RFP_4-26.pdf

City of Cheyenne / Request for Proposal #4-26 / Recycling Services

REQUEST FOR PROPOSAL (RFP #4-26)

FOR

CITY OF CHEYENNE RECYCLING SERVICES

CITY OF CHEYENNE, WYOMING

Issued by:

Public Works Department – Sanitation Division

City of Cheyenne, Wyoming

City of Cheyenne

Purchasing, Attn: TJ Barttelbort

2101 O'Neil Avenue, Rm. 309

Cheyenne, WY 82001

(307) 773-1045

City of Cheyenne / Request for Proposal #4-26

The City of Cheyenne, Wyoming, hereby requests proposals for Recycling Services as written in the attached Exhibit A. The Proposer shall be properly licensed and permitted to run a Recycling

Facility in their jurisdiction of operation.

Proposers shall submit, in writing, information outlined under Section B, 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.

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.

A. PROPOSAL SUBMITTAL.

Proposers shall submit / upload their technical proposal and price proposal simultaneously on the date and time specified in this RFP, via the OpenGov e-procurement portal.

B. PROPOSAL FORMAT.

Proposers are advised that, consistent with provisions of the City of Cheyenne’s policy for the procurement of professional architectural and engineering services, the City shall utilize a two-step process for selecting a Consultant through this solicitation. This process dictates that proposers divide their submittals into two parts: a technical proposal and a price proposal.

Proposers shall submit their technical proposals and price proposals simultaneously on the date and time specified in this RFP, sealed in separate, clearly marked envelopes, as follows:

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).

PROPOSERS ARE INSTRUCTED TO ENSURE THAT ANY PRICING

INFORMATION IS NOT INCLUDED IN THE TECHNICAL PROPOSAL.

ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS

MISTAKENLY INCLUDED WITH THE TECHNICAL PROPOSAL,

WILL BE BASIS FOR PROPOSAL REJECTION.

Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative or extraneous materials discouraged. Each section within the proposal shall be clearly defined for easy reference. All blank spaces must be filled in (e.g., the number “0”, the word “None” or the words “Not Applicable” or “NA” are to be inserted, where appropriate, on the forms).

The proposer shall use the following format when preparing their proposal:

1. Technical Proposal.

a. Operations. Describe the recycling facility’s current operations, where the facility is located, the number of employees at that location, how material is received, sorted, stored and sold. Briefly describe the markets to which material is sold and indicate, to the best of knowledge, how economically viable those markets are for the next year.

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. Contaminated Loads. Describe the method and procedure for identifying contaminated loads, listing what defines as contamination. Indicate the procedure for dealing with contaminated loads, or loads of recyclables that contain a certain percentage of contamination, such as Municipal Solid

Waste.

c. Up-Market Revenue Share. The proposer shall explain if they will pay the

City for loose filled recyclables and cardboard if said price for products exceeds a certain amount. Please indicate the formula used to calculate such payments and a payment schedule.

d. 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.

e. References. List at least three (3) current customers and the monthly tonnage of goods delivered to the facility. Use additional sheets if more than three (3) references are provided. Provide the following information for each reference: Client Name, Address, Contact Person, Telephone, monthly tonnage delivered.

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.

2. Price Proposal.

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.

C. ADDENDA.

Any and all Proposers may make inquiries in writing to City at any time prior to 5:00 pm on

Thursday, March 12, 2026. Any written question of a Proposer regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the City prior to the above specified date. The City shall make reasonable efforts to ensure that clarifications given to any prospective Proposer shall be similarly furnished to all prospective Proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed Proposers. No technical assistance shall be given by the City to any Proposer in preparation of its proposal.

The City intends to respond to all questions and inquires no later than, Monday, March 16, 2026

Written inquiries shall be submitted via the City's eProcurement Portal.

Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the

City in the form of written addenda. Oral comments, responses and/or representations shall not be binding upon the City.

If any Addenda are issued, each Proposer must acknowledge each addenda via the City's eProcurement Portal.

THE CITY WILL CONSIDER AS INCOMPLETE ANY PROPOSAL IN WHICH ALL

ADDENDA ARE NOT ACKNOWLEDGED, AND THIS WILL BE A BASIS FOR

PROPOSAL REJECTION.

D. DISCLOSURE OF PROPOSAL CONTENTS.

All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the City after the proposal submittal date given in this RFP. The

City assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

Nevertheless, if a proposal contains information that the proposer does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

The information contained on pages ______ shall not be duplicated or used in whole or in part for any purpose other than to evaluate the proposal provided. If a contract is awarded to this firm as a result of the submission of such information, the City of Cheyenne shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the City of Cheyenne’s right to use the information contained herein if obtained from another source.

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

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in the Wyoming Public Records Act or as otherwise provided by law.

E. PROPOSAL PROTEST PROCEDURES.

Proposers are advised that the City shall administer any protest initiated by a protesting party concerning this solicitation in the following manner:

1. The protesting party may submit a written protest prior to the due date for proposals stated elsewhere in this RFP, unless the protesting party did not know or could not have known of the facts giving rise to such protest prior to the proposal opening. The protest shall be submitted within three (3) calendar days after the protesting party should have known of the facts giving rise thereto.

2. Upon receipt of a timely written protest, the City shall not proceed further with the solicitation or contract award before all administrative remedies have been exhausted, or until the City’s Director of Purchasing determines that a contract award without delay is necessary to protect the interests of the City.

3. Timely protests shall be reviewed by the City’s Director of Purchasing, who shall consider all facts, technical support, and justification submitted by the protesting party, and in a timely manner render a decision on behalf of City as to the validity of the protest and the disposition thereof. The City’s Director of Purchasing may request additional information from the protesting party to clarify or support its protest, in which case such information shall be supplied in writing by the protesting party within three (3) calendar days following the City’s request.

4. All matters in dispute between the City and a protesting party that are not resolved through the appeals process, will be decided in the Laramie County District Court, which shall have exclusive jurisdiction. All matter in dispute related to this RFP shall be governed by laws of the State of Wyoming.

F. OMISSION OF DETAILS.

No advantage shall be taken by any proposer as a result of the omission of any parts or details which are necessary for the provision of detailed design and engineering services even though such details may not be mentioned in this RFP.

G. SELECTION PROCESS.

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.

As noted above, the City shall utilize a two-step evaluation process for selecting a Consultant through this solicitation. The two-step process dictates that proposers make submittals in two parts: a technical proposal and a price proposal. It is the intent of the City to first evaluate all technical proposals in order to establish a quantitative ranking of the proposals exclusive of price. The City shall use this process to identify one or more proposers who are considered to be best qualified to perform the work required by the City.

All responsive technical 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 proposals, A city representative(s) may request to visit the facility and determine if the operation is capable of handling the City’s recyclable material in a fast and efficient manner. 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 site visit process, the City shall then unseal the price proposals and 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.

ATTACHMENT “A-1”

FIRST ROUND CONSULTANT PROPOSAL EVALUATION

CRITERIA WEIGHTING

CRITERIA

Applicable experience

Approach to

Contaminated Loads

Market Revenue Share

Market Expertise

Adequate Resources

Location

Hauling Material

Proposal

Resident Contractor

DESCRIPTION

Experience in the Recycling industry.

Methods of identifying and addressing contaminated loads.

Does the City stand to benefit from higher market prices for recyclable goods?

Expertise dealing with the technical issues and the recycling markets.

Enough available staff and equipment to complete the proposed work.

Physical location relative to the City of Cheyenne.

Proposal to transport Recycling

Readability, completeness, brevity, and organization of the proposal.

Firm is a Resident Contractor, registered with Wyoming

Workforce Services (Yes 5 Points, No 0 Points)

TOTAL

WEIGHT

ATTACHMENT “A-2”

SECOND ROUND CONSULTANT PROPOSAL EVALUATION

(SITE VISIT)

CRITERIA WEIGHTING

INTERVIEW SCORE COMMENTS

Accessibility from Road 10

Cleanliness of facility 10

Professionalism 10

Equipment used 10

Innovative ideas/creative project approach

Applicable experience/Technical expertise

Familiarity with City’s needs 20

TOTAL

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

TABLE OF CONTENTS

Section 1. Operations Overview and Background:

1.1 Collection Practices

1.1.1 Residential and Commercial Recycling:

1.1.2 Recyclable Materials Collected

1.1.3 Recycling Quantities

1.2 City Holidays:

Section 2 – Contractor Responsibilities

2.1 Exhibit B explanation

2.1.1 Loose Filled Recyclables

2.1.2 Baled Recyclables

2.1.3 Baled Cardboard

2.1.4 Transportation

2.1.5 Accept Materials on Alternate days

City of Cheyenne / Request for Proposal #4-26 / Exhibit A – Scope of Work

EXHIBIT A

SCOPE OF WORK

City of Cheyenne Recycling Contract

Section 1. Operations Overview and Background:

The City of Cheyenne Wyoming is looking to hire a Recycling Processing Company to recycle approximately 12-16 tons a day of recyclable material, collected within the City, five days a week. The

City’s Sanitation Department collects both residential and commercial recycling.

The city collects residential recycling four times a week Monday through Thursday. Commercial recycling is collected five days per week Monday through Friday. Typically, the city will send two semi-trailers full of recycling Monday through Friday.

The Contract period will be for a three (3) year term, with options to extend for two (2) additional three (3) year terms if both parties agree.

1.1 Collection Practices

1.1.1 Residential and Commercial Recycling:

Currently the city provides approximately 22,820 Residential and multi-family units with curb side recycling collection services. Residential recycling is separated into two collection zones and alternate collection weeks.

The City also maintains 400 commercial recycling accounts. Commercial recycling is collected weekly.

1.1.2 Recyclable Materials Collected

The following is a list of recycling materials that are accepted by the City of Cheyenne recycling program curbside pick-up:

• Newspapers, Magazines, Phone Books, and Catalogs

• Brown Paper Bags

• Cardboard Containers

• Plastics #1, #2 #4,& #5

• Steel Cans

• Aluminum Cans, Foil, and Pie Tins

• Junk Mail

• Office Pack

• Glass food and beverage container – Brown, clear, or green

1.1.3 Recycling Quantities

The City collects daily weights for all curb-side recycling and commercial accounts. Table 1 demonstrates the historical collected weights of comingled recycling material:

Table 1 Recycle Tonnage Month 2021 2022 2023 2024 2025 January 260.72 329.25 201.29 280.16 263.48 February 253.83 285.27 124.03 242.44 216.71 March 234.8 395.17 204.53 253.21 230.97 April 321.35 242.76 267.91 261.17 244.93 May 296.86 313.16 334.87 274.53 265.97 June 276.97 295.3 253.82 248.99 270.12 July 250.12 280.36 276.43 258.62 309.69 August 282.15 263.24 559.25 250.37 202.8 September 274.88 261.07 258.61 235.2 241.31 October 250.25 243.22 262.87 270.92 TBD November 222 243.62 450.98 232.14 TBD December 182.43 212.27 502.18 258.61 TBD Year Total (Tons) 3106.36 3364.69 3696.77 3066.36 2004.67

*Recycle weights are shown in tonnage*

1.2 City Holidays

The City has eleven (11) observed holidays:

• New Year’s Day

• Martin Luther King Day

• Presidents Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

Section 2 – Contractor Responsibilities

This section focuses on the services and pricing options provided by the Contractor. Exhibit B is the pricing sheet with the multiple service options. The Contractor does not need to provide every service on the list, but please fill in line with either N/A or NO if the service is not provided.

2.1 Exhibit B explanation

Exhibit B is to be completed by the Contractor and will be considered part of the contract.

2.1.1 Loose Filled Recyclables

The City can deliver collected recyclable material to the Contractors MRF in loose fill. The MRF must be able to accommodate the City of Cheyenne’s two to four trailers per day, plus any and all other obligations the Contractor might have.

2.1.2 Baled Recyclables

The City owns and operates a Baler. If the Contractor prefers the material to be baled, the City can bale all comingled recyclables. The baler produces 1100 lb. bales.

2.1.3 Baled Cardboard

The City maintains several commercial accounts that recycle only cardboard. The City can bale the clean cardboard and present the baled cardboard separate from the loose filled recyclables. If the contractor does not wish to accept baled cardboard, then cardboard will be comingled with other recyclables.

2.1.4 Transportation

The City of Cheyenne’s Sanitation Department would like to solicit bids from the Contractor to haul all the Recyclable material from the City’s Transfer Station to the Contractor’s MRF. If the

Contractor is willing to offer this service, please indicate the cost per round trip:

a) Transfer Trailer Provided by the City: What is the cost billed to the City if the Contractor provides a truck and driver to pick up the trailer in Cheyenne, deliver it to the MRF and return the trailer.

b) Transfer Trailer Provided by the Contractor: What is the cost billed to the City on a round trip basis if the trailer for recyclables is provided by the Contractor as well as the truck and driver.

2.1.5 Accept Materials on Alternate days

Is the Contractor willing to accept recyclable materials on Saturday? The city would haul recyclables the Saturday after a holiday.

Weather in Wyoming can be unpredictable and may lead to road closures. Is the contractor willing to accept additional material the following day after inclement weather.

City of Cheyenne / Request for Proposal #4-26 / Exhibit B – Fee Schedule

EXHIBIT B

FEE SCHEDULE

Explanations for the following service(s) can be found on Exhibit A, Section 2. If a service is not offered, please indicate with a N/A or NO.

Recycling Service(s) Cost/Ton

Loose Filled Recyclables

Bailed Comingled Recyclables

Bailed Cardboard

Transportation Services

(Contractor provided Truck)

Cost/Trip

Transfer Trailer provided by City

Transfer Trailer provided by Contractor

Can the Contractor accept material on Saturdays: Yes / No