties interested in the contract as principals are named herein; that it is, in all respects, fair and in good faith without collusion or fraud; and that the signer of the proposal has the authority to bind the principal proposer.

PRICE PROPOSAL FORMAT

COST OF WORK

a. Cover Letter. Identify the proposer’s name, mailing address, telephone number and contact person(s). The letter must be signed by the proposer and should be limited to two (2) pages.

Consortiums, joint ventures or teams submitting proposals, although permitted and encouraged, will not be considered to be responsive unless it is established that all contractual responsibility shall rest solely with one consultant or one legal entity, which shall not be a subsidiary or affiliate with limited resources. Each submittal shall indicate the entity responsible for execution on behalf of the team.

b. Provide a complete line-item budget for all phases of the work listed in Exhibit B, with a breakdown of each phase, as necessary to complete the Project as specified in the RFP, its attachments and other documents referenced. Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred twenty (120) days. In the event that a contract award by the City is delayed beyond the 120-day period, such award shall be conditioned upon the proposer’s acceptance.

ATTACHMENT “A-1”

FIRST ROUND CONSULTANT PROPOSAL EVALUATION

CRITERIA WEIGHTING

CRITERIA DESCRIPTION WEIGHT

Composting

Operations

Experience in compost operations processes, production, and development.

Data Analysis Experience in interpreting local data conditions and understanding municipal operations nuances

WY State

Requirements &

Regulations

Experience and familiarity with Wyoming DEQ Solid Waste

Regulations

Adequate

Resources Physical location of Proposer relative to the City of Cheyenne. 5

Technical Proposal Readability, completeness, brevity, and organization of the proposal. 10

Resident

Contractor

Firm is a Resident Contractor, registered with Wyoming Workforce

Services (Yes 10 Points, No 0 Points)

Price Proposal Weighted Scale - Assigned Value 10

TOTAL 100

ATTACHMENT “A-2”

SECOND ROUND CONSULTANT PROPOSAL EVALUATION

(SITE VISIT / INTERVIEW)

CRITERIA WEIGHTING

INTERVIEW WEIGHT SCORE COMMENTS

Composting Operations

Experience

Data Analysis 30

WY State Requirements &

Regulations

Local/Regional Experience 10

TOTAL 100

List reasons you have for recommending a particular firm:

List reasons you have for rejecting a particular firm:

General comments/clarifications/questions:

Date: ___________________

ATTACHMENT “B-1”

USE OF SUB-CONSULTANTS

Sub-consultant

Name/City/State

Est. Value of Work Work Tasks to be Assigned

Total Value of Sub-contracts

EXHIBIT A

SCOPE OF WORK

This Request for Proposal (RFP) seeks consulting services to develop a comprehensive Compost Operation Plan for the City of Cheyenne Compost Facility that will evaluate current operations, productivity, and potential improvements and provide an actionable plan for the facility. The scope of work includes the following key elements:

1. Evaluation of Current Operations and Recommendations:

a. Efficiency and Effectiveness:

The consultant will assess the overall efficiency and effectiveness of current composting operations, including but not limited to feedstock management, processing techniques, and workflow.

b. Productivity Analysis:

A detailed analysis of productivity based on available feedstocks will be conducted.

Recommendations for increasing or decreasing production levels, optimizing feedstock use, and alternative methods for unused feedstock will be provided.

c. Environmental Controls:

Evaluate existing environmental controls, including dust, stormwater management, and odor control, and propose improvements to ensure compliance with applicable existing regulations and industry standards.

d. Equipment Evaluation:

Review and evaluate current equipment used in the composting process for utilization, purpose, and size. Make recommendations for upgrades, replacements, maintenance, or additional equipment needed to improve efficiency and reduce downtime.

e. Employee Training and Qualifications:

Assess current employee(s) qualifications and recommend industry-recognized certifications.

Propose training programs for safety, operations, and customer service, as well as strategies for ongoing professional development.

f. Evaluation of Operational Location:

Analyze the suitability of the current composting facility location. Evaluate whether it can support current and future operations and recommend improvements. Categorize parameters for identifying a new site location, with attention to environmental impacts, zoning, setbacks, permitting, and logistics.

g. Evaluation of Sales Opportunities and Marketability Study:

Conduct a marketability study to assess potential for expanding uses and sales by identifying potential additional recipients and customers, including and recommend pricing strategies (fee structure) maintaining residential drop off free.

h. Fire Risk Management:

Assess fire risks within the composting facility and recommend prevention measures. Develop protocols for monitoring, detection, and response to compost fires that will include the local fire authority as well as provide a written fire-response management plan.

2. Operations Plan:

Provide a comprehensive Compost Operations Plan that consolidates all findings, assessments, and evaluations from the project. The report should include an actionable plan with indications for improving operations, productivity, environmental compliance, employee training, sales opportunities, site management, a detailed schedule for testing and record keeping with recommended retention schedule and a detailed QA/QC procedure for the site .

The City’s expectation is that the Consultant will provide approximately 2-3 on-site meetings with

Staff to present and discuss the plan.

In addition, the City expects 2-3 on-site meetings with the City to present and discuss the plan with the City Council about potential changes to the equipment, fee schedule, facility location or others.

3. Plan Implementation Support:

The consultant will provide a 1-year support period to answer questions and provide additional guidance on implementing the plan. The consultant shall also allocate time for support in presenting the final report to key stakeholders (i.e., Public Works management and City Council) as needed.

The City’s expectation is that the Consultant will provide a monthly on-site visit (12 Total).

EXHIBIT B

PRICE PROPOSAL

Explanations for the following service(s) can be found on Exhibit A. If a service is not offered, please indicate with a N/A or NO.

Task 1 – Evaluation of Current Operations Unit Cost Quantity Total

Task 2 – Compost Operations Plan Unit Cost Quantity Total

Task 3 – Plan Implementation Support (1 year) Unit Cost Quantity Total

Include this page as a part of the – PRICE PROPOSAL submission.